Residency application & match process-Class of 2015

1. Student Affairs Office Presentation April 22, 2014 Jason Bergschneider and Meredith Szumski Residency application &match process-Class of 2015

2. In 332 days…

3. In 409 days…

4. Session Overview Expectations • What’s expected in the application • What to expect from the SAO • What’s expected of you Timeframe • MSPE • Schedules Strategizing • Competiveness and characteristics of matched seniors by specialty • Applications, Interviews, and Ranking Application Systems • ERAS • ADTS Tutorials & Resources

5. EXPECTATIONS

6. What to Expect from the SAO:Class specific information and archived presentations

7. What to Expect from the SAO:Class specific information and archived presentations

8. What to Expect from the SAO:Bi-weekly emails “Residency Updates from the SAO”

9. What to Expect from the SAO:Check-in surveys throughout season Ranklist Prep and SOAP Worksheet Interview Trail Status

10. What is expected of you:Read, research, and reach out -Thoroughly read materials provided by the college chairs and SAO before making request(s) -First research your question on the program website before calling or emailing -Do not wait to ask for help and be honest about your worries and expectations with those helping you -Support your classmates throughout the process with timely replies to surveys designed to better advise them

11. What is expected of you:Register for the Match and review related procedures MATCH REGISTRATION • All students will receive ERAS tokens by Friday, April 25 to your mednet account and you should register with ERAS at that time (including early match applicants) • All students should register with the NRMP (application for ranking programs) on September 15, 2014  at NRMP Registration • Military Match Applicants should check this website for important dates/info about their respective branch of military in the match • Ophthalmology Matchapplicants need to also register with SF Match (opens in June) and should aim to submit their CAS by September 3, 2014 • Urology Match applicants need to also register with the AUA Match (opens in July) and should aim to submit by early September

12. What is expected of you:Schedule and sit for Step 2 USMLE STEP 2 CK and CS • The earliest you should sit for Step 2 CS is August 1, 2014(after CPX and after College Foundations) click on the links below for registration information • Required for all students to sit for both exams by December 31st  (even if you are going on Leave)  OR 6 months after finishing Year 3 (whichever comes first) For those students who will finish Year 3 off-cycle please note that order to be verified in Match 2014, you must to sit for Step 2CS & CK before the rank order list deadline (which is mid-February) Apply to take USMLE Step 2 CK and CS Fees and Eligibility Periods Step 2 CK Content Description and General Information Step 2 CS Content Description and General Information

13. Who does what?Responsibility and timing of application elements

14. What’s expected in the application:-Letters of Recommendation-CV-Personal Statement

15. Letters of Recommendation

16. Letters of RecommendationOverview Who: Faculty (MD or PhD) Knows you well Is well-known What : 4 LORs total (1-2 from Year 3) Medicine or Surgery Any with LOD When: Ask in Year 3 and follow-up in Year 4 Where: LORs are sent to the SAO and stored until you need them *Jason will email you when LORs are received*

17. Obtaining an LOR: Logistics • Whenever possible, ask in person and ask in advance • Allow at least 4 weeks for them to write - let them know your deadlines/timelines • Ask if they can write a strong letter of recommendation on your behalf. • Best to provide Letter Writer with your CV, Personal Statement (rough draft), and with signed waiver form • Waiver is found here: http://www.medstudent.ucla.edu/offices/sao/academic-career/documents/lorcoverus.pdf

18. Tracking your LOR Use ADTS to track all documents in your application. ADTS tutorial

19. CVOverview Who: CV specifically for the Match What : Relevant information from medical school that encompasses the following: Education Work Research Volunteer When: For use throughout Yr. 3/Yr. 4 Where: Submit to mentors/letter writers Use content to populate ERAS Submit for AOA consideration ERAS Application Worksheet

20. Personal StatementOverview Who: 1 page written statement for application What : Statement of purpose every applicant writes when applying to programs When: For use throughout Yr. 3/Yr. 4 Drafting/editing begins now Where: Submit to mentors/letter writers Upload to ERAS

21. Personal Statement & CV Timeline SPRING Aim to have a first draft of the personal statement and CV for your letter writers. Have your peers and family members give input on this draft. *see Roadmap to Residency for details about the Personal Statement* SUMMER Have a mentor from your chosen specialty read your updated CV and personal statement then schedule a one-on-one appointment with the GSRC. Make a Writing Appointment http://gsrc.ucla.edu/gwc/

22. TIMEFRAME

23. The 4th Year 2014-15 April 15 ERAS Opens  tokens issued (by April 25) June 2 SF Match Opens (ophthalmology applicants) July 7-11 College Foundations June-August MSPE Meetings September 3 SF Match-target date to submit CAS application September 15 -First day to submit application on ERAS -Last day for faculty to submit evals to the SAO Mid-September Delta Chapter of AOA to hold election MSPE Review and sign-off in SAO September 22 Transcripts uploaded to ERAS Target date to submit application on ERAS October 1 MSPEs uploaded to ERAS December 31 Last day to take Step 2 January 6 SF Match Rank lists due January 14SF Match Day NRMP Rank lists open (tentative) January-February Mandatory Rank List Meeting with Dr. Parker January 21 Urology Match Day (tentative) February 23 Rank lists due (tentative) March 16 Unmatched notified *All students are required to be in LA during Match Week and SOAP process* March 19 Senior Scholarship Day March 20 Match Day May 17 All coursework must be completed June 3Senior Banquet June 4 Drew Senior Banquet June 5Hippocratic Oath Ceremony June 6Drew Graduation Ceremony

