Quick Start Guide

Overview

Welcome to the ResidencyCAS Medical School Portal! ResidencyCAS is a single, comprehensive platform that streamlines and improves the residency application process for everyone.

The main function of the Medical School Portal is to allow you to send invitations (i.e., access links) for the ResidencyCAS application. These invitations should only go to students who graduated from your institution. Only applicants with an access link can apply to ResidencyCAS.

Note that the invitations you send from the Medical School Portal are generic. They are not linked to a residency or your institution.

ResidencyCAS applicant invite

How Applicants Request ResidencyCAS Access Links

US fourth-year students and graduates (MD or DO) are instructed to contact their medical school of graduation to obtain individual access links. However, Canadian medical graduates are instructed to contact CaRMS, and international medical graduates (IMGs) are instructed to contact ECFMG. Please contact these organizations if you have any questions about their processes.

Accessing the Medical School Portal

Medical School Portal URL: https://medicalschools.residencycas.com/

If you do not already have an account, your institution manager must verify your need for access. This process ensures that only authorized individuals gain access to the portal, maintaining security and proper access control. The institution manager is typically the system administrator; if you’re not sure who your institution manager is, contact our support team, and we’ll help you identify this person.

If your institution manager verifies access, they should contact our support team with the following information:

Your name.
Your email address.
The organization program name.
Your position or role within the organization.
Authorization to create the account.

Once we receive this email, we’ll create the account and grant portal access.

Getting Started

Familiarize Yourself with the Portal

There are two primary areas you'll want to become familiar with:

The dashboard and navigation menu.
The Individual Access Links page.

The Dashboard and Navigation Menu

When you first log in to the portal, you land on the dashboard. From here, you can search the applicants to whom you've sent access links.

You can also switch between cycles using the top menu.

ResidencyCAS Medical School Portal - Cycle Switcher.png

The Individual Access Links Page

When you click Individual Access Links, you'll see a list of applicants to whom you've sent access links (to send new access links, see below). From this page, you can:

Search the invited applicants and review their information.
See when access links were sent.
See the status of existing invites.
Resend access links.

MSP Page.png

Invite Statuses

Once you send emails in ResidencyCAS, you can track email statuses. See the table below for definitions. Some emails will remain indefinitely in a status of Sent or Delivered if the recipient's email server fails to process read receipts.


Email Status	Definition
Bounced	The message was rejected by the recipient's email server; you should verify the recipient's email address. Contact the Client Support Specialist team at schoolsupport@residencycas.com for further assistance.
Clicked	The recipient received the message, opened it, and clicked a link or image.
Deferred	The message was not sent and is in the queue for redelivery.
Delivered	The recipient's email server received the message; however, this does not indicate that the applicant opened or viewed the message. The recipient may have recently changed their email address, or they may have rules or junk mail settings enabled that prevent the email from reaching the inbox. Applicants are encouraged to keep their contact information up to date and disable junk mail filters.
Dropped	The email provider is preventing the delivery of the message. Messages are typically dropped when they contain an invalid or non-existent email address, or when the recipient marks a previous ResidencyCAS message as spam. Contact the Client Support Specialist team at schoolsupport@residencycas.com. Additionally, you may want to confirm with the recipient that you have the correct address and that they added donotreply@webadmit.org to their "safe senders" list.
Failed	The message was not sent. Contact the Client Support Specialist team at schoolsupport@residencycas.com for further assistance.
Opened	The recipient received the message and opened it.
Sent	The message is being processed for delivery to the recipient.
Spam Report	The recipient reported the email as spam.
Unknown	The status of the email can’t be determined. This status typically appears for recently sent emails and is replaced by another status within 24 hours.

Sending Access Links

To send access links to potential ResidencyCAS applicants:

Select the appropriate cycle in the top menu.
Click Individual Access Links in the navigation menu.
In the top right, choose one of the following options:
- New Access Link: send a single link by entering the applicant’s details manually.
- Bulk Access Link Request: upload a CSV file to send multiple links at once. You’ll see the required file format after clicking this button. After you upload the file, the system will check for errors and prompt you to confirm before sending the links.
The USMLE ID field is optional. If an applicant has a United States Medical Licensing Examination® (USMLE) ID, enter the eight-digit number. Where applicable, this will later be used to help identify international applicants who enter the ResidencyCAS Applicant Portal.
After you submit the access link(s), the applicant(s) will receive an email with a link to access the ResidencyCAS Applicant Portal.

