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Instructions for Applicants - 2021

The APPIC Post-Match Vacancy Service
Instructions for Applicants

Updated March 22, 2021

The 2021 APPIC Post-Match Vacancy Service is now open
and will remain available through October 31, 2021



The 2021 APPIC Post-Match Vacancy Service opened on March 22, 2021 (at the conclusion of Phase II of the 2021 APPIC Match) and will remain available through October 31, 2021. This service allows eligible internship programs to post information about unfilled positions for students who remain unmatched.

APPLICANT FEES AND ELIGIBILITY


There is no fee for applicants to use the 2021 APPIC Post-Match Vacancy Service. Furthermore, applicants do not need to register for the Match in order to use this service.

An applicant is eligible to use the 2021 APPIC Post-Match Vacancy Service if he/she meets ALL of the following requirements:

  1. Be matriculating through a doctoral program that is eligible to participate in the 2021 PMVS. A list of eligible doctoral programs can be found here under "Eligible Doctoral Programs" (students may use the 2021 PMVS if their doctoral program is included in this list and designated as either "Match & PMVS" or "PMVS Only"). Please note that there may be both eligible and ineligible doctoral programs at the same school or university. Information on applicant eligibility for the 2021 APPIC PMVS may be found here.

    Applicants who have already graduated from their doctoral programs are not eligible. While an applicant must be matriculating through an eligible doctoral program, there is NO APPIC requirement to be registered or paying tuition for any particular semester in order to be eligible to participate in the Post-Match Vacancy Service.

    Students who are enrolled in doctoral-level respecialization programs or who attend Universities outside of the U.S. and Canada should consult the Intern Applicant Policy for participation requirements.

  2. Has not been placed into a position by the APPIC Match.

  3. Has not accepted or committed to any other internship position.

  4. Has been authorized to participate by her/his doctoral program.

Applicants who meet all four of these requirements are eligible to participate in the 2021 APPIC Post-Match Vacancy Service. Applicants who do not satisfy these requirements may not participate in the 2021 Post-Match Vacancy Service and may not apply to or attend APPIC-member internship programs. Students who did not register for or participate in the 2021 APPIC Match are eligible as long as they meet the requirements outlined above. Students who have been matched into a position by the APPIC Match, or who have already accepted an internship position, are contractually bound to attend that internship program and may not seek other internship positions.

Students who do not meet these requirements and who wish to consult with APPIC may do so by contacting Dr. Greg Keilin, the APPIC Match and PMVS Coordinator, at gkeilin@mail.utexas.edu or (512) 410-0002.

OVERVIEW


Following is a general overview of the 2021 Post-Match Vacancy Service process from an applicant's perspective.  The process begins at 11:00 am Eastern Time on APPIC Phase II Match Day, Monday, March 22, 2021 (although applicants should begin preparing their application materials at least 4-6 weeks prior to this date).

  1. Students who are participating in the Post-Match Vacancy Service should NOT contact internship sites about potential position availability in the PMVS or submit applications until the PMVS opens at 11:00 am Eastern Time on Monday, March 22, 2021.

  2. Before the PMVS opens, applicants should prepare their application materials. Students who did not create an AAPI in Phases I or II should begin this preparation at least 4-6 weeks prior to the PMVS opening date. See "Preparing your Application Materials", below, for specific information about preparing your application materials.

  3. Once the PMVS opens, applicants locate information about unfilled positions (see "Accessing Information about Unfilled Positions", below).

  4. Applicants apply via e-mail for the positions in which they are interested (see "Submitting an Application in the PMVS", below, for specific guidelines about how to apply).

  5. An internship Training Director who is interested in an applicant will contact her/him directly, possibly requesting additional information and/or an interview (see "Interviews and Offers in the PMVS", below).

  6. When a selection decision has been made, the Training Director will contact the applicant and offer her/him a position. The applicant may accept or decline that offer. Applicants should understand that accepting an offer is a final decision, as an offer that is tendered by an internship program and accepted by an applicant constitutes a binding agreement between the program, the applicant, and APPIC that may not be reversed without APPIC's consent. (See "Interviews and Offers in the PMVS", below).

PREPARING YOUR APPLICATION MATERIALS


The PMVS differs from Phases I and II in that all application materials are submitted via e-mail. In other words, in the PMVS, the AAPI Centralized Application Service (AAPI CAS) is used to develop and download your application but NOT to submit it to internship sites.

