Fellowship Sponsor FAQ

What are the main benefits of FellowMatch? Why should we consider utilizing it?

IPhO now has more than 25 approved student chapters, and direct access to over 2,000 student pharmacists around the country who have expressed an interest in industry. In response to requests from student members and Fellowship sponsors, IPhO has introduced FellowMatch to enhance and augment existing Fellowship recruiting practices. Competition between organizations for Fellows is greater than ever. There are now 265 Industry Fellows in the US, and over 160 open positions this year. Fellowship sponsors participating in FellowMatch have the flexibility to decide whether to utilize any or all of the following candidate engagement strategies:

  • Request that candidates supply CVs and/or Letter of Intent only
  • Request that candidates submit a more robust set of materials
  • Identify and prioritize candidates of interest for further recruiting actions
  • Contact and engage candidates who have expressed interest
  • Schedule and conduct online videochat screening interviews
  • Request that certain candidates submit letters of interest or other materials directly to the sponsor
  • Contact candidates to organize interviews at Midyear
  • Fully utilize the FellowMatch system as their new applicant portal
  • Select and make offers to candidates prior to Midyear

How much money will we save by using FellowMatch?

Some sponsors and institutions spend thousands of dollars on traveling to the Midyear meeting. FellowMatch is FREE! And, at your option it is possible to utilize FellowMatch as your only applicant portal.

Who can utilize the FellowMatch service as a Fellowship sponsor?

Any individual, group, company, or institution recruiting for a Fellow can register with IPhO as a Fellowship sponsor. Membership is not required, and there is no fee for utilizing the service. These practices will be re┬Čevaluated periodically.

My organization already has an established process. Can FellowMatch be utilized in addition to it?

Yes! FellowMatch is designed to enhance and augment any existing Fellowship recruiting process. It provides optimal flexibility that allows each individual preceptor, program director, company, and/or institution to make their own decisions about how to best utilize this new tool to complement existing efforts. The degree of integration will depend on individual sponsors and their specific needs. In today's employment environment, competition for fellowships is very high, both among both employers and candidates. IPhO looks forward to working with each Fellowship sponsor participating in FellowMatch to assist them in customizing their fellowship recruitment/selection strategies.

If I advertise a position on FellowMatch, won't it confuse candidates? We already have a formalized application process.

FellowMatch is very flexibile. Many sponsors will simply ask candidates to submit their CV and then organize a video chat screening interview with them. The formal application process can still take place through the Sponsor's existing process. Please be sure to communicate to candidates what you would like them to do to avoid confusion.

Can I utilize FellowMatch ONLY to advertise a position and/or screen candidates via video chat?

Yes, FellowMatch is very flexibile. Many sponsors will simply ask candidates to submit their CV and then organize a video chat screening interview with them. The formal application process can still take place through the Sponsor's existing process.

Our company is one of several who partner with the same academic institution. We already have an agreed upon, common process for this year. What can FellowMatch do for us?

Some sponsors will simply ask candidates to submit their CV and then organize a video chat screening interview with them. FellowMatch isn't intended to replace existing systems, even though some individual Fellowship sponsors may elect to do that. Sponsors may decide to post individual positions on FellowMatch simply for early identification of candidates who have expressed interest in their position, rather than to fully advance their candidate engagement strategies. At a minimum, FellowMatch can be very helpful to help prepare for the rush of candidates and competition at Midyear, and can easily do so without compromising the integrity of existing systems.

How soon can I start utilizing FellowMatch and is there a deadline?

Register NOW to get started. Sponsors are encouraged to post positions as soon as possible to maximize the period time for candidates to submit materials, and allow ample time for stakeholders to review candidate materials and take any related follow-up recruiting actions prior to Midyear. FellowMatch has no established deadline for candidates to submit materials, but sponsors are highly encouraged to highlight any individual program deadlines to candidates. Most Fellowship programs start in July and continue for a predetermined length of 1-2 years. Conversely, some Sponsor companies utilizing FellowMatch may realize that they now have the flexibility of starting a Fellowship program at any time that a PharmD is available to do so, whether they are recent graduates or not.

How do Fellowship sponsors post positions?

