An overview of our role in the match process

Transcription

1 An overview of our role in the match process Geneviève Leroux Client Relations Officer Todd Coopee Communications Manager Erin Whittingham Product Development Analyst November 12, 2014 Why are we here today? Your match year in detail Communications at CaRMS Product development 2 1

2 Your match year in detail Geneviève Leroux, Client Relations Officer 3 Phases of the match year updates setup File review Ranking Match results 4 2

3 Pre-planning for your match year Things to consider: Do I have my access codes to log into CaRMS Online? What changes will I have to bring to my program (s)? Who will be on my file review team(s)? When will my interviews be? Where will they be? Do I need to book resources now? 5 updates setup File review Ranking Match results Key steps Discuss potential changes to your program with your program director Update your program for the upcoming match cycle in CaRMS Online Review provincial criteria before submitting for PGME approval 3

4 updates setup File review Ranking Match results FAQ: What do the statuses of my program mean? statuses Updates Needed You need to modify your program Under Revision You have made modifications to your program Your PGME office is reviewing your program Approved Your program has been approved by the PGME office and is posted on carms.ca 4

5 updates setup File review Ranking Match results FAQ: I am a new program administrator, can you send me access to CaRMS Online? updates setup File review Ranking Match results Administrator change: Need confirmation from your program director director change: Need confirmation from your PGME office 5

6 updates setup File review Ranking Match results Key steps Confirm file reviewer teams Ensure your file reviewer list is up to date on CaRMS Online Ensure your evaluation materials are distributed to the reviewers updates setup File review Ranking Match results NAQ: What are your evaluation materials? NAQ = Not answered question 6

7 updates setup File review Ranking Match results Things to consider If a file reviewer had access to review files for your program last year, they will have access automatically again this year Ensure you have the correct addresses when adding a file reviewer You do not need to add your program director updates setup File review Ranking Match results FAQ: What is the difference between full access and read-only access? 7

8 updates setup File review Ranking Match results Full access View, print and export applications Access the notes section and include additional information about the applicant Read-only access View applications only Cannot see the notes section updates setup File review Ranking Match results Key steps Set up filters Establish your requirements for your review team(s) instructions on who to review and how to evaluate the applications deadlines for review (set by your program) Review applicant files 8

9 updates setup File review Ranking Match results Things to consider There is no standard for evaluating or specific rules for completing the review process Staged release of application materials: all application materials (excluding letters of reference) are available on November 24, 2014 at 12:00 (noon) ET letters of reference are unmasked on December 2, 2014 at 12:00 (noon) ET Photos and citizenship documents are masked until the beginning of the interview period updates setup File review Ranking Match results FAQ: Why does it take foreverrrr to download files? 9

10 updates setup File review Ranking Match results Size of files Files of significant size take longer to download Bandwidth Affects the ability to download files quickly updates setup File review Ranking Match results Interviews There is a pre-designated interview period for CMGs, but not for IMGs Coordinate interview dates within all disciplines and send to CaRMS Confirm the interview team has the required materials Avoid inapproriate questions 10

11 updates setup File review Ranking Match results Key steps Submit your rank order list on time Confirm list with program director Check, then double check updates setup File review Ranking Match results Things to consider Match results are binding Always rank all acceptable candidates in preferred order 11

12 updates setup File review Ranking Match results Things to consider Applicants Not selected for ranking will not display in your rank order list If you do not want to rank an applicant, simply leave the box empty Once you submit your rank order list, it will be reviewed and approved by your PGME office updates setup File review Ranking Match results 2015 R-1 Match Day March 4, :00 (noon) ET 12

13 updates setup File review Ranking Match results Key steps Access your match results through CaRMS Online Access your matched applicant files Confidentially dispose of other files Contact your matched applicants shortly after match results are released updates setup File review Ranking Match results FAQ: What are a matched applicant s obligations/responsibilities once they have their match result? 13

14 updates setup File review Ranking Match results Things to consider Applicants and programs are bound to their match results s are obligated to provide matched applicants with instruction within 30 days Our contract expires once the applicant has signed their employement contract Communications at CaRMS Todd Coopee, Communications Manager 14

15 CaRMS.ca Feedback mechanism on each page Responsive design mobile and tablet friendly Applicant and faculty user pages Match timelines Statistics And more! Web stats (since 09/2014) 15

