Reference Writers Application Service Guide

2020 ORMatch


Access

  • Reference Request E-mail

    When an applicant requests a reference letter in the NMS Match System, a reference request e-mail is sent to the Reference Writer.

    You must use the link in the reference request e-mail to accept the request.

    Each request e-mail has a unique link tied to that reference request. If you receive multiple reference request e-mails, you must use the link in each e-mail to accept that request.

    Each reference request e-mail you receive will identify the applicant and include a unique identifying Label and Personal Note provided by the applicant.

    In some cases you may wish to provide customized letters to different residencies for the same applicant. In that case, the applicant must send you multiple request e-mails, one for each different letter you will prepare. The Label and Personal Note identifying each request will enable you to upload the correct reference letter for each request.

    If you wish to decline a reference request, use the decline link in the e-mail. You should also contact the applicant to let them know why you have declined the request.

  • Account Set Up

    When you accept a reference request, you are directed the NMS Match System.

    If you do not yet have an account in the NMS Match System, you will need to create an account with your e-mail address and a password of your choosing.

    If you already have an account in the NMS Match System, you do not need to set up another account; you only need one account to access the system. If you are a Program Coordinator or Director of Residencies with an existing NMS Match System account, or if you have already set up an account as a Reference Writer for the 2020 ORMatch, you will be directed to the login page for the system.

  • Log In

    Once you have set up an account, you can access the NMS Match System by selecting the Log In button in the top-right corner of the page.

    To log into the NMS Match System you will need to enter both the e-mail address and password that you previously set up in the system.

    If you are also a Program Coordinator or Director of Residencies, you will be presented with a list of your roles after you log into the system. You must select the Reference Writer role in order to reach the Dashboard page for your references.

  • Forgot Password?

    If you do not know 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 into the NMS Match System as a Reference Writer you are presented with a Dashboard. The Dashboard shows your name and e-mail address, and a summary of your reference requests and their status.

Main Dashboard overview


  • Switch to the Dashboard of Another Role

    If you are also a Program Coordinator or Director of Residencies, you can use the Switch button at the top of the Dashboard to access the Dashboard of your other roles without having to log out of the system.

  • Reference Request Status

    Each of the reference requests you accepted will have one of two statuses:

    • Complete: A reference letter has been uploaded into the NMS Match System for this reference request.
    • Not Provided: A reference letter has not yet been uploaded into the NMS Match System for this reference request.

Account

You can change your e-mail and password in the Account section of the NMS Match System. You can also set up security questions and answers. If you change your e-mail or password, you will have to use the new values the next time you log into the NMS Match System.

If you are also a Program Coordinator or Director of Residencies, any changes you make to your Account information will apply to all of your roles.

Reference Requests

To access your reference requests, log into the NMS Match System and select the References option from the menu, or select the View button in the Reference Requests section of the Dashboard. That will display the list of the reference requests you have accepted.

Each request listed shows the applicant's name, the unique identifying Label assigned to the reference by the applicant, and the status of the request. You can provide a reference letter by selecting the Submit Letter button for the reference request.

Each reference letter you prepare must be on letterhead, signed, and in PDF format with a file extension of .pdf. The document cannot be password protected, and the file to be uploaded cannot be larger than 3MB.

Applicants do not have access to the contents of your reference letters, but they are able to monitor the completion status of the reference request.

Reference Request page details

  • Submit a Letter
    Example of Reference Request

    • The reference request will display the applicant's name, request date, status, and the personal note provided to you by the applicant for this reference request.
    • Use the +Upload PDF Letter button to upload your reference letter.
    • Once you have uploaded your reference letter, the status of the request will change to Complete. Your letter will be added to the system and can be included as part of an application submitted to a residency by the applicant.
  • Change or Delete a Letter

    You can only change or delete a letter if it has not yet been sent to a residency as part of an application. If an applicant has submitted an application and requested that your letter be attached to that application, you cannot change or delete that letter.

    To delete a letter that has not yet been sent as part of an application, click on the 'X' next to the document's name.

    To change a letter, delete the letter and upload a new version.

    Example of Reference Request completed

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