You should be prepared to submit any of the following nine items via e-mail when applying to sites in the PMVS:

REQUIRED - Must be submitted via e-mail with all PMVS applications:

  • A .pdf of your AAPI psychology training experiences (downloaded from your Time2Track AAPI Dashboard)
  • A .pdf of your "PMVS" AAPI (Personal Info, Academic History, and Supporting information tiles) downloaded from your AAPI CAS portal. Please note that the PMVS AAPI does not include the items listed in the next seven bullet points.
  • A cover letter, tailored to each site
  • A curriculum vita

UPON REQUEST - Submit via e-mail only if requested by an internship site:

  • Standardized Reference Forms (usually sent by your reference-writers)
  • DCTs "Verification of Internship Eligibility and Readiness" (usually sent by your DCT)
  • Answers to the four essay questions on the AAPI
  • Transcripts
  • Supplemental materials

Detailed instructions for preparing each of these items are provided below. We suggest using your first and last name when labeling each attachment (e.g., "Mary Smith CV", "Mary Smith AAPI").

AAPI (APPIC Application for Psychology Internships)

Every application to an internship program in the PMVS must include two AAPI pdfs, including an AAPI psychology training experiences pdf and a PMVS AAPI pdf.

Instructions for Students who Have an Existing AAPI

Applicants who participated in the 2021 Match (or those who have already created an AAPI for the 2020-21 application process) should use their existing AAPI for the PMVS.

It is understood by internship sites in the PMVS that all students' AAPIs will be a snapshot of their experiences through November 1, 2020. However, if any important information has changed or is incorrect on your AAPI (e.g., answers to "Professional Conduct" questions), or if you have any recent experiences that you wish to highlight, you may use your cover letters, CV, and/or essays to communicate those changes/additions. It is your responsibility to ensure that you are providing complete, current, and accurate information to internship sites.

In order to download the two required AAPI pdfs, first login to the AAPI CAS portal. Then:

  1. From your AAPI dashboard, (1) navigate to the Add Program tab and select the "PMVS" program, (2) navigate to the Check Status tab and click the download button next to the "PMVS" program to download a pdf of your PMVS AAPI. Students who have previously created an AAPI should make sure to download a pdf for the "PMVS" program rather than for an internship program to which they applied in an earlier phase of the process.

  2. Return to your AAPI dashboard and navigate to the Supporting Information tile. Click on Psychology Training Experiences and follow the instructions to navigate to Time2Track and log in to your existing account. Once you're in Time2Track, you'll land on the AAPI T2T Dashboard. Click the download pdf button to download an AAPI Psychology Training Experiences pdf.

Instructions for Students who Need to Create an AAPI

Students who have NOT yet developed their application within the AAPI Centralized Application Service (AAPI CAS) will need to create one in order to use the PMVS. Once you have created an application in the AAPI CAS system, and will then download your completed application as two separate .pdf files.

Most students will want to have their AAPI pdfs (as well as the rest of their application materials) ready by the date the PMVS opens (March 22, 2021) and are encouraged to allow themselves sufficient time to do so. No AAPIs can be created after June 30, 2021, as the AAPI CAS portal will close after that date.

Please read the rest of the information on this page carefully, as students who are creating an AAPI now will need to understand the special procedures involved in creating the various supporting documents (e.g., cover letters, transcripts).

When entering data into the AAPI, you must only include your accrued experience through November 1, 2020. Any practicum or other experience accrued after November 1, 2020 may not be included on the AAPI. It is understood by sites in the PMVS that all students' AAPIs will be a snapshot of their experiences through November 1, 2020. However, if any important information has changed or is incorrect on your AAPI (e.g., answers to "Professional Conduct" questions), or if you have any recent experiences that you wish sites to know about, you may use your cover letters, vita, and/or essays to communicate those changes/additions. It is your responsibility to ensure that you are providing complete, current, and accurate information to internship sites.

Students who are in "PMVS Only" doctoral programs (meaning that they may participate in the PMVS but not the APPIC Match) may begin creating their AAPIs now EXCEPT for the following item, which won't be available for entry by these students until March 1, 2021 (despite this limitation, students will have plenty of time to complete their AAPIs prior to the opening of the PMVS on March 22, 2021):

  • "Current Graduate Program" may not be completed until March 1, 2021.

For tips on completing your AAPI, please visit the AAPI Help Center as well as the specific instructions on this page. Once your application is complete and verified by your DCT, you can download the two required AAPI pdfs. To do so, please follow the specific instructions provided in the previous section above.

Cover Letters

A cover letter is a required attachment with all PMVS applications, preferably in .pdf format (although Microsoft Word is also acceptable). Cover letters should be tailored to each site and submitted to internship sites as e-mail attachments.

