Application Service User Guide

2020 ORMatch


Access

After you log into the NMS Match System for a program, you can access your applications from the Your Applications option from the menu, or by pressing the Review button in the Applications section of the Dashboard.

Dashboard - Application Section

Your Applications

Overview of Your Applications page

  • 1. Application Settings

    You can edit the following information on the Application Settings page:

    Overview of Application Settings page

    • Application Deadline

      This is the application deadline date for your residency. Your residency will close for applications automatically at 11:59 pm Eastern Time on the application deadline date.

      You should set your application deadline no later than January 31, 2020. While your application deadline date can be as late as the Rank Order List deadline, NMS will only be able to obtain and provide you with verified NBEO Score information for applications submitted by January 31, 2020.

      Once the deadline date has been set, you should avoid changing the deadline to an earlier date, as some applicants will have seen the original date and not be aware of the new deadline. If you wish to reopen applications to your residency after it has been closed, you can do so by updating the application deadline date to a later date.

    • Tags

      Tags can be used to help categorize applications according to criteria important to your residency. Tags are defined and customized by each residency. You can define whatever tags are appropriate for your residency, and you can assign multiple tags to an application. Tag names are limited to 25 characters.

    • Rating Categories

      Rating Categories can be used to help you score and evaluate applications according to criteria important to your residency. Rating Categories are defined and customized by each residency. Rating Category names are limited to 15 characters.

      When you rate an application, each category can be given a score from 1-10. The system will calculate the average (mean) score across all categories for each application you review.

      Note: Tags and Rating Categories are only visible to Program Coordinators. Applicants and Directors of Residencies do not have access to your tags or ratings.

  • 2. Filters

    You can filter the list of applicants that have applied to your residency on any combination of the following criteria:

    • Applicant Name

      Enter a name (first, last, and/or middle), or part of a name.

    • Applied to Program

      If your residency offers more than one program/track in the Match, applicants can identify on their application which of your programs they are interested in. You can filter by the program(s) chosen by the applicant.

    • Received After Date

      Find applications submitted after a particular date. This can be helpful if you want to search for new applications.

    • Submission Status

      Select applications that are PENDING or SUBMITTED.

      An application is PENDING if the applicant has selected your residency site in the ORMatch Application Service but has not yet submitted their application information to your residency. You have access to the contact information for PENDING applications so you can reach out to the applicant with more information, if desired. Applicants who add your residency as a pending application may remove your residency at a later date.

      A SUBMITTED application is a formal application to your residency that contains all application material submitted by the applicant. Submitted applications cannot be changed or withdrawn by the applicant.

    • Review Status

      Select one of five review statuses (Reviewed, Rejected, Selected for Interview, Interviewed, Will be Ranked) that you have assigned to the application.

    • Reference Status

      Select applications by whether or not all three required reference letters have been received. Applications have a reference status of COMPLETE when all 3 reference letters attached to the application have been received. Applications that do not have all 3 reference letters received have a reference status of NOT RECEIVED.

  • 3. Advanced Search
  • 4. Export

    The Export function allows you to export information for the applications on the current (filtered) list of applications into a CSV file, which can be opened in Excel or other spreadsheet software.

    The Export file includes contact, demographic, and educational information from the application, as well as information you have added in your evaluation of the application. The Export does not include any uploaded documents (e.g., transcripts, CVs, etc.) or references that are included in the full application.

    If an applicant has applied to more than one program/track at your residency, there will be one record in the file for each program/track to which the applicant has applied.

    The fields available in the Export file include:

    • Applicant's Match Code Number
    • Program Code and Description
    • Applicant Name
    • Mailing Address
    • Phone Number(s)
    • E-mail Address
    • Date of Birth
    • Gender
    • US Citizenship Status
    • OE Tracker Number
    • OD School
    • OD GPA
    • OD Graduation Year
    • Undergraduate Major
    • NBEO Part I
    • NBEO Part II
    • NBEO Part III
    • NBEO TMOD
    • NBEO ISE
    • Date Submitted
    • Rating
    • Review Status
    • Review Comments
  • 5. List of Applications

    The List of Applications shows all applicants who have selected your residency in the ORMatch Application Service. If your residency offers more than one program in the Match, all applicants to any of your programs are included in the list.

    The list of displayed applications can be sorted by clicking on a column heading in the display.

    Applications can be PENDING or SUBMITTED. An application is PENDING if the applicant has selected your residency site in the ORMatch Application Service but has not yet submitted their application information to your residency. You have access to the contact information for PENDING applications so you can reach out to the applicant with more information, if desired. Applicants who add your residency as a pending application may remove your residency at a later date and not submit a complete application to your residency.

    A SUBMITTED application is a formal application to your residency. Submitted applications have the date of submission listed in the Submitted column. A submitted application contains all application material submitted by the applicant. Submitted applications cannot be changed or withdrawn by the applicant.

    As the reference letters for an application are uploaded to the system by reference writers, the application's Reference Status will be updated. You will automatically receive an e-mail notification when a reference letter for one of your submitted applications is uploaded to the system.

  • 6. View and Update Individual Applications

    You can access an individual application by selecting the link attached to the applicant's name.

    Example of an Applicant's application listing

    • For a PENDING application, you only have access to the applicant's contact information.
    • For a SUBMITTED application, you have access to the full contents of the application, excluding any references that have not yet been submitted. The complete application content can be viewed or downloaded as a single PDF document.
    • Example of an application
    • You can assign tags to help organize and categorize your applications. Application tags are customized by each residency and are defined in the Application Settings section.
    • You can assign a review status to the application to help keep track of your progress in the evaluation process. The review status can be set to one of five values - Reviewed, Rejected, Selected for Interview, Interviewed, Will be Ranked.
    • You can rate the application according to Rating Categories that are customized by each residency, as defined in the Application Settings section. When you rate an application, you can assign a score from 1-10 for each category. The system will calculate the average (mean) score across all categories for each application.

      You can also enter a comment about the application on the Edit Rating page. Comments are limited to 500 characters.

    • Ratings and comments for applications

    Note: Tags, ratings, and comments are only visible to Program Coordinators. Applicants and Directors of Residencies do not have access to your tags, ratings, or comments.

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