16 - Policies of the University of Oklahoma Dietetic Internship

Evaluation tools are utilized to help the intern progress toward the goal of becoming a competent entry-level dietitian. Interns are evaluated in the following manner:

1. Weekly meetings with the facility supervisor (preceptor) to orally discuss progress and performance, confirm goals/activities for the next week, and sign the time sheet;
2. Evaluations of Behavioral Performance (completed separately by intern and supervisor and discussed jointly) conducted twice during the management and clinical modules;
3. Evaluations provided in the curriculum for all major projects, assignments, activities, and
4. Evaluations completed for all rotation assignments/projects by the facility supervisor (preceptor) on Competency;
5. Competency exam administered after the three major rotations (community, clinical, foodservice management) before the elective rotation.

The interns are expected to participate in DI evaluation in the following manner:

1. Evaluation of the Program at an exit interview or survey and again one year after graduation; and
2. Evaluation of the quality of supervision and feedback provided by the respective facility, agency, or organization (review of rotation form).
3. Evaluation is a time-consuming process, yet one critical to intern development and program quality. Interns are expected to participate fully in the evaluation process as part of their personal and professional responsibility. The DI utilizes an on-line student and facility rotation. Students are required to register for Competency through ACEND for online evaluations and logging supervised practice hours. Competency is free for students and preceptors.

The guidelines for absences are as follows:

1. The intern may take up to 3 days (24 hrs.) of excused time. All other absent time must be made up to complete the required scheduled hours of supervised practice.
2. A calendar provided to the intern on the first day of the experience denotes all holidays, class dates, etc. Interns are expected to follow the schedule as outlined on the calendar. The only exception to the outlined scheduled will be excused time as noted above.
3. Some supervised practice facilities may observe holidays that are not part of scheduled University holidays. In that case, the intern must make up the hours at another time during the program (not necessarily that rotation) to comply with the minimum 1000 hours of supervised practice required by ACEND and the program.
4. It is up to the discretion of the facility preceptor to approve requests for absences other than illness. Interns must seek approval of their preceptor and the DI Program Director for proposed absences (personal days) other than illness, family emergency or death of a loved one at least two weeks in advance.
5. Although interns should log all hours involved in supervised practice at facilities, banking hours is not permitted. If an intern is scheduled to be at a facility, they must show up. Taking time off because they worked through lunch or stayed late the day before is not allowed. Interns often complete the program with greater than the required minimum hours.
6. Interns will work when scheduled by preceptors. This will usually be Monday- Friday. However, there may be occasional weekend days scheduled. Interns are expected to be flexible to take advantage of a variety of learning opportunities. If an intern feels a preceptor is scheduling them inappropriately, he or she should first talk to the preceptor and attempt to resolve the issue. If the result is unsatisfactory, the intern should contact the Clinical Coordinator and/or DI Director who will aid in resolving the issue.
7. Deviation from the schedule without preceptor and/or DI Director's approval will not be tolerated. If an intern is going to be late or absent, they are required to immediately contact both the preceptor and the clinical coordinator.

All other time missed (at the practice site or in class) must be made up. If make-up hours are needed, and upon approval of the facility supervisor and the DI Director, the intern may choose to extend daily hours for a given period or add additional days to the required experience. Prior approval must be obtained from the preceptor, Clinical Coordinator, DI Director.

The only other exception to make-up of missed time is if the intern is attending a professional meeting or activity approved in advance by the facility and DI Director. The intern must obtain permission from any supervisor/preceptor and the DI Director well in advance of any personal appointment, such as a doctor's appointment. It is up to the discretion of the facility preceptor as to whether an intern may be excused for such and any such time must be made-up. Interns are discouraged from asking for time away except in emergencies or unusual situations. Personal day requests must be made in writing via email to the preceptor and DI Director no less than 72 hours of the requested date of the personal day (illnesses and family emergencies are an exception). Please note that interns may request time off for interviews, but this must be approved by the DI Director and Clinical Coordinator.

Interns are to call both the respective preceptor and the DI Director or Clinical Coordinator if they are going to be late or absent. Calls should be received prior to the scheduled work time and no later than 8:00 am when calling the DI Director or Clinical Coordinator. When contacting the DI Director or Clinical Coordinator, the intern may send a text message, call the cell phone, or call the work voice mail at: 405-271-8001 x41181. If the intern has an emergency and is unable to reach the DI Director or Clinical Coordinator, the intern may call 405-271-2113 and speak to a member of the department staff. The staff member can direct the intern's call to an available faculty member.
 

