NMS Match System Guide for Programs

The 2019 Genetic Counseling Admissions Match


Log In

  • Access the NMS Match System

    You can access the NMS Match System by selecting the Log In option in the menu button in the top-right corner of the screen.

    To log in to the NMS Match System, you will need to use the e-mail address and password that you previously established in the NMS Match System (e.g., when you registered your program to participate in the Match).

  • Program Directors with Multiple Tracks

    If you have more than one track registered in the Match, you will be presented with a list of the tracks after you log in to the system. You must select a track from the list in order to reach the Dashboard page for the track.

  • New/Changed Program Director

    If you are a new Program Director and do not have access to the login information created by the former Program Director, you must send a signed request to NMS, on program letterhead, providing your e-mail address and requesting that NMS update the account information for your program. The letter can be sent to gcadmissions@natmatch.com.

  • Forgot Password?

    If you do not recall your password, please use the Forgot Password? link available on the NMS Match System login page and follow the instructions to reset your password.

    forgot password

Dashboard

After you log in to the NMS Match System for a track, you are presented with a Dashboard. The Dashboard shows your track’s current status in the Match, the number of positions being offered, and information about the track’s rankings for the Match.

  • Switch to the Dashboard of Another Track

    If you have more than one track registered for the Match, you can use the Switch button at the top of the Dashboard to access the Dashboard of your other track(s) without having to log out of the system.

    switch button

  • Status - Withdraw or Reinstate

    The Status section shows the track's participation status in the Match. All registered tracks that intend to offer positions between May 1, 2019 and January 31, 2020 should have a status of Active.

    The status of a track can be changed in the NMS Match System until the Rank Order List deadline.

    If the track no longer has positions to offer, it should be withdrawn from the Match.

    If the track has positions available but no acceptable applicants to rank, you should not withdraw the track but should certify a Rank Order List with No Ranks.


    To Withdraw a Track:

    • Select the Edit button in the Status section of the Dashboard
    • Select a reason for withdrawing
    • Enter your password and press Submit.
    edit status

    If you have withdrawn a track, but now want that track to participate in the Match, you can reinstate the track prior to the Rank Order List deadline.

    To Reinstate a Track:

    • Select the Edit button in the Status section of the Dashboard
    • Follow the instructions provided on the screen to complete the reinstatement process.
  • Change the Number of Positions
    • Select the Edit button in the Positions section of the Dashboard
    • Select the appropriate number of positions to be filled

    The terms of the Program Agreement state that all available positions that start between May 1, 2019 and January 31, 2020 must be offered through the GC Admissions Match.

    The number of positions offered by a track can be changed until the Rank Order List deadline, April 16, 2019.

  • Rank Order List Status

    The Rankings section of the Dashboard provides a summary of the track's Rank Order List information. The summary information shows the number of ranks on the Rank Order List and whether or not the Rank Order List is certified for use in the Match.

    • Select the Edit button to access the Rank Order List, view the rankings, make changes or certify the list.

    Instructions for entering your rankings are available in the Enter Rankings section below.

Account

You can change your e-mail, password and security questions in the Account section of the NMS Match System.

Ensure your e-mail address is correct as all Match communications, including your program's Match results, will be sent to that e-mail address.

  • If you are responsible for more than one track, any changes you make to your Account information will apply to all of your tracks.
  • If you change your e-mail or password, you will have to use the new values the next time you log in to the NMS Match System.
  • Add a New Track to Your Program
    • Use the Add New Track button in the Account section to add an additional track to your program.
    • Select the number of positions to be filled in the new track between May 1, 2019 and January 31, 2020 and edit the description of the new track.
    • The description of the new track must be unique and clearly distinguish that track from any other track offered by your program.
    • The Track Code Number will be assigned to the new track automatically by the system.

    You can add a track to your program online prior to the system opening for rankings on April 2, 2019. If you wish to add a track after this date, you will need to contact NMS.

Profile

The Profile section in the NMS Match System shows the Code Number and description of the track, as well as program information (Program Display Name, Program Director name, mailing address, telephone number and fax number).

  • Change Profile Information

    You may edit most of the information in the Profile section until the Rank Order List deadline. However, you cannot change the program's display name or the track description once the NMS Match System is open for the entry of rankings.

    • Select the Edit button next to the information you want to change.
    • Update the information, and press the Save button.

    Detailed instructions about the content to be entered into each field can be found by pressing the tooltip icon (?) next to the field name.

    Note: If your program has more than one track in the Match, any changes you make to the program information for one track will be made automatically for all tracks at the program. You cannot have different contact information for different tracks within your program.

