AOA Intern/Resident Registration Program

for Positions Beginning in 2018

Frequently Asked Questions by Programs

Access

What will I need to use the NMS Match System?

The NMS Match System is designed to be used with the security and features of modern web browsers.

We recommend using the most up to date version of one of the following browsers:

If you access the system with a browser that is not in the list above, or with a browser that is significantly out of date, you may experience problems.

You must have JavaScript enabled and accept cookies in order for the NMS Match System to function correctly.

How do I log in to the NMS Match System?

Select the option for Log in to NMS Match System from the menu on the left side of the page.

To log in you must enter the e-mail address and password that you previously established in the NMS Match System (e.g. when you registered your insitution 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 the 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.

What if I don't know my password or program's Code Number?

You can reset your password using the NMS Match System. Select the option for Log in to NMS Match System found in the menu on the left side of the page. Then select the link for Forgot Password. Follow the instructions on screen to reset your password.

Once you log in to the NMS Match System, your program Code Number is shown at the top of the Dashboard and Profile pages.

Can I send my Rank Order List to NMS by any method other than the NMS Match System?

Programs (other than those submitting multiple Rank Order Lists for a single program) must use the NMS Match System. If you are in a situation where use of the NMS Match System is not possible, you should contact NMS as soon as possible prior to the Rank Order List deadline to make alternate arrangements.

Can anyone else see my Rank Order List(s)?

No. Access to a list in the NMS Match System requires entry of both your e-mail address and password.

Timing

When will the NMS Match System be available for rankings?

The NMS Match System will be available for Match participants to enter 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

What is the deadline to enter my Rank Order List(s)? Can I make changes after the deadline?

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 change or certify a list, or withdraw a program, after the deadline. You are strongly encouraged to enter your Rank Order List and complete the certification process in the NMS Match System, or withdraw a program, well before the Rank Order List deadline to avoid potential system access problems near the deadline.

How often are the lists of participating programs and registered applicants updated in the NMS Match System?

The list of participating programs on the AOA Match web site will be updated nightly. Applicant information will be updated in real-time.

Use

Can I change the number of positions to be filled in a program through the NMS Match System?

Yes, until 11:59 p.m. ET on the Rank Order List deadline date (January 19, 2018). To change the number of positions to be filled in the Match for a program, you must first Log in to the NMS Match System. On the Dashboard page displayed after you log in, the Positions section shows the current number of positions to be filled by the program in the Match. To change the number of positions, select the Edit button in the Positions section of the Dashboard, then follow the instructions provided on the screen to complete the process.

Programs that are accredited by both the AOA and the ACGME may offer positions in both the AOA Match and the NRMPĀ® Match. However, these programs should not offer the same positions simultaneously in both Matches. The number of positions offered in the AOA Match plus the number of positions offered in the NRMPĀ® Match should not exceed the total number of positions available in the program to be filled in 2018.

Can I submit or modify a request to revert unfilled positions from one program to another through the NMS Match System?

No. Requests to set up or modify a reversion of unfilled positions from one program to another must be submitted to NMS in writing by January 19, 2018. Detailed instructions and forms for requesting or modifying the reversion of unfilled positions from one program to another in the Match are provided on the page titled Prepare Your Rankings - Reverting Unfilled Positions.

Can I change my contact information through the NMS Match System?

Yes, until 11:59 p.m. ET on January 19, 2018. You will be able to modify the DME name, mailing address, telephone number, fax number and e-mail address for your institution. If your institution offers more than one program in the Match, any changes you make to the contact 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.

Some points to note about your contact information:

  • When the rankings system is open, you cannot change the Display Name of your institution or the program description(s) as they are shown to applicants in the NMS Match System. To change this information, you must send a request in writing to NMS.
  • Your e-mail address will be used to send your institution's Match results to you. Your e-mail address will be used by NMS, but will not be published or provided to applicants.
  • You should provide a telephone number where you can be reached during the period from submission of your choices until release of the Match results, in case questions arise regarding your Rank Order List(s).

You can change your contact and institution information from the Account and Profile options in the NMS Match System menu.

What if I have no ranks to submit for a program?

There are two reasons why you may not have any ranks to submit for a program.

