The Association of American Medical Colleges (AAMC) developed the Electronic Residency Application Service (ERAS), to transmit residency applications, Letters of Recommendation, Dean's Letters/MSPEs, transcripts, and other supporting documents to residency program directors via the Internet. ERAS is available to international medical students and graduates (IMGs) through ECFMG, the designated Dean’s Office for all IMGs.
After the applicant has paid the required application fee and requested a Token via the On-line Applicant Status and Information System (OASIS) (see Token Request), ECFMG will send a Token, a unique identification number, by e-mail to applicants who have graduated or will graduate from a medical school located outside of the United States and Canada. This Token will permit the applicant to access the AAMC's ERAS website to complete his/her ERAS application on-line. Simultaneously, the applicant should mail sharp photocopies of his/her supporting documents to ECFMG. ECFMG will scan those documents and transmit their images to the ERAS PostOffice, to be attached electronically to the applicant's file. After the applicant has transmitted the application, and ECFMG has transmitted the document images, it is the responsibility of the individual program directors to periodically retrieve all transmitted data from the ERAS PostOffice.
Which specialties will use ERAS in 2004?
ERAS 2004 will be used by most residency programs in anesthesiology, dermatology, diagnostic radiology, emergency medicine, emergency medicine/internal medicine, family practice, internal medicine, internal medicine/family practice, internal medicine/pediatrics, internal medicine/physical medicine & rehabilitation, internal medicine/psychiatry, nuclear medicine, obstetrics & gynecology, orthopaedic surgery, pathology, pediatrics, pediatrics/emergency medicine, pediatrics/physical medicine & rehabilitation, pediatrics/psychiatry/child psychiatry, plastic surgery (PGY1 positions only), physical medicine & rehabilitation (physical medicine & rehabilitation, physiatry), psychiatry, radiation oncology, surgery, transitional year, urology, and military programs. Please note that U.S. Army and Navy programs are available only to U.S. citizens who have military obligations.
What about programs not listed above to which I want to apply?
You CANNOT use ERAS to apply to those programs.
Programs that are not listed are not connected to ERAS and therefore are not able to receive your application electronically. You will need to contact these programs to find out how they would want to receive your application.
What are the fees for applying through ERAS?
The ERAS application process requires a minimum of four separate fees:
ECFMG Token Fee:
For this fee of $75 we will act as your designated dean's office. We will send you your Token, scan and transmit your supporting documents, and transmit your ECFMG status report. You need to pay this fee before we can e-mail your Token to you.
ERAS Processing Fee:
The minimum fee is $60, for which you can apply to a maximum of ten programs, as long as all ten are in the same specialty. You will pay the ERAS Processing Fee later in the process, after selecting your programs. For a detailed explanation of the ERAS Processing Fees, please go to www.aamc.org/students/eras/start.htm.
USMLE Transcript Fee:
The fee to transmit the USMLE Transcript to your programs is $50, payable with the ERAS Processing Fee. Please do not send this fee to ECFMG; you pay on-line at MyERAS. For more details, please see our FAQs under USMLE Transcript.
NRMP Application Fee:
If you want the programs to be able to select you as one of their favorite applicants, you need to join the National Resident Matching Program (NRMP), also known as the Match. You need to apply and pay at www.nrmp.org.
What do I need to do now?
If you do not yet have an e-mail address, or have not obtained an on-line services password to use the On-line Applicant Status and Information System (OASIS) (see Token Request), make arrangements now!
Prior to applying via ERAS, contact the programs to determine their minimum eligibility criteria and application deadline dates.
You should also subscribe to ECFMG-ERAS News, ECFMG's e-newsletter for ERAS applicants, to receive important updates by e-mail.
Whom do I need to contact?
Your pursuit of a residency position involves three different organizations:
Since MyERAS is operated by the AAMC, we do not have any information regarding your contacts with the AAMC. As a result, we cannot help you with answers to technical problems that you may face at MyERAS. If you have problems logging on to MyERAS or completing the payment process on-line, or if you have a question about the ERAS Program Fees, you need to contact myeras@aamc.org.
If you have technical problems on-line at the NRMP, you need to send your request for help to nrmp@aamc.org.
If your IMG-specific questions have not been answered on any of these pages, send your request for information to eras-support@ecfmg.org.
(Note: The assignment of this Identification Number does not imply that an applicant is eligible for examination or for ECFMG Certification.)
ERAS applicants who are not yet certified must obtain ECFMG Certification before starting a post-graduate training program. It is solely the responsibility of the ERAS applicant to satisfy all ECFMG Certification requirements (passing USMLE Step 1 and Step 2, the English Language Proficiency Test, and the Clinical Skills Assessment as well as documenting the completion of all requirements for, and receipt of, the final medical diploma [and, effective February 1, 2004, the final medical school transcript], which must be verified by ECFMG directly with the medical school). ERAS fees will not be refunded for any reason.
ECFMG does not set residency program application deadlines. These deadlines are set by individual residency programs. For information on important ERAS dates, see Important Dates.
How can I request a USMLE Transcript for my programs?
At your request (entered and paid for at the AAMC's ERAS website), ECFMG will provide USMLE transcripts to every residency program that you have individually indicated on your application, for a single charge of $50 per applicant per ERAS season.
Note: Starting this year, USMLE scores may only be reported in an official USMLE Transcript. Therefore we are no longer authorized to include USMLE scores in the ECFMG Status Report. The only method to transmit your USMLE scores is by way of the USMLE Transcript.
I don’t have a computer or a modem at home. How can I apply?
You can use any computer with access to the Internet.
The ERAS specifications call for a current web browser (Netscape V.4.76 or higher, Internet Explorer V.5 or higher, AOL V.5 or higher, or Opera V.5).
Do I still have to register with the National Resident Matching Program (NRMP)?
Applying through ERAS does not register you with the Match.
You use ERAS only to transmit your application and documents to the programs. Applicants should contact the NRMP directly to register, since many hospitals in the United States rely upon the NRMP for their trainees and do not select applicants who do not participate in the Match.
The NRMP is the program that actually tries to match applicants with programs of their choice and programs with their favorite applicants.
Starting with ERAS 2004, the programs must list all of their positions with the Match; they can no longer fill some of their positions outside of the Match.
How can I use ERAS after the Match?
ERAS can be used for post-Match applications. You should check with the programs directly to find out whether they want to receive your application via ERAS or by fax.
Timing
In what order should I complete the steps in the ERAS application process?
1. Apply for your Token.
2. Register at MyERAS.
3. Send your documents to us.
4. Apply to at least one program - after the ERAS PO has opened.
5. Check the Applicant Document Tracking System (ADTS) a few days later to make sure that we have transmitted your documents to that program.
6. If everything is OK, apply to the rest of your programs.
7. Follow the progress of your documents on ADTS.
Notes:
You probably want your application and the documents to arrive at the program together, in one package. This is not possible; there will always be a delay of one day before we can transmit your documents. You need to apply first, so that we know where to send your documents. That is the way ERAS was designed to work. Even a U.S. student who delivers his or her documents to the Dean's office in person must first apply.
Programs do not expect to receive complete applications. ERAS is a dynamic process that will accommodate new information and documents until it closes down for the season.
If at first you apply to just one program, you can add nine more in the same specialty for no additional fee. It may take us two or three days to send your documents to that one program initially, but after that it should take no more than twenty-four hours to send your documents to other programs.
