Procedures and Policies

Minimum Eligibility

• Graduate of a Master of Athletic Training Program
• Hold current Texas License of Athletic Training
• BOC certified
• Member of the National Athletic Trainers Association (NATA) is Highly Recommended

Application Process

• Completed Application Form
• 2 Letters of Recommendation
• Resume/Curriculum Vitae
• Copy of the following Licenses and Certifications
  • • Texas AT License (if current at time of application)
    • BOC certification

All applicants will be interviewed by the Admissions Committee (Director of Clinical Residencies and appropriate faculty/preceptors) prior to making a final decision. The selection of the resident is done by the Admissions Committee who takes into consideration all components of the residents’ application package.

Residents likely to be accepted to the program display good knowledge of the purpose of the residency program as they relate to the visions of CAATE, show evidence of commitment to completing the program, have desire to learn and to continue skill development after the residency through education and mentorship, possess effective communication skills and professionalism, and show evidence of being a team player and leader.

Acceptance is conditional on passing a standard background check issued by UT Health San Antonio.

Once fully accepted, candidates must successfully complete the UT Health San Antonio and assigned clinical site orientation process.

Click here for Residency Application Form

Policy 4.4.1 Criminal Background Check

Purpose:

To ensure residents have a sufficient understanding of residency curriculum expectations and the time commitment needed to successfully complete the program.

Policy:

To remain in good standing throughout the residency program, the resident must:

1. Fully participate in all required didactic and clinical experiences
2. Maintain the required minimum passing score for all assignments
3. Adhere to all policy and procedures set forth in this manual
4. Adhere to all policy and procedures set forth in the UT Health San Antonio handbooks

Handbook of Operating Policies UT Health San Antonio

This policy is in line with UT Health SA Policy 4.2.1 on Nondiscrimination Policy and Complaint Procedure.

Policy 4.2.1 Nondiscrimination Policy and Complaint Procedure

Purpose:

To assure professionalism, patient centered care, and knowledge acquisition within the Program and the Profession.

Policy:

Attendance is mandatory for all didactic and clinical portions of the program and in line with the organization policy of being on time and attendance as an employee of UT Health San Antonio.

It is not typical for full time residents to schedule significant amounts of time off during the curriculum year. However, as an employee, the resident is given full benefits of UT Health San Antonio including PTO and paid holidays. The number of PTO hours accrued per pay period is outlined in the Employee Benefit Guide which is mailed to each resident before new employee orientation. All PTO must be approved by the Director of Clinical Residencies. For scheduled PTO, the resident must submit a written PTO request by email to the Director of Clinical Residencies as early as possible. The Athletic Training Resident will also need to clear all PTO and/or holiday leave requests with their direct report at their clinical sites, in order for the clinical site to provide game/practice coverage or find additional coverage as needed. All assignments missed during this period must be successfully made up in order to complete the program.

Any remediation necessary to accomplish this will be discussed on a case by case basis. Large amounts of time missed which may hinder the resident from completing the residency on time will be discussed on a case by case basis to allow the resident to successfully complete the program.

Residents may need to cover athletic events on a holiday. In this event, the resident will need to tell the Director of Clinical Residencies that they are working on the holiday. This time will be added to the residents PTO bank.

Unscheduled PTO must be reported to the Director of Clinical Residencies as soon as possible. The athletic training resident must speak to the Director of Clinical Residencies directly, it is not enough to leave a message.

Policy 4.7.5 Personal Leave

Policy 4.7.7 Vacation or Annual Leave

Policy 4.7.8 Sick Leave

Policy 4.7.2 Military Leave

Policy 4.7.13 Family Medical Leave Act

Policy 4.7.15 Funeral Leave

Purpose:

To ensure all residents are held to the highest standards of ethics and responsibility, honesty and academic integrity throughout the Residency Program and as health care professionals.

Policy:

Lapses in academic integrity are not tolerated in the program and all cases will be vigorously investigated. Residents who do not adhere to these standards will face dismissal from the program.

