What will I need to use the ROLIC system?
How do I sign on to the ROLIC system?
What if I don't know my program Code Number(s) or password/PIN?
Can anyone else see my Rank Order List(s)?
When will the ROLIC system be available?
What is the deadline to enter my Rank Order List(s)? Can I make changes after the deadline?
How often are the lists of participating programs and applicants updated in the ROLIC system?
Can I change the number of positions to be filled in a program through the ROLIC system?
Can I change my contact information through the ROLIC system?
What if I have no ranks to submit for a program?
Is there a limit to the number of ranks I can submit for a program?
Can I import a Rank Order List for a program into the ROLIC system from other software?
What if I don't know an applicant's Code Number?
Will I be able to print a confirmation of a program's list before and/or after submission?
How does NMS know when I've finished entering the Rank Order List for a program?
What does it mean to "certify" a Rank Order List?
Can I make changes or additions to a Rank Order List?
Should I use the ROLIC system and also mail or fax in a copy of my Rank Order List(s)?
How can I confirm that NMS will receive a Rank Order List I have entered into the ROLIC system?
Who can I contact if I have problems using the ROLIC system?
My residency offers more than one program in the Match. Is there anything special I need to do?
How can I withdraw a program from the Match?
If I have previously withdrawn a program, how can I reinstate the program in the Match?
Can I use the ROLIC system to submit more than one Rank Order List for a single program?
How does the computer match applicants to my program(s)?
What will I need to use the ROLIC system?
If you can access the internet and print from your browser, you should be able to use the ROLIC system.
If you wish to do a preliminary test of your browser, to see if it is likely compatible with the ROLIC system, click here. If you need to upgrade your browser, free upgrades are available from:
No other special software is necessary to use the ROLIC system. The ROLIC system uses Java Script and creates a temporary session cookie on your computer. These features must remain enabled in your browser for the system to work properly.
How do I sign on to the ROLIC system?
There are two ways to access the ROLIC system. Select Enter Program Rank Order List from the drop-down menu for programs at the top of the screen, then click on the button to Sign On to the ROLIC System. Alternatively, you can access the ROLIC system directly by going to www.enterlist.com/ashprmp.
To sign on to the ROLIC system for a particular program you must enter both the 6-digit program Code Number of the program and your residency's alphanumeric password/PIN (Personal Identification Number) for the 2012 Match, which have been provided to you by NMS. (Note: your residency's password/PIN changes for each Match year.) After entering the program Code Number and your residency's password/PIN, click on the Submit button to enter the ROLIC system.
If your residency is offering more than one program in the Match, each program has a different 6-digit program Code Number, but the password/PIN is the same for all programs offered by your residency. You must enter and certify a separate Rank Order List in the ROLIC system for each program offered by your residency in the Match. However, after signing on to the ROLIC system for a particular program, you will be able to switch to another program from your residency (with the same password/PIN), without having to sign off from the ROLIC system.
What if I don't know my program Code Number(s) or password/PIN?
If you do not have your program Code Number(s) and/or your residency's password/PIN for the 2012 Match, please contact NMS by phone at 416-977-3431 or 716-282-4013 to make arrangements to get this information. To ensure security, passwords/PINs are not released to programs by phone.
If I do not have convenient access to the internet to use the ROLIC system, can I send my list(s) by any other method?
No. Programs must seek access to the internet, which is available from a variety of sources: a hospital administrator, a university computer center, a local public library, a commercial source, etc. If you are absolutely unable to access the internet to use the ROLIC system, you should contact NMS as soon as possible, prior to the Rank Order List deadline, to make alternate arrangements.
Can anyone else see my Rank Order List(s)?
No. Access to a Rank Order List in the ROLIC system requires entry of both the 6-digit program Code Number and your residency's password/PIN. Your residency's password/PIN should be kept strictly confidential and in a secure place. Do not communicate the password/PIN to anyone who you do not want to have access to your Rank Order List(s).
When will the ROLIC system be available?
The ROLIC system will be available for use by programs and applicants according to the following schedule:
| ROLIC System Opens For Use: | February 20, 2012 |
| Rank Order List Deadline: | March 9, 2012 at 11:59 p.m. Eastern Time |
What is the deadline to enter my Rank Order List(s)? Can I make changes after the deadline?