Here is how the system works:
When you pay for and apply to your programs, you are in fact transmitting your Common Application Form (CAF), MyProfile, and personal statement to the ERAS PostOffice. This also provides us with instructions for where to send which Letters of Recommendation (LoRs). We normally download these instructions early in the morning of the following day. Our software will then transmit your Dean's Letter/MSPE, medical school transcript, photograph, and ECFMG Status Report. These documents are sent to every one of your programs. They do not have to be assigned and attached manually like your LoRs. In addition, the software will also send all LoRs that have already been sent to a program to all additional programs to which you applied and assigned the LoRs.
We need the rest of the day to check every instruction that was downloaded to see whether we need to move previously scanned LoRs from the In-Box and attach them to the names of the letter writers. Simultaneously, we also need to scan new documents that arrived in the last one, two, or three days. At the end of the day, we will transmit all documents that were processed during that day.
When you see on the ADTS that we have sent only some of your documents, take a closer look at which ones they are. If they include only the Dean's Letter/MSPE, transcript, photo, or ECFMG Status Report, it means that your LoRs are still being processed and will follow in the evening.
If you want to find out whether a requested letter from Dr. X has arrived, assign it to a program and keep watching the ADTS. If you have assigned it, we can scan and attach it to Dr. X's name—and transmit it the same evening. No need to call us or send an e-mail to inquire. If, however, you have not assigned it, we can only scan it into your In-Box, and you will not know that we have received it.
If you plan to apply to programs in California, you need to obtain an Applicant Status Letter from the Medical Board of California, a process that will take several months. Please see our California Letter FAQ for details.
When can I request a Token?
You may request an ERAS 2004 Token beginning now through Match Day in March 2004.
We will issue and e-mail the first batch of Tokens during the second week of July. After that, we will continue to fulfill Token requests every business day until shortly after the Match.
If, during registration at MyERAS, you receive this error message: "Your Token does not have the correct checksum, please re-enter it," please take a close look at the last three digits of your Token. The last three digits may consist of numbers or letters. Do not type the letter "O" instead of the number zero (or vice versa).
When can I register at MyERAS?
You may register at MyERAS as soon as you have received your Token from us, but not earlier than July 15.
Please be aware that there are three steps you need to complete at MyERAS:
1. Register.
2. Certify your Common Application Form (CAF) and submit it.
3. Apply to a program.
Details:
1. Register.
To register means to use your Token to establish an identity with AAMC ID and password. The registration screen can be accessed only one time, which means that you cannot make any corrections to the information you have entered. Please proofread the page.
After you have successfully registered, we will be notified by MyERAS. You will then be in our system, and we can scan your documents into your file and keep them until the end of the ERAS season in May.
2. Certify your CAF and submit it.
Fill in MyProfile and the CAF. Once you are satisfied that all information is correct, you need to certify the CAF and submit it. Submitting your CAF stores it at the ERAS PostOffice for future use. It does not go to any programs yet. Certifying your CAF also locks it to make sure that all programs receive an identical application. Even though you cannot change the CAF, you will be able to update your Profile at any time.
3. Apply to a program.
Only after you have registered and submitted your CAF can you apply to your programs. By applying to a program, you are sending your CAF, Profile, and personal statement to the ERAS PostOffice. After that, it is the program's responsibility to contact the ERAS PostOffice and retrieve all documents. We will also contact the ERAS PostOffice once a day and download all instructions, so that we can process your documents. We will then transmit your documents, if we have scanned them already.
Here is a quick overview:
On day one, you transmit your
Common Application Form (CAF),
My Profile, and
Personal Statement/s.
Instructions are sent to us automatically.
On day two (or three or four), we transmit your
Dean's Letter/MSPE,
Medical School Transcript,
Photograph,
ECFMG Status Report,
Letters of Recommendation, and
USMLE Transcript (if you requested it).
Starting on day three, you can track your file via the Applicant Document Tracking System (ADTS) at MyERAS.
When can I apply to the programs?
You may send your application (Common Application Form, Profile, Personal Statement/s) on September 1.
Please read this explanation carefully:
When you pay at MyERAS, you are sending your application only to the ERAS PostOffice, not to the programs.
When the programs to which you have applied login to the ERAS PostOffice next, they will receive those documents in your file that are waiting to be downloaded. The programs cannot select whose documents to retrieve, just as we cannot choose which documents to transmit.
When will we transmit the documents that you sent to us for scanning?
Did we receive and scan them before you applied to a program?
In that case, we will send your Dean's Letter/MSPE, photograph, medical school transcript, and ECFMG Status Report the next day, after we have downloaded your list of programs. Letters of Recommendation (LoRs) require extra handling and time. When we scan them, we do not know which LoRs you want to use and which ones to send to which programs. Therefore we just scan them into your In-Box temporarily. Once you apply, we need to move them from your In-Box and attach them according to your list. Depending on the volume, that may take one or two extra days.
If we receive your documents after you have applied, we know immediately where to send your LoRs, and all of your documents should be transmitted the very next day, including your LoRs.
When should I send my documents to you?
Here is the proper sequence:
1. Wait for your Token.
2. Register at MyERAS.
3. Send us your documents.
You may send your documents to us as soon as you have registered at MyERAS. If you send them before you register, we will not know what to do with them, because you will have no ERAS record. Therefore your documents may inadvertently be sent to another department.
When will we transmit the documents that you sent to us for scanning?
Did we receive and scan them before you applied to a program?
In that case, we will send your Dean's Letter/MSPE, photograph, medical school transcript, and ECFMG Status Report the next day, after we have downloaded your list of programs. Letters of Recommendation (LoRs) require extra handling and time. When we scan them, we do not know which LoRs you want to use and which ones to send to which programs. Therefore we just scan them into your In-Box temporarily. Once you apply, we need to move them from your In-Box and attach them according to your list. Depending on the volume, this may take one or two extra days.
If we receive your documents after you have applied, we know immediately where to send your LoRs, and all of your documents should be transmitted the next day, including your LoRs.
You may send us your documents as you receive them. You can also collect them and send them in one package. It is important for us to know what type of document(s) you are sending and who you are. Please identify your documents with your USMLE/ECFMG Identification Number and name of document. (0-123-457-6, Transcript or 0-234-567-8, Dean's Letter/MSPE page 1).
By which deadline should we at ECFMG receive your documents? Approximately one week before the programs' deadlines. From the day ERAS opens to the day it closes on May 30, we will scan and transmit documents every business day. We do not have any deadlines.
When is the ERAS Application Deadline?
ECFMG does not set application deadlines for residency programs.
These deadlines are set by individual residency programs.
Please find out the individual program's deadline before you apply. The AAMC will not refund any program fee for an application you submit after a program's deadline.
When you contact the programs, please find out what they mean by deadline. Is it the date when they want your Common Application Form (CAF), with supporting documents and some exam scores to follow, or must they have your COMPLETE package?
Also consider that, at the peak of the ERAS season, it may take up to five business days to process and transmit your documents.
If you apply by late September, you will most likely meet most deadline dates.
When can I update my status in MyERAS?
You can update your information in MyProfile at any time, even after you have applied to your programs. After you have saved the updated Profile, the new information will be transmitted to all of your programs to which you have applied previously.
