AN OVERVIEW OF YOUR 2017 FAMILY MEDICINE/EMERGENCY MEDICINE MATCH APPLICANTS

Transcription

1 AN OVERVIEW OF YOUR 2017 FAMILY MEDICINE/EMERGENCY MEDICINE MATCH APPLICANTS 1

2 TABLE OF CONTENTS Family Medicine/Emergency Medicine Match general overview...1 The Match Algorithm...4 CaRMS Alert...6 Help resources for applicants...7 This handout is designed to provide you with a general overview of the Family Medicine/Emergency Medicine Match process. For more detailed information, please visit CaRMS.ca. 2

3 FAMILY MEDICINE/EMERGENCY MEDICINE MATCH GENERAL OVERVIEW PHASE 1: APPLICATION PERIOD On July 13, 2016 the online registration opens for eligible applicants. If you have not previously participated in a CaRMS match, you must register on CaRMS.ca. The first step is completing a brief registration, which includes paying a fee to participate in the match. Once you have paid your fee, you can begin completing your application and uploading documents. Once you have registered, you will receive an from CaRMS when the match opens on August 17, 2016 containing your unique link to access CaRMS Online, our secure, online application system that you will use throughout your match year. All applicants who previously participated in a CaRMS match may log into their CaRMS Online account on this date using their existing username and password and participate in the match. Program descriptions will be available on August 17, 2016 on our website, CaRMS.ca. Descriptions are updated throughout the match year, so we encourage you to review them carefully and regularly to ensure that your application meets all the requirements. During the application period, you should concentrate on completing the information sections and uploading your documents. Applying to programs On September 13, 2016 at 12:00 ET, you can begin selecting the programs to which you wish to apply. Submitting an application to a program is a two-step process. First, select the programs of your choice. Then, select the documents you wish to assign to those programs. You do not have to apply to programs and assign documents all at once. This process can be done gradually. However, you will want to have everything completed before the application deadline on September 27, 2016 at 12:00 ET so that your application is not considered late. We recommend you thoroughly review program descriptions to ensure you are assigning all the required documents. Milestones and deadlines The milestones noted in CaRMS' match timeline are simply recommended dates designed to help you keep your application on track during each phase of the application process; milestones are not deadlines. The deadlines noted in the timeline are the latest possible date/time you can complete a phase of the match process. 1

4 Translation request deadline CaRMS offers a translation service for medical school transcripts, MSPRs and letters of reference from English-to-French or French-to-English. If you are interested in using our translation services, you must make the request in the Translation Requests section of CaRMS Online by September 16, This will provide us with sufficient time to complete translation before file review begins. Each document to be translated needs to be in place in your application before we can coordinate the translation. CaRMS will continue to process translation requests after the deadline; however, we cannot guarantee that they will be complete before file review begins. Letter of reference milestone You should request letters of reference from your chosen referees early. Once a request is sent to a referee, they have the choice to submit the letter online via CaRMS Online or by mail to our Documents Centre. If referees choose to submit letters by mail, we recommend they be sent early to guarantee they will be processed into your application in time. Letters of reference can be requested and submitted online anytime, but must be assigned to programs by September 27, 2016 at 12:00 ET when file review begins. Application and document assignments deadline For your application to be considered on time, you must apply to programs and assign all required documents by September 27, 2016 at 12:00 ET. All applications and document assignments completed after this time will be time-stamped as late. However, some programs will review late applications. This information can be found in program descriptions. PHASE 2: FILE REVIEW On September 27, 2016 at 12:00 ET, programs begin reviewing applications and documents that have been submitted by applicants. Note: all applications to programs and document assignments completed after file review begins will be considered late. PHASE 3: INTERVIEWS The designated interview period is October 28 to November 25, Interviews are arranged between applicants and personnel in the program office; CaRMS is not involved in this process. 2

5 PHASE 4: RANKING Ranking begins On November 15, 2016 at 12:00 ET the ranking function opens for applicants in CaRMS Online and applicants can begin creating their rank order list (ROL). Ranking deadline The deadline to submit an ROL is December 5, 2016 at 15:00 ET. Do not wait until the last minute to enter and submit your ROL. You must have your ROL submitted by this time or you will be automatically withdrawn from the match. PHASE 5: MATCH RESULTS On December 15, 2016 at 12:00 ET log in to your CaRMS Online account to access your match results. 3

6 THE MATCH ALGORITHM CaRMS uses a globally recognized and award-winning algorithm to match students into postgraduate medical training programs throughout Canada. The Match Algorithm is licensed from the Canadian-based National Matching Services Inc. (NMS) and has been used to conduct medical residency matches in North America for over 50 years. CaRMS first used a computerized Match Algorithm process to conduct the R-1 Main Residency Match (R-1 match) in Since that time, it has been used to conduct the R-1 match, as well as our three subspecialty matches: Family Medicine/Emergency Medicine Match, Medicine Subspecialty Match and Pediatric Subspecialty Match. The Match Algorithm, known as the Roth-Peranson algorithm, was designed by Alvin Roth and NMS President Elliott Peranson and was key to Roth winning the Nobel Prize for economics in HOW DOES THE MATCH ALGORITHM WORK? The Match Algorithm compares rank order lists (ROLs) submitted to CaRMS by applicants and programs and matches applicants to programs based on both parties stated preferences. ROLs submitted by applicants indicate a list of programs where they wish to train ranked in their order of preference. ROLs submitted by programs indicate a list of applicants they wish to train ranked in their order of preference. The final preferences of applicants and programs, as indicated in their rank order lists, determine the match outcome. The algorithm is applicant-proposing, meaning it starts with an attempt to place an applicant into his or her most preferred program. In this way, the algorithm provides applicants with their best possible outcome based on the ROL submitted. At the end of the matching process, each applicant has either been matched to the most preferred choice possible from 4

