Registration User Guide

The 2020 ASHP Match


1

Start the Registration Process

The online registration process must be completed by the Residency Program Director.

1.

Use the link in the registration e-mail to start the registration process.
Each residency is provided with a unique registration link. Program Directors responsible for more than one residency will receive separate e-mails for each residency and must use the unique link provided in each e-mail to register that residency.

If you have not received a personalized e-mail to register your residency for the Match by August 31, 2019, please contact NMS.

2.

If your residency will not be offering any programs or positions beginning in 2020, do not complete the registration process; instead, use the appropriate link provided in the registration e-mail sent to your residency to indicate that it will not be participating in the 2020 Match.

2

Set Up Your Account

Account information is not carried over from previous years. Each Program Director will need to set up a new account in the NMS Match System for the 2020 Match.

1.

Enter the e-mail address of the Residency Program Director.
The e-mail address you enter will uniquely identify your account and will be your username for the NMS Match System.

  • If you are responsible for more than one residency, you can use the same account (e-mail and password) for all your residencies.
  • If the e-mail address entered is different from the one pre-populated on the screen, or if an account already exists with that e-mail address, you will need to follow the onscreen prompts to confirm ownership of the e-mail address.
  • What if I want Match communications sent to a different contact?

    The Program Director should be the primary contact person for the Match, as they maintain primary responsibility for knowing and following Match rules and procedures. All communications related to the ASHP Match, including Match results, will be sent to the one e-mail address in the NMS Match System connected to each residency. Keep in mind that some Match communications may include links or information that should be kept confidential.

    If others at your residency need to be aware of such communications (e.g., supervisor, coordinator, etc.), you may forward these communications to those individuals. If necessary, you can change the e-mail address on file for your residency after the registration process is complete.

2.

Provide a password and complete the security questions for your account.

Once your account has been created, you can Log In to the NMS Match System. If you quit the registration process before it is completed, you can log in at another time and complete the process.

PLEASE NOTE: To ensure e-mails from NMS are not inadvertently directed to your "Spam" or "Junk Mail" folder, please whitelist all NMS e-mails and/or IPs.

3

Submit Residency and Program Information

Submit Residency
and Program Information

The Residency and Program Information page is where you provide information about your residency and the programs that will be offered in the ASHP Match.

If your residency participated in the 2019 Match, information is pre-populated based on the information on file at NMS from the 2019 Match. Please review the pre-populated program information carefully. You may make changes to this pre-populated information as described below.

1.

Residency Information

Type of Residency
For purposes of the Match, each residency is assigned a residency type that reflects the ASHP standard under which it is accredited, or will be accredited at the time of its next review. If the residency type shown in the system for your residency is incorrect, or if you have any questions concerning the type of your residency, please contact NMS before completing the registration process. You cannot change the type of residency in the NMS Match System. All programs or tracks registered in the Match for this residency must be the same residency type.

Contact Information
If any of the information is incorrect or missing, please update that information accordingly. Please ensure that the residency name displayed in the NMS Match System corresponds to the residency name shown in the online ASHP Directory, to avoid confusing applicants.

Application Deadline Date
You must provide the application deadline date for your residency. The application deadline date you enter should be no later than the Phase I Rank Order List deadline (February 28, 2020). The application deadline date entered when you register will be transferred into the PhORCAS system automatically.

2.

Program Information

Program Description
Each program or track offered by your residency in the Match must have a program description that indicates the type of residency - i.e., PGY1 or PGY2 and area of specialization if appropriate. Program descriptions can be a maximum of 50 characters including spaces between words.

Most residencies provide only one form of training or "track". However, some residencies offer more than one form of training to applicants (e.g., training at different sites or locations associated with a PGY1 community-based program, a regular PGY1 track separate from a PGY1 track offered specifically for non-traditional or international candidates, a regular PGY1 track separate from a PGY1 track with a focus on a particular area such as ambulatory care, etc.). In most cases, residencies that offer more than one track should differentiate these tracks for the purposes of the Match by registering each track as a separate program in the Match.