Rank Order Lists must be entered and certified in the ROLIC system by 11:59 p.m. Eastern Time on March 9, 2012. You will not be able to access the ROLIC system to change or certify a Rank Order List, or withdraw a program, after the deadline. You are strongly encouraged to enter your choices and complete the certification process in the ROLIC system, or withdraw a program, well before the Rank Order List deadline to avoid competing with many other Match participants accessing the system near the deadline, when system performance may be slow.
How often are the lists of participating programs and applicants updated in the ROLIC system?
Applicant information is updated immediately, in real time, as applicants register for the Match and update their profiles. Information on programs participating in the Match will be updated nightly in the ROLIC system.
Can I change the number of positions to be filled in a program through the ROLIC system?
Yes, until 11:59 p.m. Eastern Time on the Rank Order List deadline date (March 9, 2012). To change the number of positions to be filled in the Match for a program, you must first sign on to the ROLIC system by entering the program Code Number and password/PIN. On the initial program information page displayed after you sign on, the current number of positions to be filled by the program in the Match is displayed. To change the number of positions, select the Modify button provided next to the current number of positions, then follow the instructions provided on the screen to complete the process.
In accordance with ASHP Match Rules and the Terms of the Residency Agreement, all positions at your residency program to be filled in 2012 must be offered through the Match (other than those positions already filled through the Early Commitment Process).
Can I change my contact information through the ROLIC system?
Yes, until 11:59 p.m. Eastern Time on March 9, 2012. You will be able to modify the Program Director name, mailing address, telephone number, fax number and e-mail address for your residency. Note: If your residency offers more than one program in the Match, any changes you make to the contact information for one program will be made automatically for all programs offered by your residency. You cannot have different contact information for different programs within your residency.
Some points to note about your contact information:
To change the contact information, you must first sign on to the ROLIC system by entering the Code Number of a program offered by your residency and your residency's password/PIN. On the initial program information page displayed after you sign on, the current contact information on file for your residency is displayed. To change the information, select the Modify button provided next to the current information, then follow the instructions provided on the screen to complete the process.
What if I have no ranks to submit for a program?
Note: If you previously submitted instructions to revert the unfilled position(s) for a program that now has no applicants to rank, you should instruct NMS in writing to delete the previously submitted reversion. If you want to move the position(s) to another program, this should be done in the ROLIC system before the Rank Order List deadline by withdrawing the program and increasing the positions to be filled in the other program, as described above. If you do not want to move the position(s) to another program, and wish to either withdraw the program or leave the program active in the Match and include it on the list of programs with positions available after the Match, then you should not revert the unfilled position(s) to another program.
Is there a limit to the number of ranks I can submit for a program?
There is no limit to the number of applicants a program can rank in the ROLIC system. You can only rank applicants who have registered to participate in the Match.
Can I import a Rank Order List for a program into the ROLIC system from other software?
Yes. As an alternative to entering the applicant Code Numbers individually via the keyboard, the ROLIC system provides the option of entering a new Rank Order List for a program by reading the information directly from a text file produced by another software program (e.g., a spreadsheet or word processing program). If you have a relatively long list of applicant choices (more than 25 ranks) that already exists in some other software on your computer, you may find that importing the list into the ROLIC system may be easier than keying the applicant Code Numbers one at a time.
You can transfer a program Rank Order List from other software directly into the ROLIC system if you can create a text file on your computer in an acceptable format, containing the rank numbers and applicant Code Numbers for all the applicants you wish to rank. For more information and the file specifications for importing a list of choices from a text file click here.
What if I don't know an applicant's Code Number?
There are three sources you can use to obtain the Code Number for an applicant you wish to rank.
You can obtain the applicant Code Number from the List of Participating Applicants available on this web site. This List will be updated regularly as additional applicants register for the Match; therefore, you should consult the List before finalizing your Rank Order List(s). If you wish to rank an applicant who does not appear in the List, contact the applicant and encourage him or her to register for the Match as soon as possible, before the Rank Order List deadline. The applicant will then be assigned an applicant Code Number, will be added to the List, and will be instructed to inform you of his or her applicant Code Number for inclusion on your program Rank Order List(s).
You can also obtain an applicant's Code Number directly from the applicant.
Finally, while entering choices into the ROLIC system, you can also search for registered applicants alphabetically by name.
Note: If you are ranking an applicant whose name is similar to another applicant's name in the List of Participating Applicants or in the ROLIC system, you should check with the applicant directly to ensure you are using the correct Code Number for the applicant you wish to rank.
The ROLIC system indicates that an applicant I wanted to rank is now withdrawn. Should I remove the applicant from the program's list?
