RESIDENCY APPLICATION PROCESS (RAP)

RESIDENCY APPLICATION PROCESS (RAP)

April 20, 2009

Presented by

The Office of Student Affairs

2009 Match Results

SUMMARY OF 2008 RESIDENCY MATCH RESULTS

The following statistics are based on 136 graduating seniors, 134 of whom are entering residency training programs in 2008.

These positions have been obtained through several matching programs including the National Residency Matching Program (NRMP), the American Urological Association (AUA), the San Francisco Match and the US Military Match.

Students entering Primary Care: 42 (31%)

Students entering other Specialties: 92 (68%)

Students not entering a residency: 2 ( 1%)

2009 MATCH RESULTS

Total number who will train at UT COM in 2008-2009 9 ( 6.7%)

Number who will complete entire residency at UT COM: 17 (

12.5%)

Number who will complete first year only at UT COM: 11 (

8%)

STUDENTS STAYING AT UT COM

STUDENTS STAYING IN NORTHWEST OHIO

Total number who will train in Northwest Ohio in 2009-2010 20 (15%)

Number who will complete entire residency inNorthwest Ohio: 14 (10%)

STUDENTS STAYING IN OHIO

Total number who will train in Ohio in 2009-2010: 53 (39%)

Number who will complete entire residencyin Ohio 42 (31%)

STATE INFORMATION

Total number of states where students will train: 24

Spanning from Minnesota down to Georgia, and fromMassachusetts to Hawaii

Most popular states outside of Ohio:Michigan (15)Illinois (10)Pennsylvania (10) and California (8)

Specialty # Specialty #

Anesthesiology 9 Otolaryngology 2

Dermatology 1 Pathology - Anatomic & Clinical 9

Emergency Medicine 12 *Pediatrics 18

*Family Medicine 9 Physical Medicine & Rehabilitation 1

General Surgery - Categorical 5 Psychiatry 7

General Surgery - Preliminary 7 Radiation Oncology 1

*Internal Medicine - Categorical 15 Radiology/Diagnostic 7

Internal Medicine - Preliminary 4 Transitional Year 5

Neurology 1 Urology 4

Obstetrics & Gynecology 14 Pathology Fellowship 1

Ophthalmology 2 Orthopaedic Research 1

Orthopaedic Surgery 2

SPECIALTY RESULTS FOR 2009

OVERVIEW OF THE PROCESS

• Choose a specialty/ties• Have photo taken• Complete a CV & Biographical Sketch• Send electronic copy of CV & Bio to Della• Write a personal statement• Complete application by program deadline date• Apply to programs• Request USMLE transcript• Request letters of recommendation• Request UT COM Transcript• Review MSPE for release on Nov. 1, 2008

PROCESS CONTINUED

• Verify that all documents (LOR,s, Transcripts, photo, MSPE) have been received in the Office of Student Affairs and have been transmitted to your programs

• Complete USMLE Step 2 CK and CS by November 30• Track application through ADTS on ERAS• Accept Interviews• Send thank you notes• Rank Programs• Attend Match Day• Complete Residency Paperwork• May need to have ACLS training updated

2009-2010 TIMELINE

• Live by it

• The OSA will send out e-mail notifications for all meetings

Dates and time could change so please pay attention to e-mail.

APRIL & MAY• Verify activation of UTAD e-mail account) • Apply for and schedule fourth year electives in the fields you are considering.

• Update CV and draft a 250-500 word biographical sketch with a focus on your medical school accomplishments and activities. E-mail both documents to Della Croci ([email protected])

• Register for USMLE Step 2CK and CS (www.nbme.org/programs)– In order to meet your graduation requirement of passing the Step 2 CK and CS exams

we recommend that you complete both exams by December 1, 2008.

• Military students must take USMLE Step 2CK in July. Currently we have no information regarding the deadline for Step 2CS for the military.

• Personal Statement Workshop – May or June

• Begin draft of personal statement

• Schedule re-takes of failed subject exams one month prior to the test date

JUNE• Registration early match residency programs.

– Ophthalmology download registration from www.sfmatch.org ($100.00 fee)

– Urology download registration from www.auanet.org ($75.00 Fee)

• Finalize your personal statement. • Begin to request letters of recommendation – may require personal

statement, CV, and an appointment with letter writer

• Register for USMLE Step 2 CK and CS (www.nbme.org/programs) In order to meet your graduation requirement of passing the Step 2

CK and CS exams, we recommend that you complete both exams by December 1, 2008.)

