cape peninsula university of technology

Cape Peninsula University of TechnologySTUDENT COUNSELLING 2008 STRATEGIC OBJECTIVES

Core Services and Projects Coordinators for 2008

1. Individual psychotherapy and counselling- Case presentations, referrals Elmarie- Supervision of psychology masters interns Yolanda, Elmarie- B. Psych students training program Charlene, Amith, Nthabi

2. Career development- Prospective students and resources venue Elmarie, Nthabi- CPUT students Faith, Nthabi

3. Skills Development - Credit-bearing Elisabet, Yolanda, Melleta- Non credit-bearing Giselle, Yolanda, Melleta

4. Advocacy and Learner support- Policies Abie, Elisabet- Dealing with students at risk of failure / dropout Abie, Elmarie - Dealing with exam concessions and academic exclusions Elisabet, Faith, Nthabi- Welfare services and services to students with disabilities Thandi, Phumla- Psychometric assessment of applicants for admission & placement (?) Elmarie, Abie5. Peer Helper Program Amith, Charlene, Melleta6. Research and Development Abie, Elmarie7. Community Outreach Faith, Nthabi8. Wellness program Melleta, Elisabet, Abie

9. Marketing- Annual Report Abie- Newsletter Abie- Web page and Web CT Elisabet

- Other: Orientation, Extended orientation, First Year DVD, Self help material, Open Days Elmarie, Abie1. INDIVIDUAL THERAPY & COUNSELLING

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: Teaching and Learning To improve throughputs, retention rates and pass rates To continually improve and enhance the academic support systems for students

2008 Co-ordinators: Yolanda Hanning and Elmarie van der Walt2008 Supervisors of Internship program for Counselling Psychology Interns: Yolanda Hanning and Elmarie van der Walt2008 Supervisors of B.Psych students’ practical training program: Amith Ramballie, Charlene Petersen & Nthabi Afrika-MabutoOther task team members: Student Counsellors & Student Welfare Officers

Student Counselling Objectives for 2008

Action Steps Performance Measures Responsible Target Dates

1. Provide individual counseling and therapy sessions to students

1.1 Conduct individual psychotherapy to students upon request (including follow-up sessions where necessary)

1.2 Conduct individual counselling sessions to students with specific needs (e.g. students with disabilities; international students) and students that present with social and welfare concerns

1.3 Provide debriefing sessions to students that are in crisis or traumatized (by e.g. rape, robbery or death of a significant other)

1.4 Provide short term counseling to: (i) students with HIV/AIDS, and (ii) those that have been sexually harassed upon request

1.5 Cross referral of students where necessary to provide a more comprehensive service to students in need (e.g. between student welfare officers and student cousnellors)

Scheduled individual counselling sessions and student personal files

Records of students who received confidential counselling on welfare related matters; Evidence of written communication to other relevant parties, e.g. parents, Credit Management Unit

Statistical records

Statistical records

Evidence of referral letters

All counselors

Thandi & Phumla

Thandi, Phumla and counselors when required

Thandi, Phumla and counselors when required

Student Welfare Officers and Student Counsellors

Continuous

Continuous

Continuous

Continuous

Continuous

2. Provide small therapeutic groups to students with specific needs at all campuses

2.1 Initiate small group therapy sessions at various campuses by marketing it as self development groups for e.g.: (1) Building relationships (2) self-awareness and self-regulation (3) dealing with loss and bereavement2.2 Utilize computerized biofeedback game: “The journey to Wild Divine” as an intervention within individual counseling processes – for eg. Anger

At least 1 Scheduled group therapy process ( 4 –6 sessions) per campus based on need

Scheduled appointments for use of programme by students

Yolanda (BC)Giselle (CTC)Melleta (Wellington)Delcia (Mowbray)

All counselors

1 per term (within first 2 terms)

As required

management, stress and anxiety reduction3. To promote self-care and ensure professional training and development for mental health professionals

3.1 Schedule and facilitate 2 breakaway days for workshops and or stress reduction and energizing for staff during the year.

3.2 To ensure that peer supervision occurs at each campus and that debriefing is integrated into the process

3.3. Distribute information relating to professional development activities to all staff via e-mail as well as notice-boards

3.4 Identify gaps in staff training and make provision for inclusion 3.5 Create a database of staff development activities for 2008

Two break away activities during the year One informal lunch, 1 art/music therapy workshop

Peer supervision attendance records

Periodic e-mail messages to everyone

Evidence in Annual report

Evidence in Annual report

Yolanda

Elmarie

Yolanda & Elmarie

All staff

Staff and HODS

Staff to collate their own activities and forward to Abie & Elisabet

May ‘08

Sept ‘08

One session per month

Throughout the year

Nov ‘08

Nov ‘08

4. To schedule separate case study presentations and feedback sessions of conferences/special training/ literature review attended by staff and interns

4.1 To schedule 2 case study presentations/ and feedback sessions of conferences/special training/ literature review, once per term

At least 8 presentations per year Elmarie / Yolanda Two per term

5. Apply for CPD accreditation for qualifying programs as well as apply for accreditation as a service provider

4.1 Apply for CPD accreditation for service provider status

Evidence that we’re a CPD provider and payment of provider fees to HPCSA for 2008

Elmarie May ‘08

6. Review referral process and update referral lists

6.1 Integrate lists of both campuses

6.2 Type up the combined referral list

Scheduled meeting

Updated list at the end of the year

Yolanda, Elmarie Thandi, Phumla & Melleta

March ‘08

7. Review referral process and update referral lists

7.1 Integrate lists of both campuses

7.2 Type up the combined referral list

Evidence of lists

“

Yolanda, Elmarie

“

Nov ‘08

8. Co-ordinate the internship program for counseling psychology interns

8.1 Manage intern staff appointments

8.2 Supervise counseling psychology interns

8.3 Annual update of the intern manual as needed

Advertising, appointment process, leave arrangements as well as professional development activities

