Psychological Counseling and Guidance Training, Application, and Research Center

PDREM Application, Appointment Creation and Termination Workflow Process (Appendix-14)

1. Students enrolled at Pamukkale University (associate, undergraduate, and graduate levels) are required to apply to the PDREM Secretariat (Annex-1).
2. Applications are considered complete after filling out the Application Form (Annex-2) and the related assessment scales (Annex-5, 6, 7, 8) (Annex-16). Upon completion, students provide consent to the Informed Consent Form (Annex-20) electronically. A copy of the form is sent to the student’s email address.
3. Students who complete their application are contacted by the Secretariat according to their order on the waiting list, and an initial interview appointment is scheduled at a date and time suitable for them.
4. The initial interview is a session in which information about the counseling process is provided and the student’s expectations from PDREM are clarified.
5. Students may benefit from face-to-face psychological counseling services.
6. Face-to-face counseling sessions are conducted at PDREM.
7. An informational email (FAQ) is sent regarding face-to-face services (Annex-4).
8. Students who have completed their application but cannot be reached by the Secretariat for scheduling the initial interview are expected to respond within one week. Those who do not respond within this period are assigned a “Drop” status and their application is terminated. Students with “Drop” status may reapply if they wish.
9. Students may receive services from PDREM throughout their academic life as needed. Following each application, students are entitled to four individual counseling sessions. There is no limit to the number of applications. If further support is needed after completing four sessions, students may reapply to receive an additional four sessions.
10. Students who continue with counseling after the initial interview must inform the Secretariat at least 24 hours in advance if they are unable to attend a scheduled session. Otherwise, the session will be considered used. If prior notice is given, a new appointment will be scheduled accordingly to the student’s availability.
11. Students who fail to attend a session without prior notice and do not contact the Secretariat or their counselor by the following business day to reschedule will have their application terminated and their status changed to “Drop.” They may reapply if they wish.
12. Students who miss three appointments without prior notice will have their right to reapply restricted for the current academic term. They may apply again in the following term.

Workflow for Requests from Other Units

Requests for services from PDREM—such as psychoeducation, informational sessions, group work, preventive services, crisis intervention, and post-crisis support—must be submitted via official correspondence through the DYS system, as PDREM operates under the Rectorate of Pamukkale University. For service definitions, see Annex-15. Service requests submitted to PDREM are evaluated by the Administrative Board. Requests should not be made without official correspondence, and services that require appointments should not be requested without scheduling an appointment. In cases of referrals from Student Support Units, academic staff are expected to inform students to apply through the PDREM Appointment System.

Emergency Applications (Annex-13), Confidentiality Principle, and Psychiatric Referral Process

1. Students who indicate “I currently have thoughts of harming myself” on the Basic Application Form are considered emergency cases (Annex-17). An appointment is scheduled on the same day.
2. Students who mention suicidal ideation, suicide plans, or suicide attempts in response to the question “Could you briefly describe the issue that brought you to PDREM?” are also considered emergency cases and are given a same-day appointment.
3. Students classified as emergency cases are contacted via the phone numbers provided in the Pusula Information System. They are called up to three times. If they cannot be reached, an email and SMS are sent requesting that they contact PDREM (Annex-9).

If the student does not respond within one week, an email is sent to the Head of the Student Support Unit of the student’s faculty, and the application is terminated by assigning a “Drop” status. Students with “Drop” status may reapply if they wish.

