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CaRMS Online

Applicant help guide


Phase 1: Logging into CaRMS Online and
filling in your application

July 22, 2015

This guide is designed to facilitate your use of the CaRMS Online system.
Browser compatibility
CaRMS supports the following browsers:
For PC:
Chrome (recommended for the best user experience)
Firefox 14.0 or higher
Internet Explorer 9*
For MAC:
Chrome (recommended for the best user experience)
Safari 5.0 or higher
* If you have upgraded to the newer Internet Explorer (IE) 10, you will experience some difficulties accessing
the CaRMS Online system. Activating Compatibility view under Tools in the browser is recommended.
IE8 also has limited functionality.
If you are not using a supported browser, unexpected errors will occur. We apologize for any inconvenience,
and recommend that you upgrade to a supported browser.

Contact
If you have any questions about this guide, please contact communication@carms.ca.

Table of Contents
Registering for a match .............................................................................................................. 5
Participating in a match in CaRMS Online ................................................................................ 6
My information............................................................................................................................ 7
Profile ....................................................................................................................................... 7
Personal information .......................................................................................................... 7
Language skills ..................................................................................................................... 8
Licensure .................................................................................................................................. 8
Achievements and interests................................................................................................... 8
Education ................................................................................................................................. 8
Non-medical education ...................................................................................................... 8
Medical education ............................................................................................................... 9
Clinical electives ................................................................................................................... 9
Postgraduate training and internships ............................................................................. 9
Residency electives............................................................................................................ 10
Non-clinical training and certifications ........................................................................... 10
Examinations ......................................................................................................................... 10
Physiciansapply.ca transfers ............................................................................................ 10
United States Medical Licensing Examination ............................................................... 11
Language ............................................................................................................................ 11
Assessments ...................................................................................................................... 11
Certifications ...................................................................................................................... 12
Experience.............................................................................................................................. 12

CaRMS | Applicant help guide

Work .................................................................................................................................... 12
Scholarly activities and research ..................................................................................... 12
Observerships .................................................................................................................... 13
Volunteer ............................................................................................................................ 13
Clinical practice .................................................................................................................. 13
Fellowships ......................................................................................................................... 14
Publications and presentations ....................................................................................... 14
My documents ....................................................................................................................... 14
Personal letter ................................................................................................................... 14
Letters of reference ........................................................................................................... 15
Attach documents ............................................................................................................. 15
Document tracking ............................................................................................................ 15
Translation requests ......................................................................................................... 16
Document return ............................................................................................................... 17
My application ....................................................................................................................... 17
Declaration ......................................................................................................................... 17

CaRMS | Applicant help guide

Registering for a match


Before you register for a match, you must first ensure you are eligible to participate in
the province(s) you wish to apply in. You can consult the provincial criteria for each
match on CaRMS.ca.
If you have already participated in a match on CaRMS Online, you do not need to
register. Once CaRMS Online opens for the match, you will be able to log in using your
previous username and password.
If you have never participated in a CaRMS match, you can register on CaRMS.ca using
the steps below.
1. Visit carms.ca to register for the match you wish to participate in.
2. Under RESIDENCY, select the match you are interested in, then click Registering.
3. Carefully review the detailed instructions and register for the match.
4. Once on the registration page, select No (New User) when asked if you have a
CaRMS Online account.
5. Enter the email address you wish to use for your CaRMS Online account.
6. Enter your MCC candidate code (if you have one) and click REGISTER.
7. Review the Welcome text and click NEXT.
8. Select the country in which you graduated from medical school. Select the name
of the medical school from which you graduated. If you graduated from more
than one medical school, enter the information pertinent to your most recent
school.
9. Select the date you obtained your medical degree. This is the date you received
your diploma. If you are unsure of the specific date, select the first date of month
you received your diploma. Review the information and click NEXT to continue.

