Guide for Gastroenterology Programs and Applicants on the NRMP

Guide for Gastroenterology Programs and Applicants
on the NRMP (GI Match) and ERAS
for Positions to Begin July 1, 2015
This Guide provides an overview and timeline of the GI Match administered by the National
Resident Matching Program (NRMP) and the application process. This application year,
fellowship applicants and GI training programs will be able to use the Electronic Residency
Application Service (ERAS) to facilitate electronic application processing. The NRMP and ERAS
are independent programs that work well together in easing the application process for both
programs and applicants.
Please carefully review this information. Important contact information is listed at the end of
this document should you have additional questions or need further assistance.
I.
Timeline
July 15, 2014
July 15, 2014
July 30, 2014
July – November 2014
October 1, 2014
October 29, 2014
November 12, 2014
December 3, 2014
ERAS PostOffice opens to fellowship applicants. They
can research GI programs and coordinate application
materials. See Section VI. Applicants can electronically
apply (through ERAS) to programs of their choice.
Programs can access ERAS to download applications
submitted to them.
GI Match Opens for on-line registration by programs
and applicants.
Programs interview applicants.
The Match Rank Order List (ROL) opens for programs
and applicants.
The Match Quota Deadline – the date on which
programs must submit the final number of positions
offered in each track to be matched.
The Match Rank Order List (ROL) Certifications due
from programs and applicants.
Match Day! Match results for programs and applicants
are posted to the NRMP website at 12 noon Eastern time.
1
II.
Tracks Offered Through the GI Match
The GI Fellowship Match will offer four tracks. They are:




Clinical track
Clinical Investigator Research track
Basic Science Research track
Research track
The NRMP will contact training programs directly in July 2014 with online enrollment
information. For those participating, they will be asked to indicate which tracks they will
participate in and how many positions they will enter into the match per track.
A.
Definition of the Various Tracks:
Programs may offer one or more of these tracks depending on the type of training they
offer. The following four tracks that GI will use are defined as follows:
Clinical track – this track is for applicants who desire to be trained in, and for
programs that offer training positions in straight clinical gastroenterology.
Clinical Investigator Research track – this track is for applicants who desire to
be trained in, and for programs which offer training positions in clinical
investigation or clinical science research, including but not limited to NIH
training grant positions in clinical investigation or clinical science research, and
masters programs in clinical investigation or research.
Basic Science Research track – this track is for applicants who desire to be
trained in, and for programs that offer training positions in basic science research
or bench research, including but not limited to NIH training grant positions in
basic science or bench research.
Research track – this track is for applicants who desire to be trained in, and for
programs that offer training positions in research, but do not differentiate the
positions upfront into clinical investigation, clinical science, or basic science
research.
The Clinical Investigator Research track and Basic Science Research track
positions should be used when a program wishes to differentiate its research
fellowship positions into clinical investigation/clinical science and basic science
research.
2
The Research track should be used when programs do not wish to differentiate their
research fellowship positions upfront into clinical investigation/clinical science or basic
science research. In other words, an individual program interested in recruiting
research fellows should list its fellowship research positions as:
Clinical Investigator Research track
or
Basic Science Research track
or
Clinical Investigator Research track and Basic Science Research track
or
Research track (Note: this track should be used by itself and not with any other research
track combination. It is intended to be used by programs that do not wish to differentiate
their research positions upfront into clinical investigation/science vs. basic science
research).
Each track that the training program enrolls in will be given a unique identifying code
number by the NRMP. Program directors must discuss with their applicants which
track(s) they will be listing in the Match and should give applicants the appropriate
program code number so they will be able to rank the appropriate track(s).
II.
Rank Order List(s) / The Reversion Process – For programs
Programs must submit separate rank order lists (ROLs) for each track in which they wish to
appoint fellows. Therefore, a maximum of three ROLs may be required. Some programs may
wish to recruit a certain number of research fellows, and if they cannot recruit as many research
fellows as they wish, the program could, as an alternative, increase the number of positions they
offer to clinical track fellows. The Match will accommodate this through the “reversion” of
positions or donating positions from one track to another. (See page 6 for more information on the
reversion process and contact the NRMP for technical assistance with the revision process).
Programs are strongly encouraged to rank as many applicants as they determine qualified to
their various tracks. Ranking only one applicant or a limited number could run the risk of not
matching in those particular tracks. The matching process is applicant-driven based upon their
preferences. Applicants can change their preferences and ranking of programs as they
interview. Therefore, it is in the best interest of the program to rank an adequate number of
applicants to increase your chances that your top applicants are appointed to your program.
IV.
Rank Order List(s) – For applicants
Applicants will submit a single Rank Order List (ROL). Within the ROL, the applicant will list
in preferred order each track within each program to which they wish to be matched.
3
Applicants are encouraged to rank as many programs as possible to which they would like to be
appointed. This will increase your likelihood of being matched to one of your top programs.
