The Saudi Commission for Health Specialties Matching ... · Residency Match – Second iteration...

The Saudi Commission for Health Specialties Matching System (SCHFS-

MS) is a national function that provides a fair and objective application and

matching system for SCFHS postgraduate training programs1. ©2018

1 SCHFS acknowledges adapting the matching guidelines from the Canadian Matching System (CaRMS)

and the United States National Resident Matching Program (NRMP).

P a g e | 1 April 2017

The Match Algorithm Saudi Commission for Health Specialties Matching System (SCHFS-MS)

uses a unique algorithm to match applicants into postgraduate training

programs throughout accredited training centers.

What information does the Match Algorithm use?

The Match Algorithm requires two kinds of data – (1) the number of

available positions, or quota, for each program in the match and (2)

applicant and program rank order lists (ROLs).

SCFHS in coordination with Accreditation Department and Specialty

Local Supervisory Committees determine which programs participate in

the match and assign a number of available positions (quota) to each

participating program. ROLs are submitted by applicants and programs

through SCFHS-MS online.

How does the Match Algorithm work?

The Match Algorithm compares applicant and program ROLs and

matches applicants to programs based on both parties’ stated

preferences. In phase I of the matching, ROLs submitted by applicants

indicate a list of programs they wish to train in ranked in their order of

preference within specified cities. Then, nominations to enroll in phase II

of the matching is based on the overall score attained in the Portfolio

component. Portfolio is based on preset criteria. See Appendix 1 for a

detailed description of criteria.


Nomination will be based on a score from:

Specialty Licensing Examination (e.g. SMLE, SDLE, SNLE) 50%

GPA 30%

Portfolio Submission 20%

In phase II, ROLs submitted by programs indicate the order of preference

for the list of applicants that were nominated to a specific specialty within

a defined city. Applicants submit ROLs for preference of training centers.

The final preferences of applicants and programs, as indicated in their

ROLs, determine the match outcome.

The algorithm is “applicant-proposing”, meaning the preferences

expressed on the rank order lists submitted by applicants, not programs,

initiate placement into residency training. In this way, the algorithm

provides applicants with their best possible outcome based on the ROL

submitted. At the end of the matching process, each applicant has either

been matched to the most preferred choice possible from their ROL or all

choices submitted by the applicant have been exhausted and they have

not been matched.

To make the matching algorithm work best for all, create your rank order

list in order of your true preferences, not how you think you will match.


Residency Match The R-1 Residency Match (R-1 match) for entry level postgraduate positions is

SCFHS main match. It is offered in two iterations each year. Each iteration goes

through two phases and includes all graduating students and prior years

graduates from health schools who meet the basic eligibility criteria and have no

prior postgraduate training position.

Phase I involves all eligible applicants. Each applicant inserts multiple specialty

choices in SCFHS-MS. Each choice is linked to a specific city. At the end of

phase I, depending on postgraduate programs, successful applicants are

nominated to a specific specialty paired to a city. Phase II involves applicants

that successfully passed phase I and have been nominated to a specialty.

The second iteration includes unfilled positions in the first iteration. All

applicants that have applied to phase I of the first iteration and not been matched

are eligible to participate in the second iteration. An unmatched candidate from

first iteration may enroll in the second iteration with the condition that he/she is

not nominated to the specialty he/she was nominated to initially.


Eligibility criteria

First iteration To participate in the first iteration of the R-match, you must be a health

profession student or graduate who has obtained, or is in the process of

obtaining, a degree in the match year from an institution that is accredited by the

Saudi Ministry of Education.

You must also be a Saudi citizen, the son/daughter of a Saudi mother, or a

citizen of a Gulf Cooperation Council (GCC) country.

Only applicants without previous postgraduate training or whom have not been

registered in a postgraduate training program for at least one year are eligible to

attain a position.

Second iteration The second iteration is open to eligible applicants who fit one or more of the

following categories:

• Applicants who submitted a rank order list of programs for the first iteration but

were not nominated to phase II.

• Applicants who were nominated to phase II of first iteration but were unmatched

(cannot include the initial program that they were nominated to as a choice in the

second iteration).

• Non-GCC Citizens.


Pre-Match timelines SCFHS pre-match timelines provide a schedule of important dates for PGME

offices and program directors to update their information in SCHFS-MS.

Updating PGME/Academic Affairs Directors: January 1 - 15, 2018

Updating Program Quota: January 1 - 31, 2018

Updating program directors by PGME/Academic Affairs offices: January 14 -

February 8, 2018


Match timelines SCFHS match timelines provide a schedule of important dates to help you

complete each phase of the application process in a timely fashion.

The most important deadline in the SCFHS schedule is the rank order list

deadline – the date by which applicants must submit their ranked list of

programs. Also, programs must submit their ranked list of applicants. If you miss

this deadline, you will be automatically withdrawn from the match.

Application Period (all participants)

Application period: January 1 – February 18, 2018

Early Application: January 1 – February 11, 2018

Late Application: February 12-18, 2018

First iteration

Nomination Day (Phase I): March 12, 2018

Interview period: March 18 – April 12, 2018

Program rank order list deadline: April 16, 2018

PGME ranking approval deadline: April 19, 2018

Applicant rank order list deadline: April 19, 2018

Match Result Announcement: May 10, 2018

Second iteration

Nomination Day (Phase II): September 2, 2018

Interview Period: September 9-13, 2018

Match Day: September 20, 2018

*Please note that these dates are subject to change.


Applicants

Residency Match - First iteration

January 1, 2018 at 12:00 (noon) KSA Time

SCFHS-MS opens

Application: January 1 – February 18, 2018

Early Application: January 1 – February 11, 2018

Late Application: February 12-18, 2018

All applicants are able to log into SCFHS-MS and start their application on this

day. Applicants are also able to start selecting programs they wish to apply to on

SCFHS-MS and upload requested documents. See appendix 1 for portfolio

submission guidelines and requirements.

February 18, 2018 at 16:00 KSA Time

SCFHS-MS application closes

SCFHS-MS application closes. Applicants do not have access to their

application during this time period.


March 12, 2018 at 12:00 (noon) KSA Time

Nomination Day (Phase I)

SCFHS-MS reopens on this day and applicants now have access to the program

and city they were nominated to.

Nominated applicants should attend interviews scheduled by the training centers

of programs they were nominated for. Un-nominated applicants will be eligible

to enroll for the second iteration.

March 18 – April 12, 2018 at 15:00 KSA Time

National interview period

Interviews for nominees are conducted during this four-week period. Programs

are now able to begin creating their rank order lists.

April 16, 2018 at 15:00 KSA Time

Deadline: Program Rank order lists

Program Directors must have their rank order list submitted through SCFHS-MS

by 15:00 KSA Time. This deadline is firm, as no rank order lists can be

submitted after this time.


April 19, 2018 at 15:00 KSA Time

Deadline: Applicant order lists and PGME ranking approval

Applicants must have their rank order list submitted through SCFHS-MS by

15:00 KSA Time. This deadline is firm, as no rank order lists can be submitted

after this time.

PGME offices also are required to review and approve the ROLs submitted by

program directors at their training centers through SCFHS-MS by 15:00 KSA

Time.

May 10, 2018 at 12:00 (noon) KSA Time

Match Day

Match results for the 2018 1st iteration will be available through SCFHS-MS.

* Please refer back to this timetable regularly, as dates are subject to change.

Un-matched applicants will be eligible to enroll for the second iteration but not

in the specialty they were nominated to in the first iteration.

P a g e | 10 April 2017

Residency Match – Second iteration

September 2, 2018 at 12:00 (noon) KSA Time

Nomination Day (Phase II)

SCFHS-MS reopens on this day and applicants now have access to the program

and city they were nominated to.

Nominated applicants must accept the nomination and receive a nomination

letter from SCFHS office. Program Directors and PGME offices will receive the

list of nominees. This will enable program directors to review applications and

communicate with applicants to schedule interviews.

