2009 Residency Match Data Collection for ERAS Users



2012 Residency Match Data Collection for ERAS Users

Instruction Guide

TO: Residency Program Coordinators using ERAS for Main Residency Match

FROM: Partners Graduate Medical Education, MGH Multicultural Affairs Office, BWH Office for Multicultural Faculty Careers

Programs are asked annually to download ERAS data. In the last couple of years, the download process has been streamlined so coordinators do not have to conduct multiple downloads to supply information to various departments throughout the institution. By quickly conducting two downloads of all ERAS fields, information can be collected to:

• Allow the MGH-MAO and/or the BWH-OMC to support your URM recruitment

• Distribute immediate GME Office post-match surveys that yield excellent information for program directors

• Reduce the need for NI data collection post-match

We are requiring two downloads. For programs with multiple tracks, a separate download for each track is necessary.

All data is confidential and used only on the appropriate campuses for reporting purposes.

Downloads may be sent either via Partners email or through Secure File Transfer Service (which can transmit large files). Due to the confidentiality of the downloads, we STRONGLY suggest using the Secure File Transfer Service. The service is easy to use and is more secure than Partners Outlook.

DOWNLOAD 1 (exports 1-3): Monday, November 14, 2011 or the date your applicants are selected to interview, which ever date is earlier. If you have additional information (i.e. additional applicants selected to interview) and would like an updated listing, you may submit your updated information through the first week of December.

DOWNLOAD 2 (exports 1-4): Monday, March 19, 2012 for main match programs, or 1 day post match for January and June matches. NOTE: This is a Monday as Match Day has been moved to Friday, March 16, 2012 due to the Supplemental Offer and Acceptance Program (SOAP) replacing the scramble.

In addition for programs requesting a URM applicant summary, an optional early download can be arranged by contacting Elena Olson - MGH (MAO@) or Elena Muench – BWH (BWHOMC@)

Access to ERAS and all applicants that applied to your program

• Data marked accurately in ERAS

As the Recruitment Season Progresses:

• Please be sure you use the following fields in the ERAS Status tab:

o Invited to Interview: mark all those who are invited to interview with your program

o Interview Date: mark the date that the applicant will interview with your program

o Interviewed: mark date here, and UNMARK if the applicant cancels/doesn’t arrive

o Selected for Ranking: once you begin ranking

o Will Start: from your Match list

o Date Start: the date your program starts the academic year

o Track Matched To: for programs with multiple tracks, create a custom filter designating which track the applicant matched to

• Please be sure to use the Rank List function in ERAS:

o Mark the appropriate applicants as “Selected for Ranking”.

Note: Only applicants marked “Selected for Ranking” will appear on the rank list.

o Click File/Rank Applicants

o Move applicants up or down, which will assign a rank # to each person

• If your program has more than one track (e.g. Preliminary and Categorical), be sure to rank applicants appropriately in both tracks.

• To maximize the benefit to you from these downloads, please input all the information requested and check for accuracy.

Upon Matching

• Mark your matched “Will Start” applicants in ERAS, run Export #1, Export #2, Export #3, and Export #4 below. Remember that a separate download needs to be done for each track within your program.

Email the resulting spreadsheets to:

MGH only programs (including MGH/McLean Psychiatry): mao@

BWH only programs: bwhomc@

Partners programs (EXCEPT for Psychiatry): mao@ and bwhomc@

Export 1: Applicant Data (Be sure you are in the filter called “All Applicants”)

1. Choose File, Export

Note: Make sure “All Applicants in Recordset” is selected

2. Click the double arrow to add all fields to the export:

3. Click Next

4. Click Browse

5. Choose a folder to save your data

6. Click Save

7. Click Finish

8. When Export Wizard finishes, click OK

Export 2: Race-Ethnicity Data

1. Choose File, Export again

2. Type of data to export: Choose “Race/Ethnicity Info”

3. Click the double arrow to add all fields to the export.

4. Click Next

5. Click Browse

6. Choose a folder to save your data

7. Click Save

8. Click Finish

9. When Export Wizard finishes, click OK

Export 3: Scheduled Data

1. Choose File, Export again

2. Type of data to export: Choose “Interview Schedule Information”

3. Click the double arrow to add all fields to the export

4. Click Next

5. Click Browse

6. Choose a folder to save your data

7. Click Save

8. Click Finish

9. When Export Wizard finishes, click OK

Export 4: Track and Ranking Data

1. Choose File, Export one more time!

2. Type of data to export: Choose “Track/Ranking Information”

3. Click the double arrow to add all fields to the export

4. Click Next

5. Click Browse

6. Choose a folder to save your data

7. Click Save

8. Click Finish

9. When Export Wizard finishes, click OK

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Program staff mark applicants in ERAS, download and email to MGH-mao@ or BWH – bwhomc@

Data is centrally assembled and reorganized for Programs.

Programs receive excel spreadsheets with summarized applicant data

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