Step-by-Step Guide for Members

Please follow the steps below for instructions on the interview process.

Click the drop-down arrows to expand each section.
First Steps: Log onto the Portal and Stay Up-To-Date
Log onto the Penn Alumni Interview Program (PAIP) Portal
  • Visit https://ssc.apps.upenn.edu/.
  • Use your PennKey Username and Password to log on  
  • If you need assistance with your PennKey, please email us at intprog@exchange.upenn.edu with the following message (completing the all-caps sections in bold): 

    Hello, my name is FIRST/LAST NAME.  My date of birth is MM/DD/YYYY, and I graduated from Penn in GRAD YEAR.  I am a current interviewer attempting to log onto the Portal to manage my interview assignments.  Can you please send me instructions for resetting my password?  Thank you!


Sign the Data Confidentiality Agreement and indicate your interview availability

  • When you log onto the Portal for the first time each cycle (or after you change committees), you will see a pop-up box that asks you to read and accept the Data Confidentiality Agreement and enter the # of interviews you can conduct for each committee.
  • Review and accept the Data Confidentiality agreement
    • Check the box next to "I have read and accept the confidentiality agreement," and then click the Accept button.
      ‚ÄčNote: Interviewers are expected to hold all PAIP data in strict confidence. Violating the Data Confidentiality Agreement may result in immediate deactivation from the Interview Program
  • In the Current Cycle Interview Information box, please indicate the estimated number of interviews you will be able to conduct, during Early Decision and Regular Decision, for each of your committees.
    • For each committee, check the box to "Confirm interviews EDP and RDP."
      Note: Throughout the interview cycle, it is important to keep your availability up to date so Chairs can plan and assign interviews accordingly.
  • Click Save.

Confirm or update your contact information
  • Select the My Profile tab
  • Review all information to confirm accuracy—email addresses are especially important!
    Note: Unless the address type “Interviews only” is selected, any updates made in these fields may also change your contact information in the central university database. 
  • Click Submit

Review Reference Desk materials
The Portal Reference Desk is full of resources to assist you throughout the cycle. Familiarize yourself with the materials available here, and refer back regularly. 
  • Visit the Info & Updates tab of the Portal
  • Locate the Reference Desk (upper right-hand corner of page)

Review Eligibility Requirements and Principles of Good Practice
  • Within the Reference Desk, locate the Eligibility Requirements and Principles of Good Practice
  • Review to affirm your eligibility to conduct interviews this cycle
    Note: Alumni are expected to conduct all interviews in accordance with our Principles of Good Practice and to disclose any potential conflicts of interest. Violating the Eligibility Requirements or Principles of Good Practice may result in immediate deactivation from the Interview Program.

Confirm the number of interviews you are available to conduct
Before each interview cycle (and throughout the interview season), please reconfirm the estimated number of interviews you can conduct. This will allow Chairs to plan and assign accordingly.
  • Select the My Profile tab. 
  • Locate the Current Cycle Interview Information box.
  • Edit/confirm your availability to interview for for each committee as indicated in the "# Interviews" fields
    Note: For each committee, enter the number of interviews you can conduct for the Early Decision process and for the Regular Decision process. We generally ask interviewers to commit to 1-3 interviews during the Early Decision process (October-November), and 3-4 interviews during the Regular Decision process (December-February).  For each committee, check the box to "Confirm interviews EDP and RDP."
  • Click Save
    Note: If you have any additional schedule limitations, please contact your Chair directly.

Communicate with your Committee Chair
  • Select the Info & Updates tab
  • Look for the Committee Info box (lower right, beneath the Current Cycle Interview Information). Each Chair in your committee(s) will be listed here.
  • Click on each icon listed for corresponding Chair contact information:
    • Book: Complete contact profile (email, phone number, and address)
    • Envelope: Email address (this icon will open an email message to the Chair, using your preferred email system)
    • Phone: Phone number (if one has been provided)

Wait patiently!
  • Now that you're established in the Portal for the cycle, wait for your first interview assignment notification to come via email, or for further instruction from your committee leadership or Interview Program Staff.
  • If you have any questions throughout the process, contact your Committee Chair or the Interview Program staff directly.
Accept or Decline Interview Assignments

When you have been assigned an applicant, you will receive an email alert.  Please take the following action...

