what to do and NOT do on the interview trailetiquette, advice, & insider tips from the other side of your application

Tuesday, October 15th

5:00-6:30PM63-105CHS

Presented by The SAOJason Bergschneider

Meredith Szumski

~With Special Guests

Wayne Hasby(Anesthesiology)

Chi Quach(Surgery)

Teresa Roth(Internal Medicine)

Session Overview

I. Interview Season Basics (Jason)II. Etiquette Expectations (Meredith)III. The Inside Scoop (Program Administrators)IV. Q &A

*At the end of the slides you’ll find tutorials and practice questions

Interview Season Basics: The Importance of the Interview

The interview provides useful information to the applicant about the personality of the residents and milieu if the institution.

It also…provides the program a valuable glimpse of the applicant's maturity, work ethic, and compatibility with the personality of their particular program.

Interview Season Basics: Offers, Rejections, and Waiting….Accepting Offers:You should accept offers quickly and graciously until you have reached a saturation point of at least 15. Once at 15, you can consider declining offers and/or canceling those scheduled for later in the interview season. Why 15? Because your rank list should be at least 10 programs long. You can only rank where you have interviewed.

How to cancel an interview:First, can you answer YES to these questions?1. Do you have more than 10 interviews scheduled?2. Is the interview you’d like to cancel more than 2 weeks away?3. Did you discuss why you don’t want to interview at that particular program with an advisor/mentor/the SAO?If you can answer “Yes” to all three then call the program, extend your thanks for the offer and your regret for canceling, and follow-up with an email to the program coordinator recapping the cancelation and thanking them once again for their time. Remember, your job is to preserve UCLA applicants’ reputation for the next class so be polite, timely, and gracious in all of your interactions.

Interview RejectionsThis is just a part of the process. Accept it and move on. However, if you are in a couples match situation, or it is one of your top choices, come in to the SAO to speak with Meredith or Jason to discuss. Regardless of the situation, do not contact the program to ask why you did not get an interview.

Interview Season Basics: Scheduling IssuesScheduling InterviewsWhen to schedule top choice interview(s)/interviewing early in the season vs. lateIt depends. There are advantages to both, however nearly everyone suggests scheduling your non-top choices first. In doing so, you can “practice” and feel more comfortable with the process.

How many interviews to schedule in 1 weekAgain, it depends. In general, each interview ends up being a 2-3 day commitment. When planning, you should allocate travel time, time for the pre-reception (usually held the night before), and time for the actual interview. If you are flying across country you should factor in time getting to the actual interview and how (public transportation vs. cab) and what happens if your flight gets delayed (frequent issue during the winter season).

Combining multiple interviews into one tripFor instance, “I got an interview at X program but haven’t heard from Y which is in the same city. Can I call Y to see if they’ll offer me one and if it can be at the same time?”Maybe. This isn’t unheard of but be aware that it’s likely to be viewed as a bit presumptuous on your part to make a call like this. Our advice? Give programs a chance to offer you the interview—the October 21st suggestion works here as well. If you hold multiple offers in the same city it may be fine to call programs to inquire about a date(s) that might allow for one trip-just be prepared for the answer to be no. Thank them profusely and make sure you don’t seem put out by having to make multiple trips.

Interview Season Basics: Types of InterviewsPanel-Chaired by Program Director-Includes Attendings, Residents, Fellows, and Staff-May include all applicants at once

Individual-One on one short meetings with members of Dept-Most will not have read your application/CV

Interview Season Basics: What NOT to Do on the Interview Trail:

– Argumentative with administrative personnel– Aggressive or overbearing behavior– Narrow interests– Strong prejudices– Condemnation of other specialties/programs– Sloppy appearance

Lack of Maturity, Work Ethic, & Compatibility??

Interview Season Basics: What you should Do on the Interview Trail

– Come prepared to talk about you and the program– Arrive on time– Smile and thank departmental coordinator for

arrangements

Etiquette ExpectationsPre-Interview Socials

Interview DayFollow-up Communication

Lack of Maturity, Work Ethic, & Compatibility??

Etiquette ExpectationsWhat to wear to pre-interview socials

OK– Slacks, skirt, or dress– Collared shirt, blouse,

or sweater set– Collared shirt (tie optional)– Blazer or sweater optional

NOT OK– Denim of any kind– Sneakers– Flip-flops– T-shirts or sweats– Shorts

Etiquette ExpectationsWhat to wear to the interview

OK– Black, navy or dark gray suit– White or light-colored shirt– Close-toed shoes– Neutral hosiery– Minimal jewelry, make-up

and perfume or cologne– Non-standard piercings – err

on the conservative side– Hair pulled away from face

NOT OK– Loud colors and designs– Too casual (no tie, no jacket)– Too revealing– Not weather appropriate

General Information & Tips [Attire]What to carry

OK– Briefcase style bag– Leather (or similar) portfolio

NOT OK– Purse only– Back pack– Anything with a logo

Meredith’s Southern Belle Rules of Thumb…

There is no such thing as too professional.

~Be remembered for literally anything

other than what you wore.~

Smile~

It really easy to spot the California applicants on the trail—bring a coat.

