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Page 1 NETWORK AND CONSORTIUM THE UNIVERSITY OF MICHIGAN Department of Psychiatry and VA ANN ARBOR HEALTHCARE SYSTEM Mental Health Service POLICIES FOR POSTDOCTORAL RESIDENTS IN PROFESSIONAL PSYCHOLOGY September 2012 (These policies are currently in effect but may change during the training year based on decisions of the Director of Psychology Training, in consultation with the Psychology Training Committee and Chief Psychologists at the University and VA. This should be viewed as a guide. It is not considered to be a contract.) Page 2 Welcome to the Program Welcome to the Postdoctoral Training Program for Professional Psychology! We are very pleased that you will be joining us and are looking forward to working with you during the course of your time in the program. We believe that The University of Michigan (UM) and the VA Ann Arbor Healthcare System (VAAAHS) are great places to acquire the tools that will enable you to succeed as a psychologist. The University of Michigan Component of the Consortium was one of the first five postdoctoral training programs in the nation to be fully accredited by the American Psychological Association (APA). The different parts of the Network will be visited by site visitor teams this year and it is our hope that through our Self Study and the report of the site visitors, the Commission on Accreditation of the APA will see that all parts of the Network conform to the guidelines and requirements of the APA. The Network resides within the UM Medical System (Clinical Child Program) or both the UM Medical System and the Veterans Administration Hospital (Clinical Psychology and Clinical Neuropsychology), with access to resources and scholarly activities available across the University and VA campus. Our training programs are rich in opportunities for scholarship, cutting edge clinical training, and challenging work at the interface of science and practice. Our postdoctoral psychology residents have substantial opportunities to participate in programmatic research with members of our teaching faculty, many of whom have national and international reputations in their fields. Reflecting the strong multidisciplinary focus of our Department and medical system, psychology residents also have opportunities to work closely with faculty, staff, and trainees from a variety of disciplines. We are experiencing a period in history that is characterized by rapidly changing economic, social and technological landscapes. Our postdoctoral training programs aim to prepare each psychology resident to meet the challenges and embrace the exciting opportunities that these changes present for the delivery of psychological services and the advancement of knowledge in our field. THE TERM OF RESIDENCY The term of your residency depends on the training program that you were accepted into. The postdoctoral training program is a two-year program for the Neuropsychology Psychology Residents (both UM and VA) and for the residents in Adult Clinical Psychology and Child & Adolescent Clinical Psychology at the University. The residents in Mental Health at the VA are in a one-year program. For those in the two-year program, appointments are made initially for one year with a second year re-appointment being expected but at the discretion of the Department, Section, and postdoctoral resident. Appointments are usually from September 1st to August 31st. For two-year residencies, a re- appointment decision will typically be made by April 1st of the current appointment year. The resident is expected to give reasonable notice to the Section if he or she plans to terminate training prematurely. Page 3 ORGANIZATION OF THE POSTDOCTORAL RESIDENCY TRAINING PROGRAM IN PROFESSIONAL PSYCHOLOGY Responsibilities Faculty Advisor: The function of the Faculty Advisor is to organize clinical and research training experiences, and provide ongoing supervision for the resident at a personal level. The Faculty Advisor also arranges for additional supervisors to provide breadth to clinical experience, participates in evaluations of the psychology resident, and provides recommendations for the psychology resident. Specialty Track Coordinator: Each Track has a designated, licensed faculty psychologist who is responsible for the organization and integrity of the components of the track. This person administers specialized program components such as file maintenance, recruitment, and specialized curriculum requirements. This person also conducts evaluations of psychology residents in conjunction with the psychology resident and faculty advisor. Training Coordinator (Pam LaForest): This person assists the Director of Psychology Training with the administrative functioning of the program. This person maintains all records relating to psychology residents and all aspects of the program. The Coordinator also facilitates Forum, travel, and other aspects of the psychology residents’ education. Director of Psychology Training: Together with the Chief of Psychology, the Director of Psychology Training (hereafter referred to as the Training Director) is responsible for the overall integrity and quality of the training program, the integration of multidisciplinary components in the core curriculum, the allocation of training positions to Sections and programs, the preparation of training program documentation, the development of training program policies, and the handling of corrective actions and grievance procedures. In addition to organizing the overall postdoctoral program, this person administers the common program components related to file maintenance, recruitment, and graduation. The Director of Psychology Training is assisted in these duties by a Psychology Training Committee composed