PSYCHOLOGY INTERNSHIP HANDBOOK Approved by the Executive Director, Seacoast Mental Health Center, Inc. May 2010
I. INTRODUCTION Seacoast Mental Health Center, Inc. is a private, not-for-profit, comprehensive mental health facility serving the eastern half of Rockingham County, New Hampshire. The mission of the Center is to provide a wide range of affordable mental health services. Some of these services endeavor to prevent incidents of mental illness and promote positive mental well-being. Other services endeavor to treat the problematic emotional functioning of people affected by mental illness, either their own or that of a family member or friend. Still, other programs endeavor to care for and improve the quality of life for those who have severe or longer-term mental illness. A. The following Intern Handbook is adapted from the current personnel practices of the Seacoast Mental Health Center. The goal of these policies is to be as specific as possible regarding the details of the internship within the broader context of the Center. Interpretation of the personnel policies pertaining specifically to the internship is the responsibility of the Chief Psychologist in collaboration with the Executive Director. At any time the Center may make changes to these policies. The Center will notify employees/interns of such changes through memos and updated pages. B. For the purposes of this handbook the term “employee” or “staff” is considered to include the psychology intern. When policies pertain exclusively to interns these will be clearly designated. C. The Center's Board of Directors and administration is committed to hiring and retaining the most capable individuals and recognizing their academic and professional advancement in their field. Similarly, the Executive Director, Chief Psychologist, and Psychology Training Committee is committed to accepting capable, well qualified individuals into the internship. D. The Center's Board of Directors and administration endeavor to provide benefits and salaries that are based upon market conditions and budgetary limitations. These policies and procedures will be reviewed periodically by the administration and approved by the Board of Directors. Similarly, the Center administration endeavors to offer internship stipends and benefits that are competitive with other internships in New England. The stipend and benefits are reviewed annually and upgraded periodically. E. The psychology internship at SMHC is fully accredited by the American Psychological Association. The Executive Director and Board of Directors support the internship through staff contracts that allow time for internship tasks, budgetary provisions, and Center resources. The Chief Psychologist and Psychology Training Committee endeavor to continuously evaluate
and modify the program through an ongoing self-study process. At all times the program will be in compliance with the guidelines and standards of APPIC and APA. The internship program is described in the internship brochure (Appendix A) and posted on the web at SMHC-NH.org. The performance evaluation instrument utilized to evaluate interns’ progress toward meeting program expectations is exhibited in Appendix B also posted on the website.
II. EMPLOYMENT PRACTICES A. RESPONSIBILITY FOR SELECTION OF INTERNS The Executive Director is responsible for the selection, employment, evaluation, compensation, and discharge of the Chief Psychologist. The Chief Psychologist is responsible for the selection, employment, evaluation, compensation, and termination of interns in collaboration with the Psychology Training Committee and the Executive Director in accordance with the due process procedures (See Section VII). B. SELECTION OF PERSONNEL: EQUAL EMPLOYMENT OPPORTUNITY The Seacoast Mental Health Center is an equal opportunity employer. All decisions to recruit, hire, promote, transfer, train, lay off, recall or dismiss are made without regard to gender, race, color, age, marital status, religion, national origin, physical or mental disability, or status as a Vietnam-era or special disabled veteran in accordance with applicable federal laws. In addition to the aforementioned federally protected classes, Seacoast Mental Health Center chooses not to discriminate in the selection of employees based on sexual orientation. C. SEXUAL HARASSMENT Policy purpose: Seacoast Mental Health Center seeks to promote a working environment based upon trust, respect and mutual support. Harassment of any type including sexual harassment creates an environment directly opposed to these values. The purpose of this policy is to educate staff about the various forms of sexual harassment and will serve both as education and warning. Definition Acts that constitute sexual harassment include, but are not limited to, sexual advances and suggestions where: 1. Submission to such conduct is either an expressed or implied term or condition of employment. 2. Submission to or rejection of such conduct is used as a basis for an employment decision affecting the harassed person.
3. The conduct has the purpose or effect of substantially interfering with an affected person's work performance or creating an intimidating, hostile, or offensive work environment. Sexual harassment consists of unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when the alleged act or an employee's response to such conduct affects that employee's job status or work environment. Other examples include, but are not limited to, repeated verbal abuse of a sexual nature, repeated offensive sexual flirtations, graphic verbal commentaries about an individual's body, sexually degrading words used to describe an individual, sexually explicit gestures and the display in the workplace of sexually suggestive objects or pictures. Policy Statement: Harassment by any Center personnel, regardless of tenure or position will not be tolerated. Appropriate disciplinary action will be taken against any employee who violates this policy. The policy of Seacoast Mental Health Center is that all personnel will work in an environment free from sexual harassment. The Center will actively investigate any allegation of sexual harassment. If it is determined that sexual harassment has occurred, the Center will take appropriate disciplinary action, which may include discharge of the offending employee. Complaint Procedure: If an employee believes that s/he has been subjected to sexual harassment in the workplace by a manager, supervisor, co-worker, or other person, s/he should address the situation promptly by either speaking with the offender, and/or reporting the incident to his/her immediate supervisor. If the employee is not comfortable reporting the incident to the supervisor, the incident(s) should be reported to the Program Director, Human Resources Director, or the Executive Director. It is important for an employee who feels that they have been harassed to report the matter to management so that a thorough and impartial investigation can be made and appropriate action taken. All actions taken to resolve such complaints will be treated as confidentially and discretely as possible. Additionally, retaliation against an employee for reporting harassment is a serious offense of the Center's work policies and will be subject to disciplinary action up to and including termination. Other Remedies Available: This policy is intended to offer an "in-house" resolution to sexual harassment complaints. It in no way excludes an aggrieved party from exercising his/her rights before an appropriate forum, including filing charges with the U.S. EEO/AA within 180 days of the alleged harm. D. COMPENSATION POLICIES Beginning Compensation
