1. What are the academic title codes?

• Clinical Psychology Interns (002715 and 002716) 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 (002740 and 002741) 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?
Salary Scale: 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. 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 per week salary level test (effective 1/1/2020 the salary test is $684/week).

7. 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.

8. Are this employees academic-year (9/12) or fiscal-year (12/12)?
Interns and Trainees are fiscal-year appointees.

9. Benefits?
Interns and Trainees are not eligible for UCRP but may be subject to participation in the DSP Safe Harbor. See chart for which benefit package is offered, if any, based on Job Code, FTE and duration of appointment.

Interns and Trainees 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 or Trainees in any of the health sciences disciplines. Interns are not considered employees for FMLA purposes. Trainees are considered employees and eligible for unpaid FMLA leave.

10. What leave code should be entered into payroll if they accrue vacation and/or sick leave?
See Leave accrual codes for entry into payroll.

As academic employees, interns and trainees are eligible for vacation only if their appointment is greater than 6 months and at least 50% time. Interns and trainees are eligible for sick leave only if their appointment is at least 50% time. Please select the correct leave code as follows:

If appointment is <50% time, regardless of length of appointment, use leave code N.

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 the weekly salary test (effective 1/1/2020 the salary test is $684/week), the trainee becomes non-exempt. Also, if the intern/trainee’s appointment is less than 50% time, the intern/trainee does not accrue sick or vacation leave.

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.