Procedure for Processing Ordinary Member (Registered) Applications and Annual Declaration and Notification of Practice Renewal Forms


– UKAHPP Register of Humanistic Psychotherapists and   Psychotherapeutic Counsellors –


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).

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

Following consultation with the UKAHPP Registrant, the Membership Committee may process applications from ex-registrants in accordance with the published criteria and completion of any additional requirements. It is not good practice to re-enter ‘terminated’ members on to the register without further investigation.

UKAHPP Registration applies to psychotherapeutic counselling and psychotherapy conducted in the UK only. UKAHPP members living and working overseas cannot be included on the register unless they can evidence that they are resident and working in the UK for 5 consecutive months of each year.

  1. Administration

1.1 Applications are received and acknowledged by the UKAHPP Administrator.

1.2 All applications will be processed online unless an alternative arrangement is agreed with the UKAHPP Administrator and Membership Committee.

1.3 The UKAHPP Administrator will download (or scan in the case of hard copies) application forms and supporting documents and forward to the Membership Secretary

1.4 All correspondence and documents relating to an application will be held by the UKAHPP in accordance with Data Protection requirements and unsuccessful application forms will be deleted from UKAHPP’s records 18 months after the submission date.

1.5 All correspondence from the Membership Committee will be sent via the UKAHPP Administrator. There will be no direct communication, email or otherwise, between the Membership Committee and applicants.

1.6 The UKAHPP Administrator will allocate a reference number to each application which will be included in email ‘subject windows’ and all correspondence between the UKAHPP Administrator, Membership Committee and the Registrar.

1.7 The UKAHPP Administrator will check that application forms have been completed in full and signed and ensure that supporting documents such as certificates, supervisor reports and professional indemnity insurance are attached, in accordance with published requirements. Incomplete application forms will be returned to the applicant with an outline of omissions. Applications will not be processed further until all omissions have been submitted – fees will be held until such time.

1.8 Applicants in good standing on an existing PSA Accredited Register of Psychotherapists and Psychotherapeutic Counsellors and who meet the criteria for UKAHPP Ordinary Registered Membership at a minimum and without exemption will be fast tracked through the application process.

1.9 The UKAHPP Administrator will send an electronic copy of all applications and supporting documents, completed in accordance with the published criteria, to the Membership Secretary, who in turn will forward them to allocated members of the Membership Committee for verification.

  1. Membership Committee – Verification

2.1 The Membership Secretary is responsible for progressing applications through the Membership Committee and will maintain a record of all applications, successful and otherwise, which will be periodically cross referenced with the UKAHPP Administrator’s records and the public Register.

2.2 The Membership Committee will meet a minimum of 4 times per year, supplemented with email and teleconference as necessary.

2.3 The Membership Committee will determine whether applications will be processed, by the whole committee or allocated to individuals or small groups for verification.

2.4 Additional members with specialist knowledge may be co-opted on to the Membership Committee for verification purposes as necessary.

2.5 Verification ensures that information and evidence provided by an applicant complies with published registration requirements. This may include checks with training providers, awarding bodies, employers, other professional organisations, supervisors and the applicant’s website.

2.6 An applicant may be requested via the UKAHPP Administrator to submit additional information about training, work experience, supervision, complaints, convictions etc as necessary.

2.7 Although it is the responsibility of the applicant to evidence how their application complies with published requirements, the Membership Committee reserves the right to make direct contact with training providers, supervisors, personal therapist, other register holders etc as necessary.

2.8 Verifiers will complete and return a ‘Verification Grid Form’ to the Membership Secretary, for all applications processed.

2.9 The Membership Secretary may conduct additional checks if any irregularities or concerns are raised by a verifier. Serious irregularities will be reported to the general secretary for consideration under the UKAHPP Complaints Procedure.

2.10 The Membership Secretary is responsible for notifying the UKAHPP Registrar in writing, with a copy to the UKAHPP Administrator, of the of the Membership Committee’s decision to accept Ordinary Member applications and approve entry on to the Register.

2.11 Copies of the Verification Form, Application Form and relevant certificates will be forwarded to the UKAHPP Registrar who will conduct additional Quality Assurance Checks. The Registrar may request the Membership Secretary to provide additional information.

2.12 The outcome of the verification process will not be communicated to the applicant until the Registrar has conducted additional Quality Assurance Checks and has confirmed with the Membership Secretary and UKAHPP Administrator in writing that the applicant’s name has been included on the Register.

2.13 If additional quality assurance checks give rise to any concerns, indiscretions or anomalies, the UKAHPP Registrar will notify the Membership Secretary. The applicants name will NOT be entered on the Register and their application will be held by the Membership Committee pending additional verification.

2.14 The UKAHPP Registrar will inform the General Secretary of any serious irregularities for possible investigation under the UKAHPP Complaints Procedure.

