CaRMS Online
Postgraduate office help guide
Phase 1: match management and
program descriptions
Updated January 23, 2017
This guide is designed to facilitate your use of CaRMS Online.
CaRMS Online supported browsers
User group
Applicants
Program users, file reviewers,
undergraduate offices and
referees
Supported browsers for PC
Chrome*
Firefox
Internet Explorer 11
Chrome*
Firefox
Internet Explorer 9, 10, 11**
Supported browsers for Mac
Chrome*
Safari
Chrome*
Safari
*Recommended for best user experience.
**If you are using Internet Explorer 10, we recommend activating “Compatibility view” under “Tools” in the
browser settings for best performance.
For more detailed information about the CaRMS Online browser support model, visit CaRMS.ca/browsersupport.
Contact
If you have any questions about this guide, please contact [email protected].
Table of contents
Logging into CaRMS Online ....................................................................................................... 4
Match management ................................................................................................................... 4
Setup - programs..................................................................................................................... 4
Requesting a new program and deleting a program from the match .......................... 4
Faculty access: PGME office users, match coordinators and program directors ............ 5
Create or delete postgraduate office and match coordinator accounts ...................... 5
Edit existing program director accounts........................................................................... 6
Program management ............................................................................................................... 7
Match participation ................................................................................................................. 7
Managing quota ...................................................................................................................... 7
Setup ............................................................................................................................................ 8
Master program description .................................................................................................. 8
Editing your master program description ........................................................................ 8
Program descriptions ............................................................................................................. 9
Editing your program descriptions .................................................................................... 9
Updating the documentation section of your program description ........................... 10
Submitting and approving program descriptions ......................................................... 11
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Logging into CaRMS Online
To log into CaRMS Online, visit CaRMS.ca and click on the Login button at the top right of
the homepage. This will bring you directly to the CaRMS Online login page.
On the CaRMS Online login page, enter your username and password. Click LOGIN.
Note: if you do not know your username or password, click Forgot your user name or
password? Enter your username or email address to retrieve your information. An
email will be sent to the address you used to register your account.
Match management
Setup - programs
Requesting a new program and deleting a program from the match
In this section, you’ll find a list of all the programs available from your faculty for all
matches.
You should only consult this section for the purpose of adding a new program that has
never been in a match before or deleting a program that will never be part of a match
again.
To request a new program, select Programs.
1. Click REQUEST NEW PROGRAM.
2. Fill in the required fields and click CONTINUE.
3. Carefully review the information entered. Click CONFIRM to finalize.
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The requested program will now appear in your list of programs, with a program
status of Activation pending.
To delete a program permanently from your list, select Programs.
1. Click REQUEST PROGRAM REMOVAL.
2. Fill in the required fields and click SAVE.
Once completed, your program will be removed permanently from CaRMS Online.
Faculty access: PGME office users, match
coordinators and program directors
In the PGME office users section, you can create accounts for postgraduate office
personnel at your faculty, these are called PGME coordinators. You can also add
Postgraduate dean accounts in this section. You can choose what kind of access these
accounts should have – full access to information, or read-only access to information.
In the match coordinator section, you can add accounts for personnel that were
previously known as match leaders. Match coordinator access differs from PGME
coordinator access as they have limited access to certain sections. Match coordinators
have the ability to edit/approve program descriptions, add/delete file reviewers, review
applications to the faculty’s programs as well as edit quota, edit rank order lists and
submit reversions. Match coordinators do not have the ability to approve quota or rank
order lists.
Create or delete postgraduate office and match coordinator accounts
1. Under the FACULTY ACCESS menu, select PGME office users.
2. Click the
icon and complete the form. Click SAVE.
Note: there are two levels of access you can provide – Read Only and Read
Write. Read Write allows the user to perform all postgraduate office functions.
3. Select the row and click the
icon to edit an account.
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4. To delete an account, select the row and click the
icon.
Edit existing program director accounts
In this section, you will find a list of all program directors we currently have registered in
CaRMS Online for all matches at your faculty. You can modify program directors for all
of your individual programs directly in this section.
1. Under the FACULTY ACCESS menu, select Program directors.
2. Select the Match in the dropdown menu.
3. Select the row and click the
icon to edit an account.
4. Enter the new program director information and click Save.
If the user is not already in our system, click Invite. The new program director will
receive an email with instructions on how to log into CaRMS Online.
5. Click the
icon to send a reminder email to the program director.
Once the program director has registered, their status will change from
PENDING to ACTIVE and the envelope will no longer be visible.
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Program management
Match participation
This section has a list of all participating programs for each match. If a program will not
have any positions available for an upcoming match, simply uncheck the box and the
program descriptions will not be visible, nor will applicants be able to apply.
