Records
What is contained in my file?
- Intake and Consent to Counselling forms
- Copy of your transcripts
- Case notes
- Copy of any letters written on your behalf
- (If a returning client) Previous case file
- (If signed) Consent for release of information
Will I have access to my file?
- You have full access to your file and may request it at any time.
- You may request that your counsellor copy the case notes as counselling proceeds, so you can keep your own file.
Does any of my information go on my academic record?
- No. Files are protected and we cannot speak to other people or departments without your written permission.
- Limits to this confidentiality exist should an immediate, high risk of harm to yourself or others arise.
Who has Access to My Information?
- At Counselling Services, we utilize an on-line calendar. This means that the receptionist and the other counsellors employed by Counselling Services may see your first name, last initial and ID number in the calendar. If you would prefer, ask that your initials are entered only.
- Although the calendar is password protected, there is a risk that third parties may see your first name and last initial in the system.
- If a court subpoenas a copy of the calendar, a third party may also see those details.
How is my Information Stored?
- We keep files in locked cabinets in an alarmed area. We use a shared filing system which means that our receptionist and other on-site counsellors have access to where your files are stored.
How Long do you Keep My Information?
- A file is officially closed when you and/or the counsellor agree you don't need to attend sessions anymore
- If, following initial contact with us, we have not heard from you for a period of 30 days
- Files are shredded after 10 years