THE VIRTUAL "REALITY" OF RECRUITMENT AND SELECTION IN A COVID-19 CONTEXT - JB
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THE VIRTUAL “REALITY” OF
RECRUITMENT AND SELECTION IN
A COVID-19 CONTEXT
JB
INTRODUCTIONS & PRIORITIZING GOALS
CONTINUING EDUCATION CREDIT
1. Must have registered
through APPIC “Sign Up”.
2. Must be present for entire
meeting.
3. A certificate will be mailed
to all those that attended
the entire meeting.
4. The certificates will be sent
to the email address from
which you “signed up”.
5. APPIC is responsible for the
content of this
presentation.ZOOM ETIQUETTE
We are in Webinar mode in Zoom so that everyone can participate during the Q & A
portion.
Please mute yourself unless you are speaking.
If you use “Speaker” view instead of “Gallery” view, you can focus on the person who is
speaking.
Feel free to use the Chat box for questions and comments.
APPIC’s goal is to share information and facilitate dialogue among our members.
In the interest of being inclusive of all our participants, we ask that you limit your
comments to no more than one minute at a time during the Q & A portion.
The webinar is being recorded.
SVINTRODUCTIONS
Moderators
Allison Aosved, PhD, ABBP, VA Pacific Islands Health Care System
Jeff Baker, PhD, ABPP, Association of Psychology Postdoctoral and Internship Centers
Shona Vas, PhD, The University of Chicago
Presenters
Shiloh Jordan, PhD, ABPP, VA Pacific Islands Health Care System
Mary Mendoza-Newman, PhD, Stanford University, Vaden Health Services
Mark Sampson, PhD, The Ohio State University, Counseling + Consultation Service
Wayne Siegel, PhD, ABPP, Minneapolis VA Health Care System
SVPRIORITIES – LEARNING OBJECTIVES
Participants will be able to list two factors to consider when updating program
public materials this summer in preparation for selection of 2021/2022 trainees.
Participants will be able to describe one method for developing a virtual tour of
their site.
Participants will be able to list three methods for virtual/distance interviews.
Participants will know one website to visit to find resources on virtual recruitment
and selection strategies.
AAAPPIC GUIDANCE
JUNE 2020 GUIDANCE
Competencies
Evaluation
Exclusive use of Remote and/or Virtual Interviews/Recruitment Formats
Access
Public Materials
COVID-19
Communications
Visit: https://appic.org/#
AAVIRTUAL RECRUITMENT & SELECTION:
WHERE DO I START?
Examples and Recommendations from PresentersUPDATING PUBLIC MATERIALS
Internship and postdoctoral training programs should represent themselves accurately in
all of their public materials.
The quality of your public materials reflects on the quality of your program
Applicants need detailed and accurate information about:
How to apply?
What will training experiences entail?
Interview process
APPIC Directory – for APPIC member internship and postdoctoral programs
APPIC Directory Updates
Update all dates (start, application, interview date), “Applicants and Application Process” and
“Interview Process Description”
APPIC strongly encourages sites to exclusively use virtual, remote, or on-line open houses,
interviews, and/or tours for the entire selection process and not to utilize or offer in-person
recruitment formats to support safe and equitable practices during the COVID-19 Pandemic. MMNUPDATING PUBLIC MATERIALS
UPPD – Universal Psychology Postdoctoral Directory
https://www.appic.org/Postdocs/Universal-Psychology-Postdoctoral-Directory-UPPD
Update “Application Instructions” field
Update “Virtual Interviews” field (e.g., None, Available, Strongly Preferred, Virtual Only)
Describe your interview process (Please consider adding interview dates) .
Other Public Materials
Program websites, pdf’s, and brochures
APPA CAS for postdocs
Other directories or listings – more common with specialty area and postdocs
Position postings for non-APPIC and non-VA list serves
WSVIRTUAL TOURS
Benefits:
Social Justice – Allows equal access to all applicants
Enables applicants to have flexibility of when to view and learn more about your site
Combines a tour with the opportunity for current cohort and Training Director to
highlight current and updated training experience
Provides applicants with glimpse of the lived training experience
Potential Drawbacks:
Institutional barriers (oversight, funding, branding, frequency of updating)
Applicants may experience the process as more removed or “cold” in comparison to a
traditional on-site visit
Less interaction with the site and staff
https://www.youtube.com/watch?v=Rts16HbvceA&feature=emb_title
MSON-LINE INTERVIEWS
An online interview is one in which the candidate responds to interview questions
in written format.
