Application Service User Guide

Dashboard

Applications for the 2026 Match is closed.

When you log into the Extern Match Portal you are presented with a Dashboard. The Applications section of the Dashboard shows the number of applications currently pending and submitted.

Select the Edit button to get to the Application Overview page, where you provide your application content and submit your applications.

Application Overview

The Application Overview provides a summary of the sections that must be completed in order to submit an application. As you fulfil the minimum requirements in each section, the section status changes from Incomplete to Complete. The requirements for each section are described separately below.

Applicant Information

The Applicant Information section has two subsections. You must provide information for all required fields in each subsection in order to submit an application. Required fields are marked by an asterisk (*).

Fill out your application by selecting the Edit button for the appropriate field, enter your information, then press the Save button.

Your application does not need to be filled out all at once. Once you save information for a field, it is saved into your application. You can log out, return to the Extern Match Portal at a later time, and your saved information will be shown.

• Personal Information

  Your personal information is pre-populated based on the information you submitted when you registered for the Extern Match. You may change the pre-populated information if necessary.

• Certification

  You must accept and agree that the information provided in your application is complete and accurate. Read the certification statement, and confirm your acceptance by clicking the checkbox, entering your password, and pressing Save.

Document Uploads

Upload your documents with meaningful names so that you can include the correct document with each application. Do not password protect your files. Maximum file size is 3MB.

• What do I do if the system says my uploaded PDF document is incompatible?
• How do I combine multiple PDF documents into a single document?
• How can I reduce the size of a PDF document?

• Cover Letter

  A Cover Letter must be included with each application you submit. You must upload a Cover Letter to the Extern Match Portal as a PDF document.

  If you want to customize your Cover Letter for each site, you can prepare and upload multiple documents to the Extern Match Portal. Be sure to give each document a unique and descriptive name so that you know which document to include with each application when you assemble your application.

• CV

  A CV must be included with each application you submit. You must upload the CV to the Extern Match Portal as a PDF document.

  If you want to customize your CV for each site, you can prepare and upload multiple CVs to the Extern Match Portal. Be sure to give each document a unique and descriptive name so that you know which document to include with each application when you assemble your application.

• DCT Verification Letter

  You must obtain a Verification Letter from your DCT and upload it to the Extern Match Portal as a PDF document. A copy of the letter is included with each application you submit.

  The letter does not need to be personalized unless the DCT chooses to do so. The letter should:

  • Be on official university or program letterhead
  • Be signed by the DCT
  • Confirm the student is in good standing and eligible for an externship
  • Confirm the DCT has reviewed the Extern Match Guidelines with the student and that they agree to abide by the Guidelines

  Optional information that may be included at the DCT’s discretion:

  • The student’s typical schedule availability
  • Expected total hours per week and duration of the placement
  • General expectations for supervision and training activities

  Related Document:

  • DCT Verification Letter Template

• Other Document Uploads

  If applicable, upload the following additional documents to be included with your applications:

  • Photo: Upload a headshot photo as a JPG or PNG file. The system will automatically crop the image to center on your face. You may upload only one photo to your account.
  • Deidentified Assessment Report: Upload a PDF document that has been appropriately deidentified. You may upload multiple reports to the Extern Match Portal. Give each file a clear, descriptive name so you can easily identify which document to include with each application when assembling your materials.
  • Case Summary: Upload a PDF document of a Case Summary. You may upload multiple summaries to the Extern Match Portal. Give each file a clear, descriptive name so you can easily identify which document to include with each application when assembling your materials.
  • Transcript: Some academic programs allow students to download transcripts directly from their student portal, while others require requesting a physical copy from the registrar and scanning it to a PDF. If you are invited to an interview or matched to a site, the site may ask that an official transcript be sent directly from your academic program's registrar for verification.

• Supplemental Material

  Some sites may require that you include additional information in your application.

  You must include all Supplemental Material required by a site in a single PDF document for that site, as only one Supplemental Material document can be included in your application to each site. This document can be changed if needed after the submission of your application; however, no changes may be made after the Rank Order List deadline.

  If different sites require different Supplemental Material, you can prepare and upload a different Supplemental Material document for each site. Be sure to give each document a unique and descriptive name so that you know which document to include with each application when you assemble your application.

Reference Letters

Each application may include up to three letters of reference.

Reference letter requests are made using the Extern Match Portal. You must provide the reference writer's name and email address. You also need to add a Label and a Personal note to the request, to clarify for both you and the reference writer which letter is being requested. The system will send an email to your reference writer with a unique link to accept your request. The reference writer should then prepare a letter and upload it to the Extern Match Portal as a PDF. You do not have access to the contents of the letters.

You may request as many different reference letters as you wish. When you assemble your application for a specific site, you may designate up to three specific letters to be included in the application to that site.

Reference writers may provide one general reference letter for use in all your applications, or they may prepare customized letters tailored to specific sites or topics. If customized letters are being provided, you must submit separate reference requests in the Extern Match Portal - one for each unique letter the reference writer will prepare.

Tip: You should follow up with any reference writers who have not provided their letters in a timely manner.

• Request New Reference Letter
  • Select the + Request New Reference Letter.

  • Complete all information required for the reference letter request.

