This guide is designed to familiarize programs with the Rank Order List Input and Confirmation (ROLIC) system. This guide can be printed and used to lead users through the ROLIC system.

Accessing the ROLIC System

The ROLIC system will be available for use by programs and applicants according to the following schedule:

ROLIC System Opens For Use:	February 15, 2010
Rank Order List Deadline:	March 5, 2010 at 11:59 p.m. EST

There are two ways to access the ROLIC system. From the menu on the left, select Rank Order Lists & Withdrawals-Programs, then select the link to Sign On to the ROLIC System. Alternatively, you can access the ROLIC system directly by going to www.enterlist.com/ashprmp.

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.

Signing On to the ROLIC System

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), which have been provided to you by NMS. After entering the program Code Number and password/PIN, click on the Submit button to enter the ROLIC system.

If you do not have your program Code Number(s) and/or your residency's password/PIN, please contact NMS at 416-977-3431 or 716-282-4013 to make arrangements to get this information. To ensure security, passwords/PINs are not released by phone.

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.

Initial Program Information Page

After signing on to the ROLIC system for a particular program, a page of information will be displayed for the program that will enable you to confirm and/or modify certain information about the program:

• Contact Information: You will be able to modify the contact information for your residency (including Program Director name, mailing address, telephone number, fax number and e-mail address) by clicking the Modify button next to that section of information, and then following the instructions on the screen. The e-mail address will be used to send your residency's Match results to you. The telephone and fax numbers are required in case NMS needs to reach you during the period from submission of your choices until release of the Match results, in the event that questions arise regarding your Rank Order List(s).
  
  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.
  
  
• Positions: You will be able to verify that the number of positions to be filled in the Match for the program is correct. In accordance with ASHP Match Rules and the Terms of the Residency Agreement, all positions at your residency program to be filled in 2010 must be offered through the Match (other than those positions already filled through the Early Commitment Process). You can change the number of positions to be filled by the program in the Match by clicking on the appropriate Modify button, and then following the instructions on the screen.
  
  
• Withdraw: If the program is no longer offering any positions, you must withdraw the program from the Match by selecting the Withdraw button and then following the instructions on the screen. 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. If you have previously withdrawn the program, you will be able to reinstate the program in the Match prior to the Rank Order List deadline by selecting the Reinstate button.
  
  Note: If the program has no applicants to rank but has position(s) available, and you wish to include the program on the list of programs with available positions posted on this web site after the Match, the program should not be withdrawn, as described in the next point.
  
  
• No Applicants to Rank: If the program does not have any acceptable applicants to rank, but does have position(s) available that are not being moved to another program, you can indicate No Applicants to Rank in the ROLIC system by selecting the appropriate button, and then following the instructions on the screen to certify the list with no ranks. If you choose this option, the program will remain active in the Match but will not be matched with any applicants. The program will be included on the list of programs with available positions that is posted on this web site after the Match.
  
  Note: Indicating a program has no applicants to rank is not the same as withdrawing the program from the Match, as described above. A program with positions available but with no applicants to rank may stay active in the Match in order to be included on the list of programs with available positions that is posted on this web site after the Match.
  
  Note: Programs that indicate "no applicants to rank" should not submit any instructions to revert unfilled positions. Refer to the information on Withdrawing a Program vs. No Applicants to Rank provided elsewhere on this web site.

If you have already entered some ranks into the ROLIC system for the program and are returning to make changes, this initial page will also indicate the date and time the program's information was last changed.

If your residency offers more than one program in the Match, links will be provided at the bottom of the initial program information page that will enable you to switch directly to another program offered by your residency (with the same password/PIN), without having to sign off from the ROLIC system.

Entering and Saving The Program Rank Order List

When entering applicants on the program Rank Order List, use only the 5-digit applicant Code Numbers provided in the Listing of Participating Applicants available on this web site, or in a search from within the ROLIC system. Since the match will be made based on the Code Numbers, the correct 5-digit applicant Code Number for each applicant you wish to rank must be entered on the program Rank Order List.

There are two ways to enter ranks for a program into the ROLIC system:

• input individual applicant Code Numbers directly into the system via the keyboard, or
• use your own software (e.g., a spreadsheet or word processing program) to prepare a text file containing the Rank Order List information, and import the text file into the ROLIC system electronically

To begin entering your choices of applicants for a program individually into the ROLIC system, click on the Enter Ranks button at the bottom of the initial program information page.

Choices are added to the program Rank Order List in rank number sequence by entering the 5-digit applicant Code Numbers in the boxes next to the appropriate rank numbers. The Code Number for your most preferred applicant should be entered in the box beside Rank 1, the Code Number for your next most preferred applicant should be entered in the box beside Rank 2, and so on. If you do not know the applicant Code Number for an applicant, you can click on the Search Applicant Listing button at the top of the page to search for the applicant by name.

You can enter up to 10 applicants at a time before you must save the list by clicking on the Save List button. Each time you save the list, the page is refreshed and the name, Code Number and school of graduation are displayed for each applicant you have ranked. You may then continue to add up to 10 more choices at a time before re-saving the list.