  1. If the program has position(s) available to begin in 2018 that you would like to fill, but you have no acceptable applicants to rank for the program, you should use the NMS Match System to certify a Rank Order List with no ranks. This indicates to NMS that the program is still active, but you have no ranks to submit for the program. To do this:
    • Ensure that 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
    If the program's unfilled position(s) are not reverted to another program in the Match, the program can be included on the list of programs with available positions for the Post-Match Process.

  2. If you are not ranking any applicants because the program no longer has any positions available 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
    • Select a reason for the withdrawal from the options provided
    • Enter your password and press Submit to confirm the withdrawal
    The program will not be included in the Match, will not be matched with any applicants, will not revert any unfilled positions to another program or receive any unfilled positions from another program, and will be excluded from the list of programs with available positions for the Post-Match Process.

Is there a limit to the number of ranks I can submit for a program?

There is no limit to the number of applicants a program can rank in the NMS Match System. You can only rank applicants who have registered to participate in the Match.

Can I import a Rank Order List for a program into the NMS Match System from other software?

Yes. As an alternative to searching and adding applicants to your Rank Order List, the NMS Match System provides the option of importing a new Rank Order List for a program from a comma-separated text file produced by another software program (e.g., ERAS, a spreadsheet or word processing program). If you have a relatively long list of applicant choices (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 for and adding applicants one at a time.

For more information, review the file specifications for importing a list of choices from a text file.

What if I don't know an applicant's Match Code Number?

There are three sources you can use to obtain the Match Code Number for an applicant you wish to rank.

You can obtain the applicant's Match Code Number from the List of Registered Applicants available in the NMS Match System. This List will be updated as additional applicants register for the Match; therefore, you should consult the List in the NMS Match System before finalizing your Rank Order List(s). If you wish to rank an applicant who does not appear in the List, contact the applicant and encourage him or her to register for the Match as soon as possible, before the Rank Order List deadline. The applicant will then be added to the List and will be instructed to inform you of his or her Match Code Number for inclusion on your program Rank Order List(s).

In addition, while entering your Rank Order List into the NMS Match System, you can also search for registered applicants by first or last name.

Finally, you can obtain a Match Code Number directly from the applicant. In particular, if you are ranking an applicant whose name is similar to another applicant's name in the List of Registered Applicants, you should check with the applicant directly to ensure you are using the correct 6-digit Match Code Number for the applicant you wish to rank.

Note: Most applicants will probably have included their Match Code Number in their ERAS application file. In the ERAS system, each applicant has up to 4 different numbers: the AAMC ID number which is an 8-digit number; the NRMP® ID which is 8-characters; the AOA ID or Member number which is a 6-digit number; and, the AOA Match Code Number which is also a 6-digit number and in most cases is the same number as the AOA ID or Member number. The 6-digit AOA Match Code Number is the number that must be used to identify an applicant on your Rank Order List(s).

The NMS Match System indicates that an applicant I wanted to rank is now withdrawn. Should I remove the applicant from the program's list?

Withdrawn applicants may change their status and decide to participate in the Match at any time until the Rank Order List deadline. Therefore, if you planned to rank an applicant who is now withdrawn, you are strongly encouraged to leave the withdrawn applicant on the Rank Order List. If you leave the withdrawn applicant on the 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. If you have any questions concerning the status of an applicant in the Match you should contact the applicant directly.

Will I be able to view and print a confirmation of a program's list before and/or after submission?

Yes. 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. It is strongly recommended that you print a copy of the final certified Rank Order List for each program, for your records, before the Rank Order List deadline.

You will also be able to view and print a copy of your Rank Order List for four days after the release of the Match results (until 11:59 p.m. ET on February 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.

How does NMS know when I've finished entering my Rank Order List?    -and-
What does it mean to "certify" my Rank Order List?

You must indicate that you have finished entering a program Rank Order List by certifying the list in the NMS Match System. Only lists that have been certified by the Rank Order List deadline will be used by NMS in the Match.

To certify a Rank Order List:

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

After you certify your information, you can still return to make changes to your rankings any time until the Rank Order List deadline. If you alter your Rank Order List after certification, your list will be decertified and you must go through the certification process again in order for your Rank Order List to be used in the Match.

Can I make changes or additions to a Rank Order List?

Yes, until 11:59 p.m. ET on January 19, 2018.

