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AN OVERVIEW OF YOUR 2016 R-1 MAIN RESIDENCY MATCH

INTERNATIONAL MEDICAL GRADUATES

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TABLE OF CONTENTS

R-1 Main Residency Match general overview ................................................................................1

The Match Algorithm ........................................................................................................................8

CaRMS Alert .....................................................................................................................................10

Frequently asked questions (FAQs) ..............................................................................................11

Help resources for applicants .......................................................................................................13

This handout is designed to provide you with a general overview of the R-1 Main Residency Match process. For more detailed information, please visit CaRMS.ca.

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The R-1 Main Residency Match (R-1 match) occurs in two phases, called iterations, each year. If you go unmatched in the first iteration, you may apply to unfilled positions in the second iteration of the match.

FIRST ITERATION

PHASE 1: APPLICATION PERIOD

On August 11, 2015, the online request for registration opens for international medical grad-uates. Visit CaRMS.ca and fill out a request for registration for the 2016 R-1 Main Residency Match. If you participated in the 2013, 2014 or 2015 R-1 match, you do not need to register again. You can log in and participate using your existing username and password when CaRMS Online opens on September 2. Before completing a new registration, we recommend that you review the detailed information on the R-1 match page to ensure you are eligible to participate.

On September 2 you will receive an email from CaRMS containing your unique link to ac-cess CaRMS Online, our secure, online application system that you will use throughout your match year. If you already have an account, log in and participate. Once you have logged in, you must pay a registration fee. Once you have paid your fee, you can begin completing your application and uploading documents.

Program descriptions will also be available September 2 and can be found on our website, CaRMS.ca. Descriptions are updated throughout the match year, so we encourage you to re-view them carefully and regularly to ensure that your application meets all the requirements.

During the application period, you should concentrate on completing the information sec-tions and uploading or sending in your documents.

Applying to programsOn October 15, 2015, you can begin selecting the programs to which you wish to apply. Sub-mitting an application to a program is a two-step process. First, select the programs of your choice. Then, select the documents you wish to assign to those programs.

You do not have to apply to programs and assign documents all at once. This process can be done gradually. However, you will want to have everything completed before the appli-cation deadline on November 19, 2015 so that your application is not considered late. We recommend you thoroughly review program descriptions to ensure you are assigning all the required documents.

THE R-1 MATCH YEAR – GENERAL OVERVIEW

International medical graduates (IMGs)

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MilestonesCaRMS has established some recommended target dates to ensure your application is com-plete on time. These target dates are called milestones. Milestones are not deadlines. They are guidelines designed to help you keep your application on track for timely completion.

Documents sent by mailIf you are sending any documents to CaRMS by mail, you should allow adequate time for scanning and uploading. Extra documents and transcripts can also be uploaded directly to your CaRMS Online account. Transcripts must be notarized or certified. The milestone for documents that are sent by mail is October 19, 2015.

MCCAll Medical Council of Canada (MCC) examinations and documents should be shared in the physiciansapply.ca section of your CaRMS Online application by November 12, 2015. This will en- sure CaRMS has enough time to retrieve your scores and documents from the MCC before file review begins on November 24, 2015.

We will only retrieve exam scores on your behalf from the MCC if you fill in the examina-tions section of your CaRMS Online application and authorize the transfer by clicking on the acknowledgement checkbox. In addition, you must authorize the MCC to release this information to CaRMS by sharing any/all of these documents with us through MCC’s phy-siciansapply.ca service.

Finally, if you would like your statement of results and supplemental feedback reports to be transferred, you must transfer them directly though CaRMS Online using your physiciansap-ply.ca account.

Please note: it is your responsibility to authorize both CaRMS and the MCC to share exam-ination results and documents.

Translation requests and Medical School Performance Record (MSPR) CaRMS offers a translation service for medical school transcripts, MSPRs and letters of reference from English-to-French or French-to-English. If you are interested in using our translation services, you must make the request in the Translation Requests section through CaRMS Online by November 6, 2015. This will provide us with sufficient time to complete translation before file review begins. Each document must be uploaded before we can coordinate the translation. CaRMS will continue to process translation requests after the deadline; however, we cannot guarantee that they will be complete before file review begins.