Responsible Person	Responsible Action
Director of Clinical Residencies	Sets the standards of academic integrity Designs evaluative tools so that cheating is minimized Makes final decision on incidents concerning academic dishonesty
Faculty	Notifies residents of expectations for honesty and academic integrity When assigning and grading assignments, require proper citation of all materials used and proper references Notifies Director of Clinical Residencies if cheating is suspected Regularly monitors resident activity to ensure honesty
Resident	Always adhere to the expectations for academic integrity Residents may reschedule exams in special circumstances Follow guidelines for proper reference and citation for all written work

Procedure – 2 Level Investigation Process

Level 1

• Faculty identifies suspected issue and notifies Director of Clinical Residencies
• Meeting is scheduled with all faculty members to discuss plan of action, which includes:
• Detailed discussion of specific situation to ensure academic integrity was breached.
• Gathering all evidence to prove or disprove academic integrity was breached.
• Reviewing policy and procedures and discussing with Director of Rehabilitation.
• If enough evidence is gathered to support possible breach, then Level 2 is initiated. If there is insufficient evidence, case will be dismissed without proceeding to Level 2.

 Level 2

• Accused resident will meet with Director of Clinical Residencies and Faculty Advisor, review policy and procedures on academic integrity, and given the opportunity to judicially explain the situation.
• Director of Clinical Residencies and faculty will meet again to determine final decision on immediate termination or dismiss the case.

NOTE: Residents will have the opportunity to file a Grievance per ATR 22

There is a specified process for residents who desire to lodge a formal grievance regarding any grading, performance evaluation, treatment or any other pertinent issue related to progression in the residency. In order to be considered formal, a grievance must be submitted in writing. The written grievance must be submitted within 5 days of the episode to be considered, should detail the complaint, and express potential ideas for reconciliation of the issue.

The first step of the process is presentation of the grievance to the resident’s assigned Faculty Advisor, who will review the complaint, meet with the resident, and determine if resolution can be achieved at this level.

If a successful resolution is not reached at the first level, the grievance will proceed to the Grievance Committee level where a full review will occur, and a determination of resolution will be achieved. Resolution requires majority rule of the committee.

If a successful resolution is not achieved at the level of the Grievance Committee, the last and final step of the grievance process is submission to the Director of Rehabilitation for evaluation and consideration. The Director of Rehabilitation will have final authority to determine the resolution after full presentation of the case and actions that proceeded submission at this level.

Grievances against the Director of Clinical Residencies will be directly submitted by the resident to the Director of Rehabilitation. The Director of Rehabilitation will discuss the grievance with the Director of Clinical Residencies to determine a suitable resolution. The Director of Rehabilitation will have final authority to determine the resolution after full presentation of the case and actions that proceeded submission at this level. The Director of Rehabilitation will follow guidelines outlined in:

Policy 4.9.5 Grievance Policy and Procedures

Resolution can range from but is not limited to grade challenge and change, re-testing, remediation followed by re-testing, or upholding of the original assessment.

Resolution of grievance must be finalized within 14 days from when the resident submits the grievance.

1st Level	Assigned Faculty Advisor
2nd Level	Grievance Committee Director of Clinical Residencies Faculty Preceptor
3rd Level	Director of Rehabilitation

Purpose:

To ensure all UT Health San Antonio and residency policy and procedures are followed and to ensure the residency program has a channel that allows judicial resignation, separation, and termination of resident participation.

Policy:

Resignation

The Resident may resign from the Program with thirty (30) days written notice of his or her intent to resign. The residents’ resignation must be submitted to the Director of Clinical Residencies. All conditions of appointment will terminate on the effective date of the resignation.

Separation

Separation may occur at the end of an appointment term under any circumstances in which reappointment does not occur, including successful graduation from the Program.