Letters, feedback and submission of relevant documentation

Scheduled weekly supervision meetings

Evidence of updated manual

Abie and Elisabet with supervisors

Yolanda and Elmarie

Yolanda and Elmarie

Yolanda and Elmarie

2nd sem 2007 & again 2nd sem ’08 for 2009 appointments

Continuous

Nov ‘08

8.4 Liaise with HPCSA when required and meet with collaborative university

8.5 Mentors for intern counselling psychologists

Evidence of documentation & meetings

Evidence in individual performance plans

Yolanda and Elmarie

Ntabiseng (BC)Giselle/Amied / Faith (CTC)

Nov ‘08

Continuous

9. Co-ordinate the UWC B.Psych. students’ practical training program

9.1 Continue with joint B.psych practical training programme

9.2 Liaise with community organizations regarding Comm outreach projects

9.3 Liaise with Health clinic for HIV/Aids training as well as training in Solution focused therapy (Orientation week)

9.4 Participation in on-campus VCT drive as counsellors

9.5 Participation in wellness events

9.6 Closer network with UWCDevelop document: work related contract

9.7 B.Psych Programme Supervision- Orientation /induction- Individual/ career counseling/intake interviews- Trauma debriefing- Life Skills workshops development and participation- Joint Community project

9.8 Mid Evaluation/ Feedback to students

9.9 Final Evaluation and Report

Appointment of an intern per campusFinal Evaluation in 2008

Community outreach project participation and closure (both Campuses)Training provided ( Helen Malgas, Yolanda Hanning and Abie De Villiers)

Training on and running of pre and post test counseling sessions (on BC & CTC)

Participation World Health Day and Wellness Day onBC & CTC.Meet with UWC Coordinator

Scheduled weekly supervision meetings:Regular portfolio Reviews Case presentationsEvidence of workshop training material

Joint Community project presentation

Mid Evaluation/ Feedback to students

Final Evaluation and Report

Charlene / NthabiAmith/ Gizelle

July – Nov ‘08

2. CAREER DEVELOPMENT

- Career Assessment and Counselling for Prospective Students- Resources Venue

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: Teaching and Learning To improve throughput and retention rates – career counselling to prospective students will improve the chances that the students will make better

course choices To continually improve and enhance the support systems for students – Resources Venue

ACCOUNTS TO CPUT STRATEGIC DIRECTION 3: Responsiveness, Partnerships and Community Engagement To create and sustain a supportive infrastructure for engagement and partnerships

2008 Co-ordinators: Elmarie van der Walt (CTC) & Nthabi Afrika-Mabuto (BC)Other task team members: Student counsellors



2.1 To ensure effective maintenance and operation of the resources venue at SC

* On the CAPE TOWN campus,the operations of the resources venue will be temporarily put on hold during the period of relocation of this early 2008 to Room 2.503 to accommodate the HIV Unit, or Disability Unit

Maintain and update information by writing to institutions and companiesAudit, depending on time

Maintain and update reference lists

Assist prospective / students during specific office hours

Market services to prospective / students via letters, brochures and posters- send out e-mails in accordance to health calendar to invite students to access material on emotional / personal wellness

Provide Career Mentor, Learn Well, “The secret” and possible other computer packages- add one or two computers at BC

Updated information that is readily available to students, public and staff

Available lists with accurate and updated info

Statistics of usage & availability for appointments Also depends on demand

Materials and improved statistics re usage of venue

Licensed products

Marzetha (C)Charlene (B)



Elmarie & Marzetha (C)Charlene (B)

Elmarie & Marzetha (C)Charlene (B)

*PH to assist (B)* BPsych Interns to assist on both campuses during 2nd semester

ContinuouslyFocus: First semester

Continuously

Continuously, but 2nd sem: dep on decision re testing

Official closing date for CPUT applications

February 2008

2..2 To maintain the individual Information sessions for prospective Providing clients with satisfying Annette to book Continuously

and group career assessment and counselling service to prospective students, including children of CPUT staff

students (done without a psychometric evaluation)

Career counselling with prospective students:Bellville campus (Individual)Individual counselling to grade 11, 12 learners and recent school leavers- To arrange for a career assessment and counselling sessions: once weekly per counsellor, dep. on demand- continue to use updated workbook, but also investigating adding instruments, e.g. computerized instruments (as used at C)

Cape Town campus (Group)Workshops to up to 6 grade 11, 12 learners and recent school leavers per session- workshops scheduled once every fortnight or depending on demand- update content of file that goes to learner

Marketing this service- align brochures- letters to schools- posters- ask assistance of MCD and applications office

Continue to investigate new instruments to update batteries

INVESTIGATE:Assess Grade 9’s for subject choice- research and buy psychometric instruments- train Counsellors- need to determine fee and procedureIndividual career counselling with prospective students with special needs- battery to be investigated- training of counsellors- fee to be determined

service – Satisfaction survey at least 80% satisfied

Report on Satisfaction Survey results

Regular appointmentsSatisfied clients –Satisfaction survey at least 80% satisfied

Aiming for about 50 learners to attend workshopsSatisfied clients –Satisfaction survey at least 80% satisfied

Meeting above targetsMaterialsLetters to be sent out

Updated batteries

Updated batterySessions scheduled

appointmentsCounsellors and interns

Nthabi & Elmarie

Nthabi, counsellors and internsPeggy to book appointments

Elmarie, counsellors and internsAnnette to book appointments

Elmarie and Marzetha (C) Charlene (B)

Elmarie and Nthabi

Elmarie and Nthabi and Faith and counsellorsSecretaries to book

Elmarie, Nthabi and Disability Unit

Increase expected in 2nd semester

Oct ‘08

From February till Nov ‘08

From Febr till Nov ‘08

March ‘08

End January ‘08

June – Sept ‘08

Continuous as need arises

2.3 To maintain career development services to alumni

Providing individual information sessions and career dev services for alumni

AppointmentsSatisfaction survey (80%)

Annette / PeggyCounsellors and interns

Continuous upon request

2.4 Information sessions to Schedule sessions as needed At least 4 sessions to take place, Elmarie (CT), Nthabi From 15 January till end of

prospective / new students during application (Aug / Oct) and registration period

See prospective and new (walk-in) students in a group to give them information and general guidelines re courses, etc.