Initial level of compensation for a new employee will be determined on the basis of education, previous experience, and skills. Compensation Adjustment Salaries will be reviewed and approved by the Board of Directors annually. Recommendation for specific adjustments are made by the Program Directors to the Executive Director. Pay Periods Employees are paid twice monthly, on the l5th (or the last business day before the 15th) and on the 30th (or the last business day before the 30th). If a federal holiday occurs on a pay day, then pay day will be the business day prior to the holiday. Exempt employees are paid on the 15th for work performed from the 1st through the 15th of the month, and on the 30th for work performed on the 16th through the last day of the month. Payroll checks will be ready for distribution no later than noon on payday. All Portsmouth office, and Fairweather Lodge payroll checks can be picked up in the Business Office and employees are required to sign for those paychecks they pick-up. Exeter paychecks are sent via interoffice mail and distributed by noon on payday. Checks will be mailed only if specifically requested. Direct Deposit Direct deposit of payroll checks is available to and encouraged for all employees. More information concerning this benefit can be obtained from the Human Resources Department. Expenses Expenses incidental to the performance of Center duties will be reimbursed upon presentation of a signed monthly expense record with accompanying receipts. Expenses submitted more than ninety (90) days from the date of occurrence may not be reimbursed. Acceptable items include: 1. Mileage will be paid if an employee’s car is used for Center business. 2. Expenses related to professional development which have prior approval of the supervisor. 3. Out-of-pocket expenses which have prior approval of the supervisor will be paid. Transportation, dues, or meal costs incurred in connection with business meetings of a professional organization in which a staff member participates by his/her choice are not chargeable to the Center. E. NON DISCRIMINATION AGAINST AND ACCOMMODATION OF
INDIVIDUALS WITH DISABILITIES The Center complies with the Americans With Disabilities Act and applicable state and local laws providing for non-discrimination in employment of qualified individuals with disabilities. The Center also provides reasonable accommodation for such individuals in accordance with these laws. F. EMPLOYMENT ELIGIBILITY Seacoast Mental Health Center will comply with federal guidelines regarding employment eligibility status. During orientation, staff will be required to present the Center with information establishing identity and eligibility to work in the United States in accordance with applicable federal law. If a prior conviction of a felony exists, a full documented explanation will be required. The Center reserves the right to request further information, and/or rescind the offer of employment, based upon the nature of the job or State rules and regulations. G MEDICAL EXAMINATIONS Some positions require post-offer, pre-employment physicals. Any offer of employment that an applicant receives from the Center is contingent upon, among other things, satisfactory completion of this examination and a determination by the Center that the applicant is capable of performing the essential functions of the position that has been offered, with or without a reasonable accommodation. H. EMPLOYMENT AGREEMENT Formal offer of the internship will be in strict accordance with APPIC Match guidelines for Uniform Notification Day. Following the Match a contract letter will be sent to the intern outlining the terms of employment. A copy will also be forwarded to the Intern’s Doctoral Program. All APPIC guidelines will be followed.
I. INDIVIDUAL PERSONNEL FILES: An individual personnel file will be maintained for each intern. Included in this record will be the intern's curriculum vitae, references, transcripts, work sample, and letter of appointment, contract (if applicable), and job description. Subsequent revisions, job performance evaluations, fringe benefit program information, documentation of ongoing education and other pertinent information will also be kept in the personnel file. An employee’s personnel record shall be provided for his/her review upon request; a copy will be provided to the employee upon request, but all originals shall remain the property of the Center. Personnel files will be kept for 7 years following termination. Intern personnel files will be located in Human Resources with a copy in the Psychology department secretary’s office files. Department copies will be kept for 15 years.
J. ORIENTATION PROGRAM Each employee is required to participate in an orientation program. During the orientation, the employee will receive important information regarding Center policies, compensation, benefits, client rights and confidentiality issues, infection control program, facilities issues, hazardous communication information, plus other important information necessary to acquaint them with their job and the Center. Internship orientation will be held annually beginning the day following Labor Day. K. PERIODIC REVIEW & EMPLOYEE EVALUATIONS Each intern shall receive a performance evaluation by his/her primary clinical supervisor at the end of the first six months and at the end of the year. However, if major concerns become evident in the first month or two of the internship, a three-month evaluation will be held to specifically identify the areas of concern, and the corrective action/remediation plan. Specific standards to be applied to the rating scale are described in Appendix B, at the end of the evaluation instrument. Evaluations will include input from other relevant supervisors. The primary clinical supervisor will review the evaluation with the intern. The intern will be asked to sign the evaluation and will be given the option to respond in writing. All intern performance appraisals will be reviewed by the Chief Psychologist, sent to the intern’s schools, and kept in the intern's personnel file. Performance evaluations will also be completed at the time of any change of supervisors due to termination or transfer of the supervisor or employee. Unresolvable conflicts that arise may be reviewed through the grievance due process procedures at the intern’s initiative (See Section VII).