CaRMS | Applicant help guide

10. Complete the Personal Information section of your registration. Mandatory fields
are marked by a red asterisk (*).
11. Complete the CaRMS Information section of your registration. Mandatory fields
are marked by a red asterisk (*). Postgraduate training in Canada or US does not
include internships.
12. Carefully review CaRMS Policy Agreement statement. Select I Agree and click
NEXT to continue.
13. Create a username and password for your CaRMS Online account. You must also
set three security questions for your account. Please select real questions and
answers for yourself as we cannot reset them on your behalf.
14. Complete the Payment and Payment confirmations sections of the registration.
Once you have registered, you will receive an e-mail with confirmation that we have
received your information. Once the match opens, you will receive a confirmation of
your username and instructions on how to create a password and log into CaRMS
Online.

Participating in a match in
CaRMS Online
When you receive your access confirmation/token, click the link in the email. Read the
instructions, follow the steps and pay the application fee to begin filling in your
application in CaRMS Online.
You will also have to select the language of your application; English, French, or both
English and French. You will be able to modify this information later in the Personal
Information section of your application if you change your mind. Once you have filled in
this information, you have to participate to the match of your choice.

CaRMS | Applicant help guide

1. To participate in a match, select match participation under the MY APPLICATION


menu and select the match of your choice.
2. Carefully read the instructions and click NEXT to continue.
3. Carefully review the applicant contract. Check the box and click ACCEPT to
continue.
4. Enter your credit card number and expiry date. Click PROCESS TRANSACTION to
continue.

My information
Once you have paid your match fees, you will be able to start filling in your application. If
you have participated in a previous match on CaRMS Online, the information and
documents you have submitted from previous years will still be available in your
account.

Profile
Personal information
In this section, you can choose your application language, enter information designated
for your future employer as well as your medical identification numbers. You can
continue to update most fields in this section throughout the match.
1. Fill in the requested information. Mandatory fields are marked by a red asterisk
(*).
Note: you will receive a Licentiate of the Medical Council of Canada (LMCC) number
when you pass the MCCQE2. If you are scheduled to take the exam, enter six zeroes

CaRMS | Applicant help guide

(000000) as a temporary LMCC number. This will enable you to submit the exam section
of your application.

Language skills
In this section, you can enter all languages that you speak and write fluently.
1. To add a language, select a language by clicking the + in the right column next to
the language. If a desired language is not listed in the right hand column, type it
into the Other Language(s) field.
2. Click SAVE to save your list of languages.

Licensure
In this section, enter information pertaining to your license to practice medicine.
Canadian medical graduates (CMGs) will not usually have a medical license until they
have completed their residency training and all MCC exams. Many international medical
graduates (IMGs) will have a medical license.
Note: completing all MCC exams and obtaining your LMCC certificate does not
necessarily mean that you have your license to practice medicine in Canada.

Achievements and interests


In this section, list any academic achievements or awards.
1. To create multiple entries, click on + Add record and fill in the fields.

Education
Non-medical education
In this section, enter your non-medical undergraduate education, including CGEP.
Undergraduate education is any schooling you received after completing high school
and before beginning medical school. Graduate education is any schooling you received
after completing your undergraduate education.

CaRMS | Applicant help guide

The most common types of education in this category are:


Bachelors degree
CGEP
Pre-med
Masters
PhD
To add multiple entries, click SAVE, then + Add record.

Medical education
In this section, enter any information pertaining to your medical degree. Please contact
CaRMS if you have attended more than one medical school and we will add an
additional field.

Clinical electives
In this section, enter any electives you have, or will have completed during your medical
education. An elective is defined as any rotation during your medical education training
that was not mandatory. If you wish, you can also enter electives you will complete in
the future. You may also enter mandatory rotations in this section, if desired. Mandatory
rotations are, as a rule, covered in the MSPR.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Postgraduate training and internships


In this section, enter any accredited postgraduate medical residency training in which
you have participated. Postgraduate training is defined as any medical residency
training after completing a medical degree, in a clinical setting, with supervised patient
contact, that may lead to a general license and/or specific practice.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