Simply register as a guest and follow the steps outlined to create a Fellowship sponsor account. You will be invited to provide a description of the company, a brochure (optional), and a description of each position you wish to post. Please note that there is an account authentication step. You will receive an email confirming account authentication (if necessary please check your spam and gmail promotions tab!).

Should I create one account for every position or is there a limit of one account per Sponsor company/institution?

Each Fellowship program will need to discuss and decide how to best utilize FellowMatch. For example, some preceptors and/or program directors may wish to utilize the system, while others may not. Fellowship sponsors can create one account with a single administrator for the account. They can then create and post as many positions as they want for that sponsor account. For example, one representative at an academic institution could be the administrator for all of their partner company positions. Alternatively, it is also possible for each sponsor (even for different departments/positions within a company), to create multiple accounts with a different administrator for each account. To avoid confusion for the candidate, it is recommended to minimize the number of accounts or to at least name them differently.

Can I easily share candidate materials with my colleagues?

Yes. Make it easy for them to access candidate information with the FellowMatch 1-click solution! Account custodians can easily generate a unique link and share candidate information with coworkers and stakeholders via email. To learn more about this feature, visit the "Tools" section of the Fellowship Sponsor Dashboard and click/tap "Share With Colleagues."

Is FellowMatch accessible on mobile devices?

Most of the experience is essentially the same on mobile as it is on desktop/laptop. However, the video chat feature is NOT accessible on a mobile device. You should be able to access other FellowMatch elements on your phone or tablet. It should also be noted that it may be difficult to upload certain documents from a mobile device since PDF is the required format.

We don't have a brochure, or it isn't ready yet. What should we do?

Brochures and other descriptive materials are extremely helpful to candidates, but are not required. Through FellowMatch, you can upload a PDF document with the content of your choosing, whether that might be i) the current brochure, ii) last year's brochure, to be replaced when the new one is available, iii) screen shots of web pages, or iv) any other PDF document describing your program and/or your position. It is best to upload an old brochure and then simply edit the posting when the new brochure becomes available.

Is there a limit on the number of positions that Fellowship sponsors can post?

No. As an added benefit, the FellowMatch service is complimentary for sponsors at this time.

What materials can Fellowship sponsors request from candidates through FellowMatch?

Sponsors can choose which materials to request from candidates, including one or more of the following:

  • CV
  • Letter of Intent
  • Transcript
  • Reference list

Does FellowMatch collect letters of recommendation in support of candidates?

FellowMatch is not designed to manage candidate recommendation letters. Instead, it more closely follows the commonly accepted and timely practices of today's employment market: references are usually contacted only if a candidate reaches the final selection stage. Through FellowMatch, sponsors can request that candidates supply information about their references, including name, contact information, and employer, in the event that sponsors want to contact them at some point. This year, Fellowship sponsors wishing to collect letters of recommendation for any (or all) candidates should do so independently of FellowMatch. If you have general questions regarding the FellowMatch service, have recommended changes, or would like to discuss a broader collaboration with IPhO, please contact us using our contact form here.

Our program requires some unique submission materials not offered through FellowMatch. How would this be handled if we utilize FellowMatch?

Requests for materials not listed in FellowMatch would need to be handled independently of FellowMatch, for example through email. As with reference letters, enhancing the overall screening process through FellowMatch may make it possible to request these unique materials only if a candidate reaches the final selection stage. If you have general questions regarding the FellowMatch service, have recommended changes, or would like to discuss a broader collaboration with IPhO, please contact us using our contact form here.

How do Fellowship sponsors know who has submitted materials for their position(s)?

FellowMatch will notify the sponsor via email (check spam and gmail promotions tab!) each time that a new candidate submits materials. In addition, it is easy to monitor all candidate activity through the Fellowship Sponsor Dashboard which is customized to track your individual posted position(s). (Hint: click on "expand" to see all candidate information)

Will Fellowship sponsors who decide to continue to manage their own independent application process in addition to FellowMatch have to keep track of candidates in multiple locations?

At launch, the FellowMatch service is not connected to any Fellowship sponsor websites. Sponsors participating in FellowMatch who want to utilize this service as supplementary to an existing system would need to monitor both. If you have general questions regarding the FellowMatch service, have recommended changes, or would like to discuss a broader collaboration with IPhO, please contact us using our contact form here.

