Clinical Psychology Interns and Non-Physician Clinical Trainees Frequently Asked Questions

1. What are the new academic title codes?

Location

Title Code

Title Name

CTO

Medical Center

2715

Clinical Psychology Intern

446

Medical Center

2740

Non-Physician Clinical Trainee

446

General Campus

2716

Intern-Clinical Psychology-General Campus

928

General Campus

2741

Non-Physician Clinical Trainee-General Campus

928

  • Clinical Psychology Interns (2715 and 2716) are pre-doctoral student interns engaging in a practicum for a certain number of hours in order to earn their degree. They may be UC students or students enrolled at another university.
  • Non-Physician Clinical Trainees (2740 and 2741) have earned their doctoral degree (typically Psy.D. or Ph.D.) and are engaging in a training experience for a certain number of hours in order to go forward for certification.
  • These titles are used for interns/trainees who are seeking or have earned degrees in counseling psychology, clinical psychology, or radiation oncology physics trainees. Please consult with your dean’s office or Academic Affairs for any other proposed use of the title.

2. Is there an Academic Personnel Manual (APM) policy for these titles?

No. Similar to hospital admin/pharmacy/dentistry/vet med interns, these titles are not subject to the APM, yet UCOP Academic Personnel issues the salary table and manages the title codes. These titles may be considered academic title codes, but they are supervised and reviewed by the Clinical Psychology Program Director(s), Physics Residency Director(s), or Clinical Supervisors. Program Directors and Clinical Supervisors within each discipline have the responsibility to hire, separate, and review these appointees; there is no traditional academic review for these appointees’ experiences.

3. Is the hire required to have a search waiver or an exemption entered into UC Recruit?

These titles are not required to be entered into UC Recruit, since the recruitment/matching process is handled elsewhere. There is a generally accepted process used in the field for how students/sites go about securing these positions. Typically, students who are searching for an intern/trainee position will send their information to the sites they are interested in and then sites interview/match them independently. An example is the California Psychology Internship Council (CAPIC), which has a formal matching process (computer algorithm). Students apply and interview at sites and both the student and site ranks their preferences and the computer “matches” the best fit. This link provides more information about their application, ranking and matching process: http://capic.net/resources/online-match-process/ranking-matching/.

4. What if the proposed hire was not identified through a recruitment/matching agency?

Please contact your academic dean’s office or Academic Affairs if you are uncertain whether or not the method of identifying a candidate meets the academic recruitment requirements. For example: If the proposed hire was not “recruited/matched” through a typical agency, we would have to consult the Office of the President before we could consider expanding our use of the title. The APM does not apply to these titles because the program requirements from the matching agency manages all of these personnel issues. If you are not using a matching agency, we would need a proposal to expand the use of the title and, at a minimum, that proposal would require a position description, description of the recruitment process, name and title of the supervisor of the position, description of how the position will be evaluated, description of layoff/grievances/corrective action/dismissal processes, number of positions you anticipate hiring, etc. This would be a very large undertaking and would not result in a timely hire. Dean’s offices are expected to carefully evaluate any proposal to hire into this title and consult with Academic Affairs.

5. Salary?

See table 21: http://academicaffairs.ucdavis.edu/resources/salary/index.html (Select University-wide Academic Salary Scales and Table 21)

Intern = pre-doctorate student interns engaging in a practicum for a certain number of hours in order to earn their degree.

Trainee = post-doctorate professional employees who have earned their doctoral degree (typically Psy.D. or Ph.D.) and are engaging in a training experience for a certain number of hours in order to go forward for certification.

6. What would be the Basis/Paid Over for this title?

12/12. The basis/paid over of 11/12 is not appropriate for these titles, because they are not receiving an 11-month salary spread over 12 months.

7. Are these employees exempt or non-exempt?

The Intern is considered a student for FLSA salary and duties test and is exempt.

The Trainee is subject to FLSA and to the salary test. For clinical psychology trainees to be exempt from minimum wage and overtime obligations, they must meet the duties test and the $455 per week salary level test.

8. Are these employees paid monthly or bi-weekly?

If they are exempt, the pay is monthly. If they are non-exempt, the pay is bi-weekly.

9. Benefits?

Both the Intern and the Trainee are eligible for the BELI 2.

The Intern is eligible for BELI 2 because they are not our student, so not eligible for our student insurance. If the Intern is our student, they should keep their student health and student policies cover the interns who are enrolled as UC students. Interns do not qualify for any fee remission, grievances, layoff, corrective action, or dismissal under academic personnel policies; there is no academic personnel policy governing interns in any of the health sciences disciplines. The Intern is not eligible for UCRP. They are not considered employees for FMLA purposes.

Non-physician Clinical Trainees appointed at the general campuses, those without access to a medical resident program, are eligible for BELI 2 health and welfare benefits. The medical residents’ benefits program was extended to the trainees at the health science center campuses. Trainees are not eligible for UCRP. They do not qualify for grievances, layoff, corrective action, or dismissal under academic personnel policies; there is no academic personnel policy governing non-physician trainees in any of the health sciences disciplines. Trainees are considered employees and eligible for unpaid FMLA leave.

10. What leave code should be entered into PPS if they have an approved leave?

As academic employees, interns and trainees are eligible for vacation/sick leave as follows:

Title code

Title

Vac Accrued if Appointed >= 6 Months at >=50% Time

Sick Leave Accrued if Appointment >=50% Time

Leave Code Entered in PPS

Sick Leave Accrued if Appointed < 6 Months at >=50% Time

Leave Code Entered in PPS

2715

Clinical Psychology Intern

X

X

D

X

F

2740

Non-Physician Clinical Trainee

X

X

D

X

F

2716

Intern-Clinical Psychology-General Campus

X

X

D

X

F

2741

Non-Physician Clinical Trainee-General Campus

X

X

D

X

F

11.  Can the positions be part-time?

We do not have an APM that prevents them from being part-time. Review the program requirements from which the intern/trainee was hired. Please note: If a trainee’s percent of time results in pay that is less than $455 week, the trainee becomes non-exempt.

12. Are these employees part of a union?

No, they are not part of a union. Specifically, the Trainees are post-doctorate professional employees, but they are not part of the postdoc union because they have patient care responsibilities. The Trainees should not be referred to as postdocs to avoid confusion with represented postdocs.

13. Are the interns/trainees still employed as 1 year contracts with flexible start/end dates?

The start/end dates are up to the program.