Residency Institution/Program Toolkit

Institution/Program Toolkit

Welcome to the National Resident Matching Program (NRMP®) Main Residency Match®. This “toolkit” provides the information needed to successfully navigate the Match season and achieve the best Match experience possible.

Primary components of the Match include registration, creating and certifying a rank order list, and accessing Match results and reports. Because each task is completed using our secure and confidential Registration, Ranking, and Results® (R3®) system, the toolkit is built around the three “Rs” to ensure institutional officials and program directors have the information and materials needed to successfully complete each task.

Essential Tools

What’s New for the 2017 Main Residency Match

 Calendar Program Checklist Institution Checklist

Programs New to the NRMP

New Program Form

Important Match Preparations

Registration

  1. Application Review & Scheduling

Most programs participating in the Main Residency Match use the Electronic Residency Application Service (ERAS®) offered by the Association of American Medical Colleges®. ERAS is a separate organization and thus requires a separate registration. Remember to use the Applicant Match History in the Registration, Ranking, and Results (R3) system to determine whether applicants have Match commitments or are eligible for appointment before offering them interviews. The Applicant Match History also will indicate whether an applicant has a waiver or an active sanction. Current medical students do not need to be screened since they have no prior Match history.

  1. Institution Activation, Match Registration, and Program Updates

NRMP registration for the Main Residency Match opens on September 15. Institutional officials MUST activate the institution and participating programs before program directors and coordinators can update any information. Once activated, program directors and coordinators should read and electronically affix their password to the Match Participation Agreement and complete the registration portion of the program checklist. Under the All In Policy, programs that elect to participate in the Match must register and attempt to fill all positions through the Main Residency Match or another national matching plan.

Please note that institutional officials, program directors, and program coordinators must use their own accounts to access the R3 system. Sharing login information and using of someone else’s account to access the R3 system is a breach of the Match Participation Agreement and could result in penalties

  1. Interviews

Interviews typically begin in October and continue through January. NRMP policy requires applicants and programs to provide complete, timely, and accurate information during the application, interview, and matching processes. Institutional officials and program directors are responsible for ensuring all staff involved in the interview and matching processes understand and adhere to the terms of the Match Participation Agreement.

Ranking

  1. Quota Changes, SOAP Participation, and Program Withdrawal

On January 15, programs can begin entering their rank order lists and setting their Match Week Supplemental Offer and Acceptance Program® (SOAP®) participation status in the R3 system. Program quotas (the number of positions offered in the Match), SOAP participation status, and program withdrawals must be finalized by 11:59 p.m. ET on January 31. All changes must be approved by the institutional official by that time. Please note that programs cannot certify their rank order lists until changes have been approved.

Programs that choose not to participate in SOAP will not be able to fill any positions until after SOAP concludes on Thursday, March 17, at 11:00 a.m. ET.

Quotas will be changed after the January 31 deadline only in cases of extreme emergency, such as loss of funding or loss of accreditation, or if the ACGME approves an increase in resident complement. Requests for those exceptions must be made in writing by the institutional official and sent to the attention of the NRMP President and CEO by email at support@nullnrmp.org.

Programs accredited by BOTH the American Osteopathic Association® (AOA®) and the Accreditation Council for Graduate Medical Education (ACGME®) and jointly enrolled in the AOA and NRMP Matches that wish to increase their quotas because of unfilled positions in the AOA Match must email their requests to support@nullnrmp.org no later than 5:00 p.m. ET on February 13.

  1. Rank Order Lists

Ranking opens in the R3 system on January 15 and closes on February 22, 2017, the Rank Order List Deadline. By 9:00 p.m. ET on February 22, 2017, a program’s certified rank order list MUST be in the R3 system for it to be used when the matching algorithm is processed. February 22 also is the deadline for creating reversions and for institutional officials to approve them. A program director cannot certify the rank order list if the program has change approvals pending; accordingly, institutional officials are encouraged not to wait until the last minute to complete these steps.

Results

  1. Match Week Preparation

Between the Rank Order List Deadline and Match Week, the NRMP takes a number of steps to ensure the accuracy of Match results. Ahead of Match Week, program directors should update the program contact information in the R3 system and review the Match Week schedule and Supplemental Offer and Acceptance Program® (SOAP®) resources in case their programs do not fill. Institutional officials should update their institution’s billing contact information to ensure the institution receives the Match invoice and does not incur late fees.

  1. Match Week

Match Week begins on Monday, March 13, 2017, when programs learn if they filled. For unfilled programs, SOAP also begins if they are participating. Programs receive their Confidential Roster of Matched Applicants on Thursday, March 16, and other Match reports are posted in the R3 system on Match Day, Friday, March 17, 2017. Join the celebration by sharing on social media a photo of your team or new class of residents using #Match2017.

  1. Waiver Requests

If for any reason an applicant or program cannot or will not honor a binding match commitment, a waiver must be obtained from the NRMP. Applicants and program directors are not authorized to release each other from a binding commitment. Neither can programs discuss, interview for, or offer a position to an applicant until the NRMP has granted a waiver.

  1. Printing Reports Before the Match Closes

The Main Residency Match will close in the R3 system at 11:59 p.m. ET on June 30, after which Match reports no longer will be available. NRMP recommends that program directors and institutional officials print and archive Match reports so they can be used for Medicare cost reports, institutional and program accreditation, and other purposes. Reports should be stored in a location that can be accessed easily by others in the event a staff transition occurs. NRMP charges $200 per report for Matches closed in the R3 system, and only Match Results by Ranked Applicants and Characteristics of Matched Applicants reports will be available.

General Resources