of licensed psychologists representing each of the participating Sections and programs. UM Chief of Psychology: The Chief of Psychology monitors quality of the residency training program in relation to other Sectional, Departmental, and institutional training. This person also provides training funds for the program as available, oversees organization of postdoctoral program as a whole, and provides necessary clinical resources for psychology residents such as materials, patient scheduling, assignment of case supervisors, etc. The Chief of Psychology is responsible for making final appointments or terminations of psychology residents in conjunction with the Training Director and the Psychology Training Committee. VA Chief of Psychology: The Chief Psychologist in the VAAAHS monitors quality of the residency training program in relation to other Sectional, Departmental, and institutional training. This person also provides training funds for the program as available, oversees organization of postdoctoral program in the VA system, and provides necessary clinical resources for psychology residents such as materials, patient scheduling, assignment of case supervisors, etc. Page 4 The VA Chief Psychologist is responsible for making final appointments or terminations of psychology residents in conjunction with the Training Director and the Psychology Training Committee. Expectations for psychology residents Psychology residents are expected to: Conduct themselves in a positive and professional manner, representing a model in dress and conduct to other staff, trainees, visitors and patients. Develop a personal program of self-directed study and professional growth with guidance from the teaching staff. Participate in safe, effective and compassionate patient care under supervision, commensurate with their level of advancement and responsibility. Participate fully in the educational activities of their program and, as assigned and required, assume responsibility for teaching and supervising other psychology residents, interns, and students. Participate in institutional programs and activities involving the medical staff and adhere to established practices, procedures, and policies of the institution, as well as with published ethical and service standards of the American Psychological Association. Complete patient reports and other records in an accurate and timely manner, in keeping with institutional and Section guidelines. Self-report any health problems adversely affecting their ability to function professionally in the program. Obtain state licensure and adhere to state licensing laws and regulations. Limited License All UM Psychology Postdoctoral psychology residents working within the UM system are required to maintain at least a limited psychologist license from the State of Michigan throughout their residency. VA psychology residents who want to work with patients in the UM system also need this license. Information for obtaining this license can be obtained from the Director of Psychology Training or the Specialty Track Coordinator, and initiation of this process before beginning the residency is required for those in the University of Michigan Component of the Consortium. Supervised Cases Page 5 All postdoctoral psychology residents will be responsible for evaluation/treatment of patients in a clinical setting. The caseload will vary as directed by the UM Specialty Track Coordinators and the VA mentors/supervisors. All patient contacts by psychology residents must have a specific designated faculty supervisor. psychology residents should not accept responsibility for a case unless they know exactly who will provide supervision. Supervision must be obtained before the psychology resident commits to clinical conclusions and/or communicates findings to patients, referral sources, or other staff. Core Curriculum The specified time dedicated to core curriculum should remain free, within reason, of patient care and other responsibilities. Attendance at Core Curriculum activities is a required part of the training program. Please do not allow yourself to be scheduled for patient care responsibilities, supervisory sessions, or other conflicting engagements. If a problem occurs, please let your training coordinator know right away. Unanticipated patient emergencies are excepted. The current Core Curriculum consists of the following mandatory activities for all psychology residents: 1. Postdoctoral Fellowship Forum: This weekly Postdoctoral Forum provides an organized series of presentations and discussions designed to promote professional development. It also provides an opportunity for peer interaction and consultation. Forum topics include professional ethics, multidisciplinary practice issues, legal dilemmas, professional writing, career pathways, and the job application process. The forum also provides an opportunity for psychology residents to present research findings. 2. Grand Rounds/Invited Lectures: Weekly attendance at Grand Rounds/Invited Lectures in the Department of Psychiatry (or Neurology for psychology residents specializing in Neuropsychology) is required. These provide current, state-of-the-art presentations and discussions of research findings and clinical controversies in the field as a whole. Some psychology residents also may have the option of presenting at Grand Rounds. In addition, psychology residents will attend a minimum of two Bioethics Grand Rounds each training year. If the psychology resident attends a bioethics talk elsewhere, for example at a national meeting, the psychology resident can ask that this serve as a substitute for one of the seminars here. 3. Program for Education and Evaluation in Responsible Research and Scholarship (PEERRS): UM psychology residents will sign on to the web-based program for responsibility in research and complete at least the three modules that are required for those engaged in clinical work and clinical research. VA psychology residents may complete the PEERRS modules if they wish (and if they carry out any part of their research at the University of Michigan). VA psychology residents will need to complete VA-specific training modules to allow them to carry out research in the VA setting. The Web address for PEERRS is: http://www.research.umich.edu/training/peerrs.html. The following modules are mandatory for UM researchers. Page 6 1. Foundations of Responsible Research Conduct publication/authorship, intellectual property, conflict of interest, signatures, plagiarism, misconduct reporting. 