Welcome to the CaRMS Online Referee Portal User Manual
Contents
1. menu and review or update the information that will be displayed on your letterhead Then continue to the Reference Request section to complete and submit reference letter s Following CaRMS policy all letters submitted on this site will be kept confidential from the applicant However the applicant will be able to view the status of their request lf you require assistance please click the Contact Us link located at the bottom of the page At the top right of this page you will find the following menu selections Home Fran ais My Account Logout Clicking Home returns you to the main page shown in the previous screenshot from anywhere in the application Clicking Frangais English allows you to change the language of the entire page Clicking My Account allows you to edit the following items User Information Your Name Title Time Zone Contact Information Your e mail address phone number preferred language Address Information Your preferred contact address Security Information Your username password security question Clicking Logout allows you to logout of the application 7 Submitting a letter online To begin the reference letter submission process hover your cursor over Reference Request at the top left of your screen A dropdown menu containing the following options will open Each of the menu items is explained below Carms REFERENCE REQUEST2. information to the applicant 7 3 Archived List Reference Request This page itemizes requests that have been archived and are no longer active in your current list Archiving a request removes it from your active list To move a request back to your active list select the request and click Restore 12 8 Referee Preferences This section allows you to edit the information that appears in the letterhead when typing a letter directly into CaRMS Online see section 7 2 The data you enter under the Personal Information and Institution information tabs will be included in the contact information at the top right of the reference letter Maintain Referee Preferences Instructions Personal Information Institution Information Online Letter Images The Referee Preferences will be used in the online letter s of reference The Personal Information and Institution information will be included in the contact into Online Letter Images You may upload a letterhead image This will be placed at the top of the page aligned with the referenced above You may upload a signature image The signature image will be placed at the bottom of your let Click NEXT to review or edit your information NEXT The Online Letter Images tab allows you to upload letterhead and signature images However please note that this is not mandatory If you choose you may upload a letterhead image in jpg
3. REFEREE PREFERENCES Add new reference request Reference Request List Archived List Reference Request 7 1 Add new reference request This section enables you to add a reference request entry to your Reference Request List see 7 2 in three easy steps Please note that if you clicked the e mailed link provided to you by the applicant via CaRMS the applicant s request will have been added to your Reference Request List automatically and you can skip ahead to 7 2 Add a New Reference Request To begin enter the reference request number and the applicant s CaRMS5 ID applicant and reference request number is found please verity the informatio page and click the MANAGE REQUEST button to complete the letter step 1 wena cference Request ID LYVGZUMY CaRMS ID 2 e 2 EN A siep 2 Medical Professional CaRMS Code Svenson Sven HJ738KM498 Medical school of graduation Aruba University of Medicine Year of Graduation 2012 Reference Request LYVGZUMY Language English Reference Details Request s Referee Dr Victor Frankenstein test Mme cena ee tep 3 Step 1 Enter the Reference Request ID and CaRMS ID both of which can be found at the top of the cover page provided to you by the applicant To Dr Victor Frankenstein test test Romania hialas by Svenson Sven Test CaRMS ID HJ738KM498 E REDEN English Reference Details No Specific Discipline Step 2 After entering the Reference Reques
4. Welcome to the CaRMS Online Referee Portal User Manual The CaRMS Online Referee Portal provides a secure environment for referees to create or upload reference letters for applicants This system saves time eliminates mailing expenses and reduces paper use Please note that supported browsers for the CaRMS Online Referee Portal are Google Chrome recommended Mozilla Firefox 14 0 Internet Explorer 9 If you are not using one of these browsers unexpected errors may occur We apologize for any inconvenience and recommend sending your reference letter to CaRMS by mail if you are unable to upgrade to a recommended browser If you have not yet created an account for the 2013 R 1 Main Residency Match proceed to this link to begin registration httos phx e carms ca phoenix web referee register If you have received a reference request e mail from CaRMS a link to the login page can be found in the body of the e mail Using this link will add the applicant s request to your account automatically Skip to step 7 for instructions on submitting the letter online If you had an online referee account for previous CaRMS matches you will need to register for a new one for the 2013 R 1 Main Residency Match Steps 1 5 below will walk you through creating a CaRMS Online Referee account If you have already created an account for the 2013 R 1 Main Residency Match please skip to step 7 1 Welcome to CaRMS Online Clicking the regi
