PSYCHASSESS PRO POLICY MANUAL
 

Version 1.0 | Effective August 1, 2025

 Compliant with APA, AERA, NCME, ITC, PRC, DepEd, DOH and Data Privacy Act (RA 10173)

1. PURPOSE

This policy establishes the ethical, legal, and operational framework for the development, deployment, administration, interpretation, and reporting of the Cognitio+ AI-Powered Psychological Testing & Assessment System. The system supports school psychologists, HR professionals, and clinical practitioners in the Philippines by providing valid, reliable, culturally responsive, and ethically compliant psychological assessments. The policy ensures adherence to international standards (APA, AERA, NCME, ITC), Philippine laws and regulations, and professional best practices, while safeguarding data privacy, equity, and professional integrity.

2. SCOPE

This policy applies to:

·      Licensed psychologists, psychometricians, psychiatrists, school counselors, HR practitioners, and authorized users

·      All clients, test-takers, employees, students, and patients assessed using Cognitio+

·      Developers, administrators, and support staff involved in system maintenance

·      Partner institutions (e.g., schools, corporations, clinics, government agencies) 

3. GUIDING PRINCIPLES

Scientific Validity: All tools are evidence-based, standardized, and psychometrically sound.

Cultural Responsiveness Assessments are adapted, translated, and normed for Filipino populations.

Ethical Integrity Informed consent, confidentiality, non-discrimination, and beneficence are upheld.

Equity & Fairness: AI algorithms are audited for bias; access is inclusive across regions, languages, and abilities.

Professional Autonomy: AI supports—but does not replace—clinical and professional judgment.

Data Privacy & Security: Full compliance with RA 10173 and international data protection standards.

4. COMPLIANCE FRAMEWORK

Cognitio+ adheres to the following standards and laws:

APA Ethical Principles of Psychologists: Governs test use, interpretation, and reporting.

AERA/NCME/APA Standards (2014): Ensures validity, reliability, fairness, and test development quality.

International Test Commission (ITC) Guidelines: Guides cross-cultural adaptation, test security, and AI use

Philippine Mental Health Act (RA 11036): Ensures dignity, access, and rights of individuals with mental health conditions.

Data Privacy Act of 2012 (RA 10173): Mandates data protection, consent, and breach protocols

DepEd Order No. 37, s. 2017 (Inclusive Education): Supports special education and IEP planning

PRC & Philippine Psychological Association (PPA) Code of Ethics: Regulates professional conduct of users

Labor Code of the Philippines & DOLE Guidelines Ensures fair employment testing practices

5. USER QUALIFICATIONS & ACCESS CONTROL

Only licensed and authorized professionals may administer, interpret, or report Cognitio+ assessments.

School Psychologist: RPm or RPsy with SPED training | Full access to WISC-V, WIAT, BASC-3, IEP tools.

HR Professional: Licensed Psychologist or HR with psychometric training |Access to pre-employment, personality, engagement tools.

Clinical Psychologist/Psychiatrist:  RPsy or Psychiatrist |Full clinical access (MMPI-2, BDI, SCID, etc.)

Psychometrician

Licensed Psychometrician (RPm) | 

Test administration and scoring only

Trainees/Interns Under supervision of licensed professional

Read-only or supervised access

IT/Admin Staff

No clinical access; system maintenance only

Technical access with audit logs

*Access is role-based, multi-factor authenticated, and logged. 

6. ASSESSMENT ADMINISTRATION POLICIES

6.1 Informed Consent

·      Digital or paper-based consent must be obtained before every assessment.

·      Consent includes:

·      Purpose of testing

·      Data usage and storage

·      Right to withdraw

·      Risks and benefits

·      AI’s role in scoring/interpretation

·      For minors: Parent/guardian consent + child assent (age-appropriate)

6.2 Test Environment

·      Secure, quiet, distraction-free setting

·      Accommodations provided for persons with disabilities (PWD Act, RA 10524)

·      Bilingual (Filipino/English) interface; regional languages available upon request

6.3 AI Use in Administration

·      AI adapts test length (adaptive testing) to reduce fatigue

·      Real-time validity checks (e.g., inconsistent responding)

·      No fully automated diagnosis or decision-making

7. DATA PRIVACY & SECURITY

7.1 Data Collection

·      Only data necessary for assessment purposes is collected

·      Includes: demographics, responses, behavioral patterns, scores

·      No collection of political views, religion, sexual orientation unless clinically relevant and consented

7.2 Data Storage

·      Encrypted servers located in the Philippines (in compliance with RA 10173)

·      Backups with geo-redundancy; 99.9% uptime SLA

·      Data retention: 7 years for minors, 5 years for adults, unless extended by law or consent

7.3 Data Sharing

·      Reports shared only with:

·      The test-taker (if appropriate)

·      Authorized professionals

·      Parents/guardians (for minors)

·      Employers (only job-relevant results, with consent)

·      No data sold or shared with third parties for marketing or research without explicit consent