The Common Application Form (CAF) will be locked when you apply to your first program(s) to ensure that all programs receive the same basic information. However, the Profile may be updated at any time, so that you can make changes in your address, visa status, and ECFMG certification status, among others.
Since you can update it until the very last moment, it will always show YELLOW instead of GREEN in My Reports.
When will ECFMG update my latest USMLE scores?
In order for us to transmit your USMLE Transcript, you need to authorize us to release your USMLE scores at MyERAS.
If you want us to send an updated USMLE Transcript, you also need to request automatic retransmission of your updated USMLE Transcript.
Once your new USMLE scores are received from the National Board of Medical Examiners (NBME) and entered into the ECFMG database, we will send an updated USMLE Transcript to those programs to which you have assigned it.
Every business day (Monday through Friday), our ERAS software checks the ECFMG database for new information that could affect your USMLE Transcript. This could be a passing or failing score on Step 1, Step 2, or Step 3.
When this new information is entered into the ECFMG database, the ERAS software will generate a new USMLE Transcript. If you have requested automatic retransmission, we will transmit it within twenty-four hours. This is done automatically; there is nothing you need to do.
If you decided not to have it retransmitted automatically, you need to retransmit it yourself at MyDocuments, MyERAS.
Please bear this is mind:
This is only a projected schedule. If there is a delay, it is because of a technical problem, not for lack of effort on your behalf.
When will I receive my manual & stickers?
ERAS has not printed a manual, and we are not going to send document ID stickers this year.
The manual is available on-line in PDF format at www.aamc.org/students/eras/start.htm by clicking on Applicant Support. Please note that you need Adobe Acrobat Reader. If you do not have this software, you can download a free copy here.
How do I identify my documents if I do not receive any stickers?
When we receive a document, we need to know what the document is and to whom it belongs.
What is it: Dean's Letter/MSPE? Medical School Transcript? Letter of Recommendation?
For which applicant: Your name and USMLE/ECFMG Identification Number.
Please hand-write the information in the top half of the document, not on the back.
Color photo: Write your name and USMLE/ECFMG Identification Number on the back. Photos without ID will be destroyed, since we will not know where to send them for identification.
Is the name on your documents different from the name you are using in MyERAS? In that case, please add your 'other' name to the document, in addition to your ID number.
When will ECFMG confirm my status to the NRMP?
When the National Resident Matching Program (NRMP) tells you that ECFMG has not verified or confirmed your status or your eligibility, they are correct. This occurs because we have not notified them that you have indeed passed all exams needed to stay in the Match.
This notification system is based on a need-to-know basis, and it has to be initiated by the NRMP, not by ECFMG. The NRMP sends a list to ECFMG of all NRMP applicants who have not passed all exams (according to NRMP's records). ECFMG runs this list through our computer and sends it back to the NRMP with the necessary updates. The closer we get to the Rank Order List deadline, the more frequently this list is exchanged between the organizations.
This process takes place every year. We want to make sure that as many applicants as possible can participate in the Match.
For you to remind us does not help. We must wait for the NRMP to send us their list, so that we can update it.
When and how will ECFMG send my CSA result?
Your CSA status is reported in the ECFMG Status Report. Once you have registered at MyERAS, we will generate an ECFMG Status Report for you. The Status Report will be transmitted after you apply to a program, together with your Dean's Letter/MSPE, photograph, and medical school transcript, if we have received them.
After that, every business day (Monday through Friday), our system checks the ECFMG database for new CSA information that could affect your Status Report. Once this new information is entered into the ECFMG database, the ERAS software will generate a new Status Report. This updated report will be transmitted within twenty-four hours. This is done automatically; there is nothing you need to do.
Please do not call us or send us e-mail advising us that you have passed CSA.
We do, however, suggest that you check on the Applicant Document Tracking System (ADTS) for a new transmission date for the Status Report, if you know that a new one should have been sent. Please be realistic and allow adequate time for processing of your CSA result. The update will be fast.
There are four possible entries reported for CSA:
"Not required," if you met all requirements for certification before CSA became mandatory;
"No examination attempts on file," if you have not taken it yet;
"No passing performance on file," if you tried and failed one or more attempts; or
The month and year when you passed CSA.
When will ECFMG update my ERAS file?
If you are not ECFMG certified or have not passed all exams when you apply to your selected programs, the programs must be kept informed of your most current status.
We have two documents that will be updated and retransmitted:
ECFMG Status Report and USMLE Transcript.
1. ECFMG Status Report.
When we issue a Token, we also prepare an ECFMG Status Report for each applicant.
After that, we check all ERAS files every business day for new exam results such as a USMLE score, a passing TOEFL result, or a passing CSA result. That causes your ECFMG Status Report to be updated, even if you have not applied to a program yet. Therefore, when you apply, we will transmit your most current Status Report.
Throughout the entire ERAS season, we check all Status Reports, update those that have new scores, and transmit them. The final update will report the fact that you are certified by ECFMG.
This is all done automatically, every business day, until May 30. There is nothing you need to do.
2. USMLE Transcript.
We will also update your USMLE Transcript on a daily basis. However, we will transmit it only if you have authorized us to do so. For us to transmit an updated USMLE Transcript, you need to authorize an automatic retransmission of your transcript at MyERAS > MyDocuments > USMLE.
Token
What is an ERAS Token?
An ERAS Token is a fourteen-digit alpha-numeric code that is sent to you via e-mail.
You need this Token to login to the MyERAS website to start your residency application process. Detailed login instructions will be included in the Token e-mail.
How do I request a Token?
To request your Token, please see Token Request. The Token Request process will take you first to the On-line Applicant Status and Information System (OASIS) to review and edit (if necessary) your e-mail and mailing addresses.
Then, after you have verified your addresses, click on "Continue" to request your Token. You will also need to pay $75.00 for the Token, if you do not have a credit balance on your financial account.
You may request an ERAS 2004 Token between now and Match Day in March 2004.
During the second week of July, we will start to fulfill all Token requests received on-line so far. After that, we will check OASIS every business day for new Token requests. Every request from an applicant who has at least $75 in his/her OASIS account will be fulfilled. All Tokens will be sent via e-mail.
If you return to OASIS and click on ERAS Token Request again, you should see, instead of "In Process," the Token number, when it was requested and issued, and to which e-mail address it was mailed.
When can I request a Token?
You may request your Token between now and Match Day in March of 2004.
When can I expect to receive my Token and how?
If you request and pay for your Token between now and the first week of July, you should receive it by e-mail during the second week of July.
If you request and pay for your Token after the first week of July, you should receive it via e-mail the following business day.
If you do not receive your Token within these timeframes, please allow one more day, in case we have had technical problems.
Next step? Do not send us an e-mail, please.
Instead, go to the On-line Applicant Status and Information System (OASIS) and request the Token again. On the next screen you should see the details:
Token Number:
Request Date:
Issue Date:
E-mailed on:
E-mailed to:
Yes, you may pay for your Token by check, money order, bank check, or bank draft.
Complete Payment Form 900 and mail it with your payment to the address given at the top of the form.
If you request your Token prior to sending your payment, we will issue the Token on the next business day following receipt and posting of your payment.
If you request your Token after we have received your payment, we will issue the Token on the next business day following your on-line request.
I want to apply to several specialties. Do I need more than one Token?
No. You need only one Token for ERAS 2004.
You can use that one Token to apply to as many specialties as you want in 2004.
