The guidelines for absences are as follows:
- The intern may take up to 3 days (24 hrs.) of excused time. All other absent time must be made up so as to complete the required 1208 hours of supervised practice.
- 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.
- 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) so as to comply with the minimum 1200 hours of supervised practice required by ACEND and 1208 hours required by the OUHSC program.
- It is up to the discretion of the facility preceptor to approve requests for absences other than illness. Interns must seek approval for proposed absences (personal days) other than illness, family emergency or death of a loved one at least two weeks in advance.
- Although interns should log all hours involved in supervised practice at facilities, banking of 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 1208 hours.
- 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 IP Director who will aid in resolving the issue.
- Deviation from the schedule without preceptor and/or IP 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 IP Director, the intern may choose to extend daily hours for a given period of time, or add additional days to the required experience. Prior approval must be obtained from the preceptor and Clinical Coordinator or IP 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 IP Director.
The intern must obtain permission from any supervisor/preceptor and the IP 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 IP 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 IP Director.
Interns are to call both the respective preceptor and the IP 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 IP Director or Clinical Coordinator. When contacting the IP 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 IP 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 eCurriculum through the “Weekly Summary” form. Interns must create the “Weekly Summary” every Monday of the rotation week and will present the completed “Weekly Summary” to the preceptor for approval and electronic signature by Friday (or at the end of a rotation if less than one week). Interns are responsible for reminding preceptors to complete his/her part of the “Weekly Summary” on Friday of that week. Preceptors are instructed to complete the “Weekly Summary no later than Monday of the following week. Incomplete forms will be returned for additional information. Failure to maintain all required records (weekly summaries, evaluations, & 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 furnishes 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 IP Director no later than the following Monday. Intern is responsible for keeping a copy for their portfolio.
