Admissions eReview & Interview Update: Information and Procedures for Experienced and Novice eReviewers and Interviewers Office of Admissions and Advisement UB School of Pharmacy and Pharmaceutical Sciences email@example.com or 645-2825 (Option#2) http://www.pharmacy.buffalo.edu/admissions Revised 8/11
Agenda The goal of this presentation is to achieve a fair and consistent assessment of all applicants and to provide instructions and tips for application review (eReviews) and candidate interviews. • Admissions Overview • The eReview • Purpose • Instructions • Tips and techniques • The Interview • Purpose • Instructions • Tips and techniques • Questions and Feedback
admissions Admissions Overview
Admissions Overview In order to select the best candidates for ~125 seats from 1000+ applications, a comprehensive, holistic review is employed through a four-step procedure: (1) Academic Review, (2) Staff Review, (3) eReview, and (4) Interview. Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
Admissions Overview In order to select the best candidates for ~125 seats from 1000+ applications, a comprehensive, holistic review is employed through a four-step procedure: (1) Academic Review, (2) Staff Review, (3) eReview, and (4) Interview. • Selection is based on: • Scholastic Achievement • Aptitude • Communication Skills • Leadership Ability • Personal Qualifications • Commitment to Patient Care • Motivation • Judged from: • Grade Point Averages • PCAT • College Record • Letters of Reference • Health Care Experience • Research Experience • Community Service • Personal Statement • Personal Interview Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips All applicants are considered equally: UB does not have a policy that limits or favors current UB students or transfer applicants. No person shall be subject to discrimination on the basis of age, religion or creed, color, disability, national origin, race, ethnicity, sex, marital or veteran status.
eReview The eReview
The eReview - Purpose Faculty, alumni, and staff perform a qualitative evaluation to clearly indicate who to offer an interview, immediately deny, or offer a seat on the wait list. • Purpose of the eReview: • To assess non-cognitive or non-academic characteristics, including personal qualifications, leadership skills, and experiences. • Number of eReviews: • ~700 packets including multiple reviews (all applicants are reviewed at least twice) • ~80 eReviewers • ~1-2 packets assigned weekly to be completed within one week or less • Time Commitment: • September through April • Please notify Admissions Staff if you are unavailable or require a lighter load during a certain week. • Please notify Admissions Staff if you know the candidate assigned to you so that we may reassign them. • You will be notified via e-mail when you are assigned a candidate. • Reviews are due within 1 week. Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips Scholastic achievement and aptitude have already been judged from the college record, grade point average, and the PCAT by the academic review and Admission Staff.
The eReview – Instruction: The Form Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The eReview – Instruction: The Form You may refer to the Total QE score as a guide.
The eReview – Instruction: The Form Based upon your overall review, please provide a recommendation along with comments. • Overall Comments: Offer a summative view and clarification as needed. This is required. Examples of Useful Comments: • … essay was impressive…very global in his understanding of the profession and has a humanistic quality we would value...letters of recommendation are also positive…seems very motivated to be a patient-centered pharmacist… • …Mature, experienced, potential for leadership described in LOR…excellent impression of the applicant. • ...Her essay was at times difficult to read based on short sentences and final lack of punctuation… Examples of Less Useful Comments: • Le Moyne College is not a good school… • …his PCAT scores in verbal, reading and quantitative skills are relatively poor… • …has a good PCAT score = 438 and acceptable GPA = 3.08 with BS degree in pharmacology… • …since we know the level of study at UB, I believe an interview should be considered Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The eReview – Instruction: Website This online evaluation tool allows eReviewers to easily review applications and submit their assessment of an applicant's qualitative and non-cognitive characteristics. Overview • Login at www.pharm.buffalo.edu/Applicant_Evaluation • We recommend bookmarking this site. • Choose your name from a dropdown list and enter your password. Your password is beginning of your e-mail including @ sign. • Begin evaluating an applicant by clicking PENDING EVALUATIONS. • Use the Applicant Qualitative Evaluation Form to complete an evaluation. • Use the dropdown boxes to select the point(s) that corresponds with the description that best fits the applicant • Descriptions are linked to points, with 0 as the lowest. • A total point sum will be used for helping to select candidates for the next phase of the application process (offer interview, wait list, hold list or deny). • Overall comments are required at the bottom of the form. • When you are finished, select SUBMIT REVIEW. Note: Admissions staff and interviewers will review your evaluation. eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The eReview – Instruction: Website • Standardized Test - Pharmacy College Admission Test (PCAT) • Required by 2/3 of all pharmacy programs • Required of all UB applicants (excluding EA) • Specialized test to help identify qualified applicants • Measures general academic ability & scientific knowledge • Verbal, Biology, Reading, Quantitative, Chemistry, Written Essay • We do not have a minimum Pharmacy College Admission Test (PCAT) requirement however, competitive applicants typically present a percentage of at least 300. • The middle 50th percentile sum of the PCAT percentile score of students recently admitted was 354-417. • UB SoPPS considers the Percentile Rank (not Scaled Scores). The sum of each item under the Percentile Rank (Verbal Ability, Biology, Reading Comprehension, Quantitative Ability, and Chemistry) determines the score (not the Composite score). www.pcatweb.info www.pearsonassess.com
The eReview – Instruction: Website Standardized Test – Test of English as a Foreign Language (TOEFL) or International English Language Testing System (IELTS) • Required of all international applicants . • Exempt: • US Citizens, native English speakers from Australia, Canada (except Quebec), Ireland, New Zealand, and the United Kingdom • Those who have completed English Composition I and II in the UB and earned a grade of a C or better • Must be dated within two years of the time the application is received
The eReview – Applicant Packet To conduct an eReview, you will be referring to the candidate’s PharmCAS application (Pharmacy College Application Service). • PharmCAS Application: • Biographic and Background Information • Personal Essay • All College Coursework Information • Professional Licenses and Certifications • Publications • Honors and Scholarships • Work and Extracurricular Experience • Letters of Recommendation • Pharmacy College Admission Test (PCAT) • Test of English as a Foreign Language (TOEFL) or Test of Spoken English (TSE) • PharmCAS Application Fee • On average, applicants apply to four schools through PharmCAS. Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose • The PharmCAS packet includes an overall GPA. We consider only math and science courses in prerequisite subject areas. This “Local 1 GPA” includes Biology, Chemistry, Physics, and Math courses. • In addition, for the PCAT exam, UB considers the Percentile Rank (not Scaled Scores) by adding each Percentile Rank (Verbal Ability + Biology + Reading Comp. + Quantitative Ability + Chemistry) and excludes the Composite Score. A Writing score (0-5) is also included. In the PharmCAS packet, the Percentile Rank is the middle score. • For ease in reviewing, Applicant Name, Local GPA 1 and Total PCAT scores are included on the top of the UB SoPPS PharmD Program Applicant Qualitative Evaluation Form. Interview Instruction Interview Tips
The eReview – Applicant Packet The Applicant Packet – Page 1 For your reference only PCAT score will be provided on Evaluation Form
The eReview – Applicant Packet The Applicant Packet – Page 2 Can comment if a first-generation college student. High school degree or equivalent For your reference only
The eReview – Applicant Packet The Applicant Packet – Page 3 For your reference only “Local GPA 1” will be provided on Evaluation Form
The eReview – Applicant Packet The Applicant Packet – Pages 4 & 5 Wide variety of backgrounds. QE 1 Q1: Additional Scholastic Preparation
The eReview – Applicant Packet The Applicant Packet – Page 6 QE 1, QE 2, QE 3, QE 4 QE 1, QE 2, QE 3 QE1. Additional Scholastic Preparation QE2. Experiences QE3. Extracurricular Activities, Community Service, Leadership QE4. Academic Recognition or Honors QE 4
The eReview – Applicant Packet The Applicant Packet – Page 7 QE 5 QE5. Communication Skill/ Written Essay
The eReview – Applicant Packet The Applicant Packet – Page 8 QE 6 QE6. Letters of Reference
The eReview – Applicant Packet The Applicant Packet – Other Information Other information includes Special Challenges and Legacy. Please comment on any observations or concerns. These will be included at the end of the packet. You may see a special challenges statement (optional question) if there are any personal challenges - such as financial, health, family, or societal challenges - the applicant feels they had to overcome in the course of their education they believe the Admissions Committee should take into account in evaluating their application. If an applicant’s parent, grandparent, sibling, or spouse attend UB SoPPS, you will see this legacy information on their packet.
