ERAS 2014 Program Directors Workstation (PDWS) User Guide

Transcription

1 ERAS 2014 Program Directors Workstation (PDWS) User Guide

2 ERAS 2014 Program Director s Workstation User Guide ii 2014 AAMC. May not be reproduced without permission.

3 ERAS 2014 Program Director's Workstation User Guide Table of Contents Welcome... 1 Getting Started with PDWS... 2 Understanding the User Interface... 3 Choose Level (Toggle)... 5 Application Review Process... 7 Roles and Permissions... 8 Dashboard...14 Data Filters Panel...15 Favorite Filters Panel...16 ERAS Notices Panel...17 PDWS Updates Panel...18 Application Activity Panel...19 Reports Panel...20 Applications...21 Header Panel...21 Applicant Tabbed Panel...27 Documents...28 Evaluate Applicant Panel...31 Manage Filters...47 View Current Results...49 Create User-Defined Filters...50 Modify Filters...58 Filter Results...59 Export Data...76 Applicant History Log...79 Scheduler...80 Schedule Types...83 Time Blocks...84 Calendar Views...85 Applicant Tabbed Panel...93 Wait List Manager AAMC. May not be reproduced without permission. iii

4 ERAS 2014 Program Director s Workstation User Guide Interviewer Tabbed Panel Rankings Selected for Ranking Ranked Reports Program Message Center Accessing the Program Message Center Folders Composing and Sending Messages Inbox Searching for Messages AAMC Message Center Setup Data Filter Applications Scheduler Users Rankings Setup History Printing Print Application(s) Light Boxes Select Communication Type Add Phone Communication Add Communication Add Fax Communication Add Other Communication Save New Filter Update Status Update Attributes Update Notes View/Print Reports View/Print Application iv 2014 AAMC. May not be reproduced without permission.

5 ERAS 2014 Program Director's Workstation User Guide Scheduler Compose Schedule by Interviewer View/Print Schedule by Date Schedule Interview Compare View/Print Reports Compare/Swap Applicants Select File Format Create New Attribute Time Block Setup Create New Role Add Local Document AAMC. May not be reproduced without permission. v

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7 ERAS 2014 Program Director's Workstation User Guide Welcome Welcome to the Program Directors Workstation (PDWS) Help System. The PDWS is used by programs to evaluate residency and fellowship applications. This is done by reviewing application materials, managing interviews, sending messages, generating reports, and ranking applicants. A ranked list of applicants can be created to send to the National Residency Matching Program (NRMP), the National Matching Service (NMS), or another entity AAMC. May not be reproduced without permission. 1

8 ERAS 2014 Program Director s Workstation User Guide Getting Started with PDWS The first step to using PDWS is becoming familiar with the main areas of the program. Dashboard - Overview of applicant information. Applications - Display individual applications and attached documents. Scheduler - Invite applicants/interviewers and schedule interviews. Rankings - Compare and rank applicants. Reports - Generate and view reports. Setup - Manage users and set program defaults. Program Messages - Display messages sent and received AAMC. May not be reproduced without permission.

9 ERAS 2014 Program Director's Workstation User Guide Understanding the User Interface Below is a list of frequently used terms throughout help. Tabs A standard Windows control that provides navigation between different screens or sections of information. Panel A delineated area within a screen that groups information or functions. There can be multiple panels on a screen, and panels can also be nested. Tabbed Panel A panel that contains a collection of tabs. Header A panel that continually displays specific data fields, even though the data itself may change. Light Box A secondary, floating, moveable window that allows users to perform a command, asks users a question, or provides users with information or progress feedback. Table Data organized in columns (fields) and rows (records). Drawers Additional fields or functions revealed (or hidden) using a toggle inside a panel AAMC. May not be reproduced without permission. 3

10 ERAS 2014 Program Director s Workstation User Guide Controls An object that enables user interaction or input, often to initiate an action, display information, or set values. There are several standard controls in ERAS, including buttons, checkboxes, dropdown lists, and radio buttons. Button A small graphic element or defined text area that initiates a command when selected. Radio Button An input selection that can be used to select from mutually exclusive choices only one may be selected at a given time. Checkbox An input selection that can be used to select more than one option from a list of choices. Drop-down List An input selection that can be used to select one choice from a list of choices. Text Box A box for entering and editing text. Auto-complete Function A function that provides alternative text based upon previously-typed entries. Icon A pictorial representation of an object, often selectable. May link to other content. Link Text or graphics that navigates to other content when selected. Date Picker Icon An icon that opens an interactive calendar in a small overlay used to select a date AAMC. May not be reproduced without permission.

11 ERAS 2014 Program Director's Workstation User Guide Choose Level (Toggle) The Choose Level feature, referred to as a toggle, allows Institution Super Users and Group Super Users to view data for a specific program within their institution. After logging in to the PDWS, select the institution data to view from the Choose Level dialog box. This is required when logging in for the first time or after being assigned to a new group. Within institution, select grouping, program, and specialty levels to further narrow the data to view. To Change the Level to View: 1. Click the Institution name, group level, or program name on the bar under the main navigation. 2. Select the level of information to view from the drop-down lists AAMC. May not be reproduced without permission. 5

12 ERAS 2014 Program Director s Workstation User Guide A Group consists of one or more programs within an institution. Depending on roles and permissions, the Grouping drop-down may not display. 3. Click the Continue button. The relevant data is now available. Institution and Group level users who toggle to an Institution or Group will not see any Program specific tabs (e.g., Applications, Scheduler, Rankings) or Program related choices under the Setup tab AAMC. May not be reproduced without permission.

13 ERAS 2014 Program Director's Workstation User Guide Application Review Process The main goal of a Program Director using PDWS is to create a list of applicants, called the Ranked Order List (ROL), to send to the National Residency Matching Program (NRMP), the National Matching Service (NMS), or another entity. Several tasks are performed before the ROL can be created: Step 1: Find Applicants to Interview Receive applications for available positions. Sift through the applications with the goal of finding the desired number of applicants to interview for each position. Use the Manage Filter tools to locate applicants that meet specific criteria. Step 2: Schedule the Interviews Contact interviewers for availability. Invite applicants for interviews. Schedule applicants for interviews. View and maintain a calendar of interviews. Step 3: Evaluate Applicants After the interview is complete, enter comments and scores. Enter Document scores. Various attributes defined by the program should be flagged. Step 4: Rank Applicants Create a ranked list of applicants to send to the appropriate matching organization AAMC. May not be reproduced without permission. 7

14 ERAS 2014 Program Director s Workstation User Guide Roles and Permissions The PDWS has pre-defined roles that were developed by ERAS Business staff in consultation with program users and others, as a way of providing a smooth method of assigning permissions to PDWS users. Each role carries specific permissions and determines what tasks the user can perform within the PDWS. Permissions are privileges granted to a user to perform specific actions within the PDWS. Roles consist of a set of permissions for a given type of user within the PDWS. Roles simplify user setup because rather than granting permissions one at a time to a new user, administrators can simply add the role that already has those permissions. There are two categories of roles: Super User Roles Institution Super User Group Super User Program Super User Program User Roles Program Coordinator Interviewer Reviewer AAMC. May not be reproduced without permission.

15 ERAS 2014 Program Director's Workstation User Guide Super Users Super User roles include three permission levels: Institution Super Users, Group Super Users, and Program Super Users. These roles have the most control over the PDWS and how it is set up. Institution Super User (ISU) The Institution Super User and Alternate Institution Super User create and modify all level users: institution, group, and program super users. This role can also create groups to grant users access to a set of programs. An Alternate Institution Super User cannot assign or revoke an Institution Super User role. Task Permissions for Institution Super Users Set up Program and Group Super Users Verify users Manage users Manage groups Group Super User (GSU) The Group Super User and Alternative Group Super User may create and assign program-level roles to users. A Group Super User can also access program-level data within their group. An Alternate Group Super User cannot assign or revoke a Group Super User role for a user within their grouping. Task Permissions for Group Super Users Assign and manage program-level user roles Verify users Manage users 2014 AAMC. May not be reproduced without permission. 9

16 ERAS 2014 Program Director s Workstation User Guide Program Super User (PSU) The Program Super User and Alternative Program Super User manage setup tasks to enhance the client experience in using the PDWS. Task Permissions for Program Super Users Create, assign, and revoke user roles Create attributes Define scores and weights Add and edit statuses Set up the interview scheduler and program-wide time blocks Set up the ranking comparison tool Alternate Super Users cannot designate other users as Alternate Program Super Users, but otherwise have the same permissions as a Program Super User. Additionally, the Program Super User has all the system task permissions given in the Program Coordinator role AAMC. May not be reproduced without permission.

17 ERAS 2014 Program Director's Workstation User Guide Program Users Program User roles have more limitations than Super Users. There are three levels of Program Users: Program Coordinators, Interviewers, and Reviewers. Each of these roles is divided into the following levels: Level 1 Program Coordinators, Interviewers, and Reviewers have read and write access to the PDWS, allowing them to view information and make changes. However, they cannot add new users. Level 1 Interviewers and Reviewers can only see applicants that are assigned to them. Level 2 Program Coordinators, Interviewers, and Reviewers generally only have the ability to view information in the PDWS. They can use filters to find and view applicants, and can view selected reports. Level 2 Interviewers and Reviewers can only see applicants that are assigned to them. Level 2 Interviewers can enter their own interview comments and scores. Level 3 Interviewers and Reviewers can only see applicants that are assigned to them, have limited access to their documents, and cannot access system or user-defined filters. Note: Level 1 Program Super Users and Program Coordinator 1s can assign applicants by using the Assign Applicants option available in the Applications page. Applicants can also be assigned as a bulk action from the View Applications page. Program Coordinators A level 1 Program Coordinator has similar roles as a Program Super User, but cannot add new users. Task Permissions for Program Coordinator 1 Set up Attributes, Scores, and Weights Set up the Ranking Comparison Tool Filter Applicants Schedule Applicants for Interviews View/Print Applications, Schedules, and Reports 2014 AAMC. May not be reproduced without permission. 11

18 ERAS 2014 Program Director s Workstation User Guide Interviewers All interviewers see only the applicants who have been assigned to them. Task Permissions for Interviewer 1 Update Applicant Statuses and Attributes Review and Score Applicants Enter Interview Comments and Scores Enter Notes Create Reports View/Print Applications, Interview Reports, and Ranking Reports Reviewers All reviewers see only the applicants who have been assigned to them. Task Permissions for Reviewer 1 Update Applicant Statuses and Attributes Review and Score All Applicants Manage Notes Create Reports View/Print Applications, Interview Reports, and Ranking Reports Task Permissions for Reviewer/Interviewer 3 A level 3 Reviewer or Interviewer has a restricted view of the application and cannot view transcripts or Board Scores. An Interviewer 3 can view their Schedule, and enter Interview Scores and Comments. A Reviewer 3 has no access to the Schedule or to interview comments. Tasks common to both roles include: Update the status of an application Update attributes that were created during pre-season setup Enter a note regarding the applicant and view comments made in response to their note AAMC. May not be reproduced without permission.

19 ERAS 2014 Program Director's Workstation User Guide Add document scores and customs scores (if they exist) View and print reports from Current Results for one or more applicants 2014 AAMC. May not be reproduced without permission. 13

20 ERAS 2014 Program Director s Workstation User Guide Dashboard After logging in to the system, each user lands on their dashboard. The dashboard provides an overview of application activity and important communication. The panels displayed will depend on the user s role AAMC. May not be reproduced without permission.

21 ERAS 2014 Program Director's Workstation User Guide Data Filters Panel The Data Filters panel displays data items which are screened (hidden) or viewable during the application process. Click the Manage Data Filter icon located in the upper right corner of the panel to navigate to Data Filters in Setup AAMC. May not be reproduced without permission. 15

22 ERAS 2014 Program Director s Workstation User Guide Favorite Filters Panel The Favorite Filters panel displays the filter(s) each user has marked as favorite(s), indicated with a star icon. Click a filter name to run the filter and display results. The name and date of the last filter applied appears above the list of filters. The View button displays the results of the last filter applied, and the Refresh button runs the filter again to incorporate new data or changes AAMC. May not be reproduced without permission.

23 ERAS 2014 Program Director's Workstation User Guide ERAS Notices Panel The ERAS Notices panel contains ERAS official messages. These notices can include software upgrades or other system information. It is important to read the notices immediately and follow any instructions provided. Notices are listed in reverse chronological order with unread messages in bold AAMC. May not be reproduced without permission. 17

24 ERAS 2014 Program Director s Workstation User Guide PDWS Updates Panel The PDWS Updates panel is a log of recent activity related to actions performed within the program, including edits to notes and comments, print jobs, and exports AAMC. May not be reproduced without permission.

25 ERAS 2014 Program Director's Workstation User Guide Application Activity Panel The Application Activity panel shows the number of changes per document that have taken place within a specified date range. Click the document name to view the application, or click the View Details link to view a PDF listing more detailed activity AAMC. May not be reproduced without permission. 19

26 ERAS 2014 Program Director s Workstation User Guide Reports Panel The Reports panel displays a list of reports chosen to display from Setup. Click the Manage Reports icon ( ) to navigate to Reports in Setup in order to change which reports appear on this list AAMC. May not be reproduced without permission.

27 ERAS 2014 Program Director's Workstation User Guide Applications Use the Applications tab to: View an application and all related documents. Run or create filters to view applicants that meet specified criteria. Identify the status of the application. Enter information to evaluate the applicant as the workflow progresses. When the Applications tab is selected, the first applicant from the last filter ran displays. The header panel details information about the applicant, and directly below the header are six tabs: Personal, Education, Experience, Publications, Exams/Licenses, and Limiting Factors. Header Panel The Header panel provides information about the applicant, such as AAMC ID, phone number, address, date the application was received, and the most recent residency. Use the edit 2014 AAMC. May not be reproduced without permission. 21

28 ERAS 2014 Program Director s Workstation User Guide links to modify the statuses for the current applicant. Status types are searchable when running filters. The track(s) applied by the applicant also appears in the header panel. Program Super Users or Program Coordinator(s) 1 can add additional tracks by using the edit link next to Tracks added by Program. Track(s) that an applicant has chosen, however, cannot be modified or removed. Status Types Applicant Status An applicant s location in the selection process is determined by their status. There are four status groupings: Application Status Interview Status Ranking Status Custom Status Custom statuses can be created from the Setup tab. All statuses are searchable AAMC. May not be reproduced without permission.

29 ERAS 2014 Program Director's Workstation User Guide To Update a Status for One Applicant: 1. Click the edit link for the desired status. 2. Check the boxes to select the appropriate statuses. Some of the statuses shown are custom statuses made during pre-season setup. 3. Click the X button to close the light box and save the status changes. Only the most recently updated status displays in the application AAMC. May not be reproduced without permission. 23

30 ERAS 2014 Program Director s Workstation User Guide To update statuses for multiple applicants, use the Bulk Actions. Application Status The application status indicates where the current application stands in the overall process. Program Super Users, Alternative Program Super Users, and Program Coordinators can update all application statuses except for: Withdrawn by Applicant this action takes place in MyERAS and is updated in the PDWS. SOAP Application this status displays for Allopathic residencies if the applicant applies to this program. Interview Status The interview status indicates where in the interview process the current applicant stands. PDWS auto-updates all interview statuses following a triggering action in the Interview Scheduler except for Selected to Interview this is the only system-defined status that can be updated by a user on the applicant header. This action causes the applicant s name to be listed under the Selected tab on the Interview Scheduler panel. Ranking Status AAMC. May not be reproduced without permission.