L PERSONAL APPEARANCE All staff will wear appropriate attire during hours of job activity. Attire will be appropriate to the environment and situation, will show respect for clients, and will be neat and professional. Each program may further define dress code requirements. M. PROPERTY POLICY: Some staff may be issued building keys, dictaphones, beepers, petty cash funds or other property that belongs to the Center. At the time of termination, all property must be returned to H.R. or the staff member will be required to pay the replacement cost of the property. If property of the Center is lost, stolen, damaged, etc., an incident report must be completed within three days of the discovered incident. For property that is damaged, lost, stolen, etc. due to negligence, the employee will be required to complete an incident report and will also be required to pay the
replacement cost of the property. Payment of the lost property will need to be made before a replacement can be issued. N. COMPUTER AND ELECTRONIC EQUIPMENT POLICY General Considerations 1. Technological resources including, but not limited to, midrange computers, modems, PCs, printers, telephones, and voice mail systems, and all communications and information transmitted by, received from, or stored in these systems are the property of Seacoast Mental Health Center, Inc. (SMHC). All such communications and information constitute agency property. Incidental and occasional personal use of these systems is permitted as a privilege, but such messages will be treated the same as other messages. 2. All employees have the responsibility to use technological resources in an effective, efficient ethical, and lawful manner. 3. At times, it may be necessary for SMHC to access e-mail or voice mail sent to an employee or other documents residing on their computer. Examples of times that SMHC may access these files are: In the event of a client emergency, system overload, possible ethical violation etc. Request to access these systems must be approved by the Executive Director or person(s) designated by the Executive Director. Employees may be notified when SMHC has accessed these systems. 4. All electronically recorded communication, including voice mail, e-mail, and other computer documents concerning clients should be treated with the same respect for confidentiality as any written information in a client’s chart. Whenever possible, e-mail or other computerized documentation, should be printed and put in the client’s chart. This information may become available to the client. 5. Computer accounts and voice mailboxes are issued to employees to assist them in the performance of their jobs. Each employee is responsible for all actions taken through his or her computer account and voice mail account. Employees are responsible for safeguarding their passwords for all information systems. If passwords need to be written down they need to be stored in a secure location and they should not be stored online, or given to others. 6. Attempting to circumvent or defeat security or auditing systems or to search for existing security loopholes is expressly prohibited. Any employee who finds a possible security loophole on any SMHC computer or telecommunications system is obliged to report it to the Information Systems Dept. as soon as possible. 7. Faxes, photocopies, and computer printouts containing confidential client information should not be left unattended on fax machines, photocopiers, or printers in common areas. See the clinical records policy for more information on confidential client information.
8. The Information Systems Dept. is responsible for the mechanical and technical upkeep of equipment while the assigned user is responsible for the general upkeep and cleanliness of the equipment. Damage to any equipment should be reported to a supervisor or the Information Systems Dept. as soon as possible. 9. Relocation of equipment shall be done by, or with approval from, the Information Systems Dept. 10. SMHC is not responsible for the actions of individual employees. E-mail and Voice Mail 1. Embarrassing, fraudulent, harassing, indecent, intimidating, profane, obscene, or other unlawful language and/or material may not be sent by e-mail, voice mail, or other form of electronic communication. 2. Employees encountering or receiving such material as detailed in the previous item should immediately report the incident to their supervisor. 3. It is each employee's responsibility to check their e-mail and voice mail in a timely fashion. 4. SMHC recommends the use of temporary messages when employees are going to be away from their desk for more than four hours to provide callers with a reasonable expectation of availability. When employees are out on vacation, SMHC recommends that they configure and enable the e-mail “Out of Office Client”. 5. While mass e-mail or voice mail can serve as a useful and efficient tool, extensive or unsolicited use is strongly discouraged. Mass mailing, is defined as sending the same message to more than five recipients. These tools are provided to facilitate agency business. Other uses put unnecessary stresses on the communications network and should be avoided. 6. Confidential client information either contained in an e-mail message or in an attached document, is not to be sent to recipients outside the agency network except for information required for State requirements, Managed Care and/or billing purposes. 7. When using e-mail to communicate with clients, it should be clinically assessed on a caseby-case basis and therapeutic boundaries need to be considered. It also should be worked out before hand with the client. 8. Employees should purge their e-mail folders of unnecessary messages on a daily basis. Mail over one year old will be purged from the system. If these messages need to be retained, please copy and paste them to a document stored in your personal home folder (“H” drive). 9. See the Internet use section below for the policy concerning use of Internet e-mail from agency accounts. 10. Users should be cautious of providing their agency e-mail to outside users. E-mails posted on websites can be collected and used by SPAMMERS to send unwanted e-mail.
Software Use 1. SMHC, Inc. licenses the use of computer software from a variety of outside companies. SMHC does not own this software or its related documentation and, unless authorized by the software developer, does not have the right to reproduce it. 2. SMHC employees shall use the software only in accordance with the license agreement. SMHC employees learning of any misuse of software or related documentation within the company shall notify their supervisor or the CIO. 3. According to US Copyright Law, illegal reproduction of software can be subject to civil damages of as much as $100,000 and criminal penalties including fines and imprisonment. SMHC employees who make, acquire or use unauthorized copies of computer software shall be disciplined as appropriate under the circumstances. Such discipline may include termination. SMHC does not condone the illegal duplication of software. 4. The Information Systems Dept. shall track all software licenses. All software installations shall be performed by the Information Systems Dept. to ensure license compliance as well as system integrity. 5. License agreements vary from product to product. If there is any question about the interpretation of a given license agreement, the strictest possible interpretation shall be followed. 6. Standard software programs have been selected to meet most agency needs. Whenever possible, these standard programs shall be used in order to facilitate sharing, of information, to keep costs under control, and to assure adequate technical support. The Information Systems Dept. maintains a list of the standard programs. If a need arises that these standard programs cannot meet, the Information Systems Dept. should be consulted for assistance in selecting an appropriate alternative. 7. Use of personal software and files on agency equipment: • • • • •
All storage devices and files must be tested for virus infection BEFORE being used in any agency, computer. This includes any storage devices used to transport files between an employee's work computer and home computer. Use of personally owned software shall be permitted only on a case-by-case basis with approval of the appropriate supervisor and Information Systems Dept. The employee must have a demonstrated need for a particular piece of software before it shall be installed. The employee must present reasonable documentation of ownership of any program before it will be installed on an agency computer. As with agency-owned software, all software must be installed by Information Systems Dept. to ensure system integrity.