  • Should I register multiple programs for my residency?

    One Form of Training
    If your residency offers only one form of training, or if it is not desirable for applicants to be able to rank your residency's tracks separately in the Match, then your residency should offer only one program in the Match.

    Multiple Forms of Training
    Offering multiple programs will permit your applicants to rank each of your residency's tracks separately in the Match, and enable you to rank specific applicants for each track offered by your residency. Each registered program will be identified by a unique 6-digit Code Number and must have a unique and clearly distinguished description that is different from any other program offered by your residency.

    For example, if your residency is a PGY1 Pharmacy residency that offers more than one program in the Match, then none of the program descriptions should be simply PGY1 or PGY1 Pharmacy. Each program description must start with PGY1, but should include additional information to distinguish that program from the other program(s) offered by your residency (e.g., location, specialization focus, etc.).

    Please note that any program description you enter or modify must still indicate the type of residency (abbreviated if necessary) as the first part of the program description; additional information to uniquely identify each program should be added at the end of the program description.

    Note to Multiple-Site Residencies: Residency programs that offer training experiences at different practice sites must notify ASHP prior to adding or removing a site. The ASHP must review and approve the change prior to your making the change in the NMS Match System. Please refer to the information and notification forms on the ASHP web site.

  • Adding a Program

    If you wish to add a program, select the Add New Program link at the bottom of the program information section of the page. The program being added must be the same type of residency; to add a program with a different residency type, please contact NMS.

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    You must enter the number of positions to be filled in 2020, provide a program description and press the Add button. The program description of the new program must uniquely and clearly distinguish that program from any other program offered by your residency. A unique 6-digit program Code Number will be assigned to the program automatically by the system when it is added.

    If you offer or intend to offer a Multiple-Site Residency and want to add a new site, you must notify the ASHP and have that request approved before making the change in the NMS Match System. Please refer to the information and notification forms on ASHP web site.

  • Deleting a Program

    If a program that is pre-populated in the system will not be offering positions in 2020, you should delete the program. Note that every residency registered for the ASHP Match must have at least one program. You will not be able to delete a program if it is the only one listed for the residency.

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    Note for Multiple-Site Residencies: If you want to remove one or more of the sites, you must notify the ASHP and have that request approved before making the change in the NMS Match System. Please refer to the information and notification forms on ASHP web site.


Positions Available
You must verify or provide the number of positions to be filled in 2020 for each program offered in the ASHP Match. All positions available to begin training in 2020 in your residency must be registered for Phase I of the Match.

In some cases, a PGY2 program may offer a position to a current PGY1 resident in advance of the matching process through the Early Commitment Process.

You may change the number of positions available, if necessary, at any time up to the deadline for submitting the Rank Order Lists for each Phase of the Match.

Furthermore, it is possible to use the reversion feature to move position(s) that remain unfilled from one program to another within the matching process, to attempt to fill the available position(s) in the other program. For example, if a position remains unfilled in a PGY2 program, that position can be moved within the matching process to another PGY2 program, or to a PGY1 program, where the position may be able to be filled.

3.

Once all the information on the Residency and Program information page has been entered correctly, select the Continue button.

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4

Accept the Match Agreement and Rules

Accept the Match Agreement
and Rules

You must accept the Residency Agreement for the 2020 ASHP Match. Read the Agreement page carefully, as your organization, residency and program(s) will be committed to abide by the Agreement once it is registered.

5

Registration Confirmation

After the registration process is complete for your residency, you will receive a confirmation by e-mail. The confirmation will include a copy of the Residency Agreement, ASHP Match Rules, and schedule of dates, as well as the Code Number(s) and program description(s) for each of your program(s) registered for the ASHP Match. You should provide the program Code Number(s) to each of your applicants.
















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