31 ERAS 2014 Program Director's Workstation User Guide The Ranking status indicates whether the applicant has been selected to be ranked or has been ranked. There are two status types for ranking: Selected for Ranking this status must be changed on the applicant header. When this status is chosen, the applicant s name becomes available for ranking in the Rankings module. Ranked once an applicant is ranked in the Rankings module, the status is auto-updated to Ranked. Custom Status Custom statuses can be created in Setup. Note: Status values that are triggered by the system cannot be changed in the header, including Withdrawn by Applicant, SOAP Application, Ranked, and most Interview statuses. Assigned Applicants Level 3 Interviewers and Reviewers can only see applicants that are assigned to them, have limited access to their documents, and cannot access system or user-defined filters. Level 1 Program Super Users and Program Coordinators can assign applicants by using the Assign Applicants option available in the Applications page. Applicants can also be assigned as a bulk action from View Applications page. To Assign One or More Users to an Applicant: 1. In the Header panel, click the edit link for the Assigned to: row. 2. Select the user(s) to assign to the applicant AAMC. May not be reproduced without permission. 25

32 ERAS 2014 Program Director s Workstation User Guide 3. Click the close icon (X) to save the selections and close the light box. Use the Bulk Actions to assign users to multiple applicants AAMC. May not be reproduced without permission.

33 ERAS 2014 Program Director's Workstation User Guide Applicant Tabbed Panel The Applicant tabbed panel is divided into six tabs to help short-list the applicant pool. Personal Summary and general information as well as screened information Education Applicant's educational background Experience Applicant's work experience Publications List of applicant s publications Exams/ Licenses List of exams taken by applicant along with a list of licenses received Limiting Factors Misdemeanor/felony question 2014 AAMC. May not be reproduced without permission. 27

34 ERAS 2014 Program Director s Workstation User Guide Documents The Documents panel displays documents received from MyERAS, medical schools, and national boards. Use the Document panel to upload local documents for a specific program. A local document is any document not included in the MyERAS application, but may be required by the program. For example, programs interested in research may ask applicants who have published peer-reviewed articles to provide a copy of the article before or during an interview. To Add a Local Document: 1. In the Applications tab, on the Documents panel, click the Add Local Document link. 2. Click the icon to select a file to import. 3. Locate and select a file from the Choose File to Upload window. Only JPG and PDF file types are supported. 4. Click the Open button or double-click the file AAMC. May not be reproduced without permission.

35 ERAS 2014 Program Director's Workstation User Guide 5. If desired, change the Display Name for the file. 6. Click the Upload button. 7. Click the OK button. To View a Local Document: In the Applications tab, on the Documents panel, click the name of the document to view the file. To Remove a Local Document: 1. In the Applications tab, on the Documents panel, select the file to remove. Click anywhere in the row, but not the document name. If the document name is clicked, the document will open. 2. Click the Remove button AAMC. May not be reproduced without permission. 29

36 ERAS 2014 Program Director s Workstation User Guide 3. Click the Confirm button to remove the document AAMC. May not be reproduced without permission.

37 ERAS 2014 Program Director's Workstation User Guide Evaluate Applicant Panel This tabbed panel holds information about the applicants as they move through the evaluation process. This panel consists of five tabs: Interviews Communication Attributes Notes Scores 2014 AAMC. May not be reproduced without permission. 31

38 ERAS 2014 Program Director s Workstation User Guide Interviews An interviewer evaluates an applicant after they have met. Interviewer comments and scores may have a significant impact on the final ranking. Based on roles, different system permissions are available when entering interview comments and scores into PDWS. Interviewer 1s and Interviewer 3s can enter, modify, and view their own comments/scores for interviews they conducted. Program Super Users, Alternative Program Super Users, and Program Coordinators 1s can enter, modify, and view comments/scores for all of the interviewers in their program. Interviewer Tasks: Enter interview comments Apply a score to the interview Update applicant s interview status (Interviewer 1 only) AAMC. May not be reproduced without permission.

39 ERAS 2014 Program Director's Workstation User Guide To Enter Interviewer Comments and Scores: 1. In the Applications tab, select the Interviews tab. PDWS displays the interview date/time from the Scheduler and provides areas to enter score and interview comments. 2. Click the box beneath Score to enter a numeric score value. 3. Click the + sign next to the Interviewer name to open the comment box. 4. Enter comments, up to a maximum of 4000 characters. 5. Select Save or Publish. Comments/scores that are Saved are viewable only by the Interviewer who entered them and by the Program Super Users, Alternative Program Super Users, and Program Coordinator 1s. Comments/scores that are Published are viewable by all users AAMC. May not be reproduced without permission. 33

40 ERAS 2014 Program Director s Workstation User Guide Communication Communication records are used to document any contact with the applicant. There are four types of communication records and each is associated with an icon: , Phone, Fax, and Other. Messages sent or received through the Message Center are automatically noted in the Communication tab and cannot be edited. To Sort the Communication: Click a column heading. To Add a Communication Record: 1. In the Applications tab, select the Communication tab. 2. Click the Add button. 3. Select the type of communication. 4. Enter the appropriate information AAMC. May not be reproduced without permission.

41 ERAS 2014 Program Director's Workstation User Guide 5. Click the Add button when finished. To Attach a Document to a Communication Record: 1. While in the Add Communication light box, click the icon in the Upload section. The Phone communication type does not offer an upload option. 2. Locate and select the file to attach. Only one file can be attached to a communication record and the file type must be.pdf or.jpg. 3. Click the Open button or double-click the file. 4. Select whether the attachment should appear in Local Documents area of the Documents panel. 5. Click the Add button when finished. A paperclip icon indicates the communication has an attachment. Attachments can be viewed and printed AAMC. May not be reproduced without permission. 35

42 ERAS 2014 Program Director s Workstation User Guide To Edit a Communication Record: 1. Select the record to edit by clicking the subject hyperlink. 2. Click the Edit button. 3. Make the necessary changes. 4. Click the Save button. To Delete a Communication Record: 1. Select the record to delete by clicking the subject hyperlink. 2. Click the Delete button. 3. Click the Yes button to confirm the deletion AAMC. May not be reproduced without permission.

43 ERAS 2014 Program Director's Workstation User Guide To Print the Communication History Log: 1. Select the record to view by clicking the subject hyperlink. 2. Click the Print icon at the top right of the light box. A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader AAMC. May not be reproduced without permission. 37

44 ERAS 2014 Program Director s Workstation User Guide 3. Click the Print button. 4. Select the desired print options, and then click the Print button AAMC. May not be reproduced without permission.

45 ERAS 2014 Program Director's Workstation User Guide Attributes An attribute is a data field specific to a program which was not captured by any other ERAS documents. Attributes help narrow the pool of applicants. Once an attribute is defined by the Program Super User, Alternative Program Super User, and Program Coordinator 1 in Setup, it is viewed in the Attributes tab. Examples: A piece of information that is required by a particular state in which the residency is located. A list of hotels where applicants will be staying during the interview. Note: Qualifying Experience is a default in the Attributes tab this refers to whether or not an applicant s prior experience (e.g., as a resident or some other position) qualifies him/her for the program to which they are applying. To Update an Attribute: 1. In the Applications tab, select the Attributes tab. 2. Enter any relevant information. Changes are saved automatically. Use the Bulk Actions to update attributes for multiple applicants AAMC. May not be reproduced without permission. 39

46 ERAS 2014 Program Director s Workstation User Guide Notes Notes are used to share information about applicants. Each note contains a header row that lists the user who entered the note along with the date and time the note was entered. Notes are organized in reverse chronological order with the newest note displayed first. Comments can be entered in response to a note, allowing for a threaded conversation among users. To Enter a Note: 1. In the Applications tab, click the Notes tab. 2. Click in the Type a new note here text box. 3. Enter a note with a maximum of 4000 characters Click the Spell Check button to spell check. 4. Click the Save button when finished entering the note. Only the first two lines of a note display. Click the more link to expand the note. To Edit a Note: 1. Click the Pencil icon next to the note. 2. Make desired changes. 3. Click the Save button AAMC. May not be reproduced without permission.

47 ERAS 2014 Program Director's Workstation User Guide To Delete a Note: 1. Click Delete icon (X) next to the note. 2. Click the Yes button to confirm the deletion. All comments associated with the note will also be deleted. To Enter a Comment on a Note: 1. Click the + Add Comment link below the note. 2. Enter a comment with a maximum of 2000 characters. Click the Spell Check button to spell check. 3. Click the Save button. Multiple comments can be added to a note. To Delete a Comment for a Note: 1. Click the Delete icon (X) next to the comment to delete. 2. Click the Yes button to confirm deletion AAMC. May not be reproduced without permission. 41

48 ERAS 2014 Program Director s Workstation User Guide Scores Scores are a way for a program to apply a numeric value to documents submitted by the applicant. The Scores tab is located on the Applications tab. Below are terms relevant to the Scores panel. Score an assigned numeric value. Weight a method used to give certain scores more or less importance. Composite Score total of all the scores that were selected to be included in the Scores setup. There are five default Score type groupings: Composite Board Scores Document Scores Interview Scores Custom Scores Note: Document scores and other types of scores cannot be updated using a bulk action. The PDWS automatically calculates the Average LoR score, the Average Document score, and the Composite Score AAMC. May not be reproduced without permission.

49 ERAS 2014 Program Director's Workstation User Guide To Update a Score: 1. Open the score type to update. 2. In the appropriate row, enter the score and press the Enter key. Note: Hover over the information icon to display the author s name, title, and specialty based on information provided in MyERAS AAMC. May not be reproduced without permission. 43

50 ERAS 2014 Program Director s Workstation User Guide Composite Score The composite score is the combination of all scores which are selected in Setup. Score weights and which scores to include in the Composite Score are determined in the Setup menu at the beginning of the season. Board Scores USMLE and COMLEX scores display by default. All board scores are system-generated and cannot be changed AAMC. May not be reproduced without permission.

51 ERAS 2014 Program Director's Workstation User Guide Documents Scores Document scores relate to the documents submitted by the applicant. An applicant can have a maximum of four LoRs, which includes a Program Director letter. Average LoR and Average Document scores are system-generated. ABSITE scores are limited to certain surgical fellowship specialties. Update Document Scores Only documents submitted by the applicant s Dean s office or ECFMG display on the panel. Average LoR and Average Document Value are system-generated; all other scores are entered manually. A user-defined score may be added to the Document Scores in Setup AAMC. May not be reproduced without permission. 45

52 ERAS 2014 Program Director s Workstation User Guide Interview Scores There are two score types displayed on the Interview Scores panel: Average Interview Score (system-generated) average of interview scores entered by all the interviewers via the Interview tab. Total Interview Score (system-generated) total of the interview scores entered by all the interviewers. A user-defined score may be added to the Interview Scores in Setup. Custom Scores Use the Custom Scores panel to view user-defined score groups. Custom scores are created in Setup, and all the score types added in the custom group are updated manually AAMC. May not be reproduced without permission.

53 ERAS 2014 Program Director's Workstation User Guide Manage Filters The Manage Filters option on the Applications tab displays existing filters to quickly find applicants who meet a specific set of criteria. The screen is divided into three sections. The Favorites panel contains a list of filters that you have marked as favorites. The User-Defined panel contains a list of filters that were created by you or other users. User-defined filters can be deleted if no longer needed. The System-Defined panel contains a list of filters created by ERAS staff. These filters cannot be deleted. If an existing filter does not meet your search requirements, refer to instructions on Creating User-Defined Filters and Modifying Filters AAMC. May not be reproduced without permission. 47

54 ERAS 2014 Program Director s Workstation User Guide To Mark a Filter as a Favorite: 1. Locate the filter in the User-Defined or System-Defined sections. 2. Click the star icon next to the filter name. Once the star icon is clicked, the filter displays in the Favorites section in alphabetical order. Click the star icon again to unmark the filter as a favorite and remove it from the Favorites section. To Run a User-Defined or System-Defined Filter: 1. Locate the filter in the User-Defined or System-Defined sections. 2. Click the name of the filter to run it. The Results window will display the filter results. To Delete a User-Defined Filter: 1. Locate the filter in the User-Defined section. 2. Click the Delete icon (X). 3. Click the Yes button. System-defined filters cannot be deleted AAMC. May not be reproduced without permission.

55 ERAS 2014 Program Director's Workstation User Guide View Current Results The View Current Results option on the Applications tab displays the Modify Filter Criteria and Results panels. The Modify Filter Criteria panel offers tools to define the search criteria, and the Results panel displays a list of applicants that meet the defined criteria. Only one panel can be expanded at a time AAMC. May not be reproduced without permission. 49

56 ERAS 2014 Program Director s Workstation User Guide Create User-Defined Filters The first task in creating a new filter is planning and deciding the necessary criteria for extracting the correct group of applicants. When creating a filter, choose between the two options to connect different criteria: The AND connector is the default when adding search criteria it narrows the search results since the applicants must meet all the criteria specified. The OR connector must be specified when adding search criteria it expands the search results since the applicants can meet any of the criteria specified. User-defined filters can be created from scratch or by starting with criteria from an existing filter. See Modify Filters for instructions on how to add new criteria to an existing filter and save it as new. Step 1: Start a New Filter To Start a New Filter: 1. Click Manage Filters on the Applications tab. 2. Click Add a new filter. Step 2: Construct the Filter 1. Choose to run the filter for All Applicants or Active Applicants. 2. Click the Add Group button to add criteria AAMC. May not be reproduced without permission.

57 ERAS 2014 Program Director's Workstation User Guide 3. If necessary, click the delete icons (X) to get rid of any existing criteria 4. Select the filter relationship of the criteria within the group. ALL This narrows the results. Applicants must meet all the criteria in that group. This is the default option when adding criteria. ANY This broadens the results. Applicants can meet any of the criteria in that group. 5. Click the Add new Criteria button. 6. Select a Category, Field, Condition, and a Value for each criterion. To create a filter that prompts for a value when it is run, mark the Ask User for value at filter run time check box. Note: A prompt filters must be saved before it can be run. Click the Add New Criteria button to add more criteria to the same group. In this example, the filter searches for applicants who are U.S. medical school graduates AND have a USMLE Step 1 Score between 190 and AAMC. May not be reproduced without permission. 51

58 ERAS 2014 Program Director s Workstation User Guide Click the Delete icon (X) to delete any criteria. 7. When finished specifying criteria, click the Save Criteria button. 8. If desired, click the Add Group button before saving the criteria to add another group of criteria. Select the AND or OR radio button to indicate the relationship between the criteria in Group 1 and the criteria in Group 2. Click the Add new Criteria button in Group AAMC. May not be reproduced without permission.

