Annual Notification of Practice and Registration Renewal Declaration

Registrar’s Officer

Audit Procedure

and

Annual Declaration and Notification of

Practice Renewal Forms

– UKAHPP  Register of Humanistic Psychotherapists and

Psychotherapeutic Counsellors –

Introduction

This procedure is to be read in conjunction with the criteria for entry to the UKAHPP Register of Humanistic Psychotherapists and Psychotherapeutic Counsellors (the Register) and the UKAHPP Procedure for Processing Ordinary Member (Registered) Applications.

The Membership Committee is responsible for processing and approving Ordinary Membership application for entry to the Register.

  1. UKAHPP Registrar’s Office

1.1 The Membership Secretary will notify the UKAHPP Registrant of approved applications for inclusion on the Register, with copies of the Application Form, Verification Grid Form, Certificates and additional information, including complaints, convictions and anomalies relevant to registration as necessary.

1.2 The Registrar’s Office will conduct additional Quality Assurance Checks in accordance with the UKAHPP Quality Assurance Processes, before an applicant’s name is included on the Register.

1.3 The Registrar will inform the General Secretary of any anomalies that may prevent an applicant’s name from being included on the Register. The Registrar may request further information from the General Secretary necessary for the completion of Quality Assurance Checks.

1.4 If Quality Assurance Checks reveal any administrative errors or criteria omissions the Registrar will refer an application back to the Membership Secretary.

1.5 The Registrar will notify the Membership Secretary and UKAHPP Administrator in writing of the outcome of Quality Assurance Checks and whether an applicant’s name has been included on the Register.

1.6 The Registrar’s Office will have no direct communication with applicants.

1.7 The Registrar will provide a written report about the activities of the Registrar’s Office for all Board Meetings.

1.8 The Registrar will periodically provide the Accreditation Committee with a list of Registered Members eligible to apply for UKAHPP Accreditation.

  1. Notification of Practice and Annual Renewal

2.1 The Membership Committee is responsible for ensuring that all UKAHPP registrants complete an online Notification of Practice and Annual Renewal Disclosure Form (Annual Renewal Form) in accordance with UKAHPP Quality Assurance Processes.

2.2 The UKAHPP Administrator will send the Annual Renewal Form to registrants each year on 31st July with completed forms being returned by 30th September.

2.3 Registration status will be affected if a registrant fails to complete an Annual Renewal Form.

2.3.1 An urgent reminder will be sent to registrants on 15th September who have not returned a completed Annual Renewal, unless they have informed the Membership Secretary of the delay and arranged an extension. No other reminders will be issued.

2.3.2 If a completed Annual Renewal Form has not been received by 30th September the registrant’s status will read “Suspended – Subject to Annual Renewal”.

2.3.3 Where a Registrant fails to return a completed Annual Renewal Form by 31 October, and fails to respond to discrepancy queries, the Registrant’s entry on the Register will be changed to ‘Suspended: Annual Renewal Default’ and referred to the General Secretary pending fitness to practice investigation by the Ethic Committee under the Complaints Procedure. Depending upon the circumstances and seriousness of the breach this may also give rise to an ‘Interim Suspension Order’ being issued, suspending Registration and Accreditation (where applicable) preventing the Registrant from practising under the auspices of UKAHPP.

2.4 The Registrar’s Office will conduct a 10% audit sample of returned forms – requesting Photo Identification and evidence of Indemnity Insurance, CPD, Supervision and other considerations as necessary and followed up with quality assurance checks with other register holders.

2.5 If a registrant does not comply with the Registrar’s audit their registration status will be ‘suspended’ or ‘withdrawn’ pending compliance.

2.6 When all forms have been returned and checked by the Membership Committee they are forwarded to the Registrar’s Office.

2.7 The Registrar’s Office selects a random 10% AUDIT sample, the Registrar’s Office implements Audit checks, having randomly allocated the sample to Office members:

  • All the information contained in the Renewal Declaration is correct, with no inconsistencies.
  • Any declared presence on other Accredited Registers is correct and they are deemed to be fit to practice.
  • Check that all currently available online client or member of the public information is in line with the Register and Professional Standards Authority requirements. This will involve looking at the applicant’s website or presence on any advertising/marketing ‘Find a Therapist’ website facilities.

2.8 Upon completion of the audit any changed or updated information is passed to the UKAHPP Administrator for uploading to the Register.

2.9 Where a registrant fails to comply with Quality Assurance Audit requirements, their name will be referred to the General Secretary pending Ethics Committee fitness to practice investigation under the UKAHPP Complaints Procedure. The Registrant’s entry on the Register will be changed to ‘Suspended: Annual Renewal Default’ and may also give rise to an ‘Interim Suspension Order’ being issued, suspending Registration and Accreditation (where applicable) and preventing the Registrant from practising under the auspices of UKAHPP.

  1. Raising Concern

3.1 If the Registrar has public safety concern about the practice of an applicant brought to light through initial application quality assurance checks or Annual Renewal Form checks, they will inform the General Secretary who will handle the matter as necessary on a case by case basis and in accordance with UKAHPP’s Complaints and Disciplinary Procedures.

  1. Resignations

4.1 Resignations from the register (including membership – unless the member requests Associate Membership) must be made in writing to the General Secretary who will inform the Registrar. The resigning member is requested to return to the UKAHPP Administrator Accreditation, Registration and Membership certificates.

4.2 Resignations are not valid until accepted by the Board of Directors and cannot be accepted if the registrant’s practice is the subject of a complaint. The UKAHPP Complaints Procedure has provision for hearing complaints against ex-registrants if they were on the register at the time of an alleged complaint.

4.3 For public information purposes, the name of resigned and deceased registrants will be included on the publicly available register for 1 year.

  1. Information Sharing

5.1 To enhance public protection and the promotion of confidence in the register, the UKAHPP will share and seek information from other register holders and professional organisations about the professional standing of applicants and registrants.