How to Use This PowerPoint Template

1. This template provided by How to Use This PowerPoint Template • The Alliance for Academic Internal Medicine developed this resource for annual program training to reduce the administrative burden on programs seeking to adhere to the AAIM Interview and Post-Interview Guidelines. • Programs are encouraged to customize this slide deck. Please complete sections indicated with before disseminating to program representatives, as well as delete slides 1 and 2. • Submit feedback on this tool to the Alliance [AAIM link]

2. Questions? academicaffairs@im.org How to Edit This PowerPoint Template • Under the tab, select • To add or delete a slide, right click on numbered slide • Edit text in the outline view pan or directly on the slide • Access features such as text boxes and pictures under the tab • Remove prior to dissemination

3. This template provided by Annual Program Training for Recruitment Communication for faculty, trainees, and staff who participate in program recruitment interview and related activities

4. Goals of Session • Review program expectations for recruitment-related communication, including • Program statement • NRMP and AAIM standards • Institutional Human Resources policy • Review data and research • Specialty • Program data • Review supplemental learning materials

5. Our Program Statement See handout for complete statement. Handout is available for downloaded at: • We adhere to NRMP and AAIM standards • We do not offer positions outside of the Match • We do not engage in post-interview communication, even for top ranked applicants • We offer second visits on a limited basis • All program representatives who participate in recruitment must participate in annual training Add summary & file location Example

6. Recruitment Logistics • Applications are reviewed between () • Interview requests are sent between () • Interviews scheduled between () • PLEASE volunteer to assist with interviews! • Notifications are sent to applicants not selected for interviews on () • The interview dates for this year are: • We will interview () candidates every interview day • Program ranking meeting scheduled between () Add program data

7. Main Residency Match Participation Agreement for Applicants and Programs • An annual binding contract with the NRMP covering aspects of the Match process: • eligibility, withdrawal, waiver of Match Results, and communications between applicants and programs • Violations of Match agreement can result in the • program may be barred from future NRMP Matches and/or • Identified as a Match violator for one to three years or permanently

8. Main Residency Match Participation Agreement for Applicants and Programs It is a breach of agreement for: • a program to request applicants to reveal the names, specialties, geographic locations, or other identifying information about programs to which they have or may apply; or • a program to request applicants to reveal ranking preferences; or

9. Main Residency Match Participation Agreement for Applicants and Programs It is a breach of agreement for: • an applicant to suggest or inform a program that placement on a rank order list or acceptance of an offer during SOAP is contingent upon submission of a verbal or written statement indicating the program’s preference; or • a program to suggest or inform an applicant that placement on a rank order list or a SOAP preference list is contingent upon submission of a verbal or written statement indicating the applicant’s preference; or

10. Match Communication Code of Conduct Respecting an applicant’s right to privacy and confidentiality • Program directors and other interviewers may freely express their interest in a candidate • The interviewers shall not ask an applicant to disclose the names, specialties, geographic location, or other identifying information about programs to which the applicant has or may apply

11. Match Communication Code of Conduct Accepting responsibility for the actions of recruitment team members Program directors shall instruct all interviewers about compliance with Match policies and the need to ensure that all applicant interviews are conducted in an atmosphere that is safe, respectful, and nonjudgmental. Program directors shall assume responsibility for the actions of the entire interview team.

12. Match Communication Code of Conduct Refraining from asking illegal or coercive questions • Program directors shall recognize the negative consequences that can result from questions about age, gender, religion, sexual orientation, and family status, and • shall ensure that communication with applicants remains focused on the applicant’s goodness of fit within their programs.

13. Match Communication Code of Conduct Declining to require second visits or visiting rotations • Program directors shall respect the logistical and financial burden many applicants face in pursuing multiple interactions with programs and • shall not require them or imply that second visits are used in determining applicant placement on a rank order list.

14. Match Communication Code of Conduct Discouraging unnecessary post-interview communication • Program directors shall not solicit or require post-interview communication from applicants, • nor shall program directors engage in post-interview communication that is disingenuous for the purpose of influencing applicants’ ranking preferences

15. Human Resources Seek feedback from your institution’s human resources department • Add bullets here • Add bullets here Customize

16. Exercise 1 – Knowledge Check Q: Select which of the following questions to an applicant is appropriate • “I see that you are in a couple’s match. Are you planning on having a family soon?” • “I see that you are married. Are you planning to have kids?” • “Where did you rotate for your Sub-Is and how would you rank them against this program?” • Where else have you interviewed? • “What geographical areas are you considering?”

