Overview of Fourth Year Scheduling

January 28, 2019 What are the objectives of fourth year?

• Completing the core clinical training • Advanced clinical and specialty training • Apply and prepare for training • Residency interviews • Match into a desired residency (Match Day) • Graduation • Pursue individual interests and HAVE FUN!

2 General Timeline (2018-2019) - MS3 Year

Dec/Jan 2019 FEB-MARCH 2019 MARCH 2019 MAY 2019 • MS4 year workshop • Meet with Career • Submit Priority • ERAS workshop and (lottery numbers) Advisors/Specialty Elective Form tokens • Access to VSAS Mentors and plan • MS4 Scheduling • Finalize Schedule fourth year schedule Appointments and priority rotations • MS3 Year Ends • MSPE Prep • Sign up for Step 2 CK/CS • Match Day 2019

3 General Timeline (2019-2020) – MS4 Year

•Start of 4th year Rotations (Blocks 1-3) •Begin taking Step 2 CK and CS (Dual Degree students included) •Take Clinical Practice Examination (CPX) - June Summer •Prepare ERAS Application •MSPE (Dean’s Letters) Meetings with Student Affairs Deans 2019 •Early Match: , SF Match (), and Military Match

• Final edits of MSPE • Residency Interview Workshop and Mock Interviews • Transcripts uploaded onto ERAS • Early September – queue and apply for ACGME programs September • September 15, 2019 – ACGME programs receive applications 2019 • Register for NRMP (The Match)

4 General Timeline (2019-2020) continued – MS4 Year

• October 1: MSPE released to GME programs • Residency Interviews begin OCT- NOV • November 30th – last day to register for NRMP without late fee 2019

• Deadline to take USMLE Step 2CK and 2CS: December 31, 2019 • Military Match Results - December DEC-JAN • SF Match and Urology Match - January 2020 • January: Applicants and Programs can start entering rank lists into NRMP

• NRMP Rank List Deadline: late February • March 16, 2020*: Applicants find out if they matched and SOAP process begins FEB-MARCH • March 20, 2020*: MATCH DAY 2020

• Early April: Clinical Foundations IV • Residency Program hiring papers • End of May: end of MS4 rotations End of MS4 • May 30, 2020*: Graduation Ceremony

5 Looking Forward: Medical Student Performance Evaluation (MSPE) – “Dean’s Letter” The MSPE is an overall assessment of your medical school performance and a required component of your residency application. Sections include: • Noteworthy Characteristics: three most important points to highlight on your application. • Academic History: matriculation date, leaves of absences, gaps, extended curriculum, course failures, anticipated graduation.

• Academic Progress: pre-clerkship and clerkship course evaluations; selected elective evaluations. • Summary: overall class ranking classification.

6 Medical Student Performance Evaluation (MSPE) – “Dean’s Letter”

• Drafts for your MSPE will begin in late Spring 2019. • All students will meet with a Student Affairs Dean in Summer 2019 to review MSPE draft. • Selected summative comments of elective evaluations from MS3 Year and Summer 2019 (starting three 4-week blocks) may be included. • Final Review in September. • Upload will occur before October 1st release.

7 Class Rankings for inclusion in MSPE

Final grades that students receive in the course or clerkship are given a 1-4 point scale: 4 = Honors 3 = Pass 2 = Pass after Incomplete 1 = Failure

Ranking groups are first calculated by basic science courses and clinical clerkships separately. Courses that extend beyond a quarter are given additional weight*. The sum of the points received from the final grades of courses are calculated and then converted to total percentage of points possible. The students are then put into decreasing percentage order.

For OVERALL ranking groups of students: Total Basic Science Courses Percentages are worth 30% toward their overall ranking and Clinical Clerkships are given worth 70% toward their overall ranking. The overall ranking groups are based on the sum of the basic science percentage and clerkship percentage. The total percentage is then put into decreasing order

8 EXAMPLES:

9 Class Rankings for inclusion in MSPE For purposes of the MSPE rankings, students are divided in to the following approximate quartiles in the basic science years, clinical clerkships, and overall. • Outstanding – approximately top 10%. • Excellent – approximately top 11-30%. • Very Good – remainder of students in the class with no course failures. • Acceptable- anyone who has failed and successfully remediated coursework in order to meet graduation requirements for the MD degree. • Reference: https://ucisom.instructure.com/courses/106/pages/calculating-student-ranking- policy

10 Core Clinical Training: Fourth Year Requirements

• 4 weeks of Sub-I à Medicine, Surgery, FM, Peds • 4 weeks of ICU à Med, Surgery, Peds, Neuro • 2 weeks of EM Clerkship • 2 weeks of Clinical Foundations IV (after Match Day) • 28 weeks of Electives (24 must be clinical electives) in your MS3/MS4 years • Successful completion of all clerkships

11 Core Clinical Training: Fourth Year Requirements

Passage of USMLE Step 2 CK and CS:

