REVISED 12/14/2017 - correction 1/3/2018
please note that the elective guide will be updated prior to lottery process beginning
A GUIDE TO SCHEDULING THE FOURTH YEARfor the Class of 2019
In addition to the written
guide/instructions below, there are two video presentations that you will find
most helpful. Both presentations are required to be watched prior to January
Part 1: 4th Year General Information
provides an overview of required fourth year rotations, a guide to submitting
schedule preferences for the Drexel Online Curriculum Educational Scheduling
System (DOCSS), and an outline of policies for changing established schedules.
and Pathway-required courses must be completed, in most instances, at the
Philadelphia Tenet Hospitals or at our affiliated educational sites (all
considered "Home"). In some instances the site is limited
to a specific hospital. In special cases a Pathway-required course
may be completed at an “Away” site. Please refer to the requirements
of the Pathway while you and your Pathway Director/Advisor develop your proposed
schedule. Your Pathway Director/Advisor’s signature that you have
been advised/counseled is required when you begin the lottery process even
though you enter your choices on-line.
sites include the Philadelphia-area Tenet Hospitals and our clinical
educational affiliates (all rotations offered in the DUCOM Senior
Electives Guide). “Away” sites include other medical schools or clinical
settings other than our established educational sites.
more than three rotations (maximum of 12 weeks) may be taken at “away”
more than four (4) rotations (maximum of 16 weeks) may be taken in any
one discipline or specialty, with two exceptions: Medicine, in which
a student may take five (5) rotations (maximum of 20 weeks [this INCLUDES
the required Medicine Subinternship]), and
Neurology, in which a student may take four (4) rotations (maximum of 14
weeks [this INCLUDES the required Neurology Course]). Approved
research time in a Pathway/discipline does not count towards total weeks
of course time in that Pathway/discipline. Please keep in mind that
Pathway requirements supersede the exceptions noted above and all
rotations must be approved by your Pathway Director.
may not take the same roation for more than 4
weeks without the approval of the Special Electives Committee (i.e., if
all of the characters of the course codes are the same it is the identical
course EX: MEDI8232S300 and MEDI8234S300 are the same course). The
"2" and "4" represent the weeks.
Medicine Guidelines: All
Family Medicine rotations must be arranged through the Department of
Family Medicine, Community and Preventive Medicine, regardless of the
are not permitted to perform clinical rotations under the supervision of
any individual when there may be a perception of a biased educational
experience or evaluation. The Dean's Office reserves the right to reassign
a student if a clinical rotation site has the potential of providing a
are not permitted to perform rotations at the same site on the same
discipline with a significant other. The Dean's Office reserves the
right to reassign a student if a scheduling conflict arises.
The Pathways were developed
to provide students with an advising system. You will be meeting
with your Pathway Director or their designee to begin to plan your
fourth year. All rotations will have to be approved and documents will have
to be signed by your Pathway Director or their designee as you move
through your fourth year.
Pathway selection does NOT
increase your chances of obtaining Pathway specific required courses.
You may change your Pathway
at any time prior to November 1 of your 4th year, with the approval of
your current Pathway Director and the Pathway Director of the new Pathway
you wish to select. You must be able to complete the requirements of the
Pathway that you are in at the time of graduation.
Course titles and numbers for all
courses approved and registered by the various departments at Drexel University
College of Medicine (includes all affiliated educational sites) can be found
on-line in the Senior Elective Catalogue(/clinicaleducation/SeniorElectives/). The Guide will
be updated throughout the year.Contact
information, report times, etc are all included in
During the 2018-2019 Academic
Year, the Start Dates are listed in the table below.
Four-week rotations must start on a bolded date.
Two-week rotations can start on any date listed, provided the course is offered
on that date.
4th Year Start Dates -- 2018-2019 4 week blocks may only begin on the bolded dates
Block 7a – No Neurology
11/19/2018 – No 2 week rotations
Winter Break Saturday, 12/15/18 through Sunday, 1/6/2019 (3 weeks) - Seniors only
Block 10 - No 4-week rotations
3/4/2019 – No 4 week rotations
Block 10a- Transition to Clinician
3/4/2019 – Transition to Clinician only MANDATORY FOR ALL GRADUATING STUDENTS
Block 12a – 2 week rotation only
4/29/2019 - No away rotations; No 4-week rotations
No Required rotations; No international rotations
Commencement: May 17, 2019
ONLINE CURRICULUM SCHEDULING SYSTEM (DOCSS) The DOCSS is a computer program that
assigns students to their clinical rotations. The scheduler for the fourth year
is programmed with the following information: class roster, course offerings
and locations as listed in the Senior Elective Catalogue, rotation start
dates and start weeks and the number of available positions for each course and
site.The DOCSS is designed to allow
students to enter their preferred rotations in order of priority. The
DOCSS does not let students create their actual schedules; rather, it provides
students with an equal opportunity to achieve schedules closest to those they
desire. a.General Information:
Students must schedule the
required Medicine subinternship (MEDI8504Sxxx)
and the required Neurology course (NEUL8012Sxxx) in the lottery. Students
not submitting sufficient options for site and/or time will be assigned
(force-scheduled) a site and time by DOCSS. Students may also opt to
schedule their pathway-specific required course and as many additional
weeks in the lottery as they choose.