Online survey systems can be utilized for the online interview (e.g., survey
monkey, Qualtrics).
Online interviews may include an array of questions, inclusive of:
Traditional interview questions
Reading of vignettes and providing written response
Reading segments of transcripts of clinical engagement and providing response.
SJON-LINE INTERVIEWS
Benefits:
Enables candidates to have flexibility regarding when to engage in the interview
Enables faculty flexibility regarding when to review the interview materials
May remove biases from interview process (e.g., no attention is given to mannerisms,
dress, accent, charisma, or funding for attending interviews)
Candidates are able to pause to give reflective responses to showcase competence
Potential Drawbacks:
Candidates may experience less sense of being able to “sell themselves” in the interview
process
Candidates may have less of a sense of the site
Candidates may experience the process as more removed or “cold” in comparison to a
traditional interview
Faculty may be nervous about not having “laid eyes on” a candidate being ranked
SJON-LINE INTERVIEWS
Making the Most of the Online Interview
Choose a reliable technology online platform for the interview (and test it)
Set a specific time expectation for the interview:
Open/Close dates and time interview can be completed, duration of time given to engage in
the interview
Develop a rubric for scoring
Review rubric, process, and rationale with faculty to increase comfort
If possible, have two reviewers for increased reliability of scoring
Convey interest in candidates and describe rationale for online interview
Provide a sense of the program via other avenues: video of site, open house, ability to
ask questions of faculty, contact with current trainees, public materials that are accurate
in spirit and content of the program, and contact with TD
SJPHONE INTERVIEWS
Always have a phone number as back up when technology fails
Benefits:
Social Justice – Allows equal access to all applicants
Attraction bias from interview process (e.g., mannerisms, dress, accent, charisma) is
removed
Eliminates additional visual distractions (pets, décor)
Potential Drawbacks:
Applicants may experience less sense of being able to “sell themselves” in the interview
process
Applicants may experience the interview as impersonal
Applicants and interviewers may lack the traditional visual cues
MMN MSVIDEO INTERVIEWS
Always have a phone number as back up when technology fails .
Be clear about time zones.
Zoom Etiquette Guidelines can be sent to applicants and interviewers in advance .
Do consider camera and participant placement .
Follow-up with a survey evaluation after selection.
MMN MSVIDEO INTERVIEWS
Benefits:
Social Justice – Allows equal access to more applicants and offers ADA accessibility
features
Provides opportunity for follow-up sessions with TD, staff, and current interns
Provides opportunity to share screen (interview questions/vignettes)
Provides opportunity to utilize breakout room functions to increase interaction with
other interviewers
Applicants may have access to traditional visual cues in comparison to phone interviews
MMN MSVIDEO INTERVIEWS
Potential Drawbacks:
Free Zoom site has time limits in some circumstances (more than two participants at a
time)
Requires technology savvy and internet stability
Applicants may experience less sense of being able to “sell themselves” in the interview
process
Applicants may experience the interview as impersonal
Attraction bias from interview process (e.g., mannerisms, dress, accent, charisma) and
other visual distractions (pets, décor)
MMN MSVIRTUAL OPEN HOUSES
A virtual open house provides candidates with an opportunity to “get to know the site” in
a similar manner as in-person open houses
Benefits:
No need to barter for a room at your facility
High cost travel savings for candidates
No need to give elaborate directions or find candidates who get lost en route
Equal access for attendance to all candidates in your selections pool
Potential Drawbacks:
Informal connections between candidates, supervisors, and site have more barriers and are
less organic
Technology is not perfect and, at times, disappoints us
Changing what has been done for years is not easy
No opportunity to share in food (big loss in a place like Hawaii)
More effort/planning in providing tours/insight into physical space of the setting
SJVIRTUAL OPEN HOUSES
A virtual open house provides candidates with an opportunity to “get to know the site” in a
similar manner as in-person open houses
Tips for Success:
Identify the most important elements of an open house and map out the agenda
Choose a reliable platform that can be accessed both within and outside of your system (and test it)
Work as a team with one person leading the open house and another responding to the chat box.
