CaRMS Online technical guide for applicants: Application period

Transcription

1 CaRMS Online technical guide for applicants: Application period Updated, 2014

2 This guide is designed to facilitate your use of the CaRMS Online system. Browser compatibility CaRMS supports the following browsers: For PC: Chrome (recommended for the best user experience) Firefox 14.0 or higher Internet Explorer 9* For MAC: Chrome (recommended for the best user experience) Safari 5.0 or higher * If you have upgraded to the newer Internet Explorer (IE) 10, you will experience some difficulties accessing the CaRMS Online system. Activating Compatibility view under Tools in the browser is recommended. IE8 also has limited functionality. If you are not using a supported browser, unexpected errors will occur. We apologize for any inconvenience, and recommend that you upgrade to a supported browser. Contact If you have any questions about this guide, please contact [email protected]. Version history Version Date Description of changes Initial version Version 1 1

3 Table of contents Match participation 4 My information. 4 Profile... 4 Personal information Language skills Licensure... 5 Achievements and interests. 5 Education.. 5 Non-medical education Medical education Clinical electives Postgraduate training/internships Residency electives Non clinical training Examinations. 8 Medical Council of Canada United States Medical Licencing Examination Language Assessments Other Experience 9 Version 1 2

4 Work Scholarly activities and research Observerships Volunteer Clinical practice Fellowships Publications/presentations My documents. 13 Personal letter. 13 Letters of reference Attached documents Document tracking 13 Translation requests 15 Document return 15 My application. 16 Declaration.. 16 Version 1 3

5 Match participation 1. When you receive your access confirmation/token, click the link in the . Read the instructions, follow the steps and pay the application fee to begin your application in CaRMS Online. 2. Select the language of your application: English, French, or both English and French. You will be able to modify this information later in the Personal Information section of your application. 3. Select PARTICIPATE to participate in the match. 4. Carefully read the instructions and click NEXT to continue. 5. Carefully review the applicant contract. Note that the applicant contract is legally binding. Check the box and click ACCEPT to continue. 6. Enter your credit card number and expiry date. Click PROCESS TRANSACTION to continue. 7. If you wish to withdraw from the match, select WITHDRAW. To have your application reinstated in the match after you have withdrawn, send an to My information Profile Personal information 1. Fill in the requested information. Mandatory fields are marked by a red asterisk (*). You can continue to update most fields in this section throughout the match. Note: you will receive a Licentiate of the Medical Council of Canada (LMCC) number when you pass the MCCQE2. If you are scheduled to take the exam, enter six zeroes (000000) as a temporary LMCC number. This will enable you to submit the exam section of your application. Language skills 1. Record all languages you can fluently speak and/or write. Your selected languages are displayed in the left column. To add a language, select a language by clicking the + in the right column next to the language. If a desired language is not listed in the right hand column, type it into the Other Language(s) field. 2. Click SAVE to save your list of languages. Version 1 4

6 Licensure Licensure 1. Enter information about your medical licensure. Mandatory fields are marked by a red asterisk (*). Canadian medical graduates (CMGs) will not usually have a medical license until they have completed their residency training and all MCC exams. Many international medical graduates (IMGs) will have a medical license. Note: completing all MCC exams and obtaining your LMCC certificate does not necessarily mean that you have your license to practice medicine in Canada. Achievements & interests Achievements & interests 1. Record your academic achievements (e.g., awards) and areas of interest. Mandatory fields are marked by a red asterisk (*). To create multiple entries, click on + Add record. Education Non-medical education 1. Enter your undergraduate, CÉGEP and postgraduate education (completed or not). Mandatory fields are indicated by a red asterisk (*). Undergraduate education is any schooling you received after completing high school and before beginning medical school. Graduate education is any schooling you received after completing your undergraduate education. The most common types of education in this category are: Bachelor s degree CÉGEP Pre-med Masters PHD 2. To add multiple entries, click SAVE, then + Add record. Version 1 5

7 Medical education 1. Record information pertinent to your medical degree. Required fields are marked by a red asterisk *. Note: If you attended more than one medical school, you must send an containing the name of both schools, and your start dates at each to [email protected] to request that a second record be added. You must provide complete information for both medical schools on your application. Clinical electives 1. Enter any electives you have, or will have completed during your medical education. Required fields are marked by a red asterisk *. An elective is defined as any rotation during your medical education training that was not mandatory. If you wish, you can also enter electives you will complete in the future. You may also enter mandatory rotations in this section, if desired. Mandatory rotations are, as a rule, covered in the MSPR. Postgraduate training/internships 1. Record any accredited postgraduate medical residency training in which you have participated. Required fields are marked by a red asterisk *. For the purposes of this application, postgraduate training is defined as any medical residency training after completing a medical degree, in a clinical setting, with supervised patient contact, that may lead to a general license and/or specific practice. Version 1 6

