Frequently Asked Questions:
Internship Training Directors - Participating in Phase II of the Match
Updated August 19, 2016
Click here to Jump to Late-Breaking News Submission Instructions
Participating in Phase II of the Match
- What is Phase II all about and why does it exist?
- When does Phase II of the Match begin?
- Which programs, positions and applicants participate in Phase II?
- What is the timeline for Phase II?
- How will applicants know that I have an unfilled position in Phase II?
- My program is participating in the Match but is not yet an APPIC member, and thus we are not included in the APPIC Directory Online. If we don't fill all of our positions in Phase I, how can applicants learn more about our program for Phase II?
- What do I need to do if I learn, on Phase I Match Day, that I have unfilled positions from Phase I?
- How do applicants submit applications in Phase II and how do I access them?
- How does the application "deadline" in Phase II work?
- What if I receive a lot of applications in Phase II?
- Do I need to notify all applicants in Phase II as to whether or not they are being offered an interview?
- How many applicants should I interview for Phase II?
- What are APPIC's recommendations regarding interviews in Phase II of the Match?
- What if I received funding for a new position that was too late to be included in Phase I? May I include that position in Phase II?
- What if I wish to rank some applicants in Phase II whom I did not interview?
- What do I do if Phase II fills my vacant position(s)?
- What do I do if Phase II does NOT fill my vacant positions?
Participating in Phase II of the Match
1. What is Phase II all about and why does it exist?
"Phase II" of the APPIC Match was implemented in 2011 in order to provide a more equitable, organized, and humane process of placing unmatched applicants into internship positions that were unfilled from Phase I. Phase II replaced the process that was known prior to 2011 as the "APPIC Clearinghouse."
Phase II is a completely separate Match from Phase I, and includes essentially the same steps in an accelerated fashion: submission of applications, interviews, submission of Rank Order Lists, and receipt of Match results. The process will take about a month from beginning to end, and is expected to fill the vast majority of positions that were left unfilled in Phase I. It should be noted that the implementation of Phase II will NOT have an impact on the current shortage of internship positions.
2. When does Phase II of the Match begin?
Phase II of the Match begins immediately upon the completion of Phase I - i.e., on APPIC Phase I Match Day, Friday, February 17, 2017.
3. Which programs, positions and applicants participate in Phase II?
Sites and programs that were active in Phase I of the Match but have positions that remain unfilled in Phase I will be made active automatically for Phase II of the Match. Sites, programs, and positions that filled in Phase I, or that withdrew in Phase I, will not be carried over automatically to Phase II of the Match.
All positions at an internship site that remain unfilled in Phase I of the Match must be offered to applicants in Phase II of the Match. A site can decide not to offer an unfilled position in Phase II only if it decides not to fill the position in the program for the coming year (e.g., anticipated loss of funding, shifting of funding to other purposes). Removing an unfilled position from Phase II of the Match for any other reason requires APPIC approval. If you wish to remove a position from Phase II, please contact Dr. Greg Keilin at firstname.lastname@example.org as soon as possible.
Additional positions that become available after Phase I of the Match, such as positions for which funding becomes assured after the Phase I Rank Order deadline or newly created positions, may also be offered in Phase II of the Match.
Any applicant who registered for the Match on or before February 1, 2017, and who did not obtain an internship position in Phase I, is eligible to participate in Phase II. This includes applicants who withdrew from Phase I, did not submit a Rank Order List in Phase I, or did submit a Rank Order List but remained unmatched in Phase I. Applicants who did not register for the Match prior to February 1, 2017, are NOT eligible to participate in either Phase of the Match.
4. What is the timeline for Phase II?
Here is the timeline for Phase II of the 2017 APPIC Match:
Wed., Feb. 1, 2017
Deadline to register for either Phase of the Match
Fri., Feb. 17, 2017
11:00 am Eastern
List of programs with available positions is posted on NMS web site
Applicants may begin submitting applications via the AAPI Online
Thu., Feb. 23, 2017
11:00 am Eastern
Deadline for submission of applications (some programs may continue to accept applications after this deadline)
Training Directors begin reviewing and downloading applications
Mon., Mar. 13, 2017
11:59 pm Eastern
Phase II Rank Order List Deadline
Mon., Mar. 20, 2017
10:00 am Eastern
APPIC Phase II Match Day
5. How will applicants know that I have an unfilled position in Phase II?
A list of programs with positions available in Phase II will be provided on the Match web site beginning at 11:00 a.m. Eastern Time on Friday, February 17, 2017. This list will be updated nightly to reflect any new positions that have been added to Phase II (such as those in which funding became assured after the Phase I Rank Order List deadline, or newly created positions) or removed from Phase II (usually due to loss or redirection of funding).