September 9-13, 2018 at 15:00 KSA Time

Interview Period

Program Directors must conduct the interviews to and sign the nomination letter

to those they accept. After signing the initial nomination letter, the candidate will

be granted a final acceptance notice.

If the matching is done electronically, program directors and applicants are

required to enter the rank order during this period.

P a g e | 11 April 2017

September 20, 2018 at 15:00 KSA Time

Deadline: To receive signed nomination letters/Announce Match Results

Applicants return their signed nomination letters by this date. This deadline is

firm, as no letters will be accepted after this time.

If ranking was done electronically, match results will be announced.

Match fees

Fees All SCFHS-MS fees are listed in Saudi Riyals. Fees must be paid using SADAD,

VISA or MasterCard within SCFHS-MS online.

Early Application Fee* SAR 100.00

Late Application Fee* SAR 200.00

Portfolio Re-evaluation Administrative Fee SAR 300.00

P a g e | 12 April 2017

Withdrawing You can withdraw from the match through SCFHS-MS until the rank order list

deadline found in the applicant timetable. There are no exceptions to this

deadline. Withdrawing from the match removes your application from all

training centers. In other words, you are no longer participating in the match.

Interview schedule

Interview schedule Individual programs make all the decisions about when they interview based on

the provided timeline. A program can initially screen candidates and not

interview nominees. These are labeled “rejected” and account towards the pre-

set rejection rate allowed for each program/city. If a candidate does not attend

the interview he/she was invited to, he/she will be labeled “no show” by the

program director.

Program office personnel arrange interviews directly with applicants. If you are

invited for an interview, your invitation will come directly from the program.

Invitations to interviews outside SCFHS offices are not tracked or recorded in

any way by SCFHS. Interview invitations will most likely be sent by email, so

make sure your inbox is set-up to receive bulk messages.

P a g e | 13 April 2017

APPLICANTS

P a g e | 14 April 2017

Match Tips

Ranking for applicants After your interviews, you must determine the order of preference for the

training centers you have applied to by ranking them from most preferred to least

preferred. Programs also rank their desired applicants in order of preference.

These lists are called rank order lists (ROLs) and they are the only true

determinants of a match outcome.

Important reminders and tips

When creating your rank order list, be sure to consider the following:

• The sequence of your rank order list should reflect your true personal

preferences.

• Match results are binding. This means you must accept any program/city that

you are matched with.

• Carefully evaluate all the programs/training centers you have applied to and rank

them according to your preferred discipline(s) and location(s); do not include

programs you are not interested in.

• Base ranking selections on your own preferences and not how you think a center

will rank you.

• Rank order lists are the decision makers in the match – any conversations with

programs with regards to mutual interest are not official, or binding, and should

not affect your decisions.

• SCFHS will not accept transmission difficulties as a reason to extend the ROL

deadline. The deadline date and time is final.

• Programs are not permitted to ask you questions about your rank intentions and

you are able to decline answering such questions.

P a g e | 15 April 2017

Interview guidelines The interview process is a key step along the path to obtaining a training

position.

Interview guidelines for applicants

The interview process can be stressful. Here are a few guidelines to help.

Your rights

All individuals have equal enrollment opportunities to training programs. This is

not intended to prevent organizations from choosing candidates based on skills

that are required for the position.

Interview guidelines

Keep the following guidelines in mind when preparing for your interviews:

• Postgraduate programs are not permitted to ask you questions about your rank

intentions and you are able to decline answering such questions.

• During the interview, neither applicants nor program interviewers must ask the

other to make a commitment as to how they intend to rank the other.

• Invitations to interviews, as well as other notices from programs, will likely

come via email.

• If you decide not to attend a scheduled interview, you should contact the

program in advance to cancel the appointment.

Sample questions

The questions you are asked during the interview process must respect your

rights but are left entirely to programs’ discretion. We have provided samples of

appropriate and inappropriate questions to help you prepare for your interviews.

P a g e | 16 April 2017

Examples of appropriate questions:

• How do you deal with problems when they arise?

• What are you looking for in terms of learning opportunities?

• What have you found to be your strengths and weaknesses?

• What has your experience been in working with people in authority?

• Do you have any ideas about how you learn best?

• What past experiences have you had that would suit you to undertake this

training program?

Examples of inappropriate questions:

• What other programs did you apply to?

• Have you attended other interviews?

• Do you plan to rank our program?

• Where on your list will you rank our program?

P a g e | 17 April 2017

Contract for Applicants A. Background

The Saudi Commission for Health Specialties Matching System (SCFHS-MS)

provides a fair and transparent application and matching program for entry into

postgraduate training throughout accredited training centers.

This contract describes the respective rights and obligations of the applicants and

SCFHS with respect to the matching program.

In consideration of the undertaking and conditions contained in this contract, the

applicant and SCFHS agree as follows:

B. Rights and obligations of applicants

1. Applicant eligibility

An applicant is eligible to participate in the matching program if (s)he has

successfully passed the affiliated Saudi Licensing Exam (SLE) or equivalent and

is an intern enrolled in, or a graduate of a school accredited by the Saudi

Ministry of Education.

Fulfilling the applicant eligibility requirements allows for participation in the

match, but does not guarantee eligibility to all residency training positions

participating in the match.

2. Fees

Every applicant shall pay an early application fee of SAR 100 or a late

application fee of SAR 200.

This fee entitles the applicant to apply to multiple training programs (if

applicable).

P a g e | 18 April 2017

Payment of fees is by SADAD or credit card through the SCFHS-MS online

payment server. Applications will not be processed until fees are paid.

All fees paid to SCFHS-MS are NON-REFUNDABLE.

3. Application

Successful applicants receiving a nomination after phase I must ensure that they

accept the nomination and complete an initial ROL before the interview period

posted within the R-1 applicant timeline, or the applicant risks forfeiting

participation in the SCFHS-MS and name not showing at training centers.

Once an application is submitted online, no changes to any documents or

information can be made. When application period closes, no program

preferences can be revisited for any reason.

4. Schedules and deadlines

An applicant shall submit all required information to SCFHS-MS in accordance

with the R-1 applicant timeline established by SCFHS.

An applicant is responsible to ensure the timely completion of application to

SCFHS-MS. After application deadline, SCFHS will not accept any further

applications.

5. Completeness and accuracy of information

An applicant is responsible for the completeness and accuracy of the information

submitted to SCFHS-MS.

SCFHS shall not be responsible for ensuring the accuracy of information directly

exchanged between applicants and training programs.

P a g e | 19 April 2017

6. Consent

An applicant consents to the collection, use and disclosure of his or her personal

information by SCFHS for the purpose of operating the matching program,

including verification of credentials. An applicant also consents that his or her

personal information may be disclosed to the postgraduate offices of the training

program to which the applicant is nominated.

7. Withdrawal deadlines

An applicant who wishes to withdraw an application must withdraw the

application before the start of the interview period provided in the SCFHS-

MS R-1 applicant timeline.

8. Rank order lists

To participate in the matching program (phase II), an applicant shall (a) accept

the nomination and (b) submit a ROL electronically through SCFHS-MS.

ROLs may only be submitted online. For greater certainty, ROLs may be entered

in more than one session and may be modified multiple times prior to the ROL

submission deadline. An applicant is encouraged to finish this process at least a

week before the ROL submission deadline and prior to the peak utilization

period when SCFHS-MS may be less accessible.

SCFHS will not modify a submitted ROL or, if an applicant misses the ROL

deadline, SCFHS will not submit a rank order list on the applicant’s behalf.

9. Finalizing Enrollment

A matched applicant must meet all of the criteria to join the training program by

the start of the month of August of the year in which the training commences.

Failure to meet the criteria set by the training center will result in the automatic

release from the program and void the match contract.

P a g e | 20 April 2017

10. Match iterations

An applicant who participated in the matching program who was not nominated

in phase I of the first iteration of the matching process can participate in the

second iteration of the matching process at no cost.