8 Residency electives 1. Record electives you have, or will have, completed during your residency training. Required fields are marked by a red asterisk *. An elective is defined as any rotation you have done during residency training that was not mandatory. Note: Most CMGs will not have done any residency training and will therefore not have any residency electives. Non clinical training/certifications 1. Record any training/certifications you have completed that are not directly linked to your medical education. Required fields are marked by a red asterisk *. This includes, but is not limited to, CPR, ACLS and BCLS. If you are unsure of where to record training because it does not fit in any other category, it can be entered in this section. Version 1 7

9 Examinations Note: all examination documents submitted to programs must be current. Some examinations expire after a number of years and it is up to you to ensure that your examination results are currently valid. Medical Council of Canada examinations 1. Carefully read the MCC acknowledgment. Check the MCC acknowledgement to authorize CaRMS to retrieve your exam score from the MCC. 2. Log in to your physiciansapply.ca account using the link provided to transfer your data and documents to CaRMS. The link will open a page specifically designed for you to choose the examination data as well as the documents you wish to include in your CaRMS application. Note: you must fill in the required document fields and share the document with CaRMS in the Attach Document section of your application. Note: Document transfer can take up to 10 buisiness days. 3. In each examination data drop down, you must authorize CaRMS to forward your MCCEE result, collected from the MCC, to each of the programs you have applied to by choosing the result to publish (Pass, Fail or Other). Note: If you choose not to share your results, programs will see that the examination has been taken but that you elected not to share the result. United States Medical Licensing Examination 1. Record any United States Medical Licensing Examination(s) (USMLE) you have taken. Required fields are marked by a red asterisk *. The USMLE is not a requirement for the match, but you may include your results with your application. Language 1. Record any language examination(s) you have taken to indicate your proficiency in either English or French. Required fields are marked by a red asterisk *. Note: if your language of instruction during medical school was not English or French, some provincial or program criteria may require you to take, and provide the results of, Version 1 8

10 a language assessment exam. Please refer to the program descriptions and provincial criteria on carms.ca for more information. Assessments 1. Record any provincially administered assessments. Required fields are marked by a red asterisk *. Note: CaRMS will collect your scores from the MCC and post them on your profile if you authorize the transfer in the Examinations section under Medical Council of Canada. If you would also like for us to retrieve documents (e.g., statement of results/supplementary feedback) from the MCC, you must create a placeholder for the documents in the Attach Documents section and authorize the transfer from your physiciansappply account in the Examinations section under Medical Council of Canada. Other examinations 1. Record any other examinations that do not fit in the previous sections. Required fields are marked by a red asterisk *. To provide proof that you have successfully completed these examinations, upload the corresponding document(s) in the Attach Document section of your application. Experience Work experience 1. Record any work experience that is not considered clinical practice, including work that was done prior to obtaining your medical degree. We encourage you to record work Version 1 9

11 experience that is not necessarily linked to the medical field in this section. Required fields are marked by a red asterisk *. Scholarly activities and research experience 1. Record any scholarly activities and research experiences, including participation in research, organized clinical discussions, rounds, journal clubs and conferences. Required fields are marked by a red asterisk *. The ECFMG defines a scholarly activity as an opportunity for residents/fellows and faculty to participate in research, as well as organized clinical discussions, rounds, journal clubs, and conferences. Observerships 1. Record any observerships you have completed. Required fields are marked by a red asterisk *. An observership is a period of time spent observing clinical practice, usually with no patient contact.it is also sometimes referred to as a shadowing opportunity. Normally an observership lasts between one week and one month. It does not involve a service commitment or a salary and is non-accredited. Many IMGs will have experience that is very similar to the definition of an observership but includes a certain amount of patient contact. Such experience can still be entered in the Observership section but patient contact must be mentioned in the Description box. Version 1 10

12 Volunteer 1. Record any volunteer experience or relevant unpaid work for which you did not receive school credit. Required fields are marked by a red asterisk *. Volunteer experience does not have to be linked to the medical field. You may record volunteer experience that took place prior to obtaining your medical degree. Clinical practice 1. Record clinical practice experience. Required fields are marked by a red asterisk *. This may include paid or unpaid work. For the purposes of this application, clinical practice experience is defined as actively practicing medicine with an independent license without supervision. Fellowships 1. Record any fellowships you have completed. Required fields are marked by a red asterisk *. Version 1 11

