Policies and Procedures

  1. Withdrawal and Refund of Tuition and Fees Policy
  2. Scheduling and Attendance Policy
  3. Vacation Policy
  4. Protection of Privacy of Information Policy
  5. Access to Personal Records Policy
  6. Access to Student Support Services Policy
  7. Insurance and Liability Policy
  8. Injury or Illness while in a Facility for Supervised Practice Policy
  9. Drug Screens and Background Checks Policy
  10. Immunizations Policy
  11. Minimum wage Ruling Policy
  12. Filing and Handling Complaints Policy
  13. Assessment of Prior Learning Policy
  14. Assessment of Intern learning Policy
  15. Retention and Remediation Policy
  16. Discipline and Termination Policy
  17. Graduation and /or DI Program Completion Requirement Policy
  18. Verification Statements Policy
  19. Intern Conduct Policy
  20. Personal Appearance Policy
  21. Medical Leave of Absence Policy
  22. Confidentiality of Medical Records Policy
  23. Chats Policy
  24. Weekly Reports Policy

 

 

1. Withdrawal and Refund of Tuition and Fees Policy

An intern who voluntarily withdraws 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%         1-15 days from the 1st day of orientation 
70%          16-27 days
40%          28-38 days
0%              39+ days
 
 

2. Scheduling and Attendance Policy

Regular attendance and punctuality at each site and for monthly on-line internship meetings (see section 23 for more details on meetings) are mandatory. Being tardy during a rotation may result in failing the rotation. IT IS IMPERATIVE THAT INTERNS CALL THEIR SITES AND THE EMAIL THE INTERNSHIP DIRECTOR WHEN THEY WILL BE LATE OR ABSENT FOR ANY REASON.
 
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.
If you find out you are going to need time off for any such reason, please let the Intership Director know as soon as possible. Personal leave for anything other than medical, bereavement, or emergency reasons is NOT ALLOWED.
 
It is the responsibility of the intern to confer with the site coordinator immediately regarding absences and to be familiar with the grading policy contained in the Internship Handbook.
Absences, approved by the site coordinator and Internship Director, 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 intern’s evaluation and therefore on the grade the intern receives for their graduate certificate.
 
Interns who require make-up days which extend beyond the end of the Andrews University semester must register for a program continuation course. Please contact the Dietetic Internship Director for details.
 
 

3. Vacation Policy

During the Internship 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 Internship Director. 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 1220 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 intern, 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 Internship 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 their own 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

Interns 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.

 

LOCATION OF RECORD

RECORD TYPE

Department of Public Health & Wellness

Dietetic Internship Records

Office of the Registrar

Academic Records

Office of Admissions (Graduate Studies)

Admissions Records

Office of Student Financial Services

Student Account Records

Counseling and Testing Center

Achievement Test Scores

 

Intelligence Test Scores

 

Personality Test Scores

Departments of Instruction

Official Folder of Records, if one is kept

return to top

6. Access to Student Support Services Policy

The Internship has limited student support services due to the fact that it is considered a distance program. The following support services are provided:

  • Library Resources 

  • Option to purchase Medical Insurance through the University

  • 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. 

     

return to top

7. Insurance and Liability Policy

General Liability Coverage 
 
The University provides all interns with insurance for professional liability.
 
Auto Insurance
 
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 Internship program. 
 
Medical Insurance 
 
Medical insurance coverage can be purchased through AU or other providers. Interns interested in purchasing coverage from AU should contact Student Insurance by email at stuins@andrews.edu in the Office of Human Resources to learn more.
 
 

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 please contact the Internship Director (269-471-3372).
 
 

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. The intern will be responsible for the cost of the testing.
 
 

10. Immunizations Policy

Several immunizations may be required, such as 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 repeating 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 internship, 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. Interns do not replace staff to fulfill any staff work responsibilities, unless related to activities to meet internship responsibilities. All preceptors are to adhere to the rotation schedules and learning activities as provided by the Internship Director. 
 
 

12. Filing and Handling Complaints Policy

Every effort should be made by the intern, the site coordinator, and the Internship 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 or concerns about the program should be discussed with the Internship director.  If an intern or preceptor has a grievance with another intern, preceptor or the Internship director, the policy as outlined in the University regulations should be followed. Grievances will be discussed with the Chair of the Public Health, Nutrition and Wellness Department.
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 
           ↓
 Internship Director 
           ↓
 Chair, Department of Public Health & Wellness 
           ↓
 Dean, School of Health Professions
           ↓ 
 Vice-President for Academic Administration
           ↓
 President, Andrews University  

13. Assessment of Prior Learning Policy

It is the policy of the Internship to not grant credit for prior learning.
 
