In some cases, appropriate intern training may include a need to remediate or correct either training deficiencies, problematic intern behaviors, and/or problematic performance or conduct. NPTC encourages all sites document interactions and keep in constant communication with members of the Executive Training Office when intern issues arise so that the Consortium can provide additional resources and support as necessary to both the site and intern in question. This policy does not replace the NPTC Evaluation Process above, or the Intern Grievance Due Process, but rather is in addition to the listed processes and defines the policy when a site implements an action plan or performance improvement plan (PIP) as a means to formalize a plan of action and/or correct problem behaviors and/or problematic performance or conduct. It is encouraged that the implementation of any action plans or PIPs happen by the mid-point of the internship year so that there are adequate opportunities for training, growth, and intern evaluation to demonstrate compliance with the plan. It is the goal of NPTC and all Member sites to support each intern through their year to reach competency in all required areas by graduation.
Definitions
Action Plans or PIPs can be initiated by either the site or NPTC, but in either case, the plan is developed in coordination with members of the NPTC Executive Office and the Training Site as appropriate. The following are definitions of the three plan options:
Action Plan
Action Plans are for situations where the concern is related to things not necessarily within the interns’ control (being behind in hours) and/or not directly related to intern performance. The action plan could also have a primary focus on the site’s responsibilities as appropriate. The intention of this plan is to determine the effectiveness of the steps put in place to remedy the concerns on a short-term basis. The formal oversight of the plan can be removed once the plan is established as effective. These areas include, but are not limited to, hour deficits needed to be addressed by the site.
LEVEL 1: Performance Improvement Plan
Level 1 PIPs indicate potential barriers to internship progress worthy of additional oversight and accountability. Such behaviors or performance would be areas of needed improvement but identified as substantially attainable and not related to significant deficits or concerns related to progress toward graduation. These areas include, but are not limited to, being behind in hours related to intern behavior, and paperwork/task timeliness.
LEVEL 2: Performance Improvement Plan
Level 2 PIPs indicate problematic performance and/or problematic conduct that pose more significant barriers to graduation progress due to their severity and/or repetitive nature. These areas include, but are not limited to, privacy violation, inappropriate behaviors, repeated failure to follow directives and are considered more serious than Level 1 plans.
Depending on the nature, severity or frequency of the incident(s) or circumstances, an intern may progress from a Level 1 plan to a Level 2 plan if it is not successfully completed. Action Plans could also progress into a Level 1 or Level 2 PIP if the concerns transition into intern behavior or performance concerns. Interns may also be placed directly on a Level 2 PIP at the sole discretion of the NPTC Executive Office and Training Site depending on the severity of the concern.
PIPs need to completed using the NPTC online form and, at minimum, need to include the following:
level of concern
identification of the issues
detailed attempts to address the issues
listed identifiable and measurable expectations of the intern (i.e. without the use undefined or vague terminology)
a deadline to meet expectations
The process for all plans should also include regular review of the Action Plan or PIP during the set time frame to determine whether or not the intern is progressing appropriately toward successful completion of the plan. If new issues arise during the course of the PIP process, a new process should be initiated rather than changing/revising the pre-existing PIP. The process is completed under the sole discretion of NPTC and the Training Site and they reserve the right to deviate from the stated policy as needed.
Timeline
While there may be some variations to this timeline as needed from time to time, the following provides the basic timeline expectations for Action Plans and PIPs.
Supervisor is provided with a link to the form. Action plan should be created/submitted within two weeks of the request.
Action plan should include date for follow-up meeting (typically one month out from initial submission).
Operations Coordinator will provide links to the follow-up survey ahead of the scheduled follow-up meeting.
Process will continue until it is determined that the plan put into place is effective (hours do not have to be completely caught up at that time).
Supervisor or site Training Director contacts Operations Coordinator informing NPTC of desire to start a PIP process.
Operations Coordinator sends link and PIP resources.
Supervisor/Training Director complete draft of PIP by using the save and continue later feature in FormPlus and contacts Operations Coordinator to send draft to Regional Training Director and Senior Vice President for Clinical Operations for review.
Please note: Date for review meeting should be no sooner than 7 days after the submission of the draft PIP for review.
Interns are allowed to be part of the drafting process so long as a) NPTC staff AND the Regional Training Director are in support of implementation of the PIP and b) the intern is aware that the draft is not finalized and there may be changes made based on feedback from NPTC.
No one should sign the document until it has been formally approved.
PIPs should also include date for follow-up meeting after implementation (typically one month out from initial submission).
Regional Training Director and Senior Vice President of Clinical Operations will review and provide feedback on the draft within 72 hours of submission.
If edits are needed, the intern review meeting may need to be postponed until the plan is finalized and approved.
Once approved, the Operations Coordinator will notify the supervisor/Training Director that the form is approved for signatures and final submission.
Operations Coordinator will provide links to the follow-up survey ahead of the scheduled follow-up meeting.
The purpose of the follow-up survey is to provide updates on progress and effectiveness of the plan including either completion of the plan or continuation of the plan with a next review date if necessary.
If new issues arise, they should not be added to the follow-up form, but rather a start to a new PIP process if deemed necessary.
Process will continue until it is determined that the intern has met the requirements of the plan.
In the event the intern issues become increasingly problematic or it is determined that the site needs additional support completing the PIP, NPTC may assign an additional licensed psychologist from outside the site organization to assist in the supervision and performance improvement process. If it is determined that the site evaluation process and/or procedures are not in alignment with the NPTC mission, aims, goals, or objectives, or that through additional supervision and training the NPTC special reviewer does not find the same training concerns and/or deficits indicated by the site, NPTC reserves the right to alter any scores on the intern’s quarterly evaluation as applicable, and/or change the PIP. This action would only take place with direct communication with the Regional Training Director, Site Training Director, and any other appropriate people, and would include documentation of how the intern is meeting core competencies as required by the NPTC aims, goals, and objectives.