ERAS Program Director’s Workstation (PDWS) User Guide 2013 docx

ERAS 2013 Program Director's Workstation User Guide 1.1 Introduction to ERAS PDWS User Guide 1.2 Document Conventions 1.3 ERAS Source Documentation Policy 1.4 New for ERAS 2013 1.5 C

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ERAS 2013 Program Director's Workstation User Guide

Table of Contents

ERAS® 2013 PDWS User Guide 1

1.1 Introduction to ERAS PDWS User Guide 2

1.2 Document Conventions 2

1.3 ERAS Source Documentation Policy 2

1.4 New for ERAS 2013 3

1.5 Communicating Requirements to Applicants 4

1.6 Overview of ERAS Documents 5

1.7 ERAS Help Resources 8

1.8 Backing Up Data 9

Security and Contingency Procedures 10

2.1 Recommended Security for the PDWS 11

2.2 PDWS Contingency Procedures 11

Getting Started 12

3.1 Startup Procedures 13

3.2 ERAS Data Filter 14

3.3 Migration Wizard 15

3.4 Selecting Between Different Programs and Types of Training 16

3.5 Creating Users 17

3.6 Assigning Permission Levels 17

3.7 Downloading and Processing Applicant Files 18

Components Overview 21

4.1 PDWS Basic Components 22

4.2 Application Manager 25

4.3 Review Sheet 28

Status Tab 28

Scores Tab 29

Interview Tab 31

Local Data Tab 31

Local Documents Tab 32

Correspondence Tab 33

Notes Tab 34

4.4 Modifying Applicant Tracks 34

4.5 Deleting & Restoring Applicants from the PDWS 35

Filter/Sorts 37

5.1 Finding Applicants 38

5.2 Filter/Sort Introduction 38

5.3 Pre-defined Filter/Sorts 40

5.4 Creating a Filter/Sort using the Filter/Sort New Wizard 41

5.5 Creating a New Filter/Sort from Scratch 42

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5.9 Marking a Filter/Sort as a Favorite 45

5.10 Deleting a Filter/Sort 46

Printing 47

6.1 Printing Applicant Files 48

6.2 Creating Mailing/Folder Labels 51

Change Entire Recordset 53

Managing the Interview Process 55

8.1 Interview Manager 56

8.2 Scheduling an Applicant for an Interview 58

8.3 Wait Listing an Applicant for an Interview Date 59

8.4 Managing Interviewers 60

8.5 Scoring an Applicant’s Interview Performance 61

Ranking/Scoring 64

9.1 Ranking Applicants 65

9.2 Creating Rank Files 67

E-mail 68

10.1 Using the PDWS to E-mail Applicants 69

10.2 Creating E-mail Messages 69

10.3 Viewing E-mail Messages 71

10.4 Viewing & Copying E-mail Addresses 72

Reports 74

11.1 Displaying Reports 75

11.2 Reporting With Tracks 76

11.3 Exporting Data 77

11.4 Creating Tables/Graphs 79

PDWebRevue (PDWR) 81

12.1 Introduction to PDWR 82

12.2 Creating and Modifying PDWR Users 82

12.3 Assigning Applicants to PDWR Users 83

12.4 Reviewing Applications Using the PDWR 84

Appendix 1: ERASHub User Guide 86

Current Operation Tab 87

Configure Tab 88

Units Tab 88

Log Utilities Tab 90

About Tab 90

Appendix 2: Filter/Sort Conditions 91

Appendix 3: Who’s Who: Players in the ERAS Recruitment Process 94

Appendix 4: Medical Schools Requiring USMLE Step 2 CK for Graduation 99

Appendix 5: Medical Schools Requiring USMLE Step 2 CS for Graduation 103

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1.1 Introduction to ERAS PDWS User Guide

1.2 Document Conventions

1.3 ERAS Source Documentation Policy

1.4 New for ERAS 2013

1.5 Communicating Requirements to Applicants

1.6 Overview of ERAS Documents

1.7 ERAS Help Resources

1.8 Backing Up Data

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1.1 Introduction to ERAS PDWS User Guide

We hope you find this Technical User Guide useful Many of the policies and procedures previously found in this guide have been moved to the Web site, including participating specialties and programs; ERAS timeline; and directory of medical school contacts, among other items of interest Please visit the Web site often for up-to-date announcements and information regarding ERAS

www.aamc.org/services/eras

We are working on the new Web-based system and are excited to share our progress with you Check the Web site often for screen shots of the new software and progress updates As soon as the new application is completed, ERAS will partner with users to provide training in preparation for the new system’s debut Our goal is to ensure a smooth transition from the old system to the new Exposure and training are key components to ensuring a positive experience for all ERAS users

For helpful details regarding installation and information about ERAS, please visit our Web site at https://www.aamc.org/services/eras/program_staff/139682/tech_support.htm The PDWS is

designed so that one or more users can access application information at a time We recommend a network setup whenever possible, but your program must decide how it will install the ERAS software; either on a network or on a single workstation

This format is used to refer to menu commands, the names of tabs, titles, or buttons as they

appear in the software

Bold

Used for all levels of headings

Note

Information highlighted for the purpose of informing PDWS users

1.3 ERAS Source Documentation Policy

ERAS strives to transmit source documentation via the ERAS system Designated dean’s office staff that transmit applicant documents to training programs via ERAS must receive, for example, original letters of recommendation (LoRs) directly from the author and receive medical school transcripts and MSPEs issued directly from the medical school Reproductions of PDWS documentation from prior ERAS applications do not qualify as acceptable source documentation Designated dean’s offices have been instructed not to accept printed PDWS documents for transmission via the ERAS system

