CaRMS Online Postgraduate office user guide

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1 CaRMS Online Postgraduate office user guide Access Log in: carms.ca/phoenix web/login If you have forgotten your username and/or password, click here: carms.ca/phoenixweb/account Register your programs for the 2014 R 1 Main Residency Match To register your programs for the match: 1. Under the Match menu, select Match Participation under the Program Management subcategory. 2. Your list of registered programs will be displayed. Check the appropriate boxes to indicate the streams of application that will be available to applicants and click Save. This list can be updated any time throughout the match year. New programs for the 2014 R 1 Main Residency Match To request new programs for the match: 1. Under the Match menu, select Program List under the Set up sub category. 2. Click Request New Program. 3. Fill in the required fields, then select Continue. 4. Review the information entered. Click Confirm to finalize or Cancel to undo.

2 The requested program will now appear in your list of programs, with a status of Request to add. To update a new program request, select the program from the list and click Update Program Request. If you need to delete a request for a new program, please operations@carms.ca. Manage user accounts To create and/or delete postgraduate office user accounts: 1. Under the Manage User Access menu, select PGME Office Users. 2. To add an account, click the + icon and complete the form. Please note: there are two levels of access you can provide Read Only and Read/Write. Read/Write allows the user to perform all postgraduate office functions. 3. To edit an account, select the row and click the pencil icon. 4. To delete an account, select the row and click the trash can icon. Access your program description To access your program descriptions and begin the update process: 1. Under the Match menu, select Program Description under the Set up sub category. 2. Your list of available programs will be displayed. To update a program, place your mouse over the pencil icon in the Action column and then click Edit. Please note: in order to revise a program description, it must have a status of Updates Needed. If any other status is listed, you will need to return it for revision before any content can be updated. Update your program description Sections Please note: you should review your existing program description before updating. You can do by clicking the program name, located under the Program Description page header. All sections of the program description should be reviewed and updated as needed. To do so: 1. Select any sub section of your program description by clicking on a term in the Sections menu on the left side of the page. Please note: only the PGME office can update the Return of Service section. 2. Each page has basic updating instructions and may include the following icons: Allows for the user to create a new record in that category. Allows the user to update the selected record. 2

3 Allows the user to delete a selected record. Allows the user to move a record up or down in a sequence. Each page may also have a record with an update the record. icon. You must click this icon before you can 3. To copy information from another program description into the description you are currently working on: a. Click the sub section you want to update from the left side menu. b. Click Copy from another program. c. Click the program that you wish to copy the content from. d. The text will be displayed. e. Click Save to record the change. Please note: if you copy from another description, it will overwrite all content in that subsection. Update your program description Documentation To update your program s required documents: 1. Select Supporting under the Documentation menu on the left side of the page. 2. Basic updating instructions will be displayed with the following icons: Allows for the user to create a new record in that category. Allows the user to delete a selected record. Allows the user to move a record up or down in a sequence. 3. If you check the If your program will only review the document types you include below box, this text will be posted on your description. 4. Click Save when you are finished creating new document records. Please note: you will not be entering any citizenship or language requirements (if necessary) in this section. 5. Select Citizenship/Language under the Documentation menu on the left side of the page. 6. Under the Citizenship header, select the acceptable documents for your province and update other fields as necessary. This information should reflect the provincial criteria, which can be found here: 1 main residency#r1 provincial criteria. 7. Basic updating instructions will be displayed with the following icon: 3

4 Allows the user to update the selected record. 8. Update the Language Proficiency: a. Ensure the Not Required box is unchecked. b. Select the acceptable documents for your province and update other fields as necessary. This information should reflect the provincial criteria, which can be found here: 1 main residency#r1 provincial criteria. c. Basic updating instructions will be displayed with the following icon: Allows the user to update the selected record. Submit your completed program description To submit your completed program description for PGME office approval: 1. Under the Match menu, select Program Description under the Set up sub category. 2. Your list of available programs will be displayed. To update a program, place your mouse over the pencil icon in the Action column and click Submit. Once submitted, you will not be able to make additional revisions to the program description. If you need to make changes, please contact your PGME office. Managing quotas Sections To access quota management: 1. Under the Match menu, select Quota Management under the Program Management subcategory. 3. Your list of available programs will be displayed. To update quota, enter a number in the CMG Stream, CMG Stream including MOTP/MMTP or IMG Stream column. Click SAVE to save your changes. 4. Approve the quota list by clicking on QUOTA APPROVAL/VIEW LIST. A window will open allowing you to APPROVE QUOTA or PRINT PREVIEW. Reversion approval Sections To access your Reversion approval: 1. Under the Match menu, select Reversion Approval under the Program Management subcategory. 3. Select YES or NO to indicate if a program requires reversions. 4

5 4. If YES, click on the Reversion Sheet (MS Word Document) and download it to your computer. Enter the required revisions and save the document on your computer. Do not alter the file name. 5. Click on the Browse option and upload your reversions document. 6. Click SAVE. Rank order list approval Sections To access your Rank Order list Approval: 1. Under the Match menu, select Rank Order List Approval under the Program Management sub category. 3. Filter rank order lists by identifying the ROL Status in the drop down menu. 4. View a rank order list by selecting the rank order list for a program and clicking VIEW ROL. 5. Edit a rank order list by selecting the rank order list of a program and clicking EDIT ROL. Modify the list and reapprove it. 6. Approve an unsubmitted rank order list by selecting it and clicking on APPROVE ROL. 7. Return a rank order list to a program by selecting it from the list and clicking RETURN ROL TO PROGRAM. Please note: a list cannot be returned to programs after the program ROL deadline on February 12, Match results Sections To access your program match results: 1. Under the Match menu, select Match Results under the Reports sub category. 2. Select one of five types of match results information: a. Match results The list of applicants matched to your institution s programs. This document is available in PDF and EXCEL format. b. Detailed matched applicant report The list of applicants with their contact information. This document is available in EXCEL format. c. List of unfilled positions after first iteration The list of positions that were not filled in the first iteration. This document is available in PDF format. d. Program match results The list of matched applicants by program. This document is available in PDF format. e. Current resident match results The list of applicants that are currently in a residency program. Note: Since these applicants are only allowed to participate in the second iteration, this list is only available in the second iteration. This document is available in PDF and EXCEL format. 5

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