You can also use your Token to apply for a clinical year (PGY-1) in 2004 and for an advanced position (PGY-2) to start in 2005.
Can I use last year's Token that I did not use?
No. The ERAS software will not recognize an unused Token from a previous year.
Documents
Which documents should I send to ECFMG?
The ERAS software will allow us to process only four document types:
Dean's Letter/Medical Student Performance Evaluation (MSPE),
Medical School Transcript,
Color Photograph, and
Letters of Recommendation.
Please Note:
Submitting altered or falsified documents to ERAS/ECFMG may be sufficient cause for ECFMG to notify the programs to which you apply and to take appropriate action, as described in the ECFMG Information Booklet.
Which documents should I NOT send?
Here is a partial list of documents we cannot use and do not want (copies or originals):
Curriculum Vitae (C.V.)
ECFMG Certificate
USMLE Scores
TOEFL Scores
Medical Diploma
Medical License
Certificate of Registration
U.S. Alien Card (Green Card)
Birth Certificate
Name Change Certificate
Marriage Certificate
Divorce Decree
If you send us any of these, we will dispose of them.
Should I send originals or copies of my LoRs? Should I waive my right to see them?
Before scanning a document, we stamp it with "Duplicate for ERAS use." This notifies the programs that we cannot verify the authenticity of the document. It may have come from you, the writer, or from your medical school directly. It is also assumed that the document could be a copy, rather than an original. Once a document has been scanned, it cannot be determined whether we scanned an original or a good copy.
Please Note:
Submitting altered or falsified documents to ERAS/ECFMG may be sufficient cause for ECFMG to notify the programs to which you apply and to take appropriate action, as described in the ECFMG Information Booklet.
Whether you waive your right to see your LoRs or not is strictly a matter between you and the letter writer.
If you already have some LoRs, you obviously did not waive your right to see them. In that case, please keep the original and send us a sharp photocopy.
If you still need to request LoRs, and the writer agrees, have the LoRs sent to you, so that you can keep the original and send us a sharp photocopy. That way you will also be able to fax the LoR to some programs during the post-Match Scramble.
However, if you do waive your right to see your LoRs, you should send the cover sheet with our address to your recommender, so that he/she can send the LoR directly to us.
If the recommender has not acknowledged that you have waived your right to see the letter, we will add an appropriate note to the letter — if the LoR arrives from the recommender in a sealed envelope.
All documents will be shredded after scanning. Regardless of whether you waived your right or not, we will not mail LoR copies or originals to you or send you a scanned image.
Do I need to have my documents translated into English?
Yes, but please send us the translation only.
Translations of ERAS documents do not have to be notarized, but they should be neat and look professional. Therefore, do not send us the original-language documents or the translator's certificate.
Be prepared to provide your original documents if the program directors ask for them, should you be invited for an interview.
Can ECFMG use my documents that I submitted last year?
No. ERAS files do not get carried over from one year to the next. At the end of the season, all documents will have been shredded, and all files will be purged.
You need to request a new Token and submit new documents.
How do I send my documents, and to which address?
You may send your documents to us as soon as you have registered at MyERAS. If you send them before you register, we will not know what to do with them, because you will have no ERAS record. Therefore, your documents may inadvertently be sent to another department.
If you mail your documents via the postal service (Regular Mail, Overnight Mail, Express Mail, etc),
send them to:
ECFMG - ERAS Documents
P.O. Box 11746
Philadelphia, PA 19101-0746
Please note that P.O. Boxes are the property of the United States Postal Service. They do not allow private (non-governmental) courier services to access P.O. Boxes.
Therefore, if you want to use a courier service such as Airborne, DHL, Federal Express, UPS, etc., please send your documents to:
ECFMG - ERAS Documents
3624 Market Street
Philadelphia, PA 19104-2685
Please do not send any documents as e-mail attachments.
As an anti-virus defense, our software automatically removes all e-mail attachments.
How do I know that ECFMG received my documents?
If we scan your documents before you have applied to any programs, you will not know whether we have received them.
If you apply to at least one of your programs, we can transmit your documents to that program, and you can check the status of your documents via the Applicant Document Tracking System (ADTS). You will then be able to see when we sent your documents and when the program downloaded them.
How long does it take for ECFMG to scan my documents?
We scan most of our mail within three working days. However, during the peak season in October and November, it may take as long as five days. We start counting (and are responsible) from the day your mail is stamped "Received, Copy for ERAS use only."
If your documents arrive on a Monday during peak season, and we open your mail on Tuesday, we still stamp it with Monday's date. If it gets scanned on Thursday, it will have taken us four days (MON, TUE, WED, THU).
After we have received your documents, what then?
We look up your file and look at your status:
Have you applied already? YES or NO.
YES: We scan your documents into their respective slots:
Dean's Letter/MSPE into the Dean's Letter/MSPE slot
Transcript into the Transcript slot
Photograph into its own slot
Letters of Recommendation (LoRs) get attached to the names of the writers.
At the end of the day, ALL scanned documents get transmitted to the ERAS PostOffice.
NO: We still scan your 3 basic documents into their respective slots:
Dean's Letter/MSPE, Transcript, and Photograph.
They will be sent one day after you apply, usually in the early morning.
Since you had not applied when we scanned, we do not know which of your letters you are going to use and assign to your programs, therefore we had to scan them into your In-Box. They will remain there until you apply to a program.
When you do apply, we will receive your list of programs and LoR assignments the following morning. We need to look at every one of these lists, which exceed 1,300 on some days. When we get to your file, we need to move your LoRs out of the In-Box and attach them to the names of your LoR writers. Even though we try to get it done on the same day, sometimes we cannot. Therefore you will see that in most cases your LoRs will follow your other three documents by a day or two.
If we receive your documents after you have applied, we know immediately where to send your LoRs, and all of your documents should be transmitted within a day or two, including your LoRs.
If you add more programs and use the same LoRs, they will be sent the next day.
(They have been scanned and attached and are therefore ready to go at any time).
Why can't I see my documents in MyERAS?
MyERAS is your file. It contains only information that you enter.
If we have scanned your documents, they are sitting on our computer and, as you know, you cannot see them.
When you apply to your programs, we will transmit your documents to the ERAS PostOffice. You will be able to see the status of your documents via the Applicant Document Tracking System (ADTS) at MyERAS.
Please go to www.aamc.org/audienceeras.htm, follow the link "For Residency Applicants," and click on "ADTS Login" on the next screen.
Why does the Applicant Document Tracking System (ADTS) show a dean's letter for me when I did not submit one?
If you cannot provide a Dean's Letter/MSPE or medical school transcript, you can click "No" on page 12 of your Common Application Form (CAF).
Have you clicked "No" in response to the question on page 12 of your Common Application Form (CAF), asking whether you will provide a Dean's Letter/MSPE?
If you did indicate that you will not provide a Dean's Letter/MSPE, the ERAS software automatically generated the following pseudo-MSPE for you: "This document is in lieu of the Dean's Letter/MSPE."
It will be listed in the ADTS as Dean's Letter/MSPE, as if it were a real Dean's Letter/MSPE.
If we subsequently do scan a Dean's Letter/MSPE, the scanned image will replace the pseudo-MSPE at the program director's workstation. On the ADTS you will see two separate dates of your Dean's Letter/MSPE's transmission.
Curriculum Vitae
May I send you a copy of my Curriculum Vitae (C.V.) to be scanned?