While the matching process is applicant-driven (based upon your ROL and preferences),
preferences and how a program may rank applicants will likely change over time as the
program interviews.
Important: Applicants should only list programs and tracks to which they wish to be appointed
as the Match agreement is binding.
V.
Registering for the GI Match
GI training programs will receive online enrollment information/instructions from the NRMP
by July 30, 2014. The training director (not other faculty or staff) must register for the Match
online with the NRMP, verify the accuracy of the pre-loaded information, and activate their
program(s). Until those steps are taken, individual program(s) will not be included in the Match
or in the on-line Directory of Programs in the NRMP R3 System.
Fellowship applicants are to directly enroll with the NRMP by visiting their web site at:
www.nrmp.org. Comprehensive instructions are available on their web site.
The Match will open for on-line registration July 30, 2014 for both programs and applicants. For
technical assistance or questions relating to fees and policies, both programs and applicants
should contact the NRMP directly.
VI.
The Application Process
The application requirements of a program vary and are at their sole discretion. All applicants
are required to contact the individual programs in which they are interested in applying to
determine their application requirements and supporting documentation (e.g., CV, letters of
recommendation, personal statement, transcripts, etc.).
A.
Using the Electronic Residency Application Service (ERAS)
ERAS, an online, electronic application service, will be used for the 2014 Match
by programs and applicants for positions to begin July 1, 2015. The application
process will begin for gastroenterology with a “start date” of July 30, 2014.
However, applicants will be able to access ERAS effective July 15, 2014 to
coordinate their application material. ERAS has an online application and a
listing of supporting documentation that may be transmitted to programs.
Applications can be electronically submitted to programs on July 15,2014.
Applicants should be ready to transmit on this date to ensure that they meet the
4
program’s application deadline. A listing of participating GI programs can be
found on ERAS’ web site.
For technical assistance or questions relating to ERAS, programs and applicants
should contact ERAS directly.
B.
Programs not using ERAS
For programs not participating in ERAS, applicants will be required to mail their
application and accompanying documentation. Applicants must also be aware
of the application deadline for these programs.
VII.
Resources / Contact Information
For questions or immediate assistance, please contact:
National Resident Matching Program (NRMP)
202-862-6077 or 1.866.617.5834
www.nrmp.org
Electronic Residency Application Service (ERAS)
202-828-0413 – Programs
202-862-6264 – Applicants
www.aamc.org/eras
Tamara Jones
Director of Training, AGA Institute
301-941-2659
tjones@gastro.org
www.gastro.org; Click on GI Fellowship
Cory Harlow
Training Manager
301-272-1185
charlow@gastro.org
www.gastro.org
5
The NRMP Reversion Process for the Gastroenterology Match
Programs must submit separate rank order lists (ROLs) for each track for which they wish to
appoint fellows. Therefore, a maximum of three ROLs may be required. Some programs may
wish to recruit a certain number of research fellows, and if they cannot recruit as many research
fellows as they wish, the program could, as an alternative, increase the number of positions they
offer to clinical track fellows. The Match will accommodate this through the “reversion” of
positions or donating positions from one track to another.
A program may specify that any unfilled research position(s), e.g., Clinical Investigator
Research track, Basic Science Research track, or Research track, be reverted, or added (donated),
to the number of positions in another track offered through the Match. The reversion of
positions should be done in the following order: those positions in tracks that are least likely to
be filled should be donated to tracks that are more likely to be filled, e.g., Basic Science Research
track positions should be added (or donated) to the Clinical Investigator Research track or to the
Clinical Track and not the other way around.
Important Note: Programs donate positions, not applicants. If a program believes that an
applicant is suitable for two different tracks in their program, they must place that
applicant’s name on the rank order lists for both tracks to ensure the greatest possibility for a
match. The matching algorithm will fill the positions in each track only from that track’s
ROL.
Example 1 – a program may have one basic science research position and one clinical
track position, but if it does not fill the research position when the matching algorithm is
run, the system alternatively can attempt to match two clinical track fellows. Such a
program specifies this in the R3 System by submitting a rank order list of suitable
applicants for one basic science research track position and a rank order list of suitable
applicants for one clinical track position. Then, the program director creates a reversion
in the R3 System so that if the basic science research track position is not filled, that
unfilled position reverts (or is added or donated) to the clinical track, and the matching
algorithm would attempt to fill two clinical track positions.
Example 2 – a program may have two basic science research positions, one clinical
investigator research track position, and two clinical track positions. The reversion
could specify that any unfilled basic science research positions be donated in the
following order: one unfilled position to be donated to the clinical investigator research
track and one unfilled position to be donated to the clinical track, in that order.
Alternatively, the reversion could specify that all unfilled basic science research
positions be donated to the clinical investigator research track and that all unfilled
clinical investigator research track positions be donated to the clinical track.
Rev. 12/15/11
6