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ERAS prohibits the use of ERAS documents received through the Program Director’s Workstation

(PDWS) for any other purpose, and these documents may not be printed, faxed, e-mailed or otherwise transmitted to any individual or organization that is not associated with securing the applicant’s

training position at your institution Documentation received via the PDWS may only be used for the review and evaluation of an applicant for a training position at your program For a complete listing of ERAS Policies visit the Policy section on our Web site, found on the left navigation or visit:

https://www.aamc.org/services/eras/policies

1.4 New for ERAS 2013

The following list will highlight changes to the PDWS for the 2013 Season

Changes for PDWS 2013

• Participating in the NRMP Match has been added under the Summary Sheet Tab

•

General tab - Race and Ethnicity will be changed to Self-Identified

 You will have the ability to search, filter and sort by these categories

This new language will be found throughout the PDWS and is also the language the applicant will see in MyERAS

 You will have the ability to export Self-Identified

•

information

Couples/Visa/Other tab - Language and Proficiency Descriptions

•

have been added

Examination tab - we have removed the Examination reported by applicant and ECFMG

reported by applicant sections

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• When exporting data using the Export Wizard

NRMP Participating Programs Only

, the excel file will launch after the requested information is exported

•

 5 predefined filters have been added specifically for

Supplemental Offer and Acceptance Program (SOAP)

SOAP



Reapply Applicant, SOAP Applicant, SOAP Eligibility, and Match Status have been

added as statuses under the Review Sheet and Summary Sheet

 These fields will remain blank until

Although the MyERAS Application is comprehensive, your program may require additional information

or documents not included in the MyERAS Application You may adopt any of the following strategies

in order to obtain this information:

• Request that applicants e-mail, fax or mail required documents to your office Programs can

use the Local Documents tool to append the document to the applicant’s electronic file (for directions, refer to Local Documents

• Include a list of required questions in your informational materials or Web site and instruct applicants to address these questions in their personal statements

tab in section 4.3 of this guide)

• You can use the Filter/Sort feature in the PDWS to ask a subset of applicants for additional information once their application materials are received (for directions, see Filter/Sorts

• Update your website information in ERAS Account Maintenance (EAM)

) The PDWS can be used to produce mailing labels or e-mail messages for these select applicants

Note: Do not ask applicants to have their medical school submit MCAT® scores or non-medical school

transcripts via ERAS According to the Family Educational Rights and Privacy Act (FERPA), this would cause EFDO and medical schools to be in violation of the federal law regulating the transmission of third party documents If you require these documents, the applicant must request them from the originating source The originating source should mail the official

documents directly to your program You may then add them to the applicants file in the PDWS

using the Browse option under the Local Documents feature on the Review Sheet

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1.6 Overview of ERAS Documents

Medical schools and designated deans' offices, such as the ECFMG and the EFDO are instructed to transmit the applicants’ materials as soon as they are received However, not all application materials are received at the same time Programs first receive a MyERAS Application, then the USMLE and/or COMLEX transcript, letters of recommendation (LoRs), and MSPEs at another time

Applicants may request to send programs any of the following ERAS documents:

• MyERAS Application, which includes a CV resume

• Personal Statement

• Medical School Transcript

• Medical Student Performance Evaluation (MSPE)

• Letters of Recommendation (LoRs) (Maximum of 4)

• USMLE Transcript (optional)

• COMLEX® Transcript (optional)

• ECFMG Status Report (international medical graduates only)

• Wallet-sized Color Photograph (optional)

• Postgraduate Training Authorization Letter (PTAL) or “California Letter” (International Medical Graduates only)

• ABSITE Scores (surgical sub-specialty Fellowship applicants only)

Programs requiring additional documents not mentioned previously should refer to section 1.5 of this guide

Note: Academic transcripts and MSPEs transmitted from US medical schools are official primary

source documents, and may be labeled "For ERAS Use Only." IMG applicants may not be able to secure medical school transcripts or an MSPE from the medical school; therefore these

documents may be copies The ECFMG Status Report, USMLE transcript, and COMLEX

transcript are official primary source documents

MyERAS Application and Personal Statements

Applicants complete one MyERAS Application for all programs Applicants may customize personal statements for each program If your program requires specific information to be addressed in a personal statement, or a specific format, communicate your requirements to applicants inquiring about your program

Medical School Transcripts

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applicants because they are not produced on tamper-resistant paper These documents are sent directly to the EFDO on behalf of the USG IMG fellowship applicants, however, may request that their school transcript be sent directly to the EFDO for processing or they may send the transcript to the EFDO

Medical Student Performance Evaluation (MSPE)

The MSPE for US seniors and graduates is an official document from the medical school MSPEs are available to osteopathic programs on October 15, 2012 beginning at 12:01 a.m ET MSPEs are

available to allopathic programs on October 1, 2012 beginning at 12:01 a.m ET The MSPE is released

to fellowship programs from the ERAS PostOffice

Letters of Recommendation (LoRs)