Meet with Application Office to discuss different roles and services

depending on demand

Meeting to take place

(BC)Annette & Peggy to book appointmentsAll counsellors to facilitate Elmarie (CT)Nthabi (BC)

registration period, depending on demandApplication time: Aug / Oct

End July ‘08

2.5 Providing a service to other NGO’s and stakeholders (e.g Yvonne Parfitt and SAILI) re information on our courses and career development / decision making skills

Respond to a limited number of requests from established outside partners, e.g. Yvonne Parfitt and SAILI- serve on Yvonne Parfitt to bursary panel when CPUT prospective students are interviewed

Presence on panelPresentation of workshops

Elmarie On request

2. CAREER DEVELOPMENT (continue)

- Career Assessment and Counselling for CPUT Students - Career Preparedness Workshops

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: Teaching and Learning To improve throughput and retention rates – career counselling to prospective students will improve the chances that the students will make better

course choices To continually improve and enhance the support systems for students – Resources Venue

2008 Co-ordinators: Elmarie van der Walt (CTC) & Nthabi Afrika-Mabuto (BC)Other task team members: Student counsellors

Student Counseling Objectives for 2008


2.7 To develop and facilitate career preparedness workshops to registered CPUT students(Linked to Student Counselling Core Service: Career Development)

To advertise career preparedness workshops to all registered CPUT students

To present about three job seeking skills workshops each semester

Elmarie, Nthabi, Faith and Counsellors

Continuous

2.8 To present career decision making workshop for first year students (2007 intake).

Workshop will be advertised to all the first year students

Present about three career talk sessions for first year students ( 2hrs)

Elmarie, Nthabi, Faith and counsellors

During orientation week (22 to 26 January,2007)

2.9 To assist academically excluded students with career counselling / course change.

Students will be tested in groups / individually and feedback will be provided individually

Evidence of excluded students receiving career counselling and individual feedback from Counsellors

Counsellors Continuous

2.10 To ensure effective maintenance and operation of the Resources Venues at Student Counselling - see separate point on RV (3.1)

*CT – Depending on duration of relocation of Resources Area.

Update/add/audit reading material/pamphlets at the Resources Venue

Complete audit Elmarie, Nthabi, Melleta and Marzetha

Continuous

3. SKILLS DEVELOPMENT

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: Teaching and Learning To improve throughput and retention rates and pass rates To continually improve and enhance the support systems for students To identify ideal graduate attributes and develop students in accordance with these To renew and develop the curriculum to align it with emerging needs of society

2008 Co-ordinators for Credit Bearing Life Skills Development: Elisabet Smit (CTC), Yolanda Hanning (BC)& Melleta Louw (WC)2008 Co-ordinators for Non-credit bearing Life Skills Development: Giselle Naidu (CTC), Yolanda Hanning (BC) & Melleta Louw (WC)Other members of task team: Student counselors and welfare officers who will facilitate / co-facilitate workshops.

Student Counseling Objectives for 2008


3.1 To provide credit bearing life skills programs to departments upon prior request

Provide c/b life skills module for students on the extended programme in Civil & Mechanical Engineeering (Bellville campus)

Provide c/b life skills module to first year students within the Business & Design faculties (Cape Town campus)

Provide c/b life skills module to senior students at The Business and Teaching faculties (Wellington campus)

Align assessment practices if possible and applicable

Marked autobiography assignments and evaluation report

Evaluative reports

Evaluative reports

Assessment tasks

Yolanda Hanning

Elisabet Smit

Melleta Louw

Melleta, Yolanda, Elisabet

1st sem ‘08

Continuous

1st sem

March

4.2 To provide non-credit bearing life skills workshops and courses to students

- Use NCB life skills training as a platform for developing informal support structures for students

- Consolidation of our developmental work

- Interactive workshops – make use of resources presently available i.t.o. audio-visual support

Evidence of such support structure(s)

Evidence of circulation of workshop material / resources across campuses and across different projects, e.g. peer helper training, use of the sms program on Wellington campus, or multicultural training on Cape Town campus

Evidence of sharing of already developed PPPs amongst student counselors

Evidence of shared facilitation.

Giselle & Yolanda

Giselle & Yolanda

Giselle & Yolanda

Giselle & Yolanda

1st sem ‘08

1st sem ‘08

1st sem ‘08

1st sem ‘08

- Promoting team work in order to share facilitation (BC & CTC)

- Improve on our promotion of these workshops / training events to ensure improved enrolment and attendance.