8. Use of company software on personal equipment:
• The use of company software on personally owned computers either at home or in the office, shall be permitted only on a case-by-case basis with approval of the appropriate supervisor and Information Systems Department. • The employee must have a demonstrated need for using the software on personal equipment. • In most situations, the employee's computer will need to be brought to the administrative offices for software installation by Information Systems Dept. • Upon termination, the employee must bring their pc to the Information System’s department so they may remove the software from their system.
Internet Use 1. The Internet connection that is provided by SMHC is done so for the benefit of the agency. 2. Care must be taken not to violate state and federal laws governing intellectual property including copyright laws. This pertains to both distributing and receiving protected material. 3. Indecent, obscene, profane, sexually explicit, or other unlawful material shall not be downloaded, viewed or accessed nor shall embarrassing, fraudulent, harassing, indecent, intimidating, obscene, profane, sexually explicit, or other unlawful material be put forth upon the Internet. 4. Downloaded software must be used in accordance with its license and the software section of this policy. 5. Internet e-mail: •
The use of e-mail on the Internet is governed by the appropriate use of email section of this policy.
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In addition, when sending e-mail from an agency-paid account, employees are acting as representatives of the agency and should conduct themselves accordingly.
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No confidential client information should be transmitted across the Internet except for information required for Managed Care and/or billing purposes and state requirements. See the Clinical Records policy for more information about confidential client information.
Hardware Use 1. Computer and telephone equipment is provided to certain employees to aid in the performance of their job functions. This equipment is property of SMHC and may be redistributed, as agency needs change.
2. All hardware purchases will be made by the Information Systems Dept. The requesting manager should direct requests for new systems to the Information Systems Dept. after funding has been approved. 3. All information system equipment, including but not limited to computers, printers, and accessories, shall be installed and configured by Information Systems Dept. to ensure system and network integrity. 4. Information Systems Dept. shall track the location and assigned user of all information systems hardware valued over $100.00. 5. Information Systems Dept. is not responsible in any way for the support, maintenance, or repair of personally owned computer or telephone equipment. 6. Agency-owned equipment shall not be removed from agency property without prior approval. Portable computers and cell phones (notebook and handheld computers) are an exception but must be accounted for at all times by the assigned user. 7. The Information Systems Dept. shall be informed of the termination and positions changes of personnel so they may assess the needs of the current hardware placement. Computer Security 1. The iSeries (LWSI), Citrix Servers and File and Print Servers systems data files security will be based on user profiles. •
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Each person that has the need to access the networks systems will be assigned a unique user profile that will be limited to specific menus, procedures, libraries etc. The user will be responsible for securing her/his password. Passwords will be a minimum of 8 characters in length and will expire every 120 days. Users are required to use only their profile and not that of any other user.
2. Users are required to logoff their terminals/PC’s when left unattended for any time greater than 10 minutes. Computer System Backup 1. Daily Back-up: •
The iSeries (LWSI) user libraries will be backed up on tape at the end of every business day. The back-up will begin at approximately 10:00 pm. All iSeries (LWSI) computer users must be logged off by this time.
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The File and Print Server will be backed up on tape at the end of every business day. The back-up software initiates this backup automatically.
The backup will begin at approximately 10:00 pm. All system users must be logged off by this time. •
Any SMHC Employee using a PC with local files (defined as being stored on the laptop or pc) needs to keep a copy for backup purposes on their personal “H:” drive. The Information Technology Department can not be responsible for the backup or recovery of locally stored documents.
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Nightly Backup tapes are stored off site at the Exeter Office for one week.
2. Monthly Backups: •
A monthly Backup will be made of all files that are not backed up on a nightly basis. Currently this backup would include the IS Department drive and the Medical Records folder.
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A full System backup of the iSeries (LWSI) computer is to be done monthly. Current practice is to perform this full backup every Friday.
3. Annual Backups: •
Currently, there is no annual backup of the File & Print server (Portsfp01). Should a need arise; this backup would need to be defined.
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GL files, Payroll files, purges of Event transaction, Appointment transaction, and Billing transaction files. These files may be stored in separate Libraries on the iSeries (LWSI) computer, as reports in the Billing Department folder, or moved to tape if required by storage constraints. These files are to be stored for no more than 7 years.
4. Miscellaneous Backups: •
a. Periodic backup of Agency computers will be performed as needed. These systems include but are not limited to: Agency Laptops, Citrix servers, and Testing PC’s. IT staff will backup the Citrix Servers and Testing PC. Users should maintain a backup of essential data that may be stored on a Laptop. Users can arrange to have a “ghost” image of their PC stored.
Telecommuting Policy SMHC considers telecommuting to be a viable alternative work arrangement where it is agreeable by both the employee and the employee’s supervisor. Telecommuting allows an employee to work at home, on the road, or in a satellite location for part of their regular work week. Telecommuting is a voluntary work alternative that may be appropriate for some employees and some jobs, but not others. Telecommuting is not an entitlement, is not a Center-wide benefit, and in no way changes the terms and conditions of one’s employment with the Center.