59 ERAS 2014 Program Director's Workstation User Guide Construct the criteria for Group 2, and then save the criteria. By adding Group 2, this example searches for: 1) Applicants who are U.S. medical school graduates and have a USMLE Step 1 Score between 190 and 210, OR 2) Applicants who are U.S. medical school graduates and have completed an Away Rotation (a user-defined attribute) at the user s institution. Below is a completely different example showing the use of multiple groups. This example searches for: 1) Applicants who have complete applications, AND 2014 AAMC. May not be reproduced without permission. 53

60 ERAS 2014 Program Director s Workstation User Guide 2) Applicants who attended a medical school in the District of Columbia, Florida, or Hawaii AAMC. May not be reproduced without permission.

61 ERAS 2014 Program Director's Workstation User Guide Step 3: Save the Filter After creating a new filter, use the Save option and provide a filter name. Only the Program Super User, Alternative Program Super User, and Program Coordinator 1 can create and save new filters, but all users can apply filters. To Save a Filter: 1. In the Modify Filter Criteria panel, click the Save button. The Clear button is used to clear the current filter without saving. The Apply button is used to run the current filter. 2. Enter a Name and Description. The name must be unique and between 1 and 25 characters. The description must be between 1 and 50 characters AAMC. May not be reproduced without permission. 55

62 ERAS 2014 Program Director s Workstation User Guide 3. If desired, select a Sorted By option. The default sort order for the Filter results grid is first by Applicant Name (last name, first name, middle initial). Then by AAMC ID for Allopathic programs or AOA ID for Osteopathic programs. 4. Click the Save As New button. The filter now appears under the Manage Filters tab in the User-Defined panel AAMC. May not be reproduced without permission.

63 ERAS 2014 Program Director's Workstation User Guide Click the filter to apply and display results AAMC. May not be reproduced without permission. 57

64 ERAS 2014 Program Director s Workstation User Guide Modify Filters After running a system or user-defined filter, use the Modify Filter Criteria panel to adjust the criteria. Use the update feature to save changes to the existing filter or save changes as a new filter. To Modify a Filter: 1. Navigate to Manage Filters on the Applications tab. 2. Locate the filter to modify. 3. Click the filter to run it. 4. Expand the Modify Filter Criteria panel to view the criteria. 5. Make the necessary changes to the criteria. 6. When finished, click the Save button. 7. Make any necessary changes, and then click the Update button. Click the Save As New button to save as a new filter and enter a different filter name AAMC. May not be reproduced without permission.

65 ERAS 2014 Program Director's Workstation User Guide Filter Results The Results panel displays the applicants that meet the selected criteria. Use the scroll bar or the navigation arrows to view the results. Click the column headings to sort the results in ascending or descending order. Click the applicant name to launch Applicant Manager and view the selected applicant s record. Possible actions include: Navigating through the list. Sorting the list of applicants. Viewing the applications. Refining results. Updating applicant s status AAMC. May not be reproduced without permission. 59

66 ERAS 2014 Program Director s Workstation User Guide Bulk Actions Bulk Actions can be performed after applying a filter and selecting one or more applicants. The following choices are available in the Bulk Actions drop-down list at the bottom of the Results panel (by Program Super User, Alternative Program Super User, and Program Coordinator 1): Note: At least one applicant must be selected to view the Bulk Actions drop-down list. Update Status Update Attributes Update Notes Bulk Messages Updates the Application, Interview, Ranking, and/or Custom status of the selected applicant(s). Updates a specific attribute for the selected applicant(s) to a specific value. Adds a note for the selected applicant(s). Sends an to the selected applicant(s) AAMC. May not be reproduced without permission.

67 ERAS 2014 Program Director's Workstation User Guide View/Print Reports Views/prints one of the following reports for the selected applicant(s): Applicant Roster - displays the applicants and their most recent application status. Applicants Applying as a Couple - displays applicants who have indicated they want to match as a couple and to which specialties the partner is applying. Missing Documents - displays applicants who are missing at least one standard ERAS document. Withdrawn Applicants - displays applicants who have been withdrawn from the program. Applicants Selected to Honor Societies - displays all applicants who were selected to an honor society. View/Print Applications CSV Export Assign Applicants Views/prints information for the selected applicant(s). Exports a CSV file of selected applicants using an existing template. Assign users to multiple applicants. To Navigate through the List: Click the scroll bars and/or the navigation buttons. To Sort the List of Applicants: Click the column heading to sort. Or Click the Sort by drop-down and choose the desired field AAMC. May not be reproduced without permission. 61

68 ERAS 2014 Program Director s Workstation User Guide Note: If a system-defined filter contains a predefined sort, the system will automatically update the fourth column in the Results grid with the sort field defined in the filter. Sort by options are user-level preferences. If you apply a filter, choose a Sort by field, then log out, the system will display the same Sort column in the results grid when logged back in. To View the Applications: Click the Applicant name; the application is displayed under the View Applications under the Applications tab. To Refine the Results: 1. Select an option within the Refine Results box (Applicant Last Name, Applicant First Name, Applicant PGY 2 Interest or Most Recent Residency for Fellowship programs). 2. Type a specific value by which to search in the enter value box. The less specific the search value entered, the more applicants returned AAMC. May not be reproduced without permission.

69 ERAS 2014 Program Director's Workstation User Guide Must enter in at least 3 characters. 3. Click the Refine button. 4. When prompted to refresh the filter, click the Yes button. To Update Status: 1. Select the applicant(s). 2. Select Update Status from the drop-down list. 3. Click the Go button. 4. Select one of the following status options: Application, Interview, Ranking, or Custom. 5. Make the appropriate changes for the desired statuses. The No Change option incurs no changes. The Check option will check the box for the desired status. The Uncheck option will uncheck the box for the desired status. 6. Click the Apply button. Only one status can be updated at a time under each grouping AAMC. May not be reproduced without permission. 63

70 ERAS 2014 Program Director s Workstation User Guide To Update Attributes: 1. Select the applicant(s). 2. Select Update Attributes from the drop-down list. 3. Click the Go button. 4. Choose the appropriate type of attribute (Checkbox, Textbox, Date, or Drop-down), and make the appropriate changes. The No Change option incurs no changes. The Check option will check the box for the desired status. The Uncheck option will uncheck the box for the desired status. The Clear option will reset any entered attributes back to the default. 5. Click the Apply button. 6. Click the Close button to close the Update Attributes light box. To Update Notes: 1. Select the applicant(s). 2. Select Update Notes from the drop-down list. 3. Click the Go button AAMC. May not be reproduced without permission.

71 ERAS 2014 Program Director's Workstation User Guide 4. Type the note. 5. Click the Apply button. To Send Bulk Messages: 1. Select the applicant(s). 2. The Check option will check the box for the desired status. 3. Select Bulk Messages from the drop-down list. 4. Click the Go button AAMC. May not be reproduced without permission. 65

72 ERAS 2014 Program Director s Workstation User Guide 5. A message window appears to compose message to selected applicants. To View/Print Reports: 1. Select the applicant(s). It may make sense to select all filtered applicants when generating the Applicants Applying as a Couple, Missing Documents, Withdrawn Applicants, or Applicants Selected to Honor Societies reports. Use the select all option to select all applicants on the filtered list. 2. Select View/Print Reports from the drop-down list AAMC. May not be reproduced without permission.

73 ERAS 2014 Program Director's Workstation User Guide 3. Click the Go button. 4. Select a report AAMC. May not be reproduced without permission. 67

74 ERAS 2014 Program Director s Workstation User Guide A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader. To View/Print Application: 1. Select the applicant(s). 2. Select View/Print Application from the drop-down list. 3. Click the Go button. 4. Choose the information to view or print; at least one document type must be selected. Include a date range to view or print documents that were received or updated within the specified dates. Choose any other additional information to view or print. Select whether to print each application to its own separate PDF or print each application to one cumulative PDF. 5. Enter a Print Job name. This name helps identify the print job in the Bulk Print Requests light box AAMC. May not be reproduced without permission.

75 ERAS 2014 Program Director's Workstation User Guide 6. Click the Request Print button. The print request is sent and may be retrieved by clicking the Bulk Print Requests link in the header area. 7. Click the OK button. 8. Click the Bulk Print Requests link in the header area. The Print Requests light box lists print jobs requested and scheduled exports. If the status is complete, the resulting file can be opened or saved to a local or network drive. 9. Click the Files link to open or save the report. If the Print each application to a separate PDF box was checked, a.zip folder displays with each PDF report listed separately AAMC. May not be reproduced without permission. 69

76 ERAS 2014 Program Director s Workstation User Guide AAMC. May not be reproduced without permission.

77 ERAS 2014 Program Director's Workstation User Guide A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader. To Modify and Run CSV Exports: 1. Select the applicant(s). 2. Select CSV Export from the drop-down list. 3. Click the Go button AAMC. May not be reproduced without permission. 71

78 ERAS 2014 Program Director s Workstation User Guide 4. Select a CSV template to modify. 5. Click the Edit CSV Exports button. This displays the Exports tab. The Templates panel lists saved templates. The CSV Exports panel lists the most recently run CSV exports. The "complete" status link allows the export file to be saved. 6. In order to edit or select which fields will be exported, click the Template name. 7. Edit the fields to export by clicking the field name(s) in the Available Fields box and using the arrow buttons to move and rearrange the desired field(s) in the Fields to Export box AAMC. May not be reproduced without permission.

79 ERAS 2014 Program Director's Workstation User Guide 8. When finished, choose Save as New & Run to save the template for repeated use and run the export immediately. Or, choose Run to run the export without saving the template. 9. In the CSV Exports panel, click the complete status link on the line next to the name of the CSV export. 10. When prompted, download the CSV file AAMC. May not be reproduced without permission. 73

80 ERAS 2014 Program Director s Workstation User Guide To Run an Export Report: 1. Select the applicant(s). 2. Select CSV Export from the menu. 3. Click the Go button. 4. Select a CSV template to run. 5. Click the Run Export button. 6. Click the OK button. 7. Close the CSV Templates light box to return to the applicant list. The CSV export is scheduled and is viewable from the Exports tab in the CSV Exports panel or from the Bulk Print Requests link in the header area. To Assign Users to Multiple Applicants: 1. Select the applicant(s). 2. Select Assign Applicants from the drop-down list. 3. Click the Go button AAMC. May not be reproduced without permission.

81 ERAS 2014 Program Director's Workstation User Guide 4. Make the appropriate changes. The No Change option incurs no changes. The Check option will assign the users to the applicants. The Uncheck option will unassign any users to the applicants. 5. Click the Recent Bulk Assignment Updates drawer to view recent bulk applicant assignments. 6. Click the Apply button AAMC. May not be reproduced without permission. 75

82 ERAS 2014 Program Director s Workstation User Guide Export Data ERAS data is categorized by information type and can be exported either by type or all together. Most data resides in the category Main Applicant Data. This category includes over 200 data items relating to the data the applicant sent (such as name, contact information, AOA status, gender), data the examining boards sent (such as COMLEX and USMLE scores), and data recorded about the applicant (such as interview date, status, scores). Along with Main Applicant Data, information from other fields may be exported, such as: Education Information Interview Information License Information Medical Education Information Publication Information Research Information Qualifying Residency/Fellowship Information Track/Ranking Information Work Experience Information Race/Ethnicity Information Volunteer Experience Information Residency/Fellowship Information Research Experience Information Interview Schedule Information To export data, a template must be created. This involves selecting the fields to include in the export and providing a name for the template. Once the template is saved, it can be used repeatedly to export the same set of data or modified when the need arises. When exporting data, a copy of the data is exported. The original data is not affected. Note: ERAS cannot support software outside of the PDWS. Refer to the documentation for that software to successfully transfer information or utilize exported data AAMC. May not be reproduced without permission.

83 ERAS 2014 Program Director's Workstation User Guide To Create a New Export Template 1. On the Exports tab, click the Add a new export template link. 2. Type a name for the template in the CSV Export Name box. 3. Select Type of data to export from the drop-down. The type of data selected controls the fields listed in the Available Fields box. 4. Select the fields to export by clicking the field name(s) in the Available Fields box and using the arrow buttons to move and rearrange the desired field(s) in the Fields to Export box AAMC. May not be reproduced without permission. 77

84 ERAS 2014 Program Director s Workstation User Guide 5. When finished, choose Save as New & Run to save the template for repeated use and run the export immediately. Choose Run to run the export without saving the template. 6. Click the OK button. The export is scheduled and the status appears in the CSV Exports panel on the lower-right area of the screen. 7. Click the complete status link next to the CSV export name to open or save the export. CSV exports are also viewable from the Exports tab or from the Bulk Print Requests link in the header area AAMC. May not be reproduced without permission.

85 ERAS 2014 Program Director's Workstation User Guide Applicant History Log The History link tracks the following: Changes to statuses and scores, including interview scores Changes to the list of attributes List of documents added or deleted Note: The log is only accessible to users who have permissions to perform these tasks AAMC. May not be reproduced without permission. 79

86 ERAS 2014 Program Director s Workstation User Guide Scheduler PDWS has been redesigned to streamline tasks related to scheduling interviews. The following steps take place during the scheduling process: Step Explanation Program faculty and staff are contacted to determine their availability to act as interviewers. The interviewer is contacted to find out if he/she will be available to participate in interviews. If this is done within the Scheduler via a message, the interviewer name is automatically moved to the Notified tab in the Scheduler. If the interviewer is contacted outside the system, the bulk action Move to Available is used to place the interviewer on the Available tab. Applicant is selected for an interview. From the Applications tab, the interview status of an applicant is marked Selected for Interview. This action causes the applicant s name to show up on the Selected tab in the Scheduler. Applicant is invited for an interview. From the Scheduler tab, the applicant is invited for an Interview. If this is done within the Scheduler via a message, his/her name is moved to the Invited tab. Otherwise, the applicant name is moved using the bulk action Move to Invited. Applicant is scheduled for an interview. The applicant is scheduled for an interview, and an interviewer and location may be assigned at any time. At a minimum, the start and end date/time is entered, along with the schedule type. If an Interviewer or Location is entered, Schedule type must be Scheduled. No other Schedule type requires an Interviewer or Location to be assigned AAMC. May not be reproduced without permission.