 

14. Assessment of Intern learning Policy

The supervised practice curriculum is derived from ACEND's Competency Statements. These Competency Statements serve as the basis for both internal and external evaluation of the program. The evaluation is designed to improve the program on an on-going basis and to produce competent practitioners. 

Formal evaluation occurs at continuously throughout supervised practice rotations using specifically prepared forms and tests.  The following formal evaluations are:

  1. Written evaluation forms from preceptors.

  2. Rubrics for projects including but not limited to: written case studies, oral presentation, theme meal, quality improvement, NCP and diet counseling.

  3. Rotation and section tests (paper and online).

 
  • Tests
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 three online tests follow the Community Nutrition, Food Service Administration and Clinical Dietetics sections of the internship. The minimum passing score for each test is 80%. Each online rotation test, except the comprehensive final, may be repeated once. This is normally done 1 week to 10 days after the initial attempt. 
Lastly, at the conclusion of the DI, each intern will take a 100 question RD-like comprehensive exam on our Moodle webpage. A passing score for this exam is also 80%. There is no retake for the comprehensive exam. All five tests must be passed successfully for the intern to have their name forwarded to CDR for permission to take the RD exam.
 
If the intern does not pass on the second attempt of a rotation exam, or does not pass the comprehensive final, the intern will be required to complete an online review module such as www.eatrightprep.org/rdn-exam or attend an RD review session approved by the Internship Director, and take the CDR practice exam (passing with a score 70% or higher) before the intern will be considered as having completed the Internship. The Internship Director reserves the right to determine when is the appropriate time to release the name of the intern to ACEND for permission to write the CDR exam. Test scores throughout the program will influence that decision.
 
Pre and post paper tests are also administered for a number of specific clinical rotations and for food service.  The intern needs to score a 80% or higher on each post paper test to successfully pass the given rotation.  If an intern fails to pass a paper post test, they will be given one retake opportunity per test.  If the intern fails to pass a retake, they must write a report with a single page dedicated to each question they missed, to be sent to the Internship Director. 
 
The evaluation instruments (tests, rubrics, evaluations, etc) assess each intern’s performance, knowledge and professional conduct. Some of these judgments will be subjective; personal opinion of the preceptor or site coordinator. Other evaluation strategies will utilize mutual agreement or consensus, or the analysis of objective data (such as test scores).  Preceptors completing the evaluation use provided forms and review them with the intern prior to signatures. It is the intern’s responsibility to be familiar with the various evaluation/rubric forms so that he/she is aware of the criteria and timing for each item. It is the intern’s responsibility to assure that all evaluations/rubrics are sent to the program director and are completely and accurately filled out. 
 
  • Grades 
 
  1. The minimum grade to pass the internship is a C. Interns will receive a grade for each semester of the Graduate Certificate. 

  2. A Deferred Grade (DG) will be given for the first semester of the Internship experience. The DG will be changed to a full letter grade by the end of the following semester.

  3. An Incomplete (I) grade may be given due to illness or unavoidable circumstances and not because of negligence or inferior performance. An incomplete may be received upon mutual agreement between the Internship Director and the intern before the beginning of the final week of the Internship by filling out an Incomplete contract presented by the intern and signed by both the intern and the Internship 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.

 
The Internship is a formal program for which interns register. The Internship Director is responsible for assigning a grade for each intern. The grade is determined by:
 
  1. Quality of activities.

  2. The Program Director’s and Site Coordinator’s perception of the intern’s overall performance.

  3. The contents of evaluation instruments completed by the intern, the Site Coordinator and the Internship Director. These instruments are designed to assess: 

  • general professionalism with respect to the Code of Ethics.

  •  competencies and skills related to ACEND's Competency Statements. 

  • Evaluation of Professional Performances 
 
Evaluation of the intern’s performance will be primarily the responsibility of the Site Coordinator. The intern will receive feedback during the supervisory conferences.
 
The following instruments will be used to evaluate professional performance: 
  1. Evaluation of Professional Performance after completion of a rotation. 
  • WIC rotation 
  • School Lunch 
  • Food Service Section 
  • All Clinical Rotations 

       2. Self-evaluation ACEND Competency for Clinical and Food Services 

       3. Final Evaluation by Site Coordinator at conclusion of Internship. 

 
Copies of the forms can be found in the Forms Section of the internship handbook. 
 
