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How to Create Frequently Used Segments

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Overview

Segments allow you to group and manage applicants by common criteria. For example, you can create segments of applicants missing evaluations, applicants with a home town state of NJ, applicants from a specific medical school, etc. Once you create a segment, you can access it as needed and perform various actions, such as emailing those applicants or moving them into a new phase. 

Below are the steps to create frequently used segments. Note that infrequently used data points are hidden, so in some cases, you may need to click Show all fields. 

Biographic Segments

Gender Segment

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Gender in the search bar. 
  4. Select Applicant Gender or Sex.
  5. Operation = Is.
  6. Select the Value from the corresponding drop-down.
  7. Click OK and Apply. 

ResidencyCAS Program Portal - Segment, Gender.png

Race and Ethnicity Segments

Specific Races
  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Race in the search bar. 
  4. Select Applicant Race.
  5. Select the Value from the corresponding drop-down.
  6. Click OK and Apply.

ResidencyCAS Program Portal - Segment, Race.png

Underrepresented Minorities (URM)

Programs may define underrepresented minorities (URM) differently, and you may want to create a segment that finds any applicants who fall into specific race categories and subcategories. You can create this segment by first defining an Application Property (i.e., a custom data point) that reflects your URM categories and subcategories. Then, you can use this Application Property to build a segment that identifies your URM applicants.

Step 1: Create the URM Application Property

  1. From the Settings menu, open Application Setup, then Application Properties.
  2. Click the pencil icon in the top right.
  3. On the left, click Calculated Property.
    1. Add a Label, such as URM.
    2. Select Boolean for the data type – this helps the system recognize if an applicant selected a race specific option or not (i.e., true or false).
    3. Click Any of, then Choose field.  
    4. Search for and select your ethnicity and/or race options. Once you select a field, set the operator (i.e., is empty, is not empty, includes, does not include), then select the appropriate category or subcategory.
      • For top-level race categories (i.e., Asian, Black or African American, etc.), select Race - Applicant Race.
      • Race subcategories have “Sub Categories” in the field name (i.e., Race - Asian Sub Categories).
    5. Continue adding any additional races (+ condition). In the following example, we’ve added two top-level categories: Asian and Middle Eastern or North African.

      ResidencyCAS Program Portal - URM Calculated Property.png
    6. Click Add then Save Changes.

Step 2: Create the URM Segment

  1. Click Add Criteria.
  2. Select Application Property. 
  3. Select your URM property.
  4. Operation =  Is.
  5. Value =  Yes.
  6. Click OK and Apply. 

    ResidencyCAS Program Portal - Segment, URM.png

Geographic Segments

Hometown Segment

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Applicant Birth Location in the search bar. 
  4. Select the corresponding country, state, city, as applicable.
    • Note: you only need to complete one prompt for the segment to generate (e.g., state); completing additional prompts (e.g., city and state) is optional unless you require that information for the segment.
  5. Click OK and Apply. 

ResidencyCAS Program Portal - Segment, Birth Location.png

Local Applicant Segment

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Medical School then select CAS - Medical School Attended.
  4. Click Add Criteria.
  5. Select School State.
  6. Operation = Is Exactly.
  7. Value = the two letter abbreviation for the state, e.g. FL.
  8. Click OK and Apply.

ResidencyCAS Program Portal - Segment, School State.png

Geographic Region Segment

To create a geographic region segment, add the states in that region to the segment builder. For example, to build a west coast regional segment, add CA, OR, and WA.

  1.  Click Add Criteria..
  2. Type Permanent in the search bar and select Form: CAS - Contact Information > Permanent Address.
  3. Type the two letter state code of the applicable state, e.g., CA.
  4. Click OK.
  5. Repeat these steps to include additional states in the desired region.
    • Note: as you add additional criteria, use the AND/OR operators to configure the segment. 
  6. Click Apply.

Region Segment.

Medical School Segments

Graduated from (School) Segment 

Find applicants who graduated from a specific medical school.

  1. Click Add Criteria.
  2. Select Application Property.
  3. Select Degree Granting Medical School.
  4. Operation = Is Exactly.
  5. Value = begin typing the name of medical school, e.g., Wayne State University School of Medicine.
  6. Select the Medical School from the drop-down.

ResidencyCAS Program Portal - Wayne State University Segment.png

Attended (School) Segment

Find applicants who attended a specific medical school (this does not mean they graduated from the school).

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Medical School in the search bar and select CAS - Medical Schools Attended.
  4. Click Add Criteria.
  5. Select Medical School Name.
  6. Operation = is exactly.
  7. Value = name of medical school, e.g., Wayne State University.
  8. Click OK and Apply.