Co-ordinate Self-Management Skills course to senior students (Bellville campus)

Co-ordinate Multicultural Leadership groups to first years as an extended orientation programme (Bellville, Cape Town campus)

Liaison with faculties / departments (e.g. present workshops to a class groups upon invitation from a lecturers) have worked in the pastTrying out sms reminders to students who’ve enrolled for our training workshops.Changing workshop registration forms to provide students the opportunity to give us consent i.t.o. sending them sms reminders.Promote workshops on our webpageBetter timing of workshops, e.g. study skills for first years for the months of May and October just before exams; workshops aimed at adjusting to the first year & first year success to be run during the 1st semester and workshops aimed at improving interpersonal & workplace skills to be run during 2nd sem.Marked assignments and evaluative reports

Evaluative report

Giselle & Yolanda

Yolanda

Yolanda & Giselle

Continuous

2nd sem ‘08

1st sem ‘08

4. ADVOCACY AND LEARNER SUPPORT

4.1 Advocacy & Learner Support: Policies

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: Teaching and LearningCPUT Objectives: · To develop and meet benchmarks for service and infrastructural support, aimed toward the wellness of students - To investigate and implement an appropriate faculty and support structure to manage faculties and resource in the multi- campus model

2008 Co-ordinator: Abie de VilliersOther task team member: Elisabet Smit



To remain involved with policy formulation relating to students

To increase SC participation in CPUT committees

(Linked to SC Core Service: Advocacy and Learner Support)

- To circulate SC Policies in the required CPUT format to all stakeholders for comments

- Approach Dean: Student Affairs regarding SC committee participation

Evidence of SC Policies in required format circulated

Evidence of increased sitting on committees

AB de Villiers

HOD’s

March ‘08

June

To communicate SC position on providing a service to the faculties with the admission and placement of students for the 2008 intake(Linked to SC Core Service: Advocacy and Learner Support)

- To expect guidance from a requested meeting with the DVC – Academic

Outcome of this meeting will guide us as to the way forward and the set of specific objectives in this regard

E. van der Walt, C. Petersen & HODs

March

4.2 Advocacy and Learner Support: Early Identification of Students at Risk of Drop-out or Failure

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: Teaching and Learning To improve throughput and retention To continually improve and enhance academic support systems for students

2008 Co-ordinator: Abie de VilliersOther task team member: Elmarie van der Walt



To develop a process of identifying risk factors that influence first year student retention & throughput & provide interventions

(Linked to SC Core Service – Advocacy & Learner Support)

- To administer the Success Factor Questionnaire to first year class groups upon invitation from course heads

- Use completed Success Factor questionnaires to identify at-risk students

- Arrange for interventions: referrals for individual counselling or small group sessions and make links with academic exclusions

- To incorporate it as part of the service we provide to students in Extended Programs

- To alert faculties (academic staff) to the value of Student Counselling’s involvement with the early identification of students at risk of drop-out / failure and the planning of appropriate early interventions on the identified risk factors.

- To set up meetings with other departments (Fundani, Co-op, Financial Aid) to discuss collaboration in learner support activities

Evidence of data bases and reports for 2 or 3 Faculties

Data bases and reports on risk factors for at least 5 departments.

Negotiations with stakeholders

Meetings with stakeholders

“

Meetings with other departments

“

HODs & counsellors

HODs & involved counsellors

HODs & Counsellors

HODs & Counsellors

HODs & Counsellors

HOD’s, counsellors and welfare officers

“

Jan ‘08

April

April

April – June

June

June

“

4.3 Advocacy & Learner Support: Dealing with Exam Concessions and Academic Exclusions

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: Teaching and Learning To improve throughput and retention To continually improve and enhance academic support systems for students

2008 Co-ordinator: Elisabet SmitOther task team members: Faith Sijula and Nthabi Afrika-Mabuto



To evaluate students applying for exam concessions and to make recommendations to the Deans of faculties re such students


- To formalize the referral procedure as will be determined by the CPUT retention policy

-- To integrate the diagnostic psycho-educational

assessment battery used to evaluate applicants for exam concessions (BC & CTC) where possible

- To continue closer co-operation / formal relationships with lecturers and Fundani Centre staff re the early identification and cross referral of and follow-up on students in need of exam concessions

- To build closer co-operation/ formal relationships with staff at the Disability unit; re appropriate accommodation and support for students with disabilities

- To do a diagnostic psycho-educational battery on students who applied for an exam concession, but who could not submit a previous valid evaluative report from a medical doctor, psychologist or occupational therapist.

- To make recommendations based on the outcome of the psycho-educational evaluation

- HODs to write a letter with recommendations to the Dean of Faculty for each student applying for an exam concession.

Addition to Student Counselling’s Procedure Manual

Add it as an addendum to the Ethics and Psychometric Assessment policy of Student Counselling

Evidence and implementation of integrated battery

Meetings with Fundani Centre and other academic staff

Meetings with Disability unit

Report to HODs on outcome of procedure with recommendations

Letter on file

HODs, Faith & Nthabi

HODs


HOD’s, Faith & Nthabi


Faith & Nthabi

HODs

April ‘08

April ‘08

March

Continuous

Continuous

“

“

To provide a service to students presenting with exclusion letters

(Linked to SC Core

(Note: Refers to exclusion for academic, residence accommodation and financial reasons)

- To elaborate in SC Procedure Manual on the procedure for referral of students, at risk of

Addition to Procedure Manual to serve as guideline

Elisabet June ‘08

Service: Advocacy and Learner Support)

exclusion, or already excluded, to Student Counselling

- To assist students with merit to formulate an appeal against exclusion (e.g. students who have been in counselling / therapy with us during the year, or who can submit proof of circumstances that caused them to fail academically, e.g. death of loved one, depression)

- To supply deferment letters to course heads (on merit)

- To link the risk factor questionnaire results (as completed by selected groups of students upon requests from faculties) to academic exclusions and obtain formal agreement from academic departments re opportunities to administer this questionnaire on students at risk of failure (academic exclusion) and to plan timeous appropriate interventions

Assist according to need according to guidelines specified in Procedure Manual

Evidence of such letters

Evidence of effective liaison with at least 2 faculties

Counsellors

Counsellors

Task team

Continuous

Continuous

Nov ‘08

4.4 Advocacy and Learner Support: Welfare Services and Services to Students with Disabilities

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: Teaching and Learning To improve throughputs, retention rates and pass rates

To continually improve and enhance the academic support systems for students

2008 Co-ordinators: Thandi Nkibi (Cape Town Campus) and Phumla (Bellville Campus)


Action Steps Perforamance Measures Responsible Target Dates

To provide a more comprehensive welfare service to CPUT students

Appointment of a 2nd Student Welfare Officer to serve students on the Bellville Campus

