These FAQs deal primarily with questions pertaining to the use of the ROLIC system to submit program Rank Order Lists or withdrawals. There are extensive FAQs on other aspects of the APPIC Match available on the APPIC web site at www.appic.org.
What will I need to use the ROLIC system?
How do I login to the ROLIC system?
What if I don't know my program Code Number(s) or my site's 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 training site 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If I have previously withdrawn a program, how can I reinstate the program in the Match?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 programs?
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:
Other browsers that are compatible with those listed above may also be used.
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 login 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 Login to the ROLIC System. Alternatively, you can access the ROLIC system directly by going to www.enterlist.com/psychint.
To login to the ROLIC system for a particular program you must enter both the 6-digit program Code Number of the program and your training site's alphanumeric password/PIN (Personal Identification Number) for the 2012 Match, which have been provided to you by NMS. (Note: your training site's password/PIN changes for each Match year.) After entering the program Code Number and your training site's password/PIN, click on the Submit button to enter the ROLIC system.
If your site 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 at your site. You must enter and certify a separate Rank Order List in the ROLIC system for each program offered by your site in the Match. However, after you login to the ROLIC system for a particular program, you will be able to switch to another program from your site (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 my site's password/PIN?
If you do not have your program Code Number(s) and/or your site'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?
Programs (other than those submitting multiple Rank Order Lists for a single program) must seek access to the internet, which is available from a variety of sources: a clinic 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 list in the ROLIC system requires entry of both the 6-digit program Code Number and your training site's password/PIN. Your site'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:
Phase I |
Phase II | |
| ROLIC System Opens: | Monday, January 23, 2012 | Thursday, March 1, 2012 |
| Rank Order List Deadline: | Wednesday, February 8, 2012 (11:59 p.m. Eastern Time) |
Monday, March 19, 2012 (11:59 p.m. Eastern Time) |
After the Rank Order List deadline for each Phase of the Match, you will be able to view and print but not change your information in the ROLIC system until a few days after the release of the Match results for that Phase of the Match - i.e., until 11:59 p.m. Eastern Time on February 27, 2012 for Phase I, and until 11:59 p.m. Eastern Time on March 29, 2012 for Phase II.
Note: No changes can be made to a program's information or status in the ROLIC system from the Rank Order List deadline for Phase I of the Match at 11:59 p.m. Eastern Time on February 8, 2012 until the system re-opens for Phase II of the Match on March 1, 2012. Furthermore, only those programs that are participating in Phase II will be able to access the ROLIC system to enter rankings of applicants or other related information beginning on March 1, 2012.
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 the deadline day for each Phase of the Match - February 8, 2012 for Phase I and March 19, 2012 for Phase II. You will not be able to change any information or certify a Rank Order List, or withdraw a program, in the ROLIC system after the Rank Order List deadline for each Phase of the Match. You are strongly advised 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.
When the ROLIC system opens for Phase II of the Match on March 1, 2012, only those applicants and programs participating in Phase II will be included in the system. Applicants who matched in Phase I and programs that have no available positions will be removed from the ROLIC system before the system opens for Phase II on March 1, 2012.
Can I change the number of positions to be filled in a program through the ROLIC system?
Yes for Phase I of the Match, but not for Phase II of the Match (except for program withdrawals), as outlined below.
Phase I: In accordance with the Terms of the Internship Site Agreement and the APPIC Match Policies, all internship positions with assured funding available at your training site must be offered in Phase I of the Match. You can change the number of positions to be filled in a program for Phase I through the ROLIC system until 11:59 p.m. Eastern Time on the Rank Order List deadline date for Phase I (February 8, 2012). To change the number of positions to be filled in the Match for a program, you must first login to the ROLIC system by entering the program Code Number and your site's password/PIN. The current number of positions to be filled by the program in the Match is shown on the initial program information page displayed after you login. 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.