• June 30, 2009: Deadline to electronically submit final CV and Biographical Sketch to Della. ([email protected])

JULY• July 1, 2009, MyERAS Web site opens to residency applicants to begin working

on their applications

• July 6, 2009: Fourth year clerkships begin

• Early July usually first week– Electronic Residency Application Service (ERAS) and National Residency

Matching Program Registration Workshop

• Prepare Early Match Applications (Military and Ophthalmology)

• Continue requesting letters of recommendation

• Register for USMLE Step 2 CK and CS

• Finalize personal statement, cv, and biographical sketch – (If you have not already done so e-mail final CV and bio sketch documents to

Della ([email protected])

• July to October– Look for e-mail from Della to review your MSPE

AUGUST• August 15, 2009

– NRMP website (www.aamc.org/nrmp) is open at 12:00 noon EST for student registration for participation in the National Resident Matching Program (registration cost is $40.00).

• August to October– Request student copy of transcript from Registrar’s Office.

• AFTER you verify the accuracy of grades, sign the Registrar’s release to send an ERAS transcript to Della or Kathy in the Office of Student Affairs

• MID August CAS Target deadline for the San Francisco match applications for Neurosurgery

• August 31, 2009– Deadline to register to take USMLE Step 2CK by December 30, 2008

www.nbme.org/programs

• Last month to register For USMLE before January closing - check NBME Website for more details.


SEPTEMBER• September 1, 2009

– New 2008 USMLE application form available for test dates after January 16, 2010– First day ERAS programs are able to download residency applications

• May want to send a preliminary UTCOM Transcript to all programs can be updated later

• First week of September CAS Target deadline for the San Francisco match applications for Ophthalmology

• Early September– Interview Workshop - Date and time to be announced

• September through November– Mock Interviews

• September 15 to December 1, 2009– Application deadlines

• Varies for each program be sure and check FRIEDA or program materials/website

• September 15, 2009– Military personnel must have Step 2CK score reported to HQ


OCTOBER


• Mid October– Deadline for receipt of letters of recommendation, transcript and photo

for most ERAS programs

• Final deadline for all ERAS application materials to Dean’s Office Workstation– (i.e. Della and Kathy)


• Send thank you notes to faculty who wrote your letters of recommendation

NOVEMBER• November 1, 2009

– National release of MSPE to all programs (i.e., both early match, ERAS programs)

• Early to mid November– Call programs to verify application is complete and begin

scheduling interview

• Interview season for early match residencies

• Send thank you letters after interviews

• Military Rank Order List Due

• Send USMLE Step 2 scores if you have not done so already

DECEMBER

• December 1, 2009– Deadline to register for the NRMP Match without a

late fee.– After Dec. 1st, there is a late fee for registering for

the NRMP Match.

• Interview month for all applicants

• Military Match Results

• Register for USMLE Step 2 CK and CS (www.nbme.org/programs)

JANUARY• NRMP match interviews continue

• Begin on-line graduation application and graduation awards nomination forms

• Order regalia and graduation invitations on-line

• Fill out AAMC graduation questionnaire on line at www.aamc.org/gq

• Rank order lists for Urology and Ophthalmology, are due check individual website for exact dates.

• Mid January, Applicants and programs may start entering NRMP rank order lists at 12:00 noon EST

• Ophthalmology and Urology Match Results

• End of January, 2010 - Rank Order List and Graduation Information workshop.

FEBRUARY

• Mid February– Applicants and programs must have certified

rank order lists in the NRMP system

• If you have not registered for the USMLE Step 2 CK you are in danger of not receiving a score in time for graduation. Check reporting dates on USMLE website.

