Policies and Procedures
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Withdrawal and Refund of Tuition and Fees Policy
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Scheduling and Program Calendar Policy
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Vacation Policy
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Protection of Privacy of Information Policy
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Access to Personal Records Policy
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Access to Student Support Services Policy
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Insurance and Liability Policy
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Injury or Illness while in a Facility for Supervised Practice Policy
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Drug Screens and Background Checks Policy
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Immunizations Policy
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Minimum wage Ruling Policy
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Filing and Handling Complaints Policy
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Assessment of Prior Learning Policy
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Assessment of Intern learning Policy
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Retention and Remediation Policy
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Discipline and Termination Policy
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Graduation and /or DI Program Completion Requirement Policy
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Verification Statements Policy
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Intern Conduct Policy
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Personal Appearance Policy
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Medical Leave of Absence Policy
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Confidentiality of Medical Records Policy
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Chats Policy
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Weekly Reports Policy
1. Withdrawal and Refund of Tuition and Fees Policy
An intern who voluntarily withdrawals from the internship at any time during the 8 months following the program orientation in August will be ineligible for any refund of tuition and fees. An intern who is terminated by the program director will be eligible for a tuition refund according to the following schedule.
Refund Point of Termination
100% during 1st 2 weeks of internship
70% during weeks 3 – 5
40% during weeks 6 – 7
0% after week 7
2. Scheduling and Program Calendar Policy
Regular attendance and punctuality at each site and for weekly on-line internship meetings are mandatory. Being tardy during a rotation may result in failing the rotation. Life crises such as death, bereavement, illness, accidents, and other emergencies may result in the intern having to take an approved leave of absence from the program. IT IS IMPERATIVE THAT INTERNS CALL THEIR SITES AND THE INTERNSHIP DIRECTOR WHEN THEY WILL BE LATE OR ABSENT FOR ANY REASON.
Personal leave for other than medical, bereavement, or emergency reasons is NOT ALLOWED. If you know you are going to need time off for any reason, please let the program director know as soon as possible. Students may be given up to three days leave of absence to attend funerals for members of their immediate families (parents, grandparents, husband, wife, children, brothers, sisters). The student should notify the DI director immediately.
Emergency absences related to serious illness or injury to a member of the student’s immediate family will be restricted to a maximum of three days.
3. Vacation Policy
1. During the AUDI the intern is scheduled for a total of 15 days of vacation. Rearrangement of vacation days can be approved only by the site coordinator and program director.
2. Absences, excused by the site coordinator, are to be made up with an equivalent amount of time. The time must be made up, if possible, within the two semesters. Unexcused absences will have an impact on the student’s evaluation and therefore on the grade the student receives.
3. Because of illness or unavoidable circumstances and not because of negligence or inferior performance, a student may have to make up absences. It is the responsibility of the student to confer with the Site Coordinator immediately and be familiar with the grading policy contained in the Handbook.
4. Holidays observed by the organization may also be honored as days off for the student after consultation with the site coordinator. Holidays should not interfere with the 1276 hours. The student is expected to engage in their supervised practice 8 hours/day, 5 days/week.
4. Protection of Privacy of Information Policy
The following may have the right of access to an official student record: the student, officers of the University and its schools, those assigned the responsibility of keeping the record, chairpersons of instructional departments, and teachers. In addition, the officers may allow access to others they determine to have legitimate educational interest. In this event, those assigned the responsibility of keeping the records shall keep in the file a record showing which persons have seen the record.
Interns are entitled to privacy regarding anything of a personal nature, either written or stated, by faculty, staff, and site preceptors. Intern files are accessible only by the intern, in addition to university personnel associated with the program.
In the case of an intern whose performance is in question, the program director will have the authority to share portions of the file with a select committee in order to aid in reviewing the intern’s performance and make a determination regarding the eligibility of the intern to continue in the program. Interns will be required to sign a form agreeing to allow Accreditation Counsel for Education in Nutrition and Dietetics (ACEND) access to their official transcripts in the case of a random audit.
Information will not be given to persons outside the program without the consent of the intern. Interns will have access to all of his/her personal files upon request.
Preceptors will have access only to those portions of the intern’s file deemed necessary by the Internship Director for the provision of appropriate supervision and evaluation of the intern.
5. Access to Personal Records Policy
Enrolled students of the AUDI may inspect their official records upon request to the appropriate offices listed below. The request must be granted within a period of 45 days from the time the request was made. The publication of the location of these records in the university school bulletin constitutes all notification required by law.
