Frequently Asked Questions regarding
the Internship Application (AAPI)AAPI Content FAQ
500 Word Essays
How do I de-identify
sample reports?
References
- Number and Sending
References
- Can I request 3 references in addition to one from my Director of Clinical Training?
What
counts as Work Experience?
Should
I delete the Instructions from the AAPI?
Paper
Clips or Staple?
What
Color of Paper?
How
should I contact the Training Director?
Express
Mail or Regular Mail?
Externship
Should
I include manuscripts in preparation on the AAPI? Additional
FAQ
Can
I use an older version of the AAPI?
What
is an Applicant Code Number?
Official
Transcripts
Copies
of Transcripts
Do
I have to submit transcripts from all graduate programs or just the program I'm
currently enrolled in?
Undergraduate
Transcripts
Can I
include work experiences other than psychology-related work on my CV?
Work Experience
Confirmation
Postcards
Illegal
Interview Questions
Background
Checks
AAPI Technical FAQ
How
do I Add More Tests that are Not Listed in the AAPI?
How
do I Unlock the AAPI?
How
do I Copy the AAPI into an Online Reader for Visual Impairment?
Spell Checking the AAPI
Copying and Pasting the AAPI
Q. On the APPIC web site the application
for the 2006-2007 year is available, however I do not see the application for
the 2007-2008 internship year. Am I looking in the wrong place, or should I just
use the 2006-2007 application? A. The 2006-2007 application is to be used
in 2006-2007 (when the intern selection process is taking place for the 2007-2008
training year). Each year the application is updated and released as soon as the
revisions have been approved by the APPIC Board. If you are applying for the 2008-2009
internship training year you will want to use the 2007-2008 AAPI. Q.
What is the "Applicant Code Number " that is requested in Section 1? A.
This is the unique five-digit identification number that you are assigned when
you register for the APPIC Match. You may download registration materials directly
from the National Matching
Services (NMS) web site. Q. Can references
be sent to us as applicants and included with our APPIC application or should
we request that the recommenders send them directly to the sites to which we are
applying? A. Different sites may have different requirements as to how
they want the reference letters to arrive (whether with the AAPI or sent directly
from the recommenders.) If a site does not specify a method then it is up to you.
Q. The director of clinical training in
our program writes all applicants a letter of recommendation. But since his letter
tends to be an overview of all that we have done, most of us request
3 additional letters from people who might be more intimately involved with our
training (i.e. our advisor, another faculty member with whom we have conducted
research or clinical work, and a clinical supervisor.) In this case, it would
be a little scary to only have 3 of the letters read, since they are meant to
function together to give an overall impression of us as applicants. I am wondering
if it is common practice at other internship sites to read only 3 letters (particularly
those sites that are more research focused), or if the letter from the DCT is
considered in a separate category. A. A separate letter from the DCT is
optional these days. Some DCTs write one, others don't. Part 2 of
the AAPI pretty much substitutes for a DCT letter, but some DCTs choose to write
one anyway. It sounds like, in your case, the DCT letter isn't really a letter
of recommendation -- since he/she writes one for all students, he/she couldn't
know each student with enough depth to provide a true letter of recommendation.
Thus, if my assumption is correct, the DCT letter wouldn't be one of the three
letters of recommendation.
Much of the time, the DCT letter is more
about the "verification of readiness for internship" process (along the lines
of what Part 2 of the AAPI provides), and not a "letter of recommendation."
On occasion, of course, the DCT is also the student's advisor, or has had
other close contact with the student, and thus his/her letter can serve as one
of the three letters of recommendation (if the student wants the DCT to write
one). Q. Can I include my relevant work experience
during my graduate program in my practicum hours? A. In answer to all questions
like this, the bottom line is whether or not your program considers this experience
"program sanctioned" or merely a part time job that has nothing to do
with your graduate program. It is your Academic Training Director who must answer
this question. Q. Should I delete instructions
as they come up for each question? A. Please do not delete instructions
on the AAPI, EXCEPT in those locations where clearly instructed to do so (e.g.,
you can remove the front instructions before submitting the hard copy). The people
reviewing the AAPI at different sites become familiar with the layout of the AAPI.
If each applicant eliminates instructions or items that do not apply in their
own idiosyncratic way, it becomes more difficult for reviewers to find what they
are looking for on the application. Please leave the formatting and instructions
as is, unless specifically told to eliminate something. Q.
What do I need to remove to De-Identify my sample reports submitted with my internship
application? A. Click
Here for the answer. Q. Should I staple or paper
clip my application materials. A. It does not matter. Q.
Should I use embossed, color, or plain paper to submit my CV, cover letter, etc? A.
It does not matter. Q. How should I contact the training
director at a site regarding receiving their materials? A. Programs have
identified in the APPIC Online Directory
their preference for contacting the program. It is usually by phone, email, or
mail. Most programs also have materials available on their web site and the link
is usually in the APPIC Online Directory. Q.
Should I just mail my application materials or send them by express mail? A.