The eReview - Tips Please be sure to do all of the “Do’s” and don’t do any of the “Don’ts.” The tips below may assist you with your application review. Overview • Do’s: • Use a secure computer • Shred ALL printed documents • Provide comments • Consider special challenges and legacy information when available • Don’ts: • Be afraid to give an applicant a negative review • Comment on information already included on application (“has a PCAT of 300”) • Review a student you know • Discuss candidates with anyone besides admissions staff and other eReviewers • Use the qualitative points to assess aspects of academic profile and/or college(s) attended • Tips: • View packet and evaluation form at the same time (split screen) or print the evaluation form to complete by hand first by selecting “View as Printer Friendly PDF” • Use “Ctrl F” to help find specific words in the applicant packet (e.g., “research”) • Compare your submitted evaluations to be sure you give consistent ratings • Communicate with other eReviewers via the listserv: firstname.lastname@example.org eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The eReview - Tips Split Screen Example: “Right Click” on your Taskbar Choose “Tile Windows Horizontally” or “Tile Windows Vertically”
interview The Interview
The Interview - Purpose Our on-site interview is the final determinant in selecting candidates for the program and significantly influences the applicant’s decision to choose UB. Why Interview? Given the nature of the profession and competitiveness for admission, it is essential that we take additional criteria into account when making admissions decisions. Candidates selected for interviews are of the highest caliber and are receiving multiple offers from other stellar institutions. On-site interviews are a recruitment method and a way to further develop and maintain their interest in our school. Applicants should be able to interview school or college representatives about the suitability of their program for their particular needs and determine if we are a good fit for them. Interviews are required in accordance with the American Council for Pharmaceutical Education (ACPE) Guidelines 17.2 and 17.3, adopted January 2006. Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The Interview - Purpose Our informative half-day interview format focuses upon us getting to know candidates and upon candidates getting to know UB SoPPS. • Interview Schedule: EA Interview: • Early Assurance (EA) interviewees are UB EA candidates • ~60 candidates • Saturday, 1/21/12 from 9:00am-1:00pm • PharmCAS Interviews: • Regular interviewees are PharmCAS applicants who are recommended by eReviewers • ~40 candidates per session • Friday’s (as needed) from 1:30pm-4:00pm: 11/11, 1/13, 1/27, 2/3, 2/10, 2/17, 2/24, 3/2, 3/9, 3/23, 3/30 • Agenda • Welcome presentation, writing sample, campus tour, interview, group activity, social • We will be holding Skype interviews throughout the year for select candidates. Faculty may be asked to participate. These will last no more than one hour. Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The Interview – Purpose: Selection As an interviewer, your task is to assess non-cognitive or non-academic characteristics, including oral and written communication skills, professional awareness, commitment to patient care, and motivation for pursuing a career in pharmacy. • You will gather information about the following domains through specific behavioral interview questions, reviewing their experience, reading their writing sample, and assessing their oral and non-verbal communication. • Personality/Oral Communication Skills • Motivation/Professional Awareness • Empathy/Altruism • Character/Integrity • Analytical Thinking/Opinion Forming • Intellectual Curiosity/Diversity of Interests • Written Communication Skills • Interview Demeanor Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips NOTE: Scholastic achievement, aptitude, personal qualifications, leadership skills and experience have already been judged from the college record, grade point average, the PCAT, letters of reference, and the supplemental application by the e-reviewers.
