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Department of Communication Sciences & Disorders

Procedures for Recording Therapy Sessions

Consent to Record

Clients must agree to having therapy sessions recorded for the purposes of education and therapeutic intervention. The signed consent is located in the client´s chart.

Digital AudioVisual System in RFP Clinic: CORS

The clinic digital audiovisual system allows for students to record treatment sessions and analyze data from recorded sessions.  Students must have permission and a password to use the system. General directions for using the Main Digital Audiovisual System are provided below. For questions, please contact Linda Marnich, Clinic Secretary or Lynette Carlson, Clinic Director. 

All scheduled client appointments automatically are recorded, and CSD interns can view their recorded sessions from the department computers in the CSD Lab and CSD Student Workroom. To view a recording, follow these steps:

  1. Log in with your x.500.
  2. Select CORS from the desktop.
  3. Enter the password.
  4. If a yellow bar appears, click on the bar and select "run add-on".  When the pop-up box appears, select "run".  You now have been added access to the system on that computer.
  5. Select "SEARCH" from the tabls on the top left.
  6. Select your session date from the calendar.
  7. Open your recording and watch it. 
  8. When you are finished: LOG OUT of CORS; LOG OUT of the computer.

Only CSD Department digital equipment and audio equipment may be used for making recordings of clients.  Students and faculty may NOT use personal equipment for making any recordings. Even if you plan to delete the recording, you MAY NOT use personal devices for such recordings. 


Arranging an Alternate Recording

If you need to see your client for a session other than at your usual therapy time, you can make arrangements to record that session ahead of time.  Contact the clinic secretary at least 1 day before the session and she will set up your recording. 


Portable Video Cameras

The CSD Department has seven FLIP cameras that may be used to record therapy sessions as a back-up to the digital recording system. These cameras also are used for class projects.  Please use the FLIPS as a back-up last resort for recording therapy.  The in-house Digital AudioVisual System should be used as the first choice, as it permits more stable protection of clients' private information.

A FLIP will record up to 60 minutes of video. Cameras are located in the locked black cabinet in the file room. To access this equipment, find a faculty or staff member to unlock the cabinet for you. Do not take a camera that is in the return bin. Cameras need to be checked out with a staff or faculty member. Cameras must be checked out and returned the same day. 

Each camera comes in a camera bag that contains batteries, instructions, and a USB extension cord. The USB extention cord is used to connect the camera to a USB port on a computer, eliminating pressure on the USB port in the computer tower.

Checking out a camera:

  1. In each camera bag there is a sign-out sheet. Put your name and the date on the sign-out sheet and place the shet in the black container on top of the cabinet.
  2. You must check out the entire camera bag with all of its contents. 
  3. Instructions for using the camera are in the bag.
  4. Cameras must be returned the same day they are checked out.

Returning a camera:

  1. Double check to make sure all recordings are cleared from the camera before returning it.
  2. Double check to make sure the camera bag contains the camera, instructions, batteries, and a USB port. 
  3. Return the camera to the basket on top of the file cabinet.
  4. Please inform the clinic secretary of any broken or missing equipment so we can get it repaired or replaced as soon as possible.

Making and storing DVDs of your video:

  1. You may choose to watch your video immediately and not save a copy. If you want to save a copy, you must burn a DVD. Use ONLY THE CSD LAB computers for this.
  2. Follow the instructions on the FLIP for transfering the video from the camera to the DVD. 
  3. No Protected Health Information (PHI)can remain on the hard drive of the computer or on the FLIP. Secure Trash any PHI on the computer and erase the recording from the FLIP before you return it.
  4. DVDs are stored in the file room along with the client charts.  The DVDs are to be stored in the File Room in the Audio/Video file drawer (154A) under your client's name. 
  5. The DVD for an individual client's session should be labeled with the following information:

    • Client's full name
    • Client's DOB
    • Client's chart number
    • Date of recording
  6. In the event that you recorded a group, you will need to request a group file in which to store the recording. The DVD for a group session should be labeled with the following information:
    • Full Name of Group
    • Date of Recording



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Last modified on 04/21/15 03:26 PM
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