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Your MSPR (also referred to as a Dean’s letter or letter of good standing) should be uploaded to CaRMS Online or sent by mail to our Documents Centre by November 6, 2015.

Note: If you are submitting a letter of reference for translation, please advise your reference provider that they need to send the document to CaRMS by November 6, 2015 to ensure the translation is available in time.

Letters of referenceBy November 20, 2015, you should have requested letters of reference from your chosen referees. Once a request is sent to a referee, they have the choice to submit the letter online via CaRMS Online or by mail to our Documents Centre. If referees choose to submit letters by mail, we recommend that they be sent during this time to guarantee they will be processed into your application in time. Letters of reference can be requested and submitted online un-til December 1, 2015 when letters of reference are unmasked. Programs do not have access to letters of reference before this date.

Application and document assignmentFor your application to be considered on time, you must apply to programs and assign all required documents by November 20, 2015 at 16:00 ET. After this date and time, CaRMS Online closes and you will not have access to your application until November 24, 2015 at 12:00 ET when file review begins and programs start reviewing applications.

All applications to programs and document assignments completed after file review begins will be considered late. However, some programs will review late applications. This informa-tion can be found in program descriptions. Note: this does not apply to letters of reference. Letters of reference are only considered late if assigned after December 1, 2015 at 12:00 ET.

PHASE 2: FILE REVIEW

On November 24, 2015 programs begin reviewing applications and documents that have been submitted by applicants. CaRMS Online re-opens and you can continue to apply and/or assign documents to programs. Note: all applications to programs and document assign-ments completed after file review begins will be considered late. All letters of reference will remain masked until December 1, 2015 at 12:00 ET.

PHASE 3: INTERVIEWS

The designated interview period is from January 16 – February 7, 2016. However, interviews for international medical graduates are coordinated separately with no specific national time

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period. Interviews are arranged between applicants and personnel in the program office; CaRMS is not involved in this process.

PHASE 4: RANKING

Ranking begins On January 28, 2016 the ranking function opens for applicants in CaRMS Online and appli-cants can begin their rank order list (ROL).

Ranking deadlineThe deadline to submit a rank order list is February 18, 2016 at 15:00 ET. Do not wait until the last minute to enter and submit your rank order list. You must have your rank order list SUBMITTED by this time or you will be automatically withdrawn from the match.

PHASE 5: MATCH RESULTS

On March 2, 2016 at 12:00 ET log into your CaRMS Online account to access your match results. Unmatched applicants will receive information regarding the second iteration of the R-1 match later that day.

SECOND ITERATION

The second iteration of the R-1 match follows many of the same phases as first iteration; however, there are a few key differences.

PHASE 1: APPLICATION PERIOD

On January 7, 2016, the CaRMS Online application opens for second iteration. If you have previously participated in the match, simply log into CaRMS Online using your existing user-name and password and participate in the second iteration of the match.

If you have not yet participated in the match, complete the second iteration request for regis-tration on CaRMS.ca. Within three business days, you will receive an email from CaRMS con-taining your unique link to access CaRMS Online. Complete the brief registration, which in-cludes paying a registration fee to participate in the second iteration of the R-1 match. Once you have paid your fee, you can begin completing your application and uploading documents.

During the application period, you should concentrate on completing the information sec-tions and uploading or sending in your documents.

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MilestonesThe second iteration operates on a compressed timeline – there is less time to complete each phase of the application process. Use the milestones in the match timeline to help keep your application on track.

Keep in mind that CaRMS Online does close in preparation for file review from February 18 (16:00 ET) to March 4, 2016 (13:00 ET). You will not have access to your CaRMS online appli-cation during this time period.

MCC examinationsAll your Medical Council of Canada (MCC) examination information should be entered into the examinations section of your application on CaRMS Online by February 10, 2016 to ensure your examination standings and scores are retrieved from the MCC before file review begins on March 10. If you wish to have any MCC examination statement of results, supplemental feedback reports, transcripts or diplomas transferred to CaRMS from your physciansapply.ca account, the request should be made through CaRMS Online by February 10, 2016.

