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ERAS® for Programs: FAQs for Staff

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General Questions

Does everyone need to have an AAMC account number to use ERAS®?

Yes, any user that you would like to give access to the PDWS, will need an AAMC user name and password.

Does the DIO/DME have to log in into their AAMC account to send out an invite?

The DIO/DME does need to login to the PDWS to send out an invitation. If they cannot remember their login information they can use the forgot password link at the login page to reset the password or otherwise contact the helpdesk for login assistance.

I am receiving a 403 Access Denied Error Message when trying to log into the PDWS.

You must receive an invitation to the web based PDWS before you will be able to access your program and view your applications. Please first check your email to see if you have overlooked the invite from aamc_registration@aamc.org. In the email, please click on the invitation link and log in with your AAMC username and password. If you have not received your invitation or it has expired, please contact your program director or your DIO/DME to have them resend an invitation.

I am responsible for more than one program in ERAS; however, I only see one program when I log into the PDWS. How can I access all programs?

A program must indicate that they are participating in ERAS Account Maintenance (EAM) before the PDWS account can be accessed. In addition, you must receive an invitation, and click on the link, for each program.

Can users be assigned to view only those applicants they are scheduled to interview?

If you give a user a reviewer interviewer role, they can only see applicants that they are assigned to or scheduled with.

I don't have access to the data filters in the Setup menu. Whom can I contact about this? My permissions is Program Coordinator1.

Only program super users (PSU) or alternate program super users (APSU) can modify data filters. Your program director can change your role from PC1 to alternate program super user in setup.

What is the difference between verified and active users? Do I need to re-invite users that used the PDWS last season?

Verified users are ones who have registered and logged in through the invitation link but have not agreed to the terms and conditions. Active users have logged in and accepted the terms and conditions. You do not need to re-invite returning users.

Is there a list in ERAS PDWS that shows what programs start in each cycle?

Yes, please visit this site for details on the program cycles.

 

Can the web based PDWS be accessed from tablets and phones?

You should be able to log into the PDWS through mobile devices. However, the PDWS pages are not built for mobile devices so it will display better on a computer.

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Application and Filters Accordion

If one user refreshes the system defined- all applicants filter, will that reflect when another user logs in the same program? Or is it specific to each login?

Running the filters are specific for each user. Users can log in and apply different filters without affecting other users. However, marking filters as favorites are user specific.

If I'm a program super user or program coordinator, do the filters I create also appear on other users in my program?

Yes, users that can run filters, will be able to see all filters that you have created.

In the applications tab, can I view applications by track if we have two tracks?

Yes, you may view applications by a specific track, but first you will have to create a filter to view the applicants who applied to that track.

 

User defined filters to cross over from the legacy to PDWS?

No, for the first year you will have to recreate your own filters from legacy. Going forward though your user defined filters will carry over each season.

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Archiving

Is the previous academic year's data available to be accessed after the academic year closes?

Currently, in the PDWS, you are only able to view the current season's applications. However, there will be links on your Dashboard to download previous season’s data.

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Interviewing and Scheduling

Can you schedule an applicant for an event with an interviewer who does not have access to the program?

 

Yes, in the Interviewer Tool in Setup, you can add a user-defined interviewer. You will need to enter scores and comments for these Interviewers since they do not have access to the PDWS.

Can we schedule an applicant to interview with multiple interviewers?

Yes, you can schedule an applicant with multiple interviewers. Simply select 'add interviewer' to add additional interviewers.

What are some suggested residency interview practices I should be aware of?

The ERAS Advisory Committee has shared feedback provided to the Committee and shared suggested practices to improve this year’s residency interview experience for everyone. Learn more (PDF).

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Messaging

When applicants reply to my message, does their reply come to our program email address or back through ERAS?

Responses from applicants now come back to the PDWS. Click on the Program Messages tab to view their replies.

 

When trying to create message templates last year, I had some issues with formatting. Any tips on that?

If you are copying and pasting from Microsoft Word, it will add extra characters. We recommend copying and pasting from Notepad.

 

Will the applicants see that the message was sent from the program or from ERAS?

They will see that the email is from the program.

If we send a message to more than one applicant, will the applicants see all email addresses?

All messages are blind carbon copied, which means that the applicant will not see if other applicants were included in the email.

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Printing

Can you download applications to PDF file or print?

Yes, you can still print applications to pdf. You can do so individually on an applicant's application. Or you can do it as a bulk action for multiple applicants after running a filter.

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Registration

Why is it important to register?

Osteopathic programs must register and pay for applicants to apply to your program. Osteopathic programs have a login and password for the program and an additional one for the Director of Medical Education used for payment.

 

How do I make payment for my Osteopathic program?

Making a payment for DME/Osteopathic registration will take place within ERAS Account Maintenance (EAM). You will need the specific DME username and password provided to the designated DME contact. After logging into EAM the process of submitting a payment is completed under the Make a Payment Tab. You will need to ensure that within each additional tab you have verified that the information listed is accurate and up-to-date as well.

 

When does registration start?

Registration e-mails are sent in April. The registration email will specify when you may login to ERAS Account Maintenance (EAM) to complete the registration process. Please note: Login IDs will remain the same, but your password will change each year as a security measure and will be sent in the registration e-mail. ERAS Account Maintenance (EAM) website has not changed; however, to ensure security, your password is updated each year. Your login ID and password are case sensitive, so be sure to use lowercase letters only when logging in to EAM. If you did not receive a registration e-mail or are a new program, please contact the ERAS Help Desk.

 

How do I find out my program’s participation status?

To confirm your program’s participation status, log into ERAS Account Maintenance (EAM). The participation status will be listed under the Account Overview Tab. If the participation status is not accurate, please update the status under the ERAS Participation Tab. You may also check the ERAS® Participating Specialties & Programs page.

 

How can I update the contact information for my program?

Updating contact information pertaining to your program can be done within ERAS Account Maintenance (EAM). ERAS cannot make these changes for you, they must be done by a program user. Keep in mind, the login and password for EAM is separate from the one you use to review applicant applications in the Program Director Workstation (PDWS). If you do not have your program’s login credentials for EAM, please call our Helpdesk or at 202-828-0413. Please note for security reasons ERAS does not issue login IDs and passwords together via email.

We did not receive the registration email, why?

If the Program Director or Program Coordinator did not receive the registration email, it may be due to the email addresses in our system no longer being current. To verify your email address, please log into ERAS Account Maintenance (EAM) to update the information. Another reason for not receiving the email may be that the email was blocked by your institution’s email system or marked as junk mail or spam. If this occurred, please ensure ERASRegistration@aamc.org is a trusted email sender.