2. Conflict of Interest definitions and recognizing potential conflicts, responsibilities toward students/colleagues, consulting and conflict of commitment, sponsored project and technology transfer issues. 3. Human Research basic module provided in three versions -- clinical research, health sciences and social/behavioral sciences. It covers definition of human subjects research, why human subjects research is regulated, regulatory and ethical responsibilities of the PI, IRB, and University. The Web address for the VA equivalent is: https://www.citiprogram.org/default.asp?language=english 4. Additional Formal Didactics: All postdoctoral psychology residents will participate in one or more formal didactics or seminar series in their area of specialization. The choice of didactics will be determined by the UM Specialty Track Coordinator and the VA mentors, in collaboration with the VA Training Director. Some possibilities include the following: (1) medical, public health, graduate school coursework; (2) specific Sectional, program, or organizational seminars (e.g., available within the Child & Adolescent Psychiatry Section, Neuropsychology Section, Personality Disorders Program, University of Michigan Substance Abuse Center); (3) components of the Psychiatry Core Curriculum; (4) Hospital Teaching Rounds. Research The Department encourages research participation as an important part of training at all levels of psychology resident education. All research undertaken by psychology residents must, however, have a specific designated faculty sponsor and must have the approval of the appropriate Institutional Review Board (Medical IRB in the University and the VA Human Subjects Sub- Committee in the VA.) Grant proposals must be approved by the UM Section and VA Director of Training before submission. Approval by the Section Director and VA Director of Training is also required prior to any contract negotiations. Faculty sponsors may be assigned or they may be chosen by the psychology resident, based upon the psychology resident's interest and the Section's resource availability. All research communications must acknowledge the relevant institution where the work was done, including Section or Unit within the VA, and approval by mentors and possibly Section/Unit directors must be obtained before committing to any communication of research or clinical findings. EVALUATIONS Psychology residents are evaluated by their Faculty Advisor and all attending faculty with whom the trainee has worked. At approximately six-monthly intervals, the Training Director meets with Page 7 the psychology residents for formal, face-to-face and written evaluations of their performance. The initial evaluation occurs around the middle of the first year of training and serves as a basis for improvement and further goal setting; psychology residents in two-year programs will be told at this point if they are being invited to stay for the completion of the two-year residency. The second evaluation is at the end of the first year; for psychology residents in one-year programs, this will also serve as a final review of progress and an assessment of achievement of goals and designated competencies. The third evaluation occurs in the middle of the second year and is timed to provide continued professional development. And the last evaluation is at the end of the second year. Supervising faculty fill out a standardized evaluation form for each psychology resident they work with. The supervisor discusses the evaluation form with the postdoctoral psychology resident and then the form is forwarded to the Training Director. Psychology residents are also asked to evaluate their faculty supervisors, postdoctoral forum presentations, and their overall training program experience, using forms that are distributed by the Training Coordinator periodically and at the end of each training year. The purpose of these evaluations is to monitor the quality of the clinical supervision and didactic educational program that psychology residents receive. These evaluations may be anonymous or signed, at the psychology resident's discretion. The evaluations are collected by the Training Director and a summary of the aggregated data is used in assessing faculty performance and developing the didactic component of education. Feedback from the data is provided to individual faculty members as needed. COMPLETION OF THE PROGRAM A certificate of completion, with beginning and end dates, is provided to each postdoctoral psychology resident upon fulfillment of program requirements. BENEFITS Questions regarding UM staff benefits should be referred to the Hospital Office of Staff Benefits (734-764-6584). Questions regarding VA staff benefits should be referred to Human Resources (734-845-3087). We encourage psychology residents to take full advantage of the benefit programs offered. UM stipends are negotiated through the Psychiatry Department and University of Michigan Medical System, and are paid monthly. VA stipends