Q&A facilitated through the chat box can ease efficiency
Break-out groups with supervisors can facilitate more informal connection
Great things to include: panel with supervisors to introduce themselves, with Q&A
Candidates can still have privacy of connection with current trainees via breakout sessions of
candidates and interns while training staff sign off
YouTube video “tours” can replace in-person tours
Alter duration of the open house to match the virtual reality, which is most likely making it shorter (i.e.
giving a solid sense of the program versus making it worth their flight to your site)
SJEXAMPLES
SAMPLE - VA PACIFIC ISLANDS 2020-2021
PLAN
Conduct online interviews using qualtrics. Interviews will include questions about
ethics, conceptualization and diagnosis, inclusive of review of vignettes with
associated responses.
Create (hopefully) a YouTube video providing an introduction and tour of the site
Conduct Virtual Open House via Webex that includes break-out sessions with
current trainees, panels with supervisors
Throughout selections season, Training Director will reach out to candidates and
connect candidates with supervisors or current trainees to answer additional
questions
SJSAMPLE VIRTUAL INTERVIEW SCHEDULE
- MINNEAPOLIS VAHCS
8:30 - 9:30 (Zoom) - The Training Directors welcome applicants and provide a PowerPoint
overview of the program and interview process. This includes applicants introducing
themselves (name and academic program).
9:30 - 10:15 (Zoom) - Psychology Training Diversity Enhancement Committee. Overview of
the program’s diversity philosophy and training in diversity awareness, sensitivity and skills.
10:15 – 10:45 (Zoom) - Overview of Research opportunities by research staff
10:45 - 11:00 – Break
11:00 – 11:45 (Zoom) - Interview with staff member
11:45 – 12:30 (Zoom) - Interview with staff member
12:30 – 1:00 Lunch – Applicants are on their own
WSSAMPLE VIRTUAL INTERVIEW SCHEDULE
- MINNEAPOLIS VAHCS
1:00 – 2:15 Virtual Speed Rotations
YouTube video 8-10 min each of all rotation and adjunctive training experiences. The links/menu
of experience is sent via email a few days before the interview day
7 time blocks. Applicants switch virtual rooms every 8 minutes. 2-3 supervisors would be available
in each room allowing applicants to meet more supervisors. No more than 5 applicants per room.
2:15 – 2:30 Beak
2:30 – 3:15 (Zoom) - Meeting with current interns
3:15-3:45 (Zoom) - Meet with Training Directs for questions and video tours of intern office
area, conference rooms and other critical non-patient areas. Tour videos shown through
Zoom.
WSSAMPLE SCHEDULE FOR VIRTUAL OPEN
HOUSE – STANFORD CAPS
12:00 - 12:20 – Welcome from the Training Directors
12:20 – 12:50 – Brief Description of Training and Q& A (panel)
12:50 - 1:00 – Break
1:00 – 1:50 – Meet with Current Trainees
1:50 – 2:00 – Virtual Tour of CAPS
MMNSAMPLE SCHEDULE FOR VIRTUAL OPEN
HOUSE – STANFORD CAPS
Intern Applicant Open House
Friday, January 8, 2020
12:00 – 12:20 Welcome and Introductions
Mary Mendoza Newman, Ph.D
Senior Psychology Training Director
12:20 – 12:50 Brief Descriptions of Training and Q/A
Bina Patel, MD (she/her)
Director
Sheila Levin, LMFT (she/her)
Marriage and Family Therapist/Eating Disorder Rotation
LaWanda Hill, Ph.D. (she/her)
Staff Psychologist/Outreach and Social Justice Seminar/Training Committee
Oliver Lin, Ph.D. (he/him)
Staff Psychologist/Operations Director
Riley Cropper, Ph.D. (she/her)
Former Intern/Current Staff Psychologist/Training Committee
Marissa Floro, Ph.D. (she/her)
Weiland Program Manager/Gender and Sexual Identity Rotation
Kevin Lee, MD (he/him)
Staff Psychiatrist/Psychiatry Training Director/Training Committee
12:50 – 1:00 Break
1:00 – 1:50 Meet with Current Interns
Anastacia Anishchenko, Ph.D. (she/her)
Haidi Song, MA she/her