5. format This image will be placed at the top of the page aligned with the margins of the letter If your letterhead contains your contact information you may choose to not include the default contact information referenced above Letterhead Image Upload Location Left Center C Right Contact information is added at the top of your online letter by default Please choose one of the following options Contact Information Show the default text in addition to the letterhead image The letterhead image already includes contact information Do not show the default text You may also upload a signature image in jpg format The signature image will be placed at the bottom of your letter aligned with the left margin of your letter Signature Upload Choose File No file chosen 13
6. ils Language E regi th Note When the letter is uploaded the date will appear to the right of the Choose File text field 10 Option 2 Type letter within CaRMS Online To enter a letter directly into CaRMS Online select the request from the Reference Request List page and click the Manage Request button Choose the Type Letter Online option and follow the steps outlined below Note It is recommended that you create your letter in a word processing document and then copy it into this system so that you have a copy of the letter for your records If you are creating the letter directly in the system we recommend saving frequently 1 Type or copy paste the text into the text box character limit 15 000 2 Save the document We recommend saving your letter as you go in order to avoid losing any information 4 View the document to ensure it is properly formatted 3 Submit the document This reference letter can be uploaded or created online Please select which method will be used Upload ny Type Letter Online Type Letter Online Enter the content of your letter in the following box The header date and signature will be added once the letter is created You are able to copy paste your letter of reference directly into text box Be sure to preview the letter after the copy paste as some characters etc may be replaced by other symbols If this happens delete the character and replace
7. it to correct the problem This text box has a limit of 15 000 characters Please save your work often Until the entry is saved the information is not stored in the system Reference Letter writing section tips Introduction salutation Assessment of applicants e3 0 o oO 0 oO e7 Cognitive Skills and Knowledge Ability to Work In a Team Problem Solving and Patient Management Skills Motivation and Punctuality Behavior and Attitudinal Skills Sense of Responsibility Communication Skills and Working Relationships Procedural Skills Specific to the Discipline Other Comments 15000 Characters left 11 Once the letter is submitted the process is complete The two rightmost columns on your Reference Request List will indicate how and when the letter was submitted see below Method Submitted S Create Online Submitted on 2012 09 25 Uploaded Submitted on 2012 09 25 The letter MUST be submitted in order for it to be available for use On your Reference Request List check the column labeled Submitted If the status of a letter is Not Submitted and the letter is otherwise satisfactory to you please select the request click Manage Request and then Submit Document If you do not wish to complete any given request select the request from the list and click Discard Request A new window will allow you to enter the reason that you are discarding the request and email this
8. stration link will bring you to the login screen displayed below If you already have an account enter your username and password in the fields shown below and skip to step 7 f you had an online referee account for previous CaRMS matches you will need to register for a new one for the 2013 R 1 Main Residency Match If you do not yet have an account ignore the username and password fields and click Next to proceed Welcome to CaRMS Online for referees Personal Information lt you already have a CaRMS Online account please log in before proc Click NEXT to proceed Login LOGIN 2 Personal Information Please note that fields marked by red asterisks are mandatory Once you have entered all mandatory information click Next to proceed to Institution Information Welcome to CaRMS Online for referees Personal Information This information will be used in the online letter s of reference NOTE Edits to your information will not be reflected in any letters that have been previously submitted Required fields are indicated by an asterisk Last name Smith Academic Degree s Ps This will be placed after your name e g Dr John Smith M D Email example mail com Email Confirmation example mail com Primary Phone Secondary Phone se Te ec dT 3 Institution Information Please note that fields marked by red asterisks are mandatory Once yo
