Extern Match

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Registration

  • When is the registration deadline?

    It is recommended that you register your site to participate in the Extern Match by November 24, 2025, although registrations can be accepted after that date. You should register as soon as possible so your site can be added to the Site Directory and applicants will know that your site is participating in the Extern Match.

    Your site will not be able to obtain applications from the Extern Match Portal until it is registered for the Extern Match.

    The final deadline for sites to register to participate in the Extern Match is January 23, 2026, which is the application deadline for all sites.

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  • What is a track?

    A track represents a distinct training opportunity offered by your site. If you want applicants to indicate preferences among different types of externship experiences offered by your site, set up each as a separate track in the Extern Match Portal. You'll specify the number of positions available for each track, a unique description or label for each track (limited to 50 characters), and submit a separate Rank Order List for each track. Applicants will rank each track separately on their lists, and you will submit separate rankings of applicants for each track.

    Examples of ways to define distinct tracks include:

    • Type of Training (e.g., adult, pediatric, trauma, etc.)
    • Location (e.g., Clinic A, Clinic B, Clinic C, etc.)
    • Applicant Type (University of NMS Applicants, Non-University of NMS Applicants)
    • Training Schedule (e.g., Monday, Wednesday, etc.)
  • Do I need to register multiple tracks for my site?

    One form of training opportunity: If your site offers only one form of training opportunity, or you do not want applicants to rank different options separately, register a single track. The default description for a single track is Externship.

    Multiple forms of training opportunities: If your site offers multiple distinct training opportunities and you want applicants to rank them separately, register each as a separate track. This setup lets applicants select which tracks to rank and allows you to evaluate and rank applicants independently for each track.

  • Should my training program register as one site with multiple tracks, or as multiple sites each with one track?

    Applications are managed at the site level. Applicants submit one application per site, regardless of how many tracks that site offers.

    Rankings are managed at the track level - sites will submit a separate Rank Order List for each track, and applicants will rank each track separately.

    Interviews can be structured flexibly, either at the site level (shared across tracks) or separately for each track.

    The key differences are outlined below.

    Registering as a Single Site with Multiple Tracks

    • Applicants submit one application to your site and indicate which tracks they wish to be considered for.
    • Interviews can be structured at the site level (shared across tracks) or separately for each track.
    • Each track has its own Rank Order List, allowing you to rank applicants differently for each track.
    • All site users (Primary Contact and any secondary users added into the system for a site) have access to every application, interview, and Rank Order List across all tracks for the site.

    Registering as Multiple Sites (Each with One Track)

    • Each site functions independently within the Extern Match.
    • Applicants must submit a separate application to each site they wish to apply to.
    • Each site's Primary Contact manages access to that site's applications, interviews, and Rank Order List.
    • Secondary users can be added, but they will only see information for their specific site.
  • What description or label should I give to my tracks?

    If you offer only one track, use a general label such as Externship.

    If your site is offering multiple tracks, give each a distinct, descriptive label so applicants can easily tell them apart. Some examples could be (track labels are limited to 50 characters):

    • Adult
    • Pediatric, Clinic A
    • Trauma, Wednesday
    • Adult, Clinic C, Friday pm
    • Applicants from NMS University only

Account & Login

  • What login credentials do I use?

    To log into the Extern Match Portal, you must use the email and password previously established for your site in the Extern Match Portal (e.g., when you registered your site for the 2026 Extern Match).

  • I have taken over the role of Primary Contact, what do I need to do?

    For sites already registered to participate in the Extern Match:

    You will need to obtain access to the Extern Match Portal for your site. If you can obtain the Extern Match Portal login credentials from the previous Primary Contact, you should log into the Extern Match Portal using those login credentials and update the Account and Profile information for your site. If you cannot obtain the login credentials from the previous Primary Contact, please contact NMS.

