Faculty - Program
Process - Ranking
Program Instructions for Ranking
- Once your ranking period is open, you can log on to PWS as usual
and select the "Rank Order List" header-link at the top of
the page. After selecting "Rank Order List", you will arrive
at a page containing all of the applicants who have applied to your
Program.
- NOTE: you cannot rank an applicant who has not applied to your program
through CaRMS.
- Only PWS administrators can save and submit rank order lists
and/or see their program’s rankings.
- There are two ways you can rank applicants to your program. You can create and
modify your list directly in the PWS online ranking system or export all the
applicants to an offline list, which can be managed in Microsoft Excel.
Once your list in Excel is completed, you can import the data back into the PWS
ranking system.
Entering ROL Data in PWS
- Your “Rank Order List” (ROL) page – and the features on it – is
a work area to rank, remove ranks and re-order your applicant selections. Do
not fear using any of the features on this page while developing your preferred
ranking list. All features allow you to work on your list development up until
you are satisfied with your rankings.
- By default, applicants to your program will automatically be
displayed with a blank box to the left of each candidate. You can enter
numeric ranks in the blank boxes (i.e. 1, 2, 3, 4, etc.). If you leave
a gap in your numeric sequence (i.e. 1, 2, 4, 5), when you save, the
system will automatically fill this gap. You will receive a red message
at the top of the page indicating the gap was filled. If you do not
enter a number, but enter a letter or special character, the system
will not accept the rank when you Save. A red error message will appear
to the right of the intended selection stating: ” You must use
a number to rank an applicant. ” For larger programs, it is suggested
that adminsitrators export their list of applicants (.CSV file that
opens in MS Excel) and manage their ranking offline.
- To ensure your work in progress is not lost, you must click
the “Save” button each time you complete
your list development work.
- After your initial Save of ranked applicants, you will notice that the page becomes
two distinct lists. The top list contains the applicants you have ranked
and saved to date. The bottom list contains those applicants that have
not yet been ranked.
- You can re-order your selections in the top list and move applicants that have
already been saved by using the “Move to” box. You
simply add a new preferred rank number into the “Move to” field and
then save. You can add applicants from your bottom list to your top list by inserting
a number in the box to the left of the corresponding applicant and then saving
the list.
- You should be aware that modifications to your list affect your entire
list. For example, if you choose to insert an applicant into Rank #4
on a 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 #6, and so on. (For more information on successful
ranking methods, read CaRMS “Ranking
Strategy” information by Clicking
Here
- You can “Remove” an applicant from the top ranked
list and place it back on the bottom list of unranked applicants by checking
the Remove box next to the applicant and clicking save. After saving
your list, the remaining ranks on your top list will be re-displayed, closing
any gaps that may have been created.
- You should use the “Clear” feature
carefully. This action will remove all previous ranking information you
have inputted and set all your rankings back to blank or square one.
- Another feature on the ranking page is the “View ROL” button.
This will allow you to view and print your work in progress. It is strongly
recommended that you display and print a final copy of your submitted Rank
Order List for your records before the Rank Order List deadline.
- There is a Sort feature available on the bottom list
of unranked applicants. You can sort by Applicant (last name)
or by Medical School simply by clicking the column header.
Entering ROL Data in Microsoft Excel
- In response to requests from programs managing many applications, CaRMS
has developed a simple tool which allows programs to export their list
of applicants to a comma separated value file (.CSV) that can be opened/modified
in Microsoft Excel.
- To download a .CSV file to your computer, click the left navigation
link “Export Rank List”. If you would like to have your list
sorted by Applicant (last name) or by applicants’ Medical
School, you should Sort the list prior to exporting. Once you have
successfully downloaded your list, open Microsoft Excel and from within
the application, Open the saved .CSV file. Note the list will not contain
rank numbers even if you have previously saved this information. The export
function automatically places a “0” rank for each applicant.
It is strongly recommended that programs decide, at the outset of ranking
applicants, if they intend to use the export feature since ranking data
will not be exported. In addition to the “0” rank number for
each applicant, their CaRMS code number, name and medical school of graduation
data is exported for offline ranking.
- To bring in the data you have completed ranking in Microsoft Excel,
save the file in a known location on your computer and then use the left
hand navigation link under the Rank Order List header-link PWS “Import
Rank List”.
- Regardless of the method you use (online vs. offline), your
final rank list must be "submitted" in the PWS ranking system
before the program Rank Order List deadline that you will find on CaRMS
timetable.
- Once you have completed entering your ranks and have saved the list, it must
be submitted in order to be used in the Match. To submit your rank order list,
click the “submit 1 of 2” button on the Rank Order List page.
You will be forwarded to another page where you will see your final rank order
list and a submit 2 of 2 button. Clicking this button will submit your list for
use in the match and will also initiate an email from CaRMS confirming your list
is ready to be used in the match.
- If the Submit 1 of 2 button does not appear at the bottom of your
list, this means you have already submitted your list and no further changes
have been saved. If you would like to modify your submitted list (which
you can do up until the deadline), simply click the View ROL button and
then click the Edit button. Your last submitted list is identified by a
date and time stamp at the top of the submitted list. Each time you successfully
submit your list, you will receive an automatically generated e-mail notice
from CaRMS confirming the date and time of list submission.
- During the programs’ ranking period, there
are three different status levels for your list: Unsaved, Saved and
Submitted.
- 1.
An Unsaved list is the default applicant selection list each
program is provided with at the outset of the ranking period. An Unsaved list
contains only the program’s unranked list of applicants. An Unsaved list
has either not yet been worked on or the program has used the Clear feature
to start their list from scratch once again.
- 2.
A Saved list is a list that is partially completed by the program.
This list is a work in progress that must be completed and submitted prior to
the deadline. Programs should Save their lists (and log-off from PWS) each time
additional work has been completed on their list development.
- 3.
A Submitted list is a list that has been completed by the program
for use in the match. You can still make changes after submitting your list,
but if you do so, the list must be re-submitted before the deadline. Only lists
that have been Submitted will be used in the Match. You can
view and print your list once it has been submitted. It is also a good idea to
submit your list well in advance of the deadline in case warning messages occur
upon submission. This will give you adequate time to modify your list before
final submission. If the Submit button does not appear at the bottom of your
list, this means you have already submitted your list. If you would like to modify
your submitted list, simply click the View ROL button and then
click the Edit button. Your last submitted list is identified
by a date and time stamp at the top of submitted list.
Remember… a Saved list is not a Submitted list and will not
be processed in the Match. You MUST Submit your list prior to the deadline.
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