The intern will be required to maintain weekly information including record of work hours utilizing the online record keeping system on Competency. Interns will present their completed weekly time log to the preceptor for approval by Friday (or at the end of a rotation if less than one week). Interns are responsible for reminding preceptors to approve the weekly time log on Friday of that week. Preceptors are instructed to approve the weekly time log no later than Monday of the following week. Failure to maintain all required records (weekly time logs, evaluations, and assignments) will result in disciplinary action that can include dismissal from the program. An intern will not be able to take the final competency exam if forms are not up-to-date and current.

The program also provides a Dietetic Intern "Weekly Summary" paper form in case a facility does not have computer access. The intern is to have the facility/site preceptor approve and sign the weekly summary for the week (or at the end of a rotation of shorter than one week). After proper completion (all required information filled in and required signatures are obtained) the weekly summary form may be scanned and emailed, faxed to the Department of Nutritional Sciences or mailed to the DI Director no later than the following Monday. The intern is responsible for keeping a copy for their portfolio.
 

Interns are to immediately report any accident, regardless of how minor and regardless of whether injury was experienced, to both the respective preceptor and DI Director. The intern is to be familiar with the accident/injury policy of each facility/site so that appropriate procedures can be followed should an accident or injury occur. Accidents and injuries must be reported immediately.

The guidelines for absences are as follows:

• If you are ill, please do not go to work and infect others. The intern may take up to three days (24 hrs.) of excused time during the internship. Additional time must be made up.
• Except for illness (doctor's note may be required), no more than two days (16 hrs.) should be taken in any one rotation module.

All other time missed (at the practice site or in class) must be made up. If make-up hours are needed, and with approval of the facility preceptor and the DI Director, the intern may choose to extend daily hours for a given period of time or add additional days to the required experience (if there is an RD on site for supervision). Made up hours cannot be counted unless prior approval was obtained from the preceptor and DI Director.
 

Interns have established hours, as designated by the supervised practice site, and must unquestionably adhere to these times. Lateness is not allowed. Interns should plan for poor weather, traffic, etc. so that they arrive on time, prepared and ready to begin the day.

The Department of Nutritional Sciences requires that interns provide their current address and telephone number to the Department. Thus, if an intern's contact information changes, this information should be communicated to Department Staff as soon as possible. Communication
of a name change must be made via an official form ("Intern Information Change Request" form) obtainable from Department Staff or from the CAH Office of Academic and Student Affairs in room 1009 of the College of Allied Health Building.

Whether on campus or in a clinical environment, the intern should project a professional image. Although structured guidelines are identified only for dress in the clinical setting, it is the desire of faculty and dean that interns appear neat, clean and well-groomed at all times. The following are minimal departmental guidelines. Additional dress and identification guidelines for a particular site/facility must also be observed. The intern should ask on the first day of a rotation for any additional facility guidelines related to dress and identification.

• Identification - The Department arranges for official nametags, which are purchased by the intern. Nametags must be worn in all practice settings and interns will not be allowed to participate in a practice setting without some type of official identification. It is important that the intern be easily identified by both name and discipline, particularly in a setting where interns and professionals from many disciplines are engaged in the delivery of health care. In addition, the intern purchases a picture ID that is to be worn in any facility located on the Health Campus.
   
• Dress - Professional dress is conservative business attire. In any practice setting, no casual clothing, including jeans, should be worn unless the intern has specifically indicated such for a particular activity. Uniforms are typically not required as most facilities require lab coats worn over professional clothes. Occasionally, interns may be asked to wear scrubs during a portion of the foodservice rotation depending on the assigned facility. If you do wear scrubs, they should be cleaned and pressed.
   
• Shoes - Feet must be protected; therefore, do not wear sandals, flip-flops, or any other open-toed shoes. Food service management sites may require non-slip shoes.
   
• Hair - Hair absolutely must be clean and neatly groomed; hair is a natural reservoir for bacteria and disease-producing organisms and thus should be worn in such a way as not to contact patient records, equipment, food trays, patient bedding, etc. (i.e. wear away from the face). Beards are acceptable for males if they are neat and kept closely trimmed. (Exception: some facilities may not allow beards in the foodservice area. The intern should ask the preceptor prior to the respective rotation.) Specific facility guidelines for covering/restricting hair must be strictly observed during the foodservice rotation.
   