9. t ID and CaRMS ID click Search If you have entered the correct information the applicant details will appear in the Search Result Step 3 If the information in the Search Result is correct click Add to Request List to add the request to your Reference Request List 7 2 Reference Request List This section enables you to submit your reference letter online after adding the entry to your list An entry on your list will look like this ACBDEFGH Letter of Reference Applicant Name R 1 Match To submit a letter select the appropriate entry by clicking the checkbox on the entry s left side Once the entry is selected click the Manage Request button beneath the list LYVGZUMY Letter of Reference Svenson Sven MANAGE REQUEST VIEW DOCUMENT ARCHIVE MY REQUEST DISCARD REQUEST There are two options for submitting a reference letter through CaRMS Online Option 1 Upload letter To upload a letter first create your letter offline and convert the document to a PDF file file size limit of 1 5MB Once your PDF file has been created follow the steps outlined below 1 Select Upload Letter 2 Choose the PDF file that you wish to upload 3 Save the document 4 View the document to ensure it is properly formatted 5 Submit the document Manage Request Letter of Reference Reference Request ABCDEFGH Letter Writer DOr John Smith Requested by Appicani Hame Reference Deta
10. the check box Once this is done click Register to complete the account registration process Welcome to CaRMS Online for referees Personal Information Institution Information CaRMS Account Policy Agreement To proceed accept the declaration and then click on REGISTER Once your access account has been registered you will receive a confirmation email and you can complete one or more reference letters electron ak oe and agree that my use of CaRMS Online will be in accordance with CaRMS Terms of Use hereby declare that the informatior information purposes acknowledge that the letter s of reference will submit are confidential and will NOT be shared with the named individua REGISTER CANCEL 6 Your Account Home Page After completing registration and logging in to your account you will arrive at the following page Home Fran ais My Account l Logout l carms REFERENCE REQUEST REFEREE PREFERENCES Welcome to CaRMS Online for referees This site is intended for the use of reference letter writers only Applicants are not permitted to use this site On this site you will be able to provide reference letters for applicants who are participating in the following CaRMS matches R 1 Main Residency Match R 1 Match This site allows you to 1 Review and manage reference requests from applicants and 2 Upload or write reference letters online To begin select the Maintain Referee Preferences
11. u have entered all mandatory information click Next to proceed to CaRMS Account to create your account elcome to CaRMS5 Online for referees Personal Information Institution Information his information will be used in the online letter s of reference JOTE Edits to your information will not be reflected in any letters that have been previously submitted lequired fields are indicated by an asterisk s your Institution the same as your _ ae __ Yes A No School Affiliation KA Job title Academic position Professor ee Indicate the closest or equivalent option if your school uses i Country Canada W School Affiliation Other W Postal code zip K3K 4B4 pack canan nor lt 4 CaRMS Account Login Information In this section you will create your user name and password Please note the industry standard password requirements below User name requirements Password requirements Must be 6 20 characters long Cannot include any special characters S amp Must be 8 20 characters long Must contain at least one capital letter Must contain at least one numeric digit Must contain at least one special character S amp Example of an acceptable password Drjohns2 Make a note of your username and password and keep the information in a safe place You are also asked to create a security question and answer The system will ask you this if you e
12. ver need to reset your password Make a note of your security answer and keep it in a safe place When you have completed these steps click Next to proceed to the Policy Agreement section Welcome to CaRMS Online for referees Personal Information Institution Information CaRMS Account To be able to use this service you must create a CaRMS5 Online user account To proceed enter the requested information and click NEXT Required fields are indicated by an asterisk This information will be used in the online letter s of reference NOTE Edits to your information will not be reflected in any letters that have been previously submitted Required fields are indicated by an asterisk Create your user name Drjohns New password Confirm password eseeesses User name Requirements 6 20 characters No special characters allowed Password Requirements 8 20 characters v Atleast one uppercase and one lowercase letter Atleast one numeric digit Atleast one special character Please enter a security question and answer for identification F purposes It is recommended you create a question for which the answer is konwn only to you Security QUESTION What is your favourite food Security question answer Hot Dogs BACK NEXT 5 Policy Agreement You will be asked to read and accept a Terms of Use policy agreement Please read and accept the declaration by clicking
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