NPTC recognizes there may be circumstances in which an intern may wish to discuss a concern or grievance with an administrator or file a formal complaint. NPTC’s grievance procedures are reviewed during intern orientation and are provided to all supervisors during the annual supervisor orientation. This policy is reviewed by NPTC staff on an annual basis to ensure the processes remain efficient and effective across years. The process for initiating a formal complaint and/or grievance is listed out below.
Eligibility
What can students make complaints about?
During NPTC intern orientation, interns are informed of their right to express concerns and/or file a grievance at any point throughout the year about any site or NPTC related complaints or concerns.
First Steps
Are there any processes that should be followed prior to submitting a formal complaint or grievance?
Interns are encouraged to address their concerns and/or conflicts using informal attempts at conflict resolution first. While every effort should be made to handle conflicts directly and informally, NPTC recognizes that there may be situations that cannot be resolved informally and need to continue to the next stages of the Grievance Procedures.
Formal Grievance Submission
What is the process for submitting a formal complaint and/or grievance?
When submitting a formal complaint or grievance, the Grievant must follow the approved NPTC grievance document format as provided on the resources page on the NPTC website and ensure the following information is included in the request:
● Name and preferred contact information for the Grievant.
● Names and roles of all individuals who are a part of the grievance.
● Event for which the complaint pertains (if applicable).
● Summary of the complaint with facts that support the Grievant’s position.
● Description of the relief sought.
● Copies of any documents that support the Grievant’s position as appropriate.
Who should receive the grievance paperwork and what is the timeline for submission?
Grievance paperwork should be submitted to the Vice President of Operations via email within ten (10) days of the occurrence of the matter giving rise to the grievance.
Grievance Review Process
Who reviews the grievance documentation and makes recommendations?
Regional Site Training Director Representatives on the NPTC Board of Directors are designated as the Review Officers for any Grievance reports within the region. Once a grievance is received, the Vice President of Operations will forward the Grievance documentation to the Review Officer within the region where the intern is placed for their review and NPTC Executive Leadership for consultation purposes unless implicated in the Grievance.
What if the complaint involves site and/or NPTC leadership (Site Training Director, Regional Training Director, and/or NPTC Executive Staff)?
If NPTC Executive Leadership are implicated in the submitted Grievance then they would recuse themselves from consulting with the Review Officer and the Board of Directors Chairperson would provide as needed consultation. If the Vice President of Operations is included in the complaint, then the paperwork would be submitted to the President/CEO of NPTC or directly to the Board of Directors Chairperson if all NPTC Executive Staff are included in the Grievance. Site Training Directors are not a part of Grievance Review unless they are the designated Review Officer for the Region.
What if there are conflicts with the Review Officer?
In the event that the designated representative has a conflict of interest with the grievance in question, a Board representative from a different region will be selected by the President/CEO or their delegate as a replacement Review Officer.
What is involved in the review process?
Any named individuals (Respondent(s)) in the grievance report will have 10 days to review and respond to any accusations in writing. These responses are submitted to the Vice President of Operations and should follow the approved NPTC template (provided on the resources page on the NPTC website) and include the following information:
● Name and preferred contact information for the individual.
● Summary of the situation with facts that support their position.
● Copies of any documents that support their position as appropriate. The Review Officer will then meet separately with the Grievant, the Respondent(s) and other individuals deemed necessary in determining the facts of the matter at hand.
The Review Officer will then write a report and determination recommendation. Their report of determination should include at least the following information:
● Name and preferred contact information for the individual writing the report.
● Listing of documents reviewed and interviews conducted throughout the investigation.
● Summary of the situation from all points of view.
● Recommendations for how to address listed concerns from all parties involved.
● Final determination.
● Intern and/or Respondent(s)’s right to appeal the determination.
This report will be sent to the NPTC President/CEO or their delegate for their review and final approval.
Is the Site HR Department involved in the process?
NPTC would include the participation of the site HR department primarily in situations where the concerns are related to employment and/or discriminatory concerns at the site level.
What is the grievant’s status during the review process?
A Grievant who is filing a formal complaint has the right to continue to provide clinical services. However, when, in the opinion of the Review Officer, a complaint filed by an intern indicates potential harm to the intern to stay on site or with a supervisor, NPTC reserves the right to change the intern supervisor assignment during the review period and/or place the intern on a temporary leave to verify their safety prior to returning to the site.
Grievance Determination
What is the timeframe in which a decision is made and how are all parties informed?
The Review Officer is given twenty (20) days following all interviews and final submission of any evidence to be considered to submit their report of determination recommendation to NPTC. The NPTC President/CEO or their delegate will review the recommendation and make a final determination no more than seven (7) days following receipt of the Review Officer’s report. This final determination will be emailed to the grievant, any respondents, and the Review Officer. The President/CEO or their delegate will notify the intern’s Site Training Director when a grievance process begins and provide regular updates throughout the process. However, the formal grievance reports including information obtained from the Review Officer will not be sent to the Site Training Director unless the Training Director is directly implicated in the report, the information is needed to facilitate intern training, and/or is deemed necessary to the site process.
Next Steps
What is the next step if the grievant does not agree with the determination?
In the event that the Grievant does not agree with the ruling (such as conflict of interest or bias) of the Review Officer and/or President/CEO or their delegate, they have rights to a Due Process Appeal as listed out in the Due Process Policy.