Orientation of BC Student Welfare Officer

Integration of welfare services

Review of existing welfare services & programmes to ensure they respond to the current needs of CPUT students and to ensure cost effectiveness

Maintain links for on- and off-campus referral of students

Organise awareness programs on pertinent social sisues that negatively affect students lives and academic achievement , e.g. substance abuse

Assess students requiring subsistence from the Contingency Fund and administer & control this fund (total for 2008 = R 15 000)

Advocate on behalf of students who have social issues that impact negatively on their studies (e.g. finance, accommodation)

Create awareness among academics and other stakeholders of welfare issues that affect our students

Position was advertized end of 2007 and appointment was made by EM end of Jan 2008. Office for Student Welfare Officer was established on BC

Orientation meetings

Evidence of uniform procedures (incl. admin. Procedures & forms). Adherence to policy and procedures of Student Counelling

Evidence of discussions with HODs and other stakeholders, e.g. Finance, Residences, Financial Aid, Disability Unit, Res Comm. membersFeedback from students (results of needs analysis)

Evidence of referral system (on campus: e.g. student residences, financial aid, student health; off-campus: e.g. NGO’s and other welfare organizations). Evidence of referrals, e.g. referral letters.Evidence of referrals and communication with other tertiary institutions and organizations.

Evidence of at least one awareness program (on e.g. substance abuse) possibly as a joint project with Student Health, or upon invitation from Res Comm.

Contingency Fund Applications fileEvidence of cheque requisitions (to Finance Dept)Updated records of applications for assistance from this fund (e.g. food vouchers from Shoprite and submitted receipts of actual purchases) and money received from Finance and money spent

Evidence on students’ personal filesRecords of student referrals, e.g. to Credit Managemeent Unit; feedback / satisfaction forms; letters to faculties

Evidence of written communication / meetings with lecturers concerned, Financial Aid, Finance, EM etc.

HODs

Thandi

Thandi & Phumla

“

”

“

“

“

Thandi & Phumla

1 March ‘08

March - April

March - April

Nov ‘08

Continuous

Aug ‘08

Continuous

“

Continuous

Involvement in projects aimed at aiding student throughput and retention

Disseminate updated information to students on their rights and institutional policies affecting them

Promote services of Student Welfare Offices on both Cape Town and Bellville Campuses

Early identification of social problems affecting students (upon invitation) and planning appropriate interventions

Evidence of access to updated information and CPUT policies affecting students.

Ensure updated into on student welfare services on SC web page; articles in SC Newsletter and Student Newsletter.Evidence of awareness of student welfare service on Bellville campus

“

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HODs & Thandi & Phumla

“

“

July ‘08

To maintain the support service to students with disabiltiies

Provide individual counselling to students with disabilities

Obtain updated list and file on students with disabilties (of those accepted and of those rejected)

Clarify with HOD of newly established Disability Unit as to the exact function(s) & service provision of the Student Welfare Office, opposed to that of the Disability Unit, as well as determine co-operation links and how and when to refer

Participate in the lauch of the Disabiltiy policy

Ensure CPUT sensitivity to disability issues

Keep abreast with developments in the disability field (e.g. new legislation)

Evidence of confidential student files

Evidence of updated lists

Minutes of such meeting / decisions takenTo adjust SC Procedure Manual in this regard (where necessary)

Evidence of attendance of meetings and forums Active communication / liaison with HOD - Disability Unit

Evidence that disability is made an item on every EMEC (Equity) MeetingPresentations to Faculties and other departments on disabiltiy upon invitation, or where there are challenges in dealing with / accommodating specific students with disabilities

Evidence of attendance of disability related workshops and conferences in the region, or nationally.Participation in the new convention on disability if invited

Thandi & Phumla

Thandi, Diane Bell and Registrar’s office

Thandi, Phumla and Diane Bell / HOD – Disabiltiy Unit

Thandi, Phumla and Diane Bell / HOD – Disab. Unit

Thandi, Phumla and Diane Bell / HOD – Disability Unit

Thandi & Phumla

Continuous

March ‘08

March ‘08

June ‘08

Continuous

Nov ‘08

To participate in the monitoring of employment equity within CPUT

Attendance of at least 3 meetings of EMEC Evidence that disability was made an issue for discussion at each EMEC meeting during 2008

Thandi Nov ‘08

4.5 Advocacy & Learner Support: Psychometric assessment of applicants for admission & placement (?)

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: Teaching and Learning

To improve throughput and retention To continually improve and enhance academic support systems for students

ACCOUNTS TO CPUT STRATEGIC DIRECTION 2: Research

ACCOUNTS TO CPUT STRATEGIC DIRECTION 6: Institutional development, infrastructure and governance To investigate and implement an appropriate faculty and support structure to manage faculties and resource in the multi-campus model

2008 Co-ordinator: Elmarie van der WaltOther task team members: Charlene Petersen and Abie de Villliers

Deciding / Influencing factors: Meeting with DVC Academic and Deans Faculties’ responses and needs Role of other stakeholders, e.g. Enrolment Committee / Registrar’s office, academic support (Fundani Centre), etc

Student Counselling Objectives for 2008 Action Steps Performance Measures

Responsible Target Dates

4.5.1 With regards to our service to the faculties with the admission and placement of students for the 2009-intake, the following:

Have met with Prof Staak (DVC Academic) and Deans during 2007 and communicated the following:

Not being adequately resourced to assist the whole CPUT community (all the faculties on all the campuses with their applicants) re assessment and research on the current or new assessment measures

The need for diagnostic instruments with continued research that validates its use and application

A lack of integration between the current placement assessment / procedures and retention / throughput strategies

Inconsistent use / application of current placement procedure and lack of SC involvement in decision around placement and follow up support to students

We requested that a policy for the future be put in place that will take into account and address the above concerns more effectively – one of our suggestions were that EM re-looks at the option of a Centre for Access Assessment, Placement and Research, where SC can contribute and play an advisory / consultative role. We also suggested that a CPUT Throughput / Retention Committee be formed to assist with placement and assessment decisions.