are mandated nationally and are paid every two weeks. Please check your paychecks to ensure accuracy. Although every effort is made by the University and VAAAHS to prevent errors, occasionally inaccuracies may slip through. Vacations Psychology residents will have vacation times allocated in accordance with University and VA policy for postdoctoral psychology residents. UM psychology residents are allowed up to 22 working days and National Holidays. VA psychology residents get 13 days annual leave and ten federal holidays (VA annual leave accrues over time; check ^emp to see your annual leave balance). Page 8 Each psychology resident submits vacation preferences to the Specialty Track Coordinator well in advance of intended leave, and after consultation with appropriate Section supervisors. The Specialty Track Coordinator has full authority to schedule the specific time during which vacation can be taken in a way that meets Section needs. This person will attempt to be flexible in response to individual personal situations within the constraints of the Section's needs and in keeping with institutional guidelines. UM residents use a Report of Faculty/Staff Absence form, which must be submitted and approved before vacation time can be used; VA residents use ^emp to request leave, after discussing it with their faculty advisor(s). Approval may not be granted if reports and other records are not up-to-date. Vacation may be lost if it is not used within a 12-month period (contact Human Resources if you want more information). Release time for professional meetings for UM psychology residents may be authorized by the UM Section Director, Training Director and Chief of Psychology, and is not counted as vacation time. For VA psychology residents, the Training Director will make decisions about release time in conjunction with your primary mentor/supervisor(s). However, time used for licensing exams, job interviews and job visits will count as vacation time. While every effort will be made by the UM Training Coordinator to keep track of the available vacation time, psychology residents should monitor their usage in order to avoid running out of vacation days before their intended use. The VA system uses a computer-based vacation request system and VA psychology residents can easily check the status of vacation time by entering ^emp in Vista. Psychology residents must arrange for coverage of their clinical activities through consultation with their faculty advisor and Specialty Track Coordinator. For first-year psychology residents, coverage beyond one day of absence should not be handled by another first-year psychology resident. Sick Leave UM psychology residents have 15 days of sick leave available each year. VA psychology residents have up cumulative sick leave that is accrued over time; it probably amounts to about 13 days sick leave each year (check ^emp to see your sick leave balance). For VA psychology residents, sick leave is acquired incrementally at four hours per pay period. If a psychology resident becomes ill and cannot report for his/her assigned duties, the UM Section and VA timekeepers, mentors and supervisors must be notified as soon as possible after the illness or injury is established. If the psychology resident will be absent from his or her workplace for more than three days, formal documentation of the reason for absence must be submitted to the Training Coordinator. Medical documentation of the need for sick leave may be requested by the UM Specialty Track Coordinator, Training Director, or VA Director of Training at any time; if such documentation is unsatisfactory, expended sick leave may be charged against accrued vacation leave. If a psychology resident is ill and unable to report for work, it is the responsibility of the UM Section or VA clinic to arrange coverage. The psychology resident's Faculty Advisor will notify the UM Specialty Track Coordinator or VA Director of Training and the residency Training Page 9 Director when sick leave endures long enough to compromise the educational experience of the psychology resident and the psychology resident cannot be given full credit for his or her experience. Leave due to illness or injury in excess of the allotted number of days becomes leave without pay and must be made up at the end of the residency. Conference Days UM psychology residents are usually approved for 5 days of conference time per year. Scheduling of the allowed conference time is handled in the same manner as a request for vacation time. Requests for additional time and/or money may be approved, but such requests must document the way in which this trip will augment the psychology resident's education. Psychology residents are responsible for arranging for necessary coverage of clinical activities during their travel period, and insuring that relevant staff and clinical programs have been alerted to their intended absence. UM psychology residents with a full appointment are entitled to the following each year: 1. Fifteen days (120 hours) sick time per year beginning on the date of hire. Unused sick time is not paid at the end of the residency. 2. Nine paid holidays: Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day following Thanksgiving, Christmas Eve, Christmas Day, New Year’s Eve, and New Year’s Day. 3. Twenty-two days (176 hours) of vacation time, which must be used before the anniversary of the start date or it is lost. If a psychology resident leaves before the end of the residency, vacation days will be pro-rated at 1.84 days per month. 4. Five conference days VA psychology residents with a full appointment are entitled to the following each year: 1. An increment of 4 hours of sick leave each pay period (approximately 13 days per year) beginning on the date of hire. Unused sick time is not paid at the end of the residency. 