APPIC Match - ROLIC Program User Guide

ROLIC Program User Guide

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 you through the ROLIC system.

Note: The instructions for using the ROLIC system are essentially the same for both Phase I and Phase II of the Match. Any relevant differences in the two Phases are noted below.

All program information to be submitted for the Match through the ROLIC system, including certified program Rank Order Lists and program withdrawals, must be submitted by the Rank Order List deadline for each Phase of the Match:

Phase I of the Match:	February 8, 2012 at 11:59 p.m. Eastern Time
Phase II of the Match:	March 19, 2012 at 11:59 p.m. Eastern Time

After the deadline for each Phase of the Match, you will not be able to access the online system to submit rankings or withdrawals, certify a Rank Order List, or change any related information for that Phase of the Match.

You are strongly advised to enter your choices and complete the Rank Order List certification process, or withdraw a program, in the ROLIC system well before the Rank Order List deadline to avoid competing with many other Match participants accessing the ROLIC system near the deadline, when system performance may be slow.

Accessing the ROLIC System

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.

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.

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.

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), which have been provided to you by NMS.

If you do not have your program Code Number(s) and/or your training site'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 training site has more than one program enrolled 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.

Initial Program Information Page

After you login 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 training site (including Training 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 site's Match results to you. For training sites with unfilled positions in Phase I, the e-mail address will also be included on the list of programs with unfilled positions posted on this web site after Phase I of the Match. 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 training 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 offered by your site.
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 the Terms of the Internship Site Agreement and the APPIC Match Policies, all internship positions with assured funding at your site must be offered in Phase I of the Match. You can change the number of positions to be filled by the program in Phase I of the Match by clicking on the appropriate Modify button, and then following the instructions on the screen.

Note for Phase II: All positions left unfilled in Phase I of the Match are to be offered in Phase II. Positions that become available after Phase I of the Match, such as positions for which funding becomes assured after the Phase I Rank Order List deadline or newly created positions, may also be offered to eligible applicants in Phase II of the Match. However, you will not be able to change the number of positions offered by a program in Phase II using the ROLIC system. Requests to change the number of positions offered by a program in Phase II, or to add a site or program to Phase II, must be submitted to NMS in writing. The request 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 number of positions to be offered in Phase II by the program; 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 attachement, and must be received at NMS as soon as possible, and no later than 5:00 p.m. Eastern Time on March 19, 2012.
Withdraw: If the program no longer has internship positions available, you must withdraw the program from the Match by selecting the Withdraw button and then following the instructions on the screen. A withdrawn program will not be included in the matching process and will not be matched with any applicants. If a program withdraws from Phase I of the Match, 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 unfilled positions that is posted on this web site after Phase I of the Match.

If you have previously withdrawn a program from the Match, you will be able to reinstate the program in the same Phase of the Match by selecting the Reinstate button.

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, as described in the next point.
No Applicants to Rank: If the program does not have any acceptable applicants to rank, but does have internship position(s) available, you should indicate this by selecting the No Applicants to Rank 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. For Phase I of the Match, if the program's unfilled position(s) are not reverted to another program, the program will be included on the list of programs with unfilled positions that is posted on this web site after Phase I of the Match, and the program will be able to receive applications for and participate in Phase II of the Match to fill its available position(s).

Note: Indicating a program has no applicants to rank in Phase I of the Match is not the same as withdrawing the program from the Match, as described above. A program with position(s) available but with no applicants to rank may stay active in the Match in order to revert unfilled position(s) to another program, or to be included on the list of programs with unfilled positions that is posted on this web site after Phase I of the Match.
School Limit: If you wish to attempt to limit the number of applicants from any one university/school who are matched from a single program Rank Order List, you can enter the Minimum and Maximum Upper Limits to be used in the matching process by selecting the appropriate button on the initial program information page, and then following the instructions provided on the screen. Instructions for limiting the number of matches from a university or school are 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 training site has more than one program participating 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 at your site (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 List of Participating Applicants 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, or
use other 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

Most programs will likely use the first method, described in this section. For information on importing a text file containing Rank Order List information into the ROLIC system click here.

To enter your rankings 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.

Applicants 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 may enter up to 10 applicants at a time before you must save the Rank Order List by clicking on the Save List button. Each time you save the Rank Order 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 applicants at a time before re-saving the Rank Order List.

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

Inserting and Moving Applicants
You can insert new applicants into the Rank Order List or move applicants that have already been saved on the Rank Order List by using the buttons provided at the top of the screen after you have saved one or more applicant ranks. To insert an applicant into the Rank Order 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 rankings affect the entire Rank Order List. For example, if you choose to insert an applicant into Rank #4 on a Rank Order 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 rank #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 Rank Order 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 List 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 Rank Order 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 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.

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 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 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.

First, after entering and saving all applicant rankings 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 Rank Order List is complete in order to be given the opportunity to certify the Rank Order List for use in the Match.

If you entered ranks in a previous session but did not certify the Rank Order List, and you are now returning to the ROLIC system to certify the Rank Order 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 Rank Order 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 the necessary changes, and then select the List Complete button.
After you indicate that the Rank Order 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 Rank Order List, but if you do so the Rank Order 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 Rank Order List that you might want to change before certifying.
You will be given the option to receive an e-mail confirmation of the fact that you have certified the Rank Order List in the ROLIC system. (Note: requesting this e-mail confirmation is not required in order for you 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.)
To certify the Rank Order List, you must re-enter your training site'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 Rank Order 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 Rank Order List has been certified, you can return to the initial program information page displayed after you login to the ROLIC system for the program. 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.

If your training site has more than one program participating in the Match, you must enter and certify a separate Rank Order List in the ROLIC system for each program offered by your site in the Match. 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 at your site (with the same password/PIN) without having to sign off from the ROLIC system.

Viewing and Printing a Copy of the Rank Order List

You can view a program's Rank Order List information by selecting the Display/Print option provided in the ROLIC system. You can print a copy of the Rank Order List information for a program by selecting the Display/Print option, and then using the print function of 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.

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. You should also close your web browser program after signing off from the ROLIC system.

All Rank Order Lists must be certified by 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.

After the Rank Order List deadline for each Phase of the Match, you will not be able access the ROLIC system to submit rankings or withdrawals, or to certify a Rank Order List for that Phase of the Match. You are strongly encouraged to complete and certify your Rank Order List(s) well before the deadline date, so that you will not be competing with many other Match participants accessing the ROLIC system near the deadline, when system performance may be slow.

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. 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.

	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)