• USMLE Step 2CS scheduled by July 1, 2019

• USMLE Step 2CK scheduled by October 31, 2019

• Should have taken USMLE Step 2CK and 2CS by December 31, 2019. Dual Degree/Research students must take it before LOA

• Apply: http://www.usmle.org/apply/ à Apply for a 3 month period and Registrar will verify enrollment à Schedule test date

12 Core Clinical Training: Fourth Year Requirements

Passage of the Clinical Practice Examination (CPX) • The standardized patient clinical assessment (CPX) provides several measures of clinical performance. It assesses clinical knowledge and clinical judgment. • Assesses history-taking skills, physical examination, and physician-patient examination • Date: June 5th through June 14th. Students will self-select exam dates in May 2019. (Prime-LC students will be split in two groups on Day 1 and Day 2)

• Any student receiving a total examination score more than two standard deviations below the mean will be asked to repeat and pass the entire exam before graduation.

13 How will MS4 scheduling work?

14 Academic Year 2019-2020

1 Week Rotation Calendar

The year is split up into specific week • At least 3 three weeks required in blocks as seen to the left. Two week each quarter for Full Time Status/ and four week rotations have set Financial Aid Eligibility. specific dates (in upcoming slides) • Dual Degree considerations: • Assessments • Courses Start: May 20, 2019 • Concurrent enrollment • Courses End: May 24, 2020 • Overlapping quarters 15 Academic Year 2019-2020

1 Week Rotation Calendar

52 Calendar Weeks 16* Weeks Unscheduled 36-38 Weeks of Requirements • Step 2 study time • ICU, Sub-I, EM, CF IV – 12wks • Interview Time • Electives – 24-26 wks • Winter Break • Vacation

16 Academic Year 2 Week Rotation 2019-2020 Calendar

17 Academic Year 4 Week Rotation 2019-2020 Calendar

18 Academic Year 4 Week Rotation 2019-2020 Calendar

ERAS open to MSPE uploaded programs

19 Academic Year 4 Week Rotation 2019-2020 Calendar

Step 2 Step 2 Step 2 Sub-I or Specialty Rotations Sub-I or Specialty Rotations Sub-I or Specialty Rotations Letter of Rec Letter of Rec Letter of Rec Eval comments into MSPE Eval comments into MSPE Eval comments into MSPE

Step 2 (may not result in time) ERAS open to MSPE uploaded Sub-I or Specialty Rotations programs Letter of Rec ** harder to get

20 So how will scheduling of MS4 Rotations work?

Step 1: All students will receive a lottery number at the 4th year Overview through a computerized random number generator.

Step 2: Review the UCI SOM Course Catalogue for the fourth year and meet with Specialty Mentors to determine what rotations you would like to take: https://www.meded.uci.edu/curricular-affairs/course-catalog.asp

Step 3: Schedule to meet with your Career Advisor during the month of February to plan priority rotations and fourth year schedule. Complete your Priority Elective Form with Career Advisor.

Step 4: Submit your Priority Elective Form to our Clinical Scheduling Coordinator by 4pm on February 15, 2019. • Drop off : UCIMC, Building 22A, Room 2108. • Email: [email protected].

21 So how will scheduling of MS4 Rotations work?

Step 5: Clinical Scheduling Coordinator will schedule priority rotations based on your lottery number and group* – the goal is to schedule as many priority rotations as possible, but not all rotations will be guaranteed.

Step 6: Every student will have an individual 30 min. appointment with the Clinical Scheduling Coordinator to plan your remaining fourth year schedule. Appointment date and time will be provided to student; appointments will occur March through April.

*These priority forms and appointments are scheduled by the following groups: 1. Military match 2. Graduating MD/MBA students 3. Graduating MS4s 4. Non-graduating MS4s

There will be NO swapping (or selling) of lottery numbers.

22 Things to consider when thinking of your priority and schedule:

• Are you still trying to select your specialty? • Which fourth year rotation evaluations do you want included in your MSPE (Dean’s letter)? • When and where do you want to do extramural rotations? • How much time and when do you want to take time to study for Step 2? • When do you anticipate interviewing for residency? • Do you want to do something “fun” at the end of the year?

• Do you want to do clinical work that you might not do in residency?

23 Most important aspect of 4th year scheduling…

Students with late forms will be scheduled Priority forms are due by February 15th at 4pm (hard copy or email) LAST regardless of their lottery number

24 Ways to think about approaching the priority form…

• I am John Smith, MS3 . I am interested in Internal Medicine • In thinking about what is important for my fourth year I want to try to do the following: • Take a “high impact” medicine rotation (Sub I, or MICU) early. This will help get an additional faculty letter and put another medicine evaluation in my Dean’s letter. It will also help me prepare for extramural rotations. • Study for and take Steps 2 CK and 2CS early. • Do 1 or 2 extramural rotations in the Fall • Keep Nov-Jan open for interviewing • Keep May open to do something fun!