Early Evaluation Requests for Future Applicants

Some institutions may choose to authorize future applicants – such as third-year medical students (M3s), recent graduates, or others not actively applying this cycle – to access ResidencyCAS to request letters of evaluation or familiarize themselves with the system. For example, if an M3 wants to request an evaluation during their clinical rotation, you can send them an Individualized Access Link to grant early access to ResidencyCAS and allow them to request the evaluation while the experience is still fresh.

However, these individuals are not considered active applicants and should not submit their application during this period. When it comes time for them to formally apply, any previously submitted evaluations will carry over automatically. You’ll need to generate a new link for that application cycle, but once the student logs in, their prior evaluations will appear – unless any evaluation questions have changed between cycles. In that case, evaluators will need to re-submit the evaluation using the updated version so it appears in the application.

To help you identify and track future applicants, ResidencyCAS now includes a question in the application asking whether the applicant is applying for the current cycle or preparing for a future one. This information is visible in the Medical School Portal via the List and Export Managers, allowing for easy filtering and reporting.

Manage Invitation Links

From the Individual Access Links Page, you can review existing invites and resend them.

If you've sent an access link to an applicant more than once, you can review the invites you've sent by clicking Show in the History column.

To resend an invite:

Find the applicant you'd like to resend an invite to.
Click Send Link Again in the grid.

Another email is sent to the applicant. Note that the access link remains unchanged when the same email address is used.

Reviewing Interview Statuses

To see which medical schools have invited a student to interview:

Click Search under the Applicants section of the navigation menu.
Locate and click the applicant to open the Applicant Details Page.
Open the Designations panel.

Designations Panel.png

This information appears in real time from the Interview Portal, as long as the applicant has opted in to the release question. You can also use this data when working with the List Manager and Export Manager.

Other Medical School Portal Features

Where available, you'll also have access to several other features on the Medical School Portal. These include:

Letters Portal: the Menu Bar includes a link to Liaison Letters, where you can upload and edit medical school transcripts and MSPEs (Medical Student Performance Evaluations) for your applicants.
Export Manager: using this feature, you can export groups of applicants, along with key information. This can be useful for any needed reporting or analysis.
List Manager: using this feature, you can create queries to find applicants that match the criteria of your choice. For example, you can create a list to find all applicants who are missing a USMLE score. Lists are saved, allowing you to revisit them to see the latest group of applicants who meet your criteria.
Clipboard: using this feature, you can set aside specific applicants. This can be useful if you need to return to them for a follow-up or some action that you want to complete.

Uploading Letters – Frequently Asked Questions

Faculty Members

I'm a faculty member and have received requests from several students to upload letters/evaluations for them. Previously, I forwarded these to the person in my department that does all uploads for us. How do I do this in CAS?

To allow someone else from your institution to upload letters/evaluations on your behalf, you must add them as a Delegate in the Liaison Letters Portal. Once added, any requests sent to you will also be sent to your designated delegates. Delegates can then log in to Liaison Letters and perform the upload. When your delegate performs the upload, your name will appear as the author to programs – the delegate’s name will not appear. You can add or deactivate delegates at any time.

Delegates

I perform the uploading of letters/evaluations on behalf of the faculty and staff at my school. How do I do this in CAS?

Faculty members can add you as a Delegate in the Liaison Letters portal. Once added, any requests sent to that faculty member will also be sent to you. You can then log in to Liaison Letters and perform the upload. The faculty member’s name will appear as the author to programs – your name as the delegate will not appear.

Students

I’m a student and I need to have a letter/evaluation written by my school. Who should I send this request to in CAS?

You should request letters/evaluations from the faculty member who will be the primary author of the letter. If that individual wants to involve others in the process or have someone else at the institution upload the letter for them, they can use the Delegate feature in the Liaison Letters portal. Regardless of who uploads the letter/evaluation, the individual you initially requested it from will appear as the author to programs.