CAPS LETTERHEAD

November 17, 2008

To: Students seeking a schedule modification

From: Diana Davis, Ph.D., Counseling ServicesAPS Clinical Director

Re:CAPS Policies and

Counseling and Psychological Services (CAPS)

Guidelines and Procedures for Responding to Academic

Modification

(“Late Drop” or “Pass/No Pass” Grading) Petitions

If you are seeking support from CAPS Counseling Services (CS) to late drop a class, please read this information before meeting with a CAPS counselor. This document may help you determine whether or not CAPS can support your late drop request.

CAPS is here to help you with personal concerns and problems that may be impacting your ability to succeed academically. If our assessment finds that you have serious personal problems that appear to be impeding your academic progress, and it is determined that a modification of your academic load is a necessary and positive intervention, then CAPS will assist you by providing a letter of late drop support.supporting your petition to modify your schedule by dropping a class.

However, CAPS does not frequently nor automatically provide support to all students requesting late drop support. Each student and situation is unique, and we will evaluate each request based on criteria agreed on by the UC Davis Colleges and CAPS Management. Please be aware that whether you are a current or past CAPS client is not necessarily a deciding factor in supporting, or denying, a request. [C1]

Please be aware that whether you are a current or past CAPS client is not necessarily a deciding factor in supporting, or denying, a request.

How CAPS Will Assessment of Your Late-Drop Request

CAPS guidelines on providing support for late drop requests are based primarily on the criteria already established by the Colleges. Each college (Engineering, Agricultural and Environmental Sciences, Letters and Sciences) list the same 5 reasons for supporting a late drop request:

  1. Increase in work hours
  2. Medical concerns
  3. Serious Personal Problems
  4. Death in Family
  5. Other

CAPS will only address reason #3, Serious Personal Problems. For the other reasons, students should obtain documentation from the appropriate source(s).

What Does CAPS Consider "Serious Personal Problems"?

  1. A documented psychiatric disability, such as Bipolar Disorder or Major Depressive Disorder, that interferes significantly with a student’s overall functioning, causing a severe decline in ability to participate in normal day-to-day functioning.
  2. Problems that are distinct from, and significantly more impacting than, the “normal” stress a student can expect of school, life, and work.
  3. Problems that require an intervention such as hospitalization.

Criteria That May Indicate Support for a Late-Drop Request

  1. CAPS assessment must first determine that “Serious Personal Problems” exist for the student. Additionally, one or more of the following may be required:
  2. The student’s concerns are well known and documented at CAPS. This usually means that the student came into CAPS and sought assistance when the problem(s) first emerged, and the student is following CAPS treatment recommendations.
  3. The student did not play a significant role in bringing about the problem (i.e. alcohol use).
  4. The level of distress experienced by the student is intense and debilitating.
  5. The student demonstrates making efforts to solve the problem (i.e., involved in counseling, cut back onreduced work hours, re-arranged schedules).

When CAPS Will NOT Support a Late-Drop Request

  1. The student is experiencing distress due to concerns considered in the normal range of life’s challenges (difficult classes, relationship problems, roommate issues, family conflicts, etc.).[C2]
  2. The student is failing or doing poorly in the class s/he wants to drop (NOTE: the Colleges do not allow dropping a course for “grade or GPA protection”).
  3. The student is attempting to avoid academic probation or dismissal.
  4. The student is not willing to take steps to remedy the problem(s).
  5. The student’s reported problems cannot be adequately assessed or documented (problems that occurred in the past can be difficult to assess and therefore may not be supported).

Approval of a Request May Take Time

Students should not expect to receive a letter of late drop support on the day they visit CAPS. The process of reviewing a request for support may require at least one full day (24 hours), and could take up to a week depending on the nature of the request.

Late drop letters will only be considered after:

  1. A complete clinical interview and assessment during which the student explains her/his concerns to a counselor. If the student requests to beis seen duringona brief Urgent CareTriage appointment, or by the Psychologist on Duty, it is possible the counselor may need to schedule a follow up appointment to complete a full assessment.
  2. CAPS has contacted the student’s academic advisor, and if necessary the Professor of the course(s) student is seeking to drop, [C3]in order to determine academic standing and consult regarding the appropriateness of the request, as perceived by the College and the course Professor. (NOTE: CAPS limits disclosure of a student’s personal information to only what is necessary to process the request.)
  3. The treating counselor seeing the student has reviewed the request with his/her Supervisor, or the Clinical Director. All late drop requests require oversight review by CAPS senior staff.

For Those Requesting a Second Late Drop Support from CAPS

If a student has received one late drop letter from CAPS in the past, subsequent requests will only be supported with clear evidence that serious personal problems persist, and when the student can demonstrate that s/he is making significant and effective efforts to resolve/manage the problems impeding academic success.

For example, if CAPS determines that a student does have “Serious Personal Problems” we CAPS may provide late drop support ONE TIME even if the student is only just beginning to take steps to address the problem. In that this case, we CAPS staff will also make a treatment recommendation and assist the student with a plan to resolve and manage the problems more effectively.

However, if on the second late drop request the student cannot adequately demonstrate having taken explicit steps to manage / resolve the problem, in accordance with our treatment recommendations, CAPS will notsupport a second late drop.

What’s Next?

If, after reading this information, you would like CAPS to evaluate your request for support for a late drop request, please proceed to see the receptionist for an appointment. or to be seen on Urgent Care. If you have questions about this policy, you may discuss this document with your counselor, or with the CAPS Clinical Director.

OVER 

[C1]This does not match with the known to CAPS comment

[C2]I think we should eliminate these. What if there is a significant depression due to a breakup or family divorce….

[C3]This never happens and to make it mandatory may be difficult. If you want to include it, say something like With appropriate release of information……