Application Service User Guide

Dashboard

The Application Service will open for applications on October 7, 2025.

When you log in to the NMS Match System 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 fulfill 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 several 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 account. You can log out, return to the NMS Match System at a later time, and your saved information will be shown.

• Personal Information

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

  Other information that is part of this section includes:

  • Gender
  • Ethnicity
  • US citizenship and/or work status
  • Canadian citizenship and/or work status

• Education Information

  You must provide at least one medical physics related degree. You can also list other academic degrees you have. You must provide the following information for each degree you list:

  • Degree Type (Certificate, Doctorate, Master's, Bachelor's)
  • Institution Name
  • CAMPEP accreditation status of the Institution. If you are listing non-accredited medical physics related coursework, you will need to upload a GEPRC document to include with your application.
  • Graduation Year

• Employment History

  If you have any employment experiences, you can include them in the Employment History section. This section is optional.

  The information required includes:

  • Job Title
  • Organization
  • Location of Employment (city and state/province)
  • Start and End Date

• Membership Status

  You must indicate:

  ABR Part 1 Status

  • Exam Status
  • Passed - Clinical and General
  • Passed - Clinical Only
  • Passed - General Only
  • Registered For Exam
  • Not Registered For Exam*
  • Year Passed (if applicable)

  CCPM Certification Status

  • Whether or not you are pursuing CCPM certification
  • If not, provide a reason

  *Note: Applicants may select the "Not Registered For Exam" option if registration for the ABR Part 1 has not yet opened. CAMPEP accredited residencies understand that applicants applying for residency will register at some point in the future.

• Disclosure

  The Disclosure section asks questions about disciplinary or corrective action from an educational, training, or licensing authority, and whether they have ever been accused or investigated for violations of academic or professional integrity or honesty standards.

  Select the Edit button and make the appropriate selection for each question. If you respond affirmatively to any of these questions, you will need to provide details.

• 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?

• Personal Statement

  A Personal Statement must be included with each application you submit. You must upload a Personal Statement to the NMS Match System as a PDF document.

  The Personal Statement should introduce yourself, outline your purpose and goals in applying to the position, give insight into your personality and philosophy, and demonstrate your writing skills and ability to effectively communicate.

  If you want to customize your Personal Statement for each residency, you can prepare and upload multiple documents to the NMS Match System. 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 NMS Match System as a PDF document.

  The CV should be current (to within 6 months), and include awards, publications, and presentations. Please ensure that peer-reviewed publications are readily identifiable.

  If you want to customize your CV for each residency, you can prepare and upload multiple CVs to the NMS Match System. 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.

• Transcript-Undergraduate

  You must obtain a copy of your transcript for undergraduate coursework and upload it to the NMS Match System as a single PDF document, along with any official translations (if applicable). A copy of the transcript is included with each application you submit.

  If you obtain an official PDF transcript from your school, or a transcript service like Parchment or Credential Solutions/Transcript Network, that PDF likely has security features that must be removed before uploading it to the system.

  • How do I remove security features from a transcript pdf document?

  Some schools allow their students to download a transcript from their student portal. Others may require that you obtain a physical copy of the transcript from the registrar's office and scan it to a PDF document.

  If you are granted an interview or are matched to a residency, the residency may request that you send an official transcript to the residency directly from your school's registrar's office for verification purposes.

• Transcript-CAMPEP Related Coursework

  You must obtain a copy of your transcript for medical physics related coursework and upload it to the NMS Match System as a single PDF document, along with any official translations (if applicable). A copy of the transcript is included with each application you submit.

  If you obtain an official PDF transcript from your school, or a transcript service like Parchment or Credential Solutions/Transcript Network, that PDF likely has security features that must be removed before uploading it to the system.

  • How do I remove security features from a transcript pdf document?

  Some schools allow their students to download a transcript from their student portal. Others may require that you obtain a physical copy of the transcript from the registrar's office and scan it to a PDF document.

  If you are granted an interview or are matched to a residency, the residency may request that you send an official transcript to the residency directly from your school's registrar's office for verification purposes.

• TOEFL Score Report (if applicable)

  If you have taken the TOEFL exam, you must obtain a copy of your Score Report and upload it to the NMS Match System as a single PDF document.

• GEPRC Documents (if applicable)

  Applicants who list non-accredited medical physics coursework in the Education section must upload their GEPRC documentation. Only one GEPRC PDF can be included with your applications, so you should merge all GEPRC documents into a single PDF file before uploading.

• Supplemental Material (if requested)

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

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

  If different residencies require different Supplemental Material, you can prepare and upload a different Supplemental Material document for each residency. 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 must include between two and three letters of reference.

Reference letter requests are made using the NMS Match System. 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.

You may request as many different reference letters as you wish. When you assemble your application for a specific program, you must designate at least two and no more than three specific letters to be included in the application to that program.

Typically, reference writers provide one general reference letter that is used for all programs to which an applicant is applying. However in some instances you may wish given reference writers to provide a customized reference letter for each program where you apply. In this case, you need to submit multiple reference letter requests using the NMS Match System to the same reference writer, one for each unique letter to be prepared by the reference writer.

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 identifier 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 each residency, the Label for the request should identify the name of the residency. 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 NMS Match System. 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 NMS Match System. If this reference letter has been included in any application that has already been submitted, 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 NMS Match System 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.

Residency Selection

The Residency Selection page is where you select the residencies where you want to apply.

• Find a Residency

  Residencies are listed alphabetically. You can search for a residency by name, residency description or Match Code Number (as shown in the List of Participating Residencies). You can also filter the list by state.

  

  
  

• Select a Residency (Add a Pending Application)

  Select a residency by pressing the Select button

  When you select a residency, it is flagged as "Pending" on the Residency Selection page and it is added to your list of Pending Applications on the Application Submission page (described below). Residencies 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 residency, if they choose to do so. Residencies 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 Residency (Remove a Pending Application)

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

  

Application Submission

The Application Submission page shows all the residencies 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.

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

Applications must be submitted by 11:59 p.m. Eastern Time on the application deadline date specified by the residency.

Once an application is submitted, all of your application information is available to the residency 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: You can submit your application before your reference writers upload their letters. However, your application will not be marked as complete until the reference letters attached to the application have been uploaded to the NMS Match System by your reference writers. 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 residency.

  • Select the Assemble button in the Pending Applications section.
    
    
    
    
    
  • Select the Personal Statement, CV, Transcript, and any other document upload or supplemental material you want to attach to the application to this residency.
  • Select the reference letters to attach to the application. The reference letters must be from different reference writers.
  • Select the program(s) at the residency that you are interested in. Most residencies offer only one program but some may offer more than one. For residencies with multiple programs, you can indicate you are interested in all or only selected programs at the residency. Note that an application credit allows you to send one application to one residency, regardless of the number of programs you are interested in at that residency.
  • 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 residencies 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 residency has a complete copy of your application materials.
  

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

• Credits

  Your MedPhys Match registration allows you to send up to 5 applications to residencies. 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