17. Exercise 1 – Knowledge Check None of them. Applicants should not be asked about: • Family planning • Ranking order list • Other programs where applicant has interviewed • Applicants’ geographic area of interest

18. Alliance for Academic Internal Medicine • AAIM Guidelines for Graduate Medical Education Internal Medicine Interview and Post-Interview Communication • Prompted by research findings of IM fellowship applicants • Seeks transparency and professionalism in recruitment • Three components: • a program statement • mandatory annual training • structured initial communication with applicants

19. Alliance for Academic Internal Medicine • Survey of IM fellowship applicants (2017)1 • 32% of PDs and 61% of faculty asked about other programs to which they applied • 53% asked about relationship or marital status • 17% asked about family plans • 10% of PDs and 10% of faculty asked about program ranking • 40% felt pressured to reveal rank list • 1 - Williams, C, Alweis, R, O’Connor, A, Dalal, B, Davesh, R., Inappropriate Communication During Internal Medicine Fellowship Recruitment: A Mixed-Methods Analysis. American Journal of Medicine (In press)

20. Structured Initial Communication with Applicants This will be part of the letter from program leadership to the applicants on the interview day “We strive to adhere to the highest professionalism standards as encouraged by the National Resident Matching Program (NRMP) and the Alliance for Academic Internal Medicine (AAIM) concerning communication with our applicants during and after the interview. All program representatives – faculty, staff, and trainees – who take part in recruitment are trained to know which questions are appropriate to minimize undue stress and coercion on applicants. We believe that every applicant is entitled to a professional, courteous experience. We look forward to showing you all the benefits of training here.” Insert program communication

21. Exercise 2 – Role-Playing Program Director (see handout) You are a program director and just completed your interview of an applicant who had done well during the interview. You believe the applicant will be a good match for your program and expect to rank them near the top of your list. Later, the applicant comes up to you and reports receiving an email with an “outside the match” offer from another program. You are concerned that your program may not fill all your spots this year. Last year you matched down to the very bottom of your rank list and the year before you had to “scramble” to fill one position, because your program did not fill. How do you respond to this applicant?

22. How Should You Respond? • Is your program “All-In”? • If no, “Congratulations on your offer. As we told you this morning at the introductory session, our program does offer some positions outside of the Match.  We carefully deliberate these decisions and, since we are still interviewing, our timeline for deciding whom we might consider may not match yours.  While I encourage you to make the best decision for your future I am confident we could get back to you by the end of day tomorrow.” • If yes, “Congratulations on your offer. We do not offer any positions outside of the Match. I encourage you to make the best decision for your future.”

23. Exercise 3 – Role-Playing Applicant (see handout) At the end of your fellowship interview, the faculty interviewer asks you if there is any feedback you would like to give about your interview day. Though you don’t want to get anyone into trouble, you bring up your concerns about your conversation with a program representative between interviews. You tell that the person kept probing you about other fellowship programs you have interviewed at, including questions about: • What you liked about other programs? • How have you planned to rank those programs?

24. How Should You Respond? “Thank you very much for sharing this with me. As I expressed this morning when I described our program statement, we seek to ensure that all applications have a pleasant, professional experience with us. I apologize that you were not afforded this. Your reporting will not negatively impact your ranking with us. I will remind all interviewers about our program expectations. The program manager will also disseminate an anonymous evaluation following your interview and welcome additional feedback.”

25. Summary • Our program affords all applicants a courteous, professional experience. • At no point should a program representative ask: • Demographic questions (relations/marital status, family planning, religion, etc.) • About applicants’ other programs (programs to which the applicant has applied, has ranked, applicants’ geographic area of interest) • Violations of policies can result in increased applicant stress, program reputational damage, civil action, or suspension from Match participation

26. Attestation Form Please sign and return this form to (name and email) by (date and time). This activity is recorded as a faculty or professional development activity. Provide details