All information about vacant training positions following the first iteration of the

matching process is strictly confidential and cannot be disclosed to parties who

are not participating in the match.

An applicant entering phase II of the first iteration of the matching process is

eligible to participate in the second iteration of the matching process but not in

the initial program he/she was nominated to.

11. Match commitment

A matched applicant shall be available to begin training in the program to which

they are matched the first October week day of the year in which the training

commences.

P a g e | 21 April 2017

12. Restriction on persuasion

An applicant and a training program may express a high degree of interest in

each other but may not make statements implying a commitment.

The following activities shall be considered as breaches of this contract and

subject to penalties as described in sections 19 and 20:

a. An applicant making any verbal or written contract for appointment to a

training position prior to completion of the matching program; and

b. An applicant requesting the ranking preference of a training program.

P a g e | 22 April 2017

C. Rights and obligations of SCFHS

13. Verification of credentials/documents

SCFHS reserves the right to verify the credentials/documents of all applicants. It

is acknowledged and agreed by applicants that SCFHS is authorized to

communicate with health schools and other institutions and organizations

relevant to the verification process.

SCFHS shall notify all applicants whose credentials/documents cannot be

verified or where there are reasonable and probable grounds to believe that the

credentials/documents submitted by the applicant are not authentic or have been

falsified. The applicant will be given the opportunity to substantiate their

credentials. The applicant shall be immediately removed from the matching

program, subject to the completion of the investigation procedures and the

ultimate resolution/decision of the Violations Review Committee regarding

verification of submitted credentials.

Applicants will not be permitted to proceed with the match or enter future

matches where their credentials could not be verified. The Violations Review

Committee, as appointed by the SCFHS Training Department shall proceed in

the same manner as set out in the Match Breaches Policy and False Document

Policy. Applicants may appeal the ultimate resolution/decision of the Violations

Review Committee to the SCFHS executive directorate of training. The decision

of the SCFHS executive directorate of training shall be final.

14. Rank order lists

SCFHS will treat the ROLs as confidential information. SCFHS will not release

or disclose such information in any manner that permits individual identification

of either a training program or an applicant.

P a g e | 23 April 2017

15. Schedule of dates

An annual R-1 applicant timeline is published by SCFHS and is incorporated in

this contract by reference. It is the applicant’s responsibility to meet the deadline

dates in the R-1 applicant timeline to optimize their application. SCFHS will not

be held liable for negative impacts as a result of delaying applications.

16. Availability of match site

SCFHS DOES NOT GUARANTEE THE AVAILABILITY OF SCFHS-MS

ONLINE AT ALL TIMES.

17. Application documentation

SCFHS does not accept any applicant documents via mail. All documents must

be submitted electronically as per the instructions in SCFHS-MS. SCFHS will

not consider documents or additional information that is added to the application

after the electronic submission has been finalized.

18. Match results

SCFHS shall make available applicant match results and contact information at

the time specified in the R-1 applicant timeline.

Individual applicant match results will be sent to:

a. The undergraduate dean’s office of the applicant’s medical school.

b. The postgraduate office of the residency program to which the applicant has

been matched.

P a g e | 24 April 2017

19. Removal from matching program

SCFHS may remove from the matching program/training center any applicant

who falls into one or more of the following categories:

a. An applicant whose credentials or other supporting documents cannot be

verified by SCFHS or where there are reasonable and probable grounds to

believe that such credentials or supporting documents are not authentic or that

the candidate has submitted falsified documents; and

b. An applicant for whom SCFHS has reasonable grounds to believe that (s)he

has breached the terms of this contract.

20. Breaches of the match contract

SCFHS maintains the highest professional standards in the conduct of the

matching program and in its interactions with all participants: applicants,

program directors, and institutional officials. SCFHS expects all participants in

the matching program to conduct their affairs in an ethical and professionally

responsible manner. All participants must respect the right of applicants to freely

investigate program options prior to submission of a final ROL.

SCFHS shall maintain and make available to applicants and residency programs,

the Policies and Procedures for Reporting and Investigating Breaches of SCFHS-

MS Contracts (Match Breaches Policy and False Document Policy).

The Match Breaches Policy and False Document Policy shall govern SCFHS’

handling of match breaches and are incorporated by reference in and are an

integral part of this contract.

In the instance SCFHS has reasonable grounds to believe that an applicant or

training program has breached the terms of this contract, SCFHS is authorized to

take appropriate action, including, but not limited to, withdrawal of the applicant

P a g e | 25 April 2017

or training program from the matching program and reporting the breach by the

applicant or training program as per the procedures outlined in the Match

Breaches Policy and False Document Policy.

SCFHS shall investigate alleged breaches of this contract, including, but not

limited to:

a. Discrepancies in credentials or other supporting documents;

b. Attempts to subvert the matching process itself;

c. Failures to offer or accept an appointment as required by the results of a

match, and;

d. Any other irregular behavior or activities that occur in connection with

registration, the submission or modification of a ROL, and/or the training

program or applicant’s commitment to honor the match outcome.

P a g e | 26 April 2017

PROGRAMS & INSTITUTES

P a g e | 27 April 2017

Match Tips

Ranking for Programs Once applicants have applied to your program, the next step is ranking them in

order of preference. You must rank applicants from most preferred to least

preferred, excluding a pre-set percentage of applicants that you do not wish to

train (reject). You are under no obligation to rank applicants who have been

invited to an interview and not attended. The list you create is called a rank order

list (ROL). ROLs are created by both applicants and programs and are the only

true determinants of a match outcome.

Important reminders and tips

When creating your rank order list, be sure to consider the following:

• Match results are binding. This means you must accept any applicants that you

ranked and are matched with.

• Carefully evaluate all the applicants who have applied and rank them according

to your preference.

• Base ranking selections on your own preferences and not how you think an

applicant will rank.

• Rank order lists are the decision makers in the match – any conversations with

applicants with regards to mutual interest are not official, or binding, and should

not affect your decisions.

P a g e | 28 April 2017

Interview guidelines for Programs General match participation principles

As an institution or program, you have the responsibility to:

• Define specific eligibility criteria for your program(s).

• Rank the most suitable persons based on your programs’ criteria.

• Set employment terms and conditions.

In addition, the following match principles apply:

In accordance with SCFHS’ privacy policy and the institution contracts, you are

only permitted to use and/or hold the personal information of applicants,

disclosed to you by SCFHS, for the purpose of selecting candidates for training

programs. You must securely destroy, delete or convert personal information

into anonymous form for all unmatched applicants unless otherwise permitted by

SCFHS.

Applicant rights

All individuals have equal enrollment opportunities to training programs. This is

not intended to prevent organizations from choosing candidates based on skills

that are required for the position.

P a g e | 29 April 2017

Preparing for interviews

We recommend you keep applicants informed about the progress and status of

their application, including:

• Communicating with unsuccessful applicants by thanking them for their interest

in the program and informing them that they will not be invited to an interview.

• Inviting shortlisted applicants for an interview, in keeping with the SCFHS

match timetables, no less than one week before the interview date within the

national interview period.

The following tips will help you prepare for conducting interviews:

• Prior to interviews, develop a set of questions to ask all applicants.

• Determine, in advance of interviews, the criteria that will be used in decisions to

REJECT an applicant.

• Determine, in advance of interviews, the criteria for ranking applicants scored

equally.

• Ask questions that relate directly to the residency position and avoid questions

relating to personal matters.

P a g e | 30 April 2017

Interview tips

We have compiled the following tips for conducting interviews:

• Interviews should be conducted in privacy and without interruption.

• Interview length is left to your discretion. SCFHS urges you to keep in mind the

travel costs and effort applicants dedicate to attending interviews. Other

recruitment strategies such as tours and meeting with applicants will require

additional time.

• Interviews must be free of intimidation.

• Interviews cannot include personal questions about family, marital status, or

finances.

• Interviews cannot include questions, allusions, remarks or coercion about other

applications, interviews or ranking.

