CaRMS Staff - Internal articles
Let's Ask Ops
- Do programs receive a notification when one of their applicants assigns a document late?
- Is an applicant with a placeholder MINC okay to submit their application?
- If an applicant wants to withdraw an individual program application during file review, are they able to? Or can they only withdraw from the Match?
- Do applicants receive a program credit when a program they applied to withdraws from the match after the application deadline?
- How come an applicant can't edit the UG sharing option in Match Participation?
- How can applicants check what they opted in to re: data sharing agreements after match results are released?
- A PGME is asking to adjust a Program Director's name within the Program Description. Who needs to make this change in COL?
- If an applicant participates in FM/ES but does not submit a rank order list, are they eligible to apply in the next FM/ES match?
- Can an applicant still see their ROL after the ROL deadline?
- When referees create a COL account, is there a contract regarding communicating with them and sharing their contact information with programs?
- If an applicant has a research fellowship does that make them ineligible for Quebec programs?
- Can we edit an archived program description?
- A CMG with postgraduate training (who originally applied in R-1-2) is unable to apply to the regular stream positions being offered in the post-match process (PMP), why would this be?
- When Ops creates a new program in COL, do the program admin accounts get created as well or just program director accounts? What is the process?
- If a CMG wants to update the first name in their COL account (legal name change) can they do this in the User Information tab or does it need to go through Ops?
- How should we respond when an applicant asks us how long it takes for us to process an applicant release form on our end?
- When you click 'do not publish' on a program description and the box opens to enter the 'reason', where is this reason published?
- The text within an approved program description appears smaller/different than the rest of the description. What might be the cause?
- Is there a maximum number of COL accounts a UGME office can have?
- If an applicant updates their e-mail after file review, do programs they applied to get a notification via e-mail?
- If an applicant had a bilingual account and then changed it to one language, is there a way to remove the MSPR and transcript placeholders for the other language?
- If a program in the FSRM second iteration wants to lower their quota, are they still able to do so in CaRMS Online?
- For subspecialty matches, can an applicant decide to share their QE1 score to some programs and not share it to others?
General Information
Documents Processes
- Process: an applicant is requesting to see their letters of reference
- MCC results unavailable to be transferred through physiciansapply.ca
- Process for new document type request
- Applicant Submitted a translated SIR (Supplemental Information Report)
- Process for reference letter submission if the applicant is withdrawn
Help Desk Processes
- Finance - What do I do if an applicant requests a refund?
- How do I request for time off?
- How do I de-escalate a hostile client interaction?
- How do I reset a client's password in COAT?
- Client services schedule and expectations
- How do I verify a client is who they say they are?
- Applicant has interview scheduling conflict. What to do?
- Privacy - What content can be verified, divulged or disclosed in a letter of reference?
- A USMG wants to apply to a particular stream program in second iteration but has no citizenship status in Canada, what is the process?
- Privacy - A caller has asked for their CaRMS ID -- how can I send it to them?
CaRMS Online Rules
Client Issue Management
- A client is not happy with their match results; what are their options?
- What do I do if an client questions the accuracy of their match results?
- MCC - An applicant is experiencing issues when transferring from physiciansapply.ca. What do I do?
- MCC - Diploma shared through PA for CMGs Issue
- Program ROL - A program is having issues uploading their ROL - how do I help them?
- MCC - An applicant cannot upload a new transcript after sharing it from physiciansapply.ca. What do I do?
- Is there any way to confirm whether an applicant’s references affected their unmatched status?
- What do I do when provincial criteria and program descriptions have different information?
Speaking notes
Processes
- FINANCE - A ghost payment has come into the Help Desk - what do I do?
- Internal notes: Auto assignment of Casper and FMProC scores
- Requesting a change to the website in Asana
- What to do when we receive a Certificate of Conduct from College of Physicians and Surgeons of Manitoba
- Requesting a translation in Asana
- Finance - what is the refund policy for applicants if a program is removed from the match after file review has begun?
- Asana transition - which platform should I use?
Operations Policies
General Guidelines
- What do I do if I get an inquiry from the media?
- File Review at a glance
- Post-match process (PMP) at a glance and common questions
- Ranking period at a glance
- Preparing for a match: PGME/Program responsibilities at a glance
- How to handle client inquiries when you don't know the answer.
- Interview period at a glance and common questions