The list is sorted by state/province, and then by city within each state/province, and each entry will look like this:
|BLOOMING DAISIES MENTAL HEALTH CENTER
City: LOS ANGELES
Director: Jane Smith, Ph.D.
Telephone: (222) 222-2222
Accreditation: APA-No CPA-No
APPIC Member: Yes
Program Code: 999901 Openings: 1
Program Code: 999902 Openings: 2
Added after Phase I
Program Code: 200911 Openings: 1
No longer being offered
If you have one or more additional position(s) become available after Phase I of the Match, such as positions for which funding becomes assured after the Phase I Rank Order List deadline or newly created positions, you must use the "late-breaking news" service provided by APPIC in order to publicize the vacancy(ies). More information on this service is provided below.
6. My program is participating in the Match but is not yet an APPIC member, and thus we are not included in the APPIC Directory Online. If we don't fill all of our positions in Phase I, how can applicants learn more about our program for Phase II?
Your non-member program will be included in the list of programs with unfilled positions described above. Applicants have been told to contact the Training Directors of non-member sites to find out more information about their programs. Thus, in preparation for Phase II, you should ensure that you have a document that provides information about your program (such as in a Word document or a .pdf file) that you can e-mail to applicants upon request.
Please be sure that all of your written materials, along with any statements that you make to applicants regarding your APPIC membership and/or APA/CPA accreditation status, conform to APPIC's policy on Public Statements about Accreditation and APPIC Membership.
7. What do I need to do if I learn, on Phase I Match Day, that I have unfilled positions from Phase I?
Under the previous system without a Phase II Match, applicants believed that they had to submit applications as quickly as possible in order to be considered, while programs believed that they had to move quickly to have access to the best applicants. This is no longer the case.
In Phase II, applicants will have six days (until 11:00 am on Thursday, February 23, 2017) to submit applications. However, you will NOT be able to view any applications, or even know who has applied, during that six day period. The purpose of this hiatus is to give applicants time to compose themselves after learning they weren't matched, to consult with faculty, family, and friends, to research sites to ensure that they are applying to those sites for which they are a good fit, and to compose and submit applications. More importantly, it is designed to eliminate the "first come, first served" perception that many applicants had about the previous Clearinghouse process, a process that came to be viewed as increasingly unfair over the years.
LATE-BREAKING NEWS: One thing to immediately consider is whether or not you have any information that you would like to communicate to applicants about your vacant position or about your review process. For example, you may wish to establish or emphasize some minimum criteria for applicants (e.g., "We require a minimum of 500 intervention hours," "We require a minimum of 10 adult integrated reports on the AAPI"). Or, you may wish to let them know about some aspect of the vacant position(s) that may not be immediately evident from your Directory Online listing or web site.
APPIC operates a "late-breaking news" service during Phase II, allowing participating internship programs to communicate information to applicants. Using this service thoughtfully can help you to help applicants make informed decisions about whether or not to apply to your program, and can reduce applications received from non-qualified applicants. Most Training Directors won't need to use this service, but those who do will find it to be a valuable way of communicating information to potential applicants.
Please note that applicants have been told that the first set of "late-breaking news" items will be posted no later than noon Eastern Time on Saturday, February 18, 2017, and that they should wait to submit applications until they review those news items. Thus, if you wish to submit a news item, it is best to do so by the evening of Friday, February 17, 2017, in order for your announcement to be included in that initial posting. However, if you miss that first posting, you may submit news items throughout Phase II and they will be added to the "late-breaking news" page as they are received. Please keep in mind that announcements posted later in the process will not be seen by some applicants until after they have already submitted an application to your site.
Announcements should be very brief (a few sentences or paragraphs) and focused on the information described above; please do not use this service to post a description of your program or provide information that is already available on your web site. If you want to accept applications beyond the standard Phase II "deadline" described in FAQ #9, below, be sure to tell applicants the specific date and time (including time zone) through which you will be accepting applications. To submit a news item, send an e-mail to Dr. Greg Keilin at email@example.com with the following information:
- Program name
- APPIC member number (or, for non-members, your six-digit Program Code Number)
- Name of Training Director
- Contact information for the TD (phone and e-mail)
- Text of the announcement
IMPORTANT: Please note that you may NOT ask applicants to submit supplemental materials, as such materials are not permitted during the application submission process via the AAPI Online (you can, however, request selected applicants to provide such materials to you at a later date).
IMPORTANT: Please be sure that your announcement (as well as your written materials and any statements that you make to applicants regarding your APPIC membership and/or APA/CPA accreditation status) conforms to APPIC's policy on Public Statements about Accreditation and APPIC Membership.