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LOCATION OF RECORD |
RECORD TYPE |
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Department of Nutrition & Wellness |
Dietetic Internship Records |
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Office of the Registrar |
Academic Records |
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Office of Admissions (Graduate Studies) |
Admissions Records |
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Office of Student Financial Services |
Student Account Records |
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Counseling and Testing Center |
Achievement Test Scores |
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Intelligence Test Scores |
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Personality Test Scores |
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Departments of Instruction |
Official Folder of Records, if one is kept |
6. Access to Student Support Services Policy
AUDI has limited student support services due that it is considered a distance program. The following support services are provided:
- Library Resources
- Optional Health Insurance
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The office of International Students services handles all matters relating to U.S. Immigration and Naturalization Services and U.S. State Department regulations governing non-immigrants at the University.
7. Insurance and Liability Policy
General Liability Coverage
The University provides all interns with insurance for professional liability, accident, disability, health and life.
Liability For Safety In Travel
Interns are expected to provide their own transportation unless provided by the facility. However, daily transportation to and from the facility remains the responsibility of the intern.
Interns are expected to maintain adequate automobile insurance while enrolled in the AUDI program.
Student Insurance
Student insurance coverage can be purchased. Interested interns should contact Student Insurance by email at stuins@andrews.edu in the Office of Human Resources to learn more.
Your health is your most precious possession. Good health means self-awareness and self-control, self-satisfaction, loving relationships and a steady sense of well-being, even in the most trying times.
Emergency Medical Care at Your Hospital Site
The hospital may provide for the intern’s emergency medical care. Interns are expected to consult with the site coordinator prior to seeking services.
8. Injury or Illness while in a Facility for Supervised Practice Policy
In most cases, interns will have access to on-site health care in the event of injury or other emergency. Cost of such treatment may vary from facility to facility. However, due to the nature of our affiliation agreements, interns do not qualify for worker’s compensation due to injuries received on facility premises. If you have an emergency need for transportation or other problem while at the site, please contact the program director (269-471-3372), the departmental office manager (269-471-3370), or the department chair (269-471-3351).
9. Drug Screens and Background Checks Policy
Interns will be required to submit to drug screens and background checks as required by the individual sites. FAILURE OF A DRUG SCREEN OR BACKGROUND CHECK WILL RESULT IN AUTOMATIC TERMINATION FROM THE PROGRAM. Drug screens may be required in some locations and the cost may be paid by the facility or in some cases, the intern may be responsible for the cost of the testing.
10. Immunizations Policy
Several immunizations may be required, including hepatitis B, MMR (mumps, measles, rubella), and diphtheria/tetanus, depending on the hospitals or sites to which you are assigned. TB skin tests are likely to be required as well, especially at the hospitals. INTERNS ARE FULLY SUBJECT TO THE POLICIES AND PROCEDURES AT EACH PARTICULAR SITE. You may avoid some or all of the immunizations by bringing the appropriate immunization records with you to your sites. All interns are advised to take the Hepatitis B vaccine if they have not done so already. It is suggested that interns obtain copies of any documentation describing immunizations or TB skin tests received at various facilities in order to eliminate the need for additional immunizations/tests at subsequent sites. Any costs incurred as a result of needing TB tests or immunizations are the responsibility of the dietetic intern, although most hospitals will only charge a nominal fee for each immunization required.
11. Minimum wage Ruling Policy
The minimum wage ruling is in effect at all times during the AUDI, meaning that interns are not employees of the sites, and are not entitled to a job at the conclusion of the internship or an individual rotation. Students do not replace staff to fulfill any staff work responsibilities, unless related to activities to meet DI responsibilities. All preceptors are to adhere to the rotation schedules and learning activities as provided by the program director.
12. Filing and Handling Complaints Policy
Every effort should be made by the intern, the site coordinator, and the program director to provide an experience that is conducive to the development of professional competencies. However, as in any professional environment, behavior or circumstances may arise causing grievance to one or both parties.
Complaints of concerns about the program should be discussed with the program director. If an intern or preceptor as a grievance with another intern, preceptor or the program director, the policy as outlined in the University regulations should be followed. Grievances will be discussed with the Chair of the Nutrition and Wellness and not the program director.
The intern should realize that for all concerns that cannot be resolved with the party causing the injury, the following chain of command should be contacted. For efficient resolution of the concern, it is important that the sequential order of the chain be observed. You may be requested to state your grievance in writing.