It does not matter unless you are trying to make a specific deadline or want to
save money. Express mail usually has a way of tracking when and by whom the package
was received. Q. Should I include manuscripts
in preparation on the AAPI? A. The APAGS workbook on internship encourages
applicants to "list any
publications and manuscripts in print, in press,
under review, and
(perhaps) in preparation". I understand why "perhaps"
is added as a
caution to applicants.....It's an understandable temptation to
overemphasize
some achievements, and this can lead to a sort of
inflation of accomplishments
on the CV. Training Directors will take
stock of actual publications but I
think most really don't know what to
make of manuscripts "in preparation".
This phrase can mean anything from
"I had a good idea this morning on
the bus" to "I have a polished draft
of a paper completed that's
almost ready to go out in the mail". As a
result, I'm guessing that most
TDs don't pay a lot of attention to
"manuscripts in preparation",
especially if these are solo projects
(though "in prep" papers that
are co-authored with well-established or
productive investigators are much
more likely to be seen as legitimate).
So, the bottom line: just be
thoughtful about what you include.
Make sure that it's a paper that has truly
been initiated and is likely
to be completed. Also, if you include "in
prep" papers, keep the list
realistic. Even though it's tempting to "bulk
up" what you think is a
weak publication record with many "in prep"
papers, this can have the
unintended effect of making your actual publications
look skimpy.
[Here's a statistic that might reassure applicants: according
to the
2006 survey of applicants conducted by APPIC, only 18% of applicants
had
>3 publications on their CV (45% listed 0 publications, 17% listed 1,
11%
listed 2, and 7% listed 3)].
Q. Can anyone
explain the actual difference between an externship and an internship, as it is
commonly understood in the field of clinical psychology? What are the criteria
that define each and distinguish them from each other? A. Part of why you
are confused is because these terms aren't always used in 100% consistent ways
(welcome to the field of psychology, where everything is ambiguous). I generally
think of an externship as a practicum; i.e., supervised experience that is accrued
during the doctoral program but before the internship. An internship is
generally considered to be the one-year, full-time (or two-year, half-time) experience
that occurs as the last stage of one's doctoral degree. Again, the terms
aren't always used consistently, and can vary across programs and disciplines.
Q. What exactly is meant by "official
transcripts"? A. If a site requests an official transcript, that means
that the transcript must come from the registrar's office of the academic institution
in which you took the coursework or earned the degree being documented in the
form that the registrar's office considers official, e.g. in a sealed envelope;
with the seal of the university embossed on the paper, etc. It is not necessary
that the Registrar's office send the official transcript (unless this is the only
process the office has for providing official transcripts) as long as it is clear
to the site receiving the transcript that it could not have been tampered with.
So, some applicants will have all of their transcripts sent directly to the programs
to which they are applying while others may be able to collect their official
transcripts from their registrar's office and include an official transcript in
their application materials. Q. Can I submit
a copy of an official transcript? A. Some sites are allowing applicants
to submit a copy of an official transcript at least until the applicant is selected
in the interview group or even until the applicant matches with a site. In this
case, you could purchase one transcript and make copies of it for all the sites
that allow this. You could include the copy of the transcript in your application
packet or send it separately; that is up to you and up the specific application
procedures for each site. Q. Do I have to submit
transcripts from all graduate programs or just the program I am currently enrolled
in? A. Be guided by what each site requests; if they ask for all graduate
transcripts, then I suggest sending all even if you only had a few courses
at an institution. The only situation in which it may not be necessary to provide
transcripts for graduate work is if the degree area was in a totally different
field than psychology. In this case, I would suggest you clarify what the specific
internship program wants. Q. Do I
need to send transcripts from my undergraduate program? A. The majority
of sites do not request undergraduate transcripts, but be sure and check each
site's application procedures to make sure you comply with the materials they
require. For those of you who completed your undergraduate degree at the same
institution in which you are earning your doctoral degree, your transcript will
most likely include both degrees Q. When writing my CV,
under the "work experience" section, should I only put psychology related work,
or is it ok to list other work experiences that might be relevant? A. I
think this is a judgment call, with no "right answer." If you
think that the experience is relevant, than I would go ahead and include it. Q.
For the past few years I have worked for a student organization on a college campus
with daily student contact. Since I am applying to a few college counseling centers,
I thought this information might be useful to include on my CV (I know it is not
appropriate for the application), but I don't want to seem like I'm padding my
CV either. Any suggestions? A. I think this is a judgment call, with no
"right answer." If you think that the experience is relevant,
than I would go ahead and include it. Q. I know
that this topic has been discussed briefly, but I was wondering if sending out
pre-paid (self-addressed) post cards with our application materials is appropriate
(or annoying) to the sites... A. This cannot be answered for all sites,
but I can share that at my site I find it unnecessary and it does create extra
work for us. We have a system in place to let people know whether their application
is complete or not and we have a timeline for doing that that would allow applicants
the opportunity to get in anything that was missing (other than their own application,
which of course would not be here if the post card had not arrived either). Our
timeline may not always be the same as the applicants, since the staff assistant
who works on this task is doing this along with many other tasks and does not
really get to this piece until close to the application deadline. We communicate
via an e-mail and that e-mail typically includes far more information than just
whether your application is complete. It informs applicants about our timeline
and our selection process, including interview notification etc. So even if we
get the postcard, we still need to send the e-mail. I would hope and do believe
most sites probably have a plan in place to inform applicants of the status of
their application. Q. I know sites are not supposed
to request personal information such as children, marital status, etc at the interview.
