CAS - Frequently Asked Questions

CAS Forms and Materials
1. How do I get my CAS materials?
2. Do I need buy any computer software to use any of the CAS materials?
3. Can I save the CAS application form on my computer and edit it later?
4. Can I change the font size and type on the CAS application?
5. Can I copy and paste text onto the CAS application form?
6. What can I do to have special font format?

CAS Distribution
7. How do I submit my distribution choices?
8. What happens after I submit my online Distribution list?
9. I want to pay my distribution list by check. Can I send my check payment with my CAS application and support documents?
10. I made a mistake on my distribution list. Can I correct it?
11. How do I add programs to my existing list?
12. What if I only want to list 15 programs now and may decide to list more later? How can I avoid extra distribution costs?
13. How long does it take to distribute application to programs?
14. How do I request supplemental documents to be distributed after my initial distribution?

Change of Address
15. What if my address has changed since I registered for the match, but before I've submitted my CAS application package?
16. What if I have an address change AFTER my application has been distributed?

CAS Application Processing
17.What is a complete application?
18.What is the deadline to send my complete CAS application?
19. Can I expedite the processing of my application?
20. Can I send my documents separately?
21. How do I know you received my CAS application package?
22. How do I know my application has been distributed?
23. How are applications distributed to programs?
24. How will programs contact me for interview?
25. I just noticed I made a mistake/typo on my application. Can I correct it?

Support Documents

26. Do I need to send official copies of my medical/college transcripts?
27. How should my letter writers address their letters of reference?
28. How should confidential letters be submitted?
29. What if I no longer have the original copies of my US-MLE Scores with Performance Profiles?
30. I am a returning applicant; can I reuse my documents from previous years?
31. If I send original documents, can I get them back?
32. What if I can't obtain one of the required documents?
33. What if I want to include additional support documents which are not requested by CAS?
34. What if a program asks me to provide additional documentation?
35. What if I have a document that I want to add to my CAS package after it has already been distributed?
36.How long does it take to distribute a supplemental document?
37. Some programs asked me for a photo. Does CAS distribute photos?

Payments
38. How do I pay my fees?

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CAS Forms and Materials

1. How do I get my CAS materials?
Answer: You can access all your CAS materials online:

• CAS application form (PDF)
• CAS Instruction Manual (PDF)

2. Do I need to buy any computer software to use any of the CAS materials?
Answer: No. All you need to have is Adobe Reader® version 9. Adobe Reader® can be downloaded for free at www.adobe.com.

3. Can I save the CAS application form on my computer and edit it later?
Answer: Yes. We have added special Adobe Extensions which allow users to
download, save and edit the CAS application form using Adobe Reader®. Please note that this only applies to the CAS application form. All other PDF forms can only be saved if the user has full version of Adobe Acrobat®.

4. Can I change the font size and type on the CAS application?
Answer: No, unless you have the full version of Adobe Acrobat® 9 or higher and know how to work with PDF forms. We suggest a font size no smaller than 10 pt.

5. Can I copy and paste text onto the CAS application form?
Answer: Yes. You can edit your personal statement in another editing program such as MS Word, copy text from MS Word and paste onto the CAS form. Please note that the CAS form is defaulted to a set font type and size so any font formatting (font type, size, color, underline, bold, etc) done in another editing program will be ignored.

6. What can I do to have special font format?
Answer: You must have the full version of Adobe Acrobat version 6 or higher and know how to work with PDF forms. Alternatively, you can type your information using MS Word, print the text on plain paper, then cut and paste the text onto the blank CAS form. Next, photocopy the page to hide the cut and paste for a cleaner look.

CAS Distribution

7. How do I submit my distribution choices?
Answer: Login to your SF Match account, browse the Program Directory and check the programs you are interested in by adding them to "My Programs" list. Select the programs you wish to apply from "My Programs" and click on "Apply to Programs".

8. What happens after I submit my online Distribution list?
Answer: If your applications has been processed and considered complete, your application will be distributed to your selected programs within 2 business day. Your programs will be able to access the contact information on your account profile and you these programs will be available on your "Track Interviews" list. The "Track Interview" lists is intended to help you get organized and pre-populate your rank list choices.

9. I want to pay my distribution list by check. Can I send my check payment with my CAS application and support documents?

Answer: Check payments accompanied with check coupons must be sent to:

All other CAS materials should be sent to:

10. I made a mistake on my distribution list. Can I correct it?
Answer: Unfortunately, it is not possible to change your distribution choices once they are submitted. To minimize mistakes, we have designed an online system that requires 2 steps before submitting your distribution choices. First step is to browse the Program Directory and add them to a wish list called "My Programs". Second step is to select your distribution choices from "My Programs" list and submit them online.

11. How do I add programs to my existing list?
Answer: Make sure the programs are added to "My Programs" list, select your supplemental programs and click on "Apply to Programs".

12. What if I only want to list 15 programs now and decide to list more later? How can I avoid extra distribution costs?
Answer: Choose your programs wisely. After you send your initial distribution list you will have to pay $35 per any additional program regardless of how many programs you have selected for your initial distribution.

13.How long does it take to distribute application to programs?
Answer: At peak times, it may take up to 3 weeks to distribute your application given that it is complete and we have received your distribution choices and payment. The processing time for supplemental documents may also take up to 3 weeks. Distribution of your existing complete application to supplemental programs are processed within 2 business days.

14.How do I request supplemental documents to be distributed after my initial distribution?
Answer: Check your CAS Instruction Manual for a list of acceptable supplemental documents. If the document can be distributed by CAS, mail it to our office. Login to your SF Match account to check status of new documents added to your file.