Termination

Residents may be terminated for any of the following situations:

• Academic dishonesty
• Violation of NATA Code of Ethics or Texas Athletic Training Practice Act
• Workplace violence, provoking or instigating a fight
• Theft
• Failure to remedy academic situations during probationary period
• Insubordination (willful refusal to perform an assigned duty or to comply with an instruction)
• Verbal or physical abuse toward a supervisor, patient, visitor, or another employee
• Willful neglect
• Dishonesty
• Falsification of any UT Health San Antonio record
• Bringing or being in the possession of a weapon or other dangerous device on UT Health San Antonio property without authorization
• Possession or use of alcohol or illegal drugs during scheduled work hours
• Breach of Confidentiality and Information Security Agreement
• Recent conviction of a criminal offense related to health care or specific job duties
• Exclusion/debarment from participating in federal health care programs
• Failure to maintain current AT licensure
• At the discretion of the Director of Clinical Residencies (for reasons not listed above)

 Program / Institution Closure

If in its sole discretion, UT Health San Antonio decides to either reduce the size or close the Program or certain parts of the Program the Resident will be notified as soon as possible. A vigorous effort will be made either to allow the Resident to finish the Program or to assist the Resident in identifying a Program in which the Resident may continue his or her education.

Procedure:

All situations will be handled on a case by case basis. Considerations for termination will be processed under:

Policy 4.5.6 Ending Employment

NOTE: Termination from the residency program is immediate termination of employment at UT Health San Antonio. Future status for reapplying to the residency or UT Health San Antonio employment will be handled on a case by case basis and the reason for the resident termination will be considered.

Purpose:

The purpose of this policy is to ensure that the residency environment is free from sexual harassment and sexual misconduct and other conduct of a sexual nature that is both inappropriate and unprofessional for the academic and workplace environment. Sexual harassment and misconduct are prohibited and will not be tolerated.

Policy:

The residency policy will follow UT Health San Antonio’s Title IX Policy which states that the “University is committed to maintaining a learning and working environment that is free from discrimination based on sex in accordance with Title IX of the Higher Education Amendments of 1972 (Title IX), which prohibits discrimination on the basis of sex in education programs or activities; Title VII of the Civil Rights Act of 1964 (Title VII), which prohibits sex discrimination in employment; and the Campus Sexual Violence Elimination Act (SaVE Act), Violence Against Women Act (VAWA), and Clery Act. Sexual Misconduct, Retaliation, and other conduct prohibited under this Policy will not be tolerated and will be subject to disciplinary action.

Procedure:

Reporting Prohibited Conduct to the Title IX Coordinator:

Any person may report Sexual Misconduct, Retaliation, or other conduct prohibited under this Policy to the Title IX Coordinator, whether or not the person reporting is the person alleged to be the victim of the incident. The report can be a verbal or written report to the Title IX Coordinator.

Title IX Coordinator: Dr. John Kaulfus
Address: 7703 Floyd Curl Drive, ALTC B106
San Antonio, Texas 78229-3900
Email: TitleIX@uthscsa.edu
Phone: 210-450-8131

Residents are also required to complete Title IX training through UTHSCSA and UTSA or their assigned school district.

Sexual Misconduct Policy 4.2.2

Purpose:

To ensure resident information is kept secure and confidential, and used only as it relates to the Clinical Residency and UT Health San Antonio employment.

Confidentiality for all human subjects and patients will follow:

Policy 11.1.6 Confidentiality of Patient Health Information

Policy 2.2.2 Information security

Procedure:

As employees of UT Health San Antonio, all personal records will be kept secure and confidential by the Human Resources office. UT Health San Antonio policy and procedure maintains a strict and formal process to protect the confidentiality of all employees. As residents of the clinical residency, all personal records, evaluations, examinations, grades, and other documentation that relates to the performance, productivity, and resident experience will be maintained in each resident’s personal file and secured in a location to where only the Director of Clinical Residencies and Human Resource personal have direct access. Residents of the program can request copies of all documents in their personal file as it relates to the residency from the Director of Clinical Residencies. Material as it relates to UT Health San Antonio employment must be requested from Human Resources.

There are no scholarships available for this residency program.

The resident is responsible for supplying their own computer and covering the costs of Texas licensure as an athletic trainer. There is no tuition associated with the residency program.