MARCH

• Deadline for on-line graduation application and graduation awards nominations

• 2nd or 3rd week of March is Match Week – On Monday of match week, matched and unmatched information on applicants

posted to the website at 12:00 noon EST• Tuesday & Wednesday of Match Week

– SCRAMBLE DAYS - Locations of all unfilled positions are released to applicants and programs at 12:00 noon EST. Unmatched applicants may begin contacting unfilled programs at 12:00 noon EST

• Wednesday of Match Week– Mandatory Financial Literacy & Debt Management Educational Program

• Thursday, NRMP MATCH DAY

• Complete on-line ballot for graduation awards

• AAMC Graduation Questionnaire submission deadline

RESIDENCY PROGRAM INFORMATION RESOURCES

• Web Sites– www.aamc.org/students– www.aamc.org/nrmp

– www.aamc.org/cim – www.sfmatch.org– www.auanet.org

• FREIDA – (Fellowship & Residency Electronic Interactive Database Access System)

• The Green Book– Graduate Medical Education Directory– (FRIEDA Condensed)

• Careers in Medicine Specialty Pages• NRMP List of Unfilled Programs prior to

scramble• NRMP Advanced Data Tables 2009• NRMP Final Results and Data

– Updated and more complete than Advanced Data Tables

Resources Continued

• Table 1: Positions offered in the Matching Program

• Table 2: Applicants in the Matching Program

• Table 5: Positions Offered and Filled by US Seniors and All Applicants

• Table 6: Positions Offered and Percent Filled by US Seniors and All Applicants

• Table 10a: Programs, Positions Ranked and Filled in 2009 for US Seniors

• Table 10b: Programs, Positions Ranked and Filled in 2009 for All Applicants

• Table 14: Couples in the Match

ADVANCED DATA TABLES

CHARTING OUTCOMES IN THE MATCH

• Presents information on applicants that may affect match success including:

– Performance on Step 1 of the United States Medical Licensure Examination (USMLE)

– Membership in the medical student honor society Alpha Omega Alpha,

– The existence of applicant-authored publications, and research experience.

– The number of programs ranked by the applicant

Charting Outcomes Continued

• The report shows separate graphic displays for each of the seventeen specialties included in the report and can be found on the Careers in Medicine website at:

http://www.aamc.org/students/cim/

TYPES OF RESIDENCY PROGRAMS

FOR US SENIORS • Categorical C in program code from NRMP

– programs that begin in the PGY-1 year and provide the training required for board certification in medical specialties.

– Primary Care Categorical Positions have an M in the program code

• Preliminary P in program code– one-year programs beginning in the PGY-1 year that provide

prerequisite training for advanced programs.

• Advanced A in program code– programs that begin in the PGY-2 year after a year of prerequisite

training.

CATEGORICAL PROGRAMS FROM MEDICAL SCHOOL

The following categorical programs do not require a Post Graduate Year (PGY) of education - you may enter them directly from medical school

• Emergency Medicine• Family Medicine• Medical Genetics• Internal Medicine• Nuclear Medicine• Obstetrics & Gynecology• Orthopaedic Surgery• Pathology• Pediatrics• Plastic Surgery (only around 60 programs)• Preventative Medicine• Psychiatry• Surgery - General

ADVANCED PROGRAMS FROM MEDICAL SCHOOL

The following advanced programs require one year of Post Graduate training. You must do a PGY 1 year that may be

Preliminary Medicine, Preliminary Surgery or a Transitional year

Upon successful completion of the PGY 1 year you may begin your PGY 2 year in an advanced specialty.

– Anesthesiology– Dermatology– Diagnostic Radiology– Some Emergency Medicine Programs– Neurology– Neurological Surgery– Ophthalmology– Otolaryngology– PM&R– Radiation Oncology– Urology

COMPONENTS OF A RESIDENCY APPLICATION

• Common Application Form (CAF) for ERAS• Universal Application Form (San Francisco

Match i.e. early match)• Military (Air Force) has a separate application – Army

& Navy use ERAS.• Curriculum Vitae• Personal Statement• Letters of Recommendation (LOR)• USMLE Transcript• Medical School Transcript (and in some cases

undergraduate transcripts)• Medical Student Performance Evaluation (MSPE –

AKA Dean’s Letter)• Photograph

CURRICULUM VITAE

The following information (if applicable to you) should be included in a CV

NameAddressCity, State, ZipHome PhoneCell PhonePagerEmail Address

• EDUCATION

• LICENSES AND CERTIFICATIONS

• HONORS, AWARDS AND SCHOLARSHIPS

• RESEARCH EXPERIENCE

• PUBLICATIONS

• PRESENTATIONS

• TEACHING EXPERIENCE

• LEADERSHIP EXPERIENCE

• VOLUNTEER OR COMMUNITY SERVICE

• EMPLOYMENT

• PROFESSIONAL ORGANIZATIONS

• LANGUAGE FLUENCY

• HOBBIES AND INTERESTS

• REFERENCES

CV Continued

PERSONAL STATEMENT

A personal statement is NOT

an essay about the specialtyan essay about why you want to do the specialtya term paper ora research paper

It cannotbe written by someone elseuse words or phrases that you would not normally use.