4. Students referred to PDREM as “emergency cases” by academic or administrative staff and assessed as having a potential risk of harm to themselves or others are accepted as emergency applications. A session is conducted on the same day—without waiting for an application through the Pusula Information System—once the student is in a condition to communicate, and the urgency is evaluated.
5. The emergency session includes: gathering information about the crisis; assessing suicidal thoughts, plans, or attempts; evaluating the student’s coping resources (cognitive, social, economic, artistic, and physical); informing the student about psychological and physiological coping mechanisms (such as social support, sports, arts, scholarships, funds, associations, career centers, and student communities); providing preliminary information about psychiatric diagnosis and treatment; addressing possible prejudices regarding psychiatry; explaining the process of applying to psychiatric outpatient services; providing information about psychotherapy; offering basic information about psychiatric medications; and attempting to reduce any existing misconceptions.
6. If there is an indication that the student may harm themselves or others, the principle of confidentiality may be waived. In such cases, the Head of the Student Support Unit of the relevant faculty, institute, or school is contacted and informed about the student’s situation.
7. The Emergency Referral Form (Annex-10) is completed and provided to the student, and a record is entered into the system by the Secretariat. If the form cannot be delivered directly, the student’s emergency contact number is called and they are informed to obtain the form from PDREM. With this form, the student may apply to the Pamukkale University Psychiatric Outpatient Clinics.
8. A follow-up appointment is scheduled one month later to monitor whether the student has attended the psychiatric outpatient clinic. Progress regarding issues discussed during the emergency session is evaluated. Students who refuse or resist treatment are re-informed about the importance of psychiatric support, and their questions are addressed.
9. After the follow-up session, the student’s suitability for individual psychological counseling is reassessed. If appropriate, individual counseling sessions are initiated on a weekly basis. Students who are not considered suitable for counseling and who require clinical treatment are referred again to psychiatry and psychotherapy, and their application is terminated. The Psychiatric Referral Information Form is sent to the student via email (Annex-11).
10. Students who refuse psychiatric treatment are invited to an additional follow-up session.
11. A new follow-up appointment is scheduled approximately one month later at a suitable time for the student. If the student does not attend this session without prior notice, their status is changed to “Drop,” and the application is terminated.

Secretariat Workflow

1. The Secretariat is responsible for monitoring applications submitted through the PDREM Appointment System within the Pusula Information System.
2. The Secretariat follows all official correspondence through the Document Management System.
3. If a student whose turn has arrived on the waiting list cannot be reached by phone, the Secretariat sends an email (Annex-12) and proceeds to contact the next student to schedule an appointment. Students who cannot be reached, are unavailable, or do not respond within one week are assigned “Drop” status.
4. For emergency applications marked in red in the system, the Secretariat must inform the academic staff on the same day.
5. In cases of emergency applications, the Secretariat must contact the student on the same day and schedule an appointment accordingly. If a same-day appointment cannot be arranged, the Secretariat facilitates communication between the academic staff member and the student on the day of application.
6. The Secretariat attempts to reach students with emergency applications by calling their contact number up to three times. If unsuccessful, an email and SMS are sent to the student. If there is still no response, an email is sent to the Head of the Student Support Unit of the student’s faculty (Annex-9).
7. The Secretariat schedules appointments for students whose psychological counseling process is ongoing and informs academic staff of any changes, cancellations, or postponements.
8. Students who visit without an appointment are informed about the PDREM application process.
9. The Secretariat informs academic staff about students who arrive without an appointment but are referred as emergency cases.
10. The Secretariat notifies academic staff about students who experience difficulties completing the application form or leave it incomplete.
11. Students with “Drop” status who wish to reapply are informed that they must complete a new application form.
12. Emergency appointments are scheduled by the Secretariat in a balanced order among academic staff members.
13. The Secretariat ensures that the Emergency Referral Form is signed by the PDREM Director. The dates of delivery to and return by the student are recorded in the PDREM module of the Pusula Information System.
14. The Secretariat informs academic staff about students who fail to return the Emergency Referral Form.

Workflow for Undergraduate and Graduate Students in the Department of Guidance and Psychological Counseling

1. PDREM supports undergraduate and graduate students in the Department of Guidance and Psychological Counseling in finding clients for individual and group counseling practice courses conducted within the scope of their education. Students who apply to PDREM are contacted by phone and informed about these practice processes. The personal contact information of students who provide consent is shared with the undergraduate or graduate students conducting the practices.
2. Visual materials such as posters, announcements, and promotional content prepared within the scope of individual and group counseling practice courses are shared through PDREM’s social media accounts.
3. Graduate students in Guidance and Psychological Counseling who work at PDREM on a part-time or voluntary basis conduct individual counseling practices. Undergraduate students working part-time at PDREM are assigned to secretarial duties and do not conduct counseling sessions.