7 their ROL or all choices submitted by the applicant have been exhausted and they have not been matched. THE MATCH ALGORITHM AT WORK: A SAMPLE SCENARIO The match for postgraduate medical training programs in Canada is complex involving hundreds of programs and thousands of applicants. The sample scenario below breaks down how the Match Algorithm would work on a smaller scale if there were four applicants, each with diverse career interests, and only four residency programs in the country, each only having one position available. A SAMPLE MATCH SCENARIO APPLICANT RANK ORDER LISTS PROGRAM RANK ORDER LISTS RESULTS Priya Sharma 1. Alberta Pediatrics 2. Western Family Medicine 3. Memorial Neurology 4. Sherbrooke Anesthesia Stéphanie Fortin 1. Sherbrooke Anesthesia 2. Memorial Neurology 3. Alberta Pediatrics 4. Western Family Medicine Claudia Neilson 1. Memorial Neurology 2. Alberta Pediatrics Pierre Chang 1. Alberta Pediatrics 2. Western Family Medicine Western Family Medicine 1. Priya Sharma 2. Pierre Chang 3. Stéphanie Fortin 4. Claudia Neilson Alberta Pediatrics 1. Priya Sharma 2. Stéphanie Fortin Memorial Neurology 1. Claudia Neilson 2. Stéphanie Fortin 3. Priya Sharma Sherbrooke Anesthesia 1. Priya Sharma 2. Pierre Chang Western Family Medicine Pierre Chang Alberta Pediatrics Priya Sharma Memorial Neurology Claudia Neilson Sherbrooke Anesthesia Unfilled If you have any questions about the match or the Match Algorithm, please contact the help desk at help@carms.ca or

8 CaRMS ALERT CaRMS is committed to providing our users with information pertaining to the health of our online systems. The CaRMS Alert website was launched in 2013 as the primary online resource for accurate, real-time updates on any system-wide technical issues that may arise with CaRMS online systems. CaRMS Alert helps keep our users better informed and allows us to target the efforts of our client service agents and IT specialists more effectively. If you are experiencing a technical problem, CaRMSalert.ca should be your first stop for information and updates on the issue. All identified global, system-wide issues will be listed, along with any workarounds, users affected, issue statuses and estimated resolution times. Particular problems experienced by individual users will not be listed. 6

9 HELP RESOURCES FOR APPLICANTS CaRMS has a variety of resources available to applicants to help facilitate their match year. HELP DESK We have bilingual, full-time help desk staff available to answer questions throughout the match year. Applicants can contact the CaRMS help desk at help@carms.ca or The help desk is open Monday to Friday, from 8:00 ET to 18:00 ET from September through April, and Monday to Friday, from 8:00 ET to 16:00 ET from May through August. CaRMS ONLINE HELP The CaRMS Online help guide for applicants is designed to assist users of CaRMS Online. We update it throughout the match year to reflect the different stages of the match process. SOCIAL MEDIA Facebook and Twitter We have a dedicated Facebook page and Twitter feed designed to provide information and updates on each of our matches as well as general information from the organization. Visit us on Facebook at facebook.com/carms.ca and follow us on Twitter YouTube CaRMS YouTube channel hosts several instructional videos to help guide applicants through the match process. The videos can be accessed at youtube.com/carmsvideo. CaRMS WEBSITE CaRMS.ca Applicant user pages Our applicant user pages provide detailed information specific to our two main applicant groups: Canadian-trained graduates and internationally-trained graduates. Each section contains detailed answers to frequently asked questions (FAQs) and match tips to provide applicants with all the information they need to participate in a CaRMS match. Match pages CaRMS match pages provide general information about each of our matches, including eligibility criteria, registration information, university information and fees. 7

10 Match timelines CaRMS match timelines for applicants are an important resource throughout the match year. They include recommended dates to help applicants keep their application on track for timely completion. Program description directories We host program descriptions for all postgraduate institutions participating in CaRMS matches, providing applicants with a centralized directory of program descriptions. All content is provided by programs. Statistics CaRMS publishes detailed reports on each of our matches on an annual basis and holds national aggregate statistics on medical education in Canada dating back to CaRMS webinars CaRMS offers a series of interactive webinars throughout the match year, each designed to provide users with a solid introduction to CaRMS Online and how it works. Residency Link Residency Link is our ongoing series of tips and useful information for the match year. COMMUNIQUÉS Communiqués, delivered via , are the primary communication tool used by CaRMS and contain important information and instructions for registered users. 8

11 The Canadian Resident Matching Service (CaRMS) is a national, independent, notfor-profit, fee-for-service organization that provides a fair, objective and transparent application and matching service for medical training throughout Canada. CaRMS.ca , rue Nepean Street Ottawa, Ontario K2P 0B4, Canada (Toll free / Sans frais) 877.CaRMS.42