The USMLE transcript includes the following:

for access by designated programs In the absence of an unusual event, NBME generally processes transcript requests within five business days of receipt ERAS cannot require that applicants submit USMLE scores to programs If your program requires a USMLE transcript, be sure to include this information in your brochure or on your Web site USMLE Step 1, Step 2 CK, Step 2 CS and Step 3 scores are reported as part of a complete USMLE transcript

• Applicant’s name and other personal identification information, including date of birth;

• Complete results history of all Steps and Step Components taken;

• History of any examinations for which no results were reported;

• Indication of whether the applicant has previously taken the former NBME Parts I, II, or III, Federation Licensing Examination (FLEX), or ECFMG Clinical Skills Assessment (CSA®);

• Annotation(s) if the applicant was provided with test accommodations as applicable;

• Annotation(s) and information documenting classification of any scores as indeterminate;

• Annotation(s) and information documenting any irregular behavior; and

• Notation(s) of any actions taken against the applicant by medical licensing authorities or other credentialing entities that have been reported to the FSMB Board Action Databank

Note: Graphical performance profiles, which are included on original Step 1, Step 2 CK, Step 2 CS and

Step 3 score reports, are not included in the USMLE transcript Also, the two digit score is no longer displayed on the transcript

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Notice of prior NBME Part history

If the applicant passed a combination of NBME Parts and USMLE Steps, the USMLE transcript is sent electronically, and a message appears stating that NBME Part scores are sent by mail If the applicant passed NBME Parts only, you will receive an electronic message indicating that the NBME Part scores will be sent by mail in the form of a paper transcript These documents cannot be sent electronically

COMLEX transcripts include the following information:

• A complete score history as of the date the transcript is processed

• Three-digit and two-digit score equivalents

• Minimum passing score for each exam taken

• An annotation when test accommodations is provided or when irregular or unprofessional conduct has been determined

Note: To assist programs with converting COMLEX three-digit board scores into percentiles, the

NBOME has installed a Score Converter on their web site Access the converter by pointing your browser to www.nbome.org and locating the “Score Conversion” button on the lower left navigation bar

ECFMG Status Reports

Students and graduates of international medical schools apply to programs directly through the

ECFMG The ECFMG automatically sends an ECFMG Status Report for each applicant applying to residency training programs using ERAS Upon request, ECFMG will also transmit the report for IMGs applying for fellowship positions This report contains information verifying the applicant's certification status This document is updated automatically if the applicant's status changes; for example, if the applicant becomes ECFMG certified You do not need to contact the ECFMG to verify certification status The ECFMG verifies medical school credentials as part of the ECFMG certification process The ECFMG does not authenticate documents submitted for ERAS processing

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Photographs are viewable if an applicant assigns the photograph to your program Consult your legal counsel to determine if screening the photograph is necessary

Postgraduate Training Authorization Letter (PTAL) or “California Letter”

IMGs applying to programs in California, must submit a Postgraduate Training Authorization Letter (PTAL) issued by the Medical Board of California with their residency applications The PTAL was formerly known as the California Applicant Status Letter and may also be referred to simply as the

“California Letter.”

Note: The Medical Board of California may require several months to issue the PTAL IMGs are

advised to contact the Medical Board of California for information and apply for the PTAL well

in advance of program deadlines

1.7 ERAS Help Resources

ERAS has developed a comprehensive help resource system to assist you with using the PDWS No matter where you are in the software (creating a filter/sort, finding an applicant, or viewing an

applicant's transcript) you can obtain help quickly

Help Functions within the PDWS

This User Guide exists within the PDWS software To access, click on the toolbar You may also

click the F1

ERAS Web Site

key while operating the PDWS for information relating to the current window open on your screen

In the event that your question is not addressed by any of the above resources, please visit the ERAS Web site for program staff at https://www.aamc.org/services/eras/program_staff/ to view online technical resources for IT staff to aid with the installation of the PDWS and the troubleshooting of common problems that may occur during set-up and installation

ERAS HelpDesk

Technical questions still pending after referencing the above resources can be sent directly to the ERAS HelpDesk at erashelp@aamc.org To expedite the response to your question, please include your name, the name of your institution and specialty, and your Unit Login ID in the e-mail Your Unit Login

ID is located in the lower left corner of the PDWS window, just above the Windows® Start button Be very specific when describing your problem and provide information about the computer being used, the computer’s operating system, and the set-up of the PDWS (network or local) Please include the exact wording and/or a screen shot of any error message ERAS HelpDesk staff will respond to your questions within forty-eight hours

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The ERAS HelpDesk staff is also available to answer your questions by telephone at (202) 828-0413, Monday-Friday, 8 a.m to 6 p.m., ET To expedite responses to your questions, please have available your name, name of your institution and specialty, and your Unit Login ID

Local Help

Your information technology (IT) or network support staff may be able to provide on-site resources and assistance if you encounter problems during the operation of the PDWS Contact them if you have problems installing the software, printing from within the PDWS, or connecting to the ERAS PostOffice Other PDWS users from your institution may also be able to provide assistance on using the software effectively

1.8 Backing Up Data

The PDWS should be backed up every day to protect files in case of an emergency, such as fire, flood,

or hard drive malfunction If you installed the PDWS on a network, check with your IT personnel to be sure that the files are routinely backed up

Note: In the case of an emergency, the ERAS PostOffice can resend any documents downloaded from

the ERAS PostOffice

Backing Up Your MyERAS Applications

However, any customization and additions to the PDWS, including data filters, application statuses, local data, and filter/sorts you entered is lost if your local computer fails and you have not backed up your system

