association of university and college counseling center...

Association of University and College Counseling Center Directors (AUCCCD)

Mid-year Board Meeting

Chicago, IL

Friday, March 05, 2010

Members Present: Victor Barr, Yolanda Bogan (ex-officio), Sandy Colbs, Chuck Davidshofer (Ex-officio),

Pamela Duncan, Greg Eells, Terri Hannigan, Denise Hayes, Linda Locher, Bruce Meyer, Sharon Mitchell,

Carolyn Moore, and Barry Schreier

1) The meeting was called to order at 7:40pm by President Denise Hayes. The Board members had a

check-in.

2) Denise provided the President’s report.

A. She presented her report of the NCAA Student Athlete Development Summit

Dr. Bernard Franklin, Senior Vice President, NCAA commented on the trends and current topics of

discussion relating to student athletes such as reducing the number of competitions to reduce the level

of stress. He also acknowledged the death of Myles Brand (January 2009) former Executive Director of

NCAA and the transitions which are taking place within their organization.

Dr. Vasti Torres, Indiana University spoke about the significant role of student affairs for student

athletes and the continuing need to be mindful of inclusion within student affairs generally and athletics

specifically.

Drs. Cricket Lane (UNC – Chapel Hill) and Gary Williams (Carthage College) facilitated a discussion on the

role of bridge building within student affairs and more notably across disciplines.

An informative and interactive discussion occurred with a panel of Div I, II & III coaches and student-

athletes. They shared strategies for maintaining a balanced life, coping with students facing academic

and emotional challenges and collaboration with services outside of athletics.

There was ample opportunity for discussion about the role of our various organizations can and should

have as it relates to student-athletes. Denise offered that AUCCCD would be willing to continue to send

a representative to this summit. A broad range of organizations were present such as: Am College of

Sport Medicine, Assoc of Applied Sport Psych, Assoc for Student Conduct Administration, Assoc of

College and University Housing Officers, Black Coaches and Administrators

Dr. Michael Miranda and Ms Annie Kearns presented the findings of the NCAA GOALS (growth,

opportunities, aspirations and learning of students in college) Study. Surveys were sent to the faculty

athletic representative at 1,026 NCAA institutions. Each rep was asked to survey all student-athletes on

one to three teams at that school chosen by NCAA Research to provide representative samples within

each division.

Significant findings:

1. Student-athletes report being actively engaged in their academic experience-both in and out of

the classroom

2. The majority of student-athletes report both having access to and using academic support

services offered through their campus athletics departments

3. The majority of student-athletes report that they view themselves more as athletes than as

students

4. The majority of student-athletes report that they are actively involved in their campus

community outside of athletics and believe that their athletics participation has benefited them

socially

5. Over ½ of Div I and Div II student –athletes report their primary reason for choosing their

current institution was athletic and if given an opportunity would make same decision to attend

that institution

6. Student-athletes in all sports generally commit large amounts of time to both athletics and

academic endeavors

7. A majority of student-athletes report spending as much or more time on sport out of season as

they do in season. And, given more time, many student-athletes indicate they would devote

additional time to sports rather than academics or extracurricular activities.

8. Overall, in comparison to their schools, NCAA student-athletes see their teams as: being a more

inclusive environment, more accepting of differing viewpoints and cultures, a more comfortable

place to express social, political or religious view; more respectful of members of the opposite

sex, more respectful of person from other racial/ethnic groups but having fewer opportunities

to learn about or discuss other cultures/viewpoints. C.H.A.M.P.S. Challenging Athletes’ Minds

for Personal Success program was discussed.

A. We need a Continuing Education Coordinator for the organization. Jeri Rockett did it for

many years, but she has resigned. It was suggested that preferably we have someone

experienced with AUCCCD and maybe a past Board member who might be familiar with the

politics that go along with the position. Each professional organization has its own

coordinator. It was suggested that Jeri write up a description of the position so that we can

solicit the membership for volunteers. A three year commitment was suggested with an

overlapping term for a co-coordinator. Denise will get a summary of the position from Jeri

Rockett and request a three year commitment. We will start with a coordinator and talk

about a mentoring process after the person begins. We need the person in place by June 1.

We will have an announcement on the list-serve and board members will follow-up with

individual members.

B. Denise discussed the proposal from Tom Seals for getting the emeriti members more

involved. There was discussion regarding the definition of an emeritus member. The

membership committee may need to review the definition and insure that the definitions

on the web and in the by-laws are consistent. The Circle of the Elders will be added to the

conference template at some time close to the banquet. Sandy will setup and manage a list-

serve for them if they want it. This will be managed by the Communications Committee.

We will also setup a list of directors who are interested in mentoring. For now, the cost of

the conference will remain the same at $150.00.

C. The meeting adjourned at 9:48 P.M.

AUCCCD Mid-year Board Meeting

Chicago, IL

Saturday, March 06, 2010




1. President Hayes called the meeting to order at 8:30 A.M.

2. She thanked the Board members for their participation in the survey for the SWOT analysis and

approval of an external consultant. She introduced Brian Reinhardt and Board members introduced

themselves and welcomed Brian Reinhardt.

3. Brian thanked everyone for their participation and provided introductory comments.

4. The Board spent the day conducting the SWOT analysis. There were 123 members who responded

and all of the Board members responded. Dr. Brian Reinhardt served as the external consultant.