• Interviewers cannot exert undue or unwarranted pressure on the selection

decisions of applicants. Both applicants and participating programs may express

a high degree of interest in each other but may not make statements implying a

commitment.

• Program directors and/or agents of the program (e.g. members, interviewing

teams including residents) are not permitted to ask applicants how they intend to

rank programs or request any information on other programs the applicant may

have applied to.

• Reliable decisions are those based on aggregates of multiple assessments, either

in the form of multiple interviews, multiple interviewers or both.

P a g e | 31 April 2017

Sample questions

The questions you ask during the interview process must respect the applicant

but are left entirely to programs’ discretion. We have provided samples of

appropriate and inappropriate questions to help guide you in preparing your

interview questions.

Examples of appropriate questions:

• How do you deal with problems when they arise?

• What are you looking for in terms of learning opportunities?

• What have you found to be your strengths and weaknesses?

• What has your experience been in working with people in authority?

• Do you have any ideas about how you learn best?

• What past experiences have you had that would suit you to undertake this

training program?

Examples of inappropriate questions:

• What other programs did you apply to?

• Have you attended other interviews?

• Do you plan to rank our program?

• Where on your list will you rank our program?

P a g e | 32 April 2017

Contract for Programs A. Background

Training positions may be offered to applicants who have registered through the

Saudi Commission for Health Specialties Matching System (SCFHS-MS).

SCFHS-MS is an application and matching program that provides a system for

the review and confidential ranking of applicants to one or more postgraduate

training centers.

This contract represents the rights and obligations of the participating training

programs and SCFHS with respect to the matching program.

B. Rights and obligations of institutions with respect to

training programs

1. Application procedures

All SCFHS training programs shall solicit and accept all applications and

nominations exclusively through the SCFHS-MS electronic application process.


Training programs shall follow scheduling requirements and provide all required

information and schedule interviews in accordance with the

timetable established by SCFHS.

3. Rank order lists

Training programs shall restrict their rank order lists (ROLs) to only those

applicants who are registered and have been nominated through SCFHS-MS.

The postgraduate offices shall verify the ROLs of training programs prior to the

deadline date established by SCFHS.

P a g e | 33 April 2017

4. Rank order list submission

To participate in the matching program, training programs shall (a) register

training program directors with and (b) submit ROLs through SCFHS-MS online

system (match site).

ROLs may only be submitted through the match site.

Training programs agree to follow access procedures established by SCFHS with

respect to the match site. For greater certainty, a ROL may be entered in more

than one session and may be modified prior to the ROL submission deadline.

Training programs are encouraged to complete this process well in advance of

the ROL submission deadline and prior to the peak utilization period when the

match site may be less accessible.

5. Appointments

Training programs shall not make, offer, or require any appointments,

commitments or contracts with applicants outside of the matching process prior

to the match date established by SCFHS or the completion of all match cycles.

6. Match iteration

In matches where there is more than one iteration, all participating training

programs registered with the matching program that do not fill their quota in the

first iteration of the matching process shall participate in the second iteration of

the matching process. All quota left unfilled in the first iteration of the matching

process shall be entered into the second iteration of the matching process.

The matching process is not complete until all iterations have been run.

P a g e | 34 April 2017

7. Withdrawals

If a participating training program has reason to close and/or reduce the number

of trainees after the match has been run, the program must notify SCFHS of the

method it will employ to assist each matched applicant in securing another

training position. Failure to adhere to these requirements will be a breach of this

contract and subject to the penalties set out in section 19 of this contract.

8. Multiple matchings

Any participating training program that knowingly offers a position to an

applicant who has been matched to a position in another participating training

program in the same year shall be in breach of this contract, and may be subject

to the penalties described in section 19.

9. Restrictions on persuasion

Participating residency programs shall not exert undue or unwarranted pressure

on the selection decisions of applicants. Both applicants and participating

programs may express a high degree of interest in each other but may not make

statements implying a commitment.

The following activities shall be considered as breaches of the contract by the

institution, and subject to the penalties as described in section 19:

a. An applicant or participating program making any verbal or written contract for

appointment to a position prior to completion of the matching program; and

b. An applicant or participating program requesting the ranking preference of the

other.

P a g e | 35 April 2017

Participating programs understand and agree that only the final preferences of

the participating programs and applicants, as reflected in their final verified rank

order lists, will determine the offering of positions and the placement of

applicants through the matching program.

Honest communication between applicants and program staff is essential to a

successful matching process. To promote the highest ethical standards during the

interview, ranking, and matching processes, program directors participating in a

match shall commit to:

• Respecting an applicant’s right to privacy and confidentiality: Program

directors and other interviewers may freely express their interest in a

candidate, but they shall not require an applicant to disclose ranking

preferences, ranking intentions, or the locations of other programs to which

the applicant has or may apply.

• Accepting responsibility for the actions of interview team

members: Program directors shall instruct all interviewers about

compliance with match policies and the need to ensure that all applicant

interviews are conducted in an atmosphere that is safe, respectful, and

nonjudgmental. Program directors shall assume responsibility for the

actions of the entire interview team.

• Refraining from asking illegal or coercive questions: Program directors

shall ensure that communication with applicants remains focused on the

applicant’s goodness of fit within their programs.

• Declining to require second visits or visiting rotations: Program directors

shall respect the logistical and financial burden many applicants face in

pursuing multiple interactions with programs and shall not require them or

P a g e | 36 April 2017

imply that second visits are used in determining applicant placement on a

rank order list.

• Discouraging unnecessary post-interview communication: Program

directors shall not solicit or require post-interview communication from

applicants, nor shall program directors engage in post-interview

communication that is disingenuous for the purpose of influencing

applicants’ ranking preferences.

10. Confidentiality

Information about applicants is to be treated as confidential at all times.

Participating programs shall not make publicly available or otherwise disclose to

any individual or organization, any information about applicants unless required

by law, permitted under this contract or with the consent of the applicant

concerned. For greater certainty, confidential information in this context includes

the names of applicants and application information. Breaches of confidentiality,

including unauthorized use, access, or disclosure of an applicant’s personal

information, will be subject to the penalties set out in section 19 of this contract.

11. Use of applicants’ personal information

Participating programs shall only use personal information of applicants

disclosed to it by SCFHS-MS for the purpose of selecting candidates.

12. Retention of information

Participating programs shall keep information provided to it by SCFHS-MS only

as long as it is required for the reasons it was collected. Participating programs

shall have in place procedures to destroy, delete, erase or convert personal

information into an anonymous form when it is no longer required for the

program’s purposes.

P a g e | 37 April 2017

13. Security of information

Participating programs shall have appropriate security measures to protect any

information provided to it by SCFHS-MS. “Appropriate security measures”

means technical, physical and procedural controls to protect information against

destruction, loss, alteration, unauthorized disclosure to third parties or

unauthorized access by employees or contractors employed by the institution,

whether by accident or otherwise. Participating programs shall protect the

confidentiality of all passwords and promptly notify SCFHS (a) if there is reason

to believe that any password has been discovered by a third party and (b) of any

unauthorized use of a password or any other breach of security and (c) in the

event of unauthorized use, access or disclosure of any applicant’s personal

information maintained by the program.



SCFHS may remove a participating program director and/or a program from the

matching program and/or not allow an applicant to be matched to a training

center if SCFHS receives credible evidence that the participating program has

violated the terms of this contract or does not have the required accreditation.

15. Rank order list (ROL)



of either a participating program or an applicant.

16. Access to the match site (SCFHS-MS’ online system)

SCFHS shall limit access to the match site to participating programs, applicants

and other authorized users.

P a g e | 38 April 2017

17. Annual timetable

SCFHS shall publish an annual timetable, which is incorporated in this contract

by reference.


SCFHS DOES NOT GUARANTEE THE AVAILABILITY OF THE MATCH

SITE.

19. Match violations





responsible manner and to respect the right of applicants to freely investigate

program options prior to submission of a final rank order list.