To obtain decision from EM & Faculties re placement policy for the year

Consult with staff on the use / development of diagnostic / other tests / instruments, depending on above decision

Obtaining written feedback on EM & Deans’ decision. This will guide us as to the way forward and the set of specific objectives in this regard

E. van der Walt, C. Petersen & HODs

March ‘08

4.5.2 Assisting with research re the prediction value of assessment results for academic performance

Depending on decision re policies, procedures and structures, SC to be involved

Research reports Elmarie and Charlene

Continuous

with research re assessment instruments together with faculties / other stakeholders

4.5.3 Involvement with benchmark test development On invitationo Attend meetingso Form part of task

teams if requestedo Feedback to CPUT

Attending meetingsProducing requested documents by target dates

Elmarie and Charlene

Depending on the task team

5. PEER HELPER PROGRAM

ACCOUNTS TO CPUT STRATEGIC DIRECTION 1: TEACHING AND LEARNING

To continuously enhance the support systems for students

2008 Coordinator: Amith Ramballie Other task team members: Melleta Louw (Wellington Campus), Charlene Petersen (Bellville Campus)



5.1 To improve peer support by working on specific challenges with regards to the Peer Help program

Recruitment and selection of peer helpers:

Senior students to be recruited and selected to be trained as peer helpers for 2008.Wellington campus: 38 senior students have been selected in collaboration with the residence co-ordinatorsBellville & Cape Town: 20 peer helpers eachMowbray and Tygerberg: 10 each (if possible)

Recruitment to happen in 2 phases:- Any senior student may apply (peer helpers not to be

recruited from HIV Peer Educator group)- Submission of written application with necessary

documentation- Short-listed candidates to be invited to attend a

structured interview with panel & selected according to specified criteria

List of selected peer helpers on indicated CPUT campuses Melleta

Amith & Charlene “ “

Wellington: Nov ‘07

Oct- Nov ’07

Wellington Oct ‘07Bellville & Cape Town Nov ‘07

5.2 To empower students by giving them opportunities for personal development and leadership outside the formal classroom environment

Training of peer helpers:WC students will be trained separatelyJoint training to be done for BC, CTC, MC & TCAdditional SC staff from Cape Town and Bellville campuses to co-facilitate the peer helper training of peer helpers from these two campusesTraining involves, but is not limited to:BASIC- Basic counselling skills- Knowledge of the Peer helper programme and role- Introduction to experiential learning- Facilitation skills- Ethical issues in helping- Campus resources and referral skills

ADVANCED- Diversity awareness- Project planning and –management- Stress Management

Evidence of training dates and training programs

Melleta, Amith & Charlene

Task team

Wellington completed Nov ‘07

Cape Town and Bellville: Febr / March ‘08

Continuous as from March ‘08

- Portfolio Management- Crisis Management- Behaviour Change - Career Counselling- Lifestyle Management- Mentoring

Reflection on Personal Growth The reflection process is ongoing and will be decided by the group / individual peer helper and their assigned supervisors.The reflection process can be done in one or more or the following ways:- Goal setting with a log book- Portfolio development- Small group discussions- Group / individual supervision with a qualified

psychologist / counselor

5.3 To provide an ‘outreach approach’ to Student Counselling through the Peer Helper Program

Roles and Functioning of Peer Helpers:Trained peer helpers to assist our student community in a variety of roles, e.g. as mentors, project assistants (e.g. careers, orientation and wellness), referral agents

Functioning:Projects to focus on first year and residence studentsForeseen increase in on-campus involvement e.g. via lunch talks, & awareness raising.Collaboration with other student bodies, e.g. HIV Peer Educators, Residence House Committee members & SRCFocus areas to be based on the CPUT Wellness Model.To use the 2007 Health & Wellness calendar and –plan as a guide to structure their programme / activities for the year.To also embark on projects that will be based on the needs of each campus.Trained students to operate / function under the name: CPUT Peer Helpers

Evidence of projects / programs

Task team Continuous as from Febr ‘08

5.4 To have incentives for students on the Peer Helper Program

To organise for students on the Peer Helper Program to be rewarded for services delivered. Rewards will be in the following ways:- A once-off monetary incentive of R 400 for each peer

helper- End of year certification ceremony and –function- Joint end of term meetings and socializing for all

CPUT peer helpers

2008 Budget provision for incentives and end of year certificate ceremonies

HODs & Task team Nov ‘08

6. RESEARCH AND DEVELOPMENT

ACCOUNTS TO CPUT STRATEGIC DIRECTION 2: RESEARCHCPUT Strategic objective: To develop and support productive research themes that are relevant to the needs of society

2008 Co-ordinators: Abie de Villiers & Elmarie van der WaltOther task team member: Student counsellors



To support productive research output at CPUT

To develop SC research capacity and evaluate the impact of counseling interventions on student retention and throughput

Develop support groups for post graduate students (M & D Tech)

Conduct audit of self-help material and develop new material to fill gaps

Discuss research articles at case presentations

Obtain research assistance (post graduate students, statistician)

Arrange presentations by library staff to access electronic resources

Collaborate on and conduct impact studies for individual counselling

Collate data and write report on findings

Present paper on the findings

Establishment of one group with at least 4 sessions

List of self-help material availableEvidence of new self-help material

At least 2 discussions during the year

Assistants on contract

At least one presentation

Conduct focus group interviews with students and distribute questionnaires at 3-6 months follow-up

