Residency: your CaRMS account and the rules

In early 2021, CaRMS identified enabling equity, diversity and inclusion (EDI) initiatives for its clients as a strategic priority, with two specific goals. One is to gather diversity data that can inform medical education on the current state and future progress of application, selection and matching through an EDI lens. CaRMS introduced the self-identification questionnaire because it first needs to understand its starting point.

How it was developed

The CSIQ was developed in consultation with the Canadian Centre for Diversity and Inclusion, and with feedback and support from other groups that CaRMS lists, so that its questions follow current best practices and its language is appropriate, respectful and inclusive.

The pilot project

The CSIQ began with eight test programs in the 2022 R-1 Main Residency Match. It gave applicants a safe and supported way to share personal details with programs that had introduced a diversity consideration into their selection process.

This answer is my reading of the official source, not official or legal advice. It may be incomplete, out of date or wrong, and I take no responsibility for decisions made on it: confirm on the official page before you act. Disclaimer

No. The CaRMS self-identification questionnaire is entirely voluntary.

All information is kept confidential and held securely by CaRMS, and the data is only shared in an aggregate, anonymized format. CaRMS's privacy policy explains how it handles your information. CaRMS uses the information for the express purpose of understanding and evaluating current application, selection and match processes in relation to equity, diversity and inclusion.

The questionnaire is completed inline, directly within CaRMS Online, so you cannot complete it for programs without the information also being shared with CaRMS.

Why CaRMS asks everyone to fill it in

CaRMS hopes all applicants will fill it out, whether or not they identify as a member of a minority group. Its goal is an accurate picture of the current state of diversity in medical education, and CaRMS says this is only possible if all applicants participate.

This answer is my reading of the official source, not official or legal advice. It may be incomplete, out of date or wrong, and I take no responsibility for decisions made on it: confirm on the official page before you act. Disclaimer

All applicants currently participating in the R-1 Main Residency Match can complete it in CaRMS Online. Log into your account and go to the MY DOCUMENTS section. From the drop-down menu, select CaRMS SELF-IDENTIFICATION QUESTIONNAIRE. Confirm the acknowledgement, complete the questionnaire and click SAVE when completed.

Editing your answers

You can still edit your answers after saving. In MY DOCUMENTS, select CARMS SELF-IDENTIFICATION QUESTIONNAIRE from the drop-down menu, change what you need, and click the SAVE button at the bottom of the questionnaire.

A copy

Once you have completed and saved the questionnaire, a PDF copy is available in the DOCUMENT TRACKING section of your CaRMS Online account.

This answer is my reading of the official source, not official or legal advice. It may be incomplete, out of date or wrong, and I take no responsibility for decisions made on it: confirm on the official page before you act. Disclaimer

Your questionnaire is not automatically given to programs as part of your application package.

Which programs can receive it

Programs request it as an optional document in their program descriptions. You can assign whatever documents you want to your applications, but you cannot assign the questionnaire to a program that is not requesting it.

How programs use it

Programs that request it have explicitly highlighted equity, diversity and inclusion as selection goals and have stated exactly how they will use the information in their selection processes. In line with the Best Practices in Application and Selection (BPAS) principles, universities are expected to show social responsibility and accountability in fulfilling a mandate to provide a balanced graduate pool of physicians.

Learning more about a faculty's EDI efforts

A program that requests the questionnaire has information on its EDI efforts in its program description. Most universities also have information on their EDI efforts as a whole on their websites.

This answer is my reading of the official source, not official or legal advice. It may be incomplete, out of date or wrong, and I take no responsibility for decisions made on it: confirm on the official page before you act. Disclaimer

Yes, you need the questionnaire in both languages. First, your application language must be set as bilingual. Your self-identification questionnaire is then created automatically in both English and French once saved.

If you have already completed the questionnaire in one language, the original questionnaire remains in your DOCUMENT TRACKING section.

This answer is my reading of the official source, not official or legal advice. It may be incomplete, out of date or wrong, and I take no responsibility for decisions made on it: confirm on the official page before you act. Disclaimer

No. CaRMS's new privacy policy, including its updated access to information provisions, came into effect on October 4, 2021, for the R-1 Main Residency Match and any non-participating clientele, and applies to the 2023 subspecialty matches. Since October 4, 2021, no third-party documents or information, including reference materials, are provided, whether they are for a current or a previous match. The policy applies uniformly to all match participants, with no exception for unmatched applicants.

Why this changed

Applicants used to be able to request and obtain reference materials and third-party assessment information provided through CaRMS. CaRMS regularly reviews its privacy policy, and its most recent review found that giving access to third-party documents such as reference materials was potentially detrimental to the integrity of the match. While access was possible, referees were told during submission, through notices in the CaRMS Online referee portal, that their references could be accessible to applicants who submitted an access to information request.

If you went unmatched

CaRMS says the best course of action for unmatched applicants who want to see their references to inform their strategy is to seek feedback from faculties directly.

This answer is my reading of the official source, not official or legal advice. It may be incomplete, out of date or wrong, and I take no responsibility for decisions made on it: confirm on the official page before you act. Disclaimer

Report it to CaRMS in writing, following the reporting procedures in the Match Violations Policy. CaRMS acknowledges receipt within seven business days and begins the investigation process. CaRMS investigates and takes steps to resolve all alleged violations, whether committed by applicants, postgraduate faculties or residency programs, or other match participants. The same applies when you are the one reported.

Who should report

CaRMS requires written notice that includes the reporter's name, contact information, affiliation with the named match participant, and detailed information about the suspected violation. So if you heard about a violation but did not experience or witness it, reports are best made by those directly involved.

Safety

The process is designed to be safe and secure. CaRMS is an independent party committed to fairness and equity in the match. Every care is taken to keep those who report violations safe, including confidentiality where possible.

Who decides

CaRMS's Violations Review Committee, made up of the Executive Committee of the CaRMS Board of Directors, investigates and adjudicates reported violations under the Match Violations Policy.

How long it takes and how it ends

Each case is unique, so no specific time frame can be guaranteed; the committee aims to complete the review in a timely manner. All parties in a reported violation are notified once the investigation is completed, with notice of the Violations Review Committee meeting date. If the investigation finds that no violation occurred, the matter is closed and all relevant parties are notified. More information: https://www.carms.ca/mvp/

Why the policy exists, and why CaRMS asks you to report

The Match Violations Policy is intended to uphold the principles of fairness, equity and professionalism in the match and related processes. CaRMS has had it since 2005, to enforce the obligations set out in match contracts, and reviews and updates it every year so it keeps pace with the evolving match. All applicants and faculties in a CaRMS match are expected to fulfil the responsibilities in their match contracts and to act in a professional, ethical and responsible manner, and to report violations they experience. CaRMS says the policy only works if all participants commit to reporting suspected violations they experience, and that keeping the match safe and fair is a shared responsibility.

This answer is my reading of the official source, not official or legal advice. It may be incomplete, out of date or wrong, and I take no responsibility for decisions made on it: confirm on the official page before you act. Disclaimer