Program Guide 2017 SF Match Website and Match Portal

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1 Welcome to the SF Match website portal and matching system user guide. New for 2017 Rank Order List Page 8 now allows easier changing of rank order Login Screen The login screen is shown below. If you misplace your password you can access the password help screen from the password field as shown below. Click on Forgot within the password field and you will be sent a new secure random password. Website and Portal Link 1 P a g e

2 The Main Login Page After logging into our system you will see the screen below showing the highlighted and default tab called Program Profile. This view applies if you manage a single program. The Program Profile displays the description and basic contact information about your program, Available Positions, Interview Dates and any program specific information. Positions can be changed at the start of a new match cycle in the Current Match Information Section. The Edit Symbol button at the top of each section allows changes. From the default screen shown above you can edit the program description or paste a block of text into the field, update the # positions, application deadline etc. Using the Edit symbol on the Contact Information above shows the screen edit mode below. In this mode you can change the address information, the main address for your program, and you can expand and edit the program description field for easier editing/viewing by pulling the tab highlighted in yellow. Once changes are saved and you log out, upon logging back in the default view will be restored. You cannot change positions once registration for applicants has started. Contact the match office to if you must change the #positions offered or the name of your program once the match cycle has started as this field will be locked. Please review changes to ensure they appear as desired. You can also search the Program Directory tab to see your own listing as applicants see it. 2 P a g e

3 After expanding the program description field using the tab highlighted in Yellow, save any changes at the top of the window and the screen will return to normal size the next time you login or you can shrink the expanding window using the same tab shown highlighted above. 3 P a g e

4 Multiple Program Administration When an administrator or program user is assigned to more than 1 program, the image below shows what they see when they log in. Users must choose which program they wish to administer before being able to proceed. 4 P a g e

5 Applications For all specialties, the Applications Tab lists applicants to your program once they have applied online. When you click on an applicant, a View/Edit option appears and you click on the Red Tab to see the applicant detail. The same sorting capabilities exist by clicking at the top of each column. You can export the list of applicants and send to one or more applicants by checking the box next to a name and clicking on Send . The Current Residency is now displayed in the list of applicants for all fellowships and Medical School will be displayed for Ophthalmology Residency. 5 P a g e

6 Categories Categories can be defined and edited to allow users to update groups of applicants. This can assist you with ensuring that all applicants have been reviewed and you can define what each category means. You can also filter by Category so that you can view selected groups of applicants. This category information is unique to each login account. Users can see the #votes on the Interviewees Tab, and can tell who voted by clicking their mouse pointer on the #votes. For specialties that process applications through our service, a completed PDF form will appear on the last column to the right shown above. The last 4 columns apply only to specialties that process applications through our service. Applicants / Interviewees /Photos From the Applications Tab once you mark an applicant YES under the column, Add to Interview List you can view their photo if one has been uploaded one to our system. To view uploaded photos, you 6 P a g e

7 must first add the applicant to your Interviewee s Tab. From the list of applicants click on the default No in the vertical column Add to Interview and mark the checkbox that appears to update the interviewee status. Once an applicant is labeled as YES, photos are viewable/downloadable as long as applicants have provided a photo. Photos are provided on a voluntary basis. If a photo has been uploaded, you can right-click to save and the system will save it in the name of the applicant. Applicant Coversheet This feature will print an image of the applicant with basic contact and score information to facilitate interview day. The cover sheet shown below with photo are separated per applicant to allow room for notes. This feature is available to all program users both with a processed application through our service and for those that just have matching through us. We have modified the feature to show both the Medical School and Current Residency if available. Interviewees 7 P a g e