Are they allowed to request such information with the application (i.e., supplemental
material submitted with the AAPI)?
A. These types of questions are
illegal to ask on a job application or in an interview because they could create
the impression that they are being used as selection criteria and could be the
basis of claims of discrimination. In an interview, if an applicant raises these
issues it is acceptable for the interviewer to respon. For example, if you as
an applicant say that you have children and you are concerned about the school
system, you have then opened up this topic and they can respond to your questions.
If you were asked questions like this in your interview or on supplemental materials,
you could consider seeking consultation via the Informal
Problem Resolution process by contacting Dr. Steve McCutcheon at Stephen.McCutcheon@va.gov
or (206)764-2895. It may be that the site is unaware of the legal implications
of this practice. Q. While reviewing the APPIC
Directory, I have noticed that some sites will conduct a background check and
reference check and stated that even though a candidate may have matched the offer
can be rescinded if the checks showed some negative findings. My question is:
What types of background checks and reference checks do internship sites
perform? Do they contact all previous employers on the CV? If an intern applicant
does not want a previous employer contacted, should that applicant leave the information
off the CV or application? Can sites contact previous employers of the applicant
requests that they don't? A. First, the APPIC Match Policies (at www.appic.org,
click on "Match Policies") state: "4a. Appointments of applicants
to internship positions may be
contingent upon the applicants satisfying certain
eligibility
requirements. Such eligibility requirements must be clearly
specified in the internship programs' written materials and
provided to applicants
in advance of the APPIC Match." So, if a background check is required,
or if a site has other post-Match requirements, they must be disclosed in the
site's written materials. I think that a "background check" and
a "reference check" are two different things. Nearly every site requires
that you provide references (e.g., letters of recommendation). If you don't want
a particular employer contacted for a reference check, I would suggest not listing
that employer as one of your references. While that won't guarantee that they
won't be contacted, it significantly reduces the likelihood that that will happen. As
far as background checks are concerned, every site is different. Many do no checks
at all, while others do extensive checking. If you have questions about how this
works for a particular site, I would suggest contacting the Training Director
for more information. I would not leave an aspect of your employment or background
off of your materials, as that might be considered inappropriate or unethical
- e.g., "hiding something" from a background check. If you have concerns
that a site's background check might uncover something problematic, then you probably
should apply elsewhere. Q. Why can't I use spell check
inside the online AAPI? A. This version of the AAPI was created using MS
Word Forms Document. It is recommended that you create your answers to the AAPI
essay questions outside the form in your own word processor where your spell check
and formatting will be available. After completing your essay you can copy and
paste it inside the gray box on the form. There is a way to spell check
your document but it is kind of complicated. You have to "unlock" the
AAPI. When you spell check the unprotected doc, you may get the message, "Text
marked with "Do not check spelling or grammar" was skipped." There
is a danger in unlocking the document as some students report that all their data
has disappeared. If you choose to unlock the document, always save a copy of your
work before unlocking it. If you get this message, select the whole document
(control A), then select Tools, then Language, then "Set Language".
When the language window box comes up, English should be selected and you should
UNcheck the box for "Do not check spelling or grammar". Then it should
check everything. Q. How do I unlock the AAPI so I can
copy and paste the AAPI or parts of the AAPI? A. It is not recommended that
the applicant unlock the form as you may lose some of the formatting such as numbering
and tables (and all your data!). However, there is a way to unlock the form. Open
the AAPI in MS Word, click on VIEW, click on TOOLBARS, click on FORMS, click on
the picture of the PADLOCK. This will "unlock" the AAPI and you can
copy and paste any part of the document. Again, this is not recommended as the
AAPI may be susceptible to changing the numbering, pagination, and/or the Tables.
You are encouraged to be sure you have a BACK-UP copy before attempting this
step. If you need to add rows in the testing section you can click on the
last row and hit return for each additional line needed. Similarly, rows in the
other columns can be added by hitting return. You can add as many lines as you
need. The additional rows won't have the dividing lines but you can add as many
tests as you like. Q. In the section of the APPIC application
where it requires that you list the number of tests adminstered I am having difficulty
because I have administered many more tests than it will allow me to enter. Should
I leave these tests off the application and include them on my vita? Or is there
a way to add rows to the worksheet? A. If you hit return on the form it
allows you to create extra lines where additional tests can be listed. Q.
Is it acceptable to have my essay be something over 500 words? A. I always
advise people to try to stick within the 500 word limit. While I don't think most
readers count the words, I do think complying with the instructions shows that
you understand that the rules are there to be followed and that you are someone
who will comply with instruction. I would suggest you have someone else read your
essays. They may be able to make some recommendations about how to cut down your
essays without losing important concepts that you want to convey.
8 November 2007 | 
