Application Creation and Submission

Application Creation | CAPIC Uniform Application (CUA) | Other Required Application Materials | Application Submission

Registered students should click the the Login button at the top of any CAPIC webpage to login to the Student Portal page.  From there they can create their CAPIC application materials. 

Scroll down for more info on the student application Creation and Submission process.

The Match overview and key updates for 2017 are given on the Match Process Overview and Update page.

–   The Match FAQ page also provides answers to the most common questions about the CAPIC match process.
–   Visit other pages for info on those phases of the CAPIC match process. They are listed in chronological order under Online Match on the navigation bar above.   

 The online application and submission process for students is very similar to previous years.  Details are provided below.  Much of the process is also explained on pages 1 and 3 of the CAPIC Uniform Application (CUA) , as well as on the internal CAPIC website pages registered students use as they navigate the match process. 

Application Creation

Starting November 30, 2016, students may start creating and assembling application materials for the CAPIC online match process.  Registered students should click the the Login button at the top of any page to login to the Student Portal and create their application materials.  Students who are not yet registered, must first register.  Visit the Student Registration page for more details.    

NOTE:
–  Students must also have their dissertation proposal accepted by their doctoral institution prior to application to a full time doctoral internship, a second halftime doctoral internship or the second year of a half-time 2-year internship.   This is verified by the DCT’s as part of their CERF verification for each student.    If a student is only applying for his/her first half-time internship, then this requirement is not applicable. 
–  If a student does not expect her/his dissertation proposal to be accepted before the student application deadline, she/he should check with her/his DCT before submitting a CUA to determine whether she/his is likely to be ready to pursue a CAPIC internship this year.

CAPIC Uniform Application (CUA)

The foundation of CAPIC application materials is the CAPIC Uniform Application (CUA).  Click here to view a blank template of the CUA.  
Completing the CUA online is the first step in completing the student application materials.  The CUA must be submitted (and the fee paid) before they system will allow students to upload the additional application materials listed further below.   The submission of the CUA also triggers the automatic sending out of email requests for letters of references (LOR’s) and CERF verification.  

Attestation:  When the student has completely filled out the CUA, she/he must ‘Submit’ the application by clicking on the box at the bottom of the Attestation on page 3 of the CUA.  Agreeing to abide by the Attestation is a requirement for participating in the CAPIC match process.  By attesting, students agree that a match received through the CAPIC computer match system is binding on both the student.  It is also binding on the internship program.  If extraordinary circumstances require a student not accept the match received, in order to be released from a match contract the student must have permission from the Internship Director of Training, from her/his own doctoral program Director of Training, and from CAPIC.  The same rule applies for internship programs.

Attesting and submitting the CUA will open a new webpage for the student to pay the application fee online.   An application is not considered formally submitted until this fee has been paid. NOTE: CVV2 is the 3-digit security code on the back of the credit card. This application fee is non-refundable. Students should be certain they wish to continue to pursue the CAPIC match process before submitting the CUA and making the online payment.

The $100 application fee covers submissions to up to 15 internship program tracks. Application submissions beyond these 15 program tracks may be made by paying an additional $50 fee for up to 5 more submissions. Further submissions may be made, but each set of 5 additional submissions will require payment of an additional $50 fee. Please note that applications submitted to individual tracks within the same internship program are still considered separate program tracks for the purposes of counting the number of applications submitted. 

The submission of the CUA (including payment of the application fee) automatically triggers the following actions:  (a) sending a CERF verification email to the student’s DCT; (b) sending out Letter of Reference (LOR) email requests; (c) creating a link to the CUA form on the Student’s profile page; (d) creating a link to the student’s Application Materials/Credentials, where students view the status of their application materials and upload other CAPIC application materials.  (See section below for more details.)  

After being submitted, the student’s CUA will remain unlocked until the students CERF (CAPIC Eligibility and Readiness Form) has been formally verified by the DCT.  This is intended to allow the DCT and student to discuss any concerns about the submitted CUA and to allow the student to make any necessary modifications.  Students should then click on the link for the CUA at the bottom of their post-login page and make any needed corrections to the CUA.  Then, when the CERF is verified by the DCT, the student’s CUA will then be locked and no further modifications may be made to it. Any updates, clarifications or corrections to a student’s CUA after that point will need to be addressed in the student’s Cover Letter to individual CAPIC internship programs/tracks.

NOTE: The submission of a student’s CUA to CAPIC is distinct from the submission of his/her completed application materials (including the CUA) to specific internship programs/tracks by the student application deadline. Students should be careful not to confuse the two, and not to miss the hard deadlines for submitting completed application materials to specific internship programs/tracks.

Other Required Application Materials

A complete set of CAPIC internship application materials includes:

The CAPIC Uniform Application (CUA).  Described above.  Online payment of the application fee is required to submit the CUA.  
Two CUA Essays:   Essay #1 (Biographical Statement) and Essay #2 (Theoretical Orientation) 
Cover Letter/Letter of Interest  (At least one, although more may be uploaded. Generally a unique Cover Letter is created for each unique internship program/track of interest.)
One Curriculum Vitae – (Only one)
CAPIC Eligibility and Readiness Form (CERF), verified by the student’s Training Director  (Click here for a sample CERF with guidelines)
Three Letters of Recommendation (At least three, although more may be obtained.  Only three are submitted with any application.)

Two additional documents of the student’s choosing may also be uploaded to the student’s profile and submitted online with applications. These are not required materials, but are meant to simplify the process for students and internship programs.   Note that this is not two wholly different documents for each submission to internship programs, but two documents overall to supplement the student’s set of application materials.  For this reason, we recommend students upload common documents likely to be requested by multiple internships (e.g. transcripts) as supplemental docs. When students submit their applications online to individual programs/tracks, they will decide then which supplemental docs should be included with each submission.    