Report on findings in SC Newsletter

Evidence of paper presentation

Abie, Elmairie and Counsellors

Marzetha and Counsellors

Counsellors

HOD’s

Elmarie & Abie

Counsellors

Counsellors

Counsellors

March ‘08

March – Oct ‘08

Febr – Oct ‘08

June ‘08

March –Aug ‘08

June – Aug ‘08

June ‘08

Sept ‘08

7. COMMUNITY OUTREACH

ACCOUNTS TO CPUT STRATEGIC DIRECTION 3: Responsiveness, Partnerships & Community Engagement To create and sustain a supportive infrastructure for engagement and partnerships

2008 Co-ordinators: Faith Sijula, Nthabiseng Afrika-MabutoOther task team members: Other Student Counselling staff who will co-facilitate training sessions; Annette Kuhn & Peggy Buyani



7.1 To maintain our existing community outreach project to teachers (Linked to SC Core Services: Career Development; Community Outreach)

- To get budget approved for SC community outreach projects

- To fax invitations of the training programme: Career Decision Making Skills to + 40 schools in previously disadvantaged communities.

- To select a total of 30 teachers to be trained

- To present the training programme on 4 afternoons over 4 consecutive weeks

- To do a quantitative and qualitative analysis on the completed questionnaires

- Certification

- To obtain feedback on the training programme

Approved 2007 SC Budget request

Evidence of invite faxed to schoolsArrange for catering

List of attendees

Training programme

Analysis of questionnaires

Complete certificates

Feedback forms to be completed at end of last session and report to be compiled

HOD – CTC & BC

Faith & NthabiAnnette

Faith & Nthabi

Annette

Faith & Nthabi

Dec ‘707

Jan/Feb ‘08

Feb ‘08

March

April

April

March / Apr

7.2 To establish talks to schools on selected topics

- To design pamphlets to schools on selected training topics that schools could choose from and request us to facilitate training on selected topics:

- To educators: Dealing with trauma- To primary school learners: Child abuse/ Self

esteem/Anger management- To high school learners: Study skills/Stress

management/Anger management

Presentations to a maximum of 8 schools

Appointments booked in diary serves as evidence that training did take place

Feedback report by co-ordinators with stats on how many teachers & learners attended the training

Faith & Nthabi

Peggy / Annette

Faith & Nthabi

Febr ‘08

Continuous

Nov

8. WELLNESS PROGRAM

Accounts to Strategic Direction 6: Institutional Development, Infrastructure and Governance

CPUT Strategic Objectives: To develop and meet benchmarks for service and infrastructural support, aimed towards the wellness of students and staff

2008 Co-ordinator: Melléta LouwOther task team members: Elisabet Smit & Abie de Villiers



To ensure the implementation of the CPUT Holistic Wellness Model within all SC activities

Actively implementing wellness-related areas such as psychotherapy& counseling, skills development, career development, advocacy and learner support and peer helping

Plan Wellness Calendar 2008 for CTC, BC and WC (Use Health calendar)

Wellness Calendar to be distributed on web page and SC newsletter

Modernizing SC promotion material linking to Wellness

Evidence of SC programs

Evidence of at least 4 wellness awareness raising activities during 2008

Evidence of calendar

Evidence of updated material

Melleta (WC)Abie (BC)Elisabet (CTC)

Wellness team

Elisabet

Elisabet

Continuious

End March ‘08

March-April

April ‘08

To make use of peer helpers to ensure the implementation of the Holistic Wellness Model in the residences and on campus

Have specific peer helpers to function as Wellness Peers

Encourage wellness peers to develop awareness raising campaigns around the 7 wellness dimensions

Facilitate closer collaboration with House committees and SRC for purpose of wellness enhancement and increase in visibility/leadership status of wellness peer helpers

Advertising, selecting and training of peer helpers. (Wellness-model as part of Basic Training)

Wellness peers to submit residence wellness programs to responsible student counselor

Evidence of closer collaboration, e.g. joint meetings and projects on campus and in residences / SRC representation

Peer helper-program co-ordinators

Peer helper-program coordinators

Peer helper-program co-ordinators, peer helper chairperson, house committee chairpersons and SRC Wellness- portfolio member

March ‘08

Beginning of every term

Ongoing (this is a long-term goal. Level of difficulty will vary from campus to campus)

SC to co-organize and participate in annual Wellness Awareness Celebrations Days

Obtain approval of 2008 Wellness Project Budget requests

Planning of Wellness DayCelebrations (CTC and BC), making use of events manager & choreographerWellington Campus to plan various smaller scale wellness celebrations for 2008

Budget approved

Meetings Wellness committee members CTC and BC ( in conjunction with Student Affairs)Meetings with spokespersons and SRC-member

E.lisabet

Elisabet & Abie

Melléta

Nov ‘07

March ‘08

March ‘08

9. MARKETING

ACCOUNTS TO CPUT STRATEGIC DIRECTION 5: MarketingCPUT Strategic Objective: To develop and implement an integrated marketing strategy

9.1 Marketing: Newsletter

Editorial team: Abie de Villiers, Elisabet Smit and Yolande Hanning



9.1 To produce and distribute a Student Counselling newsletter for CPUT students and staff as a marketing tool

Establish an editorial team

Allocate topics for articles to staff members and guest writers

Collect articles from writers and edit content

Finalise content

Hand over to agency for lay out and design of newsletter

Do final editing for printing

Distribute newsletter to staff and students at CPUT

Editorial team

Finished articles

Draft newsletter

Draft newsletter

Draft newsletter

Draft newsletter

Finished product

Editorial team

Editor and Counsellors

Editorial team

Editorial team

Editorial team

Editorial team

Coordinator

March ‘08

April

May

June

June

July

July/Aug

9.2 Marketing: Annual Report

Editorial team: Abie de Villiers & Elisabet Smit



9.2 To produce and distribute an Annual Report for Student Counselling both internally and externally as a marketing tool

