Counselling Hours: Each beneficiary is entitled to 15 hours of counselling.
Session Platform: You must work with your university to ensure you have a secure, private Zoom account (or equivalent) for online sessions.
Record Keeping: You must complete TMAF’s online Post Session Record Log after each appointment to report session updates, any concerns, risks, or issues promptly: https://forms.gle/J63gReCpi93VECcx5
3. Professional Expectations
Trainee counsellors are expected to:
provide reliable, professional, and high-quality support
notify TMAF of any issues affecting your ability to deliver sessions
not subcontract or transfer counselling responsibilities to anyone else
inform TMAF if your availability changes
report any planned absences longer than two weeks (outside public holidays).
4. Booking Policy
Session Length: Sessions are typically 60 minutes.
How to Book: Sessions are booked directly with the trainee counsellor by email or phone (please specify your preferred method when contacting beneficiaries).
Regular Time Slot: Clients may be offered a regular weekly slot to support continuity.
Confirmations: A booking is confirmed once you and the beneficiary have agreed on a time and you have confirmed via email.
Number of Sessions: Beneficiaries are entitled to 15 hours of counselling over 15 weeks. The structure and pacing of sessions should be discussed during the first meeting.
5. Cancellation Policy
Notice Required: Beneficiaries must give at least 24–48 hours’ notice (choose and state your specific time frame).
Late Cancellations: Sessions cancelled with less than the required notice will be marked as missed for monitoring attendance.
Non-Attendance: If a beneficiary does not attend without prior notice, the session will be recorded as missed.
Trainee Cancellations: If the counsellor must cancel, you should give as much notice as possible and offer an alternative time.
Planned Breaks: Please communicate any known absences (holidays, academic commitments, etc.) to beneficiaries and TMAF in advance.
6. Rescheduling Policy
Trainee counsellors should accommodate reasonable changes, but advise beneficiaries that alternative slots may not always be available.
7. Use of Audio Recordings
Beneficiaries are able to consent or remove consent for the use of audio recordings of sessions for educational and training purposes. If a beneficiary removes consent you will be notified. However, a beneficiary may contact you directly, to remove consent in which case you must notify TMAF.
All data collected must be kept confidential and anonymised wherever possible. Recordings are solely for training and must not be shared outside approved academic or supervisory settings.
8. Data Anonymisation
All identifying details must be anonymised. Only supervisors and tutors—who are bound by professional confidentiality—may access this material.
Beneficiaries are aware however if they enquire they should be advised that they may withdraw consent at any time; however, coursework that has already been submitted or marked cannot be altered retrospectively.
9. Withdrawal from the Scheme
Beneficiaries may withdraw from the counselling service by notifying TMAF in writing. If a beneficiary expresses the desire to leave, counsellors should explore this with them before concluding sessions and then inform TMAF.
10. Monitoring and Auditing
Counsellors will be asked to complete feedback surveys or contribute to quality assurance processes. Cooperation with these requests is required.
11. Public Relations and Communication
TMAF may refer to your work (without identifying details) in reports or impact summaries.
If you wish to share or promote your involvement publicly (e.g., social media, websites), you must first seek TMAF’s approval to ensure correct branding and messaging.
