Program Guide 2017 SF Match Website and Match Portal

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Welcome to the SF Match website portal and matching system user guide. New for 2017 ‐‐Rank Order List Page 8 now allows easier changing of rank order

Login Screen

The login screen is shown below. If you misplace your password you can access the password help

screen from the password field as shown below. Click on Forgot within the password field and you will

be sent a new secure random password.

Website and Portal Link http://www.sfmatch.org

Program Guide 2017 SF Match Website and Match Portal

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The Main Login Page

After logging into our system you will see the screen below showing the highlighted and default tab

called Program Profile. This view applies if you manage a single program.

The Program Profile displays the description and basic contact information about your program,

Available Positions, Interview Dates and any program specific information.

Positions can be changed at the start of a new match cycle in the Current Match Information Section.

The Edit Symbol button at the top of each section allows changes.

From the default screen shown above you can edit the program description or paste a block of text into

the field, update the # positions, application deadline etc. Using the Edit symbol on the Contact

Information above shows the screen edit mode below. In this mode you can change the address

information, the main email address for your program, and you can expand and edit the program

description field for easier editing/viewing by pulling the tab highlighted in yellow. Once changes are

saved and you log out, upon logging back in the default view will be restored. You cannot change

positions once registration for applicants has started. Contact the match office to if you must change the

#positions offered or the name of your program once the match cycle has started as this field will be

locked.

Please review changes to ensure they appear as desired. You can also search the Program Directory tab

to see your own listing as applicants see it.

Program Guide 2017 SF Match Website and Match Portal

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After expanding the program description field using the tab highlighted in Yellow, save any changes at

the top of the window and the screen will return to normal size the next time you login or you can shrink

the expanding window using the same tab shown highlighted above.

Program Guide 2017 SF Match Website and Match Portal

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Multiple Program Administration

When an administrator or program user is assigned to more than 1 program, the image below shows

what they see when they log in. Users must choose which program they wish to administer before

being able to proceed.

Program Guide 2017SF Match Website and Match Portal

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Applications

For all specialties, the Applications Tab lists applicants to your program once they have applied online.

When you click on an applicant, a View/Edit option appears and you click on the Red Tab to see the

applicant detail. The same sorting capabilities exist by clicking at the top of each column. You can export

the list of applicants and send email to one or more applicants by checking the box next to a name and

clicking on Send Email.

The Current Residency is now displayed in the list of applicants for all fellowships and Medical School

will be displayed for Ophthalmology Residency.

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Categories

Categories can be defined and edited to allow users to update groups of applicants. This can assist you

with ensuring that all applicants have been reviewed and you can define what each category means. You

can also filter by Category so that you can view selected groups of applicants. This category information

is unique to each login account. Users can see the #votes on the Interviewees Tab, and can tell who

voted by clicking their mouse pointer on the #votes.

For specialties that process applications through our service, a completed PDF form will appear on the

last column to the right shown above. The last 4 columns apply only to specialties that process

applications through our service.

Applicants / Interviewees /Photos

From the Applications Tab once you mark an applicant YES under the column, “Add to Interview List”

you can view their photo if one has been uploaded one to our system. To view uploaded photos, you

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must first add the applicant to your Interviewee’s Tab. From the list of applicants click on the default

“No” in the vertical column “Add to Interview…” and mark the checkbox that appears to update the

interviewee status. Once an applicant is labeled as YES, photos are viewable/downloadable as long as

applicants have provided a photo. Photos are provided on a voluntary basis. If a photo has been

uploaded, you can right-click to save and the system will save it in the name of the applicant.

Applicant Coversheet

This feature will print an image of the applicant with basic contact and score information to

facilitate interview day. The cover sheet shown below with photo are separated per applicant to allow

room for notes.

This feature is available to all program users both with a processed application through our service and

for those that just have matching through us. We have modified the feature to show both the Medical

School and Current Residency if available.

Interviewees

Program Guide 2017 SF Match Website and Match Portal

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Invoice Payment Sent

You can notify the SF Match when you have sent your payment to us. On the Transactions

Tab Screen, mark the program checkbox and click ‘Already Paid’. You can do this for one or more invoices shown.

An on‐screen confirmation will appear. This will allow us to manage the receivable payments in progress and avoid

sending you multiple reminders.