Etiquette ExpectationsSmall Talk Socializing

1. Be the first to say hello and introduce yourself2. Learn names3. Ask open-ended questions4. Stay focused. Maintain eye contact.5. Listen more than you talk6. Watch your body language-shoulders back and act

confident and comfortable!7. Accept a business card as a gift. Hold it in both hands

and take a moment to read what is written on it. 8. Before entering into a conversation that's already in

progress, observe and listen. 9. Have a few exit lines ready

Etiquette ExpectationsBe prepared to…• Order wine• Excuse yourself to the bathroom• Not want to/able to eat what’s on the menu• The obligatory kiss on the cheek (or both cheeks)• Manage jokes about LA and/or California• Know you way around place settings…

Pre-Interview Social

What NOT to do– Drinking before finishing the bite in one’s mouth – Putting food in or taking the silverware out with the inside curve of the

utensil instead of the outside curve (like the picture below)– Placing personal items on the table such as keys, cell phone, or purse– Touching your head or face while eating– Talking about your food preferences (likes or dislikes) during the meal– Leaning on the table with your various body parts, including arms, elbows,

or chest

Etiquette Expectations:Place settings 101

• The “b d” rule• Moving from the

outside in• Buttering and

Cutting• Napkin basics

Meredith’s Midwestern Rule of Thumb…

Take cues from most senior host on…

What to order ~

When to start eating~

Which utensils to use~

When it is ok to dip/share

Etiquette Expectations—show maturity in what you pack

Entertainment iPad/iPod headphonesIn case of emergency Hard copies of flight

info/confirmations Sewing kit Shoe shine kitEtiquette Savvy Thank You Notes Stamps Interview Journal

Etiquette Expectations—show maturity in what you bring to the interview

Academic Info Portfolio CV Pen & Paper Business cardsHygiene/Grooming Travel size hairbrush or comb Breath mints Chapstick Pain-killer of choice (Tylenol, Advil,

etc.) Anti-diarrheal/indigestion medication Travel size tissue pack Pocket mirror Tide to-go or Shout wipes Tampons Extra panty-hose Barrette or hair bandIn case of emergency Cell phone (sound off) and chargers SAO Phone # Power Bar or other snack

Thank You Notes

What to Do– Use simple and quality cardstock– Handwritten and mailed within 1 week of

interview– Personal and specific to program and addressed to

Program Director

Thank You Notes

What NOT to Do– Form letter/mass mailing– Emailed thank you notes

Communicating with Programs

• How much is too much?– Calling to confirm: acceptable– Calling every day to confirm: too much!

• Asking questions– Don’t be scared to ask– Make sure you’re prepared BEFORE asking

• Program coordinators are important!

The Inside Scoop

Interview Tips to Read and Practice at Home

Miller, L., Grossman, L. “Medical Student’s Guide to Successful Residency Matching.” (2008)

Interview Tips: Asking Intelligent Questions about the Training Program [Faculty]

1. What paths have most of your recent graduates taken following completion of their training?

2. What are you looking for in a candidate and how might I fit into your program?

3. Do you feel that the volume of patients seen on both the inpatient and outpatient services provide an appropriate load of each house officer?

4. Can you describe the structure of your continuity clinics and the extent to which residents are allowed to balance their other responsibilities to attend?

5. Are house officers encouraged/given funding to attend any continuing medical education courses or conferences during the academic year?

6. What changes in the program do you anticipate over the next 5 years?7. How would you describe the teaching program?8. What elective opportunities are available to house officers?

Interview Tips: Asking Intelligent Questions about the Training Program [Residents]

1. What made you select this program--would you choose this program again?

2. Are faculty/administrators receptive to your suggestions for improvements?

3. Do you have time to enjoy [the city] outside of work? What do you like to do for fun?

4. How would you describe the camaraderie among the residents in this program? Hospital in general?

5. What are your research interests--were you able to continue to pursue/present/publish during residency?

Interview Tips: Preparing intelligent Responses [Applicant]

1. What questions do you have for us about the program?2. What are you interests outside of medicine?3. What are your plans after residency training?4. Why have you chosen this particular specialty?5. What aspects of this program are attractive to you? Are there

any that concern you?6. What are your outside interests?7. In which direction do you see this specialty heading in the next

10 years and how can you contribute to the field?8. What would you do if you didn’t match?9. Do you prefer any geographic location and why?10. Tell me about yourself….

Interview Tips: Free-Text Response Examples of the Potentially Illegal Questions Asked During Residency Interviews and Survey Respondents’ Comments

Marital status• I was asked about my marital status at almost every interview. • I was asked about my marital status but not how it related to my specialty choice. • I found it unusual that every program asked me whether or not I was married. The question was often followed by a remark like: “Oh, I’m not supposed to ask that—it’s illegal.” But, it didn’t stop them. • EVERYONE asked about being married! It’s not an option in the Midwest.

Family planning• I was asked about having children during residency and lied and said we had no plans of having children.• I had a number of questions as to whether I would be having children in the near future/during residency. I am hesitant to say that the field of orthopedic surgery has entered the 21st century with regards to attitudes/concerns regarding employing women.• Someone asked me if I was pregnant.

Religion• I was asked repeatedly about my religion, mainly due to me being from a state with a particularly predominant religion. This bothered me to no end and was incredibly unprofessional in all instances. I believe this is one of many incredibly poor reflections on our profession.• I went to a school in Israel. They asked me if I was Jewish.

Age• Lots of very offensive “How do you expect an old fart like you to handle a residency?”• I had two interviews in which the question of whether my age would be a problem during my residency was asked.• Before I even had a chance to shake one of my interviewer’s hands, he told me that I was too young to be starting residency and that I should probably take a year off.

Sexual orientation• “Do you have a girlfriend?”… Answer: “No.”… “Do you like girls?”; “You do like girls.”… “What do you think of her?” pointing to the secretarial [assistant].• I have found it to be very difficult to be a gay medical student at my medical school and interviewing for residency was no easier. In fact, a couple programs made me feel that if I were to let them know my sexual orientation I would not be considered.