Phase II: If you decide not to fill any positions for the coming year in a program that is active in Phase II, the program can be withdrawn from Phase II using the ROLIC system. To withdraw the program, login to the ROLIC system (when it is accessible) by entering the 6-digit program Code Number and your password/PIN, select the Withdraw button on the initial program information page displayed after you login, then follow the instructions provided on the screen to complete the withdraw process.
Any other change to the positions offered in Phase II (e.g., reducing the number of positions offered in a program, or adding additional positions or programs in Phase II) cannot be made through the ROLIC system, but must be communicated to NMS in writing. Requests to add or remove positions in Phase II must be submitted on your site’s letterhead, signed by the Training Director, and must indicate: the name of the training site; the name and Code Number of the program; the total number of positions to be offered by the program in Phase II; and, the reason why the addition or removal of position(s) in Phase II is required. The request must be sent to NMS either by fax to 416-977-5020 or 716-282-0611, or as a scanned e-mail attachment, and must be received at NMS as soon as possible, and no later than 5:00 p.m. Eastern Time on March 19, 2012.
Can I change my contact information through the ROLIC system?
Yes, until 11:59 p.m. Eastern Time on the Rank Order List deadline date for each Phase of the Match - February 8, 2012 for Phase I and March 19, 2012 for Phase II. You will be able to modify the Internship Training Director name, mailing address, telephone number, fax number and e-mail address for your training site.
Some points to note about your contact information:
To change the contact information, you must first login to the ROLIC system by entering the Code Number of a program at your site and your site's password/PIN. The current contact information on file for your site is shown on the initial program information page displayed after you login. 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.
Note: If your site 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 at your site. You cannot have different contact information for different programs within your training site.
What if I have no ranks to submit for a program?
There are two reasons why you may not have any ranks to submit for a 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. For Phase I, you can only rank applicants who have registered to participate in the Match. For Phase II, you can only rank applicants who are eligible to participate in Phase II of 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, 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 that is 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 for Phase I of the Match. 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 Code Number directly from the applicant.
Finally, while entering choices into the ROLIC system, you can also search for registered applicants alphabetically by name.
Applicants who do not register for the Match by February 8, 2012 will not be eligible to participate in either Phase of the Match. Furthermore, applicants who match to a position in Phase I of the Match will not be eligible to participate in Phase II of the Match; these applicants will be removed from the List of Participating Applicants on this web site and from the search facility in ROLIC prior to the opening of the ROLIC system for Phase II of the Match.
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 list and the applicant is reinstated prior to the Rank Order List 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 program's 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. You should print a copy of the final certified Rank Order List for each program, for your records.
After the Rank Order List deadline for each Phase of the Match, you will be able to view and print your information in the ROLIC system until a few days after the release of the Match results for that Phase of the Match - i.e., until 11:59 p.m. Eastern Time on February 27, 2012 for Phase I, and until 11:59 p.m. Eastern Time on March 29, 2012 for Phase II. However you will not be able to change any information or certify a Rank Order List in the ROLIC system after the Rank Order List deadline for each Phase of the Match.
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 training site'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 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.
Can I make changes or additions to a Rank Order List?
Yes, until 11:59 p.m. Eastern Time on the Rank Order List deadline day for each Phase of the Match - February 8, 2012 for Phase I, and March 19, 2012 for Phase II.
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 rankings of applicants after certification, the Rank Order List will be decertified and you must go through the certification process again. 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 (Training 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 Rank Order 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 site 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 at your site. You cannot have different contact information for different programs within your training site.
Note: No changes can be made to your information in the ROLIC system from the Rank Order List deadline for Phase I of the Match at 11:59 p.m. Eastern Time on February 8, 2012 until the system re-opens for Phase II of the Match on March 1, 2012. Furthermore, only those programs that are participating in Phase II will be able to access the ROLIC system to make changes to their information beginning on March 1, 2012.
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 Rank Order 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 login 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 Rank Order 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 psychint@natmatch.com.
My training site 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 site in the Match.
When you login to the ROLIC system, you must login 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 at your training site. After you login 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 site (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 at your site. You cannot have different contact information for different programs within your training site.