    Related Links:


    For sites not yet registered to participate in the Extern Match:

    If possible, access the registration email sent to your site and use the link in that email to initiate the registration process. If you cannot access the registration email, contact NMS to request that we send you an email with access to the online registration system for your site. You will need to send an email to NMS with the following information:

    • Site name
    • Primary Contact name
    • Primary Contact email address
    • A statement indicating you are the Primary Contact for the site
    Related Links:
  • How do I add a new track?

    For sites already registered to participate in the Extern Match:

    • Log in to the Extern Match Portal
    • Select Account from the menu
    • Select the Add Track button at the bottom of the page
    • Enter the number of positions to be offered in the track and a track description
    • Select the Add this Track button
    Related Links:


    For sites not yet registered to participate in the Extern Match:

    • Access the online registration system using the link provided in the registration email sent to the site by NMS, or Log in to the Extern Match Portal if you have already created an account in the Extern Match Portal
    • Select the Add New Track link at the bottom of the track information section of the Site and Track Information page
    • Enter the number of positions to be offered in the track and a track label/description
    • Select the Add button
    Related Links:


    Important Notices for Adding New Tracks

    • You may need to modify the number of positions offered in your previously existing track(s) to ensure your site is offering the correct final number of positions for your site
    • The label/description of each track must include additional information that will make it unique and clearly distinguished from any other track offered by your site (e.g., location)
    • Each track must offer at least one position
    • The new track will be assigned a Match Code Number automatically by the Extern Match Portal
  • Where do I find my Support PIN for the Extern Match Portal?

    The support PIN can be found on your Account Page of the Extern Match Portal. Log in to the Extern Match Portal and choose Account from the menu.

    The support PIN is a secret number that you can use to verify your identity and ownership of the account when you contact NMS support. The PIN must be 6 digits and may not begin with a zero.

Profile

  • Why am I getting an "Please provide a valid entry" error when entering text?

    What causes this error?

    The portal accepts only the characters defined in its validation rule. When text is copied from programs such as Word, Google Docs, PDFs, or email, it may contain Unicode characters that look normal but are not allowed. These usually include curly quotation marks, curly apostrophes, semicolons, percent symbols,stylized bullets, accented letters, en dashes, and smart punctuation.

    What characters are allowed?

    Letters A to Z, numbers, spaces, periods, hyphens, commas, colons, parentheses, apostrophes, question marks, exclamation marks, slashes, pound symbols, and line breaks.

    Examples of characters that cause errors:

    • Curly apostrophes ’
    • Curly quotation marks “ ”
    • En dashes –
    • Em dashes —
    • Bullets •
    • Accented letters such as é or ü
    • Percent symbols %
    • Semicolons ;

    What should I do if my text keeps failing validation?

    Paste your text into the checker below. It will show the first character that does not match the allowed pattern. Replace that character with a plain version, such as a straight apostrophe or straight quotation mark.

  • Where do I list additional components I want included in the application to my site?

    The standard Extern Match application includes the required components listed below.

    Required Materials

    • Applicant Information (name, Match Code, contact information, academic program, and DCT)
    • Cover Letter (uploaded by the applicant and customizable for your site)
    • CV or Resume (uploaded by the applicant and customizable for your site)
    • DCT Verification Letter (uploaded by the applicant)

    Optional Materials

    Sites may request additional materials in the Additional Application Requirements section of the Profile page. Applicants provide these only if your site asks for them. Optional materials include:

    • Letters of Reference (up to three, uploaded directly by reference writers)
    • Headshot Photo
    • Deidentified Assessment Report
    • Case Summary
    • Transcript (unofficial)
    • Other Supplemental Material, one PDF document per application

    Related Links:

Withdraw

  • What are the implications of withdrawing?

    A withdrawn track will not be included in the matching process, will not be matched with any applicants, and will not be included on the list of sites with available positions that is posted for the Post-Match Process. Any rankings that may have been submitted for the track will not be used in the matching process.

    Tracks that certify a Rank Order List and do not withdraw by the Rank Order List deadline will be included in the matching process.

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