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Postdoctoral Selection Standards - Programs

 

APPIC Postdoctoral Selection Standards and Common Hold Date (CHD):

February 24, 2025     

For Postdoctoral Programs
 

Standards Prior to the CHD Standards on the CHD Communication Templates  
Making Offers Important Considerations Communication Templates for Programs       
Held Offers Acting on Previously Held Offers Communication Templates for Applicants  
After an Offer has Been  Accepted              Making Offers    
Program Re-Issuance of Offers Acknowledging Receipt of Offers
Recommendations for Postdoc Training Directors
 
Official Confirmation of Positions Accepting Offers  Recommendations for Internship Training Directors  
  Holding Offers    
  Declining Offers and Program Re-Issuance     

                          
Core Principles 

  1. The Selection Standards help ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in creating and maintaining an effective system.   
  2. Effective training is maximized in a context in which there is a mutually beneficial arrangement between the program and the applicant and when both parties feel that the selection process was professional and ethical.    
  3. Programs need to respect the interests of applicants and not create a context in which applicants feel unduly pressured to accept offers.   
  4. Programs that agree to abide by the Standards in their public materials and in their UPPD listing(s) agree to adhere to all of the components listed in the Standards.  

The Standards cannot fully address all situations that may arise throughout the postdoctoral selection process. It is expected that applicants and programs will use sound professional and ethical judgment in circumstances that are not specifically addressed by the Standards below. The APPIC Postdoctoral Committee and APPIC Board are available for consultation. 

Although the Selection Standards are separated into pages specific to Applicants and Programs, we recommend that you also review the materials developed for Applicants to facilitate Standards utilization of the Standards.

 

Standards for Programs Prior to the CHD
 

Making Offers  

  1. Programs can make offers to their top-ranked applicant(s) upon completing interviews and ranking all applicants for a position. Programs are encouraged to consider a reasonable offer window within a few weeks of the CHD (See Recommendations for guidance and FAQs for further information). Note: Although the Standards intentionally do not explicitly set a date by which programs should make offers prior to the CHD, Training Directors are strongly encouraged to complete their interviews and applicant rankings by Monday, February 3, 2025 and to be prepared to initiate offers shortly thereafter. Programs are strongly recommended to refrain from shifting their interview schedules to be significantly earlier or making very early offers. Programs are encouraged to consult with the Postdoc Committee if they have questions about their timelines.
  2. Programs can only extend as many offers as they have available positions at any time. 
  3. Though programs may contact applicants by phone to initially extend an offer, a written offer sent via email should immediately follow, including a statement that the offer can be held until 10:00 AM EST on the CHD and a request that the applicant confirms receipt of the offer via email (see Template - Making offers).  

Held Offers 

  1. Offers made to applicants are considered binding until 10:00 AM EST on the CHD of 2/24/25.   
  2. If an applicant does not communicate their acceptance or declination by 10:00 AM EST on the CHD of 2/24/25, the program can rescind the offer via email and follow the processes outlined below, “Declining Offers & Program Re-Issuance of Offers" starting at 10:30 AM EST on the CHD. 

After an Offer has been Accepted 

  1. Once an offer has been accepted, the program should immediately notify applicants with whom they have interviewed that the position for which they applied has been filled. For a program that offers multiple positions in a track, applicant notification should occur once all positions in that track are filled.   
  2. Once an offer has been accepted, it is considered binding to the extent that it is a professional commitment for the applicant and program; barring extreme and rare circumstances, reneging on an offer would likely result in negative consequences for the applicant, the program, and other applicants. 

Program Re-Issuance of Offers 

Upon receiving an applicant’s declination, the program can immediately extend the offer for that position to its next-ranked applicant, who can accept, decline, or hold the offer until the CHD.  

Communication 

Programs may periodically check in with applicants who are holding offers to confirm intent to continue to hold or for updates on their decision-making process (see Templates – Program check-in), but should not: 
     - solicit ranking information from applicants, 
     - attempt to gauge the likelihood of an applicant accepting an offer prior to extending it,  
     - pressure an applicant to hasten their decision-making or accept an offer before the CHD.


