ERAS Most Frequently Asked Questions

What Happens on September 1st?

The ERAS PostOffice opens to applicants and residency programs.   September 1st is the first day an applicant can apply to residency programs.   There seems to be a sense of panic in some students that they MUST finish and submit their application on September 1st… THIS IS NOT TRUE. 

When Are The Application Deadlines?

Deadlines are program specific.  Sept. 15th is a recommended target date to have a completed application out (including letter of recommendations, photo & transcript).  The sooner your application is transmitted, the more likely it is to be reviewed by all programs, the more flexibility you will have in receiving and setting up interviews. This is true for all programs not just ERAS programs. Most program posted deadlines relate to the latest date in which you can apply to their program.

What Are The Steps In The ERAS Process

Once you have completed your ERAS application, you must “Submit” it to the ERAS Postoffice for processing/certification.  You cannot apply to programs until your application is certified and sent (submitted). *It is extremely important that you proof your application carefully.  ONCE YOU HAVE SUBMITTED YOUR APPLICATION, YOU WILL NOT BE ABLE TO MAKE ANY CHANGES TO IT.

To have your application transmitted to residency programs you must apply and process a payment on MyERAS. It is at this point, when programs can start receiving your documents (letters of recommendations, photo, transcript and MSPE (Nov 1st).  It is a two-step process.  Please read the manual carefully.

*You do not have to wait for your letters of recommendation to be in to send your ERAS Application or to assign your letters.

I Sent My Application Out On September 1st And Have Not Heard Anything, Why?

Although your application has been transmitted, many programs do not begin downloading applications right away.  Each program has its own timeline and process.  Be patient.  Use the ADTS tracking system to see when programs are downloading your application.

Can I Send My Application Out Without My Personal Statement And Assigning My Letter Writers?

ERAS recommends your application be as complete as possible before sending it to residency programs, i.e. assign personal statement, create a list of recommendation writers and assign, and authorize transmission of your USMLE transcript.  You can make changes to your LORs by re-assigning new ones, de-assigning and/or deleting LORs if the letter has never been sent.

Do I Have To Wait For My Letters Of Recommendation To Come Into Your Office To Reserve A Slot And Assign Them In ERAS

No. Reserve and assign the letters you expect. You can add and change later.

Do I Need To Wait Until All Documents Are In To Apply?

No. You should send your application out as soon as it is complete. I cannot begin sending documents until you have applied and purchased programs. Once you have sent out your application, assigned documents (letters, transcript, picture etc) are scanned and transmitted by my office upon receipt.

Who Do I Send My Photo To And What Size Should It Be?

The photo should be a colored professional photo (not cap and gown). Photos should be sent to Marie Hartman. I need to receive a color photo 2 ½ x 31/2 .  It can also be sent as an image file. The specifications are: save the image in 300 dots per inch (dpi) and with the .jpg extension.  Don’t worry too much about the size, I can usually resize. Please type your name in the title of your jpeg photo.   CVS and Rite Aid passport photos are acceptable quality photos (don’t cut them to passport size though).

Where Do I Find My USMLE I.D. #?

If you need to look up your USMLE ID# for your ERAS application, please go to the following web site: https://apps.nbme.org/ciw2/prod/jsp/requestPass.requestPass . There is a link for students who do not know their USMLE ID.  It can also be found in the lower left hand corner on the front of your Step 1 score report (to the left of your mailing address).

****Should I Automatically Update My USMLE Scores?

NO! DO NOT AUTOMATICALLY UPDATE YOUR RESULTS. Upon receipt of your scores, go into ERAS and select update your USMLE scores

When Do AOA Elections Occur?

AOA elections occur in mid to late September. Only students who are in the top academic quartile of their class are eligible for election.  If you think you have a chance of being elected based on your own assessment of your academic performance you should answer, “AOA Elections held during senior year”.  Upon being elected you should update your response to “Member of AOA”. This question is in the MyProfile section of your ERAS application which can be updated.

How Do You Handle Letters Of Recommendations If You Are Applying To More Than One Specialty

You do not have to request separate letters of recommendations.  All you have to do is request your letter writer NOT include the specialty in your letter.

ERAS recommends that you do not submit specialty-specific LoRs from the same writer. The ERAS system does not accommodate this very well and it can be risky. Should this occur, please contact me prior to assigning your letters.

Does My MSPE (Dean's Letter) Count as One of My Letters Of Recommendation?

No.  You also DO NOT list or assign the MSPE.  It is sent automatically to your programs.  The same is true for your transcript.

What Is The AAMC ID?

It is a unique code number you receive when you register with AMCAS, ERAS or the NRMP.

How Do I Apply To Early Match Programs And How Are My Letter Of Recommendations And Other Supporting Documents Sent?

