Program Policies and Procedures
To obtain a complete copy of the current internship handbook please contact Dr. Amy Miller at firstname.lastname@example.org.
The California State University Monterey Bay (CSUMB) Psychology Internship requires that interns demonstrate minimum levels of achievement across all training competencies and training elements. Interns are formally evaluated by their primary supervisor twice annual, at the mid-year point and end of the training year. Evaluations are conducted using a standard rating form. The evaluation form includes information about the interns’ performance regarding all of the CSUMB Psychology Internship expected training elements. Supervisors are expected to review these evaluations with the interns and provide an opportunity for discussion if the intern has questions or concerns about the feedback. The CSUMB Psychology Internship requires that interns receive a minimum of 4 total hours of supervision each week, with 2 of those hours being individual, face-to-face with a licensed psychologist.
A minimum level of achievement on each evaluation is defined as a rating of “3” for each element. Interns who achieve this level of competence are considered prepared for entry level independent practice and licensure. The rating scale for each evaluation is on a 5-point Likert scale, with the following rating values: 1= Significant Development Needed, 2= Development Needed, 3= Meets Expectations, 4= Exceeds Expectations, 5= Significantly Exceeds Expectations. If an intern receives a score less than 3 on any individual element, or if supervisors have reason to be concerned about the student’s performance or progress, the program’s Due Process procedures will be initiated. The Due Process guidelines can be found in the Internship Manual. Interns must receive a rating of 3 or above on all individual elements to successfully complete the program.
Additionally, all CSUMB Psychology interns are expected to complete 2000 hours of training during the internship year. Meeting the hours requirement and obtaining sufficient ratings on all evaluations demonstrates that the intern has progressed satisfactorily through and completed the internship program. Intern evaluations and certificates of completion are maintained indefinitely by the Training Director. Feedback to the interns’ home doctoral program is provided at the end of each of the three evaluation periods. If successful completion of the program comes into question at any point during the internship year, or if an intern enters into the formal review step of the Due Process procedures due to a grievance by a supervisor or an inadequate rating on an evaluation, the home doctoral program will also be contacted within 30 days.
In addition to the evaluations described above, interns must complete a self-evaluation form at the beginning of the training year and during the three evaluation periods throughout the training year. Additionally, interns will complete an evaluation of their supervisor(s) three times during the training year and a program evaluation at each evaluation period, in order to provide feedback that will inform any changes or improvements in the training program.
Due Process Procedures
Due Process Procedures are implemented in situations in which a supervisor or other faculty member raises a concern about the functioning of a psychology intern. These procedures are a protection of intern rights and are implemented in order to afford the intern with every reasonable opportunity to remediate problems and to receive support and assistance. These procedures are not intended to be punitive.
Definition of a Problem
For purposes of this document, a problem is defined broadly as an interference in professional functioning which is reflected in one or more of the following ways: 1) an inability and/or unwillingness to acquire and integrate professional standards into one's repertoire of professional behavior; 2) an inability to acquire professional skills in order to reach an acceptable level of competency; and/or 3) an inability to control personal stress, psychological dysfunctions, and/or excessive emotional reactions which interfere with professional functioning.
It is a professional judgment as to when an issue becomes a problem that requires remediation. Intern trainees may exhibit behaviors, attitudes or characteristics that, while of concern and requiring attention, are not unexpected or excessive for professionals in training. Issues typically become identified as problems that require remediation when they include one or more of the following characteristics:
- the intern does not acknowledge, understand, or address the problem when it is identified;
- the problem is not merely a reflection of a skill deficit which can be rectified by the scheduled sequence of clinical or didactic training;
- the quality of services delivered by the intern is sufficiently negatively affected;
- the problem is not restricted to one area of professional functioning;
- a disproportionate amount of attention by training personnel is required;
- the trainee's behavior does not change as a function of feedback, and/or time;
- the problematic behavior has potential for ethical or legal ramifications if not addressed;
- the intern's behavior negatively impacts the public view of the agency;
- the problematic behavior negatively impacts the intern cohort;
- the problematic behavior potentially causes harm to a patient; and/or,
- the problematic behavior violates appropriate interpersonal communication with agency staff.
