Interviewing at the ASHP Midyear Clinical Meeting

What do I need to do before midyear to begin the application process?

• Register for the December ASHP Midyear Clinical Meeting and the Personnel Placement Service
• Applicants are encouraged to attend the FELLOWSHIP INFORMATION DAY (FID) on NOVEMBER 11, 2011 - 3:30PM-8:00PM (registration starts @ 2:30 PM).
• Read about the various fellowship programs currently offered, as well as learn about the partner companies. (Application materials can be electronically submitted beginning November 15, 2011)
• Prepare or update your curriculum vitae (CV) and bring at least 50 copies to Midyear
• Practice basic interviewing skills
• Identify three individuals who are familiar with you academically or professionally to write your letters of recommendation

How can I best prepare for the Midyear interview process?

Take a few minutes to review the video created by our fellows at the 2009 Midyear Clinical Meeting about preparing for the interview process.

How do I stay one-step ahead of the game (e.g., getting recommendations before going to Midyear, registering for PPS)?

Candidates can get a head start on the interviewing process prior to the ASHP Midyear meeting by attending the Rutgers Fellowship Information Day which is held at the Ernest Mario School of Pharmacy in November. This event will fulfill the video viewing requirement that typically takes place at the Midyear Meeting. Attendance at this event will also help candidates gain additional information about the fellowship. Generally, formal letters of recommendation are not required at the Midyear Meeting. These letters will typically be part of formal application materials that you will submit after you identify programs you wish to pursue. It is a good idea to contact at least three individuals before Midyear to ask if they would serve as a reference, so that you can supply the names of your references if asked. In addition to the above mentioned activities, you should make travel arrangements well in advance of the Midyear Meeting. You should also prepare your curriculum vitae (CV) and begin identifying programs that meet your interests. The majority of the application procedures will actually take place after you return home from Midyear. Electronic submission of the application materials through the Applicant Portal is strongly preferred and will expedite and facilitate the review and consideration of your application.

Are there airline discounts for meeting attendees?

A variety of discount airfares is available. Please check the ASHP Midyear Clinical Meeting website for additional information.

Where should I stay?

ASHP provides a comprehensive listing of convenient hotels that are located near the Convention Center.
Please check the ASHP Midyear Clinical Meeting website for further information regarding housing options.

What do I need to bring to Midyear?

You should bring the following items with you to Midyear:

• At least 50 copies of your curriculum vitae (CV) outlining your education, clerkships, professional experience and any other affiliations/awards that may be pertinent
• Useful supplies such as black pens, paper clips, a daily planner to keep track of interviews, and a professional folder/portfolio to hold CVs
• Formal business attire for interviewing

What do I do after I check in at the ASHP Midyear Registration and Personnel Placement Service at the Midyear Clinical Meeting?

Proceed to the PPS meeting space and follow the signs to the Ernest Mario School of Pharmacy- Pharmaceutical Industry Fellowship Program and Faculty/Residency Recruiting - Interview Suite. Keep in mind that the Rutgers Interview Suite operating hours are different from PPS operating hours.

Rutgers Interview Suite-Hours of Operation:
Saturday, December 3 -- Noon to 5:00 p.m.
Sunday, December 4 through Tuesday, December 6 -- 8:00 a.m. to 5:00 p.m.

Step 1. If you did not attend Fellowship Information Day on November 11, 2011, you must sign up to watch the Rutgers Fellowship Program Video. Candidates that attended FID should bypass this Step and proceed directly to the Interview Sign-up Table.

• During this time, you will receive an informational packet containing current fellowship brochures from all of the participating pharmaceutical companies
• Representatives from one-year and two-year fellowship programs will be available in the video showing space to answer your questions and address your concerns

Step 2. After watching the video and reading over the company brochures, fill out a Candidate Information Form (CIF) indicating the fellowship programs which interest you.

• Return the CIF and a copy of your CV to the Rutgers Fellowship Program Interview Sign-up Table and sign up for initial interviews with the companies which interest you
• Candidates may be invited for multiple interviews with each company. Each interviewer may request a copy of your CV.
• It may also help candidates to bring examples of papers they have written or research work that they have completed

Step 3. Check in for interviews at the Rutgers Fellowship Program Check-in Table and you will be escorted to your interview.

How do I set up interviews for the Rutgers Fellowships at Midyear?

Setting up interviews for the Rutgers Fellowships at Midyear is actually very simple. Just come by the Rutgers Interview Suite as early as noon on Saturday and sign-up to view our Program video which details the available programs. Once you view this video, you can return to the Rutgers Suite and can set up interviews with the program(s) which best fit your interests and expectations. Some companies will be interviewing as early as 2:00 p.m. on Saturday. Please come to the Rutgers Suite to schedule an appointment. Note: No interviews will be scheduled before 12:00pm Saturday.

Is it true that the more you interview at Midyear, the better your chances of getting a fellowship?

While more interviews can open more doors for opportunities, interviewing without a focus of what your main interests are can be frowned upon. Instead, take time to get a better understanding and idea of your desired characteristics in a job before you sign up for an entire list of interviews.

When should I get to Midyear to be prepared for the meeting?