Collate the statistics of the previous year

Obtain staff development activities of previous year from staff

Collect reports and evaluations from coordinators of previous years’ core services and projects

Finalize content and write draft annual report

Hand report over to agency for lay out and design

Do final editing for printing

Distribute report both internally and externally

Statistic forms

Written activities

Reports

Draft report

Draft report

Draft report

Finished product

HOD’s

Counsellors

Counsellors

HOD’s

HOD’s

HOD’s

HOD’s

Feb / March ‘08

April

April

April

April

May

June

9.3 Marketing: Web page and Web CT

Co-ordinator: Elisabet SmitOther members of Task Team: Abie de Villiers, Giselle Naidu & Amith Ramballie

Student Action Steps Performance Responsible Target Dates

Counselling Objectives for 2008

Measures

9.3 To have an integrated, updated web page for Student Counselling

(Linked to SC Core Service: Promotion)

- Attendance of training in Web page contents design (US)

- Draft layout and draft contents to be compiled- Decide on photos, other visuals / graphics, e.g.

promotional DVD.- Interactive, e.g. email enquiries?- Links to other Units / Departments / Student

Counselling Centres- Down loadable materials in pdf. files (self help materials

& other documents, e.g. Annual Reports Newsletters and Procedures doc)

- Promotion of resources area and resources- Risk & success factor questionnaire on web page to

complete & provide feedback on scoring. Aim: To assist with the early identification of students at risk of drop-out or failure and plan appropriate & timeous interventions.

Enrolment for course

Evidence of draft layout

Elisabet

Elisabet & task team members

Nov 2007

1st sem ‘08

- Co-ordinators of SC core services and programs to check and add to draft contents of web page & make submissions of down loadable self help materials and documents

Evidence of submission of draft to co-ordinators

Elisabet & co-ordinators of core services & programs

Jul & Aug ‘08

- Submission of integrated web page contents to web master for final collation

Collated contents Elisabet Sept ‘08

- Check and test for accuracy Evidence of a working integrated web page

Web master & task team

End of Sept

- To investigate the possibility of placing onto Web-CT information (self help materials and life skills workbooks) that was originally submitted for our web page (as down loadable information), but which could serve a better purpose when available on Web-CT, in stead of the web page

Meetings with E-learning HOD, if necessary

Elisabet & task team Oct – Nov ‘08

9.4 Marketing Other: First Year Orientation, Extended orientation, Promotional DVD, Open Days & Self help materials

Co-ordinators for 2008: Elmarie van der Walt & Abie de VilliersOther members of task team: Counsellors

Student Counselling Action Steps Performance Measures Responsible Target Dates

Objectives for 2008

9.4.1 To orientate students to and create awareness of the services to students provided by Student Counselling and to issue them with important information re adjusting to the challenges of their transition into HE and on how to ensure their success

Cape TownTake bookings to present to academic departments

Conduct orientation presentations, provide pamphlets and display posters

Set up exhibition and information stalls with help of student assistants

BellvilleTake bookings from academic departments for presentation in auditorium

Conduct orientation presentations, provide pamphlets and display posters

Set up exhibition and information stalls with help of student assistants

All campusesConduct orientation presentation to specific groups on invitation (international, disabilities, SRC, residences)

Use a Power Point and DVD presentation on adjusting to campus life and to create awareness of demands and support

Contact academic departments via a letter/ e-mail to explain orientation and extended orientation process

Invite academic departments to participate in extended orientation by making bookings with SC via Newsflash

Present extended orientation program to large groups of students (100-200) at academic departments

Booking schedule

Schedule of presentations

Exhibition stalls set up

Booking schedule


Exhibition stalls set up


Presentation & DVD

Letter/ e-mail

Invitation on Newsflash

Schedule of presentations at academic departments

HODCounsellorsCounsellors

Counsellors

HODCounsellors

Counsellors

Counsellors

HODCounsellors

Counsellors

HOD’s & Elmarie

HOD’s & Elmarie

Elmarie, Abie & secretaries

Jan ‘08

Jan-Feb

Jan-Feb

Jan

Jan-Feb

Jan-Feb

Jan

Jan & Feb

Jan

Nov ‘07

February

9.4.2 To update our promotional DVD where necessary

Liaise with Media Centre re assistance with upgrading and issuing of updated DVD

Updated DVD Abie, Elmarie Nov ‘08

9.4.3 To work with Marketing & Communication on providing a

Participate in Open Day activities - Prepare and man exhibition stall

Stall that can service visitors at Open Day exhibition

Elmarie, Nthabi, Marzetha and

Depending on MCD

career information service to prospective students on Open Days

- Negotiate needs with M&C- To have 2 to 4 computers with SC DVD / Career Mentor / Learn well / Journey of the wild divine available on the day at stall (depending on M&C’s assistance)- To provide handouts that include brochures on SC, career decision making and information on study skills and exam preparation

Address groups of learners from visiting schools on career decision making (upon req.) / addressing prospective students and parents at schools on invitation (limited)

Attendance at meetings with M&CUpdated information and posters for stall

Providing relevant and accurate information

counsellors

M&CElmarie (C)Charlene (B)

Depending on MCD and requests by schools

9.4.4 To upgrade Student Counselling’s self help materials to students (which also serves as a strong promotional tool)

Ensure significant increase in 2008 budget allocation to this purpose.

Ensure sufficient time allocation for re-writing & upgrading of self help materials

Get outside persons to assist in the re-writing of materials (when necessary)

Purchase materials (where necessary)

Ensure professional layout and printing of upgraded materials

Evidence on 2008 SC budget

Diaries

When necessary

When necessary

Evidence of upgraded materials

Abie & Elmarie Nov 2008

Compiled by E. SmitDate: 2008/02/22

cape peninsula university of technology

Education

students sessions

welfare students

necessaryrecords of

relevant students

students thatcounselors

therapy sessions sessions

nthabi cput students

cross referral of students