Administrative Hierarchy and Definitions
The CSUMB Psychology Internship Due Process procedure occurs in a step-wise fashion, involving greater levels of intervention as a problem increases in persistence, complexity, or level of disruption to the training program. Faculty roles included herein are defined as follows:
Supervisor: Any faculty member who provides direct supervision or teaching to an intern.
Training Director (TD): The supervisor who functions as the director of training. S/he leads the internship Training Committee and serves as a voting member.
When a supervisor believes that an intern’s behavior is becoming problematic, the first step in addressing the issue should be to raise the issue with the intern directly and as soon as feasible in an attempt to informally resolve the problem. This may include increased supervision, didactic training, and/or structured readings. This process should be documented in writing in supervision notes and discussed with the Training Director and Training Committee, but will not become part of the intern’s professional file.
If an intern’s problem behavior persists following an attempt to resolve the issue informally, or if an intern receives a rating below a “3” (“meets expectations”) on any individual element within the competencies on a supervisory evaluation, the following process is initiated:
- A. The supervisor will meet with the Training Director (TD) and intern within 10 working days to discuss the problem and determine what action needs to be taken to address the issue. If the TD is the intern’s direct supervisor, an additional supervisor and member of the Training Committee will be included in the meeting.
- B. The intern will have the opportunity to provide a written statement related to his/her response to the problem.
- C. After discussing the problem and the intern's response, the supervisor and TD may:
- 1) Issue an "Acknowledgement Notice" which formally acknowledges:
- a) that the faculty is aware of and concerned with the problem;
- b) that the problem has been brought to the attention of the intern;
- c) that the faculty will work with the intern to specify the steps necessary to rectify the problem or skill deficits addressed by the inadequate evaluation rating; and,
- d) that the problem is not significant enough to warrant further remedial action at this time.
- This notice will be issued within 5 working days of the meeting and will be shared with the intern and the Director of Clinical Training at the intern’s graduate institution.
- 2) Place the intern on a "Remediation Plan" which defines a relationship such that the faculty, through the supervisors and TD, actively and systematically monitor, for a specific length of time, the degree to which the intern addresses, changes and/or otherwise improves the problematic behavior or skill deficit. The length of the probation period will depend upon the nature of the problem and will be determined by the intern’s supervisor and the TD. A written Remediation Plan is shared with the intern and the Director of Clinical Training at the intern’s graduate institution and includes:
- a) the actual behaviors or skills associated with the problem;
- b) the specific recommendations for rectifying the problem;
- c) the time frame during which the problem is expected to be ameliorated; and,
- d) the procedures designed to ascertain whether the problem has been appropriately remediated.
- a) the actual behaviors or skills associated with the problem;
- This statement will be issued within 5 working days of the meeting and will be shared with the intern and the Director of Clinical Training at the intern’s graduate institution. At the end of this remediation period as specified in ‘c’ above, the TD will provide a written statement indicating whether or not the problem has been remediated. This statement will become part of the intern’s permanent file and also will be shared with the intern and sent to the Director of Clinical Training at the intern’s graduate institution.
- 3)In special cases, the intern may be allowed to switch supervisors within THE CSUMB PSYCHOLOGY INTERNSHIP. This option would be applicable in situations in which it is believed that the intern’s difficulties are the result of a poor “fit” between the intern and supervisor and that the intern could be successful in a different supervisory relationship. This option would require a meeting of a review panel convened by the Training Director and consisting of him/herself, the intern’s primary supervisor, and at least two other members of the Training Committee. Additional parties who are knowledgeable about the intern’s abilities may be involved in order to inform decision making. This meeting, if deemed necessary by the Training Director, will be convened within 10 working days of the original meeting discussed in step A.
- 1) Issue an "Acknowledgement Notice" which formally acknowledges:
- D. If the problem is not rectified through the above processes, or if the problem represents gross misconduct or ethical violations that have the potential to cause harm, the intern’s placement within the internship may be terminated. The decision to terminate an intern’s placement would be made by the entire Training Committee and a representative of Human Resources and would represent a discontinuation of participation by the intern within every aspect of the training program. The Training Committee would make this determination during a meeting convened within 10 working days of the original meeting discussed in step A, or during the regularly-scheduled monthly Training Committee meeting, whichever occurs first. The TD may decide to temporarily suspend an intern’s clinical activities during this period prior to a final decision being made, if warranted. In the event of dismissal, APPIC and the Director of Clinical Training at the intern’s home doctoral program would be contacted within 5 working days of the decision.
