Frequently Asked Questions:
Internship Training Directors - Policy Issues
Updated September 22, 2024
POLICY ISSUES
- How long should agencies keep files of intern applicants?
- May internship sites require that internship applicants supply a photo along with an application?
- May internship sites take photographs of applicants who they personally interview?
- Is it permitted to ask applicants to submit video recordings of clients as work samples?
POLICY ISSUES
1. How long should agencies keep files of intern applicants?
A number of considerations are relevant:
- Some agencies and their larger institutions consider intern candidates as job applicants, and thus may have institutional policies about retention periods for applicant folders.
- Many agencies are subject to EEO Guidelines and local, state and federal regulations. Specifics vary by setting depending on state and federal affiliations and specific applicability of regulations.
- Accreditation self-studies, along with annual reports required of accredited programs, often ask internship Training Directors to describe certain characteristics of their applicant pool. Be sure you understand these requirements before destroying any materials in order to ensure that you preserve the information necessary for those reports.
Information that you should preserve indefinitely includes, but is not limited to, the Rank Order Lists that your program submits to National Matching Services (NMS), the Match results provided by NMS on Match Day, and all application materials submitted by the interns who matched to your site.
- Applicants (or their DCTs) who did not get matched to your site may contact you requesting feedback about their applications. If you choose to provide feedback in these situations, retaining application materials for some period of time after the conclusion of the Match (along with rating forms that may have been generated by a selection committee) can be helpful in that regard.
Ultimately, each agency needs to check their institutional guidelines and develop a policy based on the specific circumstances and preferences unique to their situation.
2. May internship sites require that internship applicants supply a photo along with an application?
No. This is not permitted by APPIC's Policy on AAPI Online Supplemental Materials.
3. May internship sites take photographs of applicants who they personally interview?
Historically, APPIC has discouraged programs from requiring any photograph at any time during the application and interviewing process, but has not prohibited the practice. Programs should seek legal opinions about whether such a practice is permitted based on institutional policies as well as laws applicable to their jurisdictions.
Using a “truth in advertising” approach, programs are encouraged to be transparent in their public materials (e.g., APPIC Directory Online and the program’s website/brochure) about the use of photographs taken during the not to apply. In these disclosures, programs are encouraged to be clear about their reasons for requesting photographs and their intended use (e.g., as a reminder of each applicant given the large numbers of individuals they will meet and interview). In addition, if photographs are requested, APPIC highlights the importance of non-discrimination and recommends that such photographs be requested of ALL applicants.
4. Is it permitted to ask applicants to submit video recordings of clients as work samples?
No. This is not permitted by APPIC's Policy on AAPI Online Supplemental Materials.