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Applicant has interview scheduling conflict. What to do?

Although programs do their best to avoid interview conflicts, it's not always possible to achieve. For example, as R-1 second iteration is compressed and programs tend to have fewer resources, programs may have scheduled interviews at the same time.

Steps:

  1. Recommend the applicant to first reach out to the programs directly, requesting if it would be possible to re-schedule.
  2. If program mentioned to the applicant it was not possible, ask the applicant for: 
    • their full name
    • the conflicting program names
    • time of conflict
    • their permission to have us attempt to resolve this on their behalf
    • which program's interview they would accept if no accommodation can be made 

      Example/draft of what to send the applicant:

      Which program would you accept at if no accommodation can be made? I will reach out to the other program first to ensure no risk to your preferred program occurs. I assure you that I want to help you achieve your desired outcome here but I have no control over how the program may react to me looking to resolve this on your behalf. 

      The reality here is if an accommodation request has already been made, the program may connect the dots even with an anonymous inquiry. 
  3. Once you've obtained the above information, reach out to the program they would not prefer first.

    Example/draft of what to send the program director and admin:

    We have a question for you about re-scheduling interview in second iteration – I know resources are incredibly tight as is the time, but an applicant contacted me in a bit of a pickle and I noticed on your program description that it says your program accommodates requests to re-schedule interviews in certain circumstances. Is this just an artifact from [iteration/match cycle] that may not have gotten updated or is it just circumstance that this year there is no flexibility in the schedule to offer a re-schedule?  

    Any information you can give would be appreciated. 
  4. If the program responds with an alternative time/date, let the applicant know.
    If the accommodation is not possible, advise the applicant to decline the interview in the softest wording possible and thank them for the opportunity - as well as requesting any last minute interviews if such exist outside of the current interview slot they have provided.