The following procedures will be followed: Telecommuting can be defined as working from home on a short-term project or on the road, such as business travel. Other short-term arrangements may be made for employees on family or medical leave, to the extent practical for the employee and the Center, and with the consent of the employee’s health care provider, if appropriate. All telecommuting arrangements are made on a case-by-case basis, focusing on the needs of the Center first. Employees wishing to telecommute should submit, to their supervisor, a formal written request to telecommute, outlining their proposal, number of hours of telecommuting per week and the anticipated duration of the telecommuting arrangement. Said proposal will be reviewed by the supervisor in conjunction with the Human Resources Department to determine the suitability of such an arrangement. Final approval will need to be conferred by the Executive Director. It is expected that administrative, professional and other exempt staff of the center will, from time to time, need to work from home to finish assignments, projects, reading, travel/attend professional meetings or conferences, and otherwise conduct center business outside of the Center's regular business hours. Exempt staff who regularly wish to work from home as part of his/her work week during the Center's business hours, must seek the approval of his/her direct supervisor and the Executive Director. A determination will be made by both the employee and supervisor as to what equipment needs, if any, will be required by the employee (i.e., hardware, software, modems, etc.). Such equipment needs should be coordinated with the Chief Information Officer. Equipment supplied by the Center will be maintained by the Center. Equipment supplied by the employee, if deemed appropriate by the Center, will be maintained by the employee. SMHC accepts no responsibility for damage or repairs to employee-owned equipment. SMHC reserves the right to make determinations as to what it deems “appropriate equipment”, which is subject to change at any time. Equipment supplied by the Center is to be used for business purposes only. The telecommuter will sign an inventory of all office property and agrees to take appropriate action to protect the items from damage or theft. Upon termination of employment, all Center property will be returned. With respect to compliance and confidentiality, telecommuting employees will be expected to ensure the protection of proprietary and confidential information accessible from their home office. Steps include, but are not limited to, the use of locked file cabinets, regular password maintenance, and any other steps appropriate for the job and environment. The employee will establish an appropriate work environment within their home for work purposes. SMHC will not be responsible for costs associated with the initial set-up of the employee’s home office. Employees will be offered appropriate assistance in setting up a work station designed for a safe, comfortable work environment. The Center will supply the employee with appropriate office supplies (pens, pencils, paper, etc.) for the successful completion of job responsibilities. The Center will also reimburse
the employee for all other business-related expenses such as phone calls, etc. that are reasonably incurred in accordance with their job responsibilities. Telecommuting employees who are defined as non-exempt by the Fair Labor Standards Act will be required to record all hours worked on the Center’s timesheet. The supervisor will periodically evaluate, in writing, the telecommuters performance. Said documentation will be forwarded to the Human Resources Department for inclusion in the employee’s personnel file. Telecommuting arrangement can be terminated at any time by the employee or the employee’s supervisor. However, the availability of telecommuting as a flexible work arrangement for SMHC employees can be discontinued at any time at the discretion of the Center.
III. REMUNERATION POLICY A. The current annual stipend for the 12-month, full-time internship is set in July for the following fiscal year and published in the program description,on the SMHC website, and in the APPIC Directory. The terms of the internship are confirmed in the acceptance letter to the intern. B. PAY PERIODS Employees are paid twice monthly, on the l5th (or the last business day before the 15th) and on the 30th (or the last business day before the 30th). Salary/stipended employees are paid on the 15th for work performed from the 1st through the 15th of the month, and on the 30th for work performed from the 16th through the last day of the month. Payroll checks will be ready for distribution no later than noon on payday. All payroll checks can be picked up in the Business Office in Portsmouth and the Front Desk distributes payroll checks in Exeter. Exeter Employees are required to sign for those paychecks they pick-up. Checks will be mailed only if specifically requested. Seacoast Mental Health Center offers and encourages direct deposit. More information concerning this benefit can be obtained from the Human Resources Director. C. EXPENSES Expenses incidental to the performance of Center duties will be reimbursed upon presentation of a signed monthly expense record with accompanying receipts. Expenses submitted more than ninety (90) days from the date of occurrence may not be reimbursed. Acceptable items include:
1. Mileage will be paid if an employee’s car is used for Center business. 2. Expenses related to professional development which have prior approval of the supervisor. 3. Out-of-pocket expenses which have prior approval of the supervisor will be paid. Transportation, dues, or meal costs incurred in connection with business meetings of a professional organization in which a staff member participates by his/her choice are not chargeable to the Center.
Expense Policy Seacoast Mental Health Center, Inc. reimburses work-related mileage to staff at $0.42 per mile, regardless of purpose of travel. Please keep in mind the following guidelines when submitting for mileage reimbursement. 1. Mileage is paid twice per month, three workdays after each payday. In order to receive reimbursement for any particular payday, mileage must be submitted to accounting, with supervisor signature, via an expense form on the corresponding payroll cutoff date for the pay period. Expenses in general must be submitted within 90 days. 2. As a general rule, mileage is paid for travel during the course of the workday. Mileage to work and then back home at the end of the workday is not reimbursable. Exception: Mileage for respite and emergency services benchsitters is paid from their home location and back, with prior supervisor authorization. 3. If you go to a meeting out of the office either first thing in the morning or at the end of your workday and the meeting is considered outside your typical work area, you may be reimbursed for the mileage from your “home” office to the meeting and then back to your “home” office. Your “home” office is designated as the office where you are scheduled to work for that particular day. 4. Mileage for travel between offices during the day is eligible for reimbursement. However, if you generally work in one office, but happen to begin your day in another office, that mileage is not reimbursable. Other Expenses: 1. Money spent on tolls during work-related travel is also a reimbursable expense. Staff must provide a receipt to accounting (via expense form).
2. Money spent at parking meters and parking garages (i.e. downtown Portsmouth) are reimbursable expenses. Receipts are not available at parking meters, so any expenses you submit must correspond with work-related activities (i.e. client visit). 3. If an employee is in the community with a client, meals or activities for the client will not be reimbursed unless the meals or activities are part of the treatment plan. This refers to one-on-one interaction, not SMHC-sponsored group activities. 4. Respite providers who bring a client to an activity that includes their family will not be reimbursed for the mileage/expenses for the activity, unless the activity is part of the client’s treatment plan. 5. Employee-initiated parties/events at the Center (i.e. birthday parties, baby showers, bridal showers) are not considered reimbursable expenses.