Based on the feedback, the Board identified seven major goals for AUCCCD.

i) Communication (Barry and Sandy)

ii) Involvement/Inclusion (Sharon, Carolyn & Bruce)

iii) Advocacy (Denise and Greg)

iv) Technology (Victor and Linda)

v) Economics (Chuck and Denise)

vi) Member and Organizational Identity (Terry and Greg)

vii) Professional Development (Pamela and Yolanda)

5. The Board will work on developing objectives, timelines, and other issues. The task of the member

pairs is to 1) flesh out what the umbrella goal will be, 2) list objectives for the full board to review

and choose to develop, 3) provide a timeline, and 4) expected resources, e.g., people, finances.

6. The results of the SWOT and objectives will be presented to the members at the annual conference.

7. President Hayes and the Board thanked Dr. Reinhardt for facilitating the SWOT.

8. The meeting was adjourned at 4:30 P.M.


Chicago, IL

Sunday, March 07, 2010




President Hayes called the meeting to order at 8:30A.M. She thanked the Board for their participation

in the SWOT analysis and solicited feedback from the Board.

Board members talked about the importance of being clear about the goals and objectives prior to the

annual meeting.

1. President Hayes reviewed the Board members’ task of reviewing the goals, objectives,

timeframe and resources. Members broke into pairs and were given an hour to develop the

goal statements and objectives of the various committees. See number 2-8 below for

committee reports.

2. Director Development- Pamela and Yolanda made the following report:

The Professional development of the directors of AUCCCD will be addressed throughout the

career lifespan of the director.

A. AUCCCD will continue the annual diversity scholars program $2000/scholar

B. AUCCCD will continue to identify new directors for participation in the annual Red Dot

Program at the conference $0

C. AUCCCD will facilitate opportunities for one year mentorships for directors.

1) Directors who volunteer to mentor others will be acknowledged in the conference

program and newsletter each year. $0

D. AUCCCD will provide one program a year for mid and senior level directors, respectively.

$ ???

E. AUCCCD will facilitate a poster session focused on job opportunities for display at the annual

conference and website. $ ???

F. Three to six hours of continuing education credits in ethical and legal issues will be provided

to members annually. $

G. AUCCCD will develop a standing committee for Director Development which will report to the

Chair of the Director Development Committee prior to the mid-year and annual meetings.

1. Their duties will include facilitation of the Red Dot program, mentoring, review

programs for mid and senior level directors and the 3-6 hour CE program.

H. Leadership Growth and Continuity Program- A standing committee will be developed to

mirror each goal of the committee. Members can rotate onto the

I. The Board will continue to support the efforts of the Elements of Excellence Program.

President Hayes requested that Pamela begin to speak with Susan Prieto-Welch and Mark

Thompson regarding their programming as it relates to Director Development and a liaison to

the board.

3. Inclusion and Involvement- Sharon, Carolyn and Bruce made the following report. Goal:

AUCCCD will value and encourage the participation and contributions of all of its members.

A. Objective 1: Will continue the Diversity Scholarships

B. Objective 2: Will continue to have a designated slot in the conference template for a diversity

keynote speaker

C. Objective 3: In the call for programs, include a diversity statement which encourages speakers

to be mindful of diversity when developing their presentations.

D. Objective 4: Include the missions statement in the front of the conference programs because

it encompasses the diversity focus

E. Objective 5: Include a program evaluation question which asks if the speaker paid attention

to diversity in his or her presentation.

F. Objective 6: Ask for additional suggestions for ways the program can be more inclusive.

G. Objective 7: Publicize the Board’s composition including the size of the school, degree and

professional identity on the website and other official documents.

H. Objective 8: Require those running for the board to include their school size, degree, and

professional identity.

I. Objective 9: Use the website and newsletter to convey ways in which members might become

more involved about the organization

j. Investigate the feasibility of developing webinars

K. Objective 10: To assist members in connecting to or developing regional directors’ groups,

including providing instruction for how to sort the membership list by state to facilitate local and

regional connections.

4. Identity-Greg and Terry made the following report.

(new) The mission of the Association for University and College Counseling Center Directors

(AUCCCD) is to assist college/university directors in providing effective leadership and

management of their centers, in accord with the professional principles and standards with

special attention to issues of diversity and multiculturalism. AUCCCD promotes the awareness

of student mental health and development issues in higher education through research, advocacy,

education, and training provided to members, professional organizations, and the public.

(old)The mission of the Association for University and College Counseling Center Directors

(AUCCCD) is to assist college/university directors in providing effective leadership and

management of their centers, in accord with the professional principles and standards of

Psychology, Counseling, and Higher Education. AUCCCD promotes the awareness of college

student mental health through research, education, and training provided to members,

professional organizations, and the public with special attention to issues of diversity and

multiculturalism.

A. Objective 1: Work to increase the diversity and inclusiveness of the organization and the

Board members from different professional identities. This will be accomplished through

recruiting efforts of varying professionals to serve on the board and making an effort to use

inclusive language in all organizational materials.

B. Objective 2: The Board and the organization will engage in ongoing strategic thinking about

issues of Communication, Involvement/Inclusion/ Advocacy, Technology, Economics, and

Professional Development.

C. Objective 3:Develop a strategy for growth through increased of participation of members

serving on standing committees or considering hiring an executive officer.

5. Advocacy- Denise and Greg provided the following report.

AUCCCD will serve as a leading voice in the discussion around college mental health and student

development issues.

A. Develop a mechanism for press releases around the annual survey and other important issues.

B. Play a large role in shaping the agenda of the Higher Education Mental Health Alliance

(HEMHA).

C. Develop an advocacy council comprised of emeriti members, former presidents and board

members to advise the president and current Board.

6. Communication- Sandy and Barry made the following report. AUCCCD will provide membership with ready access to resources, organizational information, and opportunities through transparent, frequent, and timely communications.

a. OBJECTIVES i. Communications Committee will (1 Year)

1. Explore options for enhancement of website including cataloging resources via the listserv, i.e. listserv discussions.