Site Coordinator
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Program Director
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Chair, Department of Nutrition & Wellness
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Dean, College of Arts and Sciences
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Vice-President for Academic Administration
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President, Andrews University
13. Assessment of Prior Learning Policy
It is the policy of the AUDI to grant credit for prior learning to interns who can provide documentation of significant work experiences that comprise the same types of learning experiences as required by the ACEND competency statements in particular emphasis areas. Interns must provide written explanation/documentation of work experiences as well as corroborating information from the immediate supervisor of those work experiences. No credit will be extended for clinical hours and will be granted credit only for hours which meet or exceed the number of required hours for a particular rotation will be considered. Final determination of assessment of prior learning is at the discretion of the program director. Interns must apply for prior learning assessment before the beginning of internship rotations.
14. Assessment of Intern learning Policy
The supervised practice curriculum is derived from the AND’s Competency Statements for the Supervised Practice Component of Entry-Level Dietitians Educational Program (see Part C). These Competency Statements serve as the basis for both internal and external evaluation of the program. The evaluation is designed to improve the program and on an on-going basis to produce competent practitioners.
Formal evaluation occurs at pre-determined times throughout supervised practice rotations using specifically prepared forms. The following formal evaluations are:
1. Written evaluations forms from preceptors
2. Rubrics for: written case studies, oral presentation, theme meal, quality improvement, NCP and diet counseling.
3. Exams
During the internship there will be five online tests for each intern to complete. The first test is given at the beginning of the orientation week at Andrews University in August. A passing score for this test is 75%. There is a second chance to take this test on the last day of orientation. Failure to pass this comprehensive exam, of 100 questions, will mean that the intern cannot continue with the internship. The exam will cover the DPD curriculum as covered in your BS degree. This test can be repeated once only at the end of the orientation week.
The next 3 tests follow the Community Nutrition, Food Service Administration and the Clinical Dietetics rotations of the internship. A passing score for each test is 80%. At the conclusion of the DI each intern will take a 100 question RD-like exam on our Moodle webpage. A passing score for this exam is also 80%. All 5 tests must be passed successfully for the intern to have their name forwarded to CDR for permission to take the RD exam.
Each online test may be repeated once, and this is normally done 1 week to 10 days after the initial attempt. Repeated failure of these tests will result in the intern being asked to complete an online review module such as www.DietitianExam.com or attend a 3 day RD review session approved by the DI director before the intern is considered to have completed the DI. Based on previous test scores, an intern may be expected to repeat the final exam after a review session is completed. The Dietetic Internship Director reserves the right to determine when is the appropriate time to release the name of the intern to ACEND. Test scores throughout the program will influence that decision.
Pre and post tests are also administered for specific clinical rotations and food service. The intern needs to score a 80% or higher to successfully pass the rotation.
The evaluation instruments assess intern’s performance, knowledge and professional conduct. Some of these judgments will be personal and subjective. Other evaluation strategies will utilize mutual agreement or consensus, or the analysis of objective data. Preceptors completing the evaluation use the provided form and review it with the intern prior to signatures. It is the intern’s responsibility to be familiar with the various evaluations forms so that he/she is aware of the criteria and timing for each evaluation. It is the intern’s responsibility to assure that all evaluations are sent to the program director.
- Grades
- Students will receive a satisfactory or unsatisfactory grade designated by “S” or “U”.
- An Incomplete (I) grade may be given because of illness or unavoidable circumstances and not because of negligence or inferior performance. An incomplete may be received upon mutual agreement between the Program Director and the student before the beginning of the final week of the Dietetic Internship by completing an Incomplete contract presented by the student and signed by both the student and the Program Director. The contract designates the work to be completed, the time limit, and the grade the student automatically will receive should the work not be completed within the agreed-upon time. The incomplete must be completed during the following semester.
- A Deferred Grade (DG) will be given for the first semester of the Dietetic Internship experience. The DG will be changed to a grade by the end of the following semester.
- Grading
The Dietetic Internship is a formal program for which students register. The Program Director is responsible for assigning a grade for each student. The grade is based on the recommendations of the Site Coordinator. The grade is determined by:
- Quality of activities
- The Program Director’s and Site Coordinator’s perception of the student’s overall performance
- The contents of evaluation instruments completed by the student, the Site Coordinator and the Program Director. These instruments are designed to assess:
- general professionalism and with respect to the Code of Ethics
- competencies and skills related to the Competency Statements for the Supervised Practice of Entry-Level Dietitians Educational Program.
- Evaluation of Professional Performances
Evaluation of the student’s performance will be primarily the responsibility of the Site Coordinator. The student will receive feedback during the supervisory conferences.