87 ERAS 2014 Program Director's Workstation User Guide The interview takes place. Typically, the PC1 or other user would create an Interview Evaluation sheet to be filled in by the Interviewer while interviewing the applicant. Such a form can be created by exporting data fields in CSV format and then manipulated in Excel. After the interview, users can move the applicant from the scheduled tab to the interviewed tab. The interview is scored. The Interview s comments and scores are entered into the PDWS Applications tab by either the PSU/PC1 or the Interviewer. The Scheduler tab is divided into four major sections: Calendar Views Applicant Tabbed Panel Wait List Manager Interviewer Tabbed Panel This section provides an overview of the interviewing activity, a detailed interview schedule (date, time, applicant and interviewer names), and time blocks. There are three calendar views: day, week, and month. This section lists and tracks applicants as they are selected for an interview, invited, scheduled, and interviewed. As applicants progress in the workflow, their names move from one tab to another and no longer appear on the previous tabs. This section lists applicants who have been waitlisted for an interview. This section displays a list of all interviewers and tracks when they have been notified and if they are available to be an interviewer. As interviewers are notified and available, their names are copied from one tab to another and still appear on previous tabs AAMC. May not be reproduced without permission. 81

88 ERAS 2014 Program Director s Workstation User Guide AAMC. May not be reproduced without permission.

89 ERAS 2014 Program Director's Workstation User Guide Schedule Types The following table offers a brief explanation of each schedule type. Schedule Type Scheduled Unassigned Waitlisted Explanation Applicant is scheduled for a specific date and time and an interviewer and location has been assigned. Multiple interviewers can be added for the same event and multiple locations can be selected if more than one interviewer is added. Applicant is scheduled for a specific date and time but an interviewer has not been assigned. Applicant is waitlisted for a specific date and time. An interviewer and location can be added for the event. What Happens? Applicant name moves to Scheduled tab. Applicant name is displayed in all calendar views. In Day view, the applicant name will be listed under the Interviewer name column in the appropriate time slot. Applicant name moves to Scheduled tab. Applicant name is displayed in all calendar views. In Day view, the applicant name will be listed under the Unassigned column in the appropriate time slot. Applicant name stays in the Invited tab. Applicant name appears in Wait List Manager AAMC. May not be reproduced without permission. 83

90 ERAS 2014 Program Director s Workstation User Guide Time Blocks Time blocks designate periods when interviews cannot be held. They are created at the program level and the interviewer level. A program time block is created in the Setup tab. Program time blocks may be used for holidays, regularly scheduled staff meetings, or simply a period of time in which the program does not want to conduct interviews. The Interviewer time block, which is created in the Scheduler tab, is specific to an individual Interviewer. An Interviewer can request a time block due to vacation, rounds, or for any other reason they are unavailable to interview. The Interviewer s name appears on the Available tab (and stays on the other tabs as well). The time block appears in gray under the Interviewer s name in the Day view of the calendar AAMC. May not be reproduced without permission.

91 ERAS 2014 Program Director's Workstation User Guide Calendar Views The Calendar Views provide a visual of the schedule for easy reference and confirmation. Details presented include an overview of the amount of interviewing activity, a detailed interview schedule (date, time, applicant, and interviewer names), and time blocks. There are three calendar views: Month Week Day Each calendar view displays the type of events by color: green = scheduled, orange = unassigned, red = waitlisted. Program Super Users, Alternative Program Super Users, and Program Coordinator 1s can see the calendar schedules for all applicants and all interviewers. Interviewers have the ability to view their own personal calendar; however, they will not be able to see other interviewers calendars. From the personal calendar view, up to three applicants (name and location of the interview) can appear in the time slot of the Day view. If more than three applicants are scheduled for the same time slot, names are grouped in a block that must be expanded by the user AAMC. May not be reproduced without permission. 85

92 ERAS 2014 Program Director s Workstation User Guide Month The Month view provides a read-only overview of how many applicants are scheduled, unassigned, or waitlisted on a given day. To Navigate in the Month View: Click the button to navigate to the previous month. Click the button to navigate to the next month. Click the button to return to the current month/year. To find a specific month and year, use the date picker to select the appropriate time frame. Then, click the Go button. The range of available dates is chosen in Setup AAMC. May not be reproduced without permission.

93 ERAS 2014 Program Director's Workstation User Guide Click within any date, either in the blank space or on Scheduled, Unassigned, or Waitlisted, to navigate to the Day view AAMC. May not be reproduced without permission. 87

94 ERAS 2014 Program Director s Workstation User Guide Week As with the Month view, the Week view displays a total number of applicants for any day where an event is scheduled. The total is grouped by type (scheduled, waitlisted, or unassigned). To Navigate in the Week View: Click the button to navigate to the previous week. Click the button to navigate to the next week. Click the button to return to the current week. To find a specific date range, use the date picker to select the appropriate time frame. Then, click the Go button. In Week view, the first week of the selected month displays AAMC. May not be reproduced without permission.

95 ERAS 2014 Program Director's Workstation User Guide Click any date to navigate to the Day view AAMC. May not be reproduced without permission. 89

96 ERAS 2014 Program Director s Workstation User Guide Day The Day view displays applicants, interviewer names, and interview locations. Interviewer names appear horizontally at the top of the day view and a timeline appears vertically on the left (timeline increments are determined during Setup). There is a separate column for applicants whose schedule type is Unassigned. Interviews can also be scheduled from the Day calendar view. To Navigate in the Day View: 1. Click the button to navigate to the previous day. 2. Click the button to navigate to the next day. 3. Click the button to return to today s date AAMC. May not be reproduced without permission.

97 ERAS 2014 Program Director's Workstation User Guide To find a specific date range, use the date picker to select the appropriate time frame. Then, click the Go button. In Day view, the first day of the selected month displays AAMC. May not be reproduced without permission. 91

98 ERAS 2014 Program Director s Workstation User Guide To Schedule an Interview in Day View: 1. Click in a time slot under an interviewer s name to schedule that particular interviewer for that specific time. 2. Confirm or adjust the date and time. 3. Select an option from the Select Schedule Type drop-down list (e.g., scheduled or waitlisted). 4. Select an applicant from the Select Applicant drop-down list. 5. Click the Save button. 6. Click the OK button AAMC. May not be reproduced without permission.

99 ERAS 2014 Program Director's Workstation User Guide Applicant Tabbed Panel The Applicant Tabbed Panel lists and tracks applicants as they are selected for an interview, invited, scheduled, and interviewed. As applicants progress in the workflow, their names move from one tab to another. This section is divided into four tabs: Selected Invited Scheduled Interviewed 2014 AAMC. May not be reproduced without permission. 93

100 ERAS 2014 Program Director s Workstation User Guide To Find a Specific Applicant: 1. Click within the Search box. 2. Type a portion of or the entire First or Last name of the applicant. As text is entered, all possible matches are displayed. 3. Click the Go button or press the Enter key, or click the appropriate name that appears below the search box AAMC. May not be reproduced without permission.

101 ERAS 2014 Program Director's Workstation User Guide Selected Before an applicant can be invited for an interview, the applicant s Interview Status must be changed to Selected to Interview. This must be done before notifying applicants through the Scheduler tab. The applicant s name automatically displays on the Selected tab, located within the applicant tabbed panel, when the applicant s Interview status changes to Selected to Interview. The following bulk actions are available within this tab: View/Print Selected Applicants Send Invite Send Message Move to Invited A list of selected applicants can be viewed and printed. Applicant(s) can be invited for interviews. Send a message to the selected applicant(s). If the applicant(s) is contacted other than within the Scheduler via a message (e.g., by phone, office , or in person), the applicant must be moved to the Invited tab manually AAMC. May not be reproduced without permission. 95

102 ERAS 2014 Program Director s Workstation User Guide AAMC. May not be reproduced without permission.

103 ERAS 2014 Program Director's Workstation User Guide To View/Print Selected Applicants: 1. Select the applicant(s). 2. Select View/Print Selected Applicants from the menu. 3. Click the Apply button. A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader. To Invite or Send a Message to an Applicant to Interview: 1. Select the applicant(s). 2. Select Send Invite or Send Message from the menu. 3. Click the Apply button AAMC. May not be reproduced without permission. 97

104 ERAS 2014 Program Director s Workstation User Guide 4. Type a Subject. 5. If desired, select a Template. 6. If desired, click the Attach a File link to include a document with the message. 7. Include a message in the body. 8. Click the Send button to send the message. Click the Save As Draft button to save a draft and come back and send the message later. Click the Save As Template button to save the message as a template for future use. Click the Discard button to exit the light box without sending the message. Click the Clear button to clear all entered text. Once invited, applicants will be moved from the Selected tab to the Invited tab AAMC. May not be reproduced without permission.

105 ERAS 2014 Program Director's Workstation User Guide To Manually Move an Applicant to Invited: 1. Select the applicant(s). 2. Select Move to Invited from the drop-down list. 3. Click the Apply button. A Success message appears and quickly fades away. The applicant name is moved from the Selected tab to the Invited tab AAMC. May not be reproduced without permission. 99

106 ERAS 2014 Program Director s Workstation User Guide Invited The Invited tab, located within the Applicant tabbed panel, displays the applicants invited to participate in an interview. The following bulk actions are available within this tab: View/Print Invited Applicants View/Print Applications AAMC. May not be reproduced without permission.

107 ERAS 2014 Program Director's Workstation User Guide To View/Print Invited Applicants: 1. Select the applicant(s). 2. Select View/Print Invited Applicants from the menu. 3. Click the Apply button. A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader AAMC. May not be reproduced without permission. 101

108 ERAS 2014 Program Director s Workstation User Guide To View/Print Applications: 1. Select the applicant(s). 2. Select View/Print Applications from the menu. 3. Click the Apply button. A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader AAMC. May not be reproduced without permission.

109 ERAS 2014 Program Director's Workstation User Guide Scheduled The Scheduled tab, located within the Applicant tabbed panel, displays applicants that have been scheduled for interviews. After the interview has taken place, the Interviewer 1, Program Super User, Alternate Program Super User, or Program Coordinator 1 updates the applicant s status to Interviewed to track completed interviews or No Show to mark applicants that did not come to their scheduled interview. Scheduled interviews can be edited or deleted. An interview that was scheduled in the past can't be deleted, but notes can be added to an interview that has already occurred. The following bulk actions are available within this tab: Send Confirmation Message Remove from Calendar Move to Interviewed View/Print Schedule View/Print Scheduled Applicants View/Print Applications No Show Opens the Compose light box with the selected applicant(s) placed in the To field. Removes the interview(s) from the Calendar and the selected applicant(s) from the Scheduled tab. Moves selected applicant(s) to the Interviewed tab and updates the Interview Status on the Applications tab to Interviewed. Displays a report of selected applicant(s), each on a separate page; includes general information (name, phone, , etc.), schedule information, and scheduled events in chronological order. Displays a report of selected applicant(s) scheduled for an interview including general information (name, phone, , etc.), without the scheduling details. Displays a report of each applicant s ERAS common application form. Removes selected applicant(s) from the Scheduled tab and updates the Interview Status on the Applications tab to No Show. This status is used if the applicant declined or did not appear for the interview AAMC. May not be reproduced without permission. 103

110 ERAS 2014 Program Director s Workstation User Guide To Schedule an Event: 1. Double-click the applicant from the Scheduled tab. 2. Click the Add Scheduled Event button AAMC. May not be reproduced without permission.

111 ERAS 2014 Program Director's Workstation User Guide 3. Enter a Start date or select a date from the date picker. 4. Accept or change the End date that was populated after the Start date was selected. 5. Select a Start and End time. Time increments are determined in Setup. 6. Select an option from the Select Schedule Type drop-down list. Select Scheduled if the applicant, interviewer, and location have all been assigned to a specific date and time to interview. An interviewer name must be added if Scheduled is selected; the location can be added at a later date. Select Waitlisted for a date and time the applicant is waiting to become available. Interviewers can be assigned to waitlisted events. Select Unassigned if the applicant has been scheduled for a specific date and time, but an interviewer has not yet been assigned to the interview. 7. Click the Add Interviewer button. 8. Click under the Interviewer column in the Click here to edit field. 9. Select an Interviewer from the list. 10. Click under the Location column in the Click here to edit field. 11. Select a location from the list AAMC. May not be reproduced without permission. 105

112 ERAS 2014 Program Director s Workstation User Guide 12. Click the Save button. 13. Click the OK button to confirm. The event is added to the applicant s schedule, and if an interviewer was assigned, the event is also added to the interviewer s schedule. See To Edit a Scheduled Interview for information about editing scheduled events. To Edit a Scheduled Interview: 1. Click the appointment in the Calendar pane or double-click the applicant name from the Scheduled tab. 2. Click the Pencil icon and make necessary edits. 3. Click the Save button. 4. Edits can only be made to future interviews, not interviews that occurred in the past AAMC. May not be reproduced without permission.

113 ERAS 2014 Program Director's Workstation User Guide To Delete a Scheduled Interview: 1. Click the appointment in the Calendar pane or double-click the applicant name. 2. Click the Delete icon (X) associated with the scheduled interview. 3. Click the Yes button to confirm deletion. If an applicant(s) has decided to withdraw their application for consideration, they can be removed from the Scheduled tab via the Remove from Calendar bulk action drop-down list. Interviews that were scheduled to take place on a date that has passed cannot be deleted. To Send a Confirmation Message: 1. Select the applicant(s). 2. Select Send Confirmation Message from the drop-down list. 3. Click the Apply button AAMC. May not be reproduced without permission. 107

114 ERAS 2014 Program Director s Workstation User Guide 4. Enter a Subject. 5. If desired, use the Template option to select a pre-defined template message. 6. If desired, use the Attach a File link to include a document with the message. 7. Enter a message in the body. The message may include all confirming information and any attachments that may be relevant for the applicant (e.g., Hotel and transportation information). The message can include simple formatting, such as bolding, italicizing and underlining. You can also spell check the message. 8. Click the Send button. Click the Save As Draft button to save a draft and come back and send the message later. Click the Save As Template button to save the message as a template for future use. Click the Discard button to exit the light box without sending the message. Click the Clear button to clear all entered text AAMC. May not be reproduced without permission.

115 ERAS 2014 Program Director's Workstation User Guide If multiple applicants are selected to receive the same confirmation message, all applicants will be messaged with BCC functionality and will not be able to see who else was copied on the message. To Remove an Interview from the Calendar: 1. Select the applicant(s). 2. Select Remove from Calendar from the drop-down list. 3. Click the Apply button. 4. Click the Yes button to confirm removal. The applicant is removed from the Scheduled tab and from the calendar. To Move to Interviewed: 1. Select the applicant(s). 2. Select Move to Interviewed from the drop-down list. 3. Click the Apply button. A Success message appears and quickly fades away. The applicant is moved from the Scheduled tab to the Interviewed tab. The date displayed on the Applications tab next to Interview Status is the date the applicant was moved to the Interviewed tab, which may not be the same date as the actual interview. To View/Print Schedule: 1. Select the applicant(s). 2. Select View/Print Schedule from the menu. 3. Click the Apply button. 4. Enter a Start and End date or select a date from the date picker AAMC. May not be reproduced without permission. 109

116 ERAS 2014 Program Director s Workstation User Guide 5. Click the Continue button. A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader AAMC. May not be reproduced without permission.

117 ERAS 2014 Program Director's Workstation User Guide To View/Print Scheduled Applicants: 1. Select the applicant(s). 2. Select View/Print Scheduled Applicants from the drop-down list. 3. Click the Apply button. A PDF of the report appears, along with a semi-transparent floating toolbar near the bottom of the window. The toolbar offers buttons for saving, printing, navigating and zooming the PDF report. Visit for help on how to use Adobe Reader. To View/Print Applications: 1. Select the applicant(s). 2. Select View/Print Applications from the drop-down list AAMC. May not be reproduced without permission. 111

118 ERAS 2014 Program Director s Workstation User Guide 3. Click the Apply button. A PDF of the report appears, along with a semi-transparent floating toolbar near the bottom of the window. The toolbar offers buttons for saving, printing, navigating and zooming the PDF report. Visit for help on how to use Adobe Reader. To Mark as No Show: 1. Select the applicant(s). 2. Select No Show from the menu. 3. Click the Apply button. 4. Click the Yes button to confirm AAMC. May not be reproduced without permission.