Students who are creating an AAPI for the PMVS will not upload their cover letters to the AAPI Centralized Application Service as is done in Phases I and II. Instead, cover letters should be created as separate documents and submitted to sites as an e-mail attachment.

Please remember Match Policy #4b which states that "Applicants and their doctoral programs must immediately notify all internship sites to which the applicant has applied in the event of any substantive change to: (i) the applicant's standing with their doctoral program (e.g., disciplinary action, being put on probation, failing a practicum); (ii) the information provided in the application materials (e.g., professional conduct items), or (iii) the applicant's eligibility to apply to or attend an internship."

Curriculum Vita

A Curriculum Vita (CV) is a required attachment with all PMVS applications, preferably in .pdf format (although Microsoft Word is also acceptable). CVs are to be submitted to internship sites as e-mail attachments.

Students who are creating an AAPI for the PMVS will not upload their CV to the AAPI Centralized Application Service as is done in Phases I and II. Instead, the CV should be created as a separate document and submitted to sites as an e-mail attachment.

Standardized Reference Forms

In the PMVS, Standardized Reference Forms may be submitted as separate e-mail attachments only if specifically requested by an internship site. As in Phase I and Phase II of the Match, references must be provided using the Standardized Reference Form. Free-form letters of recommendation are not permitted.

You should talk with your references to determine how best to send out copies when requested by an internship site. Some reference-writers may be willing to give you an electronic copy to send to sites as an e-mail attachment; others may want to send that information themselves (in which case they should understand the importance of sending that information out quickly). If an internship program tells you that they will only accept references sent directly by the authors, then you and your reference-writers should definitely follow those instructions.

In the PMVS, students should let their references know that they should not upload their Standardized Reference Forms (SRF) to the AAPI Centralized Application Service. Instead, each reference-writer should email their SRF to each PMVS internship site that requests a reference.

DCT's Verification of Internship Eligibility and Readiness

In the PMVS, the DCT's Verification of Internship Eligibility and Readiness may be submitted as a separate e-mail attachment only if specifically requested by an internship site.

Prior to making you an offer, internship programs are required to verify that your doctoral program has determined that you are eligible and ready for internship. Internship programs will generally request written verification of eligibility from your DCT (either as a part of your application or at a later date), and/or may sometimes wish to speak directly to your DCT.

For students who previously participated in Phase I or II of the Match: Starting March 7, 2021, your DCT will be able to log in to their Time2Track AAPI Dashboard and download a "DCT Verification" pdf. Once logged in, the DCT initiates the "DCT Verification" download by clicking on the pdf icon in the "download" column that is adjacent to your name. You should ensure that your DCT performs this action sooner rather than later, before the AAPI system closes for the current application cycle on June 30.

Students who are creating an AAPI will need to submit them to their DCTs for verification. As part of that process, the DCTs Verification of Eligibility and Readiness" will be created and can be downloaded as described in the previous paragraph.

You should talk with your DCT to determine how best to provide copies of this verification when requested to do so by an internship site. Some DCTs may be willing to give you an electronic copy to send to sites; others may want to send the verification to sites themselves (in which case they should understand the importance of sending materials out quickly). If an internship program tells you that they will only accept this verification sent directly by the DCT, then you and your DCT should definitely follow those instructions.

Essays

Essays may be submitted as a separate e-mail attachment only if specifically requested by an internship site, preferably in .pdf format (although Microsoft Word is also acceptable). All four essays should be included in a single document.

Students who are creating an AAPI will not upload their essays to the AAPI Centralized Application Service as is done in Phases I and II. Instead, essays should be created as a separate document and submitted to sites as an e-mail attachment.

Here are the four essay questions:

  1. Please provide an autobiographical statement. There is no "correct" format for this question. Answer this question as if someone had asked you "tell me something about yourself." It is an opportunity for you to provide the internship site some information about yourself. It is entirely up to you to decide what information you wish to provide along with the format in which to represent it.

  2. Please describe your theoretical orientation and how this influences your approach to case conceptualization and intervention. You may use de-identified case material to illustrate your points if you choose.

  3. Please describe your experience and training in work with diverse populations. Your discussion should display explicitly the manner in which multicultural/diversity issues influence your clinical practice and case conceptualization.

  4. Please describe your research experience and interests.

Transcripts

In the PMVS, transcripts may be submitted as a separate e-mail attachment only if specifically requested by an internship site.

Applicants should have available scanned, unofficial copies of their transcripts (e.g., in .pdf format) to send directly to internship sites upon request.

