The APPIC Post-Match Vacancy Service
Instructions for Internship Training Directors
Updated January 9, 2018
The 2018 APPIC Post-Match Vacancy Service will open on March 26, 2018
The APPIC Post-Match Vacancy Service opens on March 26, 2018 (at the conclusion of Phase II of the 2018 APPIC Match) and remains available through October 31, 2018. This service allows eligible internship programs to post information about unfilled positions for students who remain unmatched.
IMPORTANT NOTE: If an intern withdraws or is terminated from a position at your internship program for any reason, either during the internship year or prior to the start of the year, you must consult with APPIC before announcing or filling this vacancy. Please contact Dr. Greg Keilin at firstname.lastname@example.org .
CHANGES TO THE PMVS FOR 2018
The following important changes have been made to the APPIC Post-Match Vacancy Service for 2018:
- Applicant eligibliity rules for the 2018 Match and PMVS have changed. Doctoral programs now fall into one of three eligibility categories:
Only students from the first two categories are authorized to submit an application via the AAPI Online process. If you have questions about an applicant's eligibility to participate in the PMVS, a list of eligible doctoral programs may be found here under "Eligible Doctoral Programs" (students may use the 2018 PMVS if their doctoral program is included in this list and designated as either "Match & PMVS" or "PMVS Only").
- Eligible for participation in both the Match and PMVS: Approximately 430 doctoral programs that are either accredited by an eligible accrediting body or have been awarded an accreditation site visit. Students from these programs are eligible to participate in the Match and Post-Match Vacancy Service.
- Eligibile for participation in the PMVS only: Approximately 60 doctoral programs that do not meet the above requirements but do meet other standards established by APPIC. Students from these programs are NOT eligible for Phase I/II of the Match but ARE eligible for PMVS participation in 2018. These students have been allowed to create an AAPI for use in the PMVS.
- Ineligible: Students from doctoral programs that do not fit into one of the above two categories are not eligible for participation in the Match or PMVS.
- All applications submitted to internship programs in the PMVS MUST now include a copy of the applicant's AAPI. Inclusion of the AAPI was optional in past years.
INTERNSHIP PROGRAM FEES AND ELIGIBILITY
APPIC-member internship programs, as well as non-member programs that registered for the 2018 APPIC Match, are eligible to use the Post-Match Vacancy Service at no additional charge. For these programs, eligibility is automatic and no registration is required.
Non-member programs that did not participate in the Match may use the APPIC Post-Match Vacancy Service if they meet the criteria described in APPIC's policies regarding participation by non-members. Eligible non-member programs must register in advance by submitting a completed "Post-Match Vacancy Service Participation Agreement" along with the appropriate fee to APPIC. Please contact the APPIC Central Office in order to obtain a copy of the agreement and to initiate the registration process.
PLEASE NOTE: If you have questions about an applicant's eligibility to participate in the PMVS, a list of eligible doctoral programs may be found here under "Eligible Doctoral Programs" (students may use the 2018 PMVS if their doctoral program is included in this list and designated as either "Match & PMVS" or "PMVS Only").
An applicant is eligible to use the APPIC Post-Match Vacancy Service if he/she meets ALL of the following requirements:
- Be matriculating through a doctoral program that is eligible to participate in the 2018 PMVS. A list of eligible doctoral programs can be found here under "Eligible Doctoral Programs" (students may use the 2018 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 2018 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.
- Has not been placed into a position by the APPIC Match.
- Has not accepted or committed to any other internship position.
- Has been authorized to participate by her/his doctoral program.
Applicants who meet all four of these requirements are eligible to participate in the 2018 APPIC Post-Match Vacancy Service. Applicants who do not satisfy these requirements may not participate in the 2018 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 2018 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.
OVERVIEW FOR INTERNSHIP PROGRAMS
Although all applications in the Post-Match Vacancy Service must include the students' AAPI Online applications, the AAPI Online service will NOT be used to submit or receive applications to sites after Phase II of the Match is completed. Instead, applicants will submit all application materials to sites as e-mail attachments, including a .pdf copy of the AAPI Online application.
Following is an overview of the Post-Match Vacancy Service process from the perspective of an internship program. The process begins at 11:00 am Eastern Time on APPIC Phase II Match Day, Monday, March 26, 2018, and continues through October 31, 2018.
Training Directors who wish to announce vacant positions should submit an e-mail message to Dr. Greg Keilin at email@example.com with the information listed below in the order shown. The request must come from, or be accompanied by, written authorization (e-mail is acceptable) from the Training Director of the internship program as listed with APPIC and NMS. Vacancies will be posted to the "current list of available positions" page on the APPIC web site within 24 hours of receipt (but usually much sooner).
IMPORTANT: A list of positions left unfilled from Phase II of the Match will not be provided to applicants. Thus, applicants will have no way of knowing about your vacancy unless you submit this information. To avoid delays in posting, please include ALL of the information below in the order shown.
- Name of Program.
- City and State of Program.
- Four-digit APPIC member number. Non-members should provide their Program Code Number from the APPIC Match, or specify "None" if the program did not register for the Match.
- Name of Training Director and contact information (phone and/or e-mail).
- APA or CPA accreditation status.
- APPIC membership status.
- URL to your web page (if any) that contains information about your program.
- E-mail address that applicants should use to submit applications.
- Text of your announcement.
- The text of your announcement should be relatively brief (i.e., a few sentences or paragraphs) and may include specific application instructions or requirements, selection criteria, or other information that is pertinent to applicants. Please do not use this service to post a lengthy description of your site or program (although a very brief description is OK). Programs without web sites may direct applicants to contact the Training Director in order to learn more about the program.
- Please be sure that your application requirements conform with the APPIC Supplemental Materials Policy, which limits the number and type of extra materials that a program may request from an applicant.