25 Priority Elective Form

26 FYI: Helpful Hints • Priority Rotations are not specific for just the first three blocks. • Do NOT use priorities for indicating aways, research, study time, etc. • Include the number of weeks of each rotation. • Please use specific course number and elective name… not just “obgyn elective.” • Make sure to follow the block calendars when planning dates. • Provide alternate locations if available such as UCI, VA or LB Memorial. • Provide as many dates as possible! • If taking surgery Sub-I, rank your team colors. • ER rotations are reserved for EM bound students between the months of June-August. Must rotate for 4 weeks. • All anesthesiology electives blocked out first three months of the year. • Options: Away rotations, SICU at VA, Intro to Anesthes elective (MS3)

27 Specialty Interest:

Sample Priority Form

Not so good…

28 Specialty Interest: OBGYN

Sample Priority Form – YES!!

29 Examples of Fourth Year Schedule

• Anesthesiology - Operating Room Elective; SICU @ VA • Ortho, Urology, ENT, Plastics - Rotation in that specialty + Surgery Sub-I • Ophthalmology, Radiology, Dermatology, PM&R - Subspecialty rotation + Medicine Sub-I. • Family Medicine - Family Medicine Sub-I + Intro to Family Medicine • Pediatrics – Peds Sub-I + Pediatric Elective • Psychiatry - Inpatient Adults Psych + Psych Consults • Emergency Medicine - Four week EM rotation (2 weeks core + 2 weeks Advanced Emergency Medicine), 1-2 away rotations • OBGYN – High Risk OB; Gyn Onc • Surgery – Surgery Sub-I + SICU

30 Individual Scheduling Appointments You will be notified of a date and time of your individual schedule appointment as well as the priority rotations that have been scheduled • BE ON TIME! – students only have 30 min. • MEET at Med Ed Office at UCI Medical Center (Building 22A, Room 2108) • COME PREPARED!

Schedule Change Appointments • Can occur after ALL individual appointments have been completed. • Make an appointment with Scheduling Coordinator via email or phone. • Up to 5 schedule appointments by first week of December and one additional appointment between January and the match verification date in February. • You can make as many changes to your schedule in one appointment.

31 UCI SOM Scheduling Policies • After your Priority electives and individual scheduling appointments you have: • 5 schedule change appointments only (until December 2019) • 1 final schedule change appointment (January-February 2020) • No rotations are permitted to be scheduled in November, December, and first half of January for residency interview. • USMLE Step 2 CK and CS must be scheduled by December 31 of your final year. • No schedule changes after the match verification date in February of your final year. • Minimum of two weeks for schedule change prior to start of rotation. (VA rotations require minimum 30 business days). • Prior approval must be given for Independent Study/Research.

32 EXTRAMURAL ROTATIONS (VSLO) Students will apply for most extramural rotations utilizing the AAMC Visiting Student Application System (VSAS) or Visiting Student Learning Opportunities (VSLO) https://students-residents.aamc.org/attending-medical- school/electives-and-make-courses/applying-away-electives-vsas/ • Students will receive an invitation from Med Ed Office to access VSAS. Please be sure to accept your invitation or it will expire! • Student is responsible for completing ALL student requirements. Applications are only forwarded to the home institution when the student requirements are completed. • Medical School will upload home institution required documents after a student has applied to a program (no longer bulk uploaded) . • Fees may be required

33 34 Applying and Scheduling Extramural Rotations Most away rotations will be found though VSAS/VSLO. However, there will be some non-VSAS programs you may apply to: 1. Apply to program via VSAS or directly to non-VSAS institution. 2. Most documents will be done through VSAS but if a program requires additional document, contact Clinical Scheduling Coordinator. 3. When accepted by away institution, student completes Extramural Rotation Application and attaches acceptance confirmation. 4. Make an appointment with Clinical Scheduling Coordinator to make schedule changes. 5. Final grade will be given from host institution (provided to Scheduling Coordinator and Registrar). 35 • Complete form thoroughly. • Attach your acceptance from the host institution.

• Make a Schedule Change Appointment with the Clinical Scheduling Coordinator. • Taking a final evaluation with you to receive a final grade.

36 Department Name | Month X, 201X Applying for Research or Independent Study Elective Approved research/independent projects will provide up to 4 weeks of non-clinical elective credit towards the 28 week graduation requirement. 1. Identify a project. 2. Recruit a PI or Advisor. 3. Draft a research/independent study proposal. 4. Fill out Research/Independent Study Elective Form-available from the Med Ed office and online. 5. Submit proposal and Elective form to Scheduling Coordinator for approval from Dr. Wiechmann. 6. Once approved, make a scheduling appointment with Scheduling Coordinator. 7. Submit Post-Project Report after completed to receive final

37 grade. Research and Independent Study Application

38 