IV. CLASSIFICATIONS OF EMPLOYMENT A. WORKING HOURS Full-time interns are required to work a minimum of 41 hours/week (exclusive of lunch and dinner breaks Monday –Friday). Schedules will be set at the beginning of the internship year. Eighteen direct service hours per week and schedules written to include therapy availability two evenings a week are required. This internship is designed to accrue an annual total of 2000 hours. B COMPANSARY TIME There is no cumulative compensatory time. C. HOLIDAYS The Center currently observes the following 7 holidays: New Year's Day; Memorial Day; Independence Day; Labor Day; Thanksgiving Day; the day after Thanksgiving; Christmas Day. Observed holidays are subject to change with or without prior notice. The Center will follow federal government dates for these holidays. All full-time interns receive 8 hours time for each observed holiday. Additional times taken off on holidays which fall on a day normally scheduled for more than 8 work hours must be made up during the same week, or may be taken as vacation time. (E.g. if you normally work a 10-hour day on a Monday, you will need to work an additional 2 hours during the week or take the 2 hours as vacation time.) D. ADMINNISTRATIVE ASSISTANCE
Interns have access to all administrative assistance afforded to full time staff members inclusive of: program assistants, front desk centralized scheduling, billing, managed care representatives, admissions and intake staff, computer and technology assistance, medical records, complaints investigation officer, quality assurance and quality investigation assistance, typing and transcription.
E. CRITICAL WEATHER CONDITIONS It is the policy of the Center to remain open if at all possible. The decision to close the Center will be made by the Executive Director as early as possible and notification of closure will be announced on WOKQ (97.5FM), and WERZ (107FM) radio stations. The closure will be posted on the general closing ticker on WMUR (NH TV Channel 9), which runs twice an hour at 15 and 45 minutes past the hour. The closing will also be posted online at www.wmur.com and a broadcast message will be sent to all voicemail boxes indicating closure of the Center. The answering service will be notified. If an intern is unable to work due to the weather, it is his/her responsibility to reschedule his/her clients and notify the relevant supervisors and seminar leaders.
V. LEAVE A. EARNED TIME Full-time psychology interns receive 15 days (120 hours) eaarned time/leave during the internship year. In order to maintain good continuity of care for client’s transferring to the following year’s interns, there will be no vacations approved during the month of August, with the possible exception of a couple of days to attend the APA convention, with prior approval. A maximum of two consecutive weeks of vacation may be taken in one time period. Earned Time must be requested in advance using the Leave Request Form and must be approved by the primary department director. It is the intern’s responsibility to notify seminar leaders, supervisors, and admissions staff of the planned absence with as much advanced notice as possible. Prior to leaving for approved time off the intern will submit a schedule for the month following the vacation and notify the front desk of their planned absence. B. OTHER CATEGORIES OF LEAVE An additional 5 days of leave time are allowed for absences from the internship for the following specific purposes: sick leave, Jury Duty, compassionate leave, and critical weather
conditions. Should circumstances arise during the year which require more than 5 additional days of leave time, vacation will be used. In each of these instances it is the interns’ responsibility to notify the department director and supervisor prior to 9:00am on the day of absence, or with as much advanced notice as possible if circumstances permit, and to reschedule clients.
C. RELIGIOUS HOLIDAYS Interns may use leave time for religious holidays with prior approval of the primary department director. D. CONFERENCE LEAVE Interns may use leave time to attend conferences or outside training events with prior approval of their primary department director.
VI. FRINGE BENEFITS A. FICA FEDERAL INSURANCE COMPSNSATION ACT (i.e. Social Security) All employees are subject to FICA tax which is withheld from their total earnings. Previous FICA tax that has been withheld from an employee's paycheck through another employer will not be applicable in meeting the annual FICA max. The Center must also pay FICA tax on each employee's total earnings B. WORKERS COMPENSATION INSURANCE The Center will provide Worker's Compensation Insurance for job related illness or injury. A job related illness or injury must be reported to the Human Resources Director within 24 hours of the illness/injury in order to file the necessary paperwork. Employees are paid in full for the day of their illness/injury. Employees are required to contact the Human Resources Director to discuss the length of disability for compensation purposes. C. Liability Insurance The Center will provide professional liability insurance to cover all Center employees providing services for the Center. D. Employee Paid Benefits The Center, from time to time, will review and recommend various employee funded benefit opportunities. The Human Resources Director will keep employees apprised of such opportunities.
E. HEALTH INSURANCE Full-time interns are eligible to buy into the Center’s health insurance plan. Interns are informed of this in the program brochure, as well as in the letter of acceptance. Interns interested in this benefit are invited to contact the Human Resources Coordinator during the summer.