Rank List Match Results

Once you are ready to rank applicants and you have a list of candidates to rank the first step is to update

the list of interviewees. Click on the Applications Tab to display applicants to your program. Mark the

checkbox shown in the column “Add to Interview List” which by default says “No”. Click on the default

‘No” which reveals a checkbox to enable and mark the checkbox. Once all applicants have this column

checked, go to the Interviewees tab at the top of the page and mark the Interview as complete using

the checkbox provided on the right side of the Interviewee Tab. You can then proceed to the

Rank/Match Tab which now uses 2 columns to make it easier to move applicants up or down the list. Using the vertical arrows provided you can move applicants on the right side of the form to change therank order.

On match day click on the tab “Rank List/Match Results” to view your match results. It is best to view

this on a desktop web browser at 100% view. The results page shows the #spots filled and has the

Interviewee Cover Sheet

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option to show Rank Results(default) or you can click on “ShowAll” to display all applicants to your

program and where they matched or if they show “No Match.” These buttons are found at the top of

the list of applicants on the Rank List/Match Results Tab.

Any postmatch vacancies are posted to our website without any action on the part of programs. Check the

match timetable on our website to view when vacancies will be listed.

Archive

The Archive Tab will display past match results data. Use the pulldown menu to select the year to you

wish to view. For the export tab the pulldown menu will display the year of training. There are 5

separate summary items that shows totals for each match year. The list of applicants for each category

below will be displayed when clicked upon. You can also export a spreadsheet on this tab. You cannot

access prior year applications. If you need an archive copy of an application contact our office.

Manage Users

The Add User screen is shown below. You can assign a staff member both privileges and communication

rights. This information should be shared with the director so that they understand which users have

rights to edit and view match results and which users can create and assign privileges. You can modify

user privileges by clicking on the pencil icon next to the name once you Edit the Manage Users Section.

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Fig-1

Once a user is created you can edit their profile by first clicking Edit to open the Manage Program Users

dialog.

Once open, click on the pencil symbol next to their name shown below in yellow to edit a user.

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By default the system will email results to the Main Contact and to the Program Director even if no

permissions are set. You can edit the permissions for the chairperson as well or other staff members to

ensure the correct person(s) receive match results emails by selecting Generic Match Results in the

communications window by clicking on the pencil icon. You are not limited to 2 parties on match day.

You can assign additional users to receive results in the communication section Fig-1.

FAQ

CAS – Centralized Application Service – Specialties that utilize this service have applications

downloadable through our portal. Applicants send materials to SF Match.

Non Centralized Application Service – Specialties that do not process applications through our service

utilize our services for registration and matching only. Programs in these specialties do not download

applications. They must collect materials directly from applicants.

Increase in Positions

If your program has a change and requires an increase in positions, contact the SF Match office.

Programs are not able to change their institution’s name or the number of positions offered once match

registration has started and positions have been locked.

Withdrawing during the match cycle

If your program will be unable to complete the match contact our office for further instructions.

Where do I find the start dates for the opening of applicant registration.

From our website or while logged into the system click on Match Calendar. You can also view the

Specialty Calendar on the specialty page for each society match.

Match Results Time – For the majority of matches on our system results are release at 6:00AM(Pacific

Daylight or Pacific Standard Time. Email communication from the match office will confirm

the time for your match or by calling us.

General Information

Hours of Operation Monday – Friday 8:30AM – 5:00PM (Pacific Daylight Time)

Contact Numbers: 415-447-0350 Main 415-561-8535 FAX

Website and Login Portal: http://www.sfmatch.org

Helpdesk help@sfmatch.org

SF Match

655 Beach Street

San Francisco, CA 94109

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Address to send check payments

SF Match

c/o Wells Fargo Lockbox Services

Dept. #34059

3440 Walnut Ave.,Bldg. A, 2nd Floor

Fremont, CA 94538

TaxID: 94-3288721 Academy Management Services, Inc.

DBA: SF Matching Program, 655 Beach Street, San Francisco, CA 94109

Supported Browsers: Internet Explorer 11, Safari, Firefox, Google Chrome. Additional browsers will

work with limited functionality. iPhone and IPad users have limited functionality.

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