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    Psychological Assessment Policy

    Policy name Psychological Assessment Policy
    Policy number ACA018
    Date approved 10 August 2022
    Approving body Academic Board
    Responsible officer Dean
    Implementation officer Assessment Coordinator
    Next review date August 2027
    Related Policies
    • Academic Integrity and Student Conduct Policy
    Related forms and documents

    1. PURPOSE OFTHIS POLICY

    The Cairnmillar Institute has an extensive collection of psychological test material that support teaching, clinical practice, and research. This policy is designed to ensure:

    a) Tests are used appropriately (i.e., protecting client confidentiality and copyright).
    b) Tests are used by credentialed staff.
    c) Students without credentials are monitored and supported appropriately.
    d) Equitable availability of resources across academic units, placements, and clinics.
    e) Requirements for borrowing and usage are clear and special procedures (e.g., COVID-19 requirements) are available to all staff and students.
    f) Responsibilities for monitoring, maintaining, and ordering are clear.

    2. SCOPE

    This policy applies to staff and clinicians working for the Cairnmillar Institute who are conducting assessments, or supervising students who are conducting assessments. Additionally, it applies to students who are conducting assessments with clients or as part of their course enrolment.

    3. POLICY

    3.1. The Institute will maintain the integrity of psychological tests and ensure staff and student practice are such that they should cause no harm to clients by:

    1. Monitoring staffing credentials for the administration of psychological tests.
    2. Providing students with training and supervision to ensure competency in test administration.
    3. Ensuring students are provided with supervision in test administration and interpretation and report writing.
    4. Informing students of what constitutes breaches of copyright.
    5. Monitoring access to psychological tests.

    3.2. The Institute will have procedures that:

    1. Describe the use of psychological test for students, academic staff, supervisors, and research staff.
    2. Provide information about the purchase of test materials.
    3. Detail the management of damage and loss and breaches of copyright and inappropriate use of tests.
    4. Are reviewed annually or as needed to ensure current and safe practices (i.e., COVID-19).

    4. RESPONSIBILITIES

    Assessment Coordinator Responsible for overseeing access to and the use and availability of test resources:
    • Review of policies and procedures
    • Review and advice on student competencies
    • Monitoring and ordering of hard copy test materials and online materials
    • Review of and providing access to online test materials
    • Monitoring editions of test resources and ordering new editions as required
    • Providing input to the Cairnmillar Institute regarding the purchase
    of new test materials
    • Supporting supervisors on the availability and processes for the
    use of test resources
    • Provision of training to staff on policies and procedures
    Reception Staff Responsible for the daily management of the test materials at Hawthorn, North Melbourne, Dandenong, and the Mingary-Cairnmillar Counselling Service:
    • Ensure tests are stored in a restricted access area
    • Where there are multiple components to a kit, the kit contains a list of components
    • During special conditions (i.e., COVID-19) kits contain sanitizer and wipes for safe usage and instructions for usage
    • Monitoring of the test library email account
    • Administration of bookings, collections, and returns of test resources
    • Checking test materials upon return to ensure there are no missing or damaged components
    • Pursuing overdue loans and remuneration for lost or damaged test material
    • Ensuring use of consumables is recorded in the semi-automated
    borrowing system
    • Advising the Assessment Coordinator when stocks require
    reordering
    • Passing on new tests to Librarian for cataloguing
    • Referring questions regarding Test suitability, Q-global and other
    resources to the Assessment Coordinator;
    • Seeks support and advise from the Assessment Coordinator as required.
    Librarian Checking and cataloguing of new test materials.
    Course Coordinators Monitor and discuss test requirements for course assessment units.
    Unit Coordinators Review tests requirements for assessment units.
    Placement Coordinators Provide information for the use of assessments by students to supervisors.
    Supervisors Monitor and advise students on test usage.
    Clinicians Follow borrowing and return procedures for testing.

    Ensure they hold the appropriate user level for test usage.

    Ensure students follow borrowing and return procedures if students are testing on their behalf and provide authorisation for testing.

    Support Reception staff and the Assessment Coordinator on the monitoring of test resources.
    Intern or Psychology Student Check for missing items or stock take as identified by the Assessment Supervisor.

    4.1. Staff will:

    a) Comply with this policy and its procedures.
    b) Read all information on InSite.
    c) Complete testing within their scope of practice.
    d) Supervise students to develop core assessment competencies and ensure they are operating within these competencies.
    e) Address breaches in competency, client confidentiality, and copyright as per the procedures of this policy.

    4.2. Students will:

    a) Comply with this policy and its procedures.
    b) Read thoroughly and comply with all information provided on my.CMI regarding the use of test resources.
    c) Practice within their competency level.
    d) Protect the confidentiality of clients and the integrity of assessments (comply with copyright).

    5. BREACHES OF TEST USAGE

    The Institute expects staff and students to comply with this policy; however, there may be instances of failure to adhere to the policy.

    These breaches include:

    Copyright Copying or digital storage of copyrighted materials.

    Sharing of copyrighted material.
    Working outside of competency Administering a test without the correct user level.

    Administration of a test without competency or training.
    Inappropriate use of tests Testing a client when an assessment is not required.

    Using an inappropriate test for client presentation.
    Breaking client confidentiality Sharing assessment results outside confidentiality agreement with the client or the client’s family.

    Storage of files in non-locked cupboards and non-encrypted and password protected drives
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