Standards for Programs On the CHD (2/24/25)

 
Important Considerations on the CHD 

  1. Up to and on the CHD, programs can reach out to applicants who have not previously indicated they are withdrawing from consideration to confirm their continued interest (see Template – Checking in on applicant's continued interest), but as indicated above, they may not: 
         - solicit ranking information from applicants, 
         - attempt to gauge the likelihood of an applicant accepting an offer prior to extending it,
         - pressure an applicant to hasten their decision-making or accept an offer   
  2. Applicants who have not secured a position by the CHD need to ensure they are available to field and promptly acknowledge offers made on that date. Prior to the CHD, applicants should speak to their internship training directors about available flexibilities (e.g., rescheduling clinical care or taking professional leave) if needed on the CHD.  
  3. If an applicant who is holding an offer does not communicate their acceptance or declination by 10:00 AM EST on the CHD of 2/24/25, the program can rescind an offer via email communication (see Template – Rescinding an offer on CHD).  

Acting on Previously Held Offers on the CHD

  1. Applicants who have held an offer until the CHD must either accept or decline the offer no later than 10:00 AM EST on the CHD of 2/24/25.
    Note: It is strongly recommended that applicants not wait until 10:00 AM EST to respond but rather respond as soon as they are able to make a decision.  
  2. If they wish, programs can allow applicants to continue to hold the offer after 10:00 AM EST on the CHD for whatever period the program chooses. 

Making Offers on the CHD

  1. On the CHD, a thirty-minute Ranking Reset Period occurs between 10:00 AM EST (the CHD deadline) and 10:30 AM EST. Programs should not initiate new offers during this thirty-minute Ranking Reset Period. The Ranking Reset Period provides applicants who accepted a position on the morning of the CHD the opportunity to notify programs of their withdrawals and provides training directors time to adjust their rank lists to contain only those applicants who remain available. See FAQs for a more detailed explanation of why this reset period is important. 
  2. New offers can be made on the CHD starting at 10:30 AM EST and can be held for two hours (see Templates - Making an offer). Programs may also decide to allow the applicant to hold an offer for longer than two hours.  

Acknowledging Receipt of Offers on the CHD

Applicants should acknowledge receipt of offers by responding through email or phone on the CHD within 30 minutes of receiving the offer even if they choose to hold the offer (for two hours, or longer if the program allows). Failure to do so could result in the program rescinding the offer (see Templates - rescinding offers).  

Accepting Offers on the CHD

  1. Applicants can accept a program’s offer at any point on the CHD but must respond to the offer within the two-hour hold period (see Template - Accepting an offer). Applicants should immediately notify all programs for which they are still under consideration that they have accepted a position and are therefore withdrawing from further consideration. 
  2. Once an offer has been accepted, programs should immediately notify all applicants remaining on their rank lists that the position for which they applied has been filled. 
  3. Once an applicant has accepted an offer, it is considered binding to the extent that it is a professional commitment for the applicant and program; barring extreme and rare circumstances, reneging on an acceptance would likely result in negative consequences for the applicant, the program, and other applicants. 

Holding Offers on the CHD

  1. If applicants receive an offer on the CHD and the offer is not from their top-ranked program, the applicant can hold the offer for two hours. Applicants can hold only one offer at a time. Programs may choose to allow the applicant to hold the offer for longer than two hours. 
         - Applicants should promptly communicate (within 30 minutes) the intent to hold the offer to the program.  
         - Applicants should promptly withdraw from consideration from all other programs that are lower on their rank list than the offer being held
          (see Template – Withdrawing from consideration).
  2. Applicants may reach out to higher-ranked programs to ask about their standing or where the program is in the offer process.    

Declining Offers & Program Re-Issuance of Offers on and following the CHD

  1. An applicant can decline a program’s offer at any point after receiving it.   
  2. If an applicant declines a program's offer prior to 10 AM EST on the CHD, the program may immediately extend the offer for that position to its next-ranked applicant. In this circumstance, the new offer must be extended before 9:59 AM EST, prior to the start of the ranking reset period at 10 AM EST (see FAQs document for more details) 
  3. If an applicant declines a program’s offer during the Ranking Reset Period, the program must wait until 10:30 AM EST in order to initiate a new offer.  If an applicant declines a program’s offer following the ranking reset period (i.e., after 10:30 AM EST on the CHD), the program may immediately extend the offer for that position to its next-ranked applicant (see Template – Making an offer).  
  4. As offers are declined, programs may continue to extend offers for all remaining available positions.  Programs should allow applicants to hold offers made on the CHD for up to two hours (see Template – Making an offer). 

