Frequently Asked Questions

+ What are the advantages of using the Portal?

There are a number of advantages:

  • Online bookings for professional development events such and seminars, workshops, conferences and online courses
  • Online applications for PACFA registration and PACFA registration renewals for members of all PACFA Member Associations 
  • Online applications for membership of Member Associations - for participating associations only
  • A joint renewal process for association memberships and PACFA registration - for members of participating associations only
  • A therapist profile for all PACFA Registrants and selected members of participating associations

+ Why am I on the PACFA Portal when I don’t belong to PACFA?

The Portal is not the PACFA Portal, it is the Counselling & Psychotherapy Portal which PACFA administers for participating associations that belong to PACFA. If you are a member of a participating association, your association has decided to use the portal as its membership management system to save time and work, as well as making the process easier and quicker for members.

+ Are my personal details on the Portal secure?

Yes, the Portal uses the latest security technology. For details see our Security Policy. Your data can only be seen by the association(s) to which you belong.

+ Which PACFA member associations are participating in the Portal?

As at April 2014, the following associations are participating:

  • ASPA – Australian Somatic Psychotherapy Association
  • CAPA NSW – Counselling and Psychotherapy Association of NSW (not live until late 2014)
  • CAPAV – Counselling and Psychotherapy Association of Victoria
  • GANZ – Gestalt Australia and New Zealand
  • QCA – Queensland Counsellors Association
  • PACFA – Psychotherapy and Counselling Federation of Australia

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+ Why is my member association not participating in the Portal?

The Portal is a new PACFA initiative that was only launched in 2014. Five member associations helped to develop the Portal and these five associations are the first to be able to participate in the Portal. Many other PACFA member associations are planning to join the Portal but this will take time. 

+ When will my member association joint the Portal?

For those associations that are planning to join the Portal, they will join throughout 2014 and in the first half of 2015.  You will need to ask your association if they are planning to join the portal. It is possible that some associations will choose not to join the Portal if they already have effective online membership systems in place or if the requirements of the Portal are not compatible with the association’s business model.  

+ If my member association has not joined the Portal, can I still use it?

Yes, members of all PACFA member associations can use the Portal to:

  • Apply for PACFA registration
  • Log professional development activities
  • Log supervision and get cumulative total for supervision
  • Upgrade to a higher registration category
  • Apply for leave from the Register
  • Renew PACFA registration 
  • Sign up for professional development events

+ I am not part of PACFA or PACFA’s member associations. Can I still use the Portal? 

Yes, members of all PACFA member associations can use the Portal to:

  • Sign up for professional development events
  • Join a member association of the association has joined the Portal

 

Using the Portal


+ How do I log in?

To log in as a user of the portal, follow these steps:

  • Go to the Portal at http://portal-pacfa-org-au.cloud.ilisys.com.au/.
  • Click on the My Account link at the top right hand corner of the screen. Scroll down in the drop down list to Login and click.
  • Alternatively, click on the LOGIN/REGISTER button on the navigation bar then complete the left side of the screen under Login.
  • Enter your email address. You will need to enter your password a second time to confirm.
  • Now complete the anti-bot validation box.
  • Click on remember me box if you want the computer you are using to remember your password. This is only recommended if your computer is secure and is only used by you.
  • Click on LOGIN. You are now logged in.

+ How do I log out?

To log out from the Portal, follow these steps:

  • Click on My Account link at the top right hand corner of the screen.
  • Scroll down in the drop down list to Sign out and click.
  • You are now logged out.

+ How do I reset my password?

If at any time you forget your password, follow these steps:

  • Go to the Login/Register screen via the Login/Register button on the navigation bar or via the My Account link at the top right hand corner of the Portal screen.
  • Click on Forgot your password?  
  • Enter your email address then click on the RESET PASSWORD button.
  • You will immediately be sent an email with password reset instructions. Open the email and click on the reset link and you will be automatically logged in. 
  • You should now select a new password which you will need to enter a second time to confirm.

+ Do I have to do my application or renewal online?

For PACFA Registrants and members of participating member associations, we strongly encourage you to complete applications and renewals online. This saves your Association time and money. Once you get the hang of the process it really is simple. If you would prefer to complete your application or renewal using a paper form, you will need to contact the relevant association to request a paper copy of the relevant form. There is an additional fee of $20 (or $22 including GST for associations that are registered for GST) when using the paper form.

+ How long will my application take to be processed?

Please see the Terms and Conditions which sets out the timelines for processing of online orders. The times are estimates and they may vary for different membership products and for different associations.

+ Do I need to use the Supervision and PD Logs?

The logs are used for practising members of participating member associations and for PACFA Registrants. These practitioners are required to complete the online logs as part of the online renewal process.  Non-practicing members do not need to complete the logs. Members of associations that are not participating in the Portal and who are not on the PACFA Register do not need to complete the logs. You should also complete a paper version of the online logs for your supervisor(s) to sign. This evidence is to be kept in your professional portfolio until it is requested for audit purposes.

+ How do I log my supervision?

To log your supervision, follow these steps:

  • On the navigation bar, click on My Details
  • Click on the Logs tab, then click on the Supervision Log.
  • To add a new Supervision Log entry, enter a start date and an end date for the supervision you are logging, e.g. 1/7/13 to 30/6/14. You do not need to log each supervision session separately. You can simply log the number of supervision hours for the date range you are entering. Avoid having a date range that spans more than one financial year.  Complete each column required for the log entry. You only need to complete “Group Size” if your supervision was group supervision.  Add a separate entry for each supervisor.  
  • Click SAVE to save your entry. 
  • If you made a mistake with an entry, delete it by clicking the red X to the right of the log entry, then re-enter your log entry.