If the intern wishes to challenge the decisions made, he or she may request an Appeals Hearing before the Training Committee. This request must be made in writing- an email will suffice- to the TD within 5 working days of notification regarding the decision made in step C or D above. If requested, the Appeals Hearing will be conducted by a review panel convened by the TD and consisting of him/herself (or another supervisor, if appropriate), the intern’s primary supervisor, and at least two other members of the Training Committee. The intern may request a specific member of the Training Committee to serve on the review panel. The Appeals Hearing will be held within 10 working days of the intern’s request. The review panel will review all written materials and have an opportunity to interview the parties involved or any other individuals with relevant information. The review panel may uphold the decisions made previously or may modify them. The review panel has final discretion regarding outcome.
Notifying the Sponsoring Doctoral Program
If either the Acknowledgment Notice or the Remediation Plan action occurs, the TD will inform the intern's sponsoring university within 5 working days, indicating the nature of the inadequate rating, the rationale for the action, and the action taken by the faculty. The intern will receive a copy of the letter to the sponsoring university.
Once the Acknowledgment Notice or Remediation Plan is issued by the TD, it is expected that the status of the problem or inadequate rating will be reviewed no later than the next formal evaluation period or, in the case of remediation, no later than the time limits identified in the remediation plan. If the problem has been rectified to the satisfaction of the faculty and the intern, the sponsoring university and other appropriate individuals will be informed and no further action will be taken.
Grievance Procedures are implemented in situations in which a psychology intern raises a concern about a supervisor or other faculty member, trainee, or the internship training program. These guidelines are intended to provide the psychology intern with a means to resolve perceived conflicts. Interns who pursue grievances in good faith will not experience any adverse professional consequences. For situations in which an intern raises a grievance about a supervisor, staff member, trainee, or the internship program:
First, the intern should raise the issue as soon as feasible with the involved supervisor, staff member, other trainee, or TD in an effort to resolve the problem informally.
If the matter cannot be satisfactorily resolved using informal means, the intern may submit a formal grievance in writing to the TD. If the TD is the object of the grievance, the grievance should be submitted to another member of the Training Committee. The individual being grieved will be asked to submit a response in writing. The TD (or Training Committee member, if appropriate) will meet with the intern and the individual being grieved within 10 working days. In some cases, the TD or Training Committee member may wish to meet with the intern and the individual being grieved separately first. The goal of the joint meeting is to develop a plan of action to resolve the matter. The plan of action will include:
- a) the behavior associated with the grievance;
- b) the specific steps to rectify the problem; and,
- c) procedures designed to ascertain whether the problem has been appropriately rectified.
The TD or other Training Committee member will document the process and outcome of the meeting. The intern and the individual being grieved will be asked to report back to the TD or other Training Committee member in writing within 10 working days regarding whether the issue has been adequately resolved.
If the plan of action fails, the TD or other Training Committee member will convene a review panel consisting of him/herself and at least two other members of the Training Committee within 10 working days. The intern may request a specific member of the Training Committee to serve on the review panel. The review panel will review all written materials and have an opportunity to interview the parties involved or any other individuals with relevant information. The review panel has final discretion regarding outcome.
If the review panel determines that a grievance against a staff member cannot be resolved internally or is not appropriate to be resolved internally, then the issue will be turned over to the employer agency in order to initiate the due process procedures outlined in the employment contract. If the review panel determines that the grievance against the staff member potentially can be resolved internally, the review panel will develop a second action plan that includes the same components as above. The TD or other Training Committee member will document the process and outcome of the panel meeting. The intern and the individual being grieved will again be asked to report back in writing regarding whether the issue has been adequately resolved within 10 working days. The panel will reconvene within 10 working days to again review written documentation and determine whether the issue has been adequately resolved. If the issue is not resolved by the second meeting of the panel, the issue will be turned over to the employer agency in order to initiate the due process procedures outlined in the employment contract.