Enter Rankings

Key Dates

System Opens For Rankings April 2, 2019
Rank Order List Deadline April 16, 2019 at 11:59 p.m. ET

You will not be able to access the NMS Match System to enter or certify a Rank Order List after the Rank Order List deadline.

You are strongly advised to enter your rankings and certify your Rank Order List well before the Rank Order List deadline to avoid potential system access problems near the deadline.

Enter, Edit and Print Your Rank Order List

You must enter and certify a separate Rank Order List for each track offered by your program in the Match.

  • Add Applicant to the List
    • Start typing in the search box to find the applicant you want to rank. Applicants can be searched by Code Number, last name or first name.

      Withdrawn applicants will be indicated with a Withdrawn flag when you search and add them to your Rank Order List. You are strongly encouraged to leave the withdrawn applicant ranked on the Rank Order List. Withdrawn applicants can reinstate themselves in the Match any time prior to the Rank Order List deadline. If you leave the withdrawn applicant on the Rank Order 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.

    • Select the applicant you want to rank from the search results. Since the Match processing is based on the Code Number, make sure the 5-digit Code Number shown for the applicant you select correctly identifies the applicant you wish to rank.

    • Press the Add to List button to add the applicant to your list. Applicants should be entered in rank number sequence, with your most preferred applicant entered first as rank 1, your next most preferred applicant entered next as rank 2, and so on. You may add as many applicants as you wish.

    Add applicants to your Rank Order List
  • Reorder the Ranks
    • To move or re-order a rank, use the drop-down menu attached to the rank number. Select the number where you want the applicant to be ranked.

    • Reorder Rank Order List
  • Import the Rankings From a File

    Most tracks should enter their rankings using the web-based interface provided on the Rankings page. However, if you have a very long list of applicants to rank (e.g., more than 40) and you have a pre-existing file of those applicants in an acceptable format, you may find it easier to import a file of your rankings into the NMS Match System.

    To import a Rank Order List into the NMS Match System, you need to generate a comma-separated text file (.csv) with the Match Code Numbers of the applicants to be ranked. Review the instructions found at the link below to read more on how to import a file of your rankings.

  • Print Your Rank Order List

    You should print a copy of your final certified Rank Order List for your records.

    Click on the Printer-Friendly link (provided at the top or bottom of your Rank Order List) and then use the print function of your browser.

    You will also be able to view and print your Rank Order List(s) until 4 days after the Match results are released.

    print rank order list

Special Cases for Rankings

  • Reverting Unfilled Positions

    Programs offering more than one track may find it helpful to use the "reversion" mechanism to increase the likelihood of filling all positions in the program. This may be especially useful for programs offering tracks at different locations or with different levels of funding.

    Reverting unfilled positions allows you to move one or more positions that remain unfilled from one Rank Order List to a second Rank Order List, so that an attempt can be made to fill the available position(s) with applicant(s) on the second list.

  • Submitting Multiple Lists

    Most programs will need to submit only one Rank Order List for each track in order to match with the most desirable applicants. However, some tracks may have special requirements that can only be satisfied by submitting more than one Rank Order List for a single track. This feature is useful if a track needs to recruit a mix of applicants with specific characteristics (e.g., language fluency, school of graduation, undergraduate major, etc.). To accomplish this, you must divide your track's available positions into separate types, designate how many positions to allocate to each type, and submit separate Rank Order Lists for each type of position.

Certify a Rank Order List

Certifying the Rank Order List tells NMS that the rankings are complete and the Rank Order List is ready to be used in the Match. You must certify the Rank Order List before the deadline in order for the list to be used in the Match.

You can make changes to the list even after it is certified, until the Rank Order List deadline. If you make changes to a list after it is certified, the list will become uncertified and you will have to re-certify the list before the deadline in order for it to be used in the Match.

You are strongly encouraged to enter and certify your Rank Order List(s) well before the deadline date to avoid potential system access problems near the deadline.

  • Certify Your Rank Order List
    • Press the Submit for Certification button (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 issues or problems exist in your Rank Order List and prompt you to certify your list by re-entering your password and pressing Submit.
    certify rank order list

    There are three ways to verify that the list has been certified:

    • A green banner will be displayed at the top of the Rankings page
    • certify banner

    • In the Rankings section of your Dashboard, it will indicate that the Rank Order List has been certified
    • certify statement

    • You will be sent an e-mail from NMS confirming the certification

    Do not call NMS to confirm that your Rank Order List has been certified.

All Rank Order Lists must be certified by 11:59 p.m. ET on the Rank Order List deadline April 16, 2019.

System Requirements

The online NMS Match System is designed to be used with the security and features of modern web browsers. Your browser must accept cookies and have JavaScript enabled in order for the NMS Match System to function correctly.

  • Browser Requirements

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

    If you log in to 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.