AOA Intern/Resident Registration Program

for Positions Beginning in 2018

Enter Your Rankings

These instructions are designed to familiarize programs with the NMS Match System, with specific instructions related to rankings.

All program Rank Order Lists must be entered and certified in the NMS Match System by 11:59 p.m. ET on January 19, 2018. You will not be able to access the NMS Match System to enter a Rank Order List, certify a program's list or withdraw a program after that time.

Access the NMS Match System

The NMS Match System is available for programs and applicants to enter their Rank Order Lists according to the following schedule:

NMS Match System Opens For Rankings: January 9, 2018
Rank Order List Deadline: January 19, 2018 at 11:59 p.m. Eastern Time

The NMS Match System uses Java Script and creates a temporary session cookie on your computer. These features must remain enabled in your browser for the system to work properly.

To log in to the NMS Match System for the first time you must enter the e-mail address and password that you established in the NMS Match System (e.g., when you registered your institution for the Match). If you have forgotten your password, use the Forgot Password option provided on the NMS Match System login page.

If you have more than one program registered in the Match, you will be presented with a list of your programs after you log in to the system. You must select one program from the list in order to reach the main Dashboard page for the program. You must enter and certify a separate Rank Order List in the NMS Match System for each program in the Match. However, after you log in to the NMS Match System for a particular program, you will be able to use the Switch button at the top of the Dashboard to access the Dashboard for another program you manage without having to log out of the system.

switch button

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Account and Profile Information

After you log in to the NMS Match System for a program, you will be able to use the Profile and Account options in the menu to confirm and/or modify your insitution and program information:

  • Account Information: You may change your email, password and security questions in the Account section. Ensure your e-mail address is correct, as your institution’s Match results and other correspondence pertaining to the Match will be sent to that e-mail address. Please note:
    • If you change your email or password, you will have to use the new values the next time you log in to the NMS Match System.
  • Profile Information: The Profile section shows the Code Number and program description of the program, as well as Institution Information (display name, DME name, mailing address, e-mail, telephone number, fax number). You may edit most of this information in the Profile section until the Rank Order List deadline. However, you cannot change the institution display name or the program’s description online once the NMS Match System is open for the entry of rankings. Ensure your contact information is accurate in case questions arise regarding your Rank Order List(s) during the period from submission of your rankings until release of the Match results.

Note: If your institution has more than one program in the Match, any changes you make to the Account or Institution Information for one program will be made automatically for all programs at your institution. You cannot have different contact information for different programs within your institution.

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Dashboard

After you log in to the NMS Match System for a program, you are presented with a Dashboard. The Dashboard shows your program’s current Status in the Match, the number of positions being offered, and information about the program’s rankings for the Match.

  • Status: The program’s participation status is shown in the Status section of the Dashboard. If the program is no longer offering positions to begin in 2018, you must withdraw the program from the Match. To withdraw your program from the Match:
    • Select the Edit button in the Status section of the Dashboard
    • Follow the onscreen instructions to provide a reason for the withdrawal
    • Enter your password and press Submit to confirm the withdrawal
    edit status

    If you withdraw the program it will not be included in the Match, it will not be matched with any applicants, and it will be excluded from the list of programs with available positions after the Match. If you have previously withdrawn a program, you are also able to use the NMS Match System to reinstate the program in the Match prior to the Rank Order List deadline.

    No Acceptable Applicants: If the program has no applicants to rank, but you wish to include the program on the list of programs with positions available after the Match, the program should not be withdrawn. In this case, you should certify a Rank Order List with no ranks.

    • Ensure the program is shown as active in the Status section of the Dashboard
    • Select the Rankings option from the menu
    • With no applicants listed on your Rank Order List, press the Submit for Certification button
    • Enter your password and press Submit

    The program will not be matched with any applicants, but the program will be listed as having positions available after the Match.

    Certifying a Rank Order List with no ranks is not the same as withdrawing the program from the Match. A program with position(s) available that certifies a list with no ranks will stay active in the Match in order to be included on the list of programs with available positions for the Post-Match Process.

  • Positions: You should ensure that the number of positions to be filled in the Match is shown correctly for each program. The number of positions to be filled for a program can be changed through the NMS Match System, if necessary.
  • List Available Positions Post-Match: By default, any program left with unfilled positions will be included on the list of programs with available positions that is provided on the AOA Post-Match web site after the Match. If a program does not want to be included on the list, you can indicate this using the NMS Match System:
    • Select the Edit button in the List Available Positions Post-Match section of the Dashboard
    • Select No from the drop-down menu and press Submit

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Enter Your Rankings

After confirming and/or modifying the information described above, you will be able to enter your program’s choices of applicants into your Rank Order List for the Match. When entering applicants on the Rank Order List, use only the 6-digit Match Code Numbers shown in the List of Registered Applicants. (Do not use the 8-digit AAMC ID number, 8-character NRMP ID, or the 6-digit AOA ID or Member number that may appear in ERAS for each applicant). Since the match will be made based on the Code Numbers, the correct 6-digit applicant Code Number for each applicant you wish to rank must be on the program Rank Order List.