Withdrawn applicants may change their status and decide to participate in the Match at any time until the Rank Order List deadline. Therefore, if you planned to rank an applicant who is now withdrawn, you are strongly encouraged to leave the withdrawn applicant on the Rank Order List. If you leave the withdrawn applicant on the Rank Order List and the applicant is reinstated prior to the deadline, that ranking will be used in the Match. If the applicant remains withdrawn, that ranking will not be used in the Match, and the Rank Order List will be processed as if you had not ranked the withdrawn applicant. If you have any question concerning the status of an applicant in the Match you should contact the applicant directly.
Will I be able to print a confirmation of a program's list before and/or after submission?
Yes, you can print a copy of a Rank Order List at any point during the process of entering the Rank Order List, or after certifying the Rank Order List, by selecting the Display/Print option provided in the ROLIC system, and then using the print function provided by your browser to print the resulting page. It is strongly recommended that you display and print a copy of the final certified Rank Order List for each program before the Rank Order List deadline, for your records. You will not be able to display or print a program Rank Order List after the Rank Order List deadline.
How does NMS know when I've finished entering the Rank Order List for a program? -and-
What does it mean to "certify" a Rank Order List?
You must indicate that you have finished entering a program Rank Order List by certifying the list in the ROLIC system. Only Rank Order Lists that have been certified by the Rank Order List deadline will be used by NMS in the Match.
Certifying a Rank Order List is a two step process. After you have entered and saved all the ranks, click on the List Complete button. You will then be asked to certify the Rank Order List by re-entering your residency's password/PIN, and then clicking on the Certify button.
After you certify a program's information, you can still return to make changes to the program's rankings any time until the Rank Order List deadline. If you alter a Rank Order List after certification, the list will be decertified and you must go through the certification process again in order for the Rank Order List to be used in the Match.
Can I make changes or additions to a Rank Order List?
Yes, until 11:59 p.m. Eastern Time on March 9, 2012.
Rank Order List information for a program can be entered and/or changed in one or more sessions. However, you are advised to certify the Rank Order List at the end of each session in which you have entered or modified the rankings of applicants, rather than returning at a later date to certify the list. Even if you have already certified the information for a program, you can return to make changes any time until the Rank Order List deadline. If you certify a Rank Order List and then alter the list after certification, the Rank Order List will be decertified and you must go through the certification process again in order for the Rank Order List to be used in the Match. Only Rank Order Lists that are certified by the Rank Order List deadline will be used in the Match.
You are strongly advised not to wait until the last minute to enter and certify your Rank Order List(s), in order to avoid potential problems near the deadline. Severe "last minute" network traffic could cause major delays and even system outages, which could prevent you from certifying your Rank Order List(s) in time to meet the deadline. You will not be able to change or certify a Rank order List in the ROLIC system after the Rank Order List deadline.
If I go into the ROLIC system to change only my contact information (Program Director name, address, phone, fax, e-mail), will I need to re-certify my Rank Order List(s)?
No. If you have already certified a Rank Order List in the ROLIC system, you will only need to re-certify the list if you alter the rankings in some way. Changes to contact information can be made through the ROLIC system until the Rank Order List deadline. If your residency offers more than one program in the Match, any changes you make to the contact information for one program will be made automatically for all programs offered by your residency. You cannot have different contact information for different programs within your residency.
Should I use the ROLIC system and also mail or fax in a copy of my Rank Order List(s)?
No. NMS will not accept duplicate copies of Rank Order Lists. Duplicate lists received by fax, e-mail or regular mail will be discarded and only the data entered in the ROLIC system will be used in the Match.
How can I confirm that NMS will receive a Rank Order List I have entered into the ROLIC system?
If a program's Rank Order List is certified in the ROLIC system, and the program is not withdrawn, the Rank Order List will be used by NMS in the Match. If you wish, when you certify a Rank Order List in the ROLIC system, you may request that the ROLIC system send you an e-mail to confirm that the Rank Order List has been certified. (Note: requesting this e-mail is not required in order to certify the Rank Order List; this e-mail confirmation is provided only for your convenience and peace of mind. The certified Rank Order List will be used in the Match whether or not you request this e-mail confirmation.)
Do not call NMS to confirm that a Rank Order List has been certified. If you need to verify that a Rank Order List has been certified, you can return to the initial program information page displayed for the program after you sign on to the ROLIC system. If the Rank Order List has been certified, a message will appear on the initial page indicating that the Rank Order List is certified. Indication that the list has been certified also appears on a display of the Rank Order List information in the ROLIC system.