If you are force-scheduled
into Medicine or Neurology, courses can and will be deleted off your
schedule to make room for either or both rotations.
Your original schedule
produced by DOCSS is unlikely to have a "full" schedule when
students choose to schedule the time and/or sites of only their most
important elective choices. If they do so, the DOCSS will schedule
those courses. Students will have open time slots for additional 4th
year rotations to be scheduled as the year progresses.
Students may choose to create
a list of priorities of variable complexity, ranking multiple sites and
times of year.
Available spots for
Pathway-required courses for popular Pathways will fill up fast; we
encourage students to schedule those required courses in the lottery or
shortly after the posting of the scheduling results.
Students are not permitted to take a
required course two times (this applies to the required Neurology
and Medicine Subinternship).
For students who are out of
phase with their class and who must complete 3rd year rotations
as well as senior rotations during the upcoming academic year, we have the
Students with fewer than
twelve weeks of 3rd year work to complete and who are planning
to go through the residency match for a position in July 2018 should
follow the recommendation above and schedule required 4th year
courses. Out of phase students must await the results of the 3rd
year lottery in order to enter their 4th year scheduling
choices. All third year clerkships must be completed before a
student takes 4th year courses. All 3rd year rotation
times should now be posted on your schedules.
Students who will not
complete degree requirements in time to begin residency in July 2019 or
who will be joining the Class of 2020 for graduation and residency match
may opt to defer scheduling their 4th year required courses at
this time. Please notify the Division of Clinical Education
(email@example.com) in writing if you wish to be changed to
the Class of 2020.
The DOCSS student-randomization and priority-based Scheduler Rounds
described below provide each student with a comparable opportunity to get a schedule
closest to that desired.
Randomization and Scheduling Runs
The program matches students’
requests with available spaces in the following manner. The list of
participating student names is scrambled into a random sequence. The
computer then goes through the list of names in that sequence, enrolling each
student into a course before it goes on to the next student. The DOCSS
will attempt to schedule each student into one course before any student is
scheduled into a second. One pass through the class roster is a
“Scheduler Round.” During the Scheduler Round the computer will look
for a student’s highest priority choice (lowest number – see
below). If the computer can schedule the student into that course, it
does so and moves on to the next student. If the student’s highest
priority course is not available, the scheduler moves to the student’s next
priority listing. The scheduler goes down a student’s list, by priority,
until it can schedule a rotation. Once it does so, it moves on to the
After a Scheduler Round is
completed, for each ensuing Scheduler Round the computer reshuffles the
students into a new random sequence. It proceeds through each student’s
priority list in the same manner as it did for the previous round.
If you don’t get scheduled into
one of your choices, it is due to one of the following reasons:
The maximum number of
students had already been assigned to the time or site slot.
You were already scheduled
into a rotation during that time slot.
You were already scheduled
for that particular rotation.
The minimum number of
students (if defined) for your choice site and time could not be met.
c.Preparation of entries for Scheduling Rotations
and Sites Strategies and Hints Establish a step-by-step approach.
Print out the list of start
dates and start weeks. They are listed above in this document.
Determine, in general, the
times and order in which you would like to be scheduled for the rotations.
Define what is the absolutely most important thing to you, e.g.,
having a certain rotation only at a certain time or site.
Determine which of those is
of utmost importance to you – time or place.
If timing of a rotation is
most important to you, increase your options for sites.
If the site is of overriding
importance to you, list all the dates
You may begin your choice
entry on-line on (1/11/2018)
. The DEADLINE for choice entry on-line
is Monday, February 5, 2018, at 4:00PM Eastern Time.
A Pathway Lottery Entry Approval form signed
by a Pathway Director/Advisor, and any Special Needs Request Forms
(only for requirements) are also due to the Division of Clinical Education
(fax: 215-843-7738) no later than Monday, February 5, 2018, at
DOCSS Scheduling Priorities On-Line
Entering your DOCSS Scheduling priorities on-line
via the web - BEGINNING January 11, 2018 at
Students must enter their
course choices on-line. The DOCSS can be accessed using
docss.drexelmed.edu. Staff of the Division of Clinical Education are
available to assist you. The Drexel Help Desk, IT, Library staff,
Student Affairs, etc. are not familiar with DOCSS.
First you must select your
Pathway ("Update your track"). This is found under
Then you must select the year
(you select to be an MS4)
You then select Department in
the drop down and "Search" - this will yield a list of available
course within the Department
From this screen you may
click on "Course Title" to get detailed information OR
"Add" to enter a course into your lottery selections
To ADD a course, click
From the next screen you will
click on any dates you wish to enter and select "Add Selected
From the "Lottery
Selections" Tab you may see everything that you have entered - on
this screen there are instructions for modifying entries
When you are done, you may
print a copy, log out and or close your browser. There is no "final
submit." All your entries are saved.
e.DOCSS Features Not in Use
Please note that not all features
of DOCSS are being used by DUCOM at this time. The Drop/Add feature will be used during the 4th
year. f.Viewing Your Schedule on the Web
When completed, student schedules
will be posted on-line (after the lottery has been run). You may view and
print your schedule from the web. Go to the web site. Log on with
your user name and password and click on the Schedule Tab.