There are two ways for a program to enter ranks into the NMS Match System:

  1. Search and add individual applicants to your Rank Order List using the web-based interface
  2. Import a list using a text-file created from other software (e.g., ERAS, a spreadsheet or word processing program).

Most programs will likely use the first method.

1. Search and Add Individual Applicants

To enter your list of desired applicants, select the Rankings option from the menu, or press on the Edit button in the Rankings section of the Dashboard. Start typing in the search box to find the applicant you want to rank. Applicants can be searched by Code Number, last name or first name. Once you see the applicant you want to rank in the search results, select the applicant and then press the Add to List button. Applicants should be entered in rank number sequence, with your most preferred applicant as rank 1, your next most preferred applicant as rank 2, and so on. You may add as many applicants as you wish.

add applicants to rank order list


Once applicants have been added to your Rank Order List, you can reorder them using the drop-down menu attached to the rank number, or you can delete them by selecting the “x” to the right of the applicant’s name.

reorder rank order list


Withdrawn applicants will be indicated with a red Withdrawn flag when you search and add them to your Rank Order List. You are strongly encouraged to leave a withdrawn applicant ranked on the Rank Order List. Withdrawn applicants can reinstate themselves in the Match any time prior to the deadline for submitting Rank Order Lists. If you leave the withdrawn applicant on the Rank Order List and the applicant is reinstated prior to the deadline, that ranking will be used in the Match. If the applicant remains withdrawn, that ranking will not be used in the Match, and the Rank Order List will be processed as if you had not ranked the withdrawn applicant.

Applicants whose name is the same as or similar to other applicants will be indicated with a red flag stating "Verify Code: Name is similar to another". Please ensure you are ranking the correct applicant by verifying the applicant's Code Number, school and year of graduation as shown in the List of Registered Applicants. If you are uncertain about which Code Number to use for an applicant, check with the applicant directly.

2. Import ROL from a Text File

If you have a relatively long list of applicant choices for a program (more than 25 ranks) that already exists in some other software on your computer, you may find that importing the list into the NMS Match System may be easier than searching and adding applicants one at a time. You can transfer a program Rank Order List from other software directly into the NMS Match System if you can create a comma-separated text file on your computer in an acceptable format, containing the rank numbers and Match Code Numbers for all the applicants you wish to rank.

Create a Rank Order List Text File from ERAS

Prior to creating a text file of rankings from ERAS, you must first verify that you have the 6-digit Match Code Number for each applicant you intend to rank.

The 6-digit Match Code Number is different from the 8-digit AAMC number in the applicant's ERAS file. In most cases (but not necessarily in all cases) the 6-digit Match Code Number will be the same as the 6-digit AOA ID or Member number that also appears in the applicant's ERAS file.

Make note of any applicant who you intend to rank but who has not provided his/her 6-digit AOA Match Code Number in the ERAS application file. For any applicant whose 6-digit AOA Match Code Number is not included in the ERAS file, you can obtain the number from the List of Registered Applicants available in the NMS Match System. You will have to modify the file of rankings created from ERAS in order to include any such applicant in your final Rank Order List, as explained below.

Instructions for assigning a rank number in ERAS to each appropriate applicant and creating a text file of rankings are available on the ERAS PWDS Community Site at https://connect.aamc.org/eras. The instruction document is located under the Learning Resources menu and then the Job Aids sub-menu.

Applicants Without a 6-Digit AOA Match Code Number in ERAS

The text file of rankings created by ERAS has one line or record in the file for each applicant who has been ranked. The line contains the rank number assigned to the applicant and the applicant's 6-digit AOA Match Code Number. If the 6-digit Match Code Number of an applicant who has been assigned a rank number in ERAS is missing, a line will be created in the text file with the rank number but without the 6-digit Match Code Number. After the text file of rankings is created from ERAS, you can edit the file to add the missing 6-digit Match Code Number before importing the text file of rankings into the NMS Match System. You can obtain the applicant's Match Code Number from the List of Registered Applicants, or from the applicant directly.

You can edit the text file created from ERAS using software such as Notepad, TextEdit, Word, or any other program that can edit text files. Ensure the name of your edited file ends in .txt or .csv.