It is possible within the matching process for Phase I of the Match for programs to move ("revert") one or more positions that remain unfilled in 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 in Phase I of the Match 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. If you withdraw the program, it will not be included in the matching process, and it will not be matched with any applicants. Furthermore, a program that is withdrawn for Phase I of the Match 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 unfilled positions that is posted on this web site after Phase I of the Match.
To withdraw the program, login to the ROLIC system (when it is accessible) by entering the 6-digit program Code Number and your password/PIN, select the Withdraw button on the initial program information page displayed after you login, 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 matching process and will be obliged to accept the Match result.
Note: If the program has no applicants to rank for Phase I of the Match but has position(s) available, and you wish to offer the position(s) to applicants in Phase II of the Match, the program should not be withdrawn, but should remain active and indicate that it has no applicants to rank. For further information on indicating a program has no applicants to rank click here.
If I have previously withdrawn a program, how can I reinstate the program in the Match?
Phase I: If you withdraw a program for Phase I of the Match but then decide to submit rankings of applicants for the program for Phase I of the Match, you can reinstate the program through the ROLIC system prior to the Phase I Rank Order List deadline (February 8, 2012 at 11:59 p.m. Eastern Time).
Phase II: If you withdraw a program for Phase II of the Match but then decide to submit rankings of applicants for the program for Phase II of the Match, you can reinstate the program through the ROLIC system prior to the Phase II Rank Order List deadline (March 19, 2012 at 11:59 p.m. Eastern Time).
To reinstate the program, login to the ROLIC system by entering the 6-digit program Code Number and your password/PIN, select the Reinstate button on the initial program information page displayed after you login, then follow the instructions provided on the screen to complete the reinstate process.
Note: If a program is withdrawn in Phase I of the Match, it will not be carried over automatically to Phase II. If you wish to reinstate the program for Phase II, you must send a written request to NMS on your site’s letterhead, signed by the Training Director, indicating: the name of the training site; the name and Code Number of the program; the total number of positions to be offered by the program in Phase II; and, the reason why the reinstatement of the program for Phase II is required. The request must be sent to NMS either by fax to 416-977-5020 or 716-282-0611, or as a scanned e-mail attachment, and must be received at NMS as soon as possible, and no later than 5:00 p.m. Eastern Time on March 19, 2012.
Can I request that a program in Phase I of the Match be excluded from the list of programs with unfilled positions after Phase I?
No. All programs that offer positions in Phase I of the Match and that have one or more position(s) that remain unfilled in Phase I will be included on the list of programs with unfilled positions that is posted on this web site after Phase I of the Match.
All positions that remain unfilled in Phase I must be offered to applicants in Phase II of the Match. A site can decide not to offer an unfilled position in Phase II only if it decides not to fill the position in the program for the coming year (e.g., anticipated loss of funding, shifting of funding to other purposes). Removing an unfilled position from Phase II of the Match for any other reason requires APPIC approval.
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 February 8, 2012. Detailed instructions and forms for requesting the reversion of unfilled positions from one program to another in Phase I of the Match are provided elsewhere on this web site.
Note: The reversion of unfilled positions from one program to another is permitted only in Phase I of the Match. This option will not be available in Phase II of the Match.
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 for Phase I of the Match to attempt to recruit a particular distribution of applicants for a program based on specific applicant characteristics. To accomplish this, you would be required to divide a 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 February 8, 2012. Detailed instructions, examples and forms for preparing and submitting multiple Rank Order Lists for a single program in Phase I of the Match are provided elsewhere on this web site.
Note: Multiple lists for one program will be accepted only in Phase I of the Match. This option will not be available in Phase II of the Match.
Can I use the ROLIC system to indicate that I wish to limit the number of applicants from the same school that are matched to a program?
Yes, the required information can be submitted through the ROLIC system. For further information on how to limit the number of matches from any one university or school click here.
How does the computer match applicants to programs?
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 a Description of the Match Process, or click here.
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