Translation requests CaRMS offers a translation service for medical school transcripts, MSPRs and letters of refer-ence from English-to-French or French-to-English. If you are interested in using our transla-tion services, you must make the request in the Translation Requests section through CaRMS Online by February 11, 2016. This will provide us with sufficient time to complete translation before file review begins. Each document needs to be in place before we can coordinate the translation. CaRMS will continue to process translation requests after the deadline; however, we cannot guarantee that they will be complete before file review begins.

DocumentsIf you are sending any documents to CaRMS by mail, you should allow adequate time for scanning and uploading. Extra documents can also be uploaded directly to your CaRMS On-line account. The document milestone is March 8, 2016. This milestone does not refer to documents submitted online.

We will continue to process documents that arrive after this date; however, due to the high vol-ume of documents received, we cannot guarantee they will be scanned before file review begins.

Applying to programsIn the second iteration of the R-1 match, most unfilled positions from the first iteration of the match become competitive. This means that both CMGs and IMGs compete for the same positions, which is not the case in first iteration.

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On March 4, 2016 at 13:00 ET, you can begin selecting the programs to which you wish to apply. All unfilled positions from the first iteration of the match will be available for applica-tion on this date.

Program applications are not carried over from first to second iteration. This means that if you applied to a program in the first iteration that went unfilled after the match, you must re-apply to that program if you wish to be considered by that program in the second iteration.

Submitting an application to a program is a two-step process. First, select the programs of your choice. Then, select the documents you wish to assign to those programs.

You do not have to apply to programs and assign documents all at once. This process can be done gradually. However, you will want to have everything completed before file review begins on March 10, 2016 at 12:00 ET. We recommend you thoroughly review program de-scriptions to ensure you are assigning all the required documents.

Application and document assignmentFor your application to be considered on time, you must apply to programs and assign all required documents by March 9, 2016.

All applications to programs and document assignments completed after file review begins on March 10, 2016 at 12:00 ET will be considered late. However, some programs will review late applications. This information can be found in program descriptions.

PHASE 2: FILE REVIEW

On March 10, 2016 at 12:00 ET, programs begin reviewing applications and documents that have been submitted by applicants.

PHASE 3: INTERVIEWS

There is no designated interview period in the second iteration – interviews can be sched-uled at any time during the match.

PHASE 4: RANKING

Ranking begins On March 17, 2016 the ranking function opens for applicants in CaRMS Online and appli-cants can begin their rank order list (ROL).

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Ranking deadline

The deadline to submit a rank order list is March 31, 2016 at 15:00 ET. Do not wait until the last minute to enter and submit your rank order list. You must have your rank order list SUB-MITTED by this time or you will be automatically withdrawn from the match.

PHASE 5: MATCH RESULTS

On April 12, 2016 at 12:00 ET log into your CaRMS Online account to access your match results.

Need help?We have bilingual, full-time help desk staff available to answer questions throughout the match year. Contact the CaRMS help desk at help@carms.ca or 1.877.227.6742.

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CaRMS uses a globally recognized and award-winning algorithm to match students into post-graduate medical training programs throughout Canada. The Match Algorithm is licensed from the Canadian-based National Matching Services Inc. (NMS) and has been used to con-duct medical residency matches in North America for over 50 years. CaRMS first used a com-puterized Match Algorithm process to conduct the R-1 Main Residency Match (R-1 match) in 1985.

Since that time, it has been used to conduct the R-1 match, as well as our three subspecial-ty matches: Family Medicine/Emergency Medicine Match, Medicine Subspecialty Match and Pediatric Subspecialty Match. The Match Algorithm, known as the Roth-Peranson algorithm, was designed by Alvin Roth and NMS President Elliott Peranson and was key to Roth winning the Nobel Prize in Economics in 2012.

HOW DOES THE MATCH ALGORITHM WORK?

