Post on 18-Mar-2018
SF Match Medical School PortalUser Guide
Login to SF Match Medical School Portal 1
Authorized User Types
1
Admin user 1 Associate user 1
Updating Medical School Profile
1
Managing Authorized User Accounts
2
Updating an existing user account 2 Deleting an existing user 2 Add new user 3
Viewing list of Students/Graduates Currently Registered for SF Match
3
Central Application Service (CAS)
4
Overview 4
Required documents (general) 4
Documents for PGY‐2 Ophthalmology Residency Match Applicants
4
List of required documents 4 Uploading documents for PGY‐2 Ophthalmology Residency Applicants 4 Uploading documents individually 5 Uploading several documents at once (bulk upload) 6
Deleting/overwriting a document 6 Fixing declined documents 7 Uploading updated versions of medical school transcripts 7 MSPE letters 7 Additional documents acceptable for distribution
Mailing Hardcopies to The Central Application Service (CAS) Office
8
Viewing List of Available Training Programs
8
Viewing Match Results
8
Viewing Match Archive
8
Contacting SF Match
8
MEDSCHOOLPORTALGUIDE2016_V1 1
Login to SF Match Medical School Portal Login at https://www.sfmatch.org. Your username is the email address associated with the account. If
you forgot your password, click on “forgot?” and the system will email you a new password.
After logging in, select the specialty match you wish to access from the dropdown menu. You can switch
specialties at any time during your login session by selecting “view another specialty”.
Authorized User Types There are two types of users for medical school portal: admin and associate.
Both users have the same account privileges with the following two exceptions:
- Only admin users can manage other user accounts such as updating, adding and deleting.
- Only admin users have access to recent match results.
Updating Medical School Profile To update your medical school profile, click on the “edit” link in the “Medical School Profile” box, make
the necessary changes then click on “save”.
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Managing Authorized User Accounts Only Admin users have the ability to manage other user accounts. Associate users can only edit his/her
own profile. In the event that no admin user is available to make changes to the account, please have an
authorized school representative send a request in writing to SF Match by mail or email.
Updating an existing user account
To make updates on an existing user account select “Edit” in “Authorized User(s)”, select
the
icon next to the profile you wish to edit, then click on “save” after you make the
necessary updates.
Deleting an existing user
To delete an existing user account click on “Edit” in “Authorized User(s)”, select the icon
next to the profile you wish to delete, then click “Delete”
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Add a new user
Click on “Add New User”, enter the user profile information, select user type (admin or
associate) and click on “save”. Please remember to share the username and password with your
new user.
Viewing List of Students/Graduates Currently Registered for SF Match Login and select the specialty match of interest and click on the “Applicants” tab to view the list of
students/graduates registered for the match and to view their application status (if applicable).
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Central Application Service (CAS)
Overview
Central Application Service (CAS) is a service offered by SF Match which distributes applications
to training programs. Applicants who register for a specialty that utilizes CAS do not need to
register for CAS separately; however, a separate distribution fee is applicable for most CAS
specialties. Please go to www.sfmatch.org to view distribution fee structure.
Required documents (general)
CAS only distributes complete application to programs. A list of required documents for each
specialty match is available at www.sfmatch.org as well as in the Application Instructions tab
within the SF Match Medical School Portal for the selected specialty.
Documents for PGY-2 Ophthalmology Residency Match Applicants Currently, medical schools are limited to uploading documents for applicants registered in the PGY‐2
Ophthalmology Residency Match only. Participants in other SF Match specialties who need medical
school issued documents such as medical school transcript(s) and MSPE letters must mail hardcopies to
the CAS/SF Match office as instructed in their CAS manual.
List of required documents for PGY‐2 Ophthalmology Residency Match
The requirements for completing the application for distribution are listed below:
1. CAS distribution choices (online submission)
2. Completed CAS application form (online submission)
3. College Transcript(s)
4. USMLE I/COMLEX I/MCCQE I transcript(s)/report(s)
5. Medical School Transcript(s)
6. Three letters of reference
Uploading documents for PGY‐2 Ophthalmology Residency Applicants
Applicants must first submit their online CAS application in order to enable document upload
functions.
Applicants are responsible for monitoring their application/documents status. In addition, the
system will send an email alert to all authorized medical school users informing that the
applicant’s profile is ready to begin receiving documents. Copies of notification alerts are also
available within the SF Match Medical School Portal message inbox.
Documents must be in non‐secured .pdf format and can be uploaded individually (one
document at a time) or in bulk (several documents at a time).