2. Explore options for new technologies for the website for multiple routes of communication, i.e. blogging.

3. Explore options for sharing organizational resources, i.e. databases. a. METHODS

i. Develop broader web subcommittee of

Communications Committee.

ii. Develop proposal for enhancement of website.

iii. Delineation of Board responsibility for tracking the

currency of their area of the web.

4. Review listserv guidelines to include considerations of listserv etiquette, confidentiality of listserv postings, guiding principles for open communication between members. (Free & 6 Months)

5. Establish a listserv for Emeriti Directors (Free & Immediate) ii. On at least a quarterly basis, the President will provide an internal and external

business update to membership. (Free & Immediate) a. METHOD

i. Highlights of Existing Resources ii. Board Initiatives

iii. Opportunities for Involvement iv. Liaison Reports

v. Budgetary Updates vi. Statements of Principles and Values

iii. Throughout all communication venues, leadership will create and advertise opportunities for member involvement, i.e. Committee invites at Conferences (Free & Immediate)

a. METHODS i. Quarterly Updates ii. Business Meeting Announcements at Conference

iii. Via listserv and web iv. Newsletter announcements

7. Economics- Chuck and Denise made the following report. AUCCCD will be responsible and

sensitive to membership in regard to changes in the economic environment and the implications

it has for membership dues and the distribution of funds required for AUCCCD programs and

services.

A. Objective 1: To explore potential sources of future funding to secure sustainable fiscal

solvency.

1) explore what a different kind of dues structure would look like, e.g., based on the

institution’s budget.

B. Objective 2: To stabilize the infrastructure of the organization.

1) start exploring the idea of an administrative executive assistant, e.g., share

administrative duties with someone in an existing office such as IACS. This would provide a

stable office address

8. Technology- Victor and Linda reported the following:

Science & Research – AUCCCD Resource Database

Review: Discussed and decided March 2010:

1. Proceed with developing a framework (e.g., resource database) that supports AUCCCD members

coming together for collaborative work, e.g., conference presentations, journal/magazine

articles, webinars, drive-in/regional conferences, etc.

2. AUCCCD will not provide an official endorsement of events/products that are an outgrowth of

#1.

3. AUCCCD will not be seeking income from these events/products.

4. AUCCCD will consider “sponsoring” events/products on a case by case basis, e.g., “Webinar on

assessing college students’ need for sleep – sponsored by AUCCCD, CCAPS, etc.”. Sponsorship

would mean that the event/product could list AUCCCD as supportive of the event/product but

not that the organization is providing an endorsement of the particular ideas or products.

Draft Content for an e-mail to AUCCCD membership

AUCCCD Resource Database

How might the considerable knowledge and experience of AUCCCD directors better serve the

membership and the professional field? How might we expand upon the networking that our annual

conference affords us? How can we better capture and retain answers to the proverbial questions that

arise on our listserve? To further facilitate access to, and sharing of our organization’s expertise, the

Science and Research area of the Board would like your assistance in creating an AUCCCD Resource

Database on our secure member-only website. Open to all member directors, the database would

provide information about the interests and expertise of our membership and help promote

connections among the membership in these areas.

Interested members will be invited to register and list up to five areas of professional interest and/or

expertise. This information will form the basis of a searchable database that members can use to:

identify colleagues with shared interests,

identify colleagues willing to consult informally with another director on particular topics,

identify topics that could generate a presentation at AUCCCD or other conferences,

provide opportunities for generating webinars, drive-in conferences or professional articles

with our CCAPS colleagues or others, and

provide a contact for media representatives who contact the Board requesting an expert

opinion or perspective on particular topics.

To add your information to the database, please provide your contact information. List up to five areas

of interest/expertise. For each area indicate (e.g., with a “Y” for “yes”), if you’d be willing to be a

resource on the topic. Indicate in which category you’d like your topic to be listed.

EXAMPLE TEMPLATE – bold indicates the template prompts, regular type potential answers.

AUCCCD Resource Database

Name: John Doe

Institution Name: Matthews University

State: Ohio

Contact information (please check preferred method of contact) -

Phone: 614-555-100

Fax:

Email: [email protected]

Areas of interest/expertise (Please list up to five areas)

Category* Conference presentation

Webinar Article

Drive in conference

Consult with colleagues

Media contact

Treating disordered eating among male athletes

3, 4 Y Y Y

Merging counseling 1,5,7,9 Y Y

and health centers

*Categories:

1) Center administration – budgeting, personnel, hiring, relation to supervisor/president, etc.

2) Training & Supervision – student training, peer programs, staff professional development, etc.

3) Clinical/counseling services – individual and group counseling, innovative services, etc.

4) Outreach & Educational programs -

5) Ethical & Legal issues –

6) Crisis & Trauma issues –

7) Campus & Community relations –

8) Student development -

9) CC trends –

Possible conference presentation – I would be interested in developing a presentation for AUCCCD

and/or ACPA/CCAPS conferences on this topic, or a closely related topic.

Webinar – I would consider collaborating with colleagues in developing and offering a webinar on this,

or a closely related, topic.

Article – I would consider collaborating with colleagues in authoring/co-authoring an article on this

topic, or a closely related topic, for a ACPA/CCAPS or other professional publication.

Drive in conference – I would consider collaborating with other colleagues in developing a drive in

conference presentation on this topic, or a closely related topic.

Consult with colleagues – I would be available for other AUCCCD directors to consult about this topic.

Media contact – I would be available to respond to requests from media resources seeking “expert

opinions” or “professional perspectives” on this topic.

Areas of interest will be searchable by key words, and also organized by category by the author.