The Match Algorithm compares rank order lists (ROLs) submitted to CaRMS by applicants and programs and matches applicants to programs based on both parties’ stated preferenc-es. ROLs submitted by applicants indicate a list of programs where they wish to train ranked in their order of preference. ROLs submitted by programs indicate a list of applicants they wish to train ranked in their order of preference. The final preferences of applicants and programs, as indicated in their rank order lists, determine the match outcome.

The algorithm is applicant-proposing, meaning it starts with an attempt to place an applicant into his or her most preferred program. In this way, the algorithm provides applicants with their best possible outcome based on the ROL submitted. At the end of the matching pro-

THE MATCH ALGORITHM

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cess, each applicant has either been matched to the most preferred choice possible from their ROL or all choices submitted by the applicant have been exhausted and they have not been matched.

THE MATCH ALGORITHM AT WORK: A SAMPLE SCENARIO

The match for postgraduate medical training programs in Canada is complex involving hun-dreds of programs and thousands of applicants. The sample scenario below breaks down how the Match Algorithm would work on a smaller scale if there were four applicants, each with diverse career interests, and only four residency programs in the country, each only having one position available.

If you have any questions about the match or the Match Algorithm, please contact the help desk at help@carms.ca or 1.877.227.6742.

APPLICANT RANK ORDER LISTS PROGRAM RANK ORDER LISTS RESULTS

Priya Sharma1. Alberta – Pediatrics2. Western – Family Medicine3. Memorial – Neurology4. Sherbrooke – Anesthesia

Stéphanie Fortin1. Sherbrooke – Anesthesia2. Memorial – Neurology3. Alberta – Pediatrics4. Western – Family Medicine

Claudia Neilson1. Memorial – Neurology2. Alberta – Pediatrics

Pierre Chang1. Alberta – Pediatrics2. Western – Family Medicine

Western – Family Medicine1. Priya Sharma2. Pierre Chang3. Stéphanie Fortin4. Claudia Neilson

Western – Family Medicine Pierre Chang

Alberta – Pediatrics Priya Sharma

Memorial – Neurology Claudia Neilson

Sherbrooke – Anesthesia Unfilled

Alberta – Pediatrics 1. Priya Sharma2. Stéphanie Fortin

Memorial – Neurology1. Claudia Neilson2. Stéphanie Fortin3. Priya Sharma

Sherbrooke – Anesthesia1. Priya Sharma2. Pierre Chang

A SAMPLE MATCH SCENARIO

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The CaRMS Alert website was launched in 2013 to provide users with accurate, real-time updates on any system-wide technical issues that may arise with CaRMS’ online systems. CaRMS Alert helps keep all users of CaRMS’ online systems better informed and allows us to target the efforts of our client service agents and IT specialists more effectively.

Check carmsalert.ca first if you are experiencing issues with our online systems and see if the issue has already been identified. Any global, system-wide issues will be listed, along with any workarounds, users affected, issue statuses and estimated resolution times. Particular problems experienced by individual users will not be listed.

CaRMS ALERT

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If I withdraw from the match, go unmatched or match in another country can I get a refund?

CaRMS is a not-for-profit, fee-for-service organization. As such, all fees for registration and application, including those received from applicants who later withdraw or go un-matched, are non-refundable.

Can I make changes to my application after file review has started?

Once file review begins, no program applications can be un-submitted for changes or withdrawn; however, you can add notes to your application and assign additional docu-ments.

The program description has changed or is not updated, when will CaRMS fix this?

While program descriptions are hosted on the CaRMS website, the institutions and the postgraduate dean’s offices are responsible for the accuracy and timeliness of this infor-mation. We encourage you to verify information directly with the institutions.

I am also applying in the US through the National Resident Matching Program (NRMP). Do I need to notify you?

Yes. You must notify CaRMS through your online application before the rank order list (ROL) deadline. If you fail to notify us, you can be removed from the CaRMS match and your match results voided.

What if I decide I do not want to participate in the match this year?