• Jewelry - Avoid jewelry that is large and could inadvertently be grasped by a patient, caught in patients bedding, or fall into the food. The best rule is to leave jewelry at home.
   
• Scents - Avoid heavy scents. Strong odors, even of a pleasant nature, may be offensive to those who are ill.
   
• Hygiene - Daily personal hygiene is a must; nails should be clean, trimmed and free of colored polish. Teeth, hair, and body should be clean and free of odor. Avoid putting your hands to your hair, face, and mouth, and wash hands frequently.
   
• Undergarments - Undergarments should not show through outer clothing.
   
• Lab coats - Lab coats should be solid white, clean, and be pressed with sharp creases regardless of type of fabric. Lab coats should be kept on a hanger when not worn. Lab coat should be short­ no longer than mid-thigh. Longer coats are reserved for physicians and medical fellows.

If in doubt as to whether a particular article of dress is appropriate, do not wear it. Consult with your preceptor or DI Director about an article where there is question. Above all, remember that professional dress is conservative dress. Interpretation of appropriateness rests entirely with facility staff followed by that of the DI Director. Facility preceptors/supervisors have been instructed to send an intern home to change clothes if they are dressed inappropriately. Time missed to go home and change will have to be made up at the preceptor's convenience.

Amid all of these guidelines and apparent restrictions, please try and remember that appearance is a major way in which to instill confidence in others and earn respect from peers, facility personnel and other healthcare professionals with whom you come in contact.
 

Supervised practice sites are selected based on their ability to provide students with an excellent learning experience. Students are not compensated for supervised practice and must not be used to replace employees.

The University enters into Academic Affiliation Agreement ("AAA") with institutions, Organizations, and agencies (hereinafter "Facilities") that provide supervised practice sites where students meet competencies required by ACEND. The AAA delineates the rights and responsibilities of both the Facility and the University. Periodic evaluation of adequacy and appropriateness of sites is completed at least every five years or sooner as required to renew the AAA. Representatives from the Facility and administrators from the university sign the written document.

Interns are placed in Facilities throughout Oklahoma to obtain supervised practice experience that meets ACEND competencies. Interns understand that they may be placed at any Facility in Oklahoma for any duration of the DI. Facility placements are not guaranteed and may be subject to change at any time due to preceptor availability, Facility availability, or other circumstances beyond the University's control. While the DI will make reasonable efforts to reassign interns affected by the loss of a rotation site, interns also should understand that loss of a rotation site may result in a delay of graduation.
 

Interns must have a safe and reliable mode of transportation to ensure timely arrival at the practice setting. Interns may be assigned to Facilities outside of the Oklahoma City/Tulsa metropolitan areas and are expected to provide their own transportation. It is the intern's responsibility to provide transportation and assume any associated costs.

There may be times when the intern will incur housing/hotel expenses when placed at a site that is outside of the Oklahoma City/Tulsa metropolitan areas. Again, it is the responsibility of the intern to secure such housing arrangements and to assume any additional housing/hotel costs. No allowance is provided for either travel or housing. The University assumes no liability for accident or injury in travel to and from a practice setting.
 

It is the responsibility of the intern to contact the preceptor(s) prior to starting any new assigned rotation. For each new rotation which an intern begins and unless otherwise stated, the intern must contact the preceptor(s) two weeks in advance to confirm the rotation and ask questions in preparation for the rotation. Preceptors require correspondence from the intern because some preceptors will provide pre-rotation paperwork to complete or reading material to review in preparation for the rotation. Preceptors should be contacted via email as primary method of communication unless other specific instructions are provided. When addressing a preceptor for the first time, you must address him/her as Mr. or Ms. (i.e. Ms. Smith) unless another prefix, such as Dr., is specified in the contact information provided.

Please note: if a preceptor is not contacted in the appropriate time frame, the rotation may be subject to cancellation and must be made up at the end of the internship. If the intern has made every attempt to contact the preceptor(s) and is not successful, the intern must contact the DI Director or Clinical Coordinator one week prior to starting the new rotation.

