The Residency Application Process

By: Donna Palazzolo, Ed. S. DCOM Department of Career Services

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…

During 3rd Year…

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.

TOMEC Sponsored Programs (DCOM’s OPTI)

Holston Valley Medical Center

Norton Community Hospital Internal Medicine◦ AOA Accredited◦ Opened 7/1/2001◦ Norton, VA

TOMEC Sponsored Programs

(DCOM’s OPTI)

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

Research Residency Programs

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

“Audition” Rotations

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!

Electronic Residency Application Service (ERAS)

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)

ERAS Supporting Documents

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 Reside

ncy Programs UsmleWEB: Samples of specialty-specific personal st

atements Choices: Writing your Personal Statement

Personal Statements

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 fo

r Obtaining Optimal LoRs How Should I Get Recommendation Letters for Reside

ncy? by Geoffrey Talmon, MD

Letters of Recommendation (LoRs)

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

Medical Student Performance Evaluation (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

MSPE

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

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

Transcript and Photograph

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 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

ERAS Supporting Documents NOT from your Designated Dean’s Office

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.

Tip from ERAS: Osteopathic applicants only

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!

Interviews

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)

The 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 Match

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

AOA Scramble

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

ACGME / NRMP Match

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*:

1. The student rotated through the program director’s specialty

2. Personality match with the program (audition rotations and/or interviews) 

3. COMLEX scores*According to: Outcomes of the Osteopathic Match, 2009

Advice that applies to both Matches

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!

Advice from recent grads…

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?

Residency Application Process