8 Interviewee Cover Sheet Invoice Payment Sent You can notify the SF Match when you have sent your payment to us. On the Transactions Tab Screen, mark the program checkbox and click Already Paid. You can do this for one or more invoices shown. An on screen confirmation will appear. This will allow us to manage the receivable payments in progress and avoid sending you multiple reminders. Rank List Match Results Once you are ready to rank applicants and you have a list of candidates to rank the first step is to update the list of interviewees. Click on the Applications Tab to display applicants to your program. Mark the checkbox shown in the column Add to Interview List which by default says No. Click on the default No which reveals a checkbox to enable and mark the checkbox. Once all applicants have this column checked, go to the Interviewees tab at the top of the page and mark the Interview as complete using the checkbox provided on the right side of the Interviewee Tab. You can then proceed to the Rank/Match Tab which now uses 2 columns to make it easier to move applicants up or down the list. Using the vertical arrows provided you can move applicants on the right side of the form to change the rank order. On match day click on the tab Rank List/Match Results to view your match results. It is best to view this on a desktop web browser at 100% view. The results page shows the #spots filled and has the 8 P a g e

9 option to show Rank Results(default) or you can click on ShowAll to display all applicants to your program and where they matched or if they show No Match. These buttons are found at the top of the list of applicants on the Rank List/Match Results Tab. Any postmatch vacancies are posted to our website without any action on the part of programs. Check the match timetable on our website to view when vacancies will be listed. Archive The Archive Tab will display past match results data. Use the pulldown menu to select the year to you wish to view. For the export tab the pulldown menu will display the year of training. There are 5 separate summary items that shows totals for each match year. The list of applicants for each category below will be displayed when clicked upon. You can also export a spreadsheet on this tab. You cannot access prior year applications. If you need an archive copy of an application contact our office. Manage Users The Add User screen is shown below. You can assign a staff member both privileges and communication rights. This information should be shared with the director so that they understand which users have rights to edit and view match results and which users can create and assign privileges. You can modify user privileges by clicking on the pencil icon next to the name once you Edit the Manage Users Section. 9 P a g e

10 Once a user is created you can edit their profile by first clicking Edit to open the Manage Program Users dialog. Fig-1 Once open, click on the pencil symbol next to their name shown below in yellow to edit a user. 10 P a g e

11 By default the system will results to the Main Contact and to the Program Director even if no permissions are set. You can edit the permissions for the chairperson as well or other staff members to ensure the correct person(s) receive match results s by selecting Generic Match Results in the communications window by clicking on the pencil icon. You are not limited to 2 parties on match day. You can assign additional users to receive results in the communication section Fig-1. FAQ CAS Centralized Application Service Specialties that utilize this service have applications downloadable through our portal. Applicants send materials to SF Match. Non Centralized Application Service Specialties that do not process applications through our service utilize our services for registration and matching only. Programs in these specialties do not download applications. They must collect materials directly from applicants. Increase in Positions If your program has a change and requires an increase in positions, contact the SF Match office. Programs are not able to change their institution s name or the number of positions offered once match registration has started and positions have been locked. Withdrawing during the match cycle If your program will be unable to complete the match contact our office for further instructions. Where do I find the start dates for the opening of applicant registration. From our website or while logged into the system click on Match Calendar. You can also view the Specialty Calendar on the specialty page for each society match. Match Results Time For the majority of matches on our system results are release at 6:00AM(Pacific Daylight or Pacific Standard Time. communication from the match office will confirm the time for your match or by calling us. General Information Hours of Operation Monday Friday 8:30AM 5:00PM (Pacific Daylight Time) Contact Numbers: Main FAX Website and Login Portal: Helpdesk help@sfmatch.org SF Match 655 Beach Street San Francisco, CA Jan P a g e

12 Program Guide 2016 Address to send check payments SF Match c/o Wells Fargo Lockbox Services Dept. # Walnut Ave.,Bldg. A, 2nd Floor Fremont, CA TaxID: Academy Management Services, Inc. DBA: SF Matching Program, 655 Beach Street, San Francisco, CA Supported Browsers: Internet Explorer 11, Safari, Firefox, Google Chrome. Additional browsers will work with limited functionality. iphone and IPad users have limited functionality. END 12 P a g e