SCHEDULING “AWAY” ELECTIVES (PUBLISHED ROTATIONS)

AT OTHER LCME-ACCREDITED

MEDICAL SCHOOLS IN THE UNITED STATES


Allow ten (10) working days for the Division of Clinical Education to process application materials once the COMPLETED PACKET OF MATERIALS has been received.

 

Drexel University College of Medicine medical students may complete up to 12 weeks of elective rotations at sites other than the Drexel University College of Medicine established educational clinical sites.  No required rotations may be completed at other medical schools. (Required rotations include the Medicine Subinternship, Neurology, and a Pathway-defined required course.) As long as the required course is scheduled and completed at “home,” students may complete, for example, a Neurology course as an elective at another institution.

 

All email communication must be from your drexel.edu email account. 

I.     Sources of Information about Electives Available at Other Medical Schools

v  Most medical schools have their elective catalogs on-line.

v  VSAS (https://services.aamc.org/20/vsas/) (a/k/a VSLO)

     The AAMC has recommended the following instructions for medical students:
https://students-residents.aamc.org/attending-medical-school/article/students/

v  The AAMC (Association of American Medical Colleges) publishes a comprehensive list of extramural electives available at US medical schools.  This information is available on-line at: https://services.aamc.org/eec/students/

Information in the compendium includes:

A.  All rotations reported to the AAMC.

B.  Contact persons at the schools.

C.  Application fees, tuition and other fees charged.

D. The earliest date application materials will be accepted and the earliest date that accepted visiting students can be assigned to available electives.

 

II.   Applying for an Away Elective

v  Contact the person or office specified by the information source for an application.  Students may be able to download an application from a web site, if the school has one.

v  Prepare the student portion of the application.  This may involve…

              1.    Getting requested immunization forms completed from Immunization and Surveillance Office, immsurv@drexel.edu / 215-991-8560 and/or your private physician. You may be required to obtain additional documentation not previously required. If a school requires the AAMC Standardized Immunization Form or their own immunization form you must supply a copy of the paper form to the Immunization and Surveillance Office to be completed.  This is your responsibility. See Section 4: Health Policy in the Student Handbook immunizations for Drexel student requirements.

  2.    Requesting a transcript from the Registrar:

·         Review your grades in Drexel One before you submit your email request. Only the grades you see in Drexel One will appear on your transcript.

    o   To review your transcript, go to Drexel One, Select the Academics tab, look under Grades, Transcripts and Records, and click Academic Transcript

·         If you are submitting a transcript to VSAS, after reviewing your grades, send an EMAIL to the office of the Registrar following the sample email below:

              SAMPLE EMAIL (must be sent from your drexel.edu account):

             Email to: QLTrans@drexel.edu

             Subject: VSAS Transcript

 

                    Dear Registrar - please upload my transcript to VSAS. My full name and Drexel ID are below:

                 Name: (First and Last)

                                            ID: 12345678 or abc123

       

         Thank you, Student

 

·         If you are submitting a transcript to an Away Rotation (paper application/non-VSAS): after reviewing your grades, send an EMAIL to the office of the Registrar following the sample email below:

              SAMPLE EMAIL (must be sent from your drexel.edu account):

             Email to: QLTrans@drexel.edu

             Subject: non-VSAS Away Transcript

 

                    Dear Registrar - please send my official transcript to the Division of Clinical Education addressed to an away rotation at:

                    University of xxxxx

                    123 Home Road

                    City, State 12345

                    Attn:  xxxxx

 

                     My full name and Drexel ID are below:

                        Name: (First and Last)

                                                   ID: 12345678 or abc123

       

         Thank you, Student

·         If you submit a request on-line via Drexel One, you will be charged a fee!!!
·         You will receive an email from the Registrar when the transcript has been released.

  3.    Writing a check for the application fee, if it is due with the application.  Some fees are due on arrival.

  4.     Photocopy of health insurance card (both sides) must be provided to the Division of Clinical Education even if it is not requested by the away school.