119 ERAS 2014 Program Director's Workstation User Guide The applicant is removed from the Scheduled tab. On the Applications tab, the Interview Status is changed to No Show. Interviewed The Interviewed tab, located within the Applicant tabbed panel, displays applicants who have been interviewed. The following bulk actions are available within this tab: View/Print Interviewed Applicants View/Print Applications Send Message Move to Scheduled Prints a report of interviewed applicants. Displays a report of the ERAS common application form for selected applicant(s). Opens the Compose light box with the selected applicant(s) placed in the To field. Moves selected applicant(s) back to the Scheduled tab AAMC. May not be reproduced without permission. 113

120 ERAS 2014 Program Director s Workstation User Guide To View/Print Interviewed Applicants: 1. Select the applicant(s). 2. Select View/Print Interviewed Applicants from the drop-down list. 3. Click the Apply button. A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader. To View/Print Applications: 1. Select the applicant(s). 2. Select View/Print Applications from the drop-down list. 3. Click the Apply button AAMC. May not be reproduced without permission.

121 ERAS 2014 Program Director's Workstation User Guide A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader. To Send a Message: 1. Select the applicant(s). 2. Select Send Message from the drop-down list. 3. Click the Apply button AAMC. May not be reproduced without permission. 115

122 ERAS 2014 Program Director s Workstation User Guide 4. Enter a Subject. 5. If desired, use the Template option to select a pre-defined template message. 6. If desired, use the Attach a File link to include a document with the message. 7. Enter a message in the body. The message can include simple formatting, such as bolding, italicizing and underlining. You can also spell check the message. 8. Click the Send button. Click the Save As Draft button to save a draft and come back and send the message later. Click the Save As Template button to save the message as a template for future use. Click the Discard button to exit the light box without sending the message. Click the Clear button to clear all entered text. If multiple applicants are selected to receive the same confirmation message, all applicants will be messaged with BCC functionality and will not be able to see who else was copied on the message AAMC. May not be reproduced without permission.

123 ERAS 2014 Program Director's Workstation User Guide To Move to Scheduled: 1. Select the applicant(s). 2. Select Move to Scheduled from the drop-down list. 3. Click the Apply button. A success message appears and quickly fades away. The applicant is moved from the Interviewed tab to the Scheduled tab AAMC. May not be reproduced without permission. 117

124 ERAS 2014 Program Director s Workstation User Guide Wait List Manager An applicant can be waitlisted for a particular date in case their ideal time slot becomes available. This is accomplished by choosing Waitlisted as a scheduling option when creating an event or by using the Wait List Manager panel. The Wait List Manager also allows users to easily track and locate waitlisted applicants By Name or By Date. Note: All applicants whose schedule type is waitlisted appear within the Wait List Manager panel. To Waitlist an Applicant from the Applicant Tabbed Panel: 1. Double-click the applicant from the Applicant Tabbed panel AAMC. May not be reproduced without permission.

125 ERAS 2014 Program Director's Workstation User Guide 2. Click the Add Scheduled Event button AAMC. May not be reproduced without permission. 119

126 ERAS 2014 Program Director s Workstation User Guide 3. Enter a Start date or select a date from the date picker. 4. Accept or change the End date that was populated after the Start date was selected. 5. Select a Start and End time. Time increments are determined in Setup. 6. Select an option from the Select Schedule Type drop-down list (e.g., waitlisted). 7. Click the Add Interviewer button. 8. Click under the Interviewer column in the Click here to edit field. 9. Select an Interviewer from the list. 10. Click under the Location column in the Click here to edit field. 11. Select a location from the list. 12. Click the Save button. 13. Click the OK button. The scheduled event displays in the Calendar AAMC. May not be reproduced without permission.

127 ERAS 2014 Program Director's Workstation User Guide 14. Click the Close button in the upper right corner to exit. Once an applicant appears in the Waitlist Manager, the applicant name can be doubleclicked to schedule another event. To Wait List an Applicant by Dragging and Dropping: 1. Drag and drop the applicant name from the Applicant Tabbed panel to one of the following locations: An existing date in the Wait List Manager. This will create an all-day waitlisted event for that date, if the Wait List Manager is sorted by Date. The bottom of the Wait List Manager panel to select a new date AAMC. May not be reproduced without permission. 121

128 ERAS 2014 Program Director s Workstation User Guide 2. Enter a Start date or select a date from the date picker. 3. Accept or change the End date that was populated after the Start date was selected. 4. Select a Start and End time. Time increments are determined in Setup. 5. Select an option from the Select Schedule Type drop-down list (e.g., waitlisted). 6. Click the Add Interviewer button. 7. Click under the Interviewer column in the Click here to edit field. 8. Select an Interviewer from the list. 9. Click under the Location column in the Click here to edit field. 10. Select a location from the list. 11. Click the Save button. 12. Click the OK button. The scheduled event displays in the Calendar. Once an applicant appears in the Waitlist Manager, the applicant name can be doubleclicked from there to schedule another event AAMC. May not be reproduced without permission.

129 ERAS 2014 Program Director's Workstation User Guide Interviewer Tabbed Panel Prior to an interview, interviewers need to know the schedule (date, time, and place) of the interview and the details of the applicant(s) being interviewed. Programs may choose to provide an interview evaluation form to complete during/after the interview. PDWS provides tools to help make these tasks easier, such as ing and/or printing the interview schedule and viewing/printing applications or applicant summaries. The Interviewer tabbed panel displays a list of all interviewers and tracks when they have been notified and if they are available to interview. As interviewers are notified and scheduled, their names are copied from one tab to another while still appearing on previous tabs. This section is divided into 3 tabs: Interviewers Notified Available 2014 AAMC. May not be reproduced without permission. 123

130 ERAS 2014 Program Director s Workstation User Guide Interviewers The Interviewers tab, located within the Interviewer tabbed panel, displays a list of interviewers. Interviewers are assigned their role in the PDWS as part of user setup. By default, all interviewers are active, but can be marked as inactive. Once the Program Super User or Program Coordinator 1 has a list of interviewers and their availability, they can create time blocks for each available interviewer for dates and times when that interviewer is unavailable for interviews, such as when they are on vacation. The following bulk actions are available within this tab: Request Availability Opens the Compose light box with the selected interviewer(s) placed in the To field. Mark Inactive Marks selected interviewer(s) as inactive. This action is only available for active interviewers. Mark Active Marks selected interviewer(s) as active. This action is only available for inactive interviewers. Move to Available Places selected interviewers into the Available tab, where time blocks can be set up. This action is only available for inactive interviewers. View/Print Active and Inactive Interviewers Generates a report of active and inactive interviewers AAMC. May not be reproduced without permission.

131 ERAS 2014 Program Director's Workstation User Guide To Request Availability: 1. Select the Interviewer(s). 2. Select Request Availability from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Enter a Subject. 5. If desired, use the Template option to select a pre-defined template message. 6. If desired, use the Attach a File link to include a document with the message. 7. Enter a message in the body. 8. Click the Send button. Click the Save As Draft button to save a draft and come back and send the message later. Click the Save As Template button to save the message as a template for future use. Click the Discard button to exit the light box without sending the message AAMC. May not be reproduced without permission. 125

132 ERAS 2014 Program Director s Workstation User Guide Click the Clear button to clear all entered text. If multiple interviewers are selected to receive the same message, all interviewers will be messaged with BCC functionality and will not be able to see who else was copied on the message. To Mark an Interviewer as Inactive: 1. Select an Active Interviewer(s). Click the check box next to the Active title to select every active Interviewer. 2. Select Mark Inactive from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Click the OK button. To Mark an Interviewer as Active: 1. Select an Inactive Interviewer(s). Click the check box next to the inactive title to select every inactive Interviewer. 2. Select Mark Active from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Click the OK button. To Move an Interviewer to Available: 1. Select the checkbox next the Active Interviewer(s). An inactive Interviewer cannot be moved to Available. Click the check box next to the Active header to select every active Interviewer. 2. Select Move to Available from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Click the OK button AAMC. May not be reproduced without permission.

133 ERAS 2014 Program Director's Workstation User Guide The Interviewer(s) is now displayed on the Available tab. To View/Print Active and Inactive Interviewers: 1. Select the Interviewer(s). 2. Select View/Print Active and Inactive Interviewers from the Bulk Actions drop-down list. 3. Click the Apply button. A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader AAMC. May not be reproduced without permission. 127

134 ERAS 2014 Program Director s Workstation User Guide Notified The Notified tab, located within the Interviewer tabbed panel, displays interviewers who have been contacted regarding their availability to conduct an interview. The interviewers are grouped by active and inactive. The following bulk actions are available within this tab: Request Availability Opens the Compose light box with the selected interviewer(s) placed in the To field to request their availability or send a follow-up message. Mark Inactive Mark Active Marks selected interviewer(s) as inactive. This action is only available for active interviewers. Marks selected interviewer(s) as active. This action is only available for inactive interviewers. Move to Available Places selected interviewers into the Available tab, where time blocks can be set up. This action is only available for active interviewers AAMC. May not be reproduced without permission.

135 ERAS 2014 Program Director's Workstation User Guide To Request Availability: 1. Select the Interviewer(s). 2. Select Request Availability from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Enter a Subject. 5. If desired, use the Template option to select a pre-defined template message. 6. If desired, use the Attach a File link to include a document with the message. 7. Enter a message in the body. 8. Click the Send button. Click the Save As Draft button to save a draft and come back and send the message later. Click the Save As Template button to save the message as a template for future use. Click the Discard button to exit the light box without sending the message AAMC. May not be reproduced without permission. 129

136 ERAS 2014 Program Director s Workstation User Guide Click the Clear button to clear all entered text. If multiple interviewers are selected to receive the same message, all interviewers will be messaged with BCC functionality and will not be able to see who else was copied on the message To Mark an Interviewer as Inactive: 1. Select an Active Interviewer(s). Click the check box next to the Active title to select every active Interviewer. 2. Select Mark Inactive from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Click the OK button. To Mark an Interviewer as Active: 1. Select an Inactive Interviewer(s). Click the check box next to the Inactive title to select every inactive Interviewer. 2. Select Mark Active from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Click the OK button AAMC. May not be reproduced without permission.

137 ERAS 2014 Program Director's Workstation User Guide To Move an Interviewer to Available: 1. Select the checkbox next the Active Interviewer(s). An inactive Interviewer cannot be moved to Available. Click the check box next to the Active header to select every active Interviewer. 2. Select Move to Available from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Click the OK button. The Interviewer is now displayed on the Available tab AAMC. May not be reproduced without permission. 131

138 ERAS 2014 Program Director s Workstation User Guide Available The Available tab, located within the Interviewer tabbed panel, displays active interviewers who have been marked as available as a potential interviewer. From this panel, Program Super Users and Program Coordinator 1s can set up time blocks for each interviewer for when they are unavailable for interviews. The following bulk actions are available within this tab: View/Print Schedule by Interviewer Generates a report of interview schedules grouped by interviewer. Send Schedule Sends an to interviewer(s) to have them log in to PDWS to check their personal message center with a link to his or her schedule. View/Print Schedule by Date Generates a report of interview schedules grouped by date AAMC. May not be reproduced without permission.

139 ERAS 2014 Program Director's Workstation User Guide To Create an Interviewer Time Block: 1. Double-click an interviewer name. 2. Click the Add New Block button. 3. Enter the Start and End date and time (or check the box to block the entire day). 4. Select a Frequency from the drop-down list. 5. Click the Save button. The time block appears in gray under the Interviewer s name in the Day view of the calendar. To Edit an Interviewer Time Block: 1. Double-click the interviewer name. 2. Click the Pencil icon associated with the time block to change. 3. Edit the Start and End date and time (or check the box to block the entire day). 4. Edit the Frequency from the drop-down list. 5. Click the Save button. To Delete an Interviewer Time Block: 1. Double-click an interviewer name. 2. Click Delete icon (X) associated with the time block. 3. Click the Yes button to confirm deletion. To View/Print Schedule by Interviewer: 1. Select the Interviewer(s). 2. Select View/Print Schedule by Interviewer from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Enter a Start and End date or select a date from the date picker AAMC. May not be reproduced without permission. 133

140 ERAS 2014 Program Director s Workstation User Guide 5. Click the Continue button. A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader AAMC. May not be reproduced without permission.

141 ERAS 2014 Program Director's Workstation User Guide To Send Schedules: 1. Select the Interviewer(s). 2. Select Send Schedule from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Enter a Start and End date or select a date from the date picker. 5. Click the Continue button. 6. Click the OK button. A message with a link to the interviewer(s) schedule is automatically sent. To View/Print Schedules by Date: 1. Select the Interviewer(s). 2. Select View/Print Schedule by Date from the Bulk Actions drop-down list. 3. Click the Apply button. 4. Enter a Start and End date or select a date from the date picker AAMC. May not be reproduced without permission. 135

142 ERAS 2014 Program Director s Workstation User Guide 5. Click the Continue button. A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader AAMC. May not be reproduced without permission.

143 ERAS 2014 Program Director's Workstation User Guide Rankings Within the Rankings tab, applicants selected for ranking by the program staff appear in the Selected for Ranking tab. Applicants can be moved from the Selected for Ranking tab to the Ranked tab. Once the applicants are in the Ranked tab in the correct order, the Rank Order List (ROL) can be created. The Ranking Process: 1. From the Applications tab, select applicant(s) for ranking. 2. From the Rankings tab, compare applicants. 3. Move selected applicants to the Ranked tab. 4. Compare/swap applicants. 5. Assign a specific rank to an applicant or drag to a new location. 6. Export the Rank Order List (ROL) as a TXT or CSV file. 7. View/Print Ranking reports AAMC. May not be reproduced without permission. 137

144 ERAS 2014 Program Director s Workstation User Guide To Select an Applicant for Ranking: 1. In the Applications tab, under View Application, view the desired application. 2. Under Ranking Status, click the edit link. 3. Check the box for Selected for Ranking. The applicant will now appear on the Selected for Ranking tab. 4. Click the close icon (X) to close the box and save the status change. To Select Multiple Applicants for Ranking: 1. In the Applications tab, under View Current Results, select the desired applicants. 2. In the bulk actions drop-down menu, select Update Status. 3. Under Ranking, in the Selected for Ranking row, click the Check button AAMC. May not be reproduced without permission.

145 ERAS 2014 Program Director's Workstation User Guide 4. Click the Apply button. The applicants statuses have now changed to Selected for Ranking, and they will appear in the Selected for Ranking tab. 5. Click the Close button. Notes: If you applied a filter to find a group of applicants that you want to select for ranking, you can update their status as a bulk action, or you can update each applicant individually by using the Next button, found on the top right of the application. The Ranking status cannot be updated for withdrawn applicants AAMC. May not be reproduced without permission. 139

146 ERAS 2014 Program Director s Workstation User Guide Selected for Ranking The Rankings tab of PDWS is used to review, compare, and rank applicants. The Selected for Ranking tab displays a list of applicants selected for ranking. An applicant s ranking status can be changed to Selected for Ranking from the Applications tab by going to: The Header panel (for single applicant) The Update Status bulk action located from Results (for multiple applicants) Depending on your role, some or all of the following bulk actions are available in the Selected for Ranking tab: Compare Move to Ranked View/Print Reports Bulk Messages Used to compare applicants and view the applicant comparison items sideby-side. The Comparison list is defined in the Setup tab and can include up to seven items. Select the appropriate Track to Rank: Categorical or Preliminary or Fellowship. Used to select applicants to be included in the ROL and assign a final rank. Used to view/print ranking reports. Used to send a message to selected applicants. Note: To review an individual applicant, click the Applicant name to display a PDF of the Applicant Summary. To Sort Applicants Selected for Ranking: By default, the list of applicants selected for ranking is sorted by Composite Score (descending order), then by Applicant Name (ascending order), and then by AAMC ID (ascending order). These sorting options can be modified. 1. To change the sort order from ascending or descending order, click the directional arrow of the sort field (i.e., Applicant Name, Composite Score, or AAMC ID). 2. To change sorting priority, click and drag one of the sort fields to the left or right. The leftmost position is the primary sort field AAMC. May not be reproduced without permission.

