Seasonal Checklist

This guide is intended to help new and existing program coordinators prepare for their recruitment season.

As you begin to prepare for a new season, there are several tasks you need to complete. Contact us if you have any questions along the way.

Preparing for the Season

  • If you haven’t already received an invoice from us, please reach out to request one. Let us know of any additional programs you would like to add to your RezRATE subscription.
  • Please verify that RezRATE is currently set to the appropriate season
Select Season interface
  • If you require a new season to be created, please contact support.
  • Think about how many spots you need to fill
  • Consider how many candidates your program wants to interview per day
  • Inform your evaluators what dates you’re planning to interview on and ask them to block their calendars early on

Planning Interview Dates

  • Consider how many evaluators you need on each date.
  • Consider how many candidates you want to allow to register for each date.
  • Will there be one session or an AM and PM session?
    • There is no wrong choice here – some programs go all day and others split things up. Regardless of your approach, consider the following:
      • Will you have one welcome session at the start of the day that both groups attend, or will you have a separate welcome session for each group? 
        • We recommend that if you are trying to accommodate candidates’ schedules by only taking up their time for half the day, you should host 2 separate welcomes to optimize the consideration for their time.
  • Plan how many candidates can register for each session.

Build your Evaluation

  • Decide what evaluation criteria you want to use to assess your candidates. This is likely going to be accomplished in conjunction with your program leadership.
  • Be mindful of how you will screen applicants to decide who you want to extend invitations to.
  • Consider what values or behaviors you want to look for (or avoid) when building your evaluation.
  • Try to keep the evaluation process easy to understand and quick to fill out.
  • Remember that any evaluators involved in the screening process AND the interview/evaluation process can have their responses flow from screening to evaluating if there are questions that overlap.
    • Example:
      • If your program’s screening process and evaluation form contain a question about letters of recommendation, those questions can be linked.
      • The response given by a screener who also interviews will follow over from the screening process to the evaluation process, so they don’t have to read the LoR a second time. If they choose to give a different score at that time, they can, and it will not affect the screening response.

Candidates apply to your Program

  • Typically, candidates apply through a match platform such as SF Match or ERAS
  • In some programs (typically Fellowships), candidates apply directly or utilize a smaller match platform.

Programs screen applicants and pick who they want to offer an interview

  • The screening process varies from program to program and is an optional step in RezRATE
  • Candidates can be screened through a combination of filters and assessments. In RezRATE, this process is known as ‘Prescreening’.
  • Prescreening will require that your program sets up a specific evaluation form in the Evaluation Template tab.
  • The screening process can be done in many ways. Evaluating in ERAS or SF Match is possible, however, it can be advantageous to utilize the RezRATE platform for this step.
  • This can be done by one individual or a committee
    • Committees can split the candidate pool up (divide and conquer)
      • Example – 50 candidates to evaluate; 5 evaluators:
        • Evaluator A evaluates candidates 1-10
        • Evaluator B evaluates candidates 11-20
        • Evaluator C evaluates candidates 21-30
        • Evaluator D evaluates candidates 31-40
        • Evaluator E evaluates candidates 41-50
    • Committees can overlap candidates with a pool of evaluators
      • Example – 50 candidates to evaluate; 5 evaluators:
        • Evaluator A evaluates candidates 1-20
        • Evaluator B evaluates candidates 11-30
        • Evaluator C evaluates candidates 21-40
        • Evaluator D evaluates candidates 31-50
        • Evaluator E evaluates candidates 51-10
      • There are no rules about how to divide the candidates up to committee members – ultimately this comes down to what works best for your team.

Pick which Candidates to Send Invitations

  • When using a screening process where you apply scores to the candidates, you can sort your candidates by score and invite the top candidates for an interview.
  • Ultimately, your program needs to decide how many candidates to invite.
    • Do you want to invite only the number of slots you have available?
    • Do you want to invite extra and allow candidates to be placed on a waitlist?
      • Your program’s professional society may have guidance on invitations- we recommend you check their rules and suggestions.

Candidates Select Sessions that Work for Them

  • RezRATE slots candidates using the following methodology
    • First come first serve
    • Candidate preferences
    • Availability set for the interview session
  • In the event that a candidate only picks sessions that are already at capacity, they will be waitlisted for all dates they selected.

Building the Interview Session Schedule

  • Select a start time for your session
  • Set the interview duration
    • This is how long each evaluator will meet with each candidate
  • Set a passing period
    • This is the time between interviews
      • Passing periods provide some wiggle room for candidates to move from one meeting to the next (great for both virtual and on-site interviews)
      • This also gives evaluators a moment to complete their evaluation
      • This time can also be used to gather your thoughts and grab a sip of coffee
  • Select the available evaluators for this interview session
    • Evaluators can be grouped into a single column to accommodate panel interviews
    • Have one evaluator in each room
    • Or, use a hybrid approach
  • Create any custom events
    • Welcome meetings, lunch breaks, wrap-ups, tours
    • Each meeting can have a custom duration and passing period
    • For virtual, each meeting can use a single link or custom meeting links for each
  • Schedule your candidates
    • You can do this step manually by clicking each cell on the grid and assigning a candidate to that specific cell.
    • Or you can use the ‘Generate Schedule’ button.
      • We allow you to set the maximum number of interviews per candidate or leave at unlimited to have each candidate meet with each evaluator

Communicate with your Candidates

  • There are many times you will communicate with candidates.
    • Sending invitations
    • Sending interview day schedules
    • Sending program information
    • Informing candidates, they were not selected for interviews
      • NOTE: This is not a comprehensive list
  • Any communication that is meant for a large group of candidates can be sent utilizing our Communications tab
  • If you have communications meant for individual candidates, we recommend handling them using your email provider of choice

Team Evaluation Status

  • Once interviews have been completed, you can prepare for your final Rank Meeting by reviewing the Evaluation Status tab to determine which of your evaluation team may have outstanding evaluations to complete

Rank Meeting

  • Ensure that all candidates are in descending order of evaluation score by clicking the red ‘Reset Rank Order’ button in the Rank tab to establish a starting point for your Rank Meeting
  • Review the results of the candidate evaluations
  • Discuss each candidate’s position on the rank list and any notes that were provided by your evaluators about the candidates
  • Consider moving candidates up and down on the Rank List
  • Consider removing problematic candidates from the rank
  • Finalize your rank (save/export the list)

Submit Final Rank

  • For NRMP programs, you can export your rank list and copy and paste it to the NRMP to finalize your rank.
  • If your program picks a candidate and extends an invitation to join directly, you can utilize the rank list to decide who to extend the offer to.
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