Before file review begins, you can withdraw from individual programs or the match en-tirely. After file review begins, you can only withdraw from the match entirely. Another option is to simply not submit your ROL. There are no chances of matching without a submitted ROL.

I forgot to submit my ROL or would like to make a change to my list, but the dead-line has passed. What can I do?

The ROL deadline is the only deadline in the CaRMS match. CaRMS will not modify a sub-mitted ROL or, if you miss the ROL deadline, submit a rank order list on your behalf.

FREQUENTLY ASKED QUESTIONS (FAQs)

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I missed the ROL deadline. How can I ensure I begin training this year?

If you miss the ROL deadline, you will have to apply in second iteration or participate in the post-match process, if available. If not, you must wait until the next match year to apply in the first iteration again.

I matched but I could not get an educational license by my start date. Can you hold my position?

It is at the institutions discretion if they wish to extend or hold your position. Failure to meet the criteria for the appropriate licensure by the start of the residency program results in the automatic release from the residency program and void of the match con-tract.

I matched, but have changed my mind about that program. How do I terminate my contract?

When you list a residency program on your submitted ROL and are matched, you are legally bound to accept the position and begin training. If you do not, your match is con-sidered breached and will be brought to the CaRMS violations review committee and a penalty applied. Please review the violation policies on CaRMS.ca.

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HELP RESOURCES FOR APPLICANTS

CaRMS has a variety of resources available to applicants to help facilitate their match year.

HELP DESK

We have bilingual, full-time help desk staff available to answer questions throughout the match year. Applicants can contact the CaRMS help desk at help@carms.ca or 1.877.227.6742. The help desk is open Monday to Friday, from 8:00 ET to 18:00 ET.

CARMS ONLINE HELP GUIDE

The CaRMS Online technical guide for applicants is designed to assist users of CaRMS Online. We update it throughout the match year to reflect the different stages of the match process.

SOCIAL MEDIA

Facebook and Twitter We have a dedicated Facebook page and Twitter feed designed to provide information and updates on our matches as well as general information from the organization. Visit us on Facebook at facebook.com/carms.ca and follow us on Twitter at @CaRMS_CA.

YouTube CaRMS’ YouTube channel hosts several instructional videos to help guide applicants through the match process. The videos can be accessed at youtube.com/CaRMSvideo.

CaRMS WEBSITE – CaRMS.ca

Applicant user pagesOur applicant user pages provide detailed information specific to our two main applicant groups: Canadian-trained graduates and internationally-trained graduates. Each section contains detailed answers to frequently asked questions (FAQs) and match tips to provide applicants with all the information they need to participate in a CaRMS match.

Match pages CaRMS’ match pages provide general information about each of our matches, including eligi-bility criteria, registration information, university information and fees.

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Match timelinesCaRMS’ match timelines for applicants are an important resource throughout the match year. They include recommended dates to help applicants keep their application on track for timely completion.

Program description directoriesWe host program descriptions for all postgraduate institutions participating in CaRMS match-es, providing applicants and programs with a centralized directory of program descriptions. All content is provided by programs and is at their discretion.

Statistics CaRMS publishes detailed reports on each of our matches on an annual basis and holds national aggregate statistics on medical education in Canada dating back to 1972. We are an invaluable repository of information for the medical community.

CaRMS webinarsCaRMS offers a series of interactive webinars throughout the match year, each designed to provide users with a solid introduction to CaRMS Online and how it works.

Residency LinkResidency Link is our ongoing series of tips and useful information for the match year.

COMMUNIQUÉS

Communiqués, sent via email, are the primary communications tools used by CaRMS and contain important information and instructions for registered users.

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17 300-171, rue Nepean Street Ottawa, Ontario K2P 0B4, Canada

613.237.0075 (Toll free / Sans frais) 877.CARMS.42 CaRMS.ca

The Canadian Resident Matching Service

(CaRMS) is a national, not-for-pro�t, fee-

for-service organization established in 1969

at the request of medical students seeking

an independent entity to provide a fair and

transparent application and matching

service for entry into postgraduate medical

training throughout Canada.