1. Under each match menu, select Match Participation. Your list of available
programs will be displayed.
2. Check the boxes under each stream to indicate which programs will be available
to applicants; uncheck the programs that will not be available.
3. Click SAVE. Note: this list can be updated throughout the match year.
Managing quota
1. Under the MATCH menu, select Quota Management.
2. Your list of available programs will be displayed. You can choose to include quota
in the program descriptions on CaRMS.ca as well as to include overview text in
the program description overview that appears on CaRMS.ca.
3. Update quota by entering a number in the applicable stream columns or enter
Quota Unknown if the number of available positions have yet to be decided. Click
SAVE.
4. Click QUOTA APPROVAL to approve quota. Review the content and print your
list using PRINT PREVIEW.
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Setup
Master program description
In this section, you may enter return of service, language and citizenship requirements
and apply them across all programs descriptions at your faculty.
Editing your master program description
1. Under the match name menu, select Master Program Description.
2. Click Return of Service under the SECTIONS menu on the left side of the page.
a. Enter the return of service requirements (if any). Type directly in the text
box to input or edit text.
b. Click SELECT PROGRAMS to choose which programs to update.
c. Select the programs for which you wish to apply this information then
click UPDATE PROGRAMS and CONFIRM.
3. Select Language under the DOCUMENTATION menu on the left side of the page.
a. Select the required documents and update the other fields as necessary.
Type directly in the text box to input or edit text.
b. Click SELECT PROGRAMS to choose which programs to update.
c. Select the programs for which you wish to apply this information then
click UPDATE PROGRAMS and CONFIRM.
4. Select Citizenship under the DOCUMENTATION menu on the left side of the
page.
a. Select the required documents and update the other fields as necessary.
Type directly in the text box to input or edit text.
b. Click SELECT PROGRAMS to choose which programs to update.
c. Select the programs for which you wish to apply this information then
click UPDATE PROGRAMS and CONFIRM.
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Program descriptions
In this section, you can modify and approve all program descriptions that will be
published on CaRMS.ca. Program directors and program administrators are usually
assigned the task of revising their program descriptions for every match, but PGME
offices also have the ability to edit program descriptions.
Editing your program descriptions
1. Under the select match menu, select Program Descriptions.
2. Your list of available programs will be displayed. To update a program
description, move your cursor over the
Edit.
icon in the Action column and click
Note: the program description’s status will be displayed at the top right of the
description. Only program descriptions with a status of Updates needed are available
for revision (even if you have PGME access). If a program description has any other
listed status and you would like to modify it, you must click Request Revisions before
any content can be updated under the same menu.
Before making any updates to a program description, you can review the existing
version by clicking the program name at the top of the page.
To start updating, select any section of your program description by clicking on a section
name in the SECTIONS menu on the left side of the page.
Each page contains basic updating instructions and may also contain the following icons:
allows programs to create a section in the category chosen
allows programs to update the selected section
allows programs to delete the selected section
allows programs to move a section up or down in a sequence
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Some pages may also have records with an
icon to update the record.
icon. Click the Edit
You can copy information from another program description on your list into the
description you are working on. To do so:
1. Select the section you want to update from the left-side menu.
2. Click Copy from another program on the top right of the section you are
updating.
3. Select the program from which you wish to copy content. The text will be
copied over. Click SAVE.
Note: if you copy content from another program description, all content in that section
will be overwritten and copied.
Updating the documentation section of your program description
All sections of your program’s documentation should be reviewed and updated as
needed. The language and citizenship sections can only be updated by the PGME office.
Select Reference documents under the DOCUMENTATION menu on the left side of the
page.
1. Under this section, select the required reference documents and update the
description field as necessary and click SAVE.
2. Select Supporting under the DOCUMENTATION menu on the left side of the
page.
3. This page contains basic updating instructions and the following icons:
i.
allows the user to create a new record in that category
ii.
allows the user to delete a selected record
iii.
allows the user to move a record up or down in a sequence
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Note: if you check the box beside the following text: “If your program will only
review the document types you include below”, a message will appear on your
description advising applicants to only provide document types you request, as
no other documents will be reviewed.
4. Update the document records as needed and click SAVE.
Submitting program descriptions for approval and approving program
descriptions
Once programs modify their programs descriptions, they must submit them for
approval. Once submitted, programs cannot make revisions to program descriptions
unless it is returned to them using the status Revisions Required.
As a PGME office coordinator, you can edit and approve program descriptions from your
account.
1. Under the select match menu, select Program Descriptions.
2. Your list of available programs will be displayed. To approve a program
description, move your cursor over the
Approve.
icon in the Action column and click
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