Official Confirmation of Positions 

Programs should email the applicant(s) who have accepted their offer(s) an official confirmation of their position within 48 hours (exclusive of weekends and federal holidays) of offer acceptance. 


Recommendations for Program Directors and Internship Training Directors 
 

  1. It is recommended that all postdoctoral training directors, applicants and internship training directors proactively review the recommendations below for all roles, as well as all email Templates (for Applicants and Programs), to maximize comprehensive understanding and successful navigation of the Postdoctoral Selection Standards and Common Hold Date (CHD).  
  2. The APPIC Postdoctoral Committee has developed resources that will help all interested parties successfully navigate the postdoctoral selection process (e.g., Selection PowerPoint, Webinars, FAQs, and Communication Templates for Applicants and Programs).  Please check back here (link) frequently to review these resources as they will be continually updated in advance of the upcoming selection season. They will also be shared through the APPIC listserv – Postdoc-News. 

Recommendations for Directors of Programs: 
 

  1. Establish an interview time frame that will allow you to make initial offers and allow the selection process to unfold in the few weeks prior to the CHD but not significantly earlier.  
  • The APPIC Postdoc Committee has reviewed feedback from program training directors requesting a more explicit timeline. Due to concern that incorporating a specific timeline in the Standards could result in fewer programs adopting them, timeline information is currently offered as a recommendation rather than an essential element of the Standards. Specifically, Training Directors are strongly encouraged to complete their interviews and applicant rankings by Monday, February 3, 2025 and to be prepared to initiate offers shortly thereafter. If you have specific questions about this timeline, please consult the APPIC Postdoc Committee.
  • It is strongly recommended that programs refrain from shifting their interview schedules significantly earlier or making very early offers.  By offering this recommendation, the APPIC Postdoc Committee hopes to help programs optimize outcomes and their selection experience while also maintaining the Selection Standards as intentionally broad and flexible to ensure that programs can meet local demands. In time, a broad goal for the Postdoc Committee is to alleviate the pressures and burden of recruitment season for training directors and interviewers who are engaged in selection at both the internship and postdoctoral levels by decreasing the overlap in internship and postdoctoral selection seasons.
  1. Be explicit in public materials (e.g., websites, UPPD) and throughout the interview process about your program’s intention (or not) to follow the Postdoctoral Selection Standards and Common Hold Date (CHD).
  2. Follow APPIC’s guidance on Virtual Interviews.

Recommendations for Internship Program Training Directors: 

  1. Mentor your interns on navigating the postdoctoral selection process, ensuring that your guidance is up-to-date, specific, and informed about the Selection Standards and CHD. Informing other intern supervisors or other program mentors about changes to the selection process is also advisable. 
  2. Work with your interns to ensure that they are available to participate in postdoctoral interviews and to manage offers (e.g., professional leave allowances if available, rescheduling clinical care), particularly on the CHD if needed (i.e., if the intern has not accepted an offer prior to the CHD).  Note that offers made on the CHD are to be acknowledged within 30 minutes of receipt and may require a response within 2 hours.  
     

Programs that exhaust their applicant pool

  1. Programs that exhaust their applicant list and who wish to continue to recruit for the position(s) should log into their UPPD listing and update the listing to indicate any unfilled positions. Programs may also want to update the “Application Instructions” text box to include information about how to apply, particularly if the program was initially using APPA CAS to accept applications.  Applicants who are still looking for postdoctoral positions can search the UPPD by selecting “Unfilled Positions” to identify positions that are still available.  The UPPD unfilled positions field should NOT be used for programs that still have viable applicants from their original process (e.g., an applicant is holding a program’s offer or the program still has applicants that have not withdrawn from consideration).
  2. Programs that have indicated they are following the Selection Standards are expected to continue to follow them for positions that are listed through the UPPD unfilled positions field.
     

For Questions or Consultation 

Questions about the APPIC Postdoctoral Selection Standards and CHD or APPIC recommendations regarding recruitment and selection should be directed to Wayne Siegel, Ph.D., ABPP, the APPIC Postdoctoral Committee Chair (siegel@appic.org or 612-756-8850), the APPIC Postdoctoral Committee, or the APPIC Board of Directors.