Extern Match

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Applications

  • When is the application deadline?

    The application deadline for all sites participating in the matching process is 11:59 p.m. Eastern Time on January 23, 2026. After this deadline, applications can no longer be submitted.

    Following the release of matching process results, sites with available positions will participate in the Post-Match Process. The default Post-Match application deadline is April 30, 2026, though individual sites may change their deadline or close early at any time.

    Submit your applications well before the deadline to allow time to address any unexpected issues.

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  • Can I change or correct my application after submission?

    The only component of your application that you can change after submission is your Supplemental Material document

    If you need to make any correction to your submitted applications, follow the instructions below:

    • Assemble the new information into a PDF document
    • Upload the PDF document to the Extern Match Portal Supplemental Material
    • Navigate to the submitted application that needs to be updated
    • Attach the new Supplemental Material PDF to the application
      Note: Each application can have only one Supplemental Material document attached to it. If your submitted application already has Supplemental Material, you will need to create a new document with the existing Supplemental Material and the required corrections, and update the application with the new document.

    Note: Your reference writers can submit their references after your applications have been submitted.

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Document Uploads

  • How do I create a PDF document?

    Many word processing programs (e.g., Word, Google Docs, Pages, etc.) will allow you to save a document directly to PDF. Alternatively, there are free online tools that you can use or software you can download to generate PDF files. Use a google search to get you pointed in the right direction.

    Note: When creating a PDF from a Word Document ensure you choose .pdf as the file format type when saving/creating your document. Simply adding ".pdf" to the end of the document title will not successfully create a PDF.

  • How do I remove security features from a PDF document?

    If you have a PDF document with security features, the easiest way to remove them is to open it and "print to PDF". You can open the document in a browser (i.e., Chrome, Safari, Firefox or Microsoft) and choose Print ->Save to PDF. Alternatively, you can physically print the PDF and scan it.

    There are also some online services that will remove security features for you.

    Some documents may have special watermarks that say "Printed Copy" when the security features are removed. That is acceptable for the Extern Match Portal.

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  • Why does the system say my uploaded PDF is incompatible?

    When you submit an application, the Extern Match Portal takes your uploaded documents and merges them together to create a single consolidated file for sites to download.

    While the system supports PDFs up to version 1.7, some PDFs have special features or characteristics that cannot be seamlessly merged with other PDF documents. If you receive an error stating that your PDF is incompatible, it means your document has some of these special features or characteristics.

    This issue can be resolved by converting your document to a different PDF version. There are many free online tools that can do this for you. Converting your document to PDF version 1.4 (Adobe Acrobat 5) will remove all special features from your document, and will ensure your PDF is compatible.

    Alternatively, you can take a picture of your document and create a PDF from that image.

    If you continue to have issues with your document, contact us.

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References

  • What do I do if I want to replace one of my reference letters with another (e.g., because the original letter won't be received in time)?

    Each application you submit may have up to three reference letters attached to it. If a letter that is attached to an application has not yet been received, you can replace the letter with another letter not originally included in the application.

    For example, if you have 4 letters and have attached letters #1, #2, and #3 to an application, you can replace letter #2 with letter #4 if necessary.

    You can only replace reference letters that have not yet been received. Once a reference letter is received, it is locked to the application and cannot be changed.

    For Pending Applications:

    • Log In to the Extern Match Portal
    • Select Applications from the menu
    • Select the Edit button in the Application Submission section
    • Select the Assemble button for the Pending Application that includes the reference letter
    • De-select the reference letter that you do not want to include
    • Select an alternative reference letter to attach

    For Submitted Applications:

    • Log In to the Extern Match Portal
    • Select Applications from the menu
    • Select the Edit button in the Application Submission section
    • Select the View button for the Submitted Application that includes the reference letter
    • Select the Edit button next to the reference letter that you want to replace
    • In the pop-up window, select the new reference letter that you want to include with the application
    • Press Save

    The site will be notified that a reference letter has changed.








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