RECRUITMENT CYCLE

New Coordinators Workshop

Orlando, Florida

Linda Shaffer, C-TAGME

President, ARCS

West Virginia University

Morgantown, WV

April 23, 2013

WARNING

Headlight

Syndrome

WARNING

HEADLIGHT

SYNDROME

Organization

Important task

Time consuming

Never ending

Constant planning & organizing

Communication

Greet each applicant with a smile

RECRUITMENT

Yearly Check List

Set interview dates (February)

Reserve conference rooms (February)

Organize meet & greet (March)

Assign attending / residents (August)

Update handouts for applicants (August)

Select Rank List meeting date (August)

Update hotel accommodation price sheet (Sept)

Order catering (breakfast / lunch) (October)

Prepare individual interview date sheets (Nov)

RECRUITMENT ERAS (Electronic Residency Application Service)

– Service of AAMC (Association of American Medical Colleges)

Enhances medical students’ transition to residency

Reduces time required for application process

Partners with NBME and ECFMG

– Comprised of Four Main Components The MyERAS Web Site

The Dean’s Office Workstation (DWS)

Program Director’s Workstation (PDWS)

The ERAS Post Office

www.aamc.org (ERAS)

RECRUITMENT

ERAS - 1996 Only one specialty – OB/GYN

ERAS – 2000 – General Surgery Residency

ERAS – 2012 47 Residency Specialties

39 Fellowship Specialties

251 General Surgery Program

# of Applicants – General Surgery 2003 – 4,574

2006 – 5,729

2012 – 8,254

RECRUITMENT

Prior to ERAS

Daily Check List

Copy files and distribute to faculty and residents

Evaluation forms

Labels for each file

Charge digital camera for pictures

Itinerary for attending's

Itinerary for applicants

Name badges

Schedule packets for applicants

Confidentiality Agreement for each applicant

Physician interview forms, copy of contract

Interview day evaluation form

Folder for returned evaluations

Confirm catering and room

Remind residents / attending's

The left side of the screen contains the

applicant information, arranged in separate

tabs.

Application Manager

The right side of the screen is the Review

Sheet, where you record information about

applicants.

Review Sheet

The Menus and Icons allow you access to the

various features of the PDWS.

PDWS Menus and Icons

ERAS Training & Contacts

Website: www.aamc.org (ERAS)

Questions: erashelp@aamc.org

ERAS Help Desk: (202) 828-0413

Monday – Friday 8 AM – 6 PM (ET)

Training Session:

Instructor Based PDWS – ½ day session

Web Based Session for Seasoned

Coordinators

Power Point Tour

ERAS Timeline Date Activity

June Schools begin receiving PDWS materials

Begin generating & distributing tokens

July 1 MyERAS website opens to applicants

August ACGME Residency programs begin

receiving PDWS kits

September 1 ERAS Post Office opens

September 15, 2012 ERAS Post Office opens

October 1, 2012 MSPE’s are released

Medical Student Performance Evaluations

Dean’s Letters

November 1 MSPE’s are released

December Military match results available

March 11

March 11-15

NRMP Match Week (3rd week of March)

Supplemental Offer & Acceptance Program

(SOAP) begins (Match week)

May 31 ERAS Post Office closes

INTERVIEW PROCESS EVALUATION

Communication/Correspondence Prior to Interview

NRMP Applicant Match History*

Ease/Convenience to Schedule / Reschedule /

Manage Interview

Night Before Meet and Greet

Check-In Process

Quality of Handouts Distributed

Orientation Lecture

Interview Sessions

Luncheon

Tour of Campus

Overall Rating of Entire Interview Process

RANK LIST MEETING

Set Date Early

Distribute Save the Date

Announcements

ERAS Documentation Updates

Organize Files / Documentation

Contact Program (Couples Match)

Verify Visa Status

Mickey Mouse Walt Disney University

USMLE I: 247

USMLE II: 253

CS: Pass

AAMC: 11111111

Interview Date: 12/02/13 – Day 1

Couples Matching: Minnie Mouse (Med/Peds)

Superstar. Get him. 10

Excellent candidate. Very well rounded! Must recruit! 10

Extremely pleasant personality. He looks to be a general surgeon.