As a precaution, we have created a way for you to back up your applicant databases locally As part of

the Update Program Data window, there is a checkbox that displays, “Backup Database before

Updating Program Data

Backing Up Outside of ERAS

” When checked, this feature will only back up the MyERAS Application, not the supporting documents that come with the application This function should not replace your

normal back up routine but merely supplement it ERAS recommends that you independently back up your databases frequently

The best precaution against losing information is to have your IT staff ensure your ERAS data is backed

up regularly You need to back up the ERASSERV.K13 directory to ensure that all your documents, filter/sorts, scores, interview scores, local data, etc are saved Talk to your IT staff about establishing a regular back up schedule

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2.1 Recommended Security for the PDWS

2.2 PDWS Contingency Procedures

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2.1 Recommended Security for the PDWS

To ensure maximum security and confidentiality of applicant information, it is important that access to the PDWS be restricted when the equipment is not in use ERAS software is password protected We recommend that each user be given a user account and password to access the PDWS

The PDWS is customized for each program and includes a unique identifier that allows access to the

ERAS PostOffice This identifier sends a signal to the ERAS PostOffice each time you download

documents The ERAS PostOffice accepts transmissions only from a properly identified location

Similarly, each PDWS receives documents only when the workstation has properly identified itself to

Note: For security purposes, it is important to ensure that the PDWS equipment (PC and printer) is

secured at all times All staff should use appropriate password protocols to protect access to the PDWS as well as to shut down the system during inactivity If you need your Login ID and password, contact the ERAS HelpDesk

2.2 PDWS Contingency Procedures

Although ERAS does not expect any failures in the system, we have anticipated potential problems and have developed procedures to quickly and effectively deal with the possibility of a disaster It would be prudent, however, for you to also develop your own contingency plan Program directors, their

institutions, and designated dean’s offices are expected to practice safe computing practices by

backing up the ERAS files on workstations and/or servers routinely When new software is installed, the new files should be checked for viruses before executing them These practices should allow local staff to deal with most kinds of failures Downloading data files, such as the application documents transmitted by ERAS, does not present a security risk

Should your computer fail and files not be completely recovered, the software can be reinstalled on a

replacement machine prior to the close of the ERAS season which is on May 31st The ERAS PostOffice

has an archive capability that allows all files to be retransmitted to the program This means that a copy of the files originally transmitted to the program can be downloaded to the replacement

machine If there is no backup system in place, any changes created locally at the program site would

be lost in the event of a failure

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3.6 Assigning Permission Levels

3.7 Downloading and Processing Applicant Files

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3.1 Startup Procedures

To enter the PDWS, you must log in with a user name and password The software is equipped with

the default user name admin and the password aamc

To Log into the PDWS for the First Time:

(case sensitive)

1 Select Start | Programs | ERAS 2013 | ERAS Program Director's Workstation 2013 or

double-click the PDWS 2013

2 Enter your

icon on your desktop

password at the log in screen

• As stated above, the default user name is

admin and the default password is aamc To

keep your system secure, you should change your password immediately after logging into the PDWS The new password must be at least 6 characters and can be a maximum

of 20 characters Changing the password can be done by selecting Tools | Manage

Users and Permissions

3 Select your program from the

once you are logged into the software

Program Unit drop-down menu If you have multiple programs select the program you are interested in viewing

Note: AAMC test program contains fictitious applicants so you can practice using the software

4 Click OK

5 If you would like to select a Filter to run when the PDWS opens, click

to display the ERAS Program Director's Workstation 2013 Startup Filter dialog box

New Filter

• The selection

and select which types you are interested in viewing

“Active Applicants”

6 If you have multiple Program Tracks select the Program Track you are interested in viewing

is the default program filter

• You can select all your program tracks at once by clicking Mark All

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3.2 ERAS Data Filter

When accessing the PDWS for the first time, the ERAS Data Filter

The

dialog box appears, asking whether you want to screen certain data from view You can do this now or at a later time

ERAS Data Filter

Note: When the software is first installed, the default is to screen all these data items

allows you to screen sensitive information from view during the application evaluation process You may screen Birth Date, Birth Place, Citizenship/Visa Status, Felony Conviction, Gender, Limitations, Misdemeanor Conviction, Photograph, Race/Ethnicity, and Social Security

Number

Consult with your institution’s legal staff to determine the best policy for screening data at your

program Some programs view all data items Some screen the items while evaluating applications, but reveal them at the end of the recruitment process so they can report on the gender and

race/ethnicity of their applicants In some states, it may be illegal to view certain items

The PDWS keeps a log of all changes made to the ERAS Data Filter

To Use the ERAS Data Filter:

(including when they were made) to provide evidence as to which items were viewed during the evaluation process

1 When accessing the PDWS for the first time, the ERAS Data Filter dialog box appears,

prompting you to select whether you want to screen certain data from view If you should need to access the ERAS Data Filter later, simply go to

2 Place a checkmark beside those data items you want to view To view all items, click

Tools | ERAS Data Filter

Mark All

3 Click OK to accept the changes If no changes are made, click Cancel

• Items which have been screened are noted in the PDWS as <SCREENED> in both the printed and on-screen application

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4 To view the log of changes, select Tools | View Data Filter Log

3.3 Migration Wizard

The log indicates which PDWS user made the changes, the date that changes were made, and which items were marked for viewing