9. After a break, President Hayes asked that we review the minutes from the annual conference.

The Board reviewed the minutes. Members will provide corrections no later than March 15,

2010. The secretary will provide the corrections to President Hayes.

10. Chuck Davidshofer provided the financial report.

1) Based on the 2008-2009 financial report, as of June 30, 2009 our net worth was

179,964.30.

2) According to the 2009-2010 financial report, our net worth as of March 4, 2010 was

120,075.48.

3) The Board charged $50 less for the 2009 conference. The expected profit from the

2009 conference is $10,666.26 compared to $30,753.27 in 2008.

4) A suggestion was made to have a financial committee to assist Chuck. Chuck

indicated that a one year apprentice would be necessary to have someone to

commit to a three year term as changing treasurer each year would not be practical.

5) The Board suggested that we investigate transferring the funds to a National Bank

and the President have signatory rights.

6) The Board also requested that the treasurer be bonded.

7) The Board will develop a plan for treasurer succession including the terms of office.

8) Terri made a motion that we set the Portland conference registration fee at $350.

Bruce seconded the motion. Following Board discussion, the motion was tabled

until we get estimates from CMC.

9) The Finance Committee may also consider these issues in terms of supporting other

issues brought up from the SWOT analysis.

10) The website costs roughly 4,000 a year to iDiZ for hosting and management. We

need to be clear about whether our needs are being met. It was suggested that we

have them to provide us an itemized bill. We should revisit the contract and Sandy,

the Board contact as chair of the Communications Committee, should be copied on

all activities requested of iDiZ.

11) It was moved and seconded that the Treasurer’s Report be accepted. The vote

carried unanimously.

11. Sandy presented the Communications Report.

A. She provided a handout on the AUCCCD Award for Excellence in Counseling Center

Scholarship.

B. Sandy will check with CMC about providing all of our plaques. All of our plaques have been

ordered through Josten’s. Check with Chuck about ordering plaques prior to doing so to

insure we are not double-billed. It was clarified that board members are eligible to apply for

the award, but committee members should recuse themselves if necessary.

1) After Board discussion, it was decided that the award will include a plaque and a

press release to the winner’s university media relations and President, AUCCCD list-

serve, website and newsletter.

2) One author must be a member of an AUCCCD member organization.

3) The solicitation will be published on the list-serve and website.

C. It was suggested that the Presidential Updates go on the website as well as the list-serve to

facilitate timely and accessible communication.

D. A handout of the Proposal for AUCCCD Special Presidential Commendation was distributed.

1) The commendation may be provided at any time.

2) The formal presentation will take place at the annual meeting.

3) The first two paragraphs of the document will be posted on the website. As

recipients are announced, their names will be listed.

4) It was moved and seconded that we accept the guidelines for the award. The vote

carried unanimously.

5) The recipient will be invited to the banquet for the recognition.

E. List-serve guidelines- After some discussion, it was decided that the Committee will review

the guidelines and send them to the Board for review. The Committee will provide the

Board with guidelines by May 1.

F. It was suggested that there be a Presidential checklist so that the new President’s name is

listed as necessary on the website, etc. Denise will start a checklist.

12. President Hayes discussed the administration of the Lifetime Achievement Award being the

responsibility of the President or Past President.

A. She identified several formats to commemorate the tenth anniversary of the Award.

B. President Hayes will ask Greg to contact all previous recipients to invite them to the

banquet, let them know we are celebrating the tenth anniversary, and send pictures that

relate to their relationship with AUCCCD or their professional life.

C. The pictures will be developed into a slide show that will be shown at the banquet.

D. President Hayes will ask the ED’s to beef up the archival information.

13. Conference Planning Committee- Barry provided a presentation to the Board.

14. Director Development-Pamela presented this report.

A. Call for Nominations will be sent to the list-serve next week.

B. It is not clear if others have volunteered to be mentors.

C. The Board discussed having presenters identify when beginning, mid and senior level

directors are targeted.

D. Director Development will remind members to bring position announcements for

dissemination at the Board

15. Diversity- Bruce reported that most of the recommendations have been incorporated in the

inclusion suggestions discussed during the overview of the SWOT.

A. Individuals who are MFT’s who want to take on the responsibility of exploring the cost and

information related to acquiring CE’s may do so.

B. The cost for CE’s for psychiatrists is cost-prohibitive.

C. Historically, the conference liaison in collaboration with the Host committee is responsible

for updating the conference template.

D. Another aspect of diversity may be commuter vs. residential schools

16. Membership- Sharon provided a written report as follows:

A. Emeriti Inclusion

a. Membership committee will send reminder to emeriti members of reduced membership fees

b. Membership committee will send email to listserv approximately 1 month before the

annual conference to determine which directors will be retiring and to inquire about news of deceased directors so that they may be acknowledged at the conference

c. Emeriti inclusion proposal & items that are moving forward: Circle of Elders (Tom

Seals will solicit someone to lead this), ask conference host to put this program close to the awards banquet, have an emeriti table at the banquet, solicit programs on

retirement and/or transitions, creation of a “how to” manual for new directors,

establish emeriti director’s listserv

B. Defining Emeriti Status

a. Current definition of Emeriti Honorary Membership. There shall also be

members known as Emeritus Members. Emeritus Membership is open to any person who has been a member of AUCCCD for a minimum of 5 years at the time of his/her

professional retirement or otherwise departure from the position of Director.

Emeritus members are non-voting members and do not pay membership dues.

b. The Board will craft an acceptable statement for Emeriti definition. Greg will send the latest version of the by-laws to Yolanda.