SCFHS shall investigate alleged breaches of this contract, including but not

limited to:



c. Failures to offer or accept an appointment as required by the results of a match;

and

d. Any other irregular behavior or activities that occur in connection with the

submission or modification of a rank order list, and/or the participating

program’s commitment to honor the match outcome.

SCFHS shall maintain and make available to applicants and participating

residency programs the policies and procedures for reporting and investigating

breaches of SCFHS contracts (Match Breaches Policy and False Document

Policy), incorporated by reference in this contract.

The Match Breaches Policy shall govern SCFHS’ handling of match violations

and is incorporated by reference in and forms part of this contract.

P a g e | 39 April 2017

Contract for Institutions A. Background

Training positions may be offered to applicants who have registered through the

Saudi Commission for Health Specialties Matching System (SCFHS-MS).

SCFHS-MS is an application and matching program that provides a system for

the review and confidential ranking of applicants to one or more postgraduate

training centers.

This contract represents the rights and obligations of the institution and SCFHS

with respect to the matching program.

In consideration of the undertaking and conditions contained in this contract, the

institution and SCFHS hereby agree as follows:

B. Rights and obligations of institutions with respect to

programs

1. Postgraduate/Academic Affairs Director

The institution shall identify an individual from within the

postgraduate/academic affairs office to be responsible for overseeing the

matching process, and to serve as a liaison with SCFHS on all matters regarding

the institution’s participating programs.

2. Program eligibility

To be eligible to offer positions through the matching program, as of application

deadline, an institution’s participating programs shall be accredited by

Accreditation Department at SCFHS.

P a g e | 40 April 2017


The institution shall ensure that its participating programs follow scheduling

requirements and schedule interviews in accordance with the timetable

established by SCFHS.

4. Rank order lists

The institution shall ensure that its participating programs restrict their rank

order lists (ROL) to only those applicants who are registered and have applied

through SCFHS.

The postgraduate/academic affairs office shall verify the ROLs of participating

programs prior to the deadline date established by SCFHS in the timetable.

5. Rank order list submission

To participate in the matching program, participating programs shall (a) register

with and (b) submit ROLs through the SCFHS online system (match site).

ROLs may only be submitted through the match site.

The institution agrees to follow access procedures established by SCFHS with

respect to the match site. For greater certainty, a ROL may be entered in more

than one session and may be modified prior to the ROL submission deadline.

The institution is encouraged to complete this process well in advance of the

ROL submission deadline and prior to the peak utilization period when the

match site may be less accessible.

P a g e | 41 April 2017

6. Appointments

The institution shall ensure its participating programs follow the rules regarding

appointments. Participating programs shall not make, offer, or require any

appointments, commitments or contracts with applicants outside of the matching

process prior to the match date established by SCFHS or the completion of all

match cycles.

7. Match iteration

In matches where there is more than one iteration, all participating programs

registered with the matching program that do not fill their quota in the first

iteration of the matching process shall participate in the second iteration of the

matching process. All quota left unfilled in the first iteration of the matching

process shall be entered into the second iteration of the matching process.

The matching process is not complete until all iterations have been run.

8. Withdrawals

If a participating program has reason to close and/or reduce the number of spots

after the match has been run, the program must notify SCFHS of the method it

will employ to assist each matched applicant in securing another position.

Failure to adhere to these requirements will be a breach of this contract and

subject to the penalties set out in section 18 of this contract.

9. Restrictions on persuasion

The institution shall ensure its participating programs follow the rules regarding

restrictions on persuasion as described below:

P a g e | 42 April 2017

Participating programs shall not exert undue or unwarranted pressure on the

selection decisions of applicants. Both applicants and participating programs

may express a high degree of interest in each other but may not make statements

implying a commitment.

The following activities shall be considered as breaches of the contract by the

institution, and subject to the penalties as described in section 18:

a. An applicant or participating program making any verbal or written contract for

appointment to a position prior to completion of the matching program; and

b. An applicant or participating program requesting the ranking preference of the

other.

The institution and participating programs understand and agree that only the

final preferences of the participating programs and applicants, as reflected in

their final verified rank order lists, will determine the offering of positions and

the placement of applicants through the matching program.

10. Confidentiality

Information about applicants is to be treated as confidential at all times. The

institution shall not make publicly available or otherwise disclose to any

individual or organization, any information about applicants unless required by

law, permitted under this contract or with the consent of the applicant concerned.

For greater certainty, confidential information in this context includes the names

of applicants, application information and program ranking information.

Breaches of confidentiality by the institution, including unauthorized use, access,

or disclosure of an applicant’s personal information, will be subject to the

penalties set out in section 18 of this contract.

P a g e | 43 April 2017

11. Use of applicants’ personal information

The institution shall only use personal information of applicants disclosed to it

by SCFHS for the purpose of selecting candidates for the institution’s

postgraduate training programs.

12. Retention of information

The institution shall keep information provided to it by SCFHS only as long as it

is required for the reasons it was collected. The institutions shall have in place

procedures to destroy, delete, erase or convert personal information into an

anonymous form when it is no longer required for the institution’s purposes.

13. Security of information

The institution shall have appropriate security measures to protect any

information provided to it by SCFHS. “Appropriate security measures” means

technical, physical and procedural controls to protect information against

destruction, loss, alteration, unauthorized disclosure to third parties or

unauthorized access by employees or contractors employed by the institution,

whether by accident or otherwise. The institution shall protect the confidentiality

of all center passwords and promptly notify SCFHS (a) if there is reason to

believe that any center password has been discovered by a third party and (b) of

any unauthorized use of a center password or any other breach of security and

(c) in the event of unauthorized use, access or disclosure of any applicant’s

personal information maintained by the institution.

P a g e | 44 April 2017



SCFHS may remove a participating program director and/or program from the

matching program and/or not allow an applicant to be matched to a training

center if SCFHS receives credible evidence that the participating program has

violated the terms of this contract or does not have the required accreditation.

15. Rank order list (ROL)



of either a participating program or an applicant.

16. Access to the match site (SCFHS-MS online system)

SCFHS shall limit access to the match site to participating programs, applicants

and other authorized users.


SCFHS DOES NOT GUARANTEE THE AVAILABILITY OF THE MATCH

SITE.

18. Match violations





responsible manner and to respect the right of applicants to freely investigate

program options prior to submission of a final rank order list.

P a g e | 45 April 2017

SCFHS shall investigate alleged breaches of this contract, including but not

limited to:



c. Failures to offer or accept an appointment as required by the results of a match;

and

d. Any other irregular behavior or activities that occur in connection with the

submission or modification of a rank order list, and/or the participating

program’s commitment to honor the match outcome.

SCFHS shall maintain and make available to applicants and participating

programs the policies and procedures for reporting and investigating breaches of

SCFHS contracts (Match Breaches Policy and False Document Policy),

incorporated by reference in this contract.

P a g e | 46 April 2017

POLICIES

P a g e | 47 April 2017

Violation review Policies and procedures for reporting and investigating breaches of SCFHS

contracts

Match Breaches Policy

SCFHS seeks to protect the integrity of the matching process by requiring all

match participants to behave ethically and responsibly during the matching

process.

Policy

1.0 General

SCFHS policy requires each applicant to enter into a SCFHS match agreement.

Centers offering training programs are also required to enter into an institution

contract/agreement. SCFHS will investigate and take steps to resolve all alleged

breaches of such agreements, including but not limited to: attempts to violate

eligibility requirements, the matching process itself; failure to protect the privacy

of the applicant or the applicant documents; failure to abide by the SCFHS

timetable; failure to offer or accept appointments as required by the results of a

match; and any other irregular behavior or activities that occur in connection

with registration, the submission or modification of supporting documents or a

rank order list, and/or the participant’s commitment to honor the match outcome.

P a g e | 48 April 2017

Procedure

1.0 Reporting procedures

Parties permitted to submit an official report to SCFHS concerning an alleged

match breach includes, but is not limited to: applicants, program directors, and

postgraduate/academic affairs directors.