Students who are creating an AAPI for the PMVS should NOT send their transcripts to the AAPI Centralized Application Service or to APPIC.


ACCESSING INFORMATION ABOUT UNFILLED POSITIONS


Vacancy announcements will be posted on the "Current List of Unfilled Positions" page on the APPIC web site. This page will be updated regularly as new vacancy information is submitted by Training Directors, and is the sole source of vacancy announcements from APPIC. Applicants should check back frequently for updates, which can occur anytime between March 22 and October 31, 2020.

If you wish to receive an e-mailed notification whenever this vacancy list is updated, you may sign up for such notifications here anytime after March 1, 2021. These e-mails will only indicate when the current list of unfilled positions has been updated, and will not contain specific information about the vacancies.

Please note that the list of unfilled positions will include programs that are not accredited. The accreditation status will be included in each posting. The decision to attend a non-accredited internship program is an important one; please see this FAQ for more information.

For 2021, we expect that there will be a significant number of unfilled positions after both Phases of the APPIC Match that will be listed in the Post-Match Vacancy Service. In addition, each year a limited number of new positions become available later in the Spring or Summer, due to new funding, unexpected vacancies, etc.

In the 2020 Post-Match Vacancy Service, a total of 87 internship sites posted announcements between March and October (each announcement was for one or more available positions). A total of 40 (46%) of these sites were accredited by APA or CPA.


SUBMITTING AN APPLICATION IN THE PMVS


Here is a summary of how applications are submitted:

  • While the AAPI Online service is used by applicants to develop their applications, it will NOT be used in the PMVS to submit applications. Instead, all PMVS application materials must be submitted to internship programs via e-mail attachments.

  • When submitting your application to a site, you must always submit the four required items listed above (under "Preparing your Application Materials") as e-mail attachments.

  • Additional materials (e.g., transcripts, standardized reference forms, etc.) should be included as attachments ONLY if specifically requested by an internship program in its PMVS listing. Please note that sites may also request additional materials from you later in the process, after your application has been submitted.

Whenever possible, your application should be submitted to a site as a single e-mail with all attachments included. However, that won't be possible in some circumstances, such as when a DCT or reference wants to submit their information directly to each site, in which case using separate e-mails is perfectly acceptable.

In order to assist programs in identifying your application and ensuring that they have immediate access to your current contact information, we suggest labelling your application materials as follows:

  1. The subject line of your e-mail should include your name, as follows: "Internship Application: Firstname Lastname" (e.g., "Iinternship Application: Mary Smith").

  2. Include your name and current contact information (including e-mail(s) and phone number(s)) in the body of the e-mail message.


INTERVIEWS AND OFFERS IN THE PMVS


The process that sites use to fill their unfilled positions in the PMVS will vary. Each site will have its own application and interview process and timeline. Some sites want to get the process of filling their unfilled positions over relatively quickly, while others will take their time in reviewing applications and interviewing candidates. Most will conduct telephone interviews; however, a small number of sites may want you to travel to the site for an interview. Of course, it is up to you as to whether or not you want to bear the expense of such travel, and some of these sites may be willing to negotiate and allow you to interview via telephone instead. You are always welcome to contact any site to which you have applied if you have questions about their timeline, the status of your application, or anything else.

When a site decides on their top candidate, they generally contact her/him via telephone and make a verbal offer of an internship position. When you receive an offer for a position, some sites may ask you to make a relatively quick decision (e.g., 24-48 hours) about whether or not to accept, while other sites may provide longer periods. You may wish to ask for additional time if needed (e.g., to consult with family or faculty, to consider other sites); it is up to each site as to whether or not they will grant your request. You may find yourself in the uncomfortable position of having to accept or reject an offer even though you have applications pending at more-preferred sites.

IMPORTANT: Your acceptance of an offer from an internship site is a BINDING COMMITMENT. APPIC Match Policy #11e states, "An offer (verbal or written) that has been tendered by an internship program and accepted by an applicant constitutes a binding agreement between the program, the applicant, and APPIC that may not be reversed without APPIC's consent." If you accept an offer in the PMVS and you later receive a more-preferred offer from a different site, you are NOT permitted to accept that later offer.

Once you have accepted an offer: Congratulations! The internship Training Director is required to send you an appointment agreement in a letter postmarked or e-mailed no later than seven days following acceptance of the offer. A copy of this appointment letter must be sent simultaneously to the applicant and to his/her academic training director. This letter must include confirmation of conditions of the appointment, such as stipend, fringe benefits, and the dates on which the internship begins and ends. See Match Policies 11f, 9, 9a, and 9b for more information.