2. Ten paid Federal holidays: Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, New Year's Day, Birthday of Martin Luther King, Jr., and Washington's Birthday, 3. An increment of 4 hours of vacation time each pay period (approximately 13 days of leave per year); leave may be carried over into the next calendar year but the remainder must be used before the end of each calendar or it is lost. If a psychology resident leaves before the residency ends the vacation days will be pro-rated. 4. Five conference days Page 10 When vacation or sick time is used, UM psychology residents must submit a Report of Faculty/Staff Absence form to the Training Coordinator to obtain the necessary signatures. If you are not sure how to fill out this form, check with the Training Coordinator. Forward the form to the Training Education Coordinator for signatures of the Director of Training and the Chief Psychologist's signatures. VA psychology residents use the VISTA system (^emp) for requesting and reporting vacation and sick leave time. Monthly Timekeeping Each month UM psychology residents will receive a Monthly Timekeeping Record for the Training Program records. This is used to track any exception time the psychology resident may have taken off for the previous month. This form should be completed within one week and returned to the Training Coordinator. Records of the attendance of VA psychology residents will be kept by the VA Director of Training. Maternity Leave Policy If a psychology resident needs to take maternity leave during the course of the program, leave will be granted according to the following policies. 1. The psychology resident must notify the relevant (UM or VA) Training Director in advance. UM psychology residents are automatically granted a one-month leave of absence. UM and VA psychology residents may use any available vacation and sick time for paid leave of absence. 2. If additional leave is desired, the psychology resident must request such leave in writing. The Training Director, in consultation with the Psychology Training Committee and the Chiefs of Psychology at UM and VA, may approve this leave for up to 3 months. That is, the psychology resident would forfeit neither their position in the program nor their opportunity to complete two years of training (pending expected budgeting approval). 3. If the psychology resident would like to request other arrangements, owing to special or extenuating circumstances, the request must be made in advance and in writing. The request will be considered by the Specialty Track Coordinator, the relevant directors of training, the Postdoctoral Training Committee, and the UM and VA Chiefs of Psychology. As a policy, however, psychology residents may not participate in the program on less than a half-time basis, and must complete the two-year training program within three years. Travel Procedures Professional travel by UM psychology residents is supported, when possible, at a level consistent with that available to UM Departmental faculty and other trainees of comparable level within the Department and institution. Guidelines for approving the travel when the psychology resident is presenting a paper will be the same as those for UM faculty whenever possible. That is, it is Page 11 expected that the psychology resident is the author of a paper or a presentation sponsored by a recognized scientific society. Stipends are usually not provided for multiple authors of one paper to attend the same meeting or if the presentation topic does not relate to psychology, neuropsychology or psychiatry. In general, such papers should be subject to a peer review process in order for the Department to provide travel support. Attendance at a conference at which the psychology resident is not presenting may be allowed at the discretion of the Training Director. For VA psychology residents, there is no funding for travel and attendance at meetings. Speak to the VA Director of Training about options for obtaining funding from the Education Service or other parts of the Federal system. Paying for Travel UM psychology residents: UM psychology residents are allotted travel funds up to $1000.00 total per year. Prior to making travel arrangements, an approval e-mail must be sent to the Training Director. Once the Training Director’s approval is given, travel arrangements can be made. The arrangements are to be made by the psychology resident and reimbursements are processed by the Training Coordinator. If you incur costs prior to the conference, you can be reimbursed using Concur and you may receive your reimbursement at about the same time as the credit card bill. Travel requests must be brought to the Training Coordinator as soon as possible in order to take advantage of better rates for airfare and early registration. Travel reimbursements brought to the attention of the Training Coordinator too long after the return date may not be able to be processed due to other duties assigned to the support staff. Travel advances are available for those items not included in the list above, again not to exceed $1000.00 in a training year (this can be for one conference or more than one conference, as long as the total does not exceed $1000.00). The procedure for receiving a travel advance is listed below. Please work with the Training Coordinator to request a travel advance through the Concur system. Once the travel advance is requested via Concur, Psychiatry Administration will approve or reject the request. If the request is approved, the money will be deposited into your bank account. Reimbursement Psychology residents are also allowed to opt for reimbursement instead of a travel advance. Again this is not to exceed