Another task you should undertake during this six-day period is to consider how you will deal with the applications you receive. For example, you should decide how you wish to review applications and conduct interviews (e.g., telephone, Skype). The additional FAQs in this section provide useful information to help you with these considerations.
8. How do applicants submit applications in Phase II and how do I access them?
Applicants will use the AAPI Online service to submit their applications, just like they did in Phase I. However, as noted above, you will not have access to these applications, nor will you know who has applied or how many applications you have received, until 11:00 am Eastern on Thursday, February 23, 2017.
You may only accept applications in Phase II from students who are registered for the Match, who did not match to an internship position in Phase I, and who submit their applications via the AAPI Online service. (Please note that only unmatched students from Phase I will be permitted by the AAPI Online service to submit applications in Phase II.) Students who do not meet these criteria may not be considered by your site for Phase II. See Item #3 above for more information.
You will be provided with new access instructions to an area of the AAPI Online Selection Portal that includes only those applications that were submitted by applicants in Phase II (please note that Phase I applications will still be available to you in a separate area of the portal). These new access instructions will be sent to you via e-mail on Wednesday, February 22, 2017, by the end of the day. If you don't receive your access instructions in a timely manner, or if you have any difficulties in accessing your Phase II applications, please contact the AAPI Online Support Team at (617) 612-2899 (hours: Mon-Fri, 9am to 5pm Eastern time).
You may access, download, and search applications just as you did in Phase I. If you see an application in Phase II from a student who applied in Phase I, it is because that student has re-submitted her/his application in Phase II.
There are two very important aspects of the AAPI Online submission process in Phase II:
- During Phase II, applicants will be expected to tailor their cover letters to each site to which they are applying, describing the fit between the site and the applicant and highlighting the applicant's interests, background, and experience, just as they did during Phase I.
- Applicants have been told NOT to submit any supplemental materials via the AAPI Online for Phase II, even if a site's application instructions request such materials. Instead, sites can request additional materials from selected applicants at a later date (students who receive such requests must provide the information to sites outside of the AAPI Online service, such as via e-mail attachment). This restriction was implemented due to the relatively short time frame of the Phase II application process, along with the recognition that programs will only need to review supplemental materials (e.g., testing reports) for the applicants who they interview.
9. How does the application "deadline" in Phase II work?
APPIC has defined the "deadline" for submitting applications in Phase II to be Thursday, February 23, 2017, at 11:00 am Eastern. Internship programs will not have access to any submitted applications until that time. After that time, internship programs have the option of shutting off the receipt of additional applications or allowing more to be submitted.
It has been strongly recommended to applicants that they submit all applications no later than 11:00 am Eastern on February 23, 2017, and to assume that Training Directors will be closing off the receipt of applications at that time.
Most Training Directors will choose to shut off the receipt of new applications as soon as they access the selection portal on February 23, 2017. However, there is no requirement to do so. If you access the portal and discover that you have an insufficient number of applications, it is fine to leave your program open to accepting new applications beyond the February 23rd "deadline." Keep in mind that, if you leave your program open to new applications, you will need a system to identify new applications that you receive, since they will appear in your AAPI Online portal amidst all of your previously-submitted applications.
Applicants are permitted to contact you prior to the Phase II application "deadline" to ask questions about your program, inquire about your application requirements, etc. However, applicants (as well as individuals acting on their behalf, such as faculty) have been asked not to contact you prior to the Phase II application deadline simply to get a "head start" on the process. We ask your cooperation in waiting until after the application "deadline" to contact applicants or faculty members, hold interviews, or related activities.
10. What if I receive a lot of applications in Phase II?
Given that the imbalance between applicants and positions has improved significantly in recent years, this is considerably less likely than it was in the past. In Phase II of the 2015 Match, sites received an average of 40 applications (SD = 42, median = 22); in Phase II of the 2016 Match, sites received an average of 24 applications (SD = 22, median = 14). Keep in mind that the AAPI Online service provides a number of convenient search and download options that can allow you to select applicants based on certain criteria. You may wish to use the six-day waiting period (between Phase I Match Day on February 17 and the re-opening of the selection portal on February 23) to re-familiarize yourself with the options available.
11. Do I need to notify all applicants in Phase II as to whether or not they are being offered an interview?
No, there is no requirement to do this for Phase II. Notification of interview status is only required in Phase I.
Of course, you are welcome to provide such notification if you wish to do so, and applicants will likely appreciate receiving this information. One fairly easy way is to use the "data download" feature of the AAPI Online to download applicants' contact information, which allows quick access to all applicants' e-mail addresses. If you send a mass e-mail to more than one applicant, be sure to protect applicants' privacy by entering their addresses in the "bcc:" field (rather than the "To:" field) of the e-mail.