Many students prefer to arrive the Friday prior to the Midyear Clinical Meeting. This allows prospective applicants to be ready for the first day of interviewing which takes place on Saturday. Utilization of the entire PPS interview period (Saturday through Wednesday) is optimal in terms of interview scheduling flexibility and participation in follow-up interviews.

How soon do I need to submit my application materials?

Candidates should submit application materials immediately after the Midyear Meeting to enhance their opportunities for being selected for a fellowship. The application materials include the Program Interest Form, Letter of Interest, CV, and three letters of recommendation.

• Complete the online Program Interest Form, selecting the fellowship programs based on your interests and experiences at Midyear.
• Immediately upon returning from Midyear, write and electronically submit your Letter of Interest stating the fellowship programs you would like to apply to. There is no limit to the number of programs you may express interest in, however, try to be sincere about your interests. Generally, companies do not pursue candidates who have not expressed an interest in them.
• Obtain three general letters of recommendation from professional or academic sources. Since you are applying to the Rutgers Pharmaceutical Industry Fellowship Program, there should not be a letter for each company in which you have an interest, just three letters of recommendation suitable for any pharmaceutical industry fellowship program.
• The letters of recommendation should be submitted electronically by the person who writes them through the online Applicant Portal.
• Electronic submission of the application materials through the Applicant Portal is strongly preferred and is a distinct advantage when distributing your application materials to those companies with mutual interest.
• Required paperwork includes:
• Online Program Interest Form (CIF) - available on-line Nov. 15-Jan. 1
• Letter of Interest
• Updated CV
• Three letters of recommendation
• Address all application materials to Dr. Joseph A. Barone (electronic submissions are strongly preferred):

Joseph A. Barone, Pharm.D., FCCP
Ernest Mario School of Pharmacy
Rutgers, The State University of New Jersey
Department of Pharmacy Practice and Administration
Institute for Pharmaceutical Industry Fellowships
160 Frelinghuysen Road
Piscataway, NJ 08854-8020

Applicant Portal

• Most interviews are scheduled in January and February, so you should make sure your application materials are completed as soon as possible. Companies interested in your candidacy will contact you to schedule an on-site interview.

How many letters of intent and recommendations do I need?

Regardless of the number of fellowship programs you wish to be considered for, you need only submit three letters of recommendation and one letter of interest outlining your intention to pursue specific programs. These letters are held collectively by the university and are used together by the companies to determine which ones have expressed an interest in you and would like to invite you for an on-site interview. We have included a form to request for a Letter of Recommendation (Letter of Recommendation Request Form)

After Midyear, should I contact prospective employers or will they contact me?

Be sure to correspond with those companies in which you have expressed interest. It can be helpful to send appropriate thank you letters citing specifics from your interview experience and an indication of your level of interest in pursuing the company's fellowship. You should send a thank you letter to each of your interviewers. Participating companies that have expressed interest in you will contact you once you have emailed your letter of intent and three letters of recommendation to the fellowship program director, Dr. Joseph A. Barone.

When will I find out whether I have been accepted into the fellowship program? Before or after the ASHP Residency Match?

The Rutgers Fellowship selection process is conducted independently from the ASHP Residency Match. Offers from the participating companies are often made prior to the results of the Match.

What are the criteria for successfully completing the program and receiving a Certificate of Completion?

A Fellow must complete the entire 12 or 24 months, respectively of their program in order to earn a Certificate of Completion. On an exception basis, if a Fellow wishes to pursue full-time employment before they have fulfilled their original twelve or twenty-four month commitment, they can request that the University convert them to noncompensated Fellow status. Requests will be considered on a case-by-case basis, but all three key stakeholder groups (the Fellow, the company, and Rutgers) must be in complete agreement for an exception to be granted. In no case will noncompensated Fellow status be considered before April 1 (for two-year fellows) or May 15 (for one-year fellows) of the scheduled year of the completion. Preservation of program integrity will be the primary determining factor in considering the request. Other factors will include:

1. The completion of all other program requirements including individual goals and objectives
2. The extent of the time unfulfilled
3. Volunteerism for Rutgers activities during the year, and
4. The satisfaction of all three stakeholder groups.

In order to earn a Certificate of Completion, Fellows whose request to convert to noncompensated status is granted must fulfill all outstanding obligations to Rutgers and to their host company, including but not limited to attendance at all remaining Professional Development Days, completion of their Rutgers component (project/paper/requirement), and fulfillment of any teaching commitments.

Will I be eligible for a Student Loan Deferment during the fellowship?

Because you are participating in a Graduate Fellowship Program, you will likely qualify for student loan deferment. A deferment means you may postpone making payments on your loan under certain specific conditions. The federal government pays the interest charged on Direct Stafford/Ford Loans (Direct Subsidized Loans) and Direct Subsidized Consolidation Loans during a deferment period. However, you are responsible for the interest charged on all other Direct Loans during a deferment period. You may either pay the interest as it accrues or allow it to accumulate and be capitalized when the deferment period ends.

You have a 6-month grace period until your loan repayment begins. If you graduated in June, your loan repayment will not begin until December. Please note that a request for deferment will not be granted until the grace period is about to expire. Your request for deferment should be submitted the month before your grace period is about to expire. For example, if you graduated in June, your grace period will end in December, and you should submit your deferment paperwork in November.