After students submit their CUA and pay the application fee, a link to their Application Materials/Credentials will appear at the bottom of their Student Portal page.   This link will appear whenever a student signs in on the CAPIC website.  At the top of this Application Materials “Progress” page, students will see a list of all required application materials, and their status (i.e. COMPLETE or NOT COMPLETE), so they will know which documents CAPIC has received, and which ones are still outstanding.  Students are responsible for checking this page regularly to see whether these items are received, and for checking with their doctoral academic program internship advisor and/or their Referees to remind them to submit these requested application materials to CAPIC.

Further down this page, we also provide means for students to upload their other application materials (i.e. CUA essays, Cover Letters, CV, and two supplemental documents), as well as requesting/resending Letter of Reference (LOR) requests.  Once CAPIC receives (a) both CUA Essays, (b) at least one Cover Letter; (c) one Curriculum Vita; (d) one CERF verification from the DCT; and (e) at least three letters of reference, a student’s application materials are considered complete.   Even if complete, the website will not allow students to submit applications to specific internship programs/tracks until a set date.   Students should take the time between now and then to thoughtfully prepare their application materials and determine to which internship program/tracks to submit applications.  Because internship programs may change their participation in the match process, students should conduct another search of participating internship programs/tracks prior to submitting application materials.    

 

Application Submission

Application submissions will be enabled at 12 noon on February 9, 2017.   After that date, and when a student’s CAPIC application materials are complete, a link will appear at the bottom of the Student portal page (after logging on). Clicking on this link will open a new webpage where the student will select to which CAPIC member internship programs/tracks to apply.

Important:  

  • Students must formally submit completed CAPIC application materials to specific internship programs/tracks via the CAPIC website.  
    • Simply creating a complete set of CAPIC application materials is not enough.  They must also be submitted.
  • The link students use for submitting applications will not appear until a student’s application materials are complete, and no applications may be submitted to any internship program/track until a student’s application materials are complete.  
  • If application materials are not complete and/or a student fails to submit applications before the deadline, the student will not be able to participate (i.e. rank and match) during that match phase, and will have to wait until the next one. Do not miss these deadlines.  
  • During CAPIC Clearinghouse and Post-Clearinghouse, student applications must still be submitted via the CAPIC website.
    • In Clearinghouse, no new application fee is required for existing participants.  
    • For Post-Clearinghouse there is no longer an application fee for new participants (or existing participants).

On the new webpage for submitting applications, participating internship programs/tracks are listed on a drop-down list.  This list only includes those internship programs/tracks which are participating in the current match process (e.g. Match I, Clearinghouse or Post-Clearinghouse).   Because internship programs may change their participation in the match process, students should search again for desired internship programs/tracks immediately prior to submitting their applications.  

Students select which Cover Letter, Letters of Reference and Supplementary Docs (if any) to submit to each internship program/track.  Once the program/track is selected and materials submitted, the internship will then receive a link to the student’s application materials, allowing them to be retrieved and reviewed. 

Please note, at any time students may add additional cover letters and additional references to their application materials, not just prior to the application materials being officially complete, but up until the application deadline. There is no limit to the number of cover letters or references a student may have.  When a student selects an internship program/track to receive her/his application materials, the student then also chooses which Cover Letter, which Reference Letters, and which supplemental docs (if any) to include in the set of application materials sent to that internship program.  Students may make a different choice of Cover Letter, Reference Letters and supplemental docs for each internship program/track they choose, or they can have the same cover letter, references and supplemental docs sent to all internship programs/tracks to which they apply.  Again, please note that students may have only two supplemental documents overall to supplement their set of application materials.

However, once application materials are sent to a specific internship program/track, a student cannot re-send any materials to that same program/track.   Applications can only be submitted once to each internship program/track, after which that specific internship program/track is removed from the dropdown list of available ones.   For example, at that point, if s student wishes an internship program that already has her/her application materials to have additional Letters of Reference (LOR’s). the student must ask the Referee(s) to send the LOR’s directly to the internship program. 

Internship perspective:  

Once application materials are submitted to a specific internship program/track, these materials will automatically be accessible to that specific internship program via the CAPIC website.  Upon logging in to the CAPIC website, internships should click on the link to “View Internship Applications for current Match process” where they will find the names and application materials of those student who have submitted applications to their internship program/track.   

Internships may review application materials at any time once they are received.  Internships must consider any application received by the application deadline, but then decide for themselves which applicants to interview and later to rank.  See related info on the Interviews, Ranking and Matching webpage.

 

The Student Application Deadline is Midnight on February 27, 2017.   Internships must consider any application received by the application deadline, and then decide for themselves which applicants to interview and later to rank.

Online Ranking and Matching is then done on our vendor website.   
Ranking opens on March 8, 2017, and then runs for nearly two weeks, closing at 12 Noon on March 29, 2017.  
Match Results are posted at 8 am on April 5, 2017, on our vendor website.

Clearinghouse then opens at 12 Noon on March 29th on the CAPIC website.

After the Online Match (e.g. during Clearinghouse and Post-Clearinghouse), there are no submission deadlines, although applications must still be submitted via the CAPIC website by students to any internships of interest.  


The Match overview and key updates for 2017 are given on the Match Process Overview and Update page.

–   The Match FAQ page also provides answers to many questions.
–   Visit other pages for info on those phases of the CAPIC match process. They are listed in chronological order under Online Match on the navigation bar above.