  5.    Provide documentation to the Division of Clinical Education that the rotation is listed in a medical school catalogue (some rotations are listed through the hospital only [including some VSAS electives] and may need to go to Special Electives)

v  Return the student portion, appended documents and check for the application fee (if needed) to the Division of Clinical Education.  The Division of Clinical Education will forward the completed application packet to the host school.

v  Give the school’s portion of the application to the Division of Clinical Education along with a checklist of all items that the Away school requires for a completed packet.  The Division of Clinical Education includes a cover letter with all application materials.  The letter, which meets the needs of most applications states that the student…

a.        Will have completed all third year courses and be in the 4th year class at the time of the rotation.

b.        Is in good academic standing.

c.        Is covered by malpractice insurance.

d.       Is covered by health insurance. 

v  Allow ten (10) working days for the Division of Clinical Education to process application materials once the COMPLETED PACKET OF MATERIALS has been received.

v  If you have not already given the Drexel Division of Clinical Education and the Office of Immunization and Surveillance your permission to release all information necessary to submit applications for 4th year rotations, you will need to do so (you should have done this on DOCSS at the time of the lottery).

v  Please be aware that there are some sites that have clauses in the application or affiliation agreement that will not be able to be reconciled and you will not be able to apply or rotate. If this is the case, you will be notified as soon as possible.

v  You will receive an e-mail from the Division of Clinical Education when your application has been mailed.

III.  VSAS Schools/Applications

VSAS is a web-based system which numerous schools use. If a school requires that you use VSAS (a/k/a/ VSLO), you must:
a) follow the instructions you receive in the email with the "invitation" to apply if you wish to apply to a VSAS school/institution. Please refer to the Host school for when they will accept your application. AND

b) supply the Host school requested immunization form to imm_surv@drexel.edu (see II.1. above) for completetion. You must upload the form to VSAS after it has been completed AND
c) release your transcript if it is requested. The Drexel Registrar requires an authorized release; please follow the instructions under II. 2. above from the Registrar to obtain / release your transcript AND

d) if a Letter of Recommendation is required for VSAS, the LOR must be sent to the Division of Clinical Education directly from the letter writer to be uploaded (this will be treated the same as a "sealed" letter) AND

e) Any forms required by the hosting school that need to be uploaded into VSAS are the responsibility of the student with the exception of a Letter of Recommendation (LOR).

CAUTION: Many hospital systems now post their elective availability through VSAS...this does NOT mean that the elective is posted in a medical school catalogue. You must still verify that the elective is listed in a medical school catalogue otherwise the rotation must go through the Drexel special electives application process.

How to use VSAS (Intructions from VSAS): https://students-residents.aamc.org/attending-medical-school/article/students/


IV.  Procedure for Final Scheduling, after a Host School Approves an Elective

 

Please note: If a student receives notice that an elective has been approved, but the notice comes within the 4-week limit of a previously scheduled rotation, students need to immediately notify the Division of Clinical Education so it may be reviewed with one of the Student Affairs Deans to discuss whether an emergency schedule change is appropriate.  Students are responsible to notify the host school whether or not they will be coming.

 

It is imperative to take special care in scheduling away rotations.  Consider time lines for dropping rotations.  The DUCoM policy is 5 weeks.  The drop-notification time may be longer or shorter at other schools.  We strongly DISCOURAGE applying to several schools for the same time block.  If they all are approved and notifications arrive all at once, and dropping any of them must occur after that host school’s deadline, affected students will have not only a personal dilemma, but those schools whose rotations they drop may no longer offer DUCoM students elective opportunities.

 

Please allow plenty of time at all phases of this process.  Do not wait until the last minute.  No matter how important an opportunity may seem to you, timelines and deadlines will not be waived.

 

Your transcript will not be complete (and your diploma will not be released) until your evaluations have been received from away rotations.   Final transcripts, which are necessary for licensing, cannot be released until all evaluations are posted.

 

Students are not permitted to do an away rotation beyond Block 11. (beyond Block 10 for the Class of 2018)


Allow ten (10) working days for the Division of Clinical Education to process application materials once the COMPLETED PACKET OF MATERIALS has been received.

Revised 1/19/2018