16 Help resources for programs Landing page for all program help resources Updated as new resources are added Faculty help line A dedicated phone number is provided to all programs registered with CaRMS. Our bilingual, full-time faculty relations staff are available to answer questions throughout the match year. 16

17 Communiqués Primary communications tool used by CaRMS Contain important information and instructions throughout the match year CaRMS Online technical guides Our CaRMS Online technical guides are designed to assist users of CaRMS Online. We update the guides throughout the match year to reflect the different stages of the match process. 17

18 R-1 match overview handouts CaRMS match overview handouts are designed to provide you with a general overview of the R-1 match. Match tips We know that the match process can be stressful. That s why we compiled match tips to help you get started. Our match tips page provides centralized tips for both applicants and programs, including: Ranking Interview guidelines Milestones and deadlines Letters of reference NAC OSCE 18

19 Instructional videos CaRMS YouTube channel hosts several instructional videos to help guide applicants and programs through the R-1 Main Residency Match. Check out the videos on YouTube today: youtube.com/carmsvideo 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. Our webinars are hosted on Cisco WebEx, an easy to use web conferencing tool which enables us to present information and interact with participants in real-time via the web! 19

20 Webinar schedule Date/time Subject Audience TBD Comment naviguer le jumelage de couples Applicants November 18, :00 ET November 18, :00 ET November 25, :00 ET November 25, :00 ET January 30, :00 ET January 30, :00 ET Comment compléter la mise en place du programme How to complete program setup Comment naviguer l examen des dossiers How to navigate file review Comment naviguer le processus de classement How to navigate the ranking process s s s s s s SMS notification service Our SMS notification service is designed to provide program users with immediate updates and alerts about CaRMS Online and the R-1 match. For more information on the SMS service and how to sign up, please contact LetUsKnow@carms.ca. 20

21 CaRMS Alert CaRMS Alert is your source for accurate, real-time information about CaRMS online systems. Visit carmsalert.ca today! Social media Check out Facebook and Twitter for information and updates on the R-1 Main Residency Match and general information from CaRMS. facebook.com/carms.ca twitter.com/carms_ca 21

22 FAQ: (How) is social media used within your department? Post-activity surveys Distributed to primary stakeholders after a major activity in the match year Collects feedback on the CaRMS Online experience Used to help improve our client services 2015 match year marks the second year for the surveys 22

23 Zendesk Industry-leading help desk software solution Integrated into the CaRMS help desk for the start of the 2015 R-1 match year Provides comprehensive statistical reporting and trend analysis Includes a knowledge base component Zendesk in action Top five reasons for program contact Interview date submission (48) inquiry (48) Change in personnel (27) Username/password inquiry (17) CaRMS Online help (12) 23

24 Zendesk in action Client satisfaction by customer type (Sept 2014) Applicant 98% PGME manager 100% administrator 97% director 100% Referee 91% UGME dean 100% UGME manager 100% Let us know what you think We are committed to increased consultation with our stakeholders and users. Your feedback is important to us. Contact us anytime by or using our online contact form. 24

25 Product development Erin Whittingham, Product Development Analyst survey - response by school 25

26 survey - response by school 142! Survey says 26

27 Overall ease of use - updating program s Neutral 13% Difficult 3% Very difficult 2% Easy 44% Fairly easy 38% Overall ease of use - updating program s Neutral 13% Difficult 4% Very difficult 4% 8% Neutral 13% Difficult 3% 5% Very difficult 2% Easy 38% Easy 44% 79% 82% Fairly easy 41% Fairly easy 38% 27

28 FAQ: What happens with the feedback I provide in surveys? survey comments Took too many steps Formatting text was difficult 28

29 survey comments Good program, and helpful So far so good, and has improved every year File review and ranking survey comments Printing applicant files one at a time is time consuming Printing has improved over last year but it still takes a great amount of time to print 29

30 New functionality - Print application Request to print >3 applications Request queued Request complete and ready for D/L Managers Referees Stakeholders directors Sister organizations 30

31 Stakeholder engagement plan Determine stakeholder s needs Measure results Collect feedback Implement enhancements Analyze findings Share findings 31

32 Areas of review 1. Landing page 2. Filters 3. View application 4. Print application 5. File review grouping Landing page 32

33 Filters View application 33

34 Print application File review groups User creates application groups User assigns file reviewers to groups File reviewers view specified applications 34

35 Contact For questions or comments regarding the stakeholder engagement project: Erin Whittingham x 5930 ewhittingham@carms.ca 35

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