Interns are to immediately report any accident, regardless of how minor and regardless of whether injury was experienced, to both the respective preceptor and Program Director. The intern is to be familiar with the accident/injury policy of each facility/site so that appropriate procedures can be followed should an accident or injury occur.

If bad weather develops while the intern is at school, official notice of closing and cancellation of classes is valid only when originating from the Provost's Office. This notice is communicated to interns in classes and clinical facilities as soon as it is received.

If the intern is scheduled for patient care activities in hospitals and clinics at the time a weather closing occurs, interns are expected to mirror preceptors in attendance. If the facility is open and the intern is assigned to be there, he or she is expected to report for duty and complete tasks as assigned. Under no condition should interns abruptly leave clinical facilities as this may compromise the care of patients and leave a poor impression with the clinical staff of the facility. Even if the university is closed by order of the Provost, interns are expected to report to the rotation. In the event the intern cannot get to the site, he or she must do the following:

1. Call the preceptor (do not email). On the first day at the site, you should ask for a number at which to call them.
2. Call the DI director and clinical coordinator to let them know that you have called the preceptor and received approval to either be absent or come in late. If the DI director/clinical coordinator cannot be reached via phone, contact via email.
3. Let the DI director and clinical coordinator know whether you want to take a personal day or what the plan is to make up the hours if you are late or have an approved absence.

If the clinical facility in which the intern is working closes, and the College does not, the intern is not excused from attending classes or clinical activities for that day. The intern must contact the clinical coordinator or DI Director immediately for instructions regarding alternate clinical education activities (e.g., temporary move to another site) or making up missed time.

If hazardous weather develops while at home, information regarding the closing of the Health Campus and cancellation of classes is available via the news media. If the intern fails to gain information by this means, call the OUHC number for hazardous weather information is 405-271-6499.

If the intern fails to report to their location because of hazardous weather, the absence will not be excused. The intern is required to contact the clinical facility preceptor and the DI Director and Clinical Coordinator to inform them of the intended absence. If you cannot speak to the faculty or supervisor directly, leave a specific message with the time, date, message, and phone number where the intern can be reached. If an intern does not follow the policy, the DI staff will write a Professional Concerns Report that may impact the course grade.
 

Pre-Competency Exam
An internship pre-competency exam will be administered during Orientation Week to the Dietetic Internship Program. This competency exam will cover all material that the intern learned from their respective DPD program. This exam will be very similar to what you will expect to see when you take the RD exam for Dietetic Registration when you graduate from the internship program. The exam will be an eatrightPREP simulated practice exam and will be proctored on campus.

An acceptable passing score for the pre-competency exam is 70% or higher. Obtaining a score lower than 70% will NOT prevent an intern from starting supervised practice rotations. The Internship Director may require the intern utilize additional eatrightPREP materials to help strengthen the intern's knowledge if they did not pass the pre-competency exam with a 70% or higher.

Final Competency Exam
On class day #3 prior to starting the elective rotation, all interns will take a final competency exam, a simulated practice exam in eatrightPREP. To pass the internship program, an acceptable score for the final competency exam is 70% or higher. Interns who do not score a 70% or higher on the final competency exam will have an opportunity to re-take a different final competency exam one week later.

Suggestions to prepare for the final competency exam:

• Completion of eatrightPREP throughout the Internship Program, as required
• Reviewing textbooks, notes, other study material from the intern's DPD program
• Purchasing commercial RD exam study material including but not limited to:
  • Inman Review 
  • Visual Veggies
  • Breeding & Associates Registered Dietitian Exam Review Guide

Interns may choose to purchase commercial review material when they graduate from the internship to prepare for the RD exam. Utilizing eatrightPREP throughout rotations should be sufficient for exam preparation, but interns can purchase additional material if desired.

If an intern does not pass the re-take of the final competency exam, the Dietetic Internship Director will develop a personalized remediation plan with the intern to be accomplished during the elective rotation. The purpose of the remediation plan is to help strengthen his/her knowledge to pass the RD exam. In the event an intern must complete a remediation plan, any cost associated with this including the required purchase of additional study material will be at the intern's expense. Once this remediation plan has been completed at a satisfactory level, and all supervised practice hours in the elective rotation and in the internship overall have been completed, a verification statement will be issued to the intern.

The purpose for taking the pre-competency exam and final competency exam is to prepare the intern for RD exam.