An overview of our role in the match process

An overview of our role in

the match process

Geneviève Leroux – Client Relations Officer Todd Coopee – Communications Manager Erin Whittingham – Product Development Analyst

November 12, 2014

Why are we here today?

Your match year in detail

Geneviève Leroux, Client Relations Officer

3

Phases of the match year

Program description

updates

Program

Things to consider:

• Do I have my access codes to log into CaRMS Online? • What changes will I have to bring to my program

description(s)?

• Who will be on my file review team(s)? • When will my interviews be?

– Where will they be?

– Do I need to book resources now?

5

Program

description updates Program setup File review Ranking Match results

Key steps

• Discuss potential changes to your program description with your program director

FAQ:

What do the statuses of my program

description mean?

Program description statuses

Updates Needed

Under Revision

You need to modify your program description

You have made modifications to your program description

FAQ:

I am a new program administrator,

can you send me access to CaRMS Online?

Administrator change:

• Need confirmation from your program director Program director change:

Need confirmation from your PGME office

Program

Key steps

• Confirm file reviewer teams

• Ensure your file reviewer list is up to date on CaRMS Online

• Ensure your evaluation materials are distributed to the reviewers

NAQ:

What are your evaluation materials?

Program description

Things to consider

• If a file reviewer had access to review files for your program last year, they will have access automatically again this year

• Ensure you have the correct email addresses when adding a file reviewer

• You do not need to add your program director

FAQ:

What is the difference between full

access and read-only access?

Program description

Full access

• View, print and export applications

• Access the notes section and include additional information about the applicant

Read-only access

• View applications only

• Cannot see the notes section

Key steps

• Establish your requirements for your review team(s) – instructions on who to review and how to evaluate

the applications

– deadlines for review (set by your program) Review applicant files

Program description

updates

Program

Things to consider

• There is no standard for evaluating or specific rules for completing the review process

• Staged release of application materials:

– all application materials (excluding letters of

reference) are available on November 24, 2014 at 12:00 (noon) ET

– letters of reference are unmasked on December 2,

2014 at 12:00 (noon) ET

– Photos and citizenship documents are masked until the beginning of the interview period

FAQ:

Why does it take

foreverRRR

to download files?

Size of files

• Files of significant size take longer to download

Bandwidth

• Affects the ability to download files quickly

Interviews

• There is a pre-designated interview period for CMGs, but not for IMGs

• Coordinate interview dates within all disciplines and send to CaRMS

• Confirm the interview team has the required materials • Avoid inapproriate questions

Program description

updates

Program

Key steps

• Submit your rank order liston time • Confirm list with program director • Check, then double check

Things to consider

• Match results are binding

• Always rank all acceptable candidates in preferred order

Program description

updates

Program

Things to consider

• Applicants ‘Not selected for ranking’ will not display in your rank order list

• If you do not want to rank an applicant, simply leave the box empty

• Once you submit your rank order list, it will be reviewed and approved by your PGME office

2015 R-1 Match Day

March 4, 2015

12:00 (noon) ET

Key steps

• Access your match results through CaRMS Online • Access your matched applicant files

– Confidentially dispose of other files

• Contact your matched applicants shortly after match results are released

FAQ: What are a matched applicant’s

obligations/responsibilities once they have their match result?

Program description

updates

Program

Things to consider

• Applicants and programs are bound to their match results

• Programs are obligated to provide matched applicants with instruction within 30 days

• Our contract expires once the applicant has signed their employement contract

• Feedback mechanism on each page

• Responsive design – mobile and tablet friendly

• Applicant and faculty user pages

• Match timelines • Statistics

• And more!

• Landing page for all program help resources

• Updated as new resources are added

Faculty help line

A dedicated phone number is provided to all programs registered with CaRMS.

• Primary communications tool used by CaRMS • Contain important information and instructions

throughout the match year

CaRMS Online technical guides

CaRMS match overview handouts are designed to provide you with a general overview of the R-1 match.

http://goo.gl/l91J6n

Match tips

We know that the match process can be stressful. That’s why we compiled match tips to help you get started. Our match tips page provides centralized tips for both applicants and programs, including:

• Ranking

CaRMS’ YouTube channel hosts several instructional videos to help guide applicants and programs through the R-1 Main Residency Match.

Check out the videos on YouTube today:

youtube.com/CaRMSvideo

Webinars

Date/time Subject Audience TBD Comment naviguer le jumelage de couples Applicants  November 18, 2014 11:00 ET Comment compléter la mise en place du  programme Programs November 18, 2014 14:00 ET How to complete program setup Programs November 25, 2014 11:00 ET Comment naviguer l’examen des dossiers Programs November 25, 2014 14:00 ET How to navigate file review Programs January 30, 2015 11:00 ET Comment naviguer le processus de  classement Programs January 30, 2015 14:00 ET How to navigate the ranking process Programs

SMS notification service

CaRMS Alertis your source for accurate, real-time information about CaRMS’ online systems.

Visit carmsalert.ca

today!

Social media

FAQ:

(How) is social media used within your

department?

Post-activity surveys

stakeholders after a major activity in the match year • Collects feedback on the

CaRMS Online experience • Used to help improve our

client services

• Industry-leading help desk software solution

• Integrated into the CaRMS help desk for the start of the 2015 R-1 match year • Provides comprehensive statistical reporting and trend analysis

• Includes a knowledge base component

Zendesk in action

• Client satisfaction by customer type (Sept 2014)

• Applicant –98% • PGME manager –100% • Program administrator –97% • Program director – 100% • Referee –91% • UGME dean –100% • UGME manager –100%

Let us know what you think

We are committed to increased consultation with our stakeholders and users. Your feedback is important to us.

Contact us anytime by email or using our online contact form.

Product development

Erin Whittingham, Product Development Analyst

142!

Easy 44%  Fairly easy 38% Neutral 13% Difficult 3% Very difficult 2%

FAQ:

What happens with the feedback

I provide in surveys?

Program description survey comments

“Took too many steps”

“Good program, and helpful”

“So far so good, and has 

improved every year”

File review and ranking survey comments

“Printing applicant files one at a 

time is time consuming”

Stakeholder engagement plan

Determine  stakeholder’s needs

1. Landing page

2. Filters

3. View application

4. Print application

5. File review grouping

Contact

For questions or comments regarding the stakeholder engagement project:

Erin Whittingham

1.877.227.6742 x 5930