He is committed. 9

Top tier candidate in all areas. Excellent scores, excellent clinical

grades. All letters from Walt Disney University indicate he will be

heavily recruited there. Very interested in our program and

asked great questions. Will be excellent resident. 10

Goofy / Snow White / Pluto / Cinderella

Daisey Duck

Donald University School of Medicine

USMLE I: 223

USMLE II: 233

CS: Pass

AAMC: 22222222

Interview Date: 12/02/13 – Day 1

F1- Academic Student Visa

Smart. Well educated. Sincere. 9

Sharp. Focused. Quiet but to the point. Makes great conversation. Not

shy to expose her opinion. 9

Smart. Centered. Visionary. 10

Engaging personality. Certainly well qualified. Would be an excellent

addition to WVU. Impressive but very down to earth. May be interested

in SCC. 10

Donald Duck / Huey / Dewey /Louie

Winnie T. Pooh Hundred Acre Wood University

USMLE I: 208

USMLE II: 233

CS: Pass

AAMC: 33333333

Interview Date: 12/09/13 – Day 2

Preliminary – Hundred Acre Wood Univ (2011-12)

PD – Christopher Robinson

Good scores. Excellent Surgery rotation. Good interpersonal skills. Good

appreciation of anatomy and physiology. Is very interested in WVU. 9

Interested in research. Summer research Honey Tree University. Excellent

surgery rotation. Internal medicine rotation fair! Excellent letters. 7

Shy. Smart. Looking for our program as his place. 8

Well spoken. Good letters. Excellent recommendation from current PD. I

think he would do very well. I would like to see him here next year. 10

Eeyore / Piglet / Tigger / Robinson

RECRUITMENT

NRMP (National Resident Matching Program)

Provides uniform date of appointment

Impartial venue matching applicants and programs

2013 Processed 40,335 applicants

Enrolled in NRMP: 4,006 programs

Positions Offered: 26,392 (PGY-1)

General Surgery Categorical:

246 programs enrolled

1185 PGY-1 positions offered

5 unfilled positions

www.nrmp.org

2012-2013 Main Match Schedule

Date Activity

September 1, 2012 Registration opens for applicants,

institutional officials, program directors, and

medical school officials.

November 30, 2012 Applicant registration deadline

January 15, 2013 Rank Order List entry begins

January 31, 2013 Quota Change Deadline

February 20, 2013 Rank Order List Certification Deadline

New Match Week Schedule

Monday

(March 11, 2013)

11:30 School Unmatched Seniors Report

12:00 Applicant “Did I Match?”

Program “Did I Fill?”

Unfilled Positions on Web released only to participants eligible

for the Supplemental Offer and Acceptance Program (SOAP)

2:00 ERAS begins sending applications (SOAP)

Tuesday

(March 12, 2013)

11:30 Programs with unfilled positions may start entering their SOAP

preference lists at 11:30

Wednesday

(March 13, 2013)

11:55 Programs finalize 1st Round (SOAP) preference lists

12:00 Program offers begin (SOAP) : (valid 2 hours)

Thursday

(March 14, 2013)

SOAP Continues

Friday

(March 15, 2013)

1:00 Match Day (3rd Friday March)

1:00 Applicant “Where Did I Match?”

5:00 Last offers expire (SOAP) concludes

Monday

(March 18, 2013)

12:00 Match Results by Ranked Applicant

Match Outcome for All Programs

RECRUITMENT

March – September Match week

Contact matched applicants

Send out letters of intent/offer

Send out employment & informational packets

Back up ERAS – import data in E*Value

Prepare for orientation

Attend recruiting fairs

Install ERAS

Register with NRMP

Familiarize yourself with ERAS

RECRUITMENT

September – October ERAS Post Office opens

Download applications

Deans/MSPE’s Oct 1

Screen applications

Run NRMP Match History

Reports on applicant status

Invite applicants

Begin to schedule interviews

RECRUITMENT

November – January Continue to download applications

Continue to review applications

Continue to schedule interviews

Organize interview sessions

Conduct interviews

Organize Rank List meeting

RECRUITMENT

February Download any new supporting

documentation for ranked applicants

Conduct Rank List meeting

Prepare/enter/CERTIFY RANK LIST

RECRUITMENT

Summary

Organization

Check Lists

Communication

Know what PD/Chair expects &

wants

ERAS Time Line

NRMP Main Match Schedule