Use the Institutional Summary to review your institution's total applicant activity across all programs for a single recruitment season.
1. What is the Institutional Summary?
The Institutional Summary is a section within the Cerebellum Institution Dashboard. It gives Institution Managers a single view of applicant statistics across all programs at their institution, combined into one place for a single recruitment season.
Who can view this feature?
Role | Permission |
Institution Manager | Full Access |
| Note: This feature is accessible to Institution Managers only. Program-level users should refer to their individual program dashboards in Cerebellum. |
2. Before starting
Before using the Institutional Summary, make sure:
You are logged in as an Institution Manager
Your institution has programs with applicant data available in Cerebellum and/or Thalamus Core
The current recruitment season is active or data has been loaded for the season you wish to review
3. Understanding the Applicant Status tabs
The Institutional Summary displays five applicant status tabs. Each tab shows the total count for that status across all programs at your institution.
To view a specific status, select its tab at the top of the Institutional Summary section.
Status | What it means |
Applied | Total number of applicants uploaded across all Cortex programs. For programs that did not use Cortex, this reflects applicants uploaded directly to Thalamus. |
Invited | Total number of interview invitations sent and final applicant statuses recorded in Thalamus. |
Completed | Total number of applicants who completed an initial interview across all programs. |
Ranked | Total number of applicants who have been ranked across all programs. |
Matched | Total number of applicants marked as Matched across all programs. Applicants must be marked as "Matched" within each program individually for this count to reflect correctly. |
| Note: Each tab shows data for all programs combined. This is institution-wide data, not individual program data. |
4. Understanding the charts
When you select a status tab, three charts appear below. Each chart breaks down your institution's applicant data for that status by a different category.
| Gender by Program | Shows the number of applicants in each gender category, split by program. Categories included:
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| Medical School Type by Program | Shows the number of applicants by medical school background, split by program. Categories included:
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| Self-Identification by Program | Shows the number of applicants by self-reported identity, split by program. Data is pulled from Thalamus and/or Cortex. Categories included:
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How to interact with the charts
Select or deselect a category in the chart legend to show or hide that group in the view.
Hover over a section of the pie chart to see the exact count for that group.
5. How the data is aggregated
The Institutional Summary pulls data from both Thalamus Core and Cortex. Here is how the counts are calculated:
Invited, Completed, Ranked, and Matched counts are based on the final applicant status recorded on the Applicants page within Thalamus Core
Applied counts are based on applicants uploaded to Cortex (or directly to Thalamus for programs that did not use Cortex)
Applicant details, including medical school type, self-identification, and geography, are gathered from data entered into Cortex and/or Thalamus
| Note: If an applicant missed, withdrew, or cancelled an interview in Thalamus, but was later rescheduled and completed the interview, they will display as Completed and not as missed, withdrawn, or cancelled. Only the final status in Thalamus is counted. |
6. Frequently asked questions
Question | Answer |
Can I view data for a single program instead of all programs combined? | No. The Institutional Summary shows institution-wide totals only. To review individual program data, navigate to that program's dashboard in Cerebellum. |
Why does the Matched count seem low? | Applicants must be manually marked as "Matched" within each program in Thalamus. If programs have not updated this status, the count may not reflect actual match outcomes. |
Where does the applicant self-identification data come from? | Self-identification data is pulled from information entered in Cortex and/or Thalamus Core by applicants. |
Does the data update in real time? | Data reflects what has been entered into Thalamus and Cortex. Updates made in those systems will be reflected in the dashboard, but there may be a short delay. |
What if a program did not use Cortex? | For programs that did not use Cortex, the Applied count reflects the number of applicants uploaded directly to Thalamus. |
Can I export the Institutional Summary data? | Export functionality is not available directly from the Institutional Summary view at this time. For exportable reports, refer to the Reports section in Thalamus Core. |