    The letter Label should be a unique title that will clearly identify and distinguish this reference letter from other reference letters submitted on your behalf. The reference writer will be able to see this Label. You do not need to include the reference writer's name in the label; the writer's name will be displayed automatically when you choose which letters to include with an application.

    For example, if the reference writer is preparing a customized letter for a site, the Label for the request should identify the name of the site. This will enable the reference writer to upload the appropriate letter for the request.

    You must also enter a Personal Note, to provide any additional information you may wish to communicate about this request, such as the application due date or any other relevant information (even a simple "thank you"). The Personal Note will be included in the email sent to the reference writer for this request.

  • Confirm that you agree to the terms of the reference request by clicking on the checkboxes.
  • Press the Add button.

• Tracking Your References

  Tip: You can submit your application before your reference writers upload their letters.

  Reference requests will have one of three statuses:

  • Requested: The Application Service has sent an email to the reference writer requesting a letter. Your personal note is included in the email sent to the reference writer. If one of your reference requests has been in the Requested status for a long time, you can click on the reference writer's name and resend the request email.
  • Accepted: The reference writer has accepted your request for a reference, but has not yet uploaded their reference letter into the Extern Match Portal. If the reference writer rejects your request, the request will be deleted from your list.
  • Received: The reference writer has uploaded their reference letter into the Extern Match Portal. If this reference letter has been included in any application that has already been submitted, the reference letter will be added to the submitted application; you cannot delete the reference letter or remove it from the submitted application. However the reference writer does have the ability to replace the reference letter in an application with another either before or after an application has been submitted.

  
  
  

  

  It is the responsibility of the applicant to ensure that all references are uploaded to the Extern Match Portal in a timely manner. If you are concerned that a reference letter that was attached to a submitted application will not be received in time, you can replace the reference letter in that application with another.

• Delete a Reference Request

  You can delete a reference request by clicking on the 'X' next to the reference writer's name. Once a reference request is attached to a submitted application, it cannot be deleted.

Site Selection

The Site Selection page is where you select the sites where you want to apply.

• Find a Site

  Sites are listed alphabetically. You can search for a site by name, track description or Match Code Number (as shown in the Site Directory). You can also filter the list by state.

  

  
  

• Select a Site (Add a Pending Application)

  Select a site by pressing the Select button

  When you select a site, it is flagged as "Pending" on the Site Selection page and it is added to your list of Pending Applications on the Application Submission page (described below). Sites on your Pending Applications list are notified of your interest and have access to your contact information so they can reach out to you with information about their site, if they choose to do so. Sites on your Pending Applications list do not have access to your full application until it is submitted.

  

  
  

  Selecting the button to Review Pending Applications takes you to the Application Submission page described below.

• De-Select a Site (Remove a Pending Application)

  You can remove an application from your Pending Applications list by pressing the 'X' button beside the site on either the Site Selection page or the Application Submission page. When you remove a pending application, you are removed from the site's list of pending applicants, and the site will no longer have direct access to your contact information.

  

Application Submission

The Application Service is now open for the Post-Match Process and will close on April 30, 2026. Applicants will not be able to submit or download applications after this date.

The Application Submission page shows all the sites you have selected, separated into two sections - Pending Applications and Submitted Applications. The page also shows the credits you have available for submitting additional applications.

Sites in the Pending Applications list have access to your contact information, but they do not yet have access to your application information.

You must select which of your uploaded documents and reference letters to include with each application. Once an application is submitted, all of your application information is available to the site immediately.

The core components of submitted applications cannot be changed or withdrawn. Corrections to other application information must be provided as an addition to Supplemental Material.

Tip: Although you must select the reference letters you plan to include when submitting your application, the letters do not need to be received at that time. They will be added automatically once uploaded by your reference writers. Your application will not be marked as complete until all selected reference letters are received. You can monitor the status of your reference letters in the Reference Letter Section. You should follow up with any reference writers who have not provided their letters in a timely manner.

• Pending Applications

  You must Assemble and Submit a pending application in order to send it to a site.

  • Select the Assemble button in the Pending Applications section.
    
    
    
    
    
  • Select the Personal Statement, CV, and other documents you want to attach to the application to this site.
  • Select up to three reference letters to attach to the application. The reference letters must be from different reference writers.
  • Select the tracks at the site that you are interested in. For sites with multiple tracks, you can indicate you are interested in all or only selected tracks at the site. Note that an application credit allows you to send one application to one site, regardless of the number of tracks you are interested in at that site.
  • Select the Submit This Application button to submit the application.
    
    

    Once you submit an application, the core components of the application cannot be changed or withdrawn. Be sure your application information, documents, and selected reference letters are correct before submitting the application. Any corrections to a submitted application must be provided as Supplemental Material.

• Submitted Applications

  The list of Submitted Applications shows the sites where you have applied. Your application will have one of two statuses:

  • Reference Not Received: The application has been submitted, but at least one of your reference letters has not yet been received.
  • Complete: All reference letters attached to the application have been received. The site has a complete copy of your application materials.
  

  Select the View button to view the application content that was submitted to the site.

• Credits

  Your Extern Match registration allows you to send up to 12 applications to sites. If you want to send more applications, you must buy more application credits at a cost of $15 USD per application.

  To purchase more application credits:

  • Select the Buy button
    
    
  • Select how many credits you want to buy, and press the Submit button
  • Enter Credit Card information, and press the Submit button