The following instruments will be used to evaluate professional performance:
- Evaluation of Professional Performance after completion of a rotation.
- Student’s Professional Performance evaluated after
- WIC rotation
- School Lunch
- Food Service Section
- All Clinical Rotations
3. Student Self-Evaluation.
4. Student Evaluation by Site Coordinator at conclusion of Internship.
Copies of the forms can be found in the Forms Section of this handbook.
It is the responsibility of the student to mail or e-mail all evaluation forms to the Program Director no later than the Monday of the week following the evaluation.
15. Retention and Remediation Policy
AUDI is committed to help prepare each intern to acquire the required skills to become an entry level dietitian.
All interns are expected to demonstrate the knowledge competencies of the DPD curriculum and to learn and successfully meet the required DI competencies. In the event that an intern is not performing to the required expectations; the intern will meet with the program director and site coordinator. Together they will discuss a plan of improvement and he/she will be placed on probation. The probation period will be determined by the program director. At the end of the probation period the performance of the intern will be evaluated by the program director and site coordinator. If the intern doesn’t pass the probation period, the intern will be terminated.
The intern will be placed on probation for the following reasons:
1. Failure to pass two rotations
2. Not following instructions as requested.
3. Not following the rules, regulations and procedures of the hospital site.
4. Not following the rules and regulations of the University.
5. Unprofessional or unethical conduct.
6. Repeated absenteeism or tardiness.
Every effort will be made by the program director to maintain a satisfactory relationship between the intern and the facility. It is the privilege of the intern to share in this relationship and to contribute to its maintenance.
Premature termination of an intern's experience must be initially recommended by the site coordinator or the program director to his/her respective department director or chairperson. The decision to terminate the intern may be made by either the program director or the site coordinator, after each of them has talked with the intern.
An intern may be terminated if the retention and remediation policy is not followed by the intern.
Interns may be disciplined by:
1) termination from the program (see below)
2) suspension for a time commensurate with the offense
3) suspension for remediation of knowledge or other aspects of performance as determined by the program director
Interns may be terminated from the program for the following causes:
1) Repeated poor performance
2) Not following instructions as requested
3) Repeated absenteeism or tardiness
4) Unprofessional or unethical conduct or violating the policies of the internship as set forth in this document or the intern’s signed contract
5) Two rotation failures
6) Non-payment of tuition.
7) Failure to pass drug screen or background check
8) Other reasons as set forth in the signed contract
Grievance for removal from the AUDI must be initiated within 90 days of dismissal from the program.
17. Graduation and /or DI Program Completion Requirement Policy
Program graduates are expected to complete:
A. The 1276 supervised hours within eight months;
B. Satisfactory completion of all rotations and achievement of entry level competency in all rotations.
C. Pass the 4 online practice tests that are administered throughout the internship to help prepare for the RD exam with an 80% or higher. In the event that and intern does not score an 80% or better in the test, the intern will be required to take a formal review at their own expense.
D. Completion of the Address Verification Form.
E. Financial obligations to the Program must be paid in full.
Interns who successfully complete the dietetic internship will be issued a verification statement by the program director. This form confirms the completion of the supervised practice requirements of the program and provides the student with eligibility to write the registration examination administered by the Commission on Dietetic Registration.
It is expected that the program requirements will be completed within fourteen (14) months of the program start date.
Failure to complete program requirements within 14 months of the program start date( 150% of the planned completion) will lead to terminations in the program unless a specific alternative plan is agreed upon between the intern and the program director.
18. Verification Statement Policy
It is the policy of the AUDI to issue verification statements to all interns who have:
1) Successfully completed the 1,276 documented hours of supervised practice
2) Completed all required assignments
3) Completed all online and the exit exams with a score of 80% or better if the intern does not pass one of the exams, the intern will need to complete an RD review.
4) Returned any and all borrowed resources and turned in original copies of all rotation documents in a completed portfolio. Verifications will be mailed to the intern’s permanent address approximately 3 weeks after program completion when all files have been verified.
5) Once all the above requirements are met, the internship director will send 4 signed originals of the Verification Statement to the intern. Original signed copies of the verification statements remain on file at AU indefinitely.
19. Intern Conduct Policy
Interns who enroll at Andrews University are expected to maintain and contribute to the high standards of honor, integrity, morality, and consideration for others in personal behavior, and to accept the responsibilities of membership in the academic community.
The Andrews University Student Handbook contains a full description of the standards of conduct expected of the intern. The intern will be oriented to the hospital’s standards, policies, and procedures during the facility-sponsored orientation.
