The Residency Application Process By: Donna Palazzolo, Ed. S. DCOM Department of Career Services

During 3rd Year… Assess your competitiveness: Osteopathic GME Match Report 2011 NRMPs 2011 Charting Outcomes in the Match - characteristics of the applicants who matched into various specialties NRMPs 2012 Results of Program Directors Survey – specialty specific data from program directors like factors used in granting interviews, ranking, etc Match stats on the NMS and NRMP websites

During 3rd Year… You can request Letters of Recommendation (LoRs) for your residency application, especially from really good rotations: Use the DCOM Request for LoR Cover Sheet Be sure to request a STRONG LoR Provide your letter writers with your CV and Personal Statement More LoR info to come…

TOMEC Sponsored Programs (DCOM’s OPTI) Wellmont Health System AOA accredited Family Medicine Residency Program in SW VA. Opened 7/1/2010. AOA accredited Orthopedic Residency Program at Holston Valley Medical Center in Kingsport, TN. Opened 7/1/2011. Holston Valley Medical Center

TOMEC Sponsored Programs (DCOM’s OPTI) Norton Community Hospital Internal Medicine AOA Accredited Opened 7/1/2001 Norton, VA

Research Residency Programs American Osteopathic Association (AOA) Opportunities Database AMA: Fellowship and Residency Electronic Interactive Database (FREIDA) ACGME Accredited Program Search Military Graduate Medical Education

Research Residency Programs Confirm the following for each program in which you plan to apply: ERAS participation status Program requirements: COMLEX/USMLE LoRs Program DEADLINES

“Audition” Rotations Many residency programs welcome elective rotations during 3rd and 4th year Some programs only 4th year Apply early (Spring of 3rd year) You may increase your chances of Matching into the program with an outstanding performance during the rotation Towards the end of your rotation, request a STRONG Letter of Recommendation

Electronic Residency Application Service (ERAS) Most residency programs use ERAS You will receive your ERAS E-Token by email from me on or before July 1st of your 4th year Download the MyERAS User Guide and follow the step-by-step instructions ERAS Opens July 1st Complete your applications by August/September!

ERAS Supporting Documents You create/upload on ERAS: Common Application Form (CAF)/CV Personal Statement From your Designated Dean’s Office (me): Letters of Recommendation (LoRs) Medical Student Performance Evaluation (MSPE) Medical School Transcripts Photograph (optional) NOT from your Designated Dean’s Office: COMLEX Transcript USMLE Transcript (optional)

Personal Statements In ERAS, you can have an unlimited number of Personal Statements Use different Personal Statements for different specialties Note program requirements Tip: customize your Personal Statements to reflect your interest in specific programs

Personal Statements Consist of information about your professional background, academic and clinical qualifications, how your decision was made to pursue medicine, your chosen specialty as a career, and career goals Should reflect information about your personality and style that is relevant to residency training in your selected specialty Opportunity to showcase your unique qualities, talents, and professional passions and to explain how they might be expressed in a career in medicine and your specialty

Personal Statements Writing tips and samples of Personal Statements can be found at the following links: AAFP: How to Write a Personal Statement AMA’s Writing Your Personal Statement StudentDoc: Writing Personal Statements for Residency Programs UsmleWEB: Samples of specialty-specific personal statements Choices: Writing your Personal Statement

Letters of Recommendation (LoRs) Most programs require a minimum of 3 LoRs, but you can assign up to 4 in ERAS Different programs will have different requirements.  For example, some programs will require letters from particular departments, others require letters from attendings rather than residents.  Use the LMU-DCOM Request for LoR Cover Sheet Fill it out and give it to your letter writers. Check off whether or not you waive your right to view the letter Also offer your letter writers a copy of your CV and Personal Statement

Letters of Recommendation (LoRs) It is your decision on whether or not you waive your right to see the LoR.  Many medical schools recommend waiving your right to view the LoR for two reasons: 1. This makes your letter confidential and the letter is then considered more strongly by residency programs. 2. Many program directors see a student’s decision not to waive their right to see a letter as a red flag.

Letters of Recommendation (LoRs) Pay attention to residency program requirements Focus on quality, NOT quantity 5-6 STRONG letters are better than 10 weak letters Do NOT request ALL specialty-specific letters Request some general STRONG letters, too

Letters of Recommendation (LoRs) Ensure your letter writers can provide you with STRONG letters by asking them!! Tips on obtaining LoRs can be found at: AAFP Tips on LoRs Improving Your Medical Residency Application Tips for Obtaining Optimal LoRs How Should I Get Recommendation Letters for Residency? by Geoffrey Talmon, MD

Medical Student Performance Evaluation (MSPE) Formerly known as Dean’s Letter of Evaluation (DLE) A comprehensive assessment of your medical school performance through your third year of medical school DCOM MSPE follows the AAMC Guidelines and Template

MSPE The MSPE contains: grade comparison graphs for years 1-3 class rank for top quartile students for years 1-2 preceptor comments from 3rd-year rotations

MSPE You will be contacted by email when it is ready for your review MSPEs must be reviewed in person (it cannot be emailed or faxed to you) Students are permitted to correct factual errors only.  Revision of evaluative statements is prohibited Released by ERAS to programs on October 1st

MSPEs are signed by the Dean. Last 3 pages are Medical School Information pages – see AAMC MSPE Guidelines and Template for more info

Transcript and Photograph Medical School Transcript Use the ERAS Transcript Request Form Registrar will send your transcript to me electronically and I upload transcript directly to the ERAS Deans Office Workstation Photographs (optional but recommended) I can upload your on file photo or you can email me a professional head shot

ERAS Supporting Documents from your Designated Dean’s Office Do not expect your designated dean’s office to attach or transmit your files at the last minute. Processing may take a week or longer. If there is a problem with transmissions, you may miss a deadline. Give your designated dean‘s office and yourself enough time to meet your deadlines. Ensure documents are sent to your designated dean‘s office as early as possible.