VII. PROFESSIONAL PERFORMANCE EVALUATION, AND DUE PROCESS PROCEDURES
STANDARDS,
These due process procedures were developed in accordance with the APPIC guidelines (APPIC Newsletter, Winter 1996). A. DEFINITIONS 1. Academic Decisions: related to the evaluation of professional performance in the domains of: Intake, Psychotherapy, Testing, Supervision, Proper Evaluation, Consultation, Interpersonal Behavior, and Professional Identification/Ethics. 2. Disciplinary Decisions: related to non-academic matters regarding a violation of Agency or Internship conduct rules, such as dress, parking, damage to property, or attendance. B. DUE PROCESS PROCEDURES IN THE CASE OF ACADEMIC DECISIONS 1. At the beginning of the internship year each intern is given a copy of the “Description of the Internship”, the “Psychology Interns Handbook” and the Performance Evaluation instrument. These materials delineate the nature of the training program, the expectations of the quantity and quality of the intern’s work in the nine core domains, and the administrative expectations regarding vacation, leave time, and work hours. In addition, the Performance Evaluation instrument describes the criteria for Satisfactory, Probation, and Unsatisfactory performance. 2. Professional Performance Standards •
If major concerns become evident in any of the nine core domains (Intake/Assessment, Psychotherapy, Testing, Supervision of Others, Program Evaluation, Consultation, Individual Supervision, Interpersonal Behavior, Professional Identification) in the first month or two of the internship, a three-month discussion and written evaluation will be held to specifically identify the areas of concern, any extenuating circumstances, and the corrective action/remediation plan. Discussions
prior to the 3 month written evaluation will be informal unless a code of conduct or ethical violation occurs. •
If at mid-year any one domain area is rated “Minimally Acceptable”, the overall rating for the semester will be considered “Minimally Acceptable”. The Executive Director, Advisory Board, and the intern’s school will be informed of the areas of concern, any extenuating circumstances, and the corrective action plan. Significant improvement, as defined in the corrective action plan, will need to occur in order in order to receive credit for the semester. Performance will be evaluated every 3 months to monitor progress.
•
If at mid-year any one area is rated “Unsatisfactory”, the overall rating for the semester will be considered “Unsatisfactory”, thus no credit will be given for the semester. The Executive Director, Advisory Board, and intern’s school will be informed of the intern’s status, areas of concern and the corrective action plan. Significant improvement, as defined in the corrective action plan, will need to occur in order to receive credit for the second semester of the internship
•
In order to receive credit for the Internship year, the overall performance rating for the year in all domains must be, at a minimum. “Minimally Acceptable”.
C. DUE PROCESS PROCEDURES IN THE CASE OF DISCIPLINARY DECISIONS 1. Intern disciplinary determinations concerning inappropriate or unprofessional conduct will require both notice and a hearing. The intern will be notified verbally by their supervisor of the concern that has been raised about their conduct. 2. If concerns about the intern’s conduct continue to be an issue, the intern will be notified in writing by the Chief Psychologist. A copy of this notice will be given to the Executive Director and placed in the intern’s personnel file. 3. If the matter remains unresolved, the intern is entitled to a hearing before a committee composed of one person chosen by the intern, the Chief Psychologist, the Human Resources Director and one Advisory Group member chosen by the Chief Psychologist. 4. The committee will make a reasonable attempt to convene within two weeks of the hearing request. 5. The committee will make its decision within two weeks of convening. 6. The committee’s decisions are binding. D DUE PROCESS PROCEDURES IN THE CASE OF AN INTERN GRIEVANCE 1. The complaint will be discussed initially with the intern’s primary supervisor.
2. If this channel fails to resolve the issue, the grievance will be submitted in writing to the Chief Psychologist. It must detail the specific matter precipitating the grievance and efforts made to resolve the conflict. In the event of grievance against the Chief Psychologist, the grievance will be submitted to the Executive Director. 3. The grievance will be discussed by the Psychology Training Committee in an effort to resolve the conflict. 4. If the matter remains unresolved, the intern is entitled to a grievance hearing before a committee composed of one person chosen by the intern who submitted the grievance, one person chosen by the individual against whom the grievance is written, the Human Resources Director and one Advisory Group member chosen by the Chief Psychologist or Executive Director. 5. The grievance committee will make a reasonable attempt to convene within two weeks of the data of submission of the grievance. 6. The grievance committee will make its decision within two weeks of convening. 7. The committee’s decisions are binding.
VIII. DRUG-FREE WORKPLACE A. Seacoast Mental Health Center prohibits the manufacture, distribution, possession, or use of a controlled substance in the workplace. Penalties for violating this policy may include immediate dismissal. No staff member should perform the duties of his/her job while under the influence of a controlled substance. In addition, the Center realizes that prescription and non-prescription drugs may impair a person's ability to perform their job Therefore, a staff member's supervisor, at his/her discretion, maintains the right to decide if an employee is capable of performing his/her duties. B. SMOKING POLICY Seacoast Mental Health Center promotes a smoke-free work environment.
IX. WORKPLACE VIOLENCE SMHC's intent is to promote a safe, secure environment for employees, interns, students, or volunteers. Threats of violence and weapons of any kind are not allowed/permitted in Center buildings or vehicles, on Center property, or at any Center-sponsored activity. Procedures to prevent and manage workplace violence:
A. The Center shall inform all employees, interns, students, or volunteers of its values, including the provision of a safe and secure environment. The initial orientation to this policy shall occur during the Safety Training for all new employees and a subsequent reorientation will occur annually. B. Any employee having knowledge of, or suspicion of, another person threatening violent behavior or possessing any weapon except a firearm on Center property shall: • •
Assess the immediate threat to safety and security of surrounding persons and property, and attempt to assure a safe and secure environment. Inform the person of the Center's policy banning/forbidding violent behavior and weapons, and request of that person to immediately surrender the weapon or removal of weapon and self from Center property.
OR •
Call "Dr. Strong" for Quick Response Team member response, inform the person of the Center's policy banning violent behavior and weapons, and of weapon and self from Center property.
AND/OR •
Call the local police department (911) and await assistance.
C. Any employee having knowledge of, or suspicion of, another person possessing a firearm, shall: • Assess the immediate threat to safety and security of surrounding persons and property, and attempt to assure a safe environment. • Call the local police department (911), and shall not attempt to obtain surrender of the firearm. D. Any weapon (except a firearm) surrendered becomes the property of the Center. The Center shall promptly and appropriately discard of the weapon, and inform the previous holder of the weapon of its disposition. E. Any weapon surrendered to, or confiscated by, the police shall be dealt with by the police and the owner of the weapon. F. If the person refuses to cooperate with the security measures outlined in this policy, the employee shall call "Dr. Strong" and notify the local police. The Center shall then evaluate the appropriateness of continuing employment with this person. Employees directly involved in the situation, director(s) of the program(s) in which the person provides services, and Associate Directors, and Executive Director, if necessary, shall
immediately assess and determine whether employment shall be continued, and if so, specify the conditions of continuation. •
If employment is to continue, a meeting shall be held with the person and those involved in the decision making to clarify and document Behavioral expectations as outlined in the Center's policies and inform the person of the conditions for continuation. Guidance in decision making may be sought from the Human Resources Director.