24. How does the MSPE process work? Spring : Complete online MSPE Questionnaire - Done April: Mandatory Application Process Meeting - Now April 25: Issued ERAS token by SAO to Mednet account – make sure there are no junk mail filters set • All students (early match too) register on ERAS June-August: Meet with Dean (appointments will be scheduled by SAO and assigned to you… if you cannot make your assigned appointment time you will be rescheduled at the end of the list. Again, don’t worry, every student will meet with a Dean and have an MSPE completed and released at the exact same moment, so it neither harms nor helps you to meet early vs. late)

25. How does the MSPE process work? July-September: Complete ERAS application, finalize CV and Personal Statement, begin to submit to programs. August-September: MSPE Editing Begins • You are notified by SAO when your MSPE is ready for review… again, we will ensure that you all have MSPEs completed before the deadline so do not worry about this! September 15: Last day for faculty to submit evaluations to be included in MSPE, so schedule your Sub-I’s accordingly if you want them included. October 1: MSPEs released automatically to all programs (National Deadline).

26. What does an MSPE Look Like? • All Medical Schools follow the AAMC guidelines to format and submit their MSPE. • All have the same headings and content. For review of the guidelines: https://www.aamc.org/download/139542/data/mspe.pdf

27. What goes into the MSPE? • Unique characteristics (based on your input) • Summary of academic progress (including gaps or leaves of absence) • Years 1&2 evaluations summarized in 2 paragraphs • Does NOT include exam scores • All of Year 3 evaluation comments (verbatim) • Summary paragraph written by Dr. Parker

28. What Is Removed from the Evaluation? • PDA logs • Attendance (Unless it is an issue noted within the narrative of the evaluation) • Nomination for a LOD (If you received one, it will be noted in bold at the end of the evaluation) • Exam scores or percentiles • References to graded presentations • Physician/evaluator names • Websites and journal citations • Dates of Clerkships (the MSPE is written in chronological order)

29. Evaluations and the MSPE • Evaluations go in verbatim-remember, this is an evaluation not a recommendation • The only way to have comments revised on your MSPE is to have the Clerkship Director submit new comments on MyCourses. ***THIS MUST BE DONE WITHIN SIX WEEKS OF YOUR EVALUATION BEING SUBMITTED TO MyCourses*** • All Sub-I and revised comments must be submitted to the SAO on ESS by September 15, 2014 in order to be included on the MSPE • Jason and Meredith will not be able to make revisions or alter your evaluations in any way during the MSPE review process • Questions or concerns about evaluations should be discussed with Dr. Parker, Jason, or Meredith before approaching Clerkship Director

30. Scheduling: Adding an Elective MyCourses: Medstudent webpage  Academic Resources • Adding an elective: • All elective adds must be done 30 days before the start of the elective. • Contact the student coordinator to see if there is availability. • Externs are not reflected on MyCourses roster, so even though it appears there is space for you, the elective may be full. • Submit an “Add/Drop Form” to the coordinator. • You or the coordinator will submit the signed Add/Drop Form to Monica Perkins in the SAO. She will add it to your schedule. The change will be reflected in MyCourses.

31. Scheduling: Dropping an Elective • Dropping an elective: • You can drop a course from MyCourses 30 days before the start of the elective.

32. Hard Dates April 15 ERAS Opens September 15 -First day to submit application on ERAS -Last day for faculty to submit evals to the SAO October 1 MSPEs uploaded to ERAS December 31 Last day to take Step 2 January 14 Rank lists open (tentative) February 23 Rank lists due(tentative) March 16 Unmatched notified *All students are required to be in LA during Match Week and SOAP process* March 19 Senior Scholarship Day March 20 Match Day Time Frames April Register on ERAS July-September Confirm career choice Purchase interview attire Take senior photo Finalize letter writers Make spreadsheet for process Meet with Dean August Input application Have 2+ LORs in the SAO CV and PS drafted September Register on NRMP Sign-off on MSPE Have 3+ LORs in the SAO Finalize CV and PS October-January Interview Season Graduation checks in the SAO Create rank list February-May Finalize rank list Electives to prepare for residency

33. STRATEGIZING

35. Percentile Distribution for All Matched Seniors: All Specialties Combined

36. Using Data to Inform Your Process

37. Internal Medicine Average # of applications submitted 23

38. Anesthesiology Average # of applications submitted 31

39. Emergency Medicine Average # of applications submitted 50

40. Application systems

41. How does ERAS work?https://www.aamc.org/students/medstudents/eras/ • Applicants receive an electronic token from their designated dean's office and use it to register with MyERAS (April 25). • Applicants complete their MyERAS application, select programs, assign supporting documents, and transmit their application to programs. • Schools receive notification of the completed application, and start transmitting supporting documents: transcripts, LoRs, photographs, MSPE. • Examining boards receive and process requests for score reports. • Programs contact the ERAS PostOffice on a regular basis to download application materials.