Suspected violations must be delivered to the office of the office of Executive

Directorate of Training, Department of Acceptance & Registration.

Suspected violations must be submitted immediately, but in any event no later

than 14 days of knowledge of the alleged incident. No investigation will be

initiated until SCFHS has received a written report concerning the possible

violation, in which the author of the report is identified. Any request for

anonymity will generally not be granted, except in the most exceptional

circumstances.

SCFHS will acknowledge all such written reports in order to make an initial

verification of their authenticity within seven business days of the receipt of the

report.

2.0 Review process

The SCFHS review process operates as follows:

Step one (A): A complaint is issued in writing to the SCFHS Violations Review

Committee concerning the alleged violation.

Step one (B): An acknowledgement from SCFHS will be sent to the

complainant, within seven business days via e-mail, regarding the receipt of the

complaint.

P a g e | 49 April 2017

Step two: A representative of the SCFHS Violations Review Committee will

contact the party or parties (including, but not limited to: the applicant, program

director, or postgraduate/academic affairs director) identified in the report and

such other appropriate person(s) with knowledge of the incident. These

individuals will be informed of the nature of the alleged violation, and that it is

being investigated by SCFHS. All parties identified in the report as relevant to

the alleged violation will be requested to provide SCFHS Violations Review

Committee with their version of the incident in writing and, if necessary, their

response to the allegation(s). All parties are given 7 business days to do so. The

named person/institution will be given the explicit opportunity to make answer

and provide submissions prior to the preparation of the preliminary report.

Step three: SCFHS Violations Review Committee will prepare a preliminary

report as soon as practicable, documenting the nature of the allegation and the

results of the SCFHS investigation. The named person/institution will be given 7

business days to respond to the allegations and initial findings.

Step four: A final report of the findings will be submitted to the Executive

Director of Training.

Notes:

a. If the result of the investigation fails to confirm that a violation has occurred,

the recommendation will be to close out the matter and notify all parties in the

original report accordingly.

b. If the results of the investigation indicate that a violation has occurred, the

SCFHS Violations Review Committee may, with the concurrence of the parties

and in following the SCFHS Consequences of Confirmed Violations, seek to

resolve the incident to the satisfaction of the parties involved.

P a g e | 50 April 2017

c. Where any party is not in agreement with the recommendation to informally

resolve or close the matter, the matter shall be referred to the SCFHS Executive

Board for final ruling.

Step five: If the named person/institution is found guilty of the violation, s/he is

added to the SCFHS Database of Violators and if the violator is an applicant, the

reports are distributed to each program to which they apply in the current match,

as well as in the future matches.

P a g e | 51 April 2017

3.0 Reporting of confirmed violations process

This will be used by the SCFHS Violations Review Committee as a guideline for

penalties for confirmed violators.

Consequences if allegations of a violation are confirmed:

1. For completed reviews confirming a violation by an applicant:

a. The final report will be delivered to the applicant with copies to:

1. The party who originally reported the violation.

2. The applicant’s program director if the violation occurred in a fellowship match.

3. The SCFHS, if the applicant is to be permanently identified as a match violator

or has been permanently barred from future SCFHS matches.

4. Any parties who SCFHS determines are relevant to its investigation and

findings.

b. In addition, the applicant may be penalized by, but is not limited to the

following:

• A remedial caution

• Disqualification from the current match

• Disqualification from entry to subsequent SCFHS matches for up to three years

• Such other action as the committee/board considers just and appropriate in the

circumstances, including disqualification from future matches.

c. The decision conveyed in the final report will be displayed permanently in the

SCFHS Database of Violators; the violation will be included to identify the

length of time the action is in effect.

P a g e | 52 April 2017

2. For completed reviews confirming a violation by a program and/or

institution:

a. The participating program and/or institution may be penalized by, but is not

limited to the following:


• Withdrawal of the program from the match if the violation was determined prior

to match day

• Not allowing an applicant involved in a violation to be matched with the

particular training center

• The program being identified as a match violator in the SCFHS website and

database

• Suspension or termination of the center’s access to the password-protected

match site area of the SCFHS website

• Such other remedies as the committee/board considers just and appropriate in the

circumstances.

b. The decision conveyed in the final report will be displayed permanently in the



P a g e | 53 April 2017

Definitions

1.0 Match breach

Any violation of the applicant agreement or institution contract will be

considered a match breach.

Scope

This policy applies to all SCFHS match participants.

False document policy

SCFHS seeks to protect the integrity of the matching process by requiring all

match participants to behave ethically and responsibly during the matching

process.

P a g e | 54 April 2017

Falsified Document Policy

1.0 General

SCFHS requires applicants to provide complete and accurate information to

SCFHS and programs. It is the policy of SCFHS to investigate discrepancies in

the electronic SCFHS Online application, as well as other SCFHS application

materials submitted by the applicant or on their behalf; attempts to violate the

application and matching process; and any other irregularities, which may occur

in connection with application activities.

All investigations will be reviewed by the SCFHS Violations Review Committee

and will follow the SCFHS review process. All findings will be subject to the

process set out in the SCFHS False Document Policy, and all applicants will be

subject to the consequences laid out in the SCFHS Consequences of Confirmed

Violations in the applicant contract.

Appeals of the final report and penalty issued can be made to the SCFHS

Executive Board and their decision will be final. If violations are confirmed, the

violator’s information will be placed in the SCFHS Database of Violators.

SCFHS will make effort to investigate allegation(s) in a timely manner while

ensuring accuracy and completeness of the final report; however, a pending

investigation may interrupt the processing of application materials with

questionable validity.

Procedure

1.0 Reporting procedures

Parties permitted to submit an official report to SCFHS concerning an alleged

violation of falsified documents includes, but is not limited to: applicants,

program directors, postgraduate/academic affairs directors.

P a g e | 55 April 2017

Suspected violations must be delivered to the office of the office of Executive

Directorate of Training.

Suspected violations must be submitted immediately, but in any event no later

than 14 days of knowledge of the alleged incident. No investigation will be

initiated until SCFHS has received a written report concerning the possible

violation, in which the author of the report is identified. Any request for

anonymity will generally not be granted, except in the most exceptional

circumstances.

SCFHS will acknowledge all such written reports in order to make an initial

verification of their authenticity within seven business days of the receipt of the

report.

2.0 Review process

The SCFHS review process operates as follows:

Step one (A): A complaint is issued in writing to the SCFHS Violations Review

Committee concerning the alleged violation.

Step one (B): An acknowledgement from SCFHS will be sent to the

complainant, within seven business days via e-mail, regarding the receipt of the

complaint.

Step two: A representative of the SCFHS Violations Review Committee will

contact the party or parties (including, but not limited to: the applicant, program

director, or postgraduate/academic affairs director) identified in the report and

such other appropriate person(s) with knowledge of the incident. These

individuals will be informed of the nature of the alleged violation, and that it is

being investigated by SCFHS. All parties identified in the report as relevant to

the alleged violation will be requested to provide SCFHS Violations Review

P a g e | 56 April 2017

Committee with their version of the incident in writing and, if necessary, their

response to the allegation(s). All parties are given 7 business days to do so. The

named person/institution will be given the explicit opportunity to make answer

and provide submissions prior to the preparation of the preliminary report.

Step three: SCFHS Violations Review Committee will prepare a preliminary

report as soon as practicable, documenting the nature of the allegation and the

results of the SCFHS investigation. The named person/institution will be given 7

business days to respond to the allegations and initial findings.

Step four: A final report of the findings will be submitted to the executive

director of training.

Notes:

a. If the result of the investigation fails to confirm that a violation has occurred,

the recommendation will be to close out the matter and notify all parties in the

original report accordingly.

b. If the results of the investigation indicate that a violation has occurred, the

SCFHS Violations Review Committee may, with the concurrence of the parties

and in following the SCFHS Consequences of Confirmed Violations, seek to

resolve the incident to the satisfaction of the parties involved.

c. Where any party is not in agreement with the recommendation to informally

resolve or close the matter, the matter shall be referred to the SCFHS Executive

Board for final ruling.