•
If employment is terminated, documentation of the circumstances leading to this decision will be kept in the employee's personnel file.
Seacoast Mental Health Center's intent is to promote a safe, secure environment for employee's, interns, students, or volunteers. Threats of violence and weapons of any kind are not allowed/permitted in Center buildings or vehicles, on Center property, or at any Centersponsored activity. A weapon is any device or instrument that constitutes a real or perceived threat of causing injury or damage to persons or property. This includes but is not limited to clubs, chains, firearms, explosives, or any other device used to defend oneself from attack, or inflict damage to persons or property, including information systems.
X. INFECTION CONTROL A. EXPOSURE CONTROL PLAN The Center has an Exposure Control Plan that meets the letter and intent of the OSHA (Occupational Safety and Health Administration) Bloodborne Pathogens Standard. The objective of the plan is to protect employees from the health hazards associated with bloodborne pathogens and to provide appropriate treatment and counseling should an employee be exposed to bloodborne pathogens. Further information concerning SMHC's Exposure Control Plan can be obtained via the Center's Exposure Control Officer or through the Human Resources Office. B. TUBERCULOSIS SKIN TESTING Every employee is required to have an annual Tuberculosis skin test unless they: (1) Have previously had a positive skin test or; (2) Have a medical condition that would prevent them from showing an accurate response. Waivers are available for these conditions. All newly hired staff are required to have a two step skin test unless they can show results from annual skin tests for all five years prior to the date of hire. If an employee tests positive, he/she will be referred to the local public health nurse and their primary health care provider. Further information on this can be obtained from the Contagious Illness policy and procedure.
C. AIDS POLICY Philosophy on Continuing Employment AIDS will be treated like any other life-threatening disease in that the employee, if medically capable and able to perform job duties, will be permitted to continue his/her position. When it is possible, we are committed to accommodate the employee in modifying his/her job duties in the event that person can no longer maintain in the original job responsibilities. Testing Results for AIDS antibodies will not be used in employment decisions at Seacoast Mental Health Center. Employees will not be required to be tested for HIV. At this time anonymous HIV antibody testing is provided at six designated counseling and testing sites in New Hampshire. Persons who feel they may be at risk for the AIDS virus can find information about these sites in the employee health manual under AIDS. Further information concerning SMHC's AIDS Policy can be obtained in the Employee Infection Control Packet that is provided during orientation.
XI. CONFIDENTIALITY & RELEASE OF INFORMATION It is understood that SMHC operates under a strict confidentiality policy both in terms of clients, as well as certain organizational matters. Breach of such confidentiality is sufficient cause for dismissal. A. No information concerning a client of SMHC may be released to any relative of the client or to any agency or individual without the written consent of the client or legal guardian unless covered by law or court order, as per SMHC's Release of Information policy. B. There is a legal obligation to make reports to proper authorities under the following circumstances: 1. Abuse, neglect, or exploitation of children, elders, and adults who are unable to take care of themselves (RSA 161-D and RSA 169-C); 2. Duty to warn or otherwise manage threats to harm others or substantial damage to real property (RSA 330-A:22); 3. Involuntary hospitalization proceedings and information to Designated Receiving Facilities (RSA 135-C); 4. Court orders (RSA 330-A:19);
5. Information on diagnosis and treatment of medication to family care providers who live with a client (RSA 135-C:19). At any time when confidentiality must or will be violated, the clinical supervisor is to be consulted. C. Staff are not to act as representatives of the Center in personnel, fiscal, or organizational matters without prior approval of the Executive Director. D. All employees will be bound by the guidelines set forth in the Clients Rights Statement of SMHC. E. All documentation/material containing information about clients of Seacoast Mental Health Center, including clinician's notes, insurance forms, computer reports, etc., shall be shredded and disposed of by SMHC's contracted recycling company. Any material bearing clients names must be shredded to provide for complete confidentiality. F. Confidential patient information should be faxed only when the time constraints of the postal service will interfere with patient care services. A signed release of information should accompany the fax. All transmittal forms must be labeled as confidential and contain the following note: “The comments on and attachment to this cover sheet are intended only for the use of the individual or entity to which it is addressed, and may contain information that is privileged, confidential, and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication is strictly prohibited.” G. All Quality Assurance activities, reports, findings, complaint investigations, etc. are confidential and non-discoverable per RSA 135-C:63-A.
XII. ETHICS Psychology interns are expected to adhere to the ethical principles outlined by the American Psychological Association. In accordance with these principles, if at any time, a situation arises at the Center in which there is a conflict between job expectations and the ethical principles, the intern will consult with his/her supervisor or the Chief Psychologist to adequately resolve the situation without compromising the ethical guidelines. The APA ethical code is found in Appendix C.
XIII. CHANGES IN PERSONNEL POLICIES Personnel Policies regarding the psychology internship may be changed by the Chief Psychologist and will be approved by the Executive Director. Recommendations regarding personnel policies
will be made to the Chief Psychologist by the Psychology Training Committee, psychology staff, or psychology interns. The Executive Director has the authority to approve/disapprove the proposed policies. Appendix A: Intern Brochure
Appendix B: Performance Evaluation
Update May 2010 g.admin\aop\intern\handbook.doc