No. The C.V. is not a document that can be scanned and transmitted by us.
The programs you apply to have the option of creating a C.V., based on the information you have entered into your Common Application Form (CAF).
Dean's Letter/MSPE
What is a Dean's Letter/MSPE?
Effective immediately, the name of the document has been changed from Dean's Letter to Medical Student Performance Evaluation (MSPE) in order to reflect its purpose of evaluating a medical student's performance (rather than providing a recommendation or prediction of future performance).
You can view A Guide to the Preparation of the Medical Student Performance Evaluation at MyERAS, under Applicant Support, or at www.aamc.org/students/eras/support/mspeguide.pdf. Please read it carefully and request that your medical school issue an MSPE for you, following the MSPE Template as closely as possible.
If you cannot obtain an MSPE, you may still submit a copy of your Dean's Letter/MSPE during the transition period. If that is impossible, you can still indicate on page 12 of your Common Application Form (CAF) that you cannot provide a copy of your Dean's Letter/MSPE.
Please note: If you do send a Dean's Letter/MSPE to us, it will be held at the ERAS PostOffice until November 1, regardless of when we transmit it.
Why has my Dean's Letter/MSPE not been sent yet?
If we receive your Dean's Letter/MSPE, we scan and transmit it—provided you have applied to a program.
All Dean's Letters/MSPEs are held at the ERAS PostOffice until November 1, at which time they are released.
Is the Dean's Letter/MSPE counted as one of the four LoRs?
No. In ERAS there are four categories of documents:
1. Dean's Letter/MSPE,
2. Medical School Transcript,
3. Photograph, and
4. Letters of Recommendation.
In addition to your Dean's Letter/MSPE you can still assign four Letters of Recommendation (LoRs) to each program.
What can I do if I do not have a Dean's Letter/MSPE?
You can try to obtain a Dean's Letter/MSPE from your medical school, if time allows and your medical school issues Dean's Letters/MSPEs.
A Guide to the Preparation of the Medical Student Performance Evaluation is available at MyERAS, under Applicant Support, or at www.aamc.org/students/eras/support/mspeguide.pdf. Please read it carefully and request that your medical school issue an MSPE for you, following the MSPE Template as closely as possible.
If you cannot provide a Dean's Letter/MSPE or medical school transcript, you can click "No" on page 12 of your Common Application Form (CAF).
By indicating that you will not provide a Dean's Letter/MSPE, the ERAS software will generate the following pseudo-MSPE for you: "This document is in lieu of the Dean's Letter/MSPE." It will be listed in the ADTS as Dean's Letter/MSPE, the same as an actual Dean's Letter/MSPE.
Medical School Transcript
What is a Medical School Transcript?
Medical school transcripts come in a variety of sizes and formats. They may also be known as mark sheets, time sheets, or hour sheets. Ideally, they will help the program directors to get an overview of the subjects you studied in medical school, how long you studied each subject, and how well you did on your exams.
If you click "Yes" on page 12 of the Common Application Form, you or your medical school will need to send a copy to us for scanning. Be sure to label it as "Transcript."
If you do not have a Transcript, you may send us any similar documents, as long as you label them "Transcript." Also make sure that the documents are identified with your USMLE/ECFMG Identification Number or AAMC ID number, especially if the name on them does not match the name with which you registered in MyERAS.
Special Notes: Make sure that these documents fit our scanners! The largest size we can accommodate is approximately 8.5 in x 14 in (21 cm x 35 cm). Please do not send us oversized transcripts!
In addition, the software limits us to a maximum of approximately five (5) pages. If you send us more than five pages, number them in the order of importance, the most important being #1. We will start with #1 and scan as many pages as the program will allow us to scan. The final number is determined by the size, in kilobytes, of the scanned images.
The transcript should not be on "security paper" with a busy background. Such a background would make the scanned image illegible. Ask your school to copy it on plain paper.
Is the transcript counted as one of the four LoRs?
No, the medical school transcript has its own category. In addition to a Dean's Letter/MSPE, Medical School Transcript, and photograph, you can still assign four Letters of Recommendation (LoRs) to each program.
How many pages can I send?
That is a question we cannot answer before we scan a multiple-page document. The size of a scanned image, in kilobytes, depends on the condition of the original. If the transcript is in good condition and on clean, white paper, we may be able to scan seven or eight pages. On the other hand, a one-page transcript on security paper could be too large for scanning.
What is security paper?
Security paper is designed to make alterations very difficult. Usually it has a very busy background, which makes it difficult to erase a number and substitute another one. Some schools superimpose their crest on each page, which makes for a very large image file.
If you are sending us more than five pages, please number each page according to its importance. Mark the most important page #1, the next #2, etc. When we cannot scan all pages, we will start with #1 and scan as many as the software allows.
Photograph
Is a photograph mandatory?
If you do not want to send a photograph, you do not have to. However, if you want your application to be complete, send a photograph.
This may help you decide whether to send a photo:
The program directors cannot access your photograph until after they have invited you for an interview.
What kind of photographs should I send?
Please submit one (1) wallet-sized color photo (the kind you would use for a passport or driving license) approximately 2.5 in x 3.5 in (6.5 cm x 9 cm). If you send a larger picture, the scanner will remove the excess at the top and right sides.
A smaller photo is OK, although not all of the space allowed for the photo will be utilized.
If you do not have a color photo, a black and white photo is acceptable.
To prevent the small picture from getting stuck in an envelope and overlooked, please staple it to a larger piece of paper. Be sure to indicate your USMLE/ECFMG Identification Number and name on the back of the photo. If the photo gets separated from your other documents and we cannot identify it, we must discard it.
What size should my photograph be?
Please submit one (1) wallet-sized color photo (the kind you would use for a passport or driving license) approximately 2.5 in x 3.5 in (6.5 cm x 9 cm). If you send a larger picture, the scanner will remove the excess at the top and right sides.
A smaller photo is OK, although not all of the space allowed for the photo will be utilized.
Does it have to be a color photograph?
If you do not have a color photo, a black and white photo is acceptable.
Letter of Recommendation
Who can write a Letter of Recommendation for me?
Theoretically, anybody can write a Letter of Recommendation (LoR) for you. For the LoR to be most effective, it should be written by a physician who has worked with you and has first-hand knowledge of your performance. It would help if the LoR were from a U.S. doctor writing about a setting in the United States. It would also be helpful if the LoR were relatively recent.
If you already have the letter, please keep the original and send us a good copy.
There is no need to include the cover sheet.
If you still need to request an LoR, you need to decide whether to waive your right to see the letter. Please see Do I waive my right to see the LoR.
To whom should the letter writers send the LoRs?
After you have created a list of people who will write, or have already written, LoRs on your behalf, you need to print instructions for the letter writers on "My Reports."
The LoR should be addressed to: Dear Program Director, Dear Doctor, Dear Colleague, or To Whom It May Concern.
Even though the LoR should be mailed to us at ECFMG, the salutation in the letter should not be addressed to ECFMG or ERAS Program at ECFMG.
Besides the salutation, there is no specific format for LoRs.
If you already have the LoR, make a sharp photocopy, discard the Request Letter, and mail a copy of the LoR to ECFMG. Keep the original for your files.
If you still need to request an LoR, send the Request Letter to the letter writer. He/she can then mail the LoR either to you or to ECFMG, depending on whether you waive your right to see the LoR.