CaRMS | Applicant help guide

Residency electives
In this section, enter any residency electives you have, or will have, completed during
your residency training. A residency elective is defined as any rotation you have done
during residency training that was not mandatory. Most Canadian medical graduates
will not have done any residency training and will therefore not have any residency
electives.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Non-clinical training and certifications


In this section, enter any training/certifications you have completed that are not directly
linked to your medical education. This includes, but is not limited to, CPR, ACLS and
BCLS. If you are unsure of where to record training because it does not fit in any other
category, it can be entered in this section.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Examinations
Physiciansapply.ca transfers
In this section, follow the steps below to retrieve your examination results and
documents directly from your physiciansapply.ca account.
Once you connect to your physiciansapply.ca account, you will find a list of documents
and information that you are allowed to share through CaRMS Online directly on this
page. You will be able to share your latest Medical Council of Canada (MCC) and National
Assessment Collaboration (NAC) examination results currently in your account. You will
also be able to share examination applications for which results are not yet available.
1. Connect to your physiciansapply.ca account.

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2. Select the documents and information that you wish to transfer to CaRMS and
then click CONFIRM.
3. Once you return to your CaRMS Online account, your examination information
will be immediately transferred to your CaRMS application. Shared documents, if
available, will be transferred within one business day and documents not yet
available in physiciansapply.ca will be transferred when available.

United States Medical Licensing Examination


In this section, enter any United States Medical Licensing Examination (USMLE) you have
taken. The USMLE is not a requirement for the match, but you may include your results
with your application if you wish.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Language
In this section, enter any language examination(s) you have taken to indicate your
proficiency in either English or French. If your language of instruction during medical
school was not English or French, some provincial or program criteria may require you
to take, and provide the results of, a language assessment exam. Please refer to the
program descriptions and provincial criteria on CaRMS.ca for more information.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Assessments
In this section, enter any provinciallyadministered assessments you may have taken.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

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Certifications
In this section, enter any certification examinations that you have taken in order to be
able to practice medicine in a field or discipline. To provide proof that you have
successfully completed these examinations, upload the corresponding document(s) in
the Attach Document section of your application.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Experience
Work
In this section, enter any work experience that is not considered clinical practice,
including work that was done prior to obtaining your medical degree. We encourage you
to record work experience that is not necessarily linked to the medical field in this
section.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Scholarly activities and research


In this section, enter any scholarly activities and research experiences, including
participation in research, organized clinical discussions, rounds, journal clubs and
conferences. For the purposes of this application, scholarly activities are defined as
opportunities to participate in research, organized clinical discussions, rounds, journal
clubs and conferences. The research experiences you list here do not have to be
published works, simply research in which you were an active participant. Please input
your published research experiences into the 'Publications / Presentations' section.
The ECFMG defines a scholarly activity as an opportunity for residents/fellows and
faculty to participate in research, as well as organized clinical discussions, rounds,
journal clubs, and conferences.

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1. To add multiple entries, click + Add record.


2. Fill in the required fields then click SAVE.

Observerships
In this section, enter any observerships you have completed. An observership is a period
of time spent observing clinical practice, usually with no patient contact.It is also
sometimes referred to as a shadowing opportunity. Normally an observership lasts
between one week and one month. It does not involve a service commitment or a salary
and is non-accredited.
Many IMGs will have experience that is very similar to the definition of an observership
but includes a certain amount of patient contact. Such experience can still be entered in
the Observership section but patient contact must be mentioned in the Description box.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Volunteer
In this section, enter any volunteer experience or relevant unpaid work for which you
did not receive school credit.
Volunteer experience does not have to be linked to the medical field. You may enter
volunteer experience that took place prior to obtaining your medical degree.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Clinical practice
In this section, enter any clinical practice experience you have. This may include paid or
unpaid work.