  • Log onto the Portal
  • Visit the Assignments‚Äč tab
  • Locate the Applicants Assigned to You (top of the page)
  • For each applicant listed here, we need you to do one of the following within a few days:
    • Click the green checkmark.  This tells us you are aware of the assignment, and you intend to contact the student.  After you click the green checkmark, the student will move down the page to the In Progress box, and then you will be able to view that student's email and phone info.
    • Click the red X.  This means you have not attempted to contact the applicant, and you will be unable to attempt this interview.  After you click the red X, we will remove the student from your queue, and we will try to find another alumnus to attempt this assignment.
Special Notes:
  • The green checkmark and red X are found on the left side of the screen, next to each applicant's name.
  • Please make every effort to Accept or Decline each interview assignment within three days of receiving the initial assignment email. This will allow your Chair to keep an accurate sense of the coverage needs for the entire committee.
  • If you know an applicant personally, or if it will not be possible for you to reach out to the student in the coming weeks, please click the red X to decline the assignment.
  • You can always contact your committee Chair to discuss the specifics of any particular applicant.
Contacting Applicants & Scheduling Interviews

Have you clicked the green checkmark?  The applicant's email and phone info are hidden until you have clicked the green checkmark.

  • After you have clicked the green checkmark, the student will move down to the In Progress box, and the icons below the student’s name will provide all of the contact info available for the student:
    • Book: Complete contact info (email, phone number, and address)
    • Envelope: Email address (this icon will open an email message to the applicant, using your preferred email system)
    • Phone: Phone number (if one was provided in the application)
Contact the applicant
  • Please initiate contact with the student right away, via email or phone.  Here are some Sample Email Templates you may use.  Work with the student to arrange a mutually agreeable date and time to meet, in an accessible/neutral location (or for a virtual interview via Skype/phone). Please see our Principles of Good Practice for additional information.
  • When reaching out, we ask that you attempt to contact the student three times over a period of 7-10 days.  Our recommended approach for outreach is: Email, email, call.

Record attempted contact with the student

  • Each time you contact the applicant, please record that contact attempt in the Portal. To do this, find the applicant in the In Progress box, then look to the far right of the page to click the blue link that says Record contact/attempts.  In the pop-up box, follow the on-screen prompts to record each contact attempt.  Click the Submit or Update button at the bottom of the box to save your work.
  • If the applicant does not respond to three phone/email outreach attempts over a period of two weeks, please record this fact in the Portal, click Submit or Update to save your work, and then click Move to Completed (see below).

If a student declines the interview, or if you are unable to reach the student after multiple email/phone attempts
  • Select the Assignments tab.
  • Find the student in the In Progress box.
  • To the far right of the student’s info, click on the blue link that says Record contact/attempts. In the pop-up box, follow the on-screen prompts to note information about a declined interview, or to note that a student did not respond to multiple contact attempts.  Please feel free to add any additional comments or information that may help the Admissions Office to understand your efforts and/or this student's response.  Remember that students will not be penalized in the admissions process based on communications challenges or schedule conflicts.  Make sure to click the Submit or Update button at the bottom of the box to save your work.  When prompted, click the Move to Completed button.
  • Note: Applicants will not be penalized in the admissions process based on communication challenges or scheduling conflicts.
  • If you subsequently hear from the student, and the interview deadline has not passed, you may still conduct the interview!  On the Portal, click Review report for this student, and you will be able to edit all of the information you entered.  Be sure to click Update to save your work!