147 ERAS 2014 Program Director's Workstation User Guide To Enter Comments: 1. Click inside the comment box. 2. Type the comment. 3. Click the ABC button to perform a spell check. 4. Click the Save button to save the comment. Click the View Comment icon to expand the comment box for easier reading AAMC. May not be reproduced without permission. 141

148 ERAS 2014 Program Director s Workstation User Guide To Compare Applicants: 1. Select two or three applicants from the Selected for Ranking tab. 2. Select Compare from the Bulk Action drop-down list. 3. Click the Apply button. Only two or three applicants may be compared at a time. If a different number of applicants is selected, one of the following messages may appear: AAMC. May not be reproduced without permission.

149 ERAS 2014 Program Director's Workstation User Guide 4. To rank applicants in the Compare box, enter a rank number underneath the applicant s photo, or drag and drop the applicant photo to a new position. Note: The fields on which each applicant are compared were selected in the Comparison Tool Setup. 5. Click the Apply button after rank scores are entered. To Rank Applicants by Moving Them to the Ranked Tab: 1. Select the applicant(s). 2. Select Move To Ranked from the Bulk Action drop-down list. 3. Click the Apply button. 4. Click the Yes button. The applicant(s) now appear on the Ranked tab and are automatically sorted with Rank as the primary sort order AAMC. May not be reproduced without permission. 143

150 ERAS 2014 Program Director s Workstation User Guide Once applicants are moved to the Ranked tab, use one of the methods listed in the Ranking section to rank applicants. To View/Print the Applicant Summary for One Applicant: Click the applicant s name to view the Applicant Summary for just that applicant. To View/Print the Applicant Summary Report for Multiple Applicants: 1. Select the applicant(s). 2. Select View/Print Applicant Summary from the Bulk Action drop-down list. 3. Click the Apply button. 4. Select the Applicant Summary report. 5. Enter a Print Job Name AAMC. May not be reproduced without permission.

151 ERAS 2014 Program Director's Workstation User Guide 6. Select whether to Print each application to a separate PDF or Print all applications to one PDF. 7. Click the Apply button. 8. Click the OK button. 9. Click the Close button to close the View/Print Reports light box. 10. Click the Bulk Print Request link in the header area to access the print job. 11. In the Print Requests box, click the name of your print job in the Files column. The report will download to your local machine and can be opened from there AAMC. May not be reproduced without permission. 145

152 ERAS 2014 Program Director s Workstation User Guide The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming in the PDF report. Visit for help on how to use Adobe Reader. To Send Messages: 1. Select the applicant(s). 2. Select Bulk Messages from the Bulk Action drop-down list. 3. Click the Apply button AAMC. May not be reproduced without permission.

153 ERAS 2014 Program Director's Workstation User Guide 4. Enter a Subject. 5. If desired, use the Template option to select a pre-defined template message. 6. If desired, use the Attach a File link to include a document with the message. 7. Enter a message in the body. 8. Click the Send button. Click the Save As Draft button to save a draft and come back and send the message later. Click the Save As Template button to save the message as a template for future use. Click the Discard button to exit the light box without sending the message. Click the Clear button to clear all entered text AAMC. May not be reproduced without permission. 147

154 ERAS 2014 Program Director s Workstation User Guide Ranked The Ranked tab displays a list of applicants that have been designated by the Program Super User, Alternate Program Super User, or Program Coordinator 1 to become part of the Rank Order List (ROL), which is sent to the matching agencies (NRMP and NMS). To Change the Rank of an Applicant: Drag and drop the applicant s photo icon or the applicant s hyperlinked name to a new position in the list. Or Enter a new number in the rank number box and click outside the box to save the entry. Or Click the Rank by Composite Score button to automatically rank all listed applicants by composite score and override any existing ranks. Depending on your role, some or all of the following bulk actions in the Ranked tab appear. Compare/Swap Applicants Move to Selected for Ranking Used to compare and view the applicant comparison items side-by-side and/or swap the applicants rank order. The Comparison list is defined in the Setup tab and can include up to seven items. Select the appropriate Track to Rank: Categorical or Preliminary or Fellowship. Used to move applicants back to the Selected for Ranking tab AAMC. May not be reproduced without permission.

155 ERAS 2014 Program Director's Workstation User Guide View/Print Applicant Summary Send Bulk Messages Used to view/print the Applicant Summary. Used to send a message to selected applicants. To Sort Ranked Applicants: By default, the list of applicants selected for ranking is sorted by Rank (descending order), Composite Score (descending order), then by Applicant Name (ascending order), and then by AAMC ID (ascending order). These sorting options can be modified. 1. To change the sort order from ascending or descending order, click the directional arrow of the sort field (i.e., Rank, Applicant Name, Composite Score, or AAMC ID). 2. To change sorting priority, click and drag one of the sort fields to the left or right. The leftmost position is the primary sort field AAMC. May not be reproduced without permission. 149

156 ERAS 2014 Program Director s Workstation User Guide To Enter Comments: 1. Click inside the comment box. 2. Type the comment. 3. Click the ABC button to perform a spell check. 4. Click the Save button to save the comment. Click the View Comment icon to expand the comment box for easier reading. To Compare or Swap Applicants: 1. Select two or three applicants. 2. Select Compare/Swap from the Bulk Action drop-down list. 3. Click the Apply button AAMC. May not be reproduced without permission.

157 ERAS 2014 Program Director's Workstation User Guide If less than two or more than three applicants are selected, one of the following messages appear: 4. Drag and drop the applicants into the desired order or enter a new number under the applicant s name. 5. Click the Apply button when finished. To Move Applicants Back to Selected for Ranking: 1. Select the applicant(s). 2. Select Move to Selected for Ranking from the Bulk Action drop-down list AAMC. May not be reproduced without permission. 151

158 ERAS 2014 Program Director s Workstation User Guide 3. Click the Apply button. 4. Click the Yes button. The applicant(s) now appear on the Selected for Ranking tab. To Create a Rank Order List (ROL) Report: 1. Select the applicant(s). 2. Click the View Reports button. 3. Select Rank Order List (ROL) AAMC. May not be reproduced without permission.

159 ERAS 2014 Program Director's Workstation User Guide 4. Select whether the ROL File Format will be CSV or TXT. 5. Click the OK button. 6. The report is downloaded to your local machine. Choose whether to Open the file immediately or Save it to a specific location. The Rank Order List file is automatically named with the Program Name, Specialty and Track. Export CSV: Export TXT: To View/Print the Applicant Summary for One Applicant: Click the applicant s name to view the Applicant Summary for just that applicant AAMC. May not be reproduced without permission. 153

160 ERAS 2014 Program Director s Workstation User Guide To View/Print the Applicant Summary Report for Multiple Applicants: 1. Select the applicant(s). 2. Select View/Print Applicant Summary from the Bulk Action drop-down list. 3. Click the Apply button. 4. Select the Applicant Summary report. 5. Enter a Print Job Name. 6. Select whether to Print each application to a separate PDF or Print all applications to one PDF. 7. Click the Apply button AAMC. May not be reproduced without permission.

161 ERAS 2014 Program Director's Workstation User Guide 8. Click the OK button. 9. Click the Close button to close the View/Print Reports light box. 10. Click the Bulk Print Request link in the header area to access the print job. 11. In the Print Requests box, click the name of your print job in the Files column. The report will download to your local machine and can be opened from there AAMC. May not be reproduced without permission. 155

162 ERAS 2014 Program Director s Workstation User Guide The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming in the PDF report. Visit for help on how to use Adobe Reader. To View/Print Ranking Reports: 1. Select the desired applicant(s). 2. Click the View Reports button AAMC. May not be reproduced without permission.

163 ERAS 2014 Program Director's Workstation User Guide 3. Select the desired report to view or print. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming in the PDF report AAMC. May not be reproduced without permission. 157

164 ERAS 2014 Program Director s Workstation User Guide Visit for help on how to use Adobe Reader. To Send Messages: 1. Select the applicant(s). 2. Select Bulk Messages from the Bulk Action drop-down list. 3. Click the Apply button AAMC. May not be reproduced without permission.

165 ERAS 2014 Program Director's Workstation User Guide 4. Enter a Subject. 5. If desired, use the Template option to select a pre-defined template message. 6. If desired, use the Attach a File link to include a document with the message. 7. Enter a message in the body. 8. Click the Send button. Click the Save As Draft button to save a draft and come back and send the message later. Click the Save As Template button to save the message as a template for future use. Click the Discard button to exit the light box without sending the message. Click the Clear button to clear all entered text AAMC. May not be reproduced without permission. 159

166 ERAS 2014 Program Director s Workstation User Guide Reports The Reports tab displays a list of reports available to view, save, or print. Clicking a report name launches the report and, if applicable, displays a prompt dialog for the user to enter a value. Reports are generated in PDF format. Reports marked with a solid star are the user s favorites and display at the top of the report list. Click the star to toggle a report as a favorite. To Run a Report: 1. Click the report name. 2. If pop-ups are blocked, either temporarily or always allow them from this site AAMC. May not be reproduced without permission.

167 ERAS 2014 Program Director's Workstation User Guide A PDF of the report appears in Adobe Reader. The Adobe Reader toolbar offers buttons for saving, printing, navigating, and zooming the PDF report. Visit for help on how to use Adobe Reader. To Save the Report to Your Computer: 1. Click the Save a copy button. 2. Navigate to the desired location on your local or network drive. 3. In the File name box, enter a name for the file. 4. Click the Save button AAMC. May not be reproduced without permission. 161

168 ERAS 2014 Program Director s Workstation User Guide Program Message Center Each program has a message center that is set up in PDWS. Messages can be managed, including composed and replied to, by Program Super Users and Program Coordinator 1s. A Level 2 Program Coordinator can view sent and received messages, but is not able to send messages. Tasks that can be performed include: Composing a message Saving a message as draft or template Modifying a message Viewing a message Printing a message Replying to a message Moving a message to trash Deleting a message The Program Message Center Applicants Applicants receive a message from the PDWS program message center at the address they provided on their MyERAS application. The message will be a notification only with a link to log into the MyERAS Message Center. After applicants have logged into MyERAS, they can reply to the message. Applicants cannot initiate messages to a program from MyERAS. Interviewers Interviewers receive a message from the PDWS program message center at the address they provided to the program. The message will be a notification only with a link to go to the AAMC Message Center AAMC. May not be reproduced without permission.

169 ERAS 2014 Program Director's Workstation User Guide Interviewers cannot reply to this message. Interviewers cannot initiate messages to a program AAMC. May not be reproduced without permission. 163

170 ERAS 2014 Program Director s Workstation User Guide Accessing the Program Message Center The Program Message Center is accessible from the following areas of PDWS: Program Messages tab Applications tab Filter results Scheduler Rankings tab Users can go directly to the Program Message Center by selecting the Program Messages tab. When the applicant address (located in the header of the application) is clicked, the Compose light box opens with the To address field pre-populated. When a filter is applied and results are obtained, a bulk action of Send Messages can be used. The Compose light box opens with the To address field prepopulated with all selected applicants. Messages are sent to applicants and interviewers using the bulk action of Send Message. Messages can include invitations to applicants for interviews, confirmation messages to scheduled applicants, and requests for interviewer availability. Messages are sent to ranked applicants and applicants selected for ranking using the bulk action of Bulk Messages AAMC. May not be reproduced without permission.

171 ERAS 2014 Program Director's Workstation User Guide Folders Folder listing: Compose Inbox Starts a new message to an applicant. Type the Applicant Name (the field uses predictive text based on letters being typed), the AAMC ID or AOA ID. Displays messages from applicants. The three subfolders can be renamed for a user s organizational purposes. Sent Drafts Templates Trash Contains messages sent to applicants and interviewers. Contains messages started and saved as drafts. Contains message templates for frequently sent messages. Programs can create up to 250 message templates. Contains deleted messages. Messages can be moved back into other folders, such as the Inbox, which restores the message. Messages deleted from the Trash folder are permanently erased AAMC. May not be reproduced without permission. 165

172 ERAS 2014 Program Director s Workstation User Guide Composing and Sending Messages To Compose and Send a Message: 1. Click Compose from within the Program Messages tab or access the Compose light box from another area of the PDWS (see Accessing the Program Message Center). If the Compose light box was accessed from another area of the PDWS, the To field is automatically populated with the applicant(s) or interviewer(s) address(es). If Compose is selected from the Program Messages tab, recipients are manually entered (the To box uses predictive text based on letters being typed). Additional recipients can be entered manually. Applicants and interviewers are all BCC'ed. The From field is automatically populated with the Program Name. 2. Enter a Subject and Message; both text boxes must be entered to send a message. Special formatting (bold, underline, italics) as well as spell check with a medical dictionary is available. Use the Template option to select a pre-defined template message. Use the Attach a File link to include a document with the message. The attached file must be in PDF format no larger than 5 MB. 3. Click the Send button to send the message to recipients. Use the Save As Draft button to save the message to the draft folder and send at a later time AAMC. May not be reproduced without permission.

173 ERAS 2014 Program Director's Workstation User Guide Use the Save As Template button to save the message as a template for future use. Enter a template name; otherwise, the Subject line will be used as the template name. Use the Discard button to exit without saving or sending the message. Use the Clear button to clear data from all of the text boxes, except for the From field. Tracking PDWS tracks messages sent to the applicant on the Communication tab within the Evaluate Application section of the application. If the applicant responds to the message via MyERAS, the system also tracks the response in the Communication tab AAMC. May not be reproduced without permission. 167

174 ERAS 2014 Program Director s Workstation User Guide Inbox The Inbox displays the following columns: From, Subject, Read by, and Date. A message displayed in bold denotes an unread message. Directly from the Inbox, users can: Reply to a message. Print a message. Move a message to the trash or any user-defined folder. Navigate to the next or previous message AAMC. May not be reproduced without permission.