Each LoR should be identified with your USMLE/ECFMG Identification Number or AAMC ID number to ensure that it is attached to the correct application.
How many LoRs am I allowed to send?
You can send as many LoRs as you think you want to use. However, even if you send more than four, you can assign only four LoRs to any one program.
Most important: Each letter writer should write only one LoR for you.
We attach LoRs strictly by name. If you send us ten LoRs and list ten names in MyERAS, we will attach Dr. Patel's LoR to his name, Dr. Ahmed's LoR to his name, etc.
If you list Dr. Smith twice, let's say as LoRs #3 and #4, we do not know which of the two letters that we have from Dr. Smith to attach to Dr. Smith #3 and which one to Dr. Smith #4.
Our high volume does not permit us to read your LoRs to determine for which specialty each is written. Furthermore, we do not know which LoR you have assigned to which specialty. So, in this example there is a 50 percent chance of mixing up the LoRs.
Do I send originals or photocopies?
Before scanning, we stamp every document with "Duplicate for ERAS use." This notifies the programs that we cannot verify whether the document came from you, the recommender, or from your medical school directly. It is also assumed that the document is a copy, rather than an original. Once a document has been scanned, it cannot be determined whether we scanned an original or a good copy. As a result, you should send us clear photocopies. You are, however, expected to take all originals with you to any interviews.
If the writer agrees, have the LoRs sent to you, so that you can keep the original and send us a sharp photocopy. That way you will also be able to fax the LoR to some programs during the post-Match Scramble.
Please note:
All documents will be shredded after scanning.
We cannot mail them to you or send you a scanned image, even if you have not waived your right to see the letters.
Do I waive my right to see the LoR?
Whether you waive your right to see your LoRs or not is strictly a matter between you and the letter writer.
If the writer agrees, have the LoRs sent to you, so that you can keep the original and send us a sharp photocopy. That way you will also be able to fax the LoR to programs during the post-Match Scramble.
Why can't I see my LoRs on the Applicant Document Tracking System (ADTS)?
The display in the ADTS is based on the transmission log that is created when you (or we) transmit documents.
Let's look at various scenarios:
We have scanned your documents, but you have not applied to a program yet. Your Common Application Form (CAF) is still at MyERAS and your documents are still in our file. No transmission = nothing in ADTS.
You can see that only your CAF, Profile, and Personal Statement have been transmitted. That means you have applied to a program and transmitted those documents yourself just a very short time ago. We either have not received your instructions yet, or we have and are still attaching your documents.
We have transmitted all of your documents, except the LoRs.
That means you applied yesterday, we received your instructions early this morning, and transmitted your Dean's Letter/MSPE, photograph, medical school transcript, and ECFMG Status Report. The LoRs (if we have scanned them) need to be taken out of your In-Box and attached to the names of your letter writers that we received this morning.
Your LoRs will normally be sent at the end of the day.
If you have not created a list of your LoR writers in MyDocuments and assigned your LoRs, we cannot attach or transmit them. In that case they will not appear on the ADTS. You will need to go back to MyDocuments, re-read the instructions, and assign your documents. Then you need to allow about twenty-four hours for us to complete your file and send the LoRs.
Fifth Pathway Certificate
How will ECFMG handle my Fifth Pathway Certificate?
To alert the programs to the fact that you are a Fifth Pathway applicant, you need to enter "Fifth Pathway" as your school of graduation on page 4 of "My Application." Otherwise, they may wonder why you do not have an ECFMG Certificate.
When you list the names of your letter writers in MyDocuments, include "Fifth Pathway Certificate" as one of your Letters of Recommendation (LoRs), instead of a recommender's name.
If you submit a sharp copy of the Fifth Pathway Certificate to us, identified with your USMLE/ECFMG Identification Number, we will scan it into your file as one of your LoRs. As a result, you can assign only three actual LORs in addition to the "Fifth Pathway Certificate" to any one program.
Can a letter from my Fifth Pathway program be used as a Dean's Letter/MSPE?
Please be aware that the Dean's Letter has been renamed Medical Student Performance Evaluation (MSPE). With the new name, it also has acquired a new purpose.
If you feel that your letter from New York Medical College meets the requirements of the Dean's Letter/MSPE, please mark it as Dean's Letter/MSPE. We will then attach it accordingly.
California Application Status Letter
What do I need to do to obtain the Application Status Letter, issued by the Medical Board of California?
Please contact:
Medical Board of California
1426 Howe Ave., Suite 54
Sacramento, CA 95825-3236
Tel.: 916-263-2499
Please note:
You must have passed USMLE Step 1 and Step 2 to become eligible for your letter.
The California Board needs several months to issue the requested letter.
How can I transmit the Application Status Letter to programs in California?
Even if you do not have your Application Status Letter yet, you need to let the programs know that you are working on obtaining one. You do that by listing the letter as one of your Letters of Recommendation (LoRs).
When you list the names of your letter writers in MyDocuments, include "California Letter" as one of your LoRs, instead of a recommender's name. In this case, you can assign to any program located in California only three LoRs plus the "California Letter."
If you do not have the final letter yet, submit a temporary document that we can scan and transmit. This could be the receipt issued by the Medical Board of California, if you delivered your originals in person, or the "Originals Returned" letter that accompanied your returned originals.
Later, when you have received your final Application Status Letter, send a copy of it to ECFMG with a short note explaining that this is your final letter. This will then become your California Letter in place of the previous one, not in addition to it. Therefore, please list California Letter only once.
ECFMG Status Report
What information is contained in the ECFMG Status Report?
Some of the information contained in your ECFMG Status Report:
USMLE/ECFMG Identification Number
Applicant Name
ECFMG-certified: (Yes or No)
Certification issue date
English test valid through date
CSA valid through date
Exams passed for ECFMG Certification
Explanatory Notes
Scores listed:
Starting with ERAS 2004, USMLE scores can only be reported as part of an official USMLE Transcript. Therefore, ECFMG can no longer include USMLE scores in the ECFMG Status Report. If you took USMLE Step 1 and/or Step 2 for ECFMG Certification, the ECFMG Status Report will only show month and year that you passed these exams.
The only scores listed on the ECFMG Status Report are those for the one-day ECFMG Examination, FMGEMS, VQE, NBME Part exams, or FLEX—if you received your ECFMG Certificate based on any of these older medical science exams.
If you passed Step 1 and Step 2 after being certified by ECFMG and you want the programs to know your USMLE scores, you need to request a USMLE Transcript. Go to MyERAS, MyDocuments and click on USMLE transcript.
The Status Report will not contain any failing scores or other non-passing attempts.
CSA:
There are four possible entries under "Most current passing performance on CSA:"
* "Not required," if you met all requirements for certification before CSA became mandatory;
* "No examination attempts on file," if you have not taken it yet;
* "No passing performance on file," if you tried and failed one or more attempts; or
* The month and year when you passed CSA.
What is the difference between the ECFMG Status Report and the USMLE Transcript?
ECFMG Status Report:
Since not every ERAS applicant is certified when submitting his or her residency applications, the ECFMG Status Report is transmitted for all applicants to provide information on their ECFMG certification status.
It does not contain any USMLE scores. It contains only the passing scores on former (non-USMLE) medical science exams that were used for ECFMG Certification.
It is sent to every program and will be updated automatically.