The Migration Wizard

If this is the first time your program has used ERAS, you will not have any data to migrate However, if you used the program in a previous ERAS season and created users, filter/sorts, and or Local Data fields, you may find the Migration Wizard very useful

is automatically activated the first time the PDWS is run after installation This feature allows you to import your Local Data fields, user-defined filter/sorts, and PDWS users from a previous year’s software

The migrated PDWS user accounts are assigned the default password aamc

Note: The

The migrated user should log into the PDWS with the default password and change their password immediately for security purposes

Migration Wizard does not import any previous season’s applicant data Also, if a previous

season of the PDWS was not installed on your computer, the Migration Wizard

To Use the Migration Wizard:

will not be able

to import any data

1 During the software startup, Migration Wizard displays If you do not import your items from a previous year’s software at the time of installation, you can run the Migration

Wizard at any time by selecting System | Migration Wizard

2 Select the program from which you want to import items The PDWS automatically gives you a list of programs it can locate itself If your program is not displayed, use

Browse to

find where a previous years ERASSERV.K folder is stored Click Next to continue

3 Identify which types of items you want to migrate:

• When migrating filter/sorts, the available filter/sorts are displayed Select the

filter/sorts you want to migrate Click

to continue

Next

• When migrating

to continue

Application Users, the available user profiles are displayed Select the

users you want to migrate Click Next

4 Click Finish to complete the process A dialog box appears stating, "

to continue

The Migration Wizard

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5 Review your Local Data

3.4 Selecting Between Different Programs and Types of Training

tab, Filter/Sort list, and Manage Users list to confirm that the items were migrated successfully

1 Select Tools | Select Program

2 When the log on window appears, select the program of your choice

from the menu bar

3 Enter user name and password

4 Click OK

Choosing Program Tracks

If you have multiple tracks, you can select the type of track to view within the PDWS

To Select which Program Track to View:

1 Select Tools | Select Program Track from the menu bar or press the F10

2 In the

button on your keyboard

Select Program Track window, select the check box(es) for the type(s) of training you are interested in viewing Deselect the box(es) beside the type(s) of training you do not want to view

3 Click OK

Note: To verify what track you are currently viewing, please refer to the middle of the status bar at

the bottom of the PDWS

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If you have multiple tracks, you do not have to download separately for each type When you contact

To add, or update the types of tracks offered by your program, log into ERAS Account Maintenance (EAM) at

to receive application files, everything is transmitted to your PDWS, regardless of the type of training

https:/services.aamc.org/eras/erasaccount/ and request changes, update or change your

track information training types This is located on the Training Offered tab in EAM Once updated in EAM, the changes are sent automatically to your PDWS and you will need to contact the ERAS

PostOffice

3.5 Creating Users

to see the new or updated track in your PDWS

To Create a New User Account:

1 Select Tools | Manage Users/Permissions

New User dialog box, complete the User Name, Password, and Confirm Password

• User names can be up to 20 characters in length and consist of only letters and/or numbers

fields

• Passwords must be between 6 - 20 characters in length and consist of only letters and/or numbers The password is case sensitive

4 Select the appropriate Permission Level

5 Enter the new user's personal information in the appropriate fields (optional)

using the drop-down menu Permissions created previously appear in this list as well

6 Click OK

• The new user appears in the

to add the new user

3.6 Assigning Permission Levels

Existing User Account

select the user you wish to delete and click Delete

Program administrators can create separate logins for each person accessing the PDWS You can

define your own levels of user access, assign permissions for each task, or you can use the pre-defined levels of access You can have multiple users at each level

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Full Access:

provides access to all data and PDWS activities Users can create and add local data fields and add/delete other users Typically, this level of access is reserved for a few people in the program (i.e., Program Director, Program Coordinator, Associate Program Director, etc.)

To Create a New Permission Level:

1 Select Tools | Manage Users/Permissions

2 Select the

from the menu bar You can also click the button

on the toolbar

Permission Level tab and click New

3 Enter a name for the new permission in the Permission box and a description in the

to save the new permission level

Close to exit the Manage Users/Permissions

3.7 Downloading and Processing Applicant Files

dialog box

Retrieving applications for review is a two-step process First you must download the applications from

the ERAS PostOffice and then you must process them The files must be processed and filed in the

applicants’ folders before they are available for review

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Downloading Applicant Files

Applicant documents transmitted to the ERAS PostOffice

Program staff must click

are available for download by July 15, 2012 for osteopathic residencies and July fellowship training programs, September 15, 2012 for residency programs, and December 1, 2012 for December fellowship training programs

Contact ERAS PostOffice to download applicant files that have been uploaded

by the designated dean’s office, National Boards, and applicants

You can contact the ERAS PostOffice

If you work with multiple programs, you must download separately for each program However, if you have one program with multiple tracks, all available files are downloaded once a connection to the

to get applications and supporting documents and update files at any time The downloading speed time varies from day to day depending on your Internet connection and the number of files queued

ERAS PostOffice

The

is established

ERASHub

Note: ERAS recommends that you contact the

is an automated system that will allow you to download and process application files daily, hourly, or continuously while you are using the PDWS or while away from your computer This is

an optional tool and is most useful to programs that receive a high volume of applications For more information, please refer to Appendix 1 of this user guide