175 ERAS 2014 Program Director's Workstation User Guide Searching for Messages Use the Basic or Advanced search options to find messages by subject, message content, applicant name, or date range. The Basic option searches only within the subject or message content. Use the Advanced option to search by subject, message content, applicant name, or date range. Basic Search Messages can only be searched by subject or message content. Basic searches are performed across all Program Message Center folders. A minimum of four characters must be entered in the search field. Advanced Search Messages can be searched by subject, message content, applicant name, or date range. Advanced searches are performed across all Program Message Center folders. A minimum of four characters must be entered in the search field. To Perform a Basic Search for Messages: 1. Click the Search: Basic link. 2. In the search box, type the text to find in the subject or message body. 3. Click the Search button. Messages meeting the search criteria display in the Inbox. Click the Clear Results link to return to the Inbox AAMC. May not be reproduced without permission. 169

176 ERAS 2014 Program Director s Workstation User Guide To Perform an Advanced Search for Messages: 1. Click the Search: Advanced link. 2. In the search box, type the text to find in the subject or message body. 3. In the Sender/Recipient search box, type the name of the individual you are searching for. 4. In the From and/or To box, select a date range to limit the search. Either a Sender/Recipient or date range is needed, but not both. 5. Click the Search button. Messages meeting the search criteria will display in the Inbox. Click the Clear Results link to return to the Inbox AAMC. May not be reproduced without permission.

177 ERAS 2014 Program Director's Workstation User Guide AAMC Message Center The AAMC Message Center is an individual communication tool for anyone who has set up an AAMC account. It can be accessed from within the PDWS. Messages sent to interviewers are delivered to their AAMC Message Center AAMC. May not be reproduced without permission. 171

178 ERAS 2014 Program Director s Workstation User Guide Setup The Setup tab provides a central location for those with the appropriate permissions to set up program defaults and manage users. Programs define settings for applications, scheduling, and ranking based on their selection policy and requirements. Programs also define user roles, which determine what program staff can do in the PDWS AAMC. May not be reproduced without permission.

179 ERAS 2014 Program Director's Workstation User Guide The major tasks performed in Setup include: Determining which items are screened during the application evaluation process. Confirming/adding statuses and scores to display when evaluating applicants. Creating searchable data fields specific to your program, known as attributes (in Legacy this information was known as Local Data). Setting up defaults for the Scheduler (e.g., start and end dates of the season, interview locations, interview time length, and blocks of unavailable times). Assigning user roles and creating custom roles. Setting up the ranking comparison tool. Using the History Log Program Super Users can access a Setup history log to view changes that have been made and who made them by clicking the History link AAMC. May not be reproduced without permission. 173

180 ERAS 2014 Program Director s Workstation User Guide Data Filter This option allows the Institution Super User, Alternate Institution Super User, Program Super User, or Alternate Program Super User to determine which sensitive data items are viewable during the application evaluation process. By default, all data listed in the Screened box is not shown on applications, reports, and filters. Items can be moved to the Viewable list to make them visible on applications, reports, and filters. When logging back in to PDWS, changes to data filters will need to be confirmed AAMC. May not be reproduced without permission.

181 ERAS 2014 Program Director's Workstation User Guide Applications The following links are available to customize specific application information: Statuses Scores Attributes 2014 AAMC. May not be reproduced without permission. 175

182 ERAS 2014 Program Director s Workstation User Guide Statuses An application s status specifies where an application is in the application review, interview scheduling, and ranking process. The statuses display in the header information for each application. There are four status types, three of which contain pre-defined statuses: Application Interview Ranking Custom Program Super Users, Alternate Program Super Users, and Program Coordinator 1s can add user-defined statuses to the Application, Interview, and Ranking status types, or create a status under the Custom type. Once added, the statuses appear in the Application s header information and become filterable fields AAMC. May not be reproduced without permission.

183 ERAS 2014 Program Director's Workstation User Guide Manage Statuses Status names have a maximum of 25 characters. Up to 10 user-defined statuses can be added total, among all types of statuses. Statuses can be: o o o o o Added to existing types (Application, Interview, Ranking) or created as a custom status. Edited. Reordered. Renamed. Deleted AAMC. May not be reproduced without permission. 177

184 ERAS 2014 Program Director s Workstation User Guide Statuses cannot be deleted if: o o o The field has been given a value for at least one application. The field has been saved in a filter. The status is system-defined. To Add a Status: 1. Click the Add button for the appropriate status type (Application, Interview, Ranking, Custom). 2. Type the status name. 3. Click anywhere else on the page, or press the Enter key. The status is automatically created. To Edit a Status: 1. Select the status to edit. 2. Click the Edit button. 3. Begin typing to rename the status. 4. Click anywhere else on the page, or press the Enter key. The new status name is automatically saved. Only user-defined statuses can be edited. To Reorder the Status List: 1. Select the status to move. 2. Click the Move Up or Move Down buttons to move the status up or down within the list. Both system and user-defined statuses may be reordered AAMC. May not be reproduced without permission.

185 ERAS 2014 Program Director's Workstation User Guide To Delete a Status: 1. Select the status to delete. 2. Click the Remove button. 3. Click the Yes button to confirm deletion. Statuses cannot be deleted if: o o o The field has been given a value for at least one application. The field has been saved in a filter. The status is system-defined AAMC. May not be reproduced without permission. 179

186 ERAS 2014 Program Director s Workstation User Guide Scores During setup, which usually occurs at the beginning of the season, Program Super Users and Program Coordinator 1s define and adjust scores and weights to reflect a program s selection requirements and criteria. The PDWS automatically calculates the weighted score for each score entered on the Applications tab. As the season progresses, scores and associated weights can be edited or added. The Programs can choose which scores are included in the composite score from this location. Once added, the custom scores appear in the Scores tab of the Evaluate Application panel on the Applications tab AAMC. May not be reproduced without permission.

187 ERAS 2014 Program Director's Workstation User Guide Notes: Score names have a maximum of 25 characters. Up to 25 user-defined scores can be added. Weight and score ranges must be between 0.01 and Scores can be: o o o o Added/Created Edited. Renamed. Deleted. Scores cannot be deleted if: o o o The score has been given a value for at least one application. The score has been used as part of a filter. The score is system-defined. To Add a Score: 1. In the appropriate score group (Board, Documents, Interview, or Custom), click the Add button AAMC. May not be reproduced without permission. 181

188 ERAS 2014 Program Director s Workstation User Guide 2. Enter the score name, and then click anywhere else on the page, or press the Enter key. 3. Enter the score weight. By default, the score weight is 1.00, and can be changed as needed. 4. Mark whether the score will be included in the composite score when comparing applicants for ranking. To Edit a Score or Change the Weight of a Score: 1. Select the appropriate score. 2. Click the Edit button or double-click the default 1.00 weight. 3. Change the weight or inclusion of the status in the composite score. 4. Press the Enter key. 5. Click the Yes button. System-defined score names cannot be edited. Changes save automatically. To Delete a Score: 1. Select the score to delete. 2. Click the Remove button. 3. Click the Yes button to confirm deletion AAMC. May not be reproduced without permission.

189 ERAS 2014 Program Director's Workstation User Guide Scores cannot be deleted if: o o o The score has been given a value for at least one application. The score has been used as part of a filter. The score is system-defined AAMC. May not be reproduced without permission. 183

190 ERAS 2014 Program Director s Workstation User Guide Attributes An attribute is a user-defined data field used by a program to track additional information on applicants. Program Super Users, Alternate Program Super Users, and Program Coordinator 1s need to anticipate which attributes should initially be entered into the system, though attributes can be created at any time. Checkbox, Textbox, Date, or Drop-down attributes can be added AAMC. May not be reproduced without permission.

191 ERAS 2014 Program Director's Workstation User Guide Below are examples of attributes: Research Experience a text field that tracks an applicant s research experience (e.g., Cardiology oncology, Phlebotomist, etc.) Resident Shadowing date a calendar date that tracks when an applicant will shadow a current resident Hotel List for interviewees a drop-down list that tracks which hotel each applicant will be staying in Urban Experience a checkbox that tracks whether or not an applicant has experience in an urban setting Once a new attribute is defined, it is viewable from the Attributes tab in the Evaluate Application panel. Manage Attributes The Program Super Users, Alternate Program Super Users, and Program Coordinator 1s can create attributes with the following display types: o o o o Checkbox (Checked or Unchecked) Textbox (Free alpha+numeric text) Date (Entered via pop-up calendar) Drop-down list (Can include up to 10 values) Attributes can be: o o o o o Added. Edited. Activated. Deactivated If an attribute is deactivated, it will not be available for new applicants. A message box appears stating this and then prompts to continue. Once deactivated, the attribute is grayed out on the Attributes tab and can only be used to filter for the applicants who were previously associated with the attribute. Deleted AAMC. May not be reproduced without permission. 185

192 ERAS 2014 Program Director s Workstation User Guide Attribute names have a maximum of 35 characters. Up to 50 attributes can be added in the PDWS. Once added, Attributes are available for filtering. Attributes cannot be deleted once they have been given a value for at least one application or they have been used as part of a filter. To Add a Checkbox, Textbox, or Date Attribute: 1. Click the Add button for the appropriate attribute type. 2. Enter the attribute name. 3. Click the Save button. To Add a Drop-down Attribute: 1. In the Drop-down panel, click the Add button. 2. Enter the Attribute Name. 3. Enter each value that should appear in this drop-down AAMC. May not be reproduced without permission.

193 ERAS 2014 Program Director's Workstation User Guide Click the Edit icon and enter the text you want to display in the drop-down list. Press the Tab key to move to the next field. Use the Move Up and Move Down buttons to change the order in which the drop-down values display in the list. Use the Delete icon to delete a value. 4. After entering all the values, view a preview of the list by clicking the drop-down arrow. 5. Click the Save button when finished. All attributes are active by default. To Deactivate/Reactivate an Attribute: 1. Select the attribute to deactivate. 2. Click the Deactivate button AAMC. May not be reproduced without permission. 187

194 ERAS 2014 Program Director s Workstation User Guide 3. Click the Yes button to confirm deactivation. To reactivate, select the appropriate attribute and click the Activate button. Note: Deactivated attributes can still be used in filters, and the results will include applicants who had data entered prior to deactivation. However, deactivated attributes cannot be used for any additional applicants. To Modify an Attribute: 1. Select the attribute to edit. 2. Click the Edit icon next to the value to modify. 3. Make the desired changes. 4. Click the Save button. To Delete an Attribute: 1. Select the attribute to delete. 2. Click Delete icon next to the attribute AAMC. May not be reproduced without permission.

195 ERAS 2014 Program Director's Workstation User Guide 3. Click the Yes button to confirm deletion. Note: If the Delete icon does not appear, applicant data has been entered for that attribute or it has been used in a filter, and it cannot be deleted AAMC. May not be reproduced without permission. 189

196 ERAS 2014 Program Director s Workstation User Guide Scheduler The Scheduler Tool in Set Up allows Program Super Users, Alternate Program Super Users, and Program Coordinator 1s to set up the current schedule for the season by specifying the following program defaults: Start and end dates of the interviewing season. Start and end times in which interviews will take place. Interview time length. Dates interviews can occur and quantity of interview slots. Time blocks when interviews cannot take place. Note: these time blocks are at a program level; time blocks for individual interviewers are set up from the Scheduler tab. Locations where interviews can be held up to 50 locations can be created. Set Up the Schedule for the Season To Set Up the Current Schedule for the Season: 1. Enter the Start and End dates for the interviewing season. 2. Enter the Start and End times in which interviews can take place on any given day AAMC. May not be reproduced without permission.

197 ERAS 2014 Program Director's Workstation User Guide 3. Choose the default Interview Time Length by selecting one of the pre-defined time lengths (15 mins, 30 mins, 60 mins, etc.) or click the drop-down menu to select a time (increments of 5 minutes). If 15 min is selected, 15 minute time slots display in the Calendar Day View and the Interview Start Time and End Time display in 15 minute increments. The system will default to 30 minute time slots if no selection is made. 4. To enable applicants to be scheduled for multiple time slots simultaneously, select the Schedule Multiple Slots checkbox. 5. Select the number of interview slots available for the season a maximum of 50 slots can be selected. 6. To prevent an interview scheduled date from being changed within a specified time period, click the Scheduling Freeze Day drop-down menu and select a number days prior to the interview for which changes cannot be made AAMC. May not be reproduced without permission. 191

198 ERAS 2014 Program Director s Workstation User Guide 7. To confine interviews to specific dates, click the Interview Date drop-down menu and select one or more dates. Clicking on a date again will deselect the date. 8. Click OK when finished. 9. Click OK again. The selected interview dates appear in the Manage Scheduling Dates panel. To Adjust Applicant and Waitlist Slots: 1. Double-click the default number and enter a new number AAMC. May not be reproduced without permission.

199 ERAS 2014 Program Director's Workstation User Guide 2. Choose whether to update the Applicant Slots or Waitlist Slots with the same quantity for the other interview dates. 3. Click the Save button. 4. Click the OK button. Manage Time Blocks When Interviews Cannot Take Place The Manage time blocks when interviews cannot take place panel allows the Program Super Users and Program Coordinator 1s to establish program-wide time blocks when interviews are not permitted. This area may be used to block off time for regularly scheduled program meetings, holidays, or other events that will take place for the entire program during the interview season. Time blocks for individual interviewers are set up from the Scheduler tab. To Add a Program-Wide Time Block: 1. Under Manage time blocks when interviews cannot take place, click the Add button. 2. Enter a Subject (name of the time block), Start date, End date, and Frequency of the time block. Frequency can be Once, Daily, Weekly, or Monthly AAMC. May not be reproduced without permission. 193

200 ERAS 2014 Program Director s Workstation User Guide 3. Mark whether the time block is an all-day event. 4. Click the Add button. 5. Click the OK button. To Edit a Program-Wide Time Block: 1. Under Manage time blocks when interviews cannot take place, select the time block to edit by marking the checkbox next to the time block name. 2. Click the Edit button or double-click the time block. 3. Make the desired changes. 4. Click the Save button. To Remove a Program-Wide Time Block: 1. Under Manage time blocks when interviews cannot take place, select the time block to remove by marking the checkbox next to the time block name AAMC. May not be reproduced without permission.

201 ERAS 2014 Program Director's Workstation User Guide 2. Click the Remove button. 3. Click the Yes button to confirm removal. Manage Interview Locations Use the Manage locations where interviews take place panel to specify different rooms or buildings that interviews can take place. To Add a Location Where Interviews Take Place: 1. Under Manage locations where interviews take place, click the Add button. 2. Type a room or location name on the blank line. 3. Click anywhere else on the page. The location is automatically created and saved. To Edit a Location: 1. Select the location and click the Edit button or double-click the location name. 2. Edit the location name. 3. Click anywhere else on the page. The location is automatically saved. To Delete a Location: 2014 AAMC. May not be reproduced without permission. 195

202 ERAS 2014 Program Director s Workstation User Guide 1. Select the location to delete. 2. Click the Remove button. 3. Click the Yes button to confirm deletion. If the location has been scheduled for an interview, you will not be able to remove and will receive the following error: AAMC. May not be reproduced without permission.