The cost is included in the initial Token Fee of $75.00
USMLE Transcript:
The USMLE Transcript contains your entire USMLE History on Step 1, Step 2, and, if taken, Step 3.
It includes all attempts: passed, failed, incomplete, etc.
It is not transmitted automatically. You need to request its transmission, pay $50, and assign it to your programs.
How much does an ECFMG Status Report cost?
The cost of generating, updating, and transmitting the ECFMG Status Report is included in the initial Token Fee of $75.00.
USMLE Transcript
What information does the USMLE Transcript contain?
The USMLE transcript contains your entire USMLE History on Step 1, Step 2, and, if taken, Step 3.
It includes all attempts: passed, failed, incomplete, etc.
It is not transmitted automatically.
You need to request its transmission, pay $50, and assign it to your programs.
For complete information on what is included in the USMLE Transcript, refer to Official USMLE Transcripts and Providing Scores to Third Parties on page 22 of the USMLE Bulletin of Information.
How do I assign my USMLE Transcript?
Go to MyERAS, MyDocuments and click on the "Continue" button. On the next page you will see four dark blue horizontal bars:
USMLE Scores
COMLEX scores (Please disregard. COMLEX is for Osteopathic applicants only.)
Personal Statements
Letter of Recommendation (LoR) Writers
Click on "USMLE Scores" and read the directions.
You need to answer two questions. The first one asks you to release your transcript.
The second question asks whether you want an updated Transcript sent automatically, should information change. After having read the instructions carefully, choose either "Yes" or "No."
Then you need to assign your Transcript to your selected programs, just as you assign your Personal Statement and Letters of Recommendation.
When you assemble your first group of programs and click on "Apply to Selected Programs," the invoice page will show your Program Fees due plus $50 for the USMLE Transcript.
Once you have completed payment, we can download your request and fulfill it, typically within twenty-four hours.
Why should I release my USMLE Transcript?
Starting with ERAS 2004, USMLE scores can only be reported as part of an official USMLE Transcript. Therefore, ECFMG is no longer permitted to include USMLE scores in the ECFMG Status Report.
If you have taken any of the USMLE Steps, a USMLE Transcript is the only method to let the programs know your score history.
How do I pay for it?
Please do not send payment for the USMLE Transcript to ECFMG or pay on-line using OASIS.
Your $50.00 fee, together with your Program Fees, should be paid on-line at MyERAS when you request the transcript for the first time. You may add any number of programs at any time without incurring an additional USMLE Transcript fee.
Post-Match Scramble
This General Information about the post-Match Scramble may answer your questions.
Please be aware that the Scramble involves three different organizations:
MyERAS, operated by the Association of American Medical Colleges
www.myeras.aamc.org
The National Resident Matching Program (NRMP, or "the Match")
www.nrmp.org
Your ERAS Crew at ECFMG, your designated dean's office
www.ecfmg.org/eras
Who may apply?
All applicants who have not matched.
IMGs must have their scores for all required exams reported to the NRMP in time to participate in the Match (refer to the NRMP website for complete information), but
they do not have to be certified prior to the Match in order to participate.
When do I apply?
You may apply as soon as the list of unfilled positions has been posted at
www.nrmp.org at noon on Tuesday, March 16, 2004. This is also the site where the final Match results will be posted.
To which programs can I apply?
You may apply to any program that has an unfilled position.
What if I have applied to a program earlier?
Let them know that they already have your application, and ask them to take another look at it. You cannot re-transmit your application.
How do I gain access to the list of unfilled positions if I did not register with the Match?
You need an NRMP / AAMC ID and a password.
How do I apply, via fax or ERAS?
Ideally, you will have contacted a few programs in advance to find out whether you should apply, and how each program wants to receive your application.
Since it will be difficult to reach the program directors and receive the answers you need during the Scramble, we suggest the following method:
Add up to 30 programs to the list of programs to which you have applied and try to follow up with these programs by phone, if you can. If a program prefers to receive your application by fax, you can still fax your application to them.
How much will it cost?
You may apply to a maximum of 30 programs during the two-day scramble. There is no charge for applying to programs during the scramble. However, to release your application, you must complete the payment process, even if the amount due is zero.
Any programs to which you apply after 12 noon EST on Thursday, March 18, 2004 will be charged at the regular rate.
Two days, from 12:00 noon EST Tuesday, March 16, 2004 to 12:00 noon EST Thursday, March 18, 2004. On Thursday, March 18, 2004, at 1 PM, the Match will be announced.
Are there programs that participate in ERAS, but not in the Match?
Yes.
Are there programs that participate in the Match, but not in ERAS?
Yes.
Which programs are they?
We do not have this information.
Do I have to appear for interviews?
We do not know. The program directors will tell you.
Can I make any changes or updates to my application?
You may change any information that the software will allow you to change. You may change the information in MyProfile and you may reassign personal statements and Letters of Recommendation.
What will my ERAS Crew at ECFMG do for me during this period?
Throughout the season we check your files, on a daily basis, for any new information that would require an updated ECFMG Status Report to be transmitted to the programs. That new information could be a USMLE score, a TOEFL score or CSA pass, or issuance of an ECFMG certificate. Once a new Status Report has been created, based on any of these conditions, it will be transmitted at the end of the day - automatically. There is nothing you need to do.
On the two Scramble days we will login to the ERAS Post Office several times each day to retrieve your document assignments and program lists. We will process those lists and transmit your documents shortly thereafter.
What is the best strategy?
During the 48 hours of the Scramble, there is no time for manual processing. Your file must be ready for automatic processing by our system before the Scramble begins.
That means:
At least one week before the Scramble, you must apply to at least one program.
If you are planning to apply during the post-Match Scramble only, you must still apply to at least one program about one week before the Scramble.
You must also make sure that all of your documents have been received and assigned, so that we can attach and transmit them before the Scramble.
If you are sending us new or replacement LoRs, we must have them one week prior to the Scramble, so that we have time to attach them. If you have a new, additional LoR, assign it to one of your original programs. This gives us time to attach it before the Scramble. During the Scramble we will not have time to do it.
If you are sending us a replacement LoR from the same writer, attach a note to it that reads, "This replaces the previous LoR." Otherwise, we might mistake it for another copy of the one we have already scanned and discard it without scanning.
After that, your file is ready for the Scramble.
MyERAS
MyProfile
How to fill in MyProfile
Suffix: A suffix would be Jr. (Junior), Sr. (Senior), II (the Second), etc.
Please do not use Ms., Mr., Dr., M.D., Ph.D., M.B.B.S. in this context.
SSN: If you have a U.S. Social Security Number, please enter nine digits, without dashes or hyphens.
Contact E-mail: Please enter only one e-mail address. Any e-mail address field containing more than one @ sign will be considered invalid. As a result, neither we nor the programs will be able to communicate with you.
If your e-mail address changes, you need to notify two separate parties: the programs to which you apply and ECFMG.
To notify your Programs: Make the change in MyProfile, and save the change.
ECFMG: Go to OASIS at www.ecfmg.org and make the change.
Contact Address: May be different from your Permanent Address in your CAF. What is the difference? Your Permanent Address in the CAF cannot be changed after you have submitted your CAF. The Contact Address can be changed at any time until May 30.