EARLY MATCHING PROGRAMS- http://www.sfmatch.org)

The SF Matching Program has a Central Application Service (CAS).  You, the applicant, are responsible for collecting and assembling ALL support documents. A complete application set contains your college and medical school transcripts, USMLE Scores with Performance Profiles, three (3) letters of reference (LoR submitted for ERAS use cannot be sent to you for your CAS package).  Once you have gathered these documents (except for the MSPE), you will send the complete set to the CAS in ONE PACKAGE.  For all Central Application Service Instructions go to: http://www.sfmatch.org/residency/ophthalmology/central_application/CASManual.pdf.

I cannot send letters received for ERAS to the CAS.

If I Am Applying To a Non-ERAS Program How Do My Letters Of Rec & Transcript Get Sent?

If you are applying to a non-ERAS or SF program it is your responsibility to provide your letter writers and the Registrar’s Office with mailing labels to send your documents directly to the programs you are applying.  I cannot send letters received for ERAS to other programs.

How Will I Know If My Documents Have Arrived?

Once you have begun to reserve slots for your letters in ERAS you can track letters.

It is your responsibility to track the status of your application using the Applicant Document Tracking System (ADTS) at the ERAS Web site (https://services.aamc.org/eras/adts2010).  The ADTS lists each program applied to, the dates and documents uploaded by the Career Development Center, and the date the program downloaded each document. If you log onto the ADTS and notice a document is missing, please contact your letter writer or the appropriate office.  If the document was received in my office it will be scanned upon receipt.

If your letter writer indicates the letter has already been sent (which they all say) and it does not appear on the tracking system, please ask them to fax me a new copy. Fax #: 215-991-8132.  

How Do I Request My Transcript?

All students must request and sign a release form in order to have their transcript released for The Office of the University Registrar requires a written release for all transcript requests; the process below will serve as your transcript release. NO Fax forms please.

• ERAS Transcript requests: - Complete a transcript request form online via your DrexelOne account.   Using the DrexelOne portal (one.drexel.edu) select the Student Service tab, look under Student Records click on More BannerWeb Student Records. Next under Student Records select Request Printed/Official Transcript. In the “Issue to” line enter ERAS for Transcript Type select CoM Official Transcript, MD.
  
  >>>DO NOT ENTER AN INSTITUTIONS’ ADDRESS – LEAVE BLANK!<<<
• SF Match and Non-ERAS programs Transcript requests: Complete a transcript request form online via your DrexelOne account.   Using the DrexelOne portal (one.drexel.edu) select the Student Service tab, look under Student Records click on More BannerWeb Student Records. Next under Student Records select Request Printed/Official Transcript. In the “Issue to” line enter Institutions Name for Transcript Type select CoM Official Transcript, MD. Include address, for multiple requests please complete multiple forms.

Proceed through the remaining steps to complete your transcript request. You will receive a confirmation. To check when your transcript request was processed, printed and mailed or delivered to Marie Hartman under the Student Record tab select Request Printed/Official Transcript.

Requests for transcripts for ERAS upload are processed within 24-48 hours. Please allow the 24-48 hour processing time before checking Drexel One portal for print and release date. This service is free of charge for all MD students. If a charge is requested this implies you have not selected the correct Transcript Type –please go back and select the correct Transcript Type –CoM Official Transcript, MD.

DO NOT SELECT expedite delivery method; this delivery method is not applicable for ERAS transcript requests. Expedited mailing does not mean expedited processing time particularly since there is already a 24-48 hour turn-around. The delivery method charge pays for the UPS packaging only –your transcript request will not be processed faster.

When Should I Request A Transcript?

Not until all 3rd year grades are recorded and any 4th year rotation grades you are waiting for.  There is no sense rushing to send your transcript if the rest of your application is incomplete. You can request and send a second transcript throughout the Residency Application process.  You must resubmit a request to the Registrar’s Office for an updated transcript.

How Do I Register For the NRMP (The Match)?

YOU MUST REGISTER FOR THE MATCH!

Applicant registration begins August 15, 2010. To begin the registration process for the 2011 Main Residency Match, go to the NRMP’s public web site at http://ww.nrmp.org, click Register/Login at the top of the screen, and then select “Applicant Registration”.  Registration for the Match is a multi-step, on-line process that includes completing the registration form, agreeing to the Match Participation Agreement, and paying the registration fee of $50.00.  You must provide an email address so that the NRMP can communicate with you quickly and easily.  Update the information in R3 as often as necessary; if you fail to do so, you may miss important reminders or other information essential to the Match process.

As part of the registration process, you will be assigned an AAMC ID number and choose your own password.  The AAMC ID must be the same as the one used in your ERAS application.  Keep your AAMC ID and password in a safe place; without them, you will not be able to access the R3 System, enter your ranks, or retrieve your Match results.  The R3 System opens for registration at 12 noon eastern time on August 15, 2010.