203 ERAS 2014 Program Director's Workstation User Guide Users The Users section is used to manage users, permissions, roles and groups. Current users are displayed in the User Management section. User Management Process: Step Location in PDWS 1. Groups of programs are created and managed. Manage Groups 2. Custom roles are created (if necessary). Create Role 3. New users are invited to register for an AAMC Account or existing users are given new roles. 4. A complete list of users can be viewed by registration status. Assign Roles Manage Users 5. A user can view his/her assigned role(s) and user ID My Role 6. If roles change, a user s role may be revoked. Revoke Role Only Institution, Group, and Program Super Users, and Program Coordinators 1 can: Assign user roles. Create custom roles AAMC. May not be reproduced without permission. 197

204 ERAS 2014 Program Director s Workstation User Guide Manage Users Current users are displayed in the Manage Users section. Click the column headings to sort the list in ascending or descending order. Use the Search by Name or View by Status feature to find a specific user or group of users. The User Management screen is used to: Locate a user by name. View users by registration status. Resend an invitation. View user management reports. To Search for a User by Name: 1. Click in the Search by Name box. 2. Type the user s first and/or last name. 3. Click the Search button AAMC. May not be reproduced without permission.

205 ERAS 2014 Program Director's Workstation User Guide To Filter the List of Users by Status: 1. Click the View by Status drop-down list. 2. Select a status from the menu: Active/Accepted Terms, Expired, Invited, or Revoked. To Resend an Invitation to an Invited or Expired User: 1. Under the View by Status drop-down list, select Invited or Expired. 2. Mark the check box to select the user(s). 3. Click the Resend Invitation button. A new invitation is sent to the selected users. For Expired users, the invitation includes a new access code. The access code associated with the old invitation is no longer valid AAMC. May not be reproduced without permission. 199

206 ERAS 2014 Program Director s Workstation User Guide To View/Print User Management Reports: 1. Click the View Reports button. The Specialties/Programs Assignments report will not display for Program Super Users, Alternate Program Super Users, or Program Coordinator 1s. 2. Select a report. 3. Choose whether to open or save the report AAMC. May not be reproduced without permission.

207 ERAS 2014 Program Director's Workstation User Guide Pre-Verified User Only an ISU/AISU can invite pre-verified users. To Invite a Pre-Verified User 1. Search for or select a pre-verified user. 2. Check the box next to the appropriate name(s). 3. Click the Send Invite button. 4. Click the OK button. This removes the user(s) from the Pre-verified Users screen, and changes their status to Invited. The pre-verified user receives an invitation with a link to the PDWS and instructions to: Register for an AAMC account or log in with an existing AAMC account Verify their account (only if a new AAMC account was created) After the user logs into PDWS and accepts the Terms and Conditions, he/she will be able to access the system AAMC. May not be reproduced without permission. 201

208 ERAS 2014 Program Director s Workstation User Guide Assign Roles The Assign Role submenu allows the assignment of roles to new or existing users. Prior to completing the instructions below, first confirm that the necessary roles have been created, if necessary. To Assign a Role to an Existing User: 1. Select Assign Roles from the Users submenu. 2. Select Yes in Search for User(s) section. 3. Enter at least one of the following criteria: name, address, or role. 4. Click the Apply Filter button. 5. Select a user from the Search Results by marking the checkbox next to the user s name. The system displays all system-defined and user-defined roles to assign AAMC. May not be reproduced without permission.

209 ERAS 2014 Program Director's Workstation User Guide 6. Select one or multiple roles to assign by marking the checkbox next to the role name. Expand or collapse the roles by clicking on the plus or minus sign. 7. Click the Save button. The system updates the user s assigned role(s). To Assign a Role to a New User: 1. Select Assign Roles from the Users submenu AAMC. May not be reproduced without permission. 203

210 ERAS 2014 Program Director s Workstation User Guide 2. Select No in Search for User(s) section. 3. Enter the new user s first name, last name, and Select one or multiple roles by marking the checkbox next to the role name. Expand or collapse the roles by clicking on the plus or minus sign. 5. Click the Invite User button. The system generates and sends an to the new user and changes the user s status to Invited. The invited user receives an invitation with a link to the PDWS and instructions to: Register for an AAMC account or log in with an existing AAMC account Verify their account (only if a new AAMC account was created) After the user logs into PDWS and accepts the Terms and Conditions, he/she will be able to access the system AAMC. May not be reproduced without permission.

211 ERAS 2014 Program Director's Workstation User Guide Instructions for the Invitee: 1. Open the with the Subject: You have been invited to create an account with the AAMC, and click the link in the body of the message. The AAMC Sign In screen appears. 2. If you already have an AAMC Account, log in. Otherwise, click the Register for an AAMC Account link. The Register for an AAMC Account screen appears. 3. Click the Register for an AAMC Account link again. 4. Your First Name and Last Name appear on the screen. Enter a Middle Name, Suffix, and Sex if desired, and click the Next button. 5. Fill in the following required fields: a. User Name b. c. Confirm d. Security Question e. Answer f. Password g. Confirm Password 6. Click the check box to accept the Privacy Statement and the AAMC Web site Terms and Conditions. 7. Click Register. A message appears indicating that a message was sent to confirm the address. 8. If a new account user, open the with the Subject: Complete Your AAMC Account Registration. 9. To complete the registration, click the link in the body of the message. The Account Verified screen appears with a link to Sign in. 10. Click the Sign in link. 11. Log in and accept the terms to use the PDWS AAMC. May not be reproduced without permission. 205

212 ERAS 2014 Program Director s Workstation User Guide Create Role The following are predefined roles in the system: Institution Super User/Alternate Institution Super User Program Super User/Alternate Program Super User Group Super User/Alternate Group Super User Interviewer 1 Interviewer 2 Interviewer 3 Program Coordinator 1 Program Coordinator 2 Reviewer 1 Reviewer 2 Reviewer 3 Additional user-defined roles can be created and then assigned to users. Program users cannot set up group or institutional users AAMC. May not be reproduced without permission.

213 ERAS 2014 Program Director's Workstation User Guide To Create a User-Defined Role: 1. Select Create Role from the Users submenu. 2. Select the permission level of the role to be created. 3. If applicable, select the Program of the role. 4. Click the Create New Role button. 5. Choose whether to Create a new role from scratch or Create a new role from existing role. 6. If creating a new role from an existing role, select the existing role from the drop-down list. 7. Enter a Role Name. 8. Select the category(s) and permission(s) to associate with the role. 9. Click the Save button. The new role is added and can be assigned to users AAMC. May not be reproduced without permission. 207

214 ERAS 2014 Program Director s Workstation User Guide AAMC. May not be reproduced without permission.

215 ERAS 2014 Program Director's Workstation User Guide My Role All users have access to My Role in the Setup tab, which enables them to see their assigned role(s) as well as their user ID AAMC. May not be reproduced without permission. 209

216 ERAS 2014 Program Director s Workstation User Guide Revoke Role Use the Revoke Role option to remove role(s) from one or more existing users. To Revoke a Role: 1. Select Revoke Role from the Users submenu. 2. Search for or select the user(s) whose role you want to revoke. All users display by default. To search for a specific user or group of users, enter the name, , or role and then click the Apply button. 3. Click the Revoke button. 4. Click the Yes button to confirm AAMC. May not be reproduced without permission.

217 ERAS 2014 Program Director's Workstation User Guide A confirmation message appears and the user(s) will no longer have access to the PDWS role that was revoked AAMC. May not be reproduced without permission. 211

218 ERAS 2014 Program Director s Workstation User Guide Manage Groups A group consists of two or more programs within an institution. Groups allow Institution and Group Super Users access to reporting data across multiple programs and to function as Program Super Users in all program within the group without having to be added individually to each program. In Manage Groups, an Institution Super User creates, edits, and deletes groups. To Create a Group: 1. Select Manage Groups from the Users submenu. 2. Click the Create New Group button. 3. Enter a Group Name. 4. Select the programs to include in the group by marking the checkboxes next to the programs. The selected programs will appear on the bottom pane. 5. Click the Add Group button. The newly created group displays AAMC. May not be reproduced without permission.

219 ERAS 2014 Program Director's Workstation User Guide To assign someone to the Group, follow the steps for Inviting a New User AAMC. May not be reproduced without permission. 213

220 ERAS 2014 Program Director s Workstation User Guide To Edit a Group: 1. Select Manage Groups from the Users submenu. 2. Click the Edit icon next to the appropriate group. 3. Make the desired changes. 4. Click the Save Group button. To Delete a Group: 1. Select Manage Groups from the Users submenu. 2. Click the Delete icon (X) next to the appropriate group. 3. Click the Yes button to confirm deletion. After the group is deleted, the Group Super User role will be revoked automatically. The Group Super User will lose their ability to manage all programs within the group at once AAMC. May not be reproduced without permission.

221 ERAS 2014 Program Director's Workstation User Guide Rankings The Rankings Comparison Tool allows Program Super Users, Alternate Program Super Users, and Program Coordinator 1s to select criteria to use when comparing and ranking applicants. The Comparison Tool, by default, displays Applicant Name, Photograph, Rank, Ranking Comments, and Composite Score. Users may remove and add criteria items, up to seven items total. Applicant Name, Photograph, and Rank always display and cannot be removed, and do not count towards the seven-item limit. The Ranking Comparison Tool will allow you to select criteria you wish to consider when comparing applicants during the ranking process. Select up to seven items, which can include both system-defined and custom fields, to display in the Comparison Tool. Hold down the Ctrl key (or Command key on a MAC) to select multiple, non-contiguous items. Hold down the Shift key to select multiple, contiguous items. To Set Up Ranking Items to Display: 1. Select Comparison Tool from the Rankings submenu AAMC. May not be reproduced without permission. 215

222 ERAS 2014 Program Director s Workstation User Guide 2. Select up to seven items from the Available column that you want to be included in the Rankings Comparison Tool. 3. Click the right arrow to move the item to the Displayed column. Use the up and down arrows to change the order in which the criteria will display when comparing applicants for ranking. Use the left arrow to move an item from the Displayed column back to the Available column. The items listed in the Displayed column will appear in the Rankings tab, within the Compare and Compare/Swap Applicants light boxes AAMC. May not be reproduced without permission.

223 ERAS 2014 Program Director's Workstation User Guide Setup History The Setup History light box logs changes that were made to the following setup areas: Status Scores Attributes Roles Verify Users Manage Group Data Filter The log tracks the name of the user who made the change, what the change was, and when the change occurred AAMC. May not be reproduced without permission. 217

224 ERAS 2014 Program Director s Workstation User Guide Printing The Bulk Print Requests link is located on each tab next to the search bar. This link opens the Print Requests light box and displays the following information: Print Job Name Files User Name Requested Date Status If necessary, click the Refresh button to update the list. Documents that have been sent to the printer can be retrieved and printed or saved by clicking on the Files link of the print job AAMC. May not be reproduced without permission.

225 ERAS 2014 Program Director's Workstation User Guide Print Application(s) The Print link, located from the Applications tab when viewing an application, opens the Print Application light box. This light box contains criteria that can be selected for printing. To Print an Application: 1. Click the Print link. 2. Select the Documents and other information that you want to be printed. There is an option to print an Applicant Summary, which will print the applicant s information, scores, and attributes. You can re-order the order in which selected documents and other information will print by selecting items to be moved and clicking Move Up or Move Down. 3. Click the Print Preview button. 4. Print or save the document from the Print Preview window. See To View/Print Application for information on how to view or print multiple applications AAMC. May not be reproduced without permission. 219

226 ERAS 2014 Program Director s Workstation User Guide Light Boxes Select Communication Type Communication records are used to document any contact with the applicant. Select a communication type: , Phone, Fax, and Other. Phone Fax Other An electronic message Phone conversation Faxed document Any other form of communication Add Phone Communication Enter the appropriate information for a phone communication. Click the Add button when finished. From To Subject Date Time Conversation Details The From field is automatically populated based on the current user name. The To field may be prepopulated, or names may be entered manually. The Subject indicates the purpose of the communication. The Date of the phone communication. This date can be typed or selected from the date picker. The Time indicates the time of day the communication occurred. Time is chosen from the drop-down menu or typed directly in the field. The conversation details can be a maximum of 8000 characters AAMC. May not be reproduced without permission.

227 ERAS 2014 Program Director's Workstation User Guide Add Communication Enter the appropriate information for an communication. Click the Add button when finished. From To Subject Date Time Comments Upload Should this attachment appear in Local Documents? The From field is automatically populated based on the current user name. The To field may be prepopulated, or names may be entered manually. The Subject indicates the purpose of the communication. The Date of the communication. This date can be typed or selected from the date picker. The Time indicates the time of day the communication occurred. Time is chosen from the drop-down menu or typed directly in the field. The comments can be a maximum of 8000 characters. Only one file can be attached to a communication record and the file type must be.pdf or.jpg. Select whether the attachment should appear in Local Documents area of the Documents panel AAMC. May not be reproduced without permission. 221

228 ERAS 2014 Program Director s Workstation User Guide Add Fax Communication Enter the appropriate information for a fax communication. Click the Add button when finished. From To Subject Date Time Comments Upload Should this attachment appear in Local Documents? The From field is automatically populated based on the current user name. The To field may be prepopulated, or names may be entered manually. The Subject indicates the purpose of the communication. The Date of the phone communication. This date can be typed or selected from the date picker. The Time indicates the time of day the communication occurred. Time is chosen from the drop-down menu or typed directly in the field. The comments can be a maximum of 8000 characters. Only one file can be attached to a communication record and the file type must be.pdf or.jpg. Select whether the attachment should appear in Local Documents area of the Documents panel AAMC. May not be reproduced without permission.

229 ERAS 2014 Program Director's Workstation User Guide Add Other Communication Enter the appropriate information for the communication. Click the Add button when finished. From To Subject Date Time Comments Upload Should this attachment appear in Local Documents? The From field is automatically populated based on the current user name. The To field may be prepopulated, or names may be entered manually. The Subject indicates the purpose of the communication. The Date of the communication. This date can be typed or selected from the date picker. The Time indicates the time of day the communication occurred. Time is chosen from the drop-down menu or typed directly in the field. The comments can be a maximum of 8000 characters. Only one file can be attached to a communication record and the file type must be.pdf or.jpg. Select whether the attachment should appear in Local Documents area of the Documents panel. Save New Filter Enter a filter name, select a sort option, and enter a description. Name of the filter The name must be unique and between 1 and 25 characters. Sorted By Description of the filter The default option is by Name. The description must be between 1 and 50 characters AAMC. May not be reproduced without permission. 223

230 ERAS 2014 Program Director s Workstation User Guide Update Status Update the Application, Interview, Ranking, and/or Custom status of the selected applicant(s). Click the Apply button to save changes. The No Change option incurs no changes. The Check option will check the box for the desired status. The Uncheck option will uncheck the box for the desired status. Update Attributes Update a specific attribute for the selected applicant(s) to a specific value. Click the Apply button to save changes. The No Change option incurs no changes. The Check option will check the box for the desired status. The Uncheck option will uncheck the box for the desired status AAMC. May not be reproduced without permission.

231 ERAS 2014 Program Director's Workstation User Guide Update Notes Add a note for the selected applicant(s); maximum of 4000 characters. Click the Apply button to save the note. View/Print Reports Click a report name to view/print one of the reports for the selected applicant(s). View/Print Application Select the information to view or print for the selected applicant(s). Click the Request Print button when finished. Choose which, if any, applicant documents to view or print. Include a date range to view or print documents that were received or updated within the specified dates. Choose any other additional information to view or print. Select whether to print each application to its own separate PDF, or print each application to one cumulative PDF. Create a Print Job Name AAMC. May not be reproduced without permission. 225