Change of Address

15. What if my address has changed since I registered for the match, but before I've submitted my CAS application package?
Answer: Login to your SF Match account and update your profile.

16. What if I have an address change AFTER my application has been distributed?
Answer: You cannot make changes to your CAS Application; Programs which you have applied to will have access to contact information listed on your SF Match account profile and are encouraged to use this information to contact you.

CAS Application Processing

17. What is a complete application?
Answer: Your CAS application is considered complete when your CAS application form, required documents, Physician Information Profile, distribution list and payment have been received.

18. What is the deadline to send my complete CAS application?
Answer: CAS does not have a deadline and will process applications/supplemental documents until one month prior to the Match. However, programs set their own deadlines and you should time yourself to have your complete CAS application, including your Physician Information Profile, in our office 3 weeks prior to whatever deadline you want to meet.

19. Can I expedite the processing of my application?
Answer: All applications are processed in the order in which they are received. Applications that are placed on hold either for being incomplete or per applicant’s request will be distributed within 3 weeks from the day the application is considered complete/ready.

20. Can I send my documents separately?
Answer: Experience has shown that piece mail submission causes delay. Please send your CAS application and support documents in one single package.

21. How do I know you received my CAS application package?
Answer: Login to your SF Match account to check the status of your application.

22. How do I know my application has been distributed?
Answer: If your CAS Application has been processed (check for completeness, logged in the system and scanned), all programs you have selected will receive your application electronically within 2 business days from the day it is considered ready for distribution.

23. How are applications distributed to programs?
Answer: Complete CAS applications are distributed to programs online.

24. How will programs contact me for interview?
Answer: Contact method varies according to program. This is a good question to ask when contacting programs.

25. I just noticed I made a mistake/typo on my application. Can I correct it?
Answer: Be sure to double check your information before sending your package for distribution. Once we start processing your application, no changes can be made. You may choose to place your application on hold until the correction is made. Your application will be distributed within 3 weeks from the day the application is made correct and ready for distribution. If the application has already been distributed to programs, you must contact programs individually to alert them of the mistake.

Support Documents

26. Do I need to send official copies of my medical school transcripts?
Answer: Official copies are preferred but not required. Clear copies are accepted and will be labeled as “COPY”.

27. How should my letter writers address their letters of reference?
Answer: There is no standard salutation. Most writers will address the letter to “Dear Program Director”, “Dear Colleague” or “Dear Program”.

28. How should confidential letters be submitted?
Answer: Please ask the letter writer to give you the letter in a sealed and signed envelope. If your letter writer is mailing the letter to you, do not open the envelope. Simply include the letter(s) with the rest of your CAS materials.

29. What if I no longer have the original copies of my US-MLE Scores with Performance Profiles?
Answer: Send us a copy of your score report or transcript. Include your Performance Profile, if available.

30. I am a returning applicant; can I reuse my documents from previous years?
Answer: Yes. Mail an updated CAS application form, include your new documents and write a letter to CAS listing the documents you would like to reuse from a previous year. On your note, please remember to write down your old Match ID and the year you registered with the Match. Please note that our CAS services were made available to Plastic Surgery Residency in 2007 and we do not have files that were processed before this time.

31. If I send original documents, can I get them back?
Answer: Yes, after the Match is concluded. Fill out a Return CAS Documents form and mail or fax it to SF Match. There is a $20 fee for this service. Only non-confidential documents will be returned.

32. What if I cannot obtain one of the required documents?
Answer: You may ask us to distribute your file so long as you provide separate explanation letters for EACH missing document and your Physician Information Profile is on file. Explanation letters must be addressed to programs. We strongly encourage applicants to give programs an estimated date of when the document will be made available. Please note that some programs may not be able to review your file until all required documents are available. Incomplete CAS applications will be placed on hold and will be distributed within 3 weeks from the day the application is made complete.

33.What if I want to include additional support documents which are not requested by CAS?
Answer: Read the CAS Instruction Manual carefully. Documents not distributed by CAS will be excluded from your application. We do not notify applicants of non-distributed documents. If your extra document is not distributed by CAS (see instruction manual for a list of acceptable extra documents), you must send it directly to your program(s). We strongly advise that applicants first call programs to check if direct distribution of an extra document is acceptable. Due to the large volume of applications, programs may only be able to review what is in the CAS application, unless otherwise noted.

34. What if a program asks me to provide additional documentation?
Answer: Send it directly to the program.

35. What if I have a document that I want to add to my CAS package after it has already been distributed?
Answer: You may request any documents that are acceptable by CAS to be distributed at no additional cost. After the initial distribution, new documents will be distributed as supplemental documents to programs. Mail your new document to CAS making sure you include your name and registration number.

36. How long does it take to distribute a supplemental document?
Answer: Up to 3 weeks from the time of receipt. All mail is processed in the order in which they are received.

37. Some programs asked me for a photo. Does CAS distribute photos?
Answer: We do not; however, applicants are encouraged to bring a photo to each program they are granted an interview.

Payments

38. How do I pay my fees?
Answer: We accept payments by Visa/MasterCard, personal check, cashier's check and money order. Credit card payments (Visa or MasterCard only) can be made online through your SF Match account. Check payments should be mailed separately to the address below accompanied by a coupon check:

SF Match
c/o Wells Fargo Lockbox Services
SF Matching Program Dept #34059
3440 Walnut Ave., Bldg A, 2nd Floor
Fremont, CA 94538

Please make checks payable to Plastic Surgery Residency Match.

 

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