Attendance at the weekly Didactic seminar and other scheduled group training activities is mandatory for all interns in the California State University Monterey Bay Psychology Internship Program and is required for successful completion of the internship. Attendance at these scheduled activities, should take priority over other site obligations each week. Internship supervisors are aware of these activities and their requirement for interns.
A schedule for the Didactic seminar will be distributed at the beginning of each semester and is updated throughout the year. Attendance at each seminar meeting is tracked by the internship program. An intern is permitted no more than three absences during the calendar year. After the second absence, interns will receive a reminder from the Training Director. After the third absence, the Training Director will initiate the CSUMB Due Process procedures.
Interns may use only three of their allotted vacation and/or professional development days on Tuesday. The Training Director must be notified in advance of planned absences. Absences related to extenuating circumstances will be decided on a case-by-case basis. Interns who miss a meeting of the didactic seminar because of a serious emergency or for a serious illness should alert the Training Director as soon as possible. For all didactic absences, interns must review a research article related to the didactic topic and submit a 1-2 page review of the article. This review must be submitted to the Training Director and is due one week from the absence.
Additionally, interns are expected to attend didactics in person. Calling into a didactic presentation by phone is discouraged. Interns are allowed to call into a didactic presentation by phone a maximum of two times during the training year. If the intern plans to call into a didactic presentation, he or she must let the Training Director know at least one week in advance. If an intern calls into a didactic presentation by phone more than two times during the training year, the training director will initiate the CSUMB Due Process Procedures.
- Maximum Length: Interns must complete all requirements for graduation of the internship no later than 18 months after the start of the internship.
- Hours Supplementation: Interns are required to complete a 12 month, 2000 hour internship. The number of workdays taken off during a leave of absence will be added as an extension to the training year. The intern should work closely with the CSUMB Psychology Internship Program training director to develop a plan to complete all required training experiences upon return from leave. The intern must complete the full 12 months of training, achieve 2000 training hours, and receive satisfactory ratings on the final Intern Evaluation Form in order to complete the internship.
- Return to Work: Interns must contact CSUMB University Personnel at least two days before their first day of return from leave. If the leave is for an intern’s own serious health condition, the intern must provide medical certification verifying ability to return to work. Failure to return to work on the day after the expiration of leave will normally result in termination of employment. If an intern is unable to return to work, the intern must provide medical certification no less than two days before the anticipated return date.
- Health Insurance: If an intern is currently covered by CSUMB’s insurance plans, these benefits continue for interns on medical and family leave, as long as the leave is eligible pay. Children may be added to the intern’s health insurance policy if coverage is elected within 30 days of the birth or adoption.
- Disability Insurance: During a Family or Medical Leave, interns may be granted up to 6 weeks (for vaginal delivery) or up to 8 weeks (for C-section delivery) of temporary disability insurance payment.
- Requesting Leave: Whenever possible, interns must notify the CSUMB University Personnel at least 30 days prior to the leave of absence. Requests for leaves should be made in writing to human resources, stating the reason for the leave, the starting date, and the planned date for return to work.
The CSUMB Psychology Internship strongly values diversity and believes in creating an equitable, hospitable, appreciative, safe, and inclusive learning environment for its interns. Diversity among interns and supervisors enriches the educational experience, promotes personal growth, and strengthens communities and the workplace. Every effort is made by the CSUMB training program to create a climate in which all staff and interns feel respected, comfortable, and in which success is possible and obtainable. The program strives to make every effort to increase awareness, dispel ignorance, and increase comfort with multicultural experiences.
The CSUMB Psychology Internship welcomes applicants from diverse backgrounds. The training program believes that a diverse training environment contributes to the overall quality of the program. The training program provides equal opportunity to all prospective interns and does not discriminate because of a person’s race, color, religion, sex, national origin, age, disability, or any other factor that is irrelevant to success as a psychology intern. Applicants are individually evaluated in terms of quality of previous training, practicum experiences, and fit with the internship. If an applicant or intern requires accommodations, he or she should contact the internship training director to initiate this process.
The CSUMB Psychology Internship’s goal in diversity training is to ensure that interns develop the knowledge, skills, and awareness necessary to provide competent psychological services to all members of the public. To this end, the program requires an expected competency in individual and cultural diversity. Diversity experiences and training are interwoven throughout the training program to ensure that interns are both personally supported and well-trained in this area.