As the internship year proceeds, a dossier of information concerning each psychology intern is compiled and represents the official internship training record. The following documents comprise the intern’s training file:
- Intern AAPI
- Internship Acceptance Letter
- Internship Training Agreement
- BHWET Intern Commitment Letter (IHC GRANT ONLY)
- Receipt of Training Manual document
- Proof of school/individual professional liability insurance coverage (as applicable)
- Documentation/letters/paperwork received from or sent to their school (as applicable)
- Individual Learning and Training Plan/Mid-Year Update
- Copies of all Intern Quarterly Evaluations
- Monthly Hour reports
- Internship Certificate of Completion
- Photo Release Form
- Didactic Training Substitution materials (as applicable)
- Performance Improvement/action plans (as applicable)
Maintenance of Records #
All intern files and related materials are maintained digitally on a secure cloud-based server and accessed via password-protected computers. This digital file is considered the official intern file of record. The training record also includes intern’s hour documentation of their experience. Interns will complete their timesheet through the NPTC timesheet portal to document the hours and experiences of their internship. As noted in the Timesheets section of the Internship Manual, the NPTC timesheet portal is the only formal documentation of an intern’s hours for their internship.
Grievance records are kept separately from the intern records file. As with the intern file, the digital grievance file is the official file of record. The scanned documents are kept with any other digital records of the case and are organized by training year, region, and intern name.
Digital intern files and grievance records are backed up as a part of our secure cloud-based backup/storage system to prevent loss of any data and/or records. The digital files are permanently maintained.
Individuals who have access to these digital files include the members of the NPTC Administrative Training Office. Intern files are available for the intern to review upon request. Each intern’s file is also available to NPTC’s Board of Directors by request. NPTC reserves the right to share information and maintain regular communication with each intern’s graduate program in order to report both progress and/or concerns as per the Communications Policy in the Internship Training Manual.
The Current Intern page on the NPTC website contains important forms and information that interns will use over the course of their internship. Interns and supervisors may use additional forms if necessary, as different internship experiences may provide more variety, which necessitates the use of different forms.
Interns are required to complete the forms described in the next section in order to successfully complete their internship training program. The Individual Learning and Training Plan and the timesheets will also support the intern in demonstrating that the internship year provided the required number of hours in supervision, patient contact, and professional training.