Appendix IV

Sample Letter and Materials to Solicit Interviewers

SAMPLE LETTER 1

DATE

Faculty

Community

Alumni

Students

Dear Friends and Colleagues:

The SCHOOL /FACULTY NAME at NAME OF UNIVERSITY is again preparing for the selection process of students entering the PROGRAM NAME in DATE. As you know, the admission process at NAME OF UNIVERSITY requires a substantial time commitment from a large number of individuals. In order for this process to work, your participation, whether you are a faculty member, a member of our community, an alumnus, or a current student, is essential to the successful completion of this important task.

We recognize that the process for admissions at NAME OF UNIVERSITY is time intensive; however, we remain convinced that it is directly as a result of this process that we are able to select those candidates who will be of the highest caliber of health care professionals in the future.

For those of you who are members of the Faculty, please permit me to remind you that your participation in the selection of our students to our undergraduate health sciences programs is a major responsibility for us all. I especially appeal to those who have not been involved in this process in the past few years to make a special effort to take part this year. To those of you who are members of the NAME OF UNIVERSITY community and the broader CITY NAME community as a whole, I trust you will see this as an opportunity to take part in determining the types of individuals who will be the future health care professionals of our CITY / REGION / STATE / TERRITORY.

Thank you for considering this request. I do hope you will find it possible to assist us in our admissions process.

With best wishes.

Sincerely,

Dr. J. Smith , MD, Ph.D.

Dean and Vice-President

Undergraduate XXX Program

School of XXX

XXX University

SAMPLE LETTER 2

DATE

Dear Faculty, Member of the Community, Resident or Student:

On behalf of the SCHOOL /FACULTY NAME at NAME OF UNIVERSITY, I would like to request your participation in the selection of students for the class starting YEAR.

You may be aware that there are a variety of activities involved in the admissions process. The enclosed letter from the Dean of XXX, Dr. John Smith, recognizes the importance of your involvement.

Also enclosed, you will find Interviewer Participation Guidelines which explain the opportunities available for you to participate in one or more aspects of the admission process. Assessment of the various interview processes requires a commitment of approximately X hours during each day.

It is essential that you attend a training workshop for each activity you have selected. Even if you have previously participated, attendance at the two-hour training workshop is mandatory. We must be able to assure our applicants that they have received equal opportunity in the selection process, and that all the interviewers have been appropriately instructed in the latest changes made to the process. Please record the dates and times of the training workshops in your diary so that last minute conflicts and cancellations are avoided.

Keep in mind when you are volunteering to participate that conflicts of interest must be avoided. Therefore, if a member of your family or someone you know very well is applying to Medicine at NAME OF UNIVERSITY, we would ask you not to volunteer as an MMI interviewer.

Please return the completed Interviewer Participation Form by DATE whether or not you are able to participate. You will receive further correspondence to confirm your assigned activity and training workshop details closer to the date of your training workshop.

Last minute cancellations and changes make this process very complex. We ask for your understanding and help in making the process run as fairly and as smoothly as possible.

Thank you for you interest and support.

Dr. Jones, MD, M.Ed.

Chair, Admissions Committee

Undergraduate XXX Program

School of XXX

NAME OF UNIVERSITY

INTERVIEWER PARTICIPATION GUIDELINES

NAME OF UNIVERSITY UNDERGRADUATE XXX PROGRAM

Enclosed is an Interviewer Participation Form. The SCHOOL /FACULTY NAME at NAME OF UNIVERSITY is requesting your participation in the admission process for the PROGRAM NAME . This form is distributed to all faculty members, community representatives, MD students and residents.

TRAINING WORKSHOPS

Training workshops are held for each activity in the admissions cycle. The training workshops provide instruction to the interviewer, presents current program information as well as changes in the admission process. Therefore, attendance at the workshop is required. When filling out the interviewer participation form, please refer to your personal calendar for your selection to avoid conflicting commitments.

INTERVIEW PROCEDURES

Assessment of the applicants’ personal qualities is the second stage in the admission process. A faculty, student or community member will assess each interview station. A training workshop will be held approximately ONE (1) week before the interviews. This year, the interviews will be conducted on DATE(S). The time commitment for assessing the interviews is approximately X hours. Attendance at the two-hour workshop is mandatory.

Please Note:

If you have indicated your willingness to participate in more than one activity, you may be assigned to the area where you would be most needed. Confirmation of your assigned activity along with the location for training, will be sent to you closer to the date of the training workshop. If you have any questions regarding this form, contact the MD Admissions office at (XXX) XXX-XXXX.


SCHOOL /FACULTY NAME AT

NAME OF UNIVERSITY

INTERVIEWER PARTICIPATION FORM YEAR/YEAR

PERSONAL INFORMATION

Please Print

Dr / Mr / Ms
First Name
Last Name
Street Address
City / Postal Code
Campus Address
Business Telephone
Home Telephone
Fax:
E-mail Address:
Category:
Faculty member, department:
Other Faculty member, department:
Resident, department:
Student level:
Community member, occupation:
Previous Participation
Number of Years:

Yes, I would like to participate in the Admissions Cycle

(Please complete reverse side of form)

No, I am not able to participate this year

Please contact me next year: Yes / No (circle one)

TRAINING SCHEDULE

Please select only the activities in which you are willing to participate. If more than one activity is circled, you may be asked to participate in all activities selected or for the activity where you are most needed.

INTERVIEW DAYS:

ProFitHR-ADMISSIONS Interview
Please indicate the date(s) you are willing to interview AND the date you will attend training (annual attendance at a training session is mandatory for all interviewers) / Weekend #1 DATE, TIME
DATE, TIME
Weekend #2 DATE, TIME
DATE, TIME
*******************************************************
Training Workshops (please circle which workshop you will attend)
DATE, TIME OR DATE, TIME
Room TBA Room TBA
Confirmation of your participation as an MMI interviewer with location of the training session will be forwarded to the address listed on the front of this sheet / A
B
C
D

Please note: If you are interviewing on more than one day, you only need to attend one training session.

Please Return Completed Forms by DATE to:

XXX Admissions

ADDRESS