Step five: If the named person/institution is found guilty of the violation, s/he is

added to the SCFHS Database of Violators and if the violator is an applicant, the

reports are distributed to each program to which they apply in the current match,

as well as in the future matches.

P a g e | 57 April 2017

3.0 Reporting of confirmed violations process

This will be used by the SCFHS Violations Review Committee as a guideline for

penalties for confirmed violators.

Consequences if allegations of a violation are confirmed:

1. For completed reviews confirming a violation by an applicant:

a. The final report will be delivered to the applicant with copies to:

1. The party who originally reported the violation.

2. The applicant’s program director if the violation occurred in a fellowship match.

3. The SCFHS, if the applicant is to be permanently identified as a match violator

or has been permanently barred from future SCFHS matches.

4. Any parties who SCFHS determines are relevant to its investigation and

findings.

b. In addition, the applicant may be penalized by, but is not limited to the

following:


• Disqualification from the current match

• Disqualification from entry to subsequent SCFHS matches for up to three years

• Such other action as the committee/board considers just and appropriate in the

circumstances, including disqualification from future matches.

c. The decision conveyed in the final report will be displayed permanently in the



P a g e | 58 April 2017

2. For completed reviews confirming a violation by a program and/or

institution:

a. The participating program and/or institution may be penalized by, but is not

limited to the following:


• Withdrawal of the program from the match if the violation was determined prior

to match day

• The program being identified as a match violator in the SCFHS website and

database

• Suspension or termination of the center’s access to the password-protected

match site area of the SCFHS website

• Such other remedies as the committee/board considers just and appropriate in the

circumstances.

b. The decision conveyed in the final report will be displayed permanently in the



P a g e | 59 April 2017

Definitions

1.0 Falsified documents

Falsified documents include but are not limited to, documents that have been

altered, added to, or forged.

Please note: A document will be considered falsified if it has been altered in any

way, to make it false in any respect (whether or not it was false in some other

respect apart from that alteration).

Scope

This policy applies to all parties and/or organizations that submit documents to

SCFHS and/or participate in SCFHS matching services.

P a g e | 60 April 2017

Interview complaints SCFHS will act as an interlocutor to allow applicants to make specific

complaints about problems encountered in their interviews.

All complainants must be prepared to identify themselves to SCFHS if they wish

SCFHS to follow up with the complaint. SCFHS will make the complaint to the

training center anonymously on behalf of the applicant.

If an applicant wishes to have an immediate reconsideration of their application

for ranking by that program, they must take their complaint to the

postgraduate/academic affairs director of the center where the problem occurred

without the assistance of SCFHS.

To report a complaint, submit a written complaint to the office of Executive

Directorate of Training.

Document retention Application documentation will be retained by SCFHS for three months from

match day.

Refunds All fees for registration and application, including those received from applicants

who later withdraw or go unmatched, are non-refundable.

P a g e | 61 April 2017

APPENDIX

P a g e | 62 April 2017

Appendix 1: Portfolio

Submission Guidelines

• Every applicant should use the electronic admission system to submit information about

his/her academic achievements and any other significant activities during his/her

undergraduate studies and beyond, with evidence/proof (e.g. Certificates, Diplomas,

etc.) for each provided. NB: All evidence/proof submitted will be evaluated and marked

out of 20.

• Any submission lacking evidence/proof will not be counted and will be marked as

“zero”.

• Criteria and score distribution are subject to an annual review and possible

modifications which will be announced accordingly.

• The Portfolio Evaluation decision is final and any official appeal should be filed

electronically over the Saudi Commission for Health Specialties (SCFHS) admission

system as per the approved process.

• Application will require a nominal processing fee that is non-refundable (early

registration: 100 SR, late registration: 200 SR).

• In case of an appeal, an administrative fee (300 SR) will be requested and a re-

evaluation will be performed by a different evaluator. Take note that the decision taken

after the re-evaluation is final, with no further appeal allowed.

• The electronic admission system will be available on the SCFHS website during the

admission period which should be used to complete all the required attachments; NO

hardcopy will be accepted.

• Once the application is submitted electronically, no further amendments can be

incorporated. No further documents can be included, answers changed, or scores

modified.

• The electronic admission system will open and close at specific dates and NO

application will be accepted after midnight of the closing date.

• In each submission ONLY INCLUDE ONE PAGE attachment, as only the FIRST page will be

reviewed regardless of how many pages are included, except for the two questions

related to research activity in which multiple pages are allowed.

• All documents should be in either Arabic or English language. Any document in another

language should be translated by an authorized translation office into one of these two

P a g e | 63 April 2017

languages. Providing a translation after submitting the documents or a document in a

language other than Arabic or English will NOT be considered.

• Each document/activity can only be used as evidence or proof for ONE question. If

included in multiple questions, it will only be counted for one.

• Any documents presented with a potential conflict of interest will NOT be considered.

Such documents will be reviewed by two independent evaluators and their decision is

this regard is final with no appeal accepted.

• Evaluator has the right to reject any questionable document from an unverifiable

source. Such documents will be reviewed by two independent evaluators and their

decision is this regard is final with no appeal accepted.

• Applicants are encouraged to finish the application process at least a week before the

submission deadline and prior to the peak utilization period when SCFHS website may

be less accessible. SCFHS does not guarantee the availability of the electronic admission

system at all times.

• Regardless of the purpose, SCFHS does not provide any applicant with copies of

documents submitted.

• All application requests and documents will be deleted and destructed after three

months of announcing final matching results. After this period, SCHFS is free of all

liability and responsibility for anything related to the results or documents.

P a g e | 64 April 2017

Evaluation Process An evaluator will review an applicant's submission and evaluate it based on the following

components:

Research Activity 1. Have you participated in writing a research proposal or participated partially in a

research activity in which you did not meet the criteria for authorship? (2 points)

NO

YES Upload scanned evidence/proof

➢ Submission Criteria

• Any research proposal submitted has to be authenticated by a research regulatory

authority (Department, College, Hospital/Research Centre, etc.) with clear

indication of applicant name as a contributor to the proposal.

• The same research article or abstract CAN NOT be used for both questions, 1 and

2.

• If the applicant’s name is mentioned in a published manuscript as a collaborator or

in the acknowledgment section, he/she will receive the score for question ONE

only.

• Effort should be made by the applicant to highlight his/her name in the document

or proof submitted in this category.

2. Are you an author or co-author of a published research article? (2 points)

NO


3. Are you the first author of a published research article? (1 point)

NO



• The same research article or abstract CAN NOT be used for both questions, 1 and

2. However, if applicant has more than one published article he/she can submit it

for question one.

• If the applicant is mentioned in the published manuscript as a collaborator or in the

acknowledgment section, then it will NOT be accepted as a publication and no

points will be granted for the applicant. he/she will receive the score for question

ONE only.

P a g e | 65 April 2017

• Publication has to be in a peer reviewed journal that is indexed in databases (such

as Index Medicus, Medline, PubMed, EMBASE, SCOPUS, EBSCO Publishing's

Electronic Databases, SCIRUS).

• Publications in “pay & get published” journals are NOT accepted (such as but not

limited to: NISCAR, CROSSref, RESEARCHERID, GoogleScholar, arXiv.org,

ResearchGate, ORCiD).

• The applicant should be an author or co-author in the published manuscript.

• An oral presentation at a conference will NOT be considered as a publication, even

if the presentation was published in proceedings of the conference in an

international indexed journal.

• A poster presentation at a conference will NOT be considered as a publication,

even if the presentation was published in proceedings of the conference in an

international indexed journal.

• An article submission confirmation email from a journal will NOT be accepted nor

considered as a publication, whereas an email from the journal confirming that the

article has been accepted for publication will be considered.

• An email from a journal stating the submission is under review or will be

considered for publication after review/revision will NOT be accepted.