- For programs that are either non-accredited or non-APPIC members: APPIC has established a "Policy on Public Statements about Accreditation and APPIC Membership" that outlines important requirements for programs that have not yet achieved accreditation and/or APPIC membership. Please review this policy carefully and ensure that your announcement (along with any other public statements, both written and verbal) follows its requirements. Please feel free to contact us if you have any questions about this policy.
- Announcements will be posted to the "current list of available positions" page on the APPIC web site. If you wish to update the information listed, simply e-mail Dr. Keilin at the address provided above. You may also provide status updates (e.g., "no longer accepting applications", "position filled") in this manner.
If you wish to receive an e-mailed notification whenever this vacancy list is updated, you may sign up for such notifications here. 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.
- During Phase I and II of the Match, you were able to download a student's application materials via the AAPI Online selection portal. The PMVS is different, in that applicants will e-mail you their application materials as multiple documents. Depending on your instructions, applicants will submit some or all of the following items:
All applicants are REQUIRED to submit ALL three of these items:
- A .pdf copy of their "basic" AAPI (the "basic" version of their AAPI includes graduate program information and practicum hours but excludes the items listed in the seven bullet points below)
- A cover letter, tailored to your site (i.e., describing their specific interests in your program)
- A curriculum vita
Applicants are permitted to submit the following additional items ONLY IF REQUESTED BY YOUR SITE:
- Standardized Reference Forms (to be sent by the student or by her/his reference-writers)
- DCT's "Verification of Internship Eligibility and Readiness" (to be sent by the student or by her/his DCT)
- Answers to the four essay questions on the AAPI
- Graduate Transcripts
- Supplemental Materials (as permitted by the APPIC Supplemental Materials Policy)
- Applicants will submit their application materials to you via e-mail using attachments.
- The three required items (AAPI, cover letter, and CV) should all be present in order for you to consider an application. If any are missing, it is up to you as to whether or not you wish to follow-up with the applicant to request the missing items.
- If you have NOT provided specific application instructions in your vacancy announcement, applicants are expected to submit only the three required items (AAPI, cover letter, and CV). They are not permitted to send any other materials (e.g., essays, letters of recommendation) since you have not authorized them to do so.
- If you DO provide specific application instructions in your vacancy announcement, applicants have been instructed to submit the additional items that you request (in addition to the three required items). As previously noted, requests for supplemental materials (e.g., testing reports) must conform to APPIC's Supplemental Materials Policy.
- As part of your process of reviewing applications, you may choose to invite certain applicants to submit additional materials to you. (For example, a site may choose to request testing reports only from those applicants who remain under serious consideration after the initial application review.) As long as you authorize an applicant to send these additional materials, it is fine for them to do so. Please note that most applicants have not been given copies of their Standardized Reference Forms or verification of internship eligibility; thus, if you request such materials, these applicants may need some extra time to have them sent by their DCT and/or reference-writers.
- Students' AAPI documents will be quite large. A large volume of submissions could, in theory, fill up one's e-mailbox. If this is a concern for your e-mail system, you may wish to check your e-mail often, download students' application materials to your computer, and delete those large messages from your e-mail server in order to free up space for other incoming mail.
- In your vacancy announcement, we recommend requesting only those materials that you truly want to review for all applicants. For example, if you wish to review testing reports only for students who you interview, then you may wish to request such reports only from interviewees and not from all applicants.
- You should also be aware that the AAPIs you receive from applicants will not have been updated since the original application process, and thus will reflect applicants' training and experience only through approximately November 1 of last year. Some applicants will choose to use their cover letters to provide you with information about post-November 1 experiences.
- While the volume of applications that you receive may make it difficult to do, applicants greatly appreciate receiving even a brief acknowledgement that you have received their application. You might consider creating a "form" e-mail for this purpose.
- If you have questions about whether a particular applicant is eligible to participate in the PMVS, you may verify eligibility using the instructions shown above. You are also welcome to contact the Match Coordinator to consult if needed.
- You are free to implement whatever interview procedures you wish to use. If you wish to interview candidates in person, APPIC requests that you give sufficient advance notice so that applicants can avoid the high costs of last-minute air fares.
- APPIC requires that, before making an offer to an applicant, you ensure that the applicant's doctoral program has verified his/her eligibility for internship. APPIC Match Policy 9c states, "Prior to making offers to fill open positions, internship training directors must ensure that doctoral programs have verified their applicants' eligibility and readiness for internship. Such verification can occur via a review of the appropriate application materials (e.g., DCT Verification of Internship Eligibility) and/or via direct communication with the doctoral programs."
When making an offer, please remember APPIC Match Policy 9b, which states: "Prior to making offers to fill open positions, internship training directors must verify with applicants, to the best of their abilities, that the applicants have not previously been matched to other internship programs nor accepted other offers." Applicants are not permitted to accept an offer if they have been matched or have already accepted an offer from another internship program.
- Once you decide on a top candidate, you can make an offer directly to the applicant. It is up to you to decide how long to give the applicant to make a decision. APPIC recommends giving applicants a minimum of 24 hours to accept or decline your offer, and encourages you to provide more time than this recommended minimum in order to allow them to fully consider the offer and to consult with their doctoral faculty and family members.
- 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.
- Once your offer has been accepted by an applicant, you must put in writing the appointment agreement with the applicant 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 9f, 7, 7a, and 7b for more information.
- Once your position(s) have been filled, or if you are no longer accepting applications, please notify applicants by submitting an update to the Post-Match Vacancy Service as outlined in paragraph #3 above.
Please remember that, while having an unfilled position can be frustrating for a Training Director, being an unmatched applicant is a very challenging and emotionally-laden experience. Anything that you can do to make your post-Match selection process less stressful will be greatly appreciated by applicants.