ERAS PostOffice

To Download Applications from the ERAS PostOffice:

at least twice daily during peak

application activity and once daily at other times

1 Select System | Contact ERAS PostOffice from the menu bar or the toolbar

2 The ERAS communication dialog box appears when you contact the ERAS PostOffice through

your Internet connection The dialog box displays files sent and files received as well as the

status of your connection to the ERAS PostOffice It also displays the current files being

downloaded as well as the last error that occurred during downloading The dialog box will

also provide you with an accurate number of files that you might have sent to the ERAS

PostOffice

3 After all files have been downloaded, or when there are no files to download, it shows a message that says “

from your PDWS, such as e-mails to applicants

Waiting to reconnect, 599 seconds ‘til wakeup.” This displays the

number of seconds until another attempt is initiated to contact the ERAS PostOffice

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4 Click Quit

Note: If you quit or interrupt the download process once it is underway, it is likely to result in errors

and exception files

once all files have been downloaded

Processing Applicant Files

After downloading your files, a dialog box appears advising you that new documents exist and asks whether you want to update your database with the new documents Depending on how many files you downloaded, this update may take several minutes

1 Click Yes

2 If you do not want to process your data after downloading, click

to update your database (recommended)

No

Note: If another user is downloading files, you will not be able to simultaneously update program

data

to continue working with your applicants

To Update Program Data at Another Time:

1 Select System | Update Program Data from the menu bar or from the toolbar

2 Click Process Data

3 Upon completion of processing incoming data, click

Close

Note: You do not have to notify applicants when application materials are received Applicants can

track the status of their applications on the Applicant Document Tracking System (ADTS) Web site

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4.1 PDWS Basic Components

4.2 Application Manager

4.3 Review Sheet

4.4 Modifying Applicant Tracks

4.5 Deleting & Restoring Applicants from the PDWS

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located below the Menu Bar and contains icons for frequently performed tasks such as Contact

ERAS PostOffice Table 4.1 lists the icons/buttons available on the Standard Toolbar

located at the bottom of the screen and indicates your program’s Unit ID, total number of records

in current recordset, user name, types of training currently being reviewed, and the applicant ID of the selected applicant

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Table 4.1 Standard Toolbar Button/Icons

Button/Icon Name: Function

PDWebRevue: Manages PDWS users who are authorized to view applicant information remotely via a Web browser

Export: Exports applicant data from the ERAS system to Excel or Access

Application Activity: Creates a report that monitors the receipt of all documents for all applicants in your program

Reports: Generates reports including: Applicant Roster, Application Documents Received and Missing Documents

Print Applications: Prints applicant documents

Create E-mail Message: Creates and sends e-mail messages to applicants with valid e-mail

addresses

View ERAS Notices: Contains important information sent to your program from ERAS staff

Interview Manager: Manages the interview schedule

Select Program: Switches between programs

Filter/Sort: Expedites the review process of all applications by creating subsets of applications based on user or pre-defined criteria

All Applicants: Deactivates previous filter/sort and sorts all applicants alphabetically by last name

Active Applicants: Deactivates previous filter/sort

and sorts all active applicants alphabetically by last name

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Manage Local Data: Creates different types of

user-defined data fields Manage Users/Permissions: Creates, deletes, and assigns privileges

Find Applicant: Locates an applicant using the applicant's last name, AAMC ID or other data

Help: PDWS online help

Contact ERAS PostOffice: Downloads and uploads

documents from/to the ERAS PostOffice

Update Program Data: Updates your database with new applications or documents

Search: Locates an applicant by the applicant's last name, AAMC ID or other data

Select Applicant Track: Toggles between different tracks

Located below the Standard Toolbar, the Advanced Toolbar contains buttons for scrolling through applicants

Table 4.1.2 Advanced Toolbar Buttons

Button Name: Function

Move First: Moves to the first applicant in the current recordset

Move Previous: Moves to the previous applicant in the current recordset

Current Item Position: Indicates the number of applicants in the recordset and the current applicant's position within this set This number is dynamic and will change as you change which recordset you are viewing An applicant may be number 5 out of 20 in one recordset,

but number 21 out of 33 in another

Move Next : Moves to the next applicant in the current recordset

Move Last: Moves to the last applicant in the current recordset

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Button Name: Function

Applicant Name/AAMC ID Displays the current applicant's name and AAMC ID

Refresh All Items: Refreshes all items in the current database

Show or Hide Review Sheet: Hides the Review Sheet tabs to give you

more room to view documents in the Applicant Manager, or displays a

hidden Review Sheet

4.2 Application Manager

The Application Manager

Summary Sheet Tab

is separated into different tabs that allow you to navigate within an individual application It displays applicants who meet the criteria of the current filter/sort you are viewing Below is a brief description of each of the available tabs

This is the first page of the Application Manager It provides an overview of the currently selected

applicant At the top is general demographic information The middle section displays a summary of the applicant’s medical education The bottom left section indicates what you can expect to find in the rest of the application (e.g whether the applicant has completed research experience) Documents

that have been received are shown in the Document Status

Note: An exclamation point next to the

section Underlined words are linked to the appropriate sections of the application

USMLE Transcript denotes that the FSMB has taken action

against the applicant Details will be sent to you via the United States Postal Service

General Tab

This tab contains information such as gender, birth place and date, permanent and contact addresses, and information about military or other service obligations, any limitations the applicant might have with performing duties, any misdemeanor convictions, and any felony convictions reported by the applicant