C. Yolanda will contact Dan and others to update the by-laws. Yolanda, Chuck and Bruce will

serve as the By-laws committee. She will send the most recent version of the definition of

Emeriti that we can find. The Board will craft an acceptable statement for Emeriti definition.

Greg will send the latest version of the by-laws to Yolanda.

D. Sharon requested guidance about what the membership committee should be doing.

a. Committee can provide assistance with facilitating members sorting the membership

roster to quickly ascertain directors in their state or region.

b. Committee can place a mission statement in the conference handbook.

c. There were questions regarding whether we want the organization to grow.

d. Typically the conference committee invites local non-AUCCCD members to the

preconference and/or conference to solicit membership.

e. The committee may also examine attrition issues and enrollment issues.

f. Chuck is going to speak with Corrine to update the Board members’ information on

the membership invoice form, including school size.

g. There were questions regarding advertisements; “How do people know that we

exist?”

E. Board members contact information on the web and letterhead should include: name, school,

school size, email, and phone numbers for everyone. Currently, there is missing information

especially, email addresses.

17. Linda distributed a written report on the partnership with ACPA-CCAPS

A. There was discussion regarding collaboration around webinars, enlarging our sphere of

influence by collaborating, being clear that we are not endorsing the comments of the

presenter.

B. We need to examine the costs, infrastructure, and expertise of our directors. Victor will

identify the costs of sponsoring a Webinar.

18. Survey-Victor presented the following report.

The 2009 AUCCCD Survey launched on October 26th and closed on January 28

th, 2010. Bob Rando and I

were very pleased that we had two directors interested in taking part in the data analysis for the 2009

Directors survey . They were Evelyn B. Winfield of Western Michigan University and Brian Krylowicz of

Truman State University. The board had just agreed to fund the additional persons’ involvement.

This data analysis was very fruitful. I spent most of one day teaching Evelyn and Brian the process of the

survey. Their impact on our analysis was profound and substantive. Both found it a very worthwhile

endeavor and would like to be part of the 2010 process. Bob is also willing to continue for another year. It

was great having other sets of eyes and hands working on the analysis and report. We finished the

analysis the last morning by 9:30 and had several hours to talk about the next survey. I think the

Monographs are clearer than ever before. Bob revised the format of the Executive summary extensively.

The data analysis team will continue to work to revise and update the AUCCCD survey. We had chosen

not to make major changes in the 2009. We need to make some changes that will create a data seam for

several items for the 2010 survey. We presented the 2008 data in Asheville with the survey already

open. We had many very good suggestions that we had to put off till the next survey because the 2009

survey was already launched. This next year we are proposing to delay the start date until after the

conference. We will try to do a presentation early of the last survey and solicit changes for the upcoming

survey. Main focus will be are we asking the questions we need to be asking. I figure we make the

changes we already plan to make and have the survey ready up to that point. Following the presentation

we will make any minor changes we can at that point – as last minute revisions. We will add any new

questions in this next year’s Trial Questions. Currently, the data analysis team plans to meet at the

conference and plot out any new revisions. We also plan to do a later presentation that reviews the

longitudinal data and any trends. There is just too much to cover to shoehorn it all into one presentation

slot.

Our analysis plan for the 2010 Survey is to meet somewhere around Atlanta in early February 2011 to do

the next data analysis. All four from the 2009 team indicated a willingness to continue. Lexington the past

two years has been a little dicey on the weather. (It took me 4 hours and I drove 20 miles on ice at about

15 miles and hour.) We chose Atlanta because it was 2 ½ hour for Bob and I driving. The airport in

Lexington is much more difficult for Brian and Evelyn. Brian will be in Wyoming at a new center. I will still

drive which will allow us to take a desktop, printer and extra equipment. I did dual 19” monitors and it was

much easier to both show the team things and get analysis done. The costs are pretty close.

In September, I sent to the members of AUCCCD an explanation of many issues about the survey

entitled “Understanding Your AUCCCD Survey 2009.”

Understanding Your AUCCCD Survey 2009

By Victor W. Barr (Survey Coordinator)

History of the Survey

Up to the 2006-07 year AUCCCD financially supported both the Gallagher and Maryland surveys. The

organization did not own the surveys or the data that resulted from their analysis. The Board made the

decision that AUCCCD should move to owning and running a AUCCCD survey and the first version was

launched just following the 2006 AUCCCD Convention. The group that collaborated on the development

of the survey (Robert Rando, Greg Eells, and Greg Snodgrass) attempted to stay true to the traditions of

the prior surveys while allowing significantly greater levels of analysis. The AUCCCD survey now gives a

previously unprecedented degree of access to the data through the online analysis tools available. You

as a director who participates in the survey can find your own answers based on the data available from

the survey. It truly is your survey.

CSCMH

“The Center for the Study of Collegiate Mental Health (CSCMH) in an emerging multi-disciplinary

research center focused on providing accurate and up-to-date information about the mental health of

today's college students in order to serve the needs of mental health providers, administrators,

researchers, and the public.” CSCMH website (http://www.sa.psu.edu/caps/research_center.shtml).

http://www.sa.psu.edu/caps/research_center.shtml

This is not “how does it seem to you” data but direct data on actual use of counseling by clients.. I highly

recommend that directors take a look at their 2009 Pilot study report that is available at the site.

The hope of the board is that the Center for Study of Collegiate Mental Health (CSCMH) research will

offer offers a view of counseling center work that is less based on director perception. The board has

provided financial support for the past couple of years for this project.

Changing Items in the AUCCCD Survey

A challenge in running the survey is the balance between getting good information and getting

comparable information across time. If the questions are changed too much each year they become

non-comparable year to year. An example of this is a count of total sessions offered by a center. This

last year we split this into two questions. The first asks total sessions not including psychiatry visits. The

second asks total sessions including psychiatry visits.