Citizenship: Since this is not an ECFMG or ERAS issue, we cannot help you answer this question. You may need to contact the nearest U.S. Embassy or Consulate. If you live in the United States, please contact the nearest office of the Bureau of Citizenship and Immigration Services, a division of the Department of Homeland Security.
Match Participation: Remember to register for the Match at www.nrmp.org.
If you are part of a "Couple's Match," be sure to indicate this.
NBOME: This is for Osteopathic applicants only and does not apply to IMGs.
Alpha Omega Alpha is a medical honor society offered only in the United States.
Please indicate "No AOA Chapter at my School."
Are you certified by ECFMG?
This is a very simple Yes or No question. If you are certified, select the month and enter the year when your ECFMG Certificate was issued. This information is listed on your ECFMG Certificate.
If you are "almost" certified, answer "No," or wait until you are certified. You should not answer "Yes" until you have actually received your Standard ECFMG Certificate.
Please note: If you answer "Yes" and the ECFMG Status Report indicates that you are not yet certified, program directors will receive conflicting information.
As soon as you become certified: (a) you can change your answer from "No" to "Yes" and resubmit your Profile by pushing the Save button; and (b) we will update your ECFMG Status Report and retransmit it to all programs, usually within two business days.
Common Application Form
Page 1 - Home / Alternate Address
This should be your permanent (home) address. Once you have submitted your Common Application Form (CAF), you can no longer change this address. You can always change the address in MyProfile.
Are you committed to fulfill a U.S. Military active duty service obligation?
This applies only to U.S. citizens who graduated from a U.S. medical school.
Page 2 - Undergraduate Education
Since most non-U.S. educational systems do not follow the U.S. model, almost all students and graduates of international medical schools will indicate "None."
In the rare case where this question applies, please answer all questions marked with an asterisk (*).
Page 3 - Graduate Education
Since most non-U.S. educational systems do not follow the U.S. model, almost all students and graduates of international medical schools will indicate NONE.
In the rare case where this question applies, please answer all questions marked with an asterisk (*).
Page 5 - Previous Residencies
This refers to a previous residency, either in the United States or another country. Please do not list clinical rotations.
Page 10 - Medical Licensure
Current U.S. Medical Licensure: Most likely your answer will be "None." In order to have a U.S. Medical License, you must have passed either the FLEX or USMLE Step 3. Since you are applying to enter graduate medical education, you are not expected to have a U.S. Medical License.
For ERAS 2004, ECFMG has been authorized by the Federation of State Medical Boards (FSMB) to include USMLE Step 3 scores in the USMLE Transcript.
Please note: The ECFMG Certificate is not a medical license, not even a temporary one.
Having passed USMLE Step 3 means that you are eligible to apply for a license, it does not mean that you have one.
To answer "Permanent" or "Temporary," you must have an actual license from a state licensing authority in the United States.
The next few questions on page 10 apply only if you do have a U.S. Medical License. In that case you need to answer all questions.
Page 11 - Examinations
On this page you may enter all exams that you have taken or will take, whether for ECFMG Certification or for medical licensure.
If you are still taking an examination or two after you transmit your application to your programs, you cannot change the information from "Will take" to "Passed" when you receive the results.
We will, however, automatically update your ECFMG Status Report and retransmit it after your new score is entered into the ECFMG database. Typically, this happens within twenty-four hours.
The same update is done for your USMLE Transcript. However, we will retransmit it only if you have selected automatic retransmission at MyERAS.
Page 12 - Question: Will a Dean's Letter/MSPE be provided?
Answer either "Yes" or "No."
If you answer YES, the Program Director's Workstation will show your file as being incomplete until we transmit your Dean's Letter/MSPE. So please make sure that we receive a copy from you or your school. It should be clearly marked "Dean's Letter."
If you answer "No," MyERAS will automatically send the following message: "Dean's Letter: This document is provided in lieu of the applicant's Dean's Letter/MSPE. Please contact the applicant with any questions you may have."
If you cannot provide a Dean's Letter/MSPE and indicate "No," you will see on the ADTS that a Dean's Letter/MSPE has been transmitted. In that case it is this document. This is not a mistake; it means that the above-mentioned message will appear in lieu of your Dean's Letter/MSPE.
A Dean's Letter/MSPE has its own category; it does not count as a Letter of Recommendation.
You can assign four LoRs to the programs, in addition to the Dean's Letter/MSPE.
Question: Will a transcript be provided?
Answer either "Yes" or "No."
If you answer "Yes," the Program Director's Workstation will show your file as being incomplete until we transmit your medical school transcript. So please make sure that we receive a copy from you or your school. It should be clearly marked "Transcript."
If you answer "No," MyERAS will automatically send the following message: "Transcript: This document is provided in lieu of the applicant's medical school transcript. Please contact the applicant with any questions you may have."
If you cannot provide a transcript and indicate "No," you will see on the ADTS that a transcript has been transmitted. This is not a mistake; it means that the above-mentioned message will appear in lieu of your transcript.
What is a medical school transcript?
Medical school transcripts come in a variety of sizes and formats. They may also be known as mark sheets, time sheets, or hour sheets. Ideally, they would help the program directors to get an overview of the subjects you have studied in medical school, how long you studied each subject, and how well you did on the exams.
If you do not have a Transcript, you may send us any similar document, as long as you label it "Transcript." Also, make sure that it is identified with your USMLE/ECFMG Identification Number number or ERAS ID number, especially if the name on it does not match the name with which you registered in MyERAS.
Special Notes: Make sure that your transcripts fit our scanners! The largest size we can accommodate is approximately 8 in x 14 in (21 cm x 35 cm). In addition, the software limits us to approximately five (5) pages. If you send us more than five pages, number them in order of importance, the most important being #1. We will start with #1 and scan as many as the program will allow us to scan. The final number is determined by the size, in kilobytes, of the scanned images.
The transcript should not be on "security paper" with a busy background. A background such as this will make the scanned image illegible. Ask your school to copy it onto plain paper.
Personal Statement
What should I write in my Personal Statement?
There are over 1,000 program directors with over 1,000 ideas of what they want to see in a Personal Statement. Therefore, there is no specific formula for writing the Personal Statement.
We suggest that you use a search engine such as www.google.com, search for "Personal Statement" (including quotation marks), and look at some samples.
You may want to avoid the links ending in .com, which typically want to sell something, and concentrate on the .edu listings, which are usually written for academic environments.
How many Personal Statements can I write?
The Personal Statement gives you the opportunity to personalize your residency application. You may send the same Personal Statement to all of your programs. You may also tailor your Personal Statement to each specialty, if you apply to more than one specialty.
Finally, you may personalize your application further by creating a different Personal Statement for each program director within a specialty.
Obviously, when you write more than one Personal Statement, you need to pay attention to the title you give to each. The only purpose of the title is to assist you in assigning it to the correct program. Nobody but you will see the title.
Here are a few examples:
Pediatrics
Internal Medicine
Peds - Community Hosp
Peds - Great Eastern Hosp
I.M. - Mercy Hosp
Fees
Can I use a credit on my ECFMG account for my ERAS Processing Fee (program fees)?
No. You are working with two different organizations, ECFMG in Philadelphia and
AAMC in Washington, DC.
You should send your ERAS Processing Fee to AAMC directly.
I sent my program fees to ECFMG by mistake; what should I do?
Once we have been made aware that the funds in your ECFMG financial account should have gone to AAMC/ERAS, we will notify them and transfer the correct amount.