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Below is a list of documents and upload source:
Note: Items 1‐7 are required documents.
Uploading documents individually
Step 1: Login to your SF Match account
Step 2: Select “Ophthalmology Residency” from the dropdown menu
Step 3: Go to the “Applicants” tab
Step 4: Click on the applicant’s 5‐digit ID to open the applicant’s document details
Step 5: Click the “Select File” button for the document you wish to upload
Step 6: Browse your computer for the document and click the “Upload” button
Upon successful upload, the document name will become hyperlinked. Review your recent
upload by clicking on the hyperlinked document name. The status column will indicate that the
document has been received.
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Uploading several documents at once (bulk upload)
Step 1: Login to your SF Match account
Step 2: Select “Ophthalmology Residency” from the dropdown menu
Step 3: Go to the “Applicants” tab
Step 4: Click on the button
Step 5: Browse your computer for the documents and click the “Upload” button.
Upon successful upload, the document name will become hyperlinked. Review your recent
upload by clicking on the hyperlinked document name. The status column will indicate that the
document has been received.
Deleting/overwriting a document
Documents can be deleted so long as they have not been distributed or are not in “processing”
status.
To delete a document, follow steps 1‐3 described above, click on the 5‐digit applicant ID for the
applicant whose document you wish to delete, then click “Delete”.
Please note that if a mistake was found and you have the correct file to upload, you can
overwrite the previous file by following the same steps described above. Documents can be
overwritten so long as their status are not “distributed” or “processing”.
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Fixing declined documents
Documents may be declined by the CAS office if the document is:
a. Not a document approved for CAS distribution;
b. Has poor resolution/is unreadable;
c. Is the incorrect document.
When a document is declined by the CAS, its status goes from “processing” to “declined”. The
system will send a declined document notification email to the responsible party and copy the
applicant. A copy of the notification email is also made available in the medical schools’ SF
Match account inbox.
Declined documents can be fixed in the following ways:
1. By deleting the declined document (see instructions on how to delete a document on
page #). Document status will go from “declined” to “blank”.
2. By overwriting the declined document with a new upload. Document status will go from
“declined” to “received”.
Uploading updated versions of medical school transcripts
A maximum of 2 updates are allowed for medical school transcript(s). Upload links for
subsequent updates are enabled when the previous version has been distributed. Medical
school users are required to fill out a coversheet when uploading new versions of medical school
transcripts. This coversheet is intended for programs so that their application review staff can
quickly identify what has changed since the previous version. Updates for medical school
transcripts are not mandatory but it is strongly encouraged that at least one updated version be
uploaded for senior students when MSPE letters are uploaded.
MSPE letters
MSPE letters can be uploaded through the SF Match Medical School Portal. In order to comply
with the AAMC rules, MSPE letters for seniors will not be distributed until October 1st.
Additional documents acceptable for distribution
A list of approved additional documents is available in the “Applicant Portal”. Examples of
approved additional documents are: AOA letter, USMLE Step 2 CS and CK, COMLEX CE + PE,
post‐graduates transcript(s), etc.
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Mailing Hardcopies to The Central Application Service (CAS) Office The CAS office will continue to accept hardcopies for PGY‐2 Ophthalmology Residency applicants in the
event that digital copies are not available. Applicants should mail all supporting documents in a single
envelope to:
SF Match – CAS department
655 Beach Street
San Francisco, CA 94109
(No weekends/holidays delivery)
Please include the 5‐digit applicant ID on all documentations and communications sent to SF Match.
Viewing List of Available Training Programs Medical schools may view the current list of training programs for all of our specialty matches. To view
the program directories, login to your SF Match account, select your specialty and click on “Program
Directory”. You may enter a search criteria to filter results or select “search” without entering any
criteria to view the list of programs in state alpha order.
Viewing Match Results Recently released match results can be viewed by admin users. Check the specialty’s timetable for
match results release date to medical schools. Login to your SF Match account and go to “Applicants’ tab
after selecting the specialty. You may share match results with your students as soon as you have access
to them.
Viewing Match Archive To view past‐match results, login to your SF Match account, select a specialty and click on the “Archive”
tab. You may view past‐match results by specialty’s match cycle, student’s first and last name and/or
year of graduation.
Contacting SF Match SF Match
655 Beach Street
San Francisco, CA 94109
Phone: 415‐447‐0350
Fax: 415‐561‐8535
help@sfmatch.org (main email)
medschool@sfmatch.org (for exclusive use by medical schools)
www.sfmatch.org
Hours: Monday – Friday 8:30 AM – 5:00 PM PST