When is the Survey?

Comments on when this survey should be run tend to range the year round. When the survey runs is a

compromise between a couple of factors.

The summer does not work because many centers are closed for the summer. Also many

centers have not finished their year reporting cycle.

If we wait until the spring, the data will be almost a year old when we collect it.

We need to have the data ready for both directors needs for salary information as they go into

the typical spring budget cycle and to support the board’s presentation at the NASPA

conference.

It was decided to launch the survey around the AUCCCD conference each year and close if before

Christmas. Last year we received many requests to leave the survey open into January.

Mid January is as late as we can leave the survey open and still get the analysis done so that the

data can be used to support centers requests for the next year. Bob Rando and I (Victor Barr)

typically spend several weeks checking and cleaning the data. Next , we get together for about

three days of very intense number crunching, near the beginning of February. Following this there is

typically a week to two weeks of additional part-time analysis before the monograph is released.

(Typically we spend over a 150 hours each checking and cleaning the survey and preparing the

monograph.) This puts the release of the monograph near the end of February and just in time to

begin to prepare for the AUCCCD Board’s NASPA conference presentation.

Answering Specific Questions

We get many requests to be able to analyze the data by many characteristics. With the 2008 survey

participating directors can select individual schools through the filter process on EBI’s website. EBI is the

company that host and maintains our survey. To be able to run and analysis there must be data from six

or more data points thus preventing access to the results of a single university. You could pick for

example counseling centers that are at universities that have won NCAA Woman’s Basketball

championships. On the AUCCCD website, after logging in as a member, go to Resources: find the file

“2008 AUCCCD Survey: Using the Filter to look at a Subset of the Survey Responses. [PDF]” The

document shows step by step screen shots through the filter process. I also recommend running the EBI

tutorial. You could then select universities that have won NCAA Woman’s Basketball championships and

run analysis only on that subset of the data.

IACS Ratios etc.

We get a fair number of requests for things that are not directly in the survey but which we calculate

and present in the monograph, the report on the Director’s Survey is called a monograph. Several

directors have commented on the need to use IACS recommended ratios of students to staff. The survey

does not ask directly for this ratio, instead we calculate this ratio and several others – students to

professional staff, students to professional staff and interns, and this past year students to professional

staff, interns and all trainees. In general, we are moving away from having directors enter anything that

we can calculate.

By the way, all of these can be entered as partial FTE. [One day per week equals 1/5 =.2 FTE, 3

hours per week = 3/40 which is .075 FTE, 100 hours per year = 100/(52 WEEKS X 40 hour per

week) = 100/2080 = .048 FTE.]

Length of the Survey

We get many comments that the survey is too long and even more asking for us to add even more

questions. Again, what is included each year is a compromise. I completed the survey in under an hour

including gathering some data I had forgotten to get ahead of time. For myself I find it easier to print off

a copy of the survey and go through it ahead of time to see what additional data I will need to collect.

Should I Just Guess?

One way of filling out the data is to guess. Please don’t. One person told they take the average percent

of the student body dying by suicide and multiply it by the number of student on campus to get the

number of student who died by suicide on their campus. This type of data is not helpful to our

profession, please do not guess when completing the survey. We have identified critical items on the

survey (identified in italics) that we hope that you would minimally be able to complete with data

accessible to you in your role as Director.

NEW Trial Questions

With the 2009 survey we have added additional items at the end for questions that seem to be rising

from the list serve and from suggestions in the 2008 survey. The reason they are there and not

integrated into where they might seem to belong has to do with the ease of setting up the data for

analysis. The way EBI handles data is such a way that changing the order of the items also changes the

numbering of items. If we do not change the numbering of the items, we are able to use a template in

SPSS from the previous year’s data which will save us approximately 20 hours of work each!.

http://www.aucccd.org/img/pdfs/survey_2008_using_filters.pdf

Feel free to contact me ([email protected]) if you have questions or concerns. I will be attending the 2009

conference and always enjoy talking about the survey.

19. Liaison reports

A. Sandy reported on ACCCCS-The Clinical Directors Organization would like to have a liaison

with us. Terrie will attend this conference if Sandy is unable.

B. CCAPS- Linda provided a written report on ACPA Commission on Counseling and

Psychological Services

1) It was clarified that Linda will attend as a liaison for this year.

C. Barry reported on Div 17 and has not attended the meeting yet but has received a warm

welcome. Barry clarified that we do provide sponsorships based on organizational requests.

D. Greg reported on ACHA, Jed, and HEMHA-He provided a brief history. Began in 2007 for

increased public policy and advocacy related to mental health. It is an umbrella organization

representing 217,000 members: ACPA, ACHA, AUCCCD, CCAPS, APA, NASPA, and AUCCCCD.

There is no money. The host organization provides the room and lunch for the meeting.

1) Discussed advocacy regarding healthcare and mental health parity.

2) Discussed doing a white paper on behavioral intervention and administrative teams

in about a year. There will likely be an opportunity for public feedback.

E. NASPA Survey Project- no report.

F. Sandy reported on IACS- no report.

G. Additional topics- Terry presented on issues of participation with New Jersey directors. The

key issues were location of the conference and non-psychologists feeling that they are

invisible as a group.

20. The meeting was adjourned at 4:46 P.M.

mailto:[email protected]


Chicago, IL

Monday, March 08, 2010




President Hayes called the meeting to order at 8:30am.

1. Victor made a presentation on Center for the Study of Collegiate Mental Health (CSCMH). He

submitted an electronic report to the Board as follows:

Disclosure: Karl Zercoe did buy me a stout at Ashville. I plan to do the same for him the next

time I see him.