It is a statement that introduces YOU to a program

Personal Statement Continued

How can I write a Personal Statement if I don’t know what I want to do?

How long should it be and does it have to be creative?

What paragraph and font style should you use?

Who should critique your personal statement?

Attend Personal Statement Workshop

LETTERS OF RECOMMENDATION

• Who should write my letter of recommendation?

• How many do I need?

• Must I have a Chairman’s letter?

• How do I ask for a letter?

• What documents do I need to give a letter writer?

• How much time should I allow for a letter to arrive for my file?

LOR FORM for ERAS

• Give each faculty member writing a letter the ERAS LOR form (you may make as many copies of the form as you need.– Include a copy of your CV and Personal Statement

• Fill in the date, the name of the faculty member writing the letter, your name and your AAMC ID number.

• ______ (I waive) _____ (I do not waive) my right to see this letter. – If "waive" is checked, I waive my right to see this letter under the "

Family Educational Rights and Privacy Act (FERPA)". I acknowledge that this letter is for the specific purpose of supporting my application for a residency.

• Sign the form

• Only need one letter sent to Office of Student Life for all programs

EMERGENCY MEDICINE AND INTERNAL MEDICINE LOR’S

• SLOR – – Standard Letter of Recommendation form to be filled

out by an emergency medicine faculty member • Form may be found on the

http://www.saem.org/saemdnn/Home/Communities/MedicalStudents/SLORForms/tabid/195/Default.aspx

Internal Medicine – – Also has a standard form that is used but each

department has the form

LOR’S FOR THE CENTRAL APPLICATION SERVICE (CAS) PAPER APPLICATION or MILITARY

• Do not use the ERAS LOR form

• To obtain a letter from a faculty for the CAS or paper application you must submit to the writer a written request with the following instructions

• You must ask the author to return the letter to you in a sealed envelope with his/her signature across the seal. DO NOT open the sealed envelopes.

• All LOR for CAS must be given directly to you and you are responsible for sending them to the SF Match do not have them sent to the Office of Student Affairs.

• For paper applications you need to give your letter writers a list of addresses you want the letters to go to and they will send them directly to the programs

– ERAS transmits for you at your request for a fee of $50.00

– CAS, Paper or Military you must supply a copy of your original USMLE score that you received in the mail.

• If you do not have a your original documentation of your board scores then you should IMMEDIATELY contact the USMLE and have one sent it will cost you money so look for your original.

• I do not recommend that you ever send your original you may need it again in the future. Make copies.

USMLE TRANSCRIPT

UT COM TRANSCRIPT

• IF you are applying through ERAS– Go to the Registrar’s Office and sign a release form requesting

your transcript be sent to Kathy for ERAS• Do not release transcript until all of the grades you want to go to

programs are in the Banner system. • DO not miss the deadline date of the program even if your grades

are not all in

• IF you are applying through CAS or Paper or Military– Go to the Registrar’s Office and sign a release form requesting

your transcript be given to you in a sealed envelope for CAS or– Give the Registrar's Office a list of the addresses where you

need your transcript sent.

MEDICAL STUDENT PERFORMANCE EVALUATION (MSPE)

• Formerly known as Dean’s Letter• Written by the Associate Dean

for Student Affairs• Student Responsibility

– CV and biographical sketch ASAP– review and sign release form for

letter to be sent to ERAS July - November

COMPONENTS OF THE MSPE

• Identifying Information

• Unique Characteristics

• Academic History

• Academic Progress– Preclinical/Basic Science

Curriculum – Core Clinical Clerkships and

Elective Rotations

• Summary

APPENDICES OF THE MSPE

• Appendix A– Preclinical Histogram

• Shows the student's grades in the first two years relative to the performance of his/her peers Appendix B

– Core Clerkships Histogram• Shows the student's grades in the third-year required

clerkships relative to the performance of his/her peers.) Appendix D

– Comparative Performance Report

• Appendix E– Medical School Information Page

OVERALL CLINICAL PERFORMANCE

Overall Clinical Performance Across All Core Clinical Clerkships

Categories Student’s Mean/5 Class Mean/5

History Taking Skills 4.22 4.34

Physical Examination Skills 4.15 4.30

Clinical Judgment & Diagnostic Skills 4.10 4.11

Written Data Recording Skills 4.31 4.42

Oral Case Presentation Skills 4.18 4.29

Professional Behaviors 4.61 4.67

Self Education Skills 4.32 4.44

BIOGRAPHICAL SKETCH

• A brief narrative summary of your CV

• Highlights your accomplishments and activities in medical school.