The purpose of the interview is to identify and recruit the highest quality applicants to become future UB SoPPS alumni. Here are characteristics of the students we accepted last cycle: The Interview – Purpose: Selection 2010 Profile of Incoming UB SoPPS Students * Interviewed: 250 Accepted: 125 Middle 50th Percentile Science & Math GPA (Biology, Chemistry, Physics, Math): 3.5 - 3.9 Middle 50th Percentile of Sum PCAT Percentile Score (excluding composite): 354 - 417 In-State: 77% Out-of-State: 17% Foreign Citizen: 6% Females: 58% Males: 42% 2 years or less of college: 53% Bachelor’s or higher: 40% Average Age: 21 Number of States Represented: 11 Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips *Refer to the following website for 2011 Profile of Incoming UB SoPPS Students: http://pharmacy.buffalo.edu/pages/98/PharmD-Admissions.html
The Interview – Purpose: Recruit In addition to selecting candidates, your task is to help recruit the highest quality students. For many, you may be the first UB representative they meet. Keep in mind that while we are selecting successful applicants, they are also selecting us. Be sure to brag about the distinctive characteristics of UB and Buffalo. • Why UB? • Only pharmacy school in the SUNY system • One of the most affordable schools of pharmacy in the country • Rated as the top program in the northeast and one of the top in the country • Second most productive researchprogram in the nation • Renowned faculty including Distinguished Teaching Professors and faculty members who are recipients of the Chancellor's Awards for Excellence • Ability to take the NAPLEX exam and Pharmacy Law Review Series at UB • 97% successfully complete the NAPLEX on the first attempt and often score higher than others in our state or in the country • Close-knit community of students and faculty with the resources and facilities of a large research university • Variety of professional development, social organizations • Amherst has continually been rated by a national magazine as the safest community in the US with a population of 100,000 or more • Buffalo is a 30-min. drive from Niagara Falls, a 90-min. drive from Toronto, ON and a 50-min. flight from NYC and Washington, DC • Residents also enjoy a variety of affordable housing options Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The Interview – Instruction: Prepare Our email, print, and web communications offer clear information and details as well as a helpful interview tips and resources page for our candidates – so they should be prepared to meet you. Please review our websites – so that you are prepared to meet them. • Preparing for the Interview: • Review Admissions website pages: www.pharmacy.buffalo.edu/admissions • Review the candidate’s packet: • Candidates will be pre-assigned • Access the candidate’s information on the applicant evaluation website. Printouts will also be distributed at the session. • Do not interview a student you know or whose family you know • Alert Admissions Staff a.s.a.p. if you cannot attend an interview session • Review the questions: • Become familiar with all of the questions • Ask one or two questions from each domain • Alternate or split the questions if you have a partner • Please do not deviate from the questions • Manage the pace of your interview – limit to no more than 45 minutes • Avoid interrupting the student unless you need to move on Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The Interview – Instruction: Prepare You will be conducting a structured behavioral interview. You will be provided with a list of questions to ask the candidate. Please do not deviate from these. • Meet the Applicant: • Welcome the applicant and give an overview of the interview including a timeline • Explain there are no right or wrong answers • Explain to the applicant that you may be taking notes throughout the interview • Expect to interview 4 candidates per session • Interviews will be conducted using a 2:1 interviewer to interviewee ratio (1:1 in some cases). • Manage the Interview Together: • Set the tone and establish a friendly yet professional environment • Avoid interrupting the student unless you need to move on (“Due to our time constraints, I am going to stop you so we can move on to the next question.”) • Use only the questions provided to you. However, you may encourage elaboration by asking questions if the applicant’s answer is incomplete (“Tell me more…”) • Conclude the Interview: • Allow applicants to ask questions • Provide the best information you can - if you don’t know, either direct them to the appropriate person or department at UB or ask us to follow-up with the student • If an applicant asks about his/her chances for admission, be noncommittal without being discouraging • The candidate will be provided with an agenda, which includes their next stop. Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The Interview – Instruction: Format You will be conducting a “behavioral interview” as opposed to a “traditional interview”: “Describe a conflict you had with a coworker and how you handled the situation.” vs. “What are your strengths and weaknesses?" or "What are your major challenges and problems?” • Behavioral Interviewing: • More effective method of interviewing • Discovers how the interviewee acted in specific situations • Asks how they did behave to predict future behavior instead of asking how they would behave (past behavior predicts future behavior) • Includes open-ended questions • Critical Behavior Interviewing Goals: • Match a candidate’s previously demonstrated behaviors to behaviors determined to be critical for success in the program. • Eliminate misunderstandings about candidate’s background • Achieve an objective measurement • Move beyond an understanding of achievements to an understanding of “how” and “why” the goals were achieved. • Critical behavior interviews should: • Have an agenda • Obtain information that assists in making a fact-based decision • Give the candidate the opportunity to demonstrate his or her interests and skills Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The Interview – Instruction: Format You will be conducting a “behavioral interview” as opposed to a “traditional interview”: “Describe a conflict you had with a coworker and how you handled the situation.” vs. “What are your strengths and weaknesses?" or "What are your major challenges and problems?” • STAR Technique: • S: Listen for a Situation or • T: Listen for a Task • A: Listen for an Action that was taken • R: Listen for the Results of the action • Example of a STAR response: • S: “I worked as a Pharmacy Tech at Eckerd.” • T: “I noticed that a prescription dose was unusually high.” • A: “I asked the nurse to double check with the physician and the nurse responded that she is positive about the order. I persuaded the nurse to have the doctor contact her. Within the hour, the physician called and stated that the nurse had misread the order and verified that the correct dose is four times less than originally prescribed.” • R: “My alertness saved the patient from a potential overdose and severe consequences.” Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The Interview – Instruction: Format You will be conducting a “structured interview” (or standardized interview) as opposed to an “unstructured interview.” You will be provided with a standard list of questions to ask the candidate. You should try not to deviate from these. • Structured Interviewing: • Evaluates similar competencies in each meeting, which controls reliability • Makes the interview the same for everyone - ensuring equal opportunity • Controls the flow of the interview • Includes pre-written questions, reducing nervousness for the interviewers • You may ask additional Probing Questionsas necessary: • “I get the sense that pharmacy is really your second choice for a career. Can you help me understand if I am correct or not and alleviate some of my concerns about your ability to commit to the profession?” • “Tell me more…” • “What happened next?” • “Give me an example.” • “So what did you do?” Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The Interview – Instruction: Questions The following questions address our assessment areas. Use only the following sequence of questions so all applicants are treated equally. Questions will also be distributed at the interview session.
The Interview – Instruction: Questions The following questions address our assessment areas. Use only the following sequence of questions so all applicants are treated equally. Questions will also be distributed at the interview session. After the interview, you will complete the Interview Assessment Form. If there are two interviewers, both interviewers should share notes and discuss the candidate in order to reach consensus on the scores and decision.