I became part of the CSCMH Advisory Board in late spring 2009. I attended the 2009 CSCMH

conference on April 17th -18th 2009 at Penn State. I also attended the Advisory Board on

February 22nd through 24th 2010.

HISTORY

Initially, the CSCMH worked to create and refine a demographics and presenting

concerns questionnaire (now known as the Standardized Data Set or SDS) that could be

administered to all students requesting services from college and university counseling

centers. The second task was to further develop and validate a measure of the specific

symptoms an individual student might be experiencing. The measure chosen for this

purpose was the Counseling Center Assessment of Psychological Symptoms (CCAPS),

initially developed by the University of Michigan and then further revised by the CSCMH.

Both the SDS and CCAPS form the backbone of the CSCMH’s efforts to understand the

concerns of an individual student seeking psychological services and how these

concerns are manifested at a population level in college students nationwide. The SDS

and the CCAPS are believed to be relatively stable.

CCAPS

The CCAPS 70 was shortened to the CCAPS 62 from which the CCAPS 34 was developed.

The CCAPS 34 was designed to take about 3 minutes and to be used for frequent follow-

up. A number of centers are already collecting longitudinal data collection with clients

using the CCAPS as part of an effort to assess the CCAPS utility as a change measure.

In the works on the CCAPS are the profile report redesign, clinical significant cutoffs,

sensitivity to change, and concurrent validity with other instruments such as the Deck,

OQ45, PAI, etc.

CCAPS POPULATION STUDIES

CSCMH, NASPA and Student Voice have developed a partnership to gather data on

nonclinical student populations using the CCAPS. In addition, Victor Barr is working with

Bill DeJong of Outside the Classroom to include the CCAPS in a subset of their

population’s experience of Alcohol EDU. This would allow another population sample

and allow the CCAPS to be examined in light of substance abuse issues.

PILOT STUDY 2009

A successful pilot project was run in early 2009 with data contributed by 66 counseling

centers, providing a “proof of concept” for such a system. This has resulted in the

changes discussed above to CCAPS and a number research publications and

presentations.

DATA FLOW NEXT STEP

Further efforts are now in place to refine the data collection and uploading process so

that the mechanisms become automatic, requiring less involvement of staff members at

the participating centers. CSCMH is also working to develop the site of the centralized

data repository, ensuring that data integrity and security concerns are met. IRB approval

is needed for each center to be able to be part of the aggregation of data. The current

plan is to initial data flow in the fall with those centers which have gotten IRB approval.

There are 50 center already approved out of the approximate 150 who have indicated

Interest.

AUCCCDS FUNDING of CSCMH

AUCCCD voted to give $7,500 to partially fund the development of this process. A

question is did AUCCCD intend another $6000 towards the efforts of CSCMH. Currently

the CSCMH plan is to use the $7,500 allocated to facilitate the development of data flow

mechanism which was estimated at $12,000. CSCMH has partnered with Titanium

creator Karl Zercoe to develop the mechanisms to facilitate this process. The steps are

development of the parts of Titanium that allow the easy download of the information

from centers, a server to receive the information and validate the received information

and then upload the data to a permanent server location within Penn State’s Server

cloud. The end server had much heavier protection of the data and allows the merger of

the multiple site data into a totality.

From Ben on this issue:

Estimated cost for completing rudimentary infrastructure will be $11,500 or

$12,000. This includes paying Titanium $8500 to build out the send, receive,

verify, 2-stage server design, and data export. The additional funds will support

server setup and about a year's maintenance at PSU. AUCCCD has committed

$7500 thus far - and that check can be written directly to TItanium Software for

the infrastructure if you desire.

If AUCCCD were to increase that allotment, up to $8500 could be written

directly to Ti and the remainder could come to CSCMH.

- As I mentioned when we talked, CSCMH does not have a budget. We have a

development fund which retains from year to year. Out of it comes wage-payroll

when we need it, buyout of my time to CAPS (about $6-8k/year this year), all

related travel expenses, printing of pubs, etc., occasional support of graduate

student's travel, etc.. Currently CSCMH is generating approximately

$18,000/year in membership fees ($150 x 125 -- because somewhere in the

range of 15-20 don't pay the fee) and we have no other income. If 8k goes to

CAPS, 6-8k to travel, and and the remainder to misc - that pretty much explains.

CSCMH BUDGET ISSUES

CSCMH does not technically have a budget. Penn State’s Counseling Center has funded

parts of CSCMH. Karl Zercoe, of Titanium Scheduler, has been willing to partially

funded the Advisory Board and CSCMH general meetings that have occurred so far. The

members of CSCMH pay $150. Of note is that CSCMH waives this charge for centers

indicating a hardship in paying this amount (16+ center who participated were waived).

This money was used for incidental expenses and to pay for part of a GA’s Salary.

From Ben on this issue:

As I mentioned when we talked, CSCMH does not have a budget. We have a

development fund which retains from year to year. Out of it comes wage-payroll

when we need it, buyout of my time to CAPS (about $6-8k/year this year), all

related travel expenses, printing of pubs, etc., occasional support of graduate

student's travel, etc.. Currently CSCMH is generating approximately

$18,000/year in membership fees ($150 x 125 -- because somewhere in the

range of 15-20 don't pay the fee) and we have no other income. If 8k goes to

CAPS, 6-8k to travel, and the remainder to misc - that pretty much explains it.