12. How many applicants should I interview for Phase II?
We recognize that this is a question that many Training Directors will ask, and there is really no "right" answer. A review of the Phase II statistics from the 2016 APPIC Match reveals that programs ranked an average of 4.9 applicants per position offered, while those programs that successfully filled all of their vacancies ranked an average of 6.1 applicants per position.
13. What are APPIC's recommendations regarding interviews in Phase II of the Match?
APPIC STRONGLY recommends that internship programs NOT conduct on-site interviews during Phase II of the Match. Instead, APPIC recommends that interviews be conducted via telephone (or, if desired, via a video conferencing service such as Skype). The reasons for this recommendation include: (a) the short timeline for Phase II would likely translate into very high travel costs for applicants (e.g., air fares couldn't be purchased with sufficient advance notice), (b) many applicants have already spent a significant amount of money for on-site interviews in Phase I, and (c) the short timeline for Phase II would make visiting multiple sites difficult or impossible for applicants.
In order to avoid the perception that local applicants have an unfair advantage in your selection process, APPIC further recommends that applicants in Phase II who are geographically close to your internship program be interviewed in the same manner (i.e., via telephone or Skype) as non-local applicants.
If you decide to require on-site interviews despite APPIC's strong recommendations against doing so, please inform applicants of this requirement by submitting a late-breaking news item immediately upon learning of your vacancy. This will allow students to make informed decisions about whether or not to apply to your program.
A growing number of sites have experimented with using Skype (www.skype.com) to conduct interviews. Skype provides many services, including live video calling, for free or at a very low cost. In order to make a video call via Skype, you will need a computer with high-speed internet connection, a webcam, and a microphone. Applicants will need to have these items as well. More information on the use of Skype for video calling can be found here. Please note that Skype is not endorsed nor recommended by APPIC, and that the above comments are provided for informational purposes only.
14. What if I received funding for a new position that was too late to be included in Phase I? May I include that position in Phase II?
Yes. Additional positions that become available after Phase I of the Match, such as positions for which funding becomes assured after the Phase I Rank Order List deadline or newly created positions, may be offered in Phase II of the Match. Training sites that were not registered to participate in Phase I are permitted to participate in Phase II.
The deadline for making any changes to positions or programs offered is the Rank Order List deadline for Phase II, March 13, 2017. However, please keep in mind that adding a position in a program that doesn't appear in the NMS list of unfilled positions from Phase I will require a minimum of several days (and probably longer) for the following steps to occur: (i) an announcement must be made to applicants (via the late-breaking news service), (ii) the new program/positions must be added to the Match and AAPI Online web sites, (iii) applicants must submit applications, and (iv) you must review applications and submit rankings.
If you wish to add one or more positions to Phase II of the Match, you must:
- Make an announcement via the APPIC "late-breaking news" service (described in FAQ #7 above) that operates during Phase II in order to inform applicants about the changes in your positions. Please note that using the "late-breaking news" service is imperative in this situation, as it is the only way that applicants will learn of the availability of your position.
- If your site was registered to participate in Phase I: Submit a request to NMS in writing on your site’s letterhead, signed by the Training Director, with the following information: the name of the training site; the name and Code Number of the program; the total number of positions to be offered by the program in Phase II; and, the reason why the addition of position(s) in Phase II is required.
If your site was not registered to participate in Phase I: Contact NMS to obtain a Site Agreement to register your site for Phase II of the Match. In order to obtain a Match Code number for the program, you will have to submit a signed Agreement to NMS, and explain why the site was not registered to offer the position(s) in Phase I. Sites that are not members of APPIC will also have to submit with their signed Agreement the non-member Match registration fee.
15. What if I wish to rank some applicants in Phase II whom I did not interview?
Most sites will only rank those applicants whom they interviewed in Phase II. However, if you wish to rank non-interviewed applicants, you are welcome to do so. Keep in mind, however, that non-interviewed applicants will likely assume that your program won't be ranking them, and thus won't rank your program unless they are given some indication that you are interested in them. Thus, you will need to let these non-interviewed applicants know that you will be ranking them, despite having not offered them an interview.
16. What do I do if Phase II fills my vacant position(s)?
Congratulations! Similar to Phase I, matched applicants and their new Training Directors are encouraged to contact each other after 11:00am Eastern on APPIC Phase II Match Day. Training Directors are also required to send an appointment agreement to the matched applicant(s) with seven days after the Match results are released.
17. What do I do if Phase II does NOT fills my vacant position(s)?
If you find yourself with an unfilled position after Phase II, you may use APPIC's Post-Match Vacancy Service in order to find an unplaced student to fill the position.