AAP Procedures

Record Keeping Procedure
Appointment Requests
Intake Procedure

Record Keeping Procedure

Make a record for each student session, even if the student is a no show or cancellation
E-mail your records to me (Jen Schellinck), within the body of the e-mail you send to me (rather than as an attachment). You can mail more than one record per e-mail.
Put the words 'student record' or 'student records' in the subject heading of the e-mail.
E-mail your records to me every week.
Store any of your own records and other information about students in a place where others can't access them:
- If they are electronic, store them on password protected disk space that only you have access to (somewhere other than on the hard drives in the office computers, since that disk space is not protected).
- If they are paper, store them in the locked filing cabinet in 1510 DT. This is to protect student privacy and comply with FIPA.

Student Intake Procedure

Phone Appointment Request

If a student has left a message on the phone requesting an appointment, write down the contact information in the reception information booklette and then e-mail me (Jen Schellinck) the request and contact information. Delete the phone message once the information has been e-mailed to me.

If a student calls to request an appointment, take down their contact information, and any other information they wish to provide, in the reception information booklette. Try to get some information about times when they would be available to meet with a coach. Tell the student I will be in touch with them by e-mail to schedule an appointment. Then e-mail me the request and information.

E-mail Appointment Request

Forward me the e-mail.

In Person Appointment Request

If a student drops by to request an appointment, take down their contact information, and any other information they wish to provide, in the Reception Information Booklette. Try to get some information about times when they would be available to meet with a coach. Tell the student I will be in touch with them by e-mail to schedule an appointment. Then e-mail me the request and information.

First Session Procedure

Ask the student if they have filled out an information form and signed the information use agreement. Follow this procedure if the student has not yet provided their personal information and/or signed the information use form.

Get the information sheet (check to see if it has already been filled in) and the information use form from the Student Info binder.
Either fill in the information form with the student or, if the information already exists, confirm that the information is correct.
Ask the student to agree to and sign the information use form.
Return the information form and information use form to the binder (order forms alphabetically by student last name).