It is the responsibility of the intern to submit all evaluation/rubric forms to the Internship Director within 5 days following the completion of the evaluation. 
 
 

15. Retention and Remediation Policy

The Internship is committed to help prepare each intern to acquire the necessary 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 Internship competencies.  In the event that an intern is not performing to the required expectations; the intern will meet with the Internship director and site coordinator. Together they will discuss a plan of improvement and he/she will be placed on probation.  The probation period and conditions will be determined by the Internship Director.  At the end of the probation period the performance of the intern will be evaluated by the Internship Director and site coordinator.  If the intern doesn’t pass the probation period, the intern will be terminated.
 
If you fail to comply with any of the probation conditions during the probation period, the University and hospital shall have the right to terminate your internship immidiately.  If you have satisfactorily met the conditions, you will be permitted to continue with your internship.  If you violate one or more of the probation conditions, the University may, at its discretion, therminate your internship immidiately without providing you another probation period and you will have not successfully completed the internship program. 
 

The intern will be placed on probation for the following reasons:

  1. Failure to pass two rotations within the food service, clinical, or community sections.

  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.

 
 

16. Discipline and Termination Policy

Every effort will be made by the Internship 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 Internship Director to his/her respective department director or chairperson. The decision to terminate the intern may be made by either the Internship 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) Probation for a period and with conditions determined by the Internship Director.
2) Suspension for a time commensurate with the offense.
3) Termination from the program (see below).
 
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 within the food service, clinical, or community sections.
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 1220 supervised hours.
B. Satisfactory completion of all rotations and achievement of entry level competency in all rotations. 
C. Pass the four online practice tests that are administered throughout the internship to help prepare for the RD exam. In the event that and intern does not pass all four tests, the intern will be required to take a formal review at their own expense, and pass the CDR practice exam. 
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 Internship Director. This form confirms the completion of the supervised practice requirements of the program and provides the intern 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 thirteen (150% of the planned internship time) months of the program start date. 
Failure to complete program requirements within 13 months of the program start date will lead to terminations in the program unless a specific alternative plan is agreed upon between the intern and the Internship Director. 
 
 

18. Verification Statement Policy

It is the policy of the Internship to issue verification statements to all interns who have:

  1. Successfully completed the 1,220 documented hours of supervised practice.

  2. Completed all required assignments.

  3. Completed all section online exams and the exit exam 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 and pass the CDR pratice exam.

  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 5 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 Intern 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 internship orientation.
 
Interns are to adhere to the administrative policies, standards, and practices of both the hospital and Andrews University while completing the internship.  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 Andrews University Bulletin hard copy or at the Andrews University website https://cmspreview.andrews.edu/services/studentlife/handbook/). 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.*
 
  1. 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.

  2. The internship name badge should be worn with the name visible while working.

  3. 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.

  4. Cologne and perfume should not be worn in the event of working with patients or clients who have allergies.

  5. Wearing jewelry requiring piercing of body parts other than ear lobes is prohibited.

  6. Fingernails must be clean and trimmed. Nail polish, if worn, should not be cracked or chipped.

  7. Wearing of enhanced and/or artificial fingernails is prohibited.

  8. If lab coats are required, they should be cleaned and pressed and worn over professional street clothing.

  9. 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.

  10. 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. 

*Professional attire standards are subject to the needs of the facility*
 
 

21. Medical Leave of Absence Policy

Request for medical leave must be approved by the Internship 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 Internship 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.  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.  

 

return to top

 

23. Chats Policy

Once a month during the internship (September to April) each student is required to log onto Zoom (which is free and can be downloaded here) for a 30 minute 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 7:35pm-8:05pm EST (for interns in Ohio, Michigan, Chicago, and Indiana) on the first Wednesday of each month. Valuable information is discussed during this time. Also, 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 (there will be 7 total). Just being logged on does not qualify as actively participating. Logging on to Zoom more than 10 minutes late will be considered an absence. Unexcused absences from the Zoom monthly chat will jeopardize the successful completion of the internship. 
 
 

24. Weekly Reports Policy

Each week of the internship a Weekly Report is to be completed by the intern and emailed to the Internship 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. Interns 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 28 weekly reports to successfully complete the Internship. 

  5.  The FILE name of the weekly report should be saved as "Weekly Report #_Last Name, First Initial"

 

return to top