Policy and Procedure for Review of Ethical and Professional Lapses and Misconduct of Graduate Students in Clinical Psychology

Preamble

In all conduct, during academic and clinical training, students in the Clinical Program at the School of Psychology are held to the ethical and professional standards set out by the Canadian Psychological Association and the College of Psychologists of Ontario. In addition, clinical students are expected to be familiar with and adhere to all policies and guidelines of the Clinical Program and the policies and regulations listed under "Resources for current students" on Essential information for the Clinical Psychology program.

General

Formal complaints of ethical and professional lapses and misconduct are made to the Director of the School of Psychology.

Documentation to trigger the process of a Review of a graduate student in the Clinical Program of the School of Psychology is formally received, in writing, by the Director of the School of Psychology.

The Director conducts a predetermination on whether the information received should be reviewed by the Clinical Program Committee (CPC).

If a review by the CPC is deemed warranted, the documentation will be tabled at the next scheduled meeting of the CPC; student member of CPC is recused.

An extraordinary meeting of the CPC (without the student member) may be called by the Chair of the CPC.

1. Disciplinary Review Triggers

   1. A formal complaint about the student-trainee has been made by a member of the public or a member of the University of Ottawa community.

   2. The student-trainee’s behaviour constitutes a serious ethical or professional concern.

   3. The student-trainee’s behaviour has the potential for ethical or legal ramifications if not addressed.

   4. The student-trainee's behaviour has not changed as a function of previous feedback, remediation efforts, or time.

   5. The student-trainee does not acknowledge, and/or redress problematic behaviour/s when previously identified and addressed.

   6. The student-trainee's behaviour negatively affects the proper functioning and/or the public image of the department, university, profession and/or practicum setting.

2. The Clinical Program Committee (CPC)

   1. The CPC consists of the Director of the Clinical Program, Director of the Centre for Psychological Services and Research (CPSR), the Coordinator of Practica and Internships (CPI), two representatives among regular clinical faculty, and one graduate student member. The CPC is mandated to conduct the Disciplinary Review; the student member is recused.

   2. The Chair of the proceedings is the Chair of the CPC.

   3. Members with a conflict of interest are recused; alternative members are designated by the CPC Chair from regular faculty.

   4. CPC decisions are made by majority vote; the Chair is voting only in case of a tie vote.

3. Procedures of the Disciplinary Review

   1. The Director of the School of Psychology distributes to the Chair of the CPC the documentation they predetermined as warranting a Disciplinary Review no later than ten (10) days after reception.
   2. The Chair distributes the documentation to the members of the CPC (student member recused);
   3. The CPC reviews the documentation submitted to trigger a Disciplinary Review and makes a preliminary determination whether the proceedings should advance.
   4. The CPC may solicit additional materials and documentation as required.
   5. Throughout the proceedings, the Chair is the de facto recipient of all additional documentation related to the proceedings. The Chair will vet the documentation and distribute to the CPC considering that, individuals providing materials are required to do so in writing and are informed that confidentiality of their report cannot be provided and that documentation may be shared with the student-trainee.
   6. Following the CPC examination of all documentation, the Chair will inform the student-trainee in writing that a Disciplinary preliminary review was completed.
   7. The CPC may conclude that no Disciplinary meeting is warranted.
      1. The student-trainee will be informed of the reason for and outcome of the preliminary review and next steps by the Chair, in writing, within ten (10) business days of the meeting;
   8. The CPC may conclude that a Disciplinary meeting is warranted.
      1. The student-trainee will be informed in writing by the Chair that the CPC intends to conduct a formal disciplinary meeting within ten (10) business days of the CPC’s determination to do so.
      2. In situations of accusation of major ethical violations, interim measures may be put in place including suspension of the student-trainee from clinical training and/or the program during the ongoing proceedings (e.g., sexual contact with a client, a significant breach of confidentiality, other behaviour that would be considered Professional Misconduct by the College of Psychologists of Ontario).
      3. Student-trainee will be sent copies of documents/materials submitted to the CPC in the same letter as 3.h.i.
      4. The student-trainee may send a response to the Chair and may submit relevant documentation within ten (10) business days of being notified of the decision to conduct a formal disciplinary meeting.
      5. The student-trainee may choose to consult a third party (e.g., student advocate) to accompany them to the meeting.
      6. The date of the meeting is set no sooner than (10) business days from the notification of the decision to do so
      7. The student-trainee is informed that they have an opportunity to present on their behalf at the meeting.
      8. The Disciplinary meeting concludes with a deliberation without the student-trainee present.

4. Possible outcomes of meeting

   The CPC will determine whether the student-trainee breached the ethical and/or professional standards listed above in the preamble, and decide on the following outcomes:

   1. No further action.
   2. Issue a remedial notice to the student-trainee including, where appropriate, specific criteria or conditions to be fulfilled to enable continued good standing in the Clinical Psychology Program along with, where appropriate, consequences to non-completion.
      1. Determine timeframe of completion of requirements and/or conditions to enable continued good standing in the Clinical Psychology Program.
      2. Determine appropriate advisor to the student during the process; may be Director of the Clinical Program or the CPSR, the CPI or another appropriate regular faculty;
   3. Issue a remedial notice to the student-trainee indicating requirement/s for additional courses, practicum, internship or another educational/training experience to be completed satisfactorily.
      1. Determine timeframe of completion of requirements and/or conditions to enable continued good standing in the Clinical Psychology Program.
      2. Determine appropriate advisor to the student during the process; may be Director of the Clinical Program or the CPSR, the CPI or another appropriate regular faculty.
   4. Recommend to the Graduate Studies Committee transfer to a nonclinical or alternative course of studies.
   5. Recommend to the Director of the School of Psychology that the student be suspended from the Clinical Program.
      1. Determine, if appropriate, conditions to be met to for the CPC to review possible reinstatement in the Clinical Program.
   6. Recommend to the Director of the School of Psychology that the student be terminated from the Clinical Program.
   7. Recommend to the Director of the School of Psychology that the student be terminated from the School of Psychology.