For example, suppose you want your Rank Order List to be as follows:

  • Rank 1 - applicant with Match Code Number 444444
  • Rank 2 - applicant with Match Code Number 555555
  • Rank 3 - applicant with Match Code Number 666666

You assign the appropriate rank number to each applicant in ERAS, but you find that the applicant whose Match Code Number is 555555 has not provided the Match Code Number on his/her ERAS application file. The text file of rankings that will be generated by ERAS will look as follows:

0001,444444
0002,
0003,666666

You must then edit the text file before importing it into the NMS Match System to insert the Match Code Number 555555 on the second line of the file, after the comma separating the rank number. The corrected file should look as follows:

0001,444444
0002,555555
0003,666666

Create a Rank Order List Text File from Another Software program

The file to be imported must be a comma-separated text file ending with the extension .csv or .txt (e.g., ranklist.csv).

The NMS Match System uses only the rank number and the Match Code Number to identify a ranked applicant. Other information may be included in the text file (e.g., AAMC ID, applicant's name, etc.) but will be ignored.

Your text file must comply with the following format:

  • Each choice (combination of rank number and applicant Code Number) must be on a separate line or record in the file.
  • The first set of numeric characters on each line must be the rank number for that choice.
  • The rank number must be followed by a comma.
  • The second set of numeric characters on each line must be the 6-digit applicant Code Number for that choice.
  • If there are any other characters on the line they must follow and be separated from the applicant Code Number by a comma.

The following is an example of an acceptable record format:
1, 123456, John Smith
2, 987654, Jane Brown

Procedure For Importing a Rank Order List

  1. Produce a printout from your other software of the applicants to be ranked - preferably in rank number sequence - for proofing the Rank Order List to be created in the NMS Match System. This step is optional but highly recommended.
  2. Log in to the NMS Match System in the usual manner.
  3. Select Rankings from the menu.
  4. Select the link for Import a Rank Order List near the top of the page. This link is only shown if no applicants are on your Rank Order List.
  5. Follow the instructions on the screen to identify the text file of rankings to be imported, and to complete the import process.

The NMS Match System will read the file and perform checks to ensure that the applicant Code Numbers and rank numbers are correct. If any problems are detected in the data, they will be reported to you on the screen and no applicants will be imported.

If the import is successful, the Rank Order List will be created in the NMS Match System, just as if you had searched and added applicants individually. You will then have an opportunity to make changes or corrections to the Rank Order List within the NMS Match System, if necessary. You can add, delete or move choices within the NMS Match System in the usual manner.

When the Rank Order List is finalized, you will have to Certify the Rank Order List. A copy of the final certified Rank Order List should also be printed from the NMS Match System for your records before the Rank Order List deadline.

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Certify Your Rank Order List

Only Rank Order Lists that have been certified will be used in the Match. A Rank Order List can be entered in one or more sessions. However, you are advised to certify the Rank Order List at the end of each session in which you have entered or modified the rankings of applicants, rather than returning at a later date to certify the list. Even if you have already certified a program's information, you can return to make changes any time until the Rank Order List deadline. Whenever you change a program's rankings, you will have to re-certify the list in order for it to be used as the program Rank Order List in the Match.

Once all your desired applicants are added to your Rank Order List and are in order of preference, press the Submit for Certification button at the bottom of the list. The NMS Match System will alert you if any issues or problems exist in the Rank Order List, and prompt you to certify your list by re-entering your password and pressing Submit.

certify rank order list

Do not call NMS to confirm that a list has been certified.

You can verify that a list has been certified on the Dashboard. A message in the Rankings section will indicate that the Rank Order List is certified.

certify statement


You can also return to the Rankings page. A certified list will have a green banner at the top of the page indicating the list is certified. A list that is not certified will have a red banner at the top of the page indicating the list is not certified.

certify banner

If your institution offers more than one program in the Match, you must enter and certify a separate Rank Order List in the NMS Match System for each program offered by your institution. After you certify the Rank Order List for a program, return to the Dashboard. Use the Switch button to change to the Dashboard for a different program.

All Rank Order Lists must be certified by 11:59 p.m. ET on January 19, 2018.

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Print a Copy of the Program Rank Order List

Print a copy of your final certified Rank Order List for your records. Select the Printer-Friendly link (provided at the top or bottom of your Rank Order List) and then use the print function of your browser.

print rank order list

You will also be able to view and print information in the NMS Match System for four days after the release of the Match results (until 11:59 p.m. ET on Feburary 9, 2018). However, you will not be able to change any information or certify a Rank Order List in the NMS Match System after the January 19 Rank Order List deadline.

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Log Out

You should end each session on the NMS Match System by selecting Log Out.

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Technical Support

The NMS Match System includes Help screens and tooltips marked by a ? that can be displayed from within the system. In addition, if you have questions concerning your use of the NMS Match System, you can call NMS for technical support from 10:00 a.m. ET through 4:00 p.m. ET, Monday through Friday, at 800-461-6322. You can also send a question by e-mail to aoairp@natmatch.com.

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