13 Fellowships are non-accredited programs that are considered additional specialized training experience involving patient contact. Clinical fellows must be able to provide evidence that they are recognized as specialists in the jurisdiction where they are currently practicing medicine. Training as a clinical or research fellow in the Department of Medicine is not accredited nor is it approved as residency training towards certification by the Royal College. Fellowships tend to be more research-oriented. Fellowships (and observerships) are not electives. Publications/presentations 1. Record any presentations and/or publications. Required fields are marked by a red asterisk *. Once the information has been entered in this section, we recommend that you upload the corresponding abstract(s) in the Attach Document section. Posters may be included as supporting documents. Files should be smaller than 2MB and not exceed four pages. Version 1 12

14 My documents Personal letter 1. Enter personal letters in this section. Required fields are marked by a red asterisk *. Please do not submit personal letters as extra documents. Each program can have its own criteria regarding the content of personal letters. Please review program descriptions on carms.ca for more information. Note: You may assign one personal letter to each of your programs. To determine the length of your letter, type it into a Word document and paste it into this section when complete. 2. To add multiple entries, click SAVE, then + Add record. Letters of reference 1. Request letters of reference or applicant support forms. Required fields are marked by a red asterisk *. Prior to sending out reference requests, consult the program descriptions posted on carms.ca to determine each program s reference letter requirements (i.e., number and type). Note: a reference coversheet cannot be edited once it has been finalized. Attach documents 1. Add documents to your application. Required fields are marked by a red asterisk *. Note: you can upload most of the documents required for your application. The only documents you cannot upload are your MSPR, medical school transcript and letters of reference. International medical graduates (IMGs) can upload their MSPR and medical school transcript. You can also upload certified copies of all other types of documents. Document tracking 1. Track your documents. If a document is in the Document Tracking section it means that an electronic entry has been created for it; however, this does not necessarily mean that the document has been added to your application. You can check the status of the document in the Status column. All documents in the Current Documents section are available for assignment to programs. Version 1 13

15 If you decide to archive a document, select the document and click ARCHIVE. The document will be moved to the Archived Documents section. Once archived, a document cannot be assigned to programs. If you wish to assign an archived document, you must click the RESTORE button to return it to the Current Documents section. Documents found in the Current documents tab are active and can be assigned to programs. Note: the Title is not visible to programs. The Status of the document indicates whether it is present in your account. Options include: Submitted: A document has been submitted online. Scanned: A document received by mail and the CaRMS Document Centre has scanned it into your account. Uploaded: A document was uploaded to your account. Created: A reference request (coversheet) has been saved but not finalized. Printed: A coversheet has been printed. Requested: You have sent a reference request (coversheet) to a referee. Finalized: A coversheet has been finalized but you have not sent it to your referee via or printed the coversheet. 2. Click VIEW to see a document. Certain document types cannot be viewed, but this does not mean they are not in your account. Documents that cannot be viewed include your MSPR and letters of reference, as these documents must remain confidential. 3. Click EDIT to replace an existing document with a new uploaded file. The Title, Type and Language can be modified. Please note that you are not able to edit finalized reference requests. Document deletion rules: - Slots that do not contain a document can be deleted. Please note that there may be some exceptions to this rule. - MSPRs, letters of reference, applicant support forms, assessments, examinations and medical school transcripts cannot be deleted. Please note that there may be some exceptions to this rule. - Documents transferred by a third party (e.g., physiciansapply.ca, universities, referees) cannot be deleted. - Documents or document slots that are part of a translation request cannot be deleted. Version 1 14

16 - Documents or document slots that are assigned to a program cannot be deleted. Note: deletion rules are subject to change. Translation request 1. Submit select documents for translation through CaRMS translation service. Only reference letters, MSPRs and medical school transcripts can be translated by CaRMS. Translation is only available from French-to-English or English-to-French. Please note that fees apply. Note: you must have a bilingual application in order to request translation through CaRMS Online. 2. Once you have selected a document click SUBMIT FOR TRANSLATION to continue. 3. Review your selection and click Confirm to proceed with the request for translation. Document return 1. Request to have your original hardcopy documents returned to you. Required fields are marked by a red asterisk (*). Note: we do not return documents that were created online, applicant uploaded or provided by a third party source. Version 1 15

17 My Application Declaration 1. Carefully read the information and complete the Declaration. Required fields are marked by a red asterisk *. This section is mandatory to apply to programs. Version 1 16

18 The Canadian Resident Matching Service (CaRMS) is a national, not-for-profit, feefor-service organization established in 1969 at the request of medical students seeking an independent entity to provide a fair and transparent application and matching service for entry into postgraduate medical training throughout Canada. carms.ca , rue Nepean Street Ottawa, Ontario K2P 0B4, Canada (Toll free / Sans frais) 877.CARMS.42