ResidencyCAS Program Portal - Segment, School Name.png

Medical School Graduation Year Segment

Find applicants who graduated in a specific year or set of years.

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Medical School then select CAS - Medical School Attended.
  4. Click Add Criteria.
  5. Select Degree Year.
  6. Operation = Contains.
  7. Value = applicable year, e.g., 2024.
  8. Repeat these steps until you add all desired years.
    • Note: as you add additional criteria, use the AND/OR operators to configure the segment. 
  9. Click OK and Apply.

ResidencyCAS Program Portal - Segment, Degree Year.png

Miscellaneous Segments

Complete/Incomplete Applications Segment

Depending on how your program defines a complete application, you may want to create a segment to identify applications that meet or do not meet all the required criteria.

In this example, we'll build a segment to show complete applications, which include the receipt of the MSPE, SLOE, and medical school transcript.

  1. Add the MSPE:
    1. Click Add Criteria.
    2. Select Application Property.
    3. Select MSPE Evaluation Received. 
    4. Operation = Is.
    5. Value = Yes.
    6. Click Ok. 

      ResidencyCAS Program Portal - Segment, MSPE Evaluation.png
  2. Add the SLOE: 
    1. Click Add Criteria.
    2. Select Application Property.
    3. Select Standard Letter of Evaluation Received. 
    4. Operation = Is.
    5. Value = Yes.
    6. Click Ok. 

      ResidencyCAS Program Portal – Complete Segment 2.png
  3. Add the Medical School Transcript: 
    1. Click Add Criteria.
    2. Select Application Property.
    3. Select MS Transcripts Received. 
    4. Operation = Is.
    5. Value = Yes.
    6. Click Ok. 

      ResidencyCAS Program Portal – Complete Segment 3.png
  4. Set the operator to AND.

    ResidencyCAS Program Portal – Complete Segment 4.png
  5. Click Apply.  

Letters of Recommendation or SLOE Requirements

You can find applicants who have completed a certain number of narrative letters of recommendation or SLOEs.

  1. Click Add Criteria.
  2. Select Reference Counts.
  3. Choose either Standard Letter of Recommendation or Narrative Letter of Recommendation from the Step drop-down.
  4. Operation = At least.
  5. Enter the number of references required for your program in the # References field.
  6. Select Completed from the drop-down.
  7. click OK.

Program Portal Completed SLOE segment.png

Similarly, you can find applicants with outstanding recommendation requests. 

  1. Click Add Criteria.
  2. Select Reference Counts.
  3. Choose either Standard Letter of Recommendation or Narrative Letter of Recommendation from the Step drop-down.
  4. Operation = At least.
  5. # References = 1
  6. Select Pending from the drop-down.
  7. click OK.

Program Portal Pending LOR Request.png

Tagged Applications

Tags are helpful labels you can add to applications, providing descriptions or categorizations that can be segmented by.

  1. Click Add Criteria.
  2. select Tags.
  3. Choose Any of the following tags from the drop-down.
  4. Click the + icon and choose the desired tag.
  5. click OK.

Test Score Segments

USMLE and COMLEX Pass/Fail

This segment displays applicants who have any USMLE or COMLEX failures. 

  1. Click Add Criteria.
  2. Search for and select Application Property > USMLE or COMLEX Failure.
  3. Operation = is.
  4. Value = Yes.
  5. click OK.

To find applicants with a USMLE failure:

  1. Click Add Criteria.
  2. Search for and select Form: CAS - USMLE Scores > Pass/Fail Indicator.
  3. Operation = is exactly.
  4. Value = Fail.
  5. click OK.

To find applicants with a COMLEX failure:

  1. Click Add Criteria.
  2. Search for and select Form: CAS - COMLEX Scores > Exam Status.
  3. Operation = is exactly.
  4. Value = Failed.
  5. click OK.

USMLE and COMLEX: Minimum Thresholds

This segment displays applicants who either meet, exceed, or fall below a specified threshold for the USMLE Step 2 or COMLEX Level 2. 

  1. Click Add Criteria.
  2. Select Application Property, then choose one of the following:
    • Best USMLE Step2 Result
    • BEST COMLEX Level2-CE Result
  3. Set the operation to either less than, less than or equal to, greater than, or greater than or equal to. 
  4. Enter the threshold value. 
  5. Click OK and Apply. 

    ResidencyCAS Program Portal - Segment, Best Result .png

Medical School Transcripts

Find applicants who failed or repeated their clerkship.

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Clerkship then select CAS - Clerkship Grades.
  4. Click Add Criteria.
  5. Select Failed/Repeated Indicator.
  6. Operation = Is.
  7. Value = Yes.
  8. Click OK and Apply.

ResidencyCAS Program Portal - Segment, Clerkship.png

 

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