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Clinical practice experience is defined as actively practicing medicine with an


independent license without supervision.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Fellowships
In this section, enter any fellowship information you have completed.
Fellowships are non-accredited programs that are considered additional specialized
training experience involving patient contact. Clinical fellows must be able to provide
evidence that they are recognized as specialists in the jurisdiction where they are
currently practicing medicine. Training as a clinical or research fellow in a department of
medicine is not accredited nor is it approved as residency training towards certification
by the Royal College. Fellowships tend to be more research-oriented. Fellowships (and
observerships) are not electives.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Publications and presentations


In this section, enter any presentations and/or publications.
Once the information has been entered in this section, we recommend that you upload
the corresponding abstract(s) in the Attach Document section. Posters may be included
as supporting documents. Files should be smaller than 2MB and not exceed four pages.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

My documents
Personal letter
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In this section, you can create personal letters that you will submit to programs once
you apply. Personal letters are intended to express your interest in the program(s) to
which you are applying. You may create one personal letter and use it for all programs,
or create multiple personal letters and tailor each letter to a specific school or discipline.
Always refer to program descriptions for specific requirements.
1. To add multiple entries, click + Add record.
2. Fill in the required fields then click SAVE.

Letters of reference
In this section, you can request letters of reference of or applicant support forms from
your chosen referees.
Prior to sending out reference requests, consult the program descriptions posted on
carms.ca to determine each programs reference letter requirements (i.e., number and
type).
Note: a reference coversheet cannot be edited once it has been finalized.
1. To add multiple entries, click + Add record.
2. Fill in the required fields, then click PRINT COVER SHEET or SEND.

Attach documents
In this section, add documents to your CaRMS Online application. You can upload most
of the documents required for your application. The only documents you cannot upload
are your MSPR, medical school transcript and letters of reference. International medical
graduates (IMGs) can upload their MSPR and medical school transcript. You can also
upload certified copies of all other types of documents.
1. Fill in the required fields, then click UPLOAD.

Document tracking
In this section, you will see a list of all the documents you have available or have
requested in your application. If a document is in the Document Tracking section it
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means that an entry has been created for it; however, this does not necessarily mean
that the document is in place. You can check if the document is available in the Status
column. All documents in the Current Documents section are available for you to assign
to programs. The title you add to your documents will not be visible to programs.
The Status of the document indicates whether it is present in your account. Options
include:
Submitted: The document has been submitted online.
Scanned: The document was received by mail and the CaRMS Document Centre has
scanned it into your account.
Uploaded: The document was uploaded to your account.
Created: You have created a request (coversheet) for a reference letter and it was saved
but not finalized.
Printed: You have printed your reference letter request (coversheet).
Requested: You have sent a reference request (coversheet) to a referee.
Finalized: A reference letter request (coversheet) has been finalized but you have not
sent it to your referee via email or printed the coversheet.
1. If you would like to see a document, click on VIEW. Certain document types
cannot be viewed, but this does not mean they are not in your account.
Documents that cannot be viewed include your MSPR and letters of reference, as
these documents must remain confidential.
2. If you would like to replace an existing document, click on EDIT to upload a new
document.

Translation requests
You can request the translation of some of your documents through CaRMS translation
service. Only reference letters, MSPRs and medical school transcripts can be translated.
Translation is only available from French-to-English or English-to-French.
Note: you must have a bilingual application in order to request translation through
CaRMS Online.

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1. Selected the document you would like to have translated then click on SUBMIT
FOR TRANSLATION.
2. Review your selection and click Confirm to proceed with the translation.

Document return
In this section, you can request to have your original hardcopy documents returned to
you.
Note: we do not return documents that were created online, applicant uploaded or
provided by a third party source.

My application
Declaration
In this section, carefully read the information and complete the Declaration. This section
is mandatory to apply to programs.

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The Canadian Resident Matching Service


(CaRMS) is a national, not-for-profit, feefor-service organization established in 1969
at the request of medical students seeking an independent entity to provide a fair
and transparent application and matching
service for entry into postgraduate medical
training throughout Canada.

carms.ca

300-171, rue Nepean Street


Ottawa, Ontario K2P 0B4, Canada

613.237.0075
(Toll free / Sans frais) 877.CARMS.42