The Interview – Instruction: Questions You must adhere to the interview questions provided. However, such questions may be asked out of habit. Please avoid these questions: • Age • Illegal: How old are you? What is your birth date? • Legal: Are you over the age of 18? • Affiliations • Illegal: What clubs or social organizations do you belong to? • Legal: What professional groups or other organizations do you belong to that are relevant? • Arrest Record • Illegal: Have you ever been arrested? • Legal: Have you ever been convicted of (a crime related to the performance of the position)? • Birthplace/National Origin/Citizenship • Illegal: Are you a U.S. citizen? Where were your parents born? What is your native tongue? • Legal:(only if this ability is relevant): Are you authorized to work in the U.S.? What languages do you speak fluently? • Disabilities • Illegal: Do you have any disabilities? How is your family’s health? • Legal: (only after the interviewer has thoroughly described the job): Are you able to perform the essential functions of the job? • Marital/Family Status • Illegal: What’s your marital status? Do you plan to have a family? • Legal:(only if asked of all applicants): Would you be willing to travel or relocate? Would you be willing to work overtime as necessary? • Military • Illegal: If you’ve been in the military, were you honorably discharged? • Legal: In what branch of the Armed Forces did you serve? Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
The Interview – Instruction: Form After the interview, you will complete the Interview Assessment Form. If there are two interviewers, both interviewers should share notes and discuss the candidate in order to reach consensus on the scores and decision. Once you complete the evaluation, return all forms to the Admissions Staff. • Check the “Pass Interview” box if you feel the applicant is stellar - explain why. These students will likely be offered admission. • Example Comment: She is a great candidate with confidence and excellent communication skills. She is a well-rounded individual with a strong passion to become a pharmacist. In our opinion, she seems to be a goal-oriented, hard-working student. Her essay is clear and concise with no errors. We are impressed with this candidate and recommend her without reservation. • Check the “Pass with Qualification” box if you think the applicant is mediocre - explain why. Specify if you think the applicant should be immediately considered for admission or not by suggesting “Admission” or “Wait List” in the required explanation and comments area. • Example Comment: She is somewhat reserved and her responses were rather short and not very detailed. She has a limited knowledge of pharmacy - some pharmacy experience would be helpful.I would characterize her as an average student. Recommend Wait List. • Check the “Fail Interview” box if you think the Admissions Committee should not consider this candidate - explain why. These students will likely be denied admission. • Example Comment: She has fairly weak verbal communication skills and seems to know very little about pharmacy. Her commitment to the profession is highly uncertain and pharmacy is apparently a "refuge“ profession for her. We would not recommend this candidate. Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips Always fill in the Explanation and General Comments section. Your comments are very important to their final admission decision. Each evaluator may supply a comment or one may write a shared comment, however, both should strive for a unanimous recommendation.
The Interview – Tips Please be sure to do all of the “Do’s” and don’t do any of the “Don’ts.” The tips below may assist you with your interview. Here are a few friendly reminders: • Do’s • Ask only the questions from the list for consistency • Take brief notes to stay focused and to refer to later • Maintain a professional posture and demeanor • Thank the candidate for their interest in UB • Maintain good eye contact • Be empathetic and sincere • Smile: Smiling will help you and the applicant relax and help establish a rapport • Use critical listening skills and focus on verbal and non-verbal cues • Use compliments: “You must be proud of ….” • Use silence to give the applicant the opportunity to think and form a response • Dress professionally • Don'ts • Ask illegal questions (described earlier in this presentation) • Make up your own questions • Lean back in your chair or cross your arms – be conscious of your non-verbal cues • Be stern or try to intimidate the candidate • Ask the student once he has completed his answer “Is that all?” • Form judgments too early • Make statements like “I’ll see you in pharmacy school” • Ask “Tell me about yourself” • Talk about yourself – unless it is a selling point for the UB and SoPPS • Tips • Avoid biases: Don’t overweigh first impressions or over-generalize. This relates to the observation that candidates who are more professional or articulate than other candidates get rated higher in attributes such as leadership, decisiveness, and interpersonal skills. Overview eReview Purpose eReview Instruction eReview Tips Interview Purpose Interview Instruction Interview Tips
Conclusion CONGRATULATIONS! You are now a certified or re-certified SoPPS eReviewer and interviewer • Thank You Again! • The UB SoPPS Office of Admissions and Advisement greatly appreciates your participation in our Admissions Interview Process. Please feel free to contact us at any time with suggestions or questions. • Jennifer Hess, Assistant Dean/Director of Admissions email@example.com or 645-2858 • Cynthia Acara, Staff Assistant firstname.lastname@example.org or 645-2123 • Christine Stumm, Assistant Director of Admissions email@example.com or 645-2776 • General: firstname.lastname@example.org or 645-2825 (Option#2) http://www.pharmacy.buffalo.edu/admissions