+ How do I log my client hours?

To log your client hours, follow these steps:

  • On the navigation bar, click on My Details. 
  • Click on the Logs tab, then click on the Client Hours Tracking.
  • To add a new Client Hours entry, enter a start date and end date for the client hours you are logging, e.g. 1/7/13 to 30/6/14. You do not need to log each client session separately. You can simply log the number of client hours for the date range you are entering. Avoid having a date range that spans more than one financial year.  
  • Click SAVE to save your entry. 
  • If you made a mistake with an entry, delete it by clicking the red X to the right of the log entry, then re-enter your log entry.

+ How do I log my professional development?

To log your professional development, follow these steps:

  • On the navigation bar, click on My Details. 
  • Click on the Logs tab, then click on the PD Hours Log.
  • To add a new PD Log entry, enter the date for the PD activity you are logging. Complete each column required for the log entry. Add a separate entry for each PD activity you undertake.  The PD points will calculate automatically once you save your PD entry.
  • If you are not a PACFA Registrant, you do not have to complete the PD category column. PACFA Registrants should refer to the PACFA CPD Policy for details of the categories of CPD.
  • Click SAVE to save your entry.
  • If you made a mistake with an entry, delete it by clicking the red X to the right of the log entry, then re-enter your log entry.

+ What are the different categories of Continuing Professional Development?

For full details of PACFA’s CPD requirements, see the PACFA CPD Policy at the PACFA website.

CATEGORY A
A minimum requirement of 30 points per year via: 

  • Person-to-person courses, workshops, seminars and conferences. 
  • Participation in online facilitated courses 

At least 10 points must be person-to-person activities. The remaining 20 points may be accumulated from person-to-person OR participation in online facilitated CPD. 

Online facilitated courses take place in an online learning environment. The presence and contribution of an online facilitator is required, providing a component of synchronous or asynchronous online learning. An example of online facilitated learning is an online course that includes facilitated online discussions. 

CATEGORY B
A maximum allowance of 10 points per year via:

  • Participation in facilitated learning groups. 
  • Imparting knowledge relating to counselling and psychotherapy through formal presentations, teaching, research and publications. 
  • Supervision participation above the annual renewal requirement 

Facilitated learning groups are groups that discuss and explore counselling and psychotherapy topics or resources, with the presence and leadership of facilitators. 

CATEGORY C
A maximum allowance of 5 points per year via: 

  • Contributing to the counselling and psychotherapy profession through involvement in the PACFA Board and committees or PACFA MA Committees to support the development of the professional identity of counselling and psychotherapy in the wider community. 
  • Self-directed learning, logged in a reflective journal, including: 
    • Reading and taking notes of psychotherapy and counselling journals and books; 
    • Participation in non-facilitated online courses  
    • Participation in peer learning groups 
    • Non-facilitated online courses take place in an online learning environment without the presence and contribution of online facilitators. For example, webinars. 

Peer learning groups are groups of peers who meet to discuss and explore counselling and psychotherapy topics or resources, without a facilitator. 

A reflective journal is a written record, based on the PACFA pro forma, that reflects on the learning activity undertaken and how it relates to and enhances professional practice. 

+ How do I make a booking for a professional development event?

This is no different from the process to purchase a membership product. Follow these steps:

  • Navigate to the Professional Development page. 
  • On the Home page, scroll down to Association PD Events and click on Show All Events.  Alternatively, on the navigation bar, click on Professional Development.
  • On the Professional Development page, you can search for events by location or association.
  • Select the PD event for which you want to register. You have to be logged in to purchase the PD product.
  • Complete the required fields to register for the event.
  • Click on PURCHASE and follow the instructions to go to the checkout.

+ Do I have to pay online by credit card?

Online payments can be made via credit card (VISA or MASTERCARD). PayPal is not offered as it is no more secure than paying by credit card and involves much higher fees. 

+ How do I make an online payment?

Once you complete the required form for the product you are purchasing, follow these steps:

  • Click on PURCHASE
  • A dialogue box will appear, click on Checkout.
  • Billing and Delivery Address - Your address appears in the receipt on the right-hand side of the screen. If you want to change this address, click on Change in the Billing and Delivery Address box
  • Delivery Options are explained in the Delivery Options box. You can leave a comment here if required.
  • Click Continue
  • Complete you credit card details.
  • If you wish to use another payment option, click on the Other Payment Options tab
  • Click on the check box to acknowledge acceptance of the Terms and Conditions. You can also click on the T&Cs to view them.
  • Click on Submit my Order
  • You will need receive a confirmation of your Order via email.

+Are there any additional fees if I pay online?

No, the administrative fees and bank fees have been included in the price of all products so you will not be penalised for paying online. 

+ What other payment options are available?

At the time you make your purchase, the different offline payment options available will be displayed and you can select the one you prefer. Offline payment actually involve more work for the association so some associations charge an administrative fee for these payment methods. Offline payment options vary for different associations:

  • Telephone payment by credit card
  • Direct Bank Deposit
  • Cheque/money

+ Can I get a refund if I change my mind?

In most circumstances, yes, however application fees are generally not refundable if your application is unsuccessful as the work involved in processing your application has been completed. Refunds on bookings for PD events may not be a full refund, depending on how much notice for the cancellation you can give. Please see the Terms and Conditions. 

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