Practicum and Internship Handbook: Audio and Video Recording

It is the responsibility of counselor trainees enrolled in practicum and internship to provide the necessary equipment for recording counseling sessions. In most cases, this means audio or video recordings. DVDs are acceptable if your instructor/supervisor agrees to that format.

Purpose and Use of Recordings

These recordings serve as the basis for individual supervision, group supervision, and evaluation, ultimately leading to the final course grade. Some field site placements will have recording equipment, especially video recording equipment, but many will not. Video recording is preferable since it allows for visual review; however, some field placement sites may only permit audio recording. Whatever format you use, remember that all recordings must be clearly audible.

To Ensure High-Quality Recordings

There are some steps you can take to ensure you have the best recordings possible. Please test your equipment in advance to ensure the quality of your recordings.

Avoid Inadequate Recording Devices

DO NOT use the handheld, mini-recorders since they do not have the power and range necessary. Video recordings captured on a computer and transferred to a USB or other media, are acceptable as long as your instructor or supervisor is willing to accept them. Just make sure you follow guidelines to protect confidentiality in recording and transferring client-protected information, by encrypted or password-protected means.

Use an External Microphone When Needed

A separate external microphone may be necessary. The microphone embedded in your recording device may not pick up all voices and/or allow too much interference (e.g., the recording itself, or the recording of the air conditioner). An “omnidirectional” microphone is highly recommended, as it picks up sounds from different directions.

Proper Equipment Setup and Testing

Always check your equipment before a session to ensure it is functioning properly.

• Place the external microphone, if using, away from air conditioning/heating vents, clocks, and fluorescent lights.
• Sometimes it helps to place the recording device on a book or towel to reduce table vibrations that can impair sound quality.
• Video cameras should be positioned to capture both the counselor trainee and the client, not just the client.
• Attach an external microphone because the further away a video camera is from the speakers, the less effective the microphone mounted in the camera will be.

Required Consent for Recording

All consent forms for recording must be signed before you ever turn on a recorder. Never record a session without obtaining signed permission to do so. Provide copies of the consent forms to your supervisor/ instructor when they receive a recording from you.

Secure Labeling, Storage, and Access

Label and store recordings/disks securely.

• Never use a client’s name to label a recording; instead, use a unique code.
• The only people who should ever hear/see a counseling session recording are:
  • you
  • your course instructor
  • your site supervisor
  • your doctoral student supervisor
  • your class
• Do not review recordings where family members or friends can hear or see them
• Do not carry your recordings everywhere you go
• Keep them secure, encrypted, or password-protected.

Mandatory Disposal of Recordings

You MUST dispose of all recordings by the end of the semester. There is no reason to save recordings. Once you have reviewed them or used them for supervision/grade, dispose of them. Remember: You are required to delete them by the end of the semester