POPULATION ANALYSIS ISSUES

A very significant issue in the use of the CSCMH data is that research analysis methods

are not those social science researchers tend to have experience. Statistical significance

is not as meaningful as the N is both large and total population. In essence, all

differences are statistically significant but may not be meaningfully as differences

clinically. This is especially an issue as CSCMH moves to allow researchers outside of the

Penn State group access to the data. CSCMH will develop a policy on how access to the

data will occur both to ensure quality and ethical utilization.

CSCMH AND VENDORS BEYOND TITANIUM

The CSCMH is working on building partnerships with vendors of computerized

scheduling and recordkeeping software beyond titanium. In order to ensure that the

process works effectively for all parties, a number of steps are necessary before

additional vendor partnerships can be forged. The CSCMH is committed to

accomplishing the following steps, which it sees as integral to quality assurance of the

data and software. A process for this to move forward is under development. Vendors

who have indicated interest include Point N Click, Pyramid, and Medcat. There is also a

Canadian firm who has made contact.

RESEARCH PRODUCTIVITY

CSCMH researchers at Penn State had produced a number of papers and presentations

based on the Pilot data. CSCMH collaborators currently have somewhere around 30

pieces under development or published. CSCMH is currently developing the model for

researchers outside of Penn State to gain access.

I am on CSCMH Data Access Subcommittee and the immediate tasks are

a. How to handle data requests b. Handling data requests c. Tracking requests/publications d. Ethics subcommittee e. Alias account f. File management g. Currently we are in - “well get back to you” until we can do the above

I am also on the CSCMH Research Advisory and the immediate tasks are:

a. New areas for data standardization-surveys? b. When will next annual report happen & what will it look like

THE ADVISORY BOARD PRIORITIES

The priorities as CSCMH moves forward are by year:

Year 1 (FY2009-2010)

Funding Statement

Vendor Statement o Exploration of licensing

Spring – servers, Titanium, beta-site testing, etc.

Data flow on in Sept.

Summary Report input from guidelines

Possible summary of research

Website list of publications/presentations

Recruitment of Titanium centers (300) o Survey centers o CE conference interest assessment

Completing IRB approvals o Central repository of IRB materials

Historical recording o Data seam dates (June 1st) o Chronology of center, data points, decisions

Year 2 (FY2010-2011)

Feb 2011 meeting to allow for changes by June 1

HEMA meeting?

Website re-design?

1 year of data-flow Sept 2010 through May 2011

Re-assess vender inclusion timing o Vendors…Exploration of licensing

CCAPS report re-design (summer 2010)

2010 exec summary?

Select conference planning committee?

Year 3 (2011-2012)

Spring Conference (CE conference?) –

ACPA/NASPA preconference? o Recruiting and jobs? o Piggy-back advisory board meeting o Conference planning meeting? Committee? o Web option? o Funding/underwriting?

The Current Advisory Board is

1. Victor Barr 2. Ian Birky 3. Robin Buhrke 4. Betsy Cracco 5. Jeffrey Hayes – as a representative of the faculty of Penn State 6. Dennis Heitzmann - ex-officio 7. Ben Locke 8. Larry Marks 9. Megan Mustafoff 10. David Rardin 11. Nicole Ruzek 12. Greg Snodgrass 13. Jan Collins-Eaglin 14. Nivla Fitzpatrick

A. To get involved, you must have Titanium. Google CSCMH. A fee of $150 is also required.

B. The data are owned by CSCMH.

C. It was suggested that we contribute $10,000. $12,000 is the cost for building the mechanism for

setup. There will not be additional setup changes.

D. There still is no confirmation that Penn State will not own the data. Perhaps we can provide

financial assistance pending confirmation that Penn State will not own it. Victor is on a

subcommittee of the Board that will develop the guidelines and standards for others to use the

data and review the proposal.

E. President Hayes was concerned that we are investing in this project in which many members are

not participating. It was clarified that you do not have to be a participating member to get

access to the data.

F. We need specific information. We are not going to fund any more unless we get a statement

from Penn State that this data belongs to the Consortium. The Board should get a copy of the

grant proposal that includes the proposal. The check should be written only to CSCMH, not

Titanium. After much discussion, it was clear that CSCMH needs to provide an invoice to

AUCCCD.

G. Victor agreed to check the membership to see how many were participating in CSCMH

Barry reported on his conversation with Corrine regarding the fee for the conference. The food is

more expensive in Portland than in Asheville. There was a motion that the fee for the conference be

set at $350. It was seconded. There was Board discussion. There were five in favor; five opposed.

President Hayes broke the tie with a yes vote. The vote passed. Registration fee will be $350 for

early registration only.

2. Greg reported on Active Minds. Active Minds is requesting the AUCCCD write an FAQ for Counseling

Center professionals. They want to make sure that chapters are closely linked to their counseling

centers. The FAQ can be for students and for counseling center staff. There was a question about

them coming to the conference as a vendor to speak with directors about Active Minds. Yolanda

agreed to assist Greg and Barry in developing the FAQ’s.

3. Sharon asked if ACCA would be a contact or liaison. Sharon discussed the importance of having a

valid perception of AUCCCD be conveyed. It was moved and seconded that ACCA become a liaison

relationship. The motion passed unanimously.

4. Linda provided a handout on an organizational calendar that would be put on the website and

updated monthly. She recommended that we not have a Wikipedia entry due to the outside and

inside editing it invites and the regular monitoring it requires.

5. President Hayes asked that we have a link on each page for organizations in which we have a liaison

and we will do vice versa. Pamela agreed to take responsibility for setting up a facebook page and a

link for AUCCCD.

6. The meeting was adjourned at 10:00am.

Respectfully Submitted,

Yolanda K. H. Bogan, Ph.D., CAP

AUCCCD Secretary

association of university and college counseling center...

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