7.4 Breach Protocol

·      Immediate notification to Data Protection Officer (DPO)

·      Affected individuals notified within 72 hours

·      Report filed with National Privacy Commission (NPC)

8. CULTURAL & LINGUISTIC ADAPTATION
 

8.1 Translation & Localization*

All tools follow TRAP Protocol:

o   Translation

o   Review by cultural experts

o   Advanced back-translation

o   Pretesting with target population

*Available in: Filipino, English, Cebuano, Ilocano (with roadmap for Hiligaynon, Bicolano)

8.2 Cultural Validity

·      Items revised to reflect Filipino values (e.g., pakikisama , utang na loob , family centrality)

·      Avoids Western-centric assumptions about emotion, behavior, or career

·      Norms stratified by region, urban/rural, and socioeconomic status

9. ARTIFICIAL INTELLIGENCE & ALGORITHMIC GOVERNANCE

9.1 AI Ethics Principles

·      Transparency: Users informed when AI is used

·      Accountability: Clinicians and organizations remain responsible for decisions

·      Explainability: AI-generated insights include rationale and confidence levels

·      Human-in-the-Loop: All critical decisions require human review

9.2 Bias Mitigation

·      Annual Fairness & Bias Audit using AI tools to detect demographic disparities

·      Adverse impact analysis for HR tools (gender, region, disability status)

·      Algorithm updates based on local validation studies

9.3 Model Validation

·      Machine learning models trained on Filipino datasets (n > 1,000 per tool)

·      Validity evidence published annually in peer-reviewed journals

·      Third-party audits conducted every 2 years

10. REPORTING & INTERPRETATION
 

10.1 Report Generation

·      AI generates draft reports with:

·      Summary of scores

·      Narrative interpretation

·      Recommendations

·      Final report must be reviewed and signed by a licensed professional

10.2 Interpretation Standards

·      Scores interpreted using local norms where available

·      Clinical diagnoses require multi-method assessment (interview, observation, collateral data)

·      AI does not diagnose—only supports differential diagnosis

10.3 Feedback to Clients

·      Results explained in plain language

·      Culturally appropriate feedback (e.g., avoid stigmatizing labels)

·      For students: shared with parents and teachers via IEP meetings

11. TRAINING & PROFESSIONAL DEVELOPMENT

11.1 Mandatory Training

All users must complete:

·      Cognitio+ System Orientation (2 hours)

·      Ethics & Data Privacy Module (1 hour)

·      AI in Psychological Assessment (1 hour)

·      Cultural Competence in Testing (1 hour)

11.2 Continuing Education

·      Annual refresher training required

·      6 CPE units offered through PPA-accredited program

·      Certification badge issued upon completion

12. QUALITY ASSURANCE & MONITORING

12.1 Internal Audits

·      Quarterly audits of:

·      User compliance

·      Data security

·      AI performance

·      Bias detection

·      Audit reports submitted to Ethics Committee

12.2 External Review

·      Biennial review by:

·      Philippine Psychological Association (PPA)

·      National Privacy Commission (NPC)

·      Independent psychometrician panel

12.3 Feedback Mechanism

·      Users and test-takers can submit concerns via:

·      Online portal

·      Ethics email ( ethics@cognitio.ph )

·      All complaints investigated within 14 days

13. PROHIBITED PRACTICES

The following are strictly prohibited:

·      Using Cognitio+ without proper licensure or supervision

·      Sharing login credentials

·      Automated hiring or placement decisions without human review

·      Diagnosing based solely on AI output

·      Administering tests in coercive environments

·      Using assessments for political, religious, or discriminatory purposes

⚠️ Violations will result in access revocation, disciplinary action, and potential legal liability. 

14. GOVERNANCE STRUCTURE

Committee / Officer

Roles

Cognitio+ Ethics & Compliance Board

Oversees policy implementation, handles appeals

Data Protection Officer (DPO)

Ensures RA 10173 compliance; manages breaches

Scientific Advisory Panel

Psychometricians, clinicians, HR experts; reviews tools

Cultural Adaptation Committee

Ensures local relevance and sensitivity

AI Oversight Unit

Monitors algorithm performance and fairness

15. POLICY REVIEW & UPDATES

·      This policy is reviewed annually.

·      Updates proposed by the Ethics Board and ratified by the Scientific Advisory Panel.

·      Changes communicated to all users via email, portal, and training modules.

16. CONTACT INFORMATION

For inquiries, reporting concerns, or requesting accommodations:

·      Email: ethics@cognitio-plus.com

·      Data Protection Officer: dpo@cognitio-plus.com

·      Website: https://cognitio-plus.appimizxe.app/psychassess-pro-policy

17. ACKNOWLEDGEMENT OF RECEIPT

All users must sign an Acknowledgment of Policy Receipt before accessing the system.

“I have read, understood, and agree to comply with the Cognitio+ Organizational Policy on AI-Powered Psychological Testing and Assessment.” 

Name: _________________________


License No.: ___________________

Signature: ____________________


Date: _________________________