Rank Order List information for a program can be entered and/or changed 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, rather than returning at a later date to certify the list. Even if you have already certified the information for a program, you can return to make changes any time until the Rank Order List deadline.

If you certify a Rank Order List and then alter the list after certification, the list will be decertified and you must go through the certification process again in order for the list to be used in the Match. Only Rank Order Lists that are certified by the Rank Order List deadline will be used in the Match.

You are strongly advised not to wait until the last minute to enter and certify your list(s) to avoid potential system access problems near the deadline. You will not be able to access the NMS Match System to change or certify a list after the Rank Order List deadline.

If I go into the NMS Match System to change only my contact information (DME name, address, phone, fax, e-mail), will I need to re-certify the list(s)?

No. If you have already certified a Rank Order List in the NMS Match System, you will only need to re-certify the list if you alter the rankings in some way. If your institution offers more than one program in the Match, any changes you make to the contact 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.

Should I use the NMS Match System and also e-mail or fax in a copy of my Rank Order List(s)?

No. NMS will not accept duplicate copies of Rank Order Lists. Duplicate lists received by fax, e-mail or regular mail will be discarded and only the data entered in the NMS Match System will be used in the Match.

How can I confirm that NMS will receive a Rank Order List I have entered into the NMS Match System?

If a program's list is certified in the NMS Match System, and the program is not withdrawn, the list will be used by NMS in the Match.

On 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


You can also return to the Dashboard page and if your list has been certified, a message will indicate that the Rank Order List is certified.

certify statement

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

Who can I contact if I have problems using the NMS Match System?

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.

Special Requirements

How can I withdraw a program from the Match?

If a program no longer has any positions available to begin in 2018, you must withdraw the program from the Match using the NMS Match System. If you withdraw the program it will not be included in the Match, it will not be matched with any applicants, it will not revert any unfilled positions to another program or receive any unfilled positions from another program, and it will not be included on the list of programs with available positions for the Post-Match process.

To withdraw your program from the Match select the Edit button in the Status section of the Dashboard, select a reason for the withdrawal from the options provided, then enter your password and press Submit to confirm the withdrawal.

Programs that submit a certified Rank Order List, and that do not withdraw by the Rank Order List deadline, will be included in the Match and will be obliged to accept the Match results.

If I have previously withdrawn a program, how can I reinstate the program in the Match?

If you decide to submit rankings of applicants for the Match for a program that was previously withdrawn, or if you now wish to include the program on the list of programs with positions available after the Match, you can reinstate the program through the NMS Match System when it is accessible. To reinstate your program in the Match select the Edit button in the Status section of the Dashboard, then enter your password and press Submit to confirm the reinstatement.

Can a dually accredited program that participates in both the AOA Match and the NRMP® Main Match adjust the positions offered through the NRMP® based on the AOA Match results?

Yes. Programs participating in both Matches that wish to increase the number of positions offered in the NRMP® Main Match as a result of positions left unfilled in the AOA Match will be permitted to do so if they contact the NRMP® as soon as possible after the AOA Match results are released and no later than February 12, 2018 to request a change to the number of positions offered through the NRMP®. More information for programs offering positions in both Matches is available on the Prepare Your Rankings - Verify Programs and Positions page.

Can I control the distribution of applicants that are matched to a program based on specific applicant characteristics, such as school attended or location of residence?    -and-    
Can I use the NMS Match System to submit more than one Rank Order List for a single program?

It is possible within the matching algorithm to attempt to recruit a particular distribution of applicants for a program based on specific applicant characteristics, such as school attended or location of residence. To accomplish this, you would be required to divide a program's available positions into separate categories, designate how many positions are to be allocated to each category, and submit separate program Rank Order Lists for each category of position.

Programs that wish to submit multiple Rank Order Lists for the same program cannot enter their lists into the NMS Match System. These programs must submit their Rank Order Lists in writing to NMS by the Rank Order List deadline (January 19, 2018). Detailed instructions, examples and forms for preparing and submitting multiple Rank Order Lists for a single program in the Match are provided on the Prepare Your Rankings - Multiple Lists page.

Other Match Questions

How does the computer match applicants to a program?

The process of carrying out the Match based on the Rank Order Lists submitted by applicants and programs is described on the page titled The Matching Algorithm.


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