ELECTRONIC RESIDENCY APPLICATION SYSTEM (ERAS) WORKSHEET

• Profile• Application

– Page 1 – General Information – Demographic– Page 2 – Education

• Only higher education• All institutions that you have attended with or without obtaining a degree

– Page 3 - Medical Education• Each medical school you have attended

– Page 4 - Current/Prior Training• Only for residents

– Page 5 - Experience(s)• Work, research and volunteer

– Page 6 - Publications• Articles/abstracts, books, poster sessions, invited national or regional presentations

– Page 7 - Examinations• Provide information on every USMLE exam you have taken including any fails or those your are

expecting to take (i.e. Step 2 CK and CS)– Page 8 - Medical Licensure

• Residents only– Page 9 - State Medical Licenses

• Residents only– Page 10 - Race– Page 11 - Ethnicity– Page 12 - Miscellaneous

INTERVIEWING

• Purpose of the interviewing process

• Importance of the interview

• Scheduling

• Cost

• Do your research

• Attend workshop

NATIONAL RESIDENT MATCHING PROGRAM (NRMP)

• www.aamc.org/NRMP – Registration on line August 15, 2009– All US Seniors (Only exception would be

Military students) must register and receive position through the NRMP matching system

• All early match people must register and submit a rank order list

MATCH PARTICIPATION AGREEMENT

These are the terms and conditions of the Match Participation Agreement that each applicant and program desiring to participate in the Main Match enters into by indicating acceptance of these terms and conditions through clicking on the I Accept button on the Registration screen of this web site (the "Match Site"). This Match Participation Agreement is not binding on any party indicating such acceptance, however, until the National Resident Matching Program ("NRMP") has accepted such party's registration. Upon the NRMP's acceptance of the registration, these terms and conditions will be a binding agreement between such party and the NRMP, as well as between such party and any other party who executes this Match Participation Agreement and whose registration is accepted by the NRMP.

• If the NRMP accepts the registration of the applicant or program in question, the NRMP will register the applicant or program, as the case may be, in the NRMP Matching Program, as described briefly in Section 1.0 below. In consideration of this registration, each applicant and program agrees to comply with all of the terms and conditions of this Match Participation Agreement (also referred to in these terms and conditions as "this Agreement").

• Applicants, program directors, institutional officials, and deans of student affairs are all required to comply with the terms and conditions of the Match Participation Agreement. The right of applicants to freely investigate program options prior to submission of a final rank order list must be respected.

MATCH PARTICIPATION AGREEMENT

NRMP STATEMENT ON PROFESSIONALISM

The NRMP maintains the highest professional standards in the conduct of the Match and in its interactions with all participants: applicants, program directors, institutional officials, and student affairs deans. The NRMP expects all Match participants to conduct their affairs in an ethical and professionally responsible manner.

SAN FRANCISCO MATCH

• www.sfmatch.org– Registration to participate in the following residency

matches through the San Francisco Matching Program

• Neurological Surgery• Ophthalmology

– Registration is on line register as soon as site opens early May

– Cost is $100.00 (non-refundable)– SF Matching programs use the Central Application

Service (CAS) for you applications

• Must still enter the NRMP Match

for PGY1 position

AMERICAN UROLOGICAL ASSOCIATION MATCH

• www.auanet.org– Register on line to participate in the Urology

Matching System– Cost is $75.00 (non-refundable)– All applications go through ERAS– Must still enter the NRMP Match for a PGY 1

position

US MILITARY MATCH

• Army and Navy take part in ERAS

• Air Force is a paper application

• Verify with Military branch to be sure which programs and what information you must have to become an applicant

• If military student registered for match NRMP will automatically withdraw you if you get a military position.

RELAX

If you have any questions during this process please feel free to – call me at the office - 419-383-4240 or – call my cell at 419-704-6961

– I try very hard to keep up on my e-mails so please e-mail me at any time.

[email protected]

RESIDENCY APPLICATION PROCESS (RAP)

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