Who can I contact if I have problems using the ROLIC system?
The ROLIC system includes many Help screens that can be displayed from within the system. In addition, if you have questions concerning your use of the ROLIC system, you can call NMS for technical support from 10:00 a.m. Eastern Time through 4:00 p.m. Eastern Time, Monday through Friday, at 416-977-3431 or 716-282-4013. You can also send a question by e-mail to ashprmp@natmatch.com.
My residency offers more than one program in the Match. Is there anything special I need to do?
Each program is assigned a unique 6-digit program Code Number for the Match. You should ensure that each of your applicants knows which program Code Number to use to identify each of your programs on his or her Rank Order List. A match can occur only if both you and the applicant use the same program Code Number when completing the Rank Order Lists.
You must enter and certify a separate program Rank Order List in the ROLIC system for each program offered by your residency in the Match.
When you sign on to the ROLIC system, you must sign on for a particular program using the appropriate 6-digit Code Number for the program. Note, however, that your password/PIN is the same for all programs offered by your residency. After signing on for a particular program, links will be provided at the bottom of the initial program information page, and on the page that is displayed after you certify a Rank Order List, that will enable you to switch directly to another program from your residency (with the same password/PIN), without having to sign off from the ROLIC system.
If you change the contact information in the ROLIC system for any one program, the changes you make will be made automatically for all programs offered by your residency. You cannot have different contact information for different programs within your residency.
It is possible within the matching process to move ("revert") one or more positions that remain unfilled from one program to a second program, so that an attempt can be made to fill the available position(s) in the second program. To obtain further instructions on reverting unfilled positions from one program to another click here.
How can I withdraw a program from the Match?
If a program no longer has any positions available to begin in 2012, you must withdraw the program from the Match using the ROLIC system. If you withdraw the program, it will not be included in the Match, it will not be matched with any applicants, it will not revert any unfilled positions to another program or receive any unfilled positions from another program, and it will not be included on the list of programs with available positions that is posted on this web site after the Match.
To withdraw the program, sign on to the ROLIC system (when it is accessible) by entering the 6-digit program Code Number and your residency's password/PIN, select the Withdraw button on the initial program information page displayed after you sign on, then follow the instructions provided on the screen to complete the withdraw process.
If you withdraw a program, any rankings of applicants that may have been submitted for the program will not be used in the Match. Programs that submit a certified Rank Order List, and that do not withdraw by the Rank Order List deadline, will be included in the Match and will be obliged to accept the Match result.
If I have previously withdrawn a program, how can I reinstate the program in the Match?
If you decide to submit rankings of applicants for the Match for a program that was previously withdrawn, or if you now wish to include the program on the list of programs with positions available after the Match, you can reinstate the program through the ROLIC system prior to the Rank Order List deadline (March 9, 2012 at 11:59 p.m. Eastern Time).
To reinstate the program, sign on to the ROLIC system by entering the 6-digit program Code Number and your residency's password/PIN, select the Reinstate button on the initial program information page displayed after you sign on, then follow the instructions provided on the screen to complete the reinstate process.
Can I submit a request to revert unfilled positions from one program to another through the ROLIC system?
No. Requests to revert unfilled positions from one program to another must be submitted to NMS in writing by March 9, 2012. Detailed instructions and forms for requesting the reversion of unfilled positions from one program to another in the Match are provided elsewhere on this web site.
Can I control the distribution of applicants that are matched to a program based on specific applicant characteristics? -and-
Can I use the ROLIC system to submit more than one Rank Order List for a single program?
It is possible within the matching process to attempt to match with a particular distribution of applicants for a single program based on specific applicant characteristics. To accomplish this, you must divide the program's available positions into separate categories, designate how many positions are to be allocated to each category, and submit separate program Rank Order Lists for each category of position.
Programs that wish to submit multiple Rank Order Lists for a single program cannot enter their lists into the ROLIC system. These programs must submit their Rank Order Lists on paper to NMS by March 9, 2012. Detailed instructions, examples and forms for preparing and submitting multiple Rank Order Lists for a single program in the Match are provided elsewhere on this web site.
How does the computer match applicants to my program(s)?
The process of carrying out the Match based on the Rank Order Lists submitted by programs and applicants is described elsewhere on this web site. To view this information, select the option from the menu on the left for Description of the Match Process, or click here.
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