If the student misses an interview appointment

  • Please call and/or email the student to see if there was an emergency, or if there was any misunderstanding about the date, time, or location of the interview. 
  • If possible, please try to re-schedule the appointment with the student, but remember that interviews are not required by the Admissions Office. 
  • Neither the student nor the interviewer should feel undue pressure to complete the interview. The student will not be penalized for not having an interview. 
  • Please follow the steps above to record your contact attempts with the student.
If the Student Declines or Doesn't Respond

If a student declines the interview, or if you are unable to reach the student after multiple email/phone attempts

  • Select the Assignments tab.
  • Find the student in the In Progress box.
  • To the far right of the student’s info, click on the blue link that says Record contact/attempts. In the pop-up box, follow the on-screen prompts to note the student declined the interview, or to note the student did not respond to multiple contact attempts.  Please feel free to add any additional comments or information that may help the Admissions Office to understand your efforts and/or this student's response.  Remember that students will not be penalized in the admissions process based on communications challenges or schedule conflicts.
  • Click the Submit or Update button at the bottom of the box to save your work. You may always return later to add more information.
  • When prompted, click the Move to Completed button.
  • If you subsequently hear from the student, and the interview deadline has not passed, you may still conduct the interview!  On the Portal, click Review report for this student, and you will be able to edit the information you have entered.  Be sure to click Update to save your work
  • NOTE: After decisions are released, the admissions decision for each of your applicants will appear in the “Completed” box, next to each student’s name (approximately 24 hours after official decision release for applicants).

 

If the student misses the interview appointment

  • Please and/or email the student to see if there was an emergency, or if there was any misunderstanding about the date, time, or location of the interview.
  • If possible, please try to re-schedule the appointment with the student, but remember that interviews are not required by the Admissions Office.
  • Neither the student nor the interviewer should feel undue pressure to complete the interview. The student will not be penalized for not having an interview.
  • Please follow the steps above to record your contact attempts with the student.

 

Submitting Your Report
When you are ready to submit your report:
  • Log into the Portal and select the Assignments tab.
  • Find the student in the In Progress box.  
  • To the far right of the student's info, click the blue link that says Record contact/attempts.  In the pop-up box, follow the on-screen prompts to record information about the interview.

There are two options for report submission:

  • Type the report through the online form (recommended).  Using the online form is easy: just respond to each required prompt, answering the questions presented there.  We recommend writing 3-5 sentences (with evidence/details from the interview) for each of the three main open-ended questions.  Click Submit or Update to save your work.  You can always return later to add more information. 
  • Upload a document from your computer. Click “Browse” and then select the document from your computer.

IMPORTANT! You must click Submit or Update at the bottom of the page to save your work.  Then, you will be prompted to click "Still in Progress" or "Move to Completed."

  • If you are not finished working with the interview report for this student, click Still in Progress.  Otherwise, click Move to Completed.  (Either way, you may re-open the form to update your work.)

NOTE: After decisions are released, the admissions decision for each of your applicants will appear in the “Completed” box, next to each student’s name (approximately 24 hours after official decision release for applicants).


After You Submit Your Reports

View your submitted report, or upload additional information:

  • Select the Assignments tab.
  • Find the student in the Completed box.
  • To the far right of the student's info, click the blue link that says Review report. You will be able to view and edit information you previously submitted.
    • NOTE: If you make changes or add additional information, you must click the Update button at the bottom of the page to save your work. Changes you make to this document will overwrite past information, so make sure to review this information very carefully before clicking the Update button. 
  • To upload an additional document, scroll to the bottom of the page to find the drop-down option with the prompt: "Did the Interview Program office instruct you to submit any additional materials?"  Choose "yes" and click "Choose File" to locate the file on your computer. 
  • Click Submit or Update to save your work. 

 

See admissions decisions for applicants you interviewed:

  • Select the Assignments tab.
  • Find the student in the Completed box.
  • Look for the columns that say "Decision," "Admitted academic program," and "Applied academic program." Approximately 24 hours after the decision has been communicated to the applicant, the information will appear here. 
  • Pay special attention to the fields indicating academic programs. Applicants to one of Penn's Coordinated Dual Degree (CDD) programs may be admitted outright to the CDD program, or they might be admitted to their single-degree choice program. When contacting an admitted student, be sure to confirm their Admitted academic program before reaching out to them.
  • For applicants, decisions are generally released: 
    • Early Decision: Mid-December
    • Regular Decision: Late March to early April
  • DO NOT contact applicants who have been Denied, Deferred, or Wait-Listed. If you would like to contact an applicant who has been Admitted, please first contact your committee Chair to learn if there are any plans underway for outreach to admitted students.