the $1000 total stipend. As with travel advances, all forms must be completed and submitted with appropriate signatures prior to the travel. Post Travel Upon returning from travel, ALL RECIEPTS must be submitted. These receipts must be originals and not copies or simple credit card receipts without itemization. All receipts must Page 12 be returned to the Training Coordinator no later than two weeks after returning. Alcoholic beverages and other items not covered by University reimbursement must be identified on the receipt. Any receipts turned in later than this may not be able to be processed and may result in non-reimbursement or, in the case of an advance, payroll deduction for the traveler. There is a set per diem rate for each day of travel that covers meals. Alcohol will not be reimbursed.. Airport parking, mileage to airport (check for current reimbursement rate) and registration fees can be claimed. Proof of attendance at the conference (e.g., a badge or program from the conference) must also be submitted with the receipts. VA psychology residents: Funding for travel and conference registration is not yet in place. Talk to the VA Training Director for an update on available options available. Office Policies Equipment Upon starting the residency, all psychology residents will be issued a pager and lab coat for clinical use. Testing materials and other necessary equipment will be provided by the track to which the psychology resident belongs. Other items may be purchased by the Training program if approved by the Training Director. All materials must be returned to the Training Coordinator upon termination of the residency. Telephone Use Personal long distance calls cannot be made from University, VA, or other institutional telephones unless you call collect or charge the call to your home number, calling card, or credit card. It is better to use pay phones or your cell phone to make personal calls. In no case may a personal call interfere with the conduct of clinical or other university-related business. Practice Outside the Program The training program policy regarding outside practice by UM psychology residents is consistent with the House Officer's Association contract: "A House Officer shall be permitted to engage in outside medical practice which is not part of a University-approved program, provided such practice does not interfere in any way with the responsibilities, duties and assignments of the training program of The University of Michigan Medical Center. Extracurricular medical practice, which requires that the House Officer assume continuing responsibility for patients will interfere with his/her responsibilities at The University of Michigan Medical Center is therefore not permissible. It is understood that House Officers engaged in outside medical practice which is not a part of a University-approved program are not covered by the employer's professional liability insurance." The residency year is considered full time, and the seeking of outside income through extra work is therefore generally not recommended. It may only be approved under special circumstances. Page 13 Approval is requested from the Faculty Advisor, Specialty Track Coordinator, and the Training Director. Moreover, if there is evidence that outside activity interferes with education, performance or clinical responsibility, the psychology resident will be requested to stop the outside employment as soon as is reasonable dependent upon the nature of outside duties. A psychology resident may be placed on probation if the problem with completion of training responsibilities is not resolved in a timely manner. psychology residents must be at the University or Section-assigned locations during required work hours. No non-Section work is permitted during this time. Corrective Actions and Grievance Procedures Corrective Action When the question of possible corrective action for postdoctoral psychology residents is raised, the following procedures will apply. All appropriate faculty members will be asked for written statements regarding the trainee's performance for the period in question. This evaluation should include positive as well as negative aspects, and must include specific instances to document the statements made. Faculty members may, or may not, make statements regarding what action they believe should be taken, but an individual faculty member may not mandate disciplinary action unilaterally. This material will be reviewed by the Faculty Advisor and the Specialty Track Coordinator. This person may, on the basis of this information, decide what action is necessary and communicate the decision to the psychology resident and the Training Director. The Training Director will maintain all written documentation concerning the psychology resident's performance and corrective actions. The postdoctoral psychology resident may also request that the Training Director be consulted directly if he or she wishes to appeal a decision. The Training Director, in consultation with the Psychology Training Committee, will review all available information. This information shall be discussed with the psychology resident before the meeting, so that he or she can make a written statement to the Training Director. A meeting of the faculty supervisors who have recently worked with the trainee will be held to discuss details and compare information. This meeting will take place only after the written evaluations have been completed. The standard for continuing in the program shall be that the psychology resident is making adequate educational progress, in clinical skills, didactic knowledge and professional characteristics, such that competence as a professional psychologist will be attained by the end of the program. In cases