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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 with gold signals, 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.

Biographic Segments

Gender Segment

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Gender in the search bar (you may need to click Show all fields). 
  4. Select Applicant Gender or Sex.
  5. Operation = Is.
  6. Select the Value from the corresponding drop down.
    • Values include Male, Female, Prefer not to disclose, Decline to state.
  7. Click OK and Apply. 

Gender Segment.

Race and Ethnicity Segments

Specific Races
  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Race in the search bar (you may need to click Show all fields). 
  4. Select Race - Applicant Race.
  5. Operation = select a race, e.g. Asian.
  6. Set the AND/OR operator to AND.
  7. Click Add Criteria.
  8. Select Application Form.
  9. Type Race in the search bar (you may need to click Show all fields). 
  10. Select Race - (RACE) Sub Categories, e.g. Asian Sub Categories.
  11. Operation = Is.
  12. Value = race subset, e.g, Vietnamese.
  13. Click OK and Apply.

Race URM Segment.

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 App 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 – URM Segment.png

Geographic Segments

Hometown Segment

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Applicant Birth Location in the search bar (you may need to click Show all fields). 
  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. 

Birth Location Segment.

Local Applicant Segment

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type State then select Medical School Attended - School state (you may need to click Show all fields).
  4. Operation = Is Exactly.
  5. Value = the two letter abbreviation for the state, e.g. FL.
  6. Click OK and Apply.

Local Applicant Segment.

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. Select Application Form.
  3. Type Permanent in the search bar and select Permanent Address (you may need to click Show all fields).
  4. Type the two letter state code of the applicable state, e.g., CA.
  5. Click OK.
  6. 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. 
  7. 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 = Contains.
  5. Value = name of medical school, e.g., Wayne State University.
  6. Click OK and Apply.

ResidencyCAS Program Portal – Segment by Med School Name.png

Finding Medical School Names

When applicants enter their medical school, they select it from a prepopulated list. However, this list is not currently available to you in the Program Portal when building a segment. Therefore, we recommend you download the ResidencyCAS Medical Schools List.xlsx and either set the operator to "is" and enter the complete name as it appears in the list, or set the operator to "contains" and enter a key part of the school's name. 

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 Medical Schools Attended - Medical School Name (you may need to click Show all fields).
  4. Operation = Contains.
  5. Value = name of medical school, e.g., Wayne State University.
  6. Click OK and Apply.

Attended Medical School.

Medical School Graduation Year Segment

Find applicants who graduated between a certain set of years, e.g., recent graduates from the years 2021-2024.

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Degree in the search bar and select Medical Schools Attended - Degree Year (you may need to click Show all fields).
  4. Operation = Contains.
  5. Value = applicable year, e.g., 2021.
  6. Repeat these steps until you add all desired years.
    • Note: as you add additional criteria, use the AND/OR operators to configure the segment. 
  7. Click OK and Apply.

MedicalSchoolGraduatedYearsSegment.

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 – Complete Segment 1.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.  

Couples Matching Segment

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type Couples in the search bar (you may need to click Show all fields). 
  4. Select NRMP- Couples Match Status.
  5. Operation = Is.
  6. Value = Yes.
  7. Click OK and Apply.

Couples Matching Segment.

Test Score Segments

USMLE and COMLEX Pass/Fail

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

To add USMLE failures to the segment:

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type USMLE in the search bar and select USMLE - Pass/Fail Indicator (you may need to click Show all fields).
  4. Operation = Contains.
  5. Value = F.
  6. Click OK and Apply.

To add COMLEX failures to the segment:

  1. Click Add Criteria.
  2. Select Application Form.
  3. Type COMLEX in the search bar and select COMLEX - Exam Status (you may need to click Show all fields).
  4. Operation = Contains.
  5. Value = Failed.
  6. Click OK and Apply.

Change the operator in the segment from AND to OR. Then, click Apply to apply the segment to your applicant grid.

USMLE or COMLEX transcript failures segment.

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. 

2024-10-01_08-13-57.png

 

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