Joselyn Valle, MA she/her
MMN
1:50 – 2:00 Virtual Tour of CAPS/VadenSAMPLE - THE OHIO STATE UNIVERSITY
COUNSELING AND CONSULTATION SERVICE
Recruitment
Zoom interviews (Applicant, Training Director, Staff member, Intern)
YouTube facility/site tour (available online)
Optional information sessions via Zoom (Training Director, Current Interns)
Optional individual follow-up meetings with Training Director and/or Interns
(confidential)
Optional in person tour by intern if permittable (confidential)
MSSAMPLE - THE OHIO STATE UNIVERSITY
COUNSELING AND CONSULTATION SERVICE
Clinical work
Will be hybrid of telemental health (Zoom) and in person
Sign out group rooms for in person to allow for social distancing, zoom sessions from
home/intern offices
Group rooms also used for interactive assessments
Sessions both recorded and live observation (Supervisor on Zoom)
Trainings
Facilitated via Zoom (Staff not required to be on site)
Reserved large room to allow for social distancing for cohort to be in person
MSWRAPPING UP Resources, References, Questions
RESOURCES
Association of American Medical Colleges. (2020) Virtual Interviews: Tips for
Program Directors.
Association of American Medical Colleges. (2020) Virtual Interviews: Tips for
Applicants.
Association of American Medical Colleges. (2016) Best Practice for Completing
Residency Interviews.
Association of Psychology Postdoctoral and Internship Centers. (2020). Checklist
for Virtual Interviews.
APPIC - https://appic.org/#
Jones, R. E. & Abdelfattah, K. R. (in press). Virtual interviews in the era of COVID-
19: A primer for applicants. Journal of Surgical Education.
https://doi.org/10.1016/j.jsurg.2020.03.020
SV JBREFERENCES American Psychological Association Commission on Accreditation. (2020). COVID-19: Updates and Information. https://www.accreditation.apa.org/covid- 19 Association of Psychology Postdoctoral and Internship Centers. (2020). APPIC Board of Directors: COVID-19 Statement #2. https://www.appic.org/Portals/0/downloads/COVID-19/APPIC_Covid_Statement-3-31-20.pdf Council of Chairs of Training Councils. (2020). Statement on Education and Training Considerations during COVID-19 Pandemic. https://pr4tb8rrj317wdwt3xlafg2p-wpengine.netdna-ssl.com/wp-content/uploads/2020/03/CCTC-Stmt-Education-and-Training-Considerations-during- COVID-19-Pandemic-3-23-20.pdf Council of Chairs of Training Councils. (2020). Guidance Statement on Resumption of In-Person Psychological Services and Training. https://www.appic.org/Portals/0/downloads/COVID-19/CCTCStatementonReturntoIn-PersonServicesAndTraining-5-8-2020.pdf Canadian Psychological Association. (2020). CPA-CCPPP-ACPRO Statements Regarding COVID-19. https://cpa.ca/docs/File/Accreditation/CCPPP%20CPA%20ACPRO%20Statements%20COVID-19.pdf Coalition for Physician Accountability. (2020). Final Report and Recommendation for Medical Education Institutions of LCME-Accredited, U.S. Osteopathic, and Non-U.S. Medical School Applicants. Coalition for Physician Accountability. (2020). Executive Summary: Final Report and Recommendation for Medical Education Institutions of LCME- Accredited, U.S. Osteopathic, and Non-U.S. Medical School Applicants. Coalition for Physician Accountability. (2020). Compendium of Resources for Implementation of Recommendations in the Final Report and Recommendation for Medical Education Institutions of LCME-Accredited, U.S. Osteopathic, and Non-U.S. Medical School Applicants. U.S. Centers for Disease Control. (2020). Coronavirus disease 2019 (COVID-19): Guidance documents. https://www.cdc.gov/coronavirus/2019- ncov/communication/guidance-list.html?Sort=Date%3A%3Adesc World Health Organization. (2020). Coronavirus disease (COVID-19) pandemic. https://www.who.int/emergencies/diseases/novel-coronavirus-2019
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