involving lack of educational progress, the trainee must be given adequate notice of the nature and severity of the problem, and must be given a clear expectation regarding what must change if he/she is to continue in the program. In practical terms, this means that, with the exception of gross infractions, at least three months of probation will be granted in most instances of inadequate educational progress. Decisions concerning probation or termination from the program must have the approval of the Training Director and the Chief of Psychology. The Training Director will maintain all written documentation concerning the psychology resident's performance and corrective actions. Page 14 The Training Director and the Specialty Track Coordinator shall notify the psychology resident and document in writing the decision for probation and the reason for it. The institution of probation carries the implication that performance must improve from its present level if the psychology resident is to continue in the program. A psychology resident who is on probation at the time of transition from one post-graduate year to the next may not be reappointed for the second year. This decision will be made by the Specialty Track Coordinator in consultation with the Training Director and will be explicitly stated in the terms of the probation. The Training Director will meet with the Specialty Track Coordinator and the psychology resident's Faculty Advisor to inform him/her of the probationary status. The psychology resident is expected to be present at this meeting. This will be to clarify the nature of the problem and the expectations regarding change so that the psychology resident can receive maximum guidance to progress. Any decision may be appealed by the psychology resident to the Chief of Psychology, who has final program authority. In situations involving significant ethical or personal problems, a probationary period may not be appropriate. In instances that endanger the quality of clinical care or the reputation of the Section or the Department, a psychology resident may be put on probation, dismissed or put on leave of absence prior to a final decision. In such instances, action will not be final until the psychology resident has had the opportunity to pursue the review and appeal procedures described here. When a psychology resident is on probation, his or her progress will be monitored at least every three months. The Training Director, in consultation with the Specialty Track Coordinator and the Psychology Training Committee, will discuss and decide on removal from probation. Grievance Procedures UM psychology residents (The following procedures are in keeping with the Model Grievance Procedure outlined in the Personnel Section of Standard Practice Guide # 201.19; Subject: Postdoctoral Research Fellows. Quotations are from this document.) "The following procedures are available to Research Fellows who wish to complain of any action or inaction, within the jurisdiction or control of [the Postdoctoral Training Program in Professional Psychology; Department of Psychiatry], which the psychology resident alleges to be in violation of law or University policy or to be unfair, arbitrary, or capricious." A. "The psychology resident shall seek to resolve the matter by informal means through his or her mentor." We ask postdoctoral psychology residents to try to resolve such issues by speaking with their Faculty Advisor in the Postdoctoral Training Program. B. "If the matter is not satisfactorily resolved by the mentor, the psychology resident shall Page 15 seek resolution by informal means through the mentor's section head, and if still unresolved, by informal means through the Department chair." If speaking with the Faculty Advisor does not result in a satisfactory resolution, or if the postdoctoral psychology resident chooses not to speak with the Faculty Advisor because of the nature of the complaint or personal discomfort, we ask the postdoctoral psychology resident to speak with the Training Director, Chief of Psychology, or another member of the Psychology Training Committee. This person may request the consultation/assistance of the Psychology Training Committee. If the matter is still unresolved, the psychology resident may seek resolution through the Chief of Psychology and finally the Department Chair. These all represent efforts to seek resolution by informal means. C. "If the matter is still not satisfactorily resolved, the psychology resident may request resolution by the Dean of the Medical School. The psychology resident shall file a written statement with the Dean stating the alleged wrong, the facts which support the allegations, and the disposition of the matter at prior informal steps." D. "The Dean shall seek to resolve the matter promptly." 1. "The Dean may seek advice from an appropriate standing committee, or establish an ad hoc committee for advice on the matter." 2."Before the Dean decides a case, they should consult with the Office of the General Counsel to assure correct and consistent interpretation of the law." 3."When the Dean decides the matter, the reasons for the decision will be given in writing." No procedure delineated in this policy is intended to conflict with discipline, complaint, grievance, or arbitration procedures or with standards for professional conduct set forth in the Agreement between the Regents of the University of Michigan and the University of Michigan House Officers Association or the Regulations of the Medical/Dental Staff of the University of Michigan as they may be renegotiated or amended from time to time. In the event the procedures set forth do conflict, documents noted in this paragraph will prevail.
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