How will candidates be notified when the process has ended for a particular position?

Sponsors are highly encouraged to edit the status of their position from "Recruiting" to "Recruiting Completed" as positions are filled. Candidates are able to check the status of any of their positions under their "My Submissions" column.

How do I post a new position?

Visit sponsor dashboard. Select Positions, then "Add a new position now."

How do I edit a position that is already posted?

Visit sponsor dashboard. Select Positions. Locate desired position from list. Under Modify, go to "edit."

How do I post my fellowship brochure or company description?

Visit sponsor dashboard. Select Sponsor Data. Under "Description," edit desired parameter(s).

How do I view a candidate(s) interested in my position(s) who has submitted materials?

Visit sponsor dashboard. Select Candidates. View list of candidate(s).

How do I view materials submitted by candidate(s) interested in my position(s)?

Visit sponsor dashboard. Select Candidates. Identify and select desired candidate(s). Select "Screen" and then select materials to view.

How do I schedule a videochat with a candidate?

  • First, enter your availability: Visit sponsor dashboard. Select Scheduling. Select/confirm your timezone and the interview duration. Select time slots that you are available.
  • To schedule, return to the dashboard and select Candidates. Identify and select desired candidate(s). Select "Screen" if early stage or "Interview" if late stage. Select "Request to Schedule Interview." An automated email will be sent to the candidate listing the timeslots you are available. When they confirm, you will receive an automated email.

How do I start an already scheduled videochat with a candidate?

Make sure you are using Google Chrome. Visit sponsor dashboard. Select Scheduling. Select Future Interviews and locate the appropriate candidate. At the appointed time, under "Video Chat" select "Start." When/if prompted, select "allow use of video camera." See video of yourself on the left side and wait for the candidate to join the call.

Note: only the sponsor can initiate a videochat. The candidate must wait for the sponsor to initiate the videochat before joining the meeting.

How do I cancel an already scheduled videochat with a candidate?

Visit sponsor dashboard. Select Scheduling. Select Future Interviews and locate the appropriate candidate. Select "Cancel."

How do I reschedule a videochat with a candidate?

Visit sponsor dashboard. Select Scheduling. Select/confirm your timezone and the interview duration. Unselect time slots that you are not available. Select time slots that you are available. Select "resend invites." An automated email will be sent to all candidates for whom rescheduling is necessary based on your updated availability. When the candidate confirms the new time slot, you will receive an automated email.

How do I contact a candidate via email ?

Visit sponsor dashboard. Select Candidates. Identify relevant position and select Expand. Candidate emails will appear next to their name.

How do I contact a candidate via cellphone?

Visit sponsor dashboard. Select Candidates. Identify relevant position and select Expand. Select candidate name. Select Screen and cellphone is listed.

How do I record my assessment of a candidate?

Visit sponsor dashboard. Select Candidates. Identify relevant position and select Expand. Select candidate name. Select Assess. Select Edit to rate candidate and record notes.

How do I view a list of pending videochat interview invitations that have yet to be accepted?

Visit sponsor dashboard. Select Scheduling. Select Pending Interview Requests and view the list.

How do I share information about a candidate with colleagues/stakeholders?

Visit sponsor dashboard. Select Share Data with Colleagues. Select Create a New Shareable Link. Forward the link to desired colleagues via your preferred email account.

How do I view a list of videochat interviews I have conducted?

Visit sponsor dashboard. Select Scheduling. Select Past Interviews and view the list.

I can't connect on video. What should I do?

Make sure you are using Chrome. If problems persist, call candidate on their cellphone immediately to conduct interview or reschedule. To locate cellphone number, visit sponsor dashboard. Select Candidates. Identify relevant position and select Expand. Select candidate name. Select Screen and cellphone is listed.

I haven't heard back from candidate to schedule a videochat. What should I do?

Re-check the inbox of the email account you registered with. When a candidate accepts your invitation it triggers an automated email to you. Check all spam filters thoroughly.

Who can I contact if I have questions?

All questions regarding candidates should be directed to the individual candidate. If you have general questions regarding the FellowMatch service, have recommended changes, or would like to discuss a broader collaboration with IPhO, please contact us using our contact form here.