42. ERAS TIMELINE AprilMyERAS User Guide  is available. Schools may begin to generate and distribute MyERAS tokens to applicants. April 15MyERAS Web site opens to applicants to begin working on their applications. September 15Applicants may begin applying to ACGME accredited programs.ACGME accredited programs may begin contacting the ERAS PostOffice to download application files. October 1MSPEs are released to ACGME accredited programs. DecemberMilitary Match January Ophthalmology MatchUrology Match  MarchNRMP Match  results will be available. Supplemental Offer and Acceptance Program (SOAP) starts Match Week. May 31ERAS PostOffice will close to prepare for the next season.

43. Fees and Billing Residency Applicants: ERAS processing fees are based on the number of programs applied to per specialty. MyERAS automatically calculates these fees and allows you to pay online. ERAS fees are the same for all residency and osteopathic applicants, although the fee structure is applied separately for those applying to ACGME-accredited and AOA-accredited programs. The ERAS processing fee is dependent on the number of programs per specialty. The schedule is as follows: Note: Military programs, regardless of specialty, are treated as a single specialty. Residency:(these fees are from last year, ERAS will update soon)Up to 10: $9511-20: $10 each21-30: $16 each31+: $26 each

44. MyERAS Registration You must register for ERAS before you can begin working on your application. You will need an ERAS Token to register on the MyERAS Web site. (Sent to you via email by April 25) The token can be printed and distributed in person or by e-mail. The token text provides you with information you should know before you register, step-by-step instructions on how to register and your token ID. MyERAS 2015 Tutorial

45. MyERAS: Application Tab The Application tab includes your: education, work, other experiences, awards/honors received, publications, etc. You do not have to complete the entire application at one time. Each tab of the application has a Save button, which enables you to save your information until you are ready to begin working again. You may change information in your application at any time before you certify and submit it. You may only certify and submit your application once. Once your application is completed, certified, and submitted to ERAS, your application will be locked and you may not make any changes.

46. Application Sub-tabs Home Contains Quick Stats; PDF of the MyERAS application and CV; the ability to view the application in the MyERAS application or CV format; it is also where you will certify and submit the application. General Allows entries for present mailing address, birth information, gender, and any military service, experience, or obligations. Education Allows entries for undergraduate and graduate school(s) attended. Medical Education Allows entries for medical school(s) attended. Training—NOT APPLICABLE Allows entries for each residency, fellowship and/or osteopathic internship training completed or currently attending. Experience Allows entries for work, volunteer, and/or research experience(s) attempted, completed, or currently attending. Publications Allows entries for publications.

47. ApplicationSub-tabs (cont’d.) Licensure Information—NOT APPLICABLE This tab contains questions concerning malpractice cases, termination of medical license, felonies or criminal offenses, board certification, and DEA Registration. Medical Licenses—NOT APPLICABLE This tab is used to list any state medical licenses obtained. Self-Identification This tab allows you to indicate how you self-identify. (Optional) Note:You are not required to indicate how you self-indentify. If you choose not to indicate this information, you must at least select “Prefer not to say” and click Save. You will not be penalized for selecting this response. Language Fluency This tab allows you to indicate each language that you speak and rate your proficiency in that language. Miscellaneous Consists of two questions asking if the applicant has any limiting aspects, and if medical education/training was extended or interrupted for any reason. This page also allows entries for hobbies and interests, medical school awards, other awards/accomplishments, and membership in honorary/professional societies.

48. MyERAS: Documents Tab This is where you may create personal statement(s); identify the people who will write your letter of recommendation (LoRs); print Letter Request Forms; and release your COMLEX and/or USMLE transcripts.

49. Documents Sub-tabs Home Contains Quick Stats about the work you completed on the Documents tab. USMLE Transcript This is the tab where you will authorize the release of your USMLE transcript and transmit your requests to the NBME. Your transcript will only be transmitted to programs to which your USMLE transcript has been assigned. COMLEX Transcript (Osteopathic Applicants) –NOT APPLICABLE Under this tab, you will authorize the release of your COMLEX transcript and transmit your requests to the NBOME. Your transcript will only be transmitted to programs to which your COMLEX transcript has been assigned. Personal Statements Your personal statements may be created, viewed, edited, and printed in this tab. Letters of Recommendation (LoRs) Here you can create a list of LoR Authors who will write LoRs on your behalf. Once you have entered your LoR Author(s) information and finalized them, you will need to print and distribute the Letter Request Form to each individual LoR Author. Note: ERAS asks that LoR Authors use only one of the following methods to submit their letters: • Upload letters directly using the LoRP. • Send letters to the Designated Dean’s Offices for uploading Note: In order to assign a letter to a program both of the following conditions must be met: The LoR Author must be entered and finalized in MyERAS, and the actual letter has to be uploaded to the ERAS PostOffice.

50. Accessing ADTS from the MyERAS Application