The Clinical and Counseling Psychology (CCP) Doctoral Program in the Department of Psychology expects all students to be engaged full-time in program-related activities, including during periods between academic terms. That said, the faculty recognize the importance of rest and anticipate the quality of students’ research, teaching, and clinical work will benefit from reasonable time off in the form of vacations and holidays. We also recognize that students occasionally need to be absent for other reasons (e.g., professional travel or illness) for varying amounts of time. The following guidelines are intended to set expectations for students and their mentors, instructors, and assistantship and clinical supervisors regarding how such absences are handled. All requests for planned leave described below should be submitted using this Leave Request Form.
The nature of this program with students placed in various assistantships across different settings means it is impossible to create a “one-size-fits-all” for every situation. As such, this document is intended to offer general guidelines as opposed to hard-and-fast rules. We encourage everyone, with the help of your mentor, to formulate specific expectations and/or contracts with external practicum and clinical sites. As always, students may also consult with the Director of Clinical Training or Associate Director of Clinical Training for assistance navigating these concerns as well.
Vacation
CCP students are encouraged to take a minimum of 3 weeks or the equivalent of 15 business days of vacation each academic year. Students are advised against scheduling vacations during academic semesters in a manner that interferes with their academic obligations (e.g., coursework, assistantship duties, clinical work). We acknowledge there may be exceptions to this guideline - so consult with your advisor and instructors as needed. Please note the following:
Vacation should be requested and approved at least one month in advance by the CCP faculty research mentor(s), course instructors, and clinical practicum supervisors.
Students are advised against scheduling vacations during academic semesters in a manner that interferes with their obligations (e.g., coursework, assistantship duties, clinical work). Research mentor(s), assistantship supervisor(s), and clinical supervisors are neither required nor expected to accommodate any such vacation-related absences. That being said, we acknowledge there may be situations that arise, such as a family member’s wedding, where a student may reasonably request vacation time in the semester to attend. In such cases, students are expected to communicate with their mentor, supervisors, and instructors as soon as possible.
When considering the range of assistantship placements for CCP students, the vacation schedule for USA will likely be different than the schedule at external sites. Students should discuss with their CCP faculty preceptor and external site supervisor(s) at least one month in advance of any planned leave. Ideally, an agreement for vacation scheduling should be documented in the assistantship contract and signed by the student, faculty preceptor, and external site supervisor.
Professional Leave
Professional leave (e.g., attending conferences, internship interviews) does not count as vacation. CCP students are expected to provide their mentors, instructors, and supervisors with at least one-month notice of such absences. These absences should not require them to miss more than two class meetings for a single course or three days scheduled for clinical practicum and assistantship days within a 4-month period. We understand that students completing internship interviews may not be able to stay within these parameters. In such cases, students should communicate clearly with instructors, mentors, and supervisors about their interview dates and work to mitigate the effects of missed time. We also expect instructors, mentors, and supervisors to be reasonably flexible and understanding of the time-constraints and pressures these students are under during this time of their training.
Sick Leave
Graduate students are permitted to be absent for up to 6 calendar days each academic year on account of health issues (1/2 day per month). Ill students should notify their mentors, instructors, and/or clinical/research assistantship supervisors at the earliest possible time via email (the leave request form above should not be used in instances of sick leave). If a student is out sick, they are not expected to work during that time. In such cases, students need to maintain clear communication with their mentors, instructors, and supervisors. Students with health-related issues that regularly require additional absences should consult the Center for Educational Accessibility & Disability Resources for guidance to the student and CCP Program.
Leave of Absence
CCP Students may request a leave of absence for a period of up to one semester. Leave of Absences can be requested for any reason, but such requests are subject to Core Faculty Approval. The DCT will present the request for leave of absence to the CCP Core Faculty for a vote of approval. A plurality of CCP core faculty must approve this request. Consideration for continued participation in the program beyond the one semester leave of absence is determined on a case by case basis and may require the submission of a new application, application fee, and required documentation.
Included in requests for extended Leave of Absences are 30 consecutive days of excused absence upon the birth or adoption of a child. Such requests are not subject to faculty approval. However, the terms and conditions of extended leave due to the birth or adoption of a child will be discussed with the DCT/A-DCT to and may include requirements that students complete assignments or other tasks during such leave. Both parents are eligible leave due to the birth or adoption of a child.
Additional Considerations
Individual mentors should discuss planned absences with mentees at the start of the semester. These discussion do not take the place of the requirement that such requests are submitted using the Leave Request Form. Mentors should help students negotiate planned leave with their respective assistantship sites at the start of the year. For students who are currently seeing clients as part of their assistantship or practicum, any planned leave will ideally not entail missing three or more consecutive sessions if the clinic or other setting is open.
Students are entitled to be excused for campus activities (e.g., classes, practicum, lab meetings) on USA holidays. With a minimum of one-month notice, mentors and other supervisors are expected to honor requests for time off to observe other major holidays associated with the students’ religion or cultural heritage. External sites follow their own rules and guidelines; external preceptors should be notified at the start of the year or as soon as possible if the student will request leave or want a holiday off that the site does not observe.
With the exception of approved vacation time, consistent with the vacation guidelines above, CCP students who are enrolled in a practicum in the USA Psychological Clinic should be available to see clients whenever the clinic is open. Please keep in mind that the clinic schedule differs from the academic schedule, and clinic obligations should be thought of more like an ongoing job than a time-limited course. We acknowledge that given the nature of the clinic operating year-round, students will take vacation at times when the clinic is still open. Client care should always be prioritized and supervisors must be notified and a plan put in place to monitor client care in the case of absences from the clinic.
Absences for bereavement or other personal emergencies should be arranged with mentors and supervisors on a case-by-case basis. Students should notify these persons about any such absences of more than two consecutive business days.