• Effort should be made by the applicant to highlight his/her name in the document

or proof submitted in this category.

Health-Related Courses or Workshops 4-5. Did you attend/participate in any health related workshops/courses? e.g. ATLS1,

ACLS2, PALS3, FDM4, FCCS5, APLS6, X-Ray reading, review course, Ultrasound courses,

communication skills, ECG7 interpretation, BOSS8, ALSO9, etc. (2 points: 1 point per

question)

NO

YES Upload scanned evidence /proof

1 Advanced trauma life support 2 Advanced cardiac life support 3 Paediatric advanced life support 4 Fundamental disaster management 5 Fundamental critical care support 6 Advanced paediatric life support 7 Electrocardiogram 8 Basic operative surgical skills 9 Advanced life support in obstetrics

P a g e | 66 April 2017


• Courses and workshops accredited by the Saudi Heart Association, American Heart

Association, or any other recognized body are accepted.

• BLS1, CPR, First Aid or other equivalent courses are NOT accepted.

• Courses mentioned above are only examples, and the list does not cover all the

possibilities.

• Courses or workshops should always involve active participation by the registrant.

• If the workshop is considered soft skills, for example, communication skills,

professionalism, scientific review courses, submitting a scientific article or applying

for a research grant and does not involve active participation, it may still be

considered for evaluation.

• An academic degree (diploma and above) is counted as one course or workshop.

• Entry exam certificates, for example for USMLE2, MCCEE3 or MRCP4, are NOT

considered for evaluation purposes.

• Courses/workshops should have CME points awarded by either the SCFHS and/or

another recognized accrediting body.

• Applicants must have the course/workshop certificate of completion/attendance;

receipt of registration is NOT accepted.

• Language courses are NOT considered.

• Activity proof/evidence must have an issue/attendance date.

• Activity proof/evidence without any date is NOT accepted.

• Activity proof/evidence with a date and no expiry mentioned will only be valid for 5

years from issue date.

• Activity must be valid if it has an expiration date.

• Health related summer courses/clinical observership for a minimum of four weeks

is considered as one course.

1 Basic life support 2 Unites States Medical Licensing Examination 3 Medical Council of Canadian Evaluating Exam 4 Membership of Royal Colleges of Physicians

P a g e | 67 April 2017

Health Promotion (Awareness) Activities 6-7. Did you actively participate in any health related voluntary social/community

activities? Voluntary activities that will be considered for evaluation of application

include but are not limited to: Breast cancer campaign, smoking cessation program,

Hajj Health helpers, disease awareness day, health education media programs,

humanitarian missions, etc. (2 points: 1 point per question)

NO



• The applicant should have actively participated in these activities. Active

participation includes, taking a role as a presenter, provider, instructor or organizer

but NOT as an attendee only.

• Activity has to be health-related, targeting the community’s needs.

• The target group should be the general public, and NOT healthcare providers or

medical students.

• Society memberships are NOT considered under this category.

• Letters from for-profit non-governmental bodies are accepted; provided that they

are authenticated by the Saudi Chamber of Commerce.

• Work-related activities or appointments are NOT accepted.

P a g e | 68 April 2017

Conference/Symposium Presentation

8. Did you present at a conference/symposium? (1 point)

NO



• Local and international conferences or symposia are accepted.

• The conference/symposium should have CME points awarded by either the SCFHS

and/or another recognized accrediting body

• Oral presentations, podium presentations, moderated abstract sessions and poster

presentations are counted as presentations.

• The conference/symposium has to be in a health-related field.

Dean’s List Award 9. Are you among the rewarded students in the dean’s list? (2 points)

NO



• Listed for a Dean`s list award.

o Dean`s list award is an annual list that has the names of a maximum of 5%

unique students within an educational institute. The criterion for enrolment

on the list is set and announced by each university/college. The list is entered

annually from Dean`s office to SCFHS through an online portal during a set

period. Lists not received within the specific timeline will not be accepted.

Only the initial list is accepted.

o Any amendments to the list after submission will NOT be considered.

o Each list will only be considered for the application year it was issued for.

o The letter from the dean must state the total number of graduates for that

specific year with ONLY a maximum of 5% of the student listed for the Dean’s

list award.

o If the list includes more than 5%, only the first 5% on the list will be

considered.

P a g e | 69 April 2017

Clinical Experience 10. Have you had clinical experience in the specialty of your first preference? (2

points)

• Clinical Attachment/Work Experience in your first preferred speciality

o The least accepted period is SIX months of clinical attachment/work

experience.

o The clinical attachment/work experience has to be post internship experience.

o A maximum of two letters from different residency training program (RTP)

directors within the same specialty are accepted.

o The clinical attachment has to be in the speciality you identified in your

application as the first preference.

o The first speciality of choice entered in your application will be the only

speciality correlated with your proof letter.

o A letter from the RTP director is the ONLY accepted form of proof.

o The letter must state the nature of your involvement, duration, speciality,

hospital and RTP director contact information.

o For dentistry, general practice is accepted with a proof signed by program

director or head of department.

o The approved letter provided by SCFHS is the only accepted letter for this

element.

Specialty Interest 11. Do your portfolio elements indicate that you have strong interest in the specialty

you have selected as your first option? (2 points)

NO

YES


• Overall documents submitted are related to the first preferred speciality.

o This includes a minimum of FOUR documents submitted in research activity,

workshops/courses, health promotion activities, and/or topic presented in a

conference.

o Documents that did NOT meet submission criteria stated under their portfolio

element (see above) will NOT be accepted for this question.

o This can be categorized by medical/surgical or any other suitable

categorization based on the discretion of the evaluator.

P a g e | 70 April 2017

City Preference 12. What is your city preference under your first option? (2 points)

NO

YES

- First preferred specialty chosen is in a city other than Riyadh, Jeddah, Dammam

(includes Alkhobar, Dhahran, and Qatif), Makkah, or Abha (includes Khamees

Mushait), and Almadinah Almonwarah.

Letter of Sponsorship 13. Are you employed and have a letter from your sponsor allowing you to join

postgraduate training? (2 points)

NO

YES

o Applicant should provide employment letter from an official employment

authority stating that applicant has been offered a sponsorship for the whole

period of training.

o Letter of sponsorship should NOT limit the offer to certain specialties or

programs centres.

o The approved letter provided by SCFHS is the only accepted letter for this

element.

P a g e | 71 April 2017

Appendix 2: Main Residency Match Applicant Checklist

Application

Apply for the Match:

Early Application: January 1 – February 11, 2018 o Fees 100 SR

Late Application: February 12-18, 2018 o Fees 200 SR

Match opens: Jan 1, 2018

Read the matching system manual for quick information about Match events, fees, and policies. It also provides valuable information about the application, ranking and results process and important tips about the matching algorithm.

Upload your documents through SCFHS-Matching System. Documents, not uploaded online will not be considered.

Log-in to account prioritize the programs and cities. Remember 1st preference cannot be changed.

Nomination Day (Phase I): March 12, 2018. Nominations to specialty/city will be announced

RANKING

Access SCFHS-Matching System to view your nomination result.

Conduct interviews in various centres (Interview period: March 18 – April 12, 2018).

Create a rank order list (ROL) of training centers. Rank centers in order of your TRUE PREFERENCE, not where you think you will match.

Complete your rank order list. Do not wait until the last minute to re-order your ROL system.

Applicant rank order list deadline: April 19, 2018 RESULTS

Get your Match results!

Match Day is May 10, 2018. Results are available in the SCFHS website.

Access SCFHS-Matching System to receive An acceptance letter from SCFHS office.

UNFILLED POSITIONS

Nomination Day (Phase II):

Nomination Day (Phase I): September 2, 2018

Interview Period: September 9-13, 2018

Match Day: September 20, 2018

Nominations to specialty/city will be announced.

ACCEPTANCE LETTER – 2nd iteration

Access SCFHS-Matching System to receive An acceptance letter from SCFHS office.

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