2.15 The UKAHPP Registrar will communicate with other voluntary and statutory register holders as necessary.

2.16 UKAHPP Ordinary Membership and Registration cannot be awarded until any concerns, indiscretions or anomalies have been fully addressed and no longer give rise to concern about the applicant’s name being included on the UKAHPP Register.

2.17 Following completion of additional Quality Assurance Checks, the UKAHPP Registrar will inform the Membership Secretary and UKAHPP Administrator, in writing, that the applicant’s name has been included on the Register.

2.18 The Membership Secretary via the UKAHPP Administrator is responsible for notifying applicants of the outcome of the verification process.

2.19 The UKAHPP Administrator will send a UKAHPP Membership Welcome Pack to successful applicants containing:

  • A letter from the UKAHPP Registrar affirming entry on to the Register
  • A dated Annual Registration Certificate
  • Policy for Representing UKAHPP Membership, Registration and Accreditation – with supplementary information about using the PSA name and logo.
  • UKAHPP Continual Professional Development Policy.
  • Requirement to complete an Annual Notification of Practice and Registration Renewal Declaration Form.
  1. Unsuccessful Applications

3.1 The Membership Secretary, via the UKAHPP Administrator, is responsible for providing unsuccessful applicants with an outline of how their application does not meet the published registration criteria.

3.2 Unsuccessful applications with minor criteria omissions will be given 8 weeks, which may be extended on request at the Membership Secretary’s discretion, to allow the applicant to submit evidence as to how criteria omissions have been complied with.

3.3 If evidence of criteria omissions is not submitted within in the given deadline the application will be closed.

3.4 In the case of substantive omissions the applicant will be provided with an outline of omissions, how their application failed to meet the published registration criteria and of UKAHPP’s re-submission policy. The application will then be closed.

3.5 Applications can be re-submitted 12 months after the original submission date.

  1. Review Meeting

4.1 Unsuccessful applicants may submit a request to the Membership Secretary for their application to be reviewed by the Membership Committee, if they can provide documentary evidence as to how criteria omissions outlined in the notification letter have been complied with.

4.2 The Membership Secretary will acknowledge receipt of review requests normally within 7 days of receipt.

4.3 The Membership Secretary will convene a full meeting of the Membership Committee to review an application, normally within 60 days of the review request.

4.4 Membership Committee members who were involved in the original verification decision, will provide the full committee with an outline of how they reached their decision and will then withdraw from the Review Meeting and will have no further involvement in the decision to re-instate the application or not.

4.5 The Registrar will not attend the Review Meeting and any concerns they may have alerted the Membership Committee about will be put forward by the Membership Secretary or their nominated deputy.

4.6 Membership Committee members will make a decision to re-instate an application or not on a one person one vote basis with the Membership Secretary or their deputy (who will Chair the meeting) exercising a casting vote if necessary.

4.7 If the Membership Committee’s ability to conduct a fair review is compromised the Membership Secretary will ask the Accreditation Committee Chair to convene a Review Meeting with senior members of the Accreditation Committee with experience of processing Accreditation Applications.

4.8 The Membership Secretary will write to the applicant outlining the outcome of the review and the Membership Committee’s decision to:

  • Uphold the original decision that the application does not comply with published requirements
  • Request submission of additional evidence of compliance with published requirements, within a specified deadline after which the application will be closed.
  • Reverse the original decision and forward the application to the UKAHPP Registrar for inclusion on the register pending quality assurance checks.

4.9 The decision of the Review Meeting will be final.

  1. Restoration of Registration

5.1 If a person’s UKAHPP Registration has been terminated under the UKAHPP Complaints Procedure they may submit an application to re-register not less than three years after the date of their termination. The former Registrant is required to submit:

  • A statement demonstrating learning about the issues resulting in their termination.
  • A report from a Registered Supervisor with UKAHPP Psychotherapist or Psychotherapeutic Counsellor Accreditation in support of their re-registration

5.2 The application will be assessed by a special committee prior to normal verification. The committee will include:

  • UKAHPP Membership Secretary – or their deputy
  • UKAHPP Ethics Committee Chair or their deputy
  • UKAHPP Registrar – or their deputy
  • Two UKAHPP Registered Members
  • Additional Members with special knowledge may be co-opted as necessary

5.3 In addition to standard requirements, the committee may apply special conditions on the ex-registrant’s practice if restoration of membership is approved.

5.4 An ex-registrant can make one application for re-registration in any 12 month period.

  1. UKAHPP Registrar’s Office

6.1 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.

6.2 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.

6.3 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.

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

6.5 The Registrar’s decision about entry on to the register is final.

6.6 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.

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

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

6.9 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

7.1 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.

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

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

7.3.1 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.

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

7.3.3 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.

7.4 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.

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

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

7.7 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.

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

7.9 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

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

9.1 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.

9.2 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.

9.3 For public information purposes, the name of resigned and deceased registrants will be included on the publicly available register for 3 years.

  1. Information Sharing

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.

April 2019