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Couples/Visa/Other Tab

Here you will find information about the applicant desire to participate as a couple in the NRMP, and if

so, the name and specialty choice of the partner It lists current visa status if applicable, as well as the visa status the applicant expects to hold during residency/fellowship and if Visa Sponsorship is needed

It also provides other general CV type information, such as hobbies, language fluency, other

accomplishments, and membership in professional societies

Education Tab

This tab shows undergraduate, graduate and medical education information It also displays

information such as membership in Alpha Omega Alpha (the allopathic honor society) or Sigma Sigma Phi (the osteopathic honor society), other medical school awards, and whether medical education was extended or interrupted

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This tab shows exam information reported by the national examining boards It also lists the

applicant’s USMLE and/or NBOME ID The bottom of the screen shows scores and exam performance

as reported by NBME, NBOME and ECFMG

Documents Tab

This tab allows you to view all application and supporting documents for each applicant You can view

a document by clicking on the drop-down field, and selecting the document from the list

The following documents are available for viewing:

• ABSITE Transcript (surgery fellowship applicants only)

• ECFMG Status Report (International Medical Graduates only)

• Postgraduate Training Authorization Letter (PTAL) or “California Letter” (International Medical Graduates only)

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Table 4.2 Documents Tab Buttons

These buttons become visible only after an item has been selected from the dropdown box

Show document: Allows access to other documents for the same applicant

Print Current Document: Print the document being displayed

Zoom In, Zoom Out, and Zoom: Select the drop-down arrow to resize the current document Documents may be sized from 10% to 200% of the original size

Rotate Right 90°, Rotate Left 90°: Change the page orientation of the current document

Previous, Current, and Next Page: Used to scroll through a multiple-page document

Edit Document Score: Enter a score for the

current document Refer to Scoring

Applicant Documents for more information

Review Sheet can be hidden by clicking Hide Review Sheet icon in the

Advanced Toolbar This allows you to view more of the Application Manager on the screen

Status Tab

The Status tab is the first tab of the Review Sheet and gives an overview of the applicant’s progress

through your recruitment process

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Statuses in black can be updated by clicking on the check box beside them For example, you can click

Application Reviewed

Statuses in blue are automatically updated by the software when certain actions occur in the

application For example, if an applicant is included in the rank list you create, the applicant is

Status Tab shows if an applicant has been Scheduled or Wait Listed for

an interview and the assigned interviewer At the bottom of the Status tab, the Track box displays the

types of training to which the applicant has applied If you print the application, note that the selected

types of training appear on the Summary Sheet

Scores Tab

and the MyERAS Application

The Scores

Scores listed in black can be updated by the user Click

tab displays all the scoring fields in the PDWS, and lists the rank assigned to an applicant for each type of training, as applicable

Overall Interview score, which reflects the applicant’s total performance as assessed by the

user, and is separate from the individual scores entered on the Interview

Once the COMLEX and USMLE scores are received and viewed, the scores are incorporated into the database The system displays the scores in blue, and they cannot be updated

tab Interview scores are

taken from the Interview tab, and may be changed there They cannot be updated on the Scores tab

Note: The NBME requires that you view the entire USMLE Transcript under the Documents tab in

order to view the score in the Scores tab and Examination tab If you do not view the USMLE Transcript first in the Documents tab, the score will be displayed as New rather than showing the actual score on the Score and Examination

Scores can be tabulated in multiple ways including:

tabs

Average Recommendation Score:

is calculated from the scores entered for each of the LoRs

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Composite Score:

is a single score created from combining a selection of other scores You can select any scores you want to include in the Composite Score You can also change the weight assigned to a score in the Composite Score

To Create a Composite Score:

> to move the field to the Composite score definition

4 Click >> to move all the fields to the

section

Composite score definition

5 Assign weights to each field

section

Use any of these fields in your composite score definition:

• Average Interview Score

• COMLEX Level 1 Score

• MSPE Score

• Overall Interview Score

• Overall Recommendation Score

• Personal Statement Score

• ABSITE Transcript Score (surgical

sub-specialty programs only)

• USMLE Step 1 Score

• USMLE Step 2 CK Score

• USMLE Step 3 Score

Note: Any Local Data fields that you created with a data type of "score" may also be used in defining

your Composite Score

If the

Overall Interview score is twice as important to your program as the Transcript score, you can

account for this by giving the Overall Interview score a weight of two (twice the default weight) in the composite score The Composite Score

To Change the Weights of the Composite Formula:

can be modified at any time to reflect the changing evaluation needs of the program

1 Select Tools | Manage Composite Score

2 Select the field in the

from the menu bar to display the Manage Composite Score window

Composite score definition section

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3 To change the weight of a score, select Edit Weight…, type the desired weight, and click OK

Interview Tab

You can enter information about an applicant’s interview performance in a central location under the

Interview tab You can also create an interviewer, score an interview and enter in interviewer

comments Scores entered on the Interview tab are also reflected in the Average Interview score and

Total Interview score on the Scores

Local Data Tab

tab

While the PDWS contains a large amount of data upon which you can review, export, filter and sort, there may be other pieces of information relevant to the application process that your program wants

to collect (e.g did the applicant complete a rotation at your institution? Where does the applicant fall

in the class ranking?)