ERAS Supporting Documents NOT from your Designated Dean’s Office COMLEX Transcript Request submitted to NBOME through ERAS when you apply to programs Be sure to re-request transcript if you have updated scores! (not automatic in ERAS) One-time transcript fee No additional fee for updates, but you must resubmit the request

Tip from ERAS: Osteopathic applicants only Before you certify your ERAS application, consider whether you will apply to ACGME and/or AOA-accredited programs. If you apply to ACGME-accredited programs and you have taken the USMLE, you must report that on your CAF. If you only apply to AOA- accredited programs, you do not have to report the USMLE on your CAF.

Interviews Schedules are program dependent Usually are scheduled September-January Can be as early as August Invites through ERAS and by email Budget for traveling expenses We do have an alumni host program!

The Match Administered on behalf of the AOA by National Matching Services Inc. (NMS) Administered on behalf of the ACGME by the National Residency Matching Program (NRMP) Determines the final placements into residency programs (separate service from ERAS)

AOA Match You can register for both matches, but if you match in the AOA Match in February, the NRMP drops you from its process so there is no chance of matching in two programs.  If you do not match into an AOA program, you continue in the NRMP Match Registration begins the end of June and early registration deadline is in October

AOA Match Following interviews, students will identify on their Rank Order Lists, in numerical order of preference (first choice, second choice, etc.), the programs where they would like to be matched Students should include on their Rank Order Lists only those programs where they would agree to accept a contract The results of the Match are binding for both the students and the institutions

AOA Match Students may list as many or as few choices as they wish listing too few choices may decrease the probability of a match taking place Research shows that applicants with longer rank order lists are more successful than those with shorter ones (see NRMP 2011 Charting Outcomes) List your choices in YOUR true order of preference Match participants must be fully eligible to begin residency on July 1st The majority of programs have orientations in June

AOA Match COUPLES: Two students who are participating in the Match at the same time and who wish to coordinate their matches may participate in the Match as a "Couple” Students who wish to participate as a couple must each register separately for the Match They then update their profiles to indicate they are part of a couple and identify their partner More information on couples match can be found on their website

AOA Match Program Types Offered in the Match Traditional Rotating Internship: These programs involve a one-year commitment between the student and the institution for an OGME-1 internship position only For students pursuing an Option 3 specialty (dermatology, public health and preventative medicine, proctologic surgery) For students who are undecided Residency: These programs involve a multi-year commitment between the student and the institution for training in a specialty

AOA Match Match Results Released in February Match results binding Contracts sent within 10 days Unmatched students who registered with NRMP will continue on to the NRMP Match or they can “scramble” for an AOA position Unmatched students who did NOT register with NRMP can “Scramble” for unfilled AOA positions Students will be provided information on programs with available positions Programs with available positions will be provided with information on unmatched students

AOA Scramble We will have a “Scramble Command Center” on campus Clinical faculty advisors available Assistance with application and document submission You will contact programs with available positions and follow their directions for submission of applications and documents ERAS (regular charges apply) Email applications/documents Fax applications / documents

ACGME / NRMP Match Same process as AOA match with the exception of the Scramble---NRMP has Supplemental Offer and Acceptance Program (SOAP) Also has couples match Registration begins September 1st and deadline is late November Late registration available for additional charge Rank order list begins mid-January with deadline in mid-February Match results released in mid-March

Advice that applies to both Matches Rank all of the programs in which you would accept a contract, from highest preference to lowest Include a mix of highly competitive and less competitive programs Rank your most preferred programs in an alternate specialty (Back-up plan!)

Advice that applies to both Matches Include all of your qualifications on your application You must register for ERAS and the Match (NMS and/or NRMP) separately Register and apply early! Top 3 criteria used by program directors*: The student rotated through the program director’s specialty Personality match with the program (audition rotations and/or interviews)  COMLEX scores *According to: Outcomes of the Osteopathic Match, 2009

Advice from recent grads… Take COMLEX Step 2 CE and PE early Complete applications early and apply early Budget for interviews, it’s expensive Take notes during interviews Rank programs to YOUR preferences (don’t try to game the system!) Rank as many programs as you can and are willing to go to 4th year goes by fast!

Residency Application Process Formulate a good application and Match strategy with a back-up plan (or 2 or 3!) Apply as early and broadly as possible! All of this information and more can be found on our … Residency Application Guide and Resources WebPages Timelines Step-by-step instructions Application checklist FAQs Useful links and required forms (Request for LoR Cover Sheet, ERAS Transcript Request form) Questions?