Deleting Applicants
You can delete an applicant that you have previously saved on the list by checking the Delete box displayed between the applicant Code Number and name of the applicant to be deleted. After deleting the applicant, the remaining ranks on the list will then be re-displayed.

Inserting and Moving Applicants
You can insert new applicants into the list or move applicants that have already been saved on the list by using the buttons provided at the top of the screen after you have saved one or more choices. To insert an applicant into the list, enter the applicant Code Number and the desired rank number, then click the Insert button. To move an applicant from one rank to another, enter the current rank number and the new rank number where you want to move the applicant, and then click the Move button.

You should be aware that modifications to the list affect the entire list. For example, if you choose to insert an applicant into Rank #4 on a list of 10 ranks, the less preferred applicants are automatically moved down one rank. The applicant previously ranked #4 becomes rank #5, rank #5 becomes #6, and so on.

Warning/Error Messages
If you enter an applicant Code Number that is not valid, a warning message will appear at the top of the page the next time the list is saved. At the bottom of the page, the invalid applicant Code Number and the reason that the Code Number is invalid will be shown. You should check the Listing of Participating Applicants, check with the applicant directly, or use the search facility in ROLIC to find the correct applicant Code Number.

If you rank an applicant who has withdrawn from the Match, a warning message will appear the next time the list is saved. You are strongly encouraged to leave the withdrawn applicant ranked on the Rank Order List. Withdrawn applicants can reinstate themselves in the Match any time prior to the deadline for submitting Rank Order Lists. If you leave the withdrawn applicant on the 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.

Certifying The Program Rank Order List

Only Rank Order Lists that have been certified will be used in the Match. A Rank Order List can be entered in one or more sessions. However, you are advised to certify the list of choices at the end of each session in which you have entered or modified the rankings on the list, rather than returning at a later date to certify the list. Even if you have already certified a program's information, you can return to make changes any time until the Rank Order List deadline. Whenever you change a program's rankings, you will have to re-certify the list in order for it to be used as the program Rank Order List in the Match.

Certification is a two-step process.

1. First, after entering and saving all the rankings of applicants for a program, you must indicate that the Rank Order List is complete and ready to certify by clicking the List Complete button at the top of the Rank Order List entry page. You must indicate that the list is complete in order to be given the opportunity to certify the program Rank Order List for use in the Match.
   
   If you entered ranks in a previous session but did not certify the list, and you are now returning to the ROLIC system to certify the list, you have two choices depending on whether or not you want to make changes to the rankings. If no changes are required, you can select the Ready to Certify button at the bottom of the initial program information page in order to indicate that the list is complete. If changes are required, you must select the Enter/Modify Choices button at the bottom of the initial program information page in order to go to the Rank Order List entry page, make and save the necessary changes, and then select the List Complete button.
   
   
2. After you indicate that the list is complete, the ROLIC system will display a page that will allow you to certify the Rank Order List. The certify page contains important information; read it carefully.
   
   
• It tells you that you can still make changes after certifying the list, but if you do so the list must be re-certified by the Rank Order List deadline in order to be used in the Match.
  
  
• It will provide warning messages if there are any special circumstances about the list that you might want to change before certifying the list.
  
  
• You will be given the option to receive an e-mail confirmation of the fact that you have certified the list in the ROLIC system. (Note: requesting this e-mail confirmation is not required in order for you to certify the list; this e-mail confirmation is provided only for your convenience and peace of mind. The certified list will be used in the Match whether or not you request this e-mail confirmation.)
  
  
• To certify the list, you must re-enter your residency's password/PIN in the box provided on the page, and then click on the Certify button.
  
  
• At the bottom of the certify page, options are provided to enable you to modify the list, modify other information or display the full Rank Order List information.

You should not call NMS to confirm that a program Rank Order List has been certified. If you need to verify that a list has been certified, you can return to the initial program information page displayed after you sign on to the ROLIC system for the program. If the 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.

If your residency offers more than one program in the Match, you must enter and certify a separate Rank Order List in the ROLIC system for each program offered by your residency. After you certify the Rank Order List for one program, a page will be displayed indicating that the certification has been completed for that program. Links will be provided on that certification confirmation page that will enable you to switch directly to another program offered by your residency (with the same password/PIN), without having to sign off from the ROLIC system.

Displaying and Printing The List

You can display the Rank Order List information for a program at any time prior to the Rank Order List deadline by selecting the Display/Print option. You can print a copy of the Rank Order List by clicking Display/Print to display the list, 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, for your records, before the Rank Order List deadline. You will not be able to display or print a Rank Order List after the Rank Order List deadline.

Signing Off

To end each session on the ROLIC system, you should click the Sign Off button. For security reasons, you should not leave the ROLIC system without signing off. Also, after signing off, you should shut down your browser. You may return to the ROLIC system at any time prior to the Rank Order List deadline to review and/or change the program's information.

Technical Support

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. EST through 4:00 p.m. EST, Monday through Friday, at 416-977-3431 or 716-282-4013. You can also send a question by e-mail to ashprmp@natmatch.com.

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