Evaluation, Review and Due Process

The Evaluation Process

Supervision Provided to Pre-Doctoral Interns

Each intern receives two hours per week of one-on-one supervision from their individual supervisor(s). Interns also receive: weekly group supervisions (case group), supervision for group therapy, supervision of outreach concentrations, and supervision of supervision. Typically, interns receive a total of 4.5 to 6 hours of supervision per week. In the context of these supervisory relationships, interns receive ongoing feedback regarding their professional strengths and areas/skills in need of improvement.

Evaluation Procedures for All Trainees

Formal evaluation via the CAPS Evaluation Form, occurs at midyear and at the end of the training year. At these intervals, training staff pool input regarding the performance of the trainees in all aspects of their training and share their input with the primary supervisor(s) in an intern review meeting. All supervisors participate in the completion of the Evaluation Form.

Typically, trainees receive ongoing feedback from the Director of Training and their supervisor(s). Formal evaluations are reviewed with the trainee and their individual supervisor(s). Trainees may meet at any time with the Director of Training or Director to discuss any matters of concern, including those related to feedback and evaluation. Trainees are also asked to complete written evaluations of their supervisors at each formal evaluation point.

Procedures for Responding to Inadequate Performance by a Trainee

1. At any time during the year, a CAPS staff member (“complainant”) may designate some aspect(s) of a trainee’s performance as “inadequate” or “impaired”. The same designation may also be made at the aforementioned formal evaluation points. In either case, the following procedures will be initiated:

A. A Review Committee will be formed, chaired by the Director of Training. The Director of Training will appoint two members, taking into consideration the need to minimize dual relationships. The trainee will appoint one member;

B. The trainee will be notified, in writing, that such a review is occurring and the Review Committee will request information and/or a statement from the trainee in response to the inadequate rating;

C. In discussing the inadequate rating and the trainee’s statement, the Review Committee may adopt any one or more of the following measures or may take any other appropriate action. It may:

  1. determine that the complainant’s charges do not warrant any further action;

2.   issue an “Acknowledgement Notice” which formally acknowledges:

a) that the Review Committee is aware of and concerned with the rating;

b) that the rating has been brought to the attention of the trainee;

c) that the Review Committee will work with the trainee to rectify the problem or skill deficits addressed by the rating; and

d) that the behaviors associated with the rating are not significant enough to warrant more serious action;

3. issue a “Probation Statement” which defines a relationship such that the Review Committee actively and systematically monitors, for a specific length of time, the degree to which the trainee addresses, changes, and/or otherwise improves the behavior associated with the “inadequate” or “impaired” rating. The Probation Statement is a written statement to the trainee which includes:

  • a description of the behaviors associated with the “inadequate” rating;
  • the specific recommendations for rectifying the problem;
  • the time frame for the probation during which the problem is expected to be ameliorated; and 
  • the procedures designed to ascertain whether the problem has been appropriately rectified; or

Note: Means of addressing the impairment are listed under Section 5: Remediation Options.

4. issue a “Termination Statement” which terminates the trainee’s participation in the training program.

Any trainee who knowingly and intentionally violates ethical and legal guidelines governing the practice of psychology, psychiatry, and social work may be subject to termination and/or failure of the training program. Likewise, failure to abide by University rules and policies, if of a serious nature, may also lead to termination and/or failure of the training program.

D. If a Probation Statement is issued (C-3 above), the Chair of the Review Committee will meet with the trainee to review the probationary conditions; the trainee may also request to meet with the Review Committee. The trainee may choose to accept the conditions or may choose to challenge the action. An Acknowledgement Notice may also be challenged. The procedures for challenging the action are presented in Grievance Procedures under Rights and Responsibilities.

E. If a Probation Statement is issued, the Director of Training will inform the trainee’s sponsoring university, indicating the nature of the inadequate/impaired rating, the rationale for Review Committee action and the specific action taken by the Review Committee. The trainee shall receive a copy of the letter to the sponsoring university. If an Acknowledgement Notice is issued, the graduate program may be informed, as appropriate.

  • If the Acknowledgement Notice or Probation Statement is not challenged, it is expected that the status of the rating will be reviewed no later than the next informal or formal evaluation period or, in the case of probation, no later than the time limits identified in the Probation Statement.
  • If the rating has been rectified to the satisfaction of the Review Committee, the trainee, sponsoring university and other appropriate individuals will be informed in writing and no further action will be taken.
  • However, if the Review Committee determines that there has not been sufficient improvement in the trainee’s performance to remove the “inadequate” or “impaired” rating under the conditions stipulated in the Probation Statement, the Review Committee may adopt any one of the following measures:
    • Issue an extension of the probation for a specified time period, whereupon the Review Committee will once again determine if sufficient improvement in the trainee’s behavior warrants removing the “inadequate” or “impaired” rating;
    • Issue a suspension whereby the trainee is not allowed to continue engaging in certain professional activities until there is evidence that the behavior in question has improved;
    • Determine that the trainee be permitted to complete his or her CAPS duties with or without restrictions, but receive no endorsement for having completed the training program. That is, the trainee will have received training and provided services for the year, but will not have satisfactorily completed the training program; or
    • Determine that the trainee’s participation be immediately terminated.
  • Within three working days of the decision date, the Review Committee will communicate in writing to the trainee and the Director of Training if the conditions for revoking the probation have not been met. The decision to implement one of the four options listed above (H 1-4) is contained in that letter.
  • Within five working days of receipt of the Review Committee’s determination, the trainee may respond to the Review Committee’s action by a) accepting the action, or b) challenging the action (see Grievance Procedures under Rights and Responsibilities).
  • Once a decision has been made, the trainee, sponsoring university and other appropriate individuals are informed in writing of the action taken.