If you need assistance, the staff
in the Division of Clinical Education is available. Please remember that
Library and Student Affairs personnel are not familiar with DOCSS.
After entering your choices on-line, you must turn in a Pathway Lottery Entry Approval form signed by
your Pathway Director/Advisor to the Division of Clinical Education.
VI.DECLARING YOUR PATHWAY
You “declare” your pathway by
selecting your Pathway ("Update your track") found under
Announcements, reviewing you 4th year plans with your Pathway Director and
having your Pathway Lottery Entry Approval form signed by the
Pathway Director.Additionally, when you
log on to DOCSS you will select your Pathway.At the time the lottery is run, the list of Pathway students will be
matched up with the signed Pathway Lottery Entry Approval form.Students who do not supply this form or do
not declare a Pathway will only be scheduled for the required Medicine Subinternship, required Neurology Course and required
Intersession II, all remaining courses will have to be scheduled post
lottery via the add/drop process once a Pathway is declared. It is your choice
if you wish to remain "Undecided" and only schedule the required
rotations during the lottery.
DEADLINE for choice entry on-line
is Monday, February 5, 2018 at 4:00PM Eastern Time. Pathway Lottery Enter Approval form, signed by a
Pathway Director/Advisor, and Special Needs Request Forms are also due to the
Division of Clinical Education. (fax: 215-843-7738.) no later than Monday, February 5, 2018, at
VIII.SPECIAL NEEDS AND SPECIAL REQUESTS
Some students have special needs
regarding the timing or locations of their rotations per the Office of
Disability Resources. A Deans Committee will evaluate Special Needs
Requests in order to assist with student scheduling. Special
consideration regarding timing and sites of rotations will be granted for
students in the Scholars programs and for those with AVLs from the Office of
Disability Resources. It is imperative that students in these special
programs or with AVLs turn in a special request form. All special
requests will be reviewed.
Check Banner on the web at http://one.drexel.edu/
to see submitted/recorded grades. Do not call the Division of Clinical
Education for evaluations/grades.
b.Scheduling Away, International and Other
Students may complete a maximum 12
weeks at other medical schools or clinical sites away from DUCOM and its
educational affiliates. Information on how to gather information about
and to schedule away and international rotations is also on the web under General Information.
c.Validating Graduation Requirements
In order to facilitate Drexel
University College of Medicine’s validating that you will have met degree
requirements before graduating and beginning residency training, WE REQUIRE
THAT A FULL YEAR’S SCHEDULE BE COMPLETED WITH THE DIVISION OF CLINICAL
EDUCATION NO LATER THAN FEBRUARY 1 OF THE YEAR OF GRADUATION.
POLICIES AND PROCEDURES FOR THE 4th YEAR
4th year ADD/DROP requests
are completed on-line via DOCSS
TRADE requests must be
submitted on an Add/Drop/Trade form and submitted directly to the Division
of Clinical Education. The Division of Clinical Education can make a
change only if it is possible within departmentally defined minimum and maximum
numbers of students at each site and time.
Trade and Schedule Change
Forms are available on line for downloading/printing at Add-Dropform.pdf
Each rotation at an
institution must have the minimum number of students assigned in order to
assure a quality educational experience, especially for the required 4th
year rotations. If an institution is at its minimum, changes cannot
be made. There may be rare exceptions for true emergencies.
changes require 5 weeks notice prior to the
starting date of the start of a 4th year Block (posted 4 week
The latest an emergency
add/drop request may be submitted for review is five (5) working days
prior to the start of the rotation . The Division
of Clinical Education will coordinate review.
If an "emergency"
approval for a course to be dropped is granted, the student is
responsible for contacting the course director. The student must document
on the add/drop form who they spoke to and a date and time prior to when
the form is submitted to the Division of Clinical Education.
If an "emergency"
approval for a course to be added is granted, the student is
responsible for contacting the course director to request permission to
add the course late regardless of whether there are still open slots. The
student must document on the add/drop form who they spoke to and a date
and time prior to when the form is submitted to the Division of Clinical Education.
If a student wishes to appeal
any decision, they may appeal to the Vice Dean for Educational and
for lottery choice entry on-line is Monday, February 5, 2018 at 4:00PM
Eastern Time. Pathway Approval Forms, signed by a Pathway
Director/Advisor, and Special Needs Request Forms are also due to the Division
of Clinical Education. (fax: 215-843-7738.) no later than Monday, February 5, 2018 at
The Division of Clinical Education and the Clinical
Departments reserve the right to change schedules at any time it becomes
necessary due to circumstances beyond their control that would result in
inadequate educational experiences for participating students.