Local Data fields are created by your program user to store information of interest to your program,

which is not explicitly included in the ERAS application The Local Data tab displays all such fields created by your program Local Data fields can be defined in five unique ways:

Date/Time Information:

fields with an associated date

allows the storage of dates in a format where they can be accurately compared to other dates

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To Create Local Data:

1 Select Tools | Manage Local Data

2 Click

New to create a new Local Data field

3 Enter a field name, which clearly identifies the purpose of the field

4 From the drop-down, select the type of field you wish to create If in doubt, choose Text

• If choosing

, as

it gives the most flexibility

Text

5 Enter a description to provide more clarification

, you can also choose the length of the field This determines how many characters you can enter in the field for each applicant The maximum size of a text field is 255 characters

6 Click OK

7 When finished click

to complete the creation of the new local data field

Close to return to the PDWS Click on the Review Sheet and click the Local Data

Note: To delete an existing field, click

tab to view the new Local Data fields

Delete It is not possible to modify the name, type or length of a

local data field; only the description is modifiable To modify the description, click Description

Local Documents Tab

You can attach non-ERAS documents to a specific application under the Local Documents

If you receive a physical document, you must first scan the document into a file and store it on your computer or network If you have received this document as an e-mail attachment, you are able to attach the document to the applicant’s file Documents received from applicants (i.e medical school diploma, published articles, thank-you cards, etc.) may be attached to their ERAS application

Electronic documents like e-mails and Word documents may also be attached Once a document is attached, a green check mark appears on the tab These documents while browsed into the PDWS can only be viewed outside of the PDWS software, and will not be included in your list of documents

tab

To Attach a Local Document:

1 Go the desired applicant

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2 Click on the Local Documents

3 Click

tab

New and enter a name for the document you are attaching in the Document field and

click Browse to display the Open

4 Locate the saved file and click

You can keep track of all types of communication with applicants, including e-mail messages, faxes,

letters, meetings and phone conversations under the Correspondence

This tab is especially helpful when using the PDWS to send a group e-mail to applicants By selecting the

tab It also records all e-mails that were sent to the applicant through the PDWS

Correspondence tab for a specific applicant you can tell if the applicant was included in the bulk

e-mail Double-clicking on that entry displays the View Sent E-mail Message

Note:

window

View is only available for the PDWS e-mail When you select View

Selected correspondence may be printed from the

, it displays the content of the e-mail message addressed to the current applicant (the e-mail message status can be either

tab on the Review Sheet

New to display the New Correspondence window

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3 Select the drop-down arrow next to type to select the type of correspondence that you are engaged in with the applicant

4 Enter a subject and notes

To Move an Applicant from a Track:

1 Display the applicant on the screen

2 Select Edit | Modify Applicant Track from the menu bar

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3 Select the check box next to a track to add the applicant to the track or clear the check box next to a track to remove the applicant from that track

4 Click OK and Yes

4.5 Deleting & Restoring Applicants from the PDWS

to apply the changes

In the PDWS there is an option to remove Inactive applicants by deleting them from appearing in all of your filter/sorts If you have deleted applicant(s) in error, it is possible to restore the applicant(s) and their supporting documents

Important information about deleting applicants:

• You can delete an individual applicant as well as an entire recordset of applicants

• If an applicant has applied to multiple tracks, this deletes that applicant from all tracks, not just the one you are currently viewing

• Only applicants marked Inactive can be deleted If you try to delete an applicant in the current recordset, you may be prompted with a message that some applicants are not marked Inactive

If you choose to proceed, only the applicants that are marked Inactive are deleted

To Delete an Applicant:

1 Locate the applicants to be deleted

2 Ensure the check box for Inactive status is selected on the Status

3 Select

tab for all applicants being deleted

Edit | Delete Applicants

4 Select the appropriate option from the

from the menu bar

deletes only the current applicant

All applicants in recordset deletes every applicant in the current recordset

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4 Select Edit | Restore Deleted Applicant

5 Select the applicant to restore or choose

from the menu bar

6 Click

All applicants in recordset

OK and click Yes

7 Click

OK The applicant now has a status of Pending Restore

8 To finish restoring an applicant or applicants, click

Contact ERAS PostOffice This sends the

request to the ERAS PostOffice to retransmit the supporting documents for your Pending

Restore applicant(s) It may take about 15 minutes for the ERAS PostOffice

9 Click

to process your request and retransmit the files

Contact ERAS PostOffice

10 You must contact the

to download the files After you finish processing the data, the applicant is completely restored

ERAS PostOffice

Note: If you delete an applicant after the season has ended on May 31

twice before the status of the applicant is restored as active

st, you cannot restore your

applicant because the ERAS PostOffice is closed ERAS does not recommend deleting applicants

regardless of time in season

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5 Filter/Sorts

5.1 Finding Applicants

5.2 Filter/Sort Introduction

5.3 Pre-defined Filter/Sorts

5.4 Creating a Filter/Sort using the Filter/Sort New Wizard

5.5 Creating a New Filter/Sort from Scratch

5.6 Creating a Filter/Sort Using Combine Wizard

5.7 Creating a Filter/Sort that Collects Fields with Multiple Responses 5.8 Modifying a Filter/Sort

5.9 Marking a Filter/Sort as a Favorite

5.10 Deleting a Filter/Sort

Tiêu đề	ERAS Program Director’s Workstation (PDWS) User Guide 2013
Trường học	Association of American Medical Colleges
Chuyên ngành	Medical Education Technology
Thể loại	User guide
Năm xuất bản	2013

Định dạng
Số trang	108
Dung lượng	1,84 MB