Interns are to adhere to the administrative policies, standards, and practices of both the hospital and Andrews University while completing the AUDI. The intern is expected to be familiar with the policies of Andrews University contained in the Andrews University Student Handbook (which can be found in the Student Planner that is given out at Orientation). Failure to adhere to these policies, standards and practices may be cause for dismissal from the program.
20. Personal Appearance Policy
A professional appearance must be projected by interns at all times through their dress and grooming. The personal appearance of Andrews University Interns contributes greatly to the program’s image and success. Professional attire is required.
- Clothing is to be neat, clean, in good condition, and properly fitted. Women may wear a dress, business suit, a (dress) pants suit, or a blouse and skirt or slacks, with or without a jacket. Hosiery should also be worn at all times with non-open-toed business shoes. Men may wear a suit, or a sports coat with dress slacks with a dress shirt and tie, or dress shirt and slacks. Socks and business footwear are also a requirement. Tennis shoes or open toed shoes are not allowed. Examples of inappropriate clothing include athletic T-shirts, halter tops, tank tops, walking shorts, leotards, denim jeans, sundresses, backless or low-cut blouses, miniskirts or dresses of inappropriate length, and sheer apparel.
- The internship name badge should be worn with the name visible while working.
- Hair should be neat and clean, and in a conservative style. Beards and mustaches should neatly trimmed and of moderate length. Hair restraint must be worn while in the kitchen for any foodservice or clinical rotations. In addition, food service rotations may not allow jewelry, nail polish or artificial nails to be worn.
- Cologne and perfume should not be worn in the event of working with patients or clients who have allergies.
- Wearing jewelry requiring piercing of body parts other than ear lobes is prohibited.
- Fingernails must be clean and trimmed. Nail polish, if worn, should not be cracked or chipped.
- Wearing of enhanced and/or artificial fingernails is prohibited.
- If lab coats are required, they should be cleaned and pressed and worn over professional street clothing.
- Interns are also to abide by any additional dress rules imposed by the facility in which they are working. Excessive jewelry is inappropriate, and safety precautions should be taken especially when working in the foodservice management rotations.
- Interns must set an example of adherence to all site policies and procedures. Interns should obtain information regarding attire and protocols prior to arriving at each site.
21. Medical Leave of Absence Policy
Request for medical leave must be approved by the program director. Documentation of the medical condition will be required. If a medical leave of absence is taken, the intern must agree to re-enter the program at a time when the program director can schedule the intern for remaining rotations. Medical leave for more than one year will result in forfeiture of the internship slot and tuition.
22. Confidentiality of Medical Records Policy
Remember that you must keep confidential all information that you receive at the facilities regarding a particular patient and his or her family. Failure to do so can result in dismissal from the program. Do not discuss patients in public areas such as cafeterias, elevators, restrooms, etc. Discuss patients in public staff-secured areas with appropriate personnel. A medical record or chart is a legal document that can be used as evidence in a court of law. Documentation must follow the guidelines outlined by the facility. Interns will follow the standards as set forth in HIPPA at all times.
23. Chats Policy
Once a month during the internship (October to April) each student is required to log onto the Andrews University MOODLE website (http:/aumoodle.andrews.edu/login) for a 30 min group chat. This chat session will be divided into 2 sessions – one from 7:00pm-7:30pm EST (for interns in Florida, Georgia, and Texas), and one from 7:40pm-8:10pm EST (for interns in Ohio, Michigan, Chicago, and Indiana) on the first Tuesday of each month. Valuable information is discussed during this time; as well the progress of the interns is monitored. All interns are expected to actively participate in the chat session in a meaningful way. It is required of all interns to participate in at least 6 monthly chats (October 4th, November 1st, December 6th, February 7th, March 6th, and April 3rd). Just being logged on does not qualify as being actively participating. Logging on to Moodle more than 10 minutes late will be considered an absence. Unexcused absences from the Moodle monthly chat will jeopardize the successful competition of the DI.
24. Weekly Reports Policy
The Weekly Report is to be completed by the intern and mailed/emailed to the program director on the following Monday.
1. All competencies met during that week are to be listed.
2. Activities are to be described in the appropriate section.
3. Students are encouraged to share their candid comments regarding the competencies and the activities that they have participated in, and any concerns they may have regarding the Internship.
4. Interns must turn in at least 32 weekly reports to successfully complete the Internship.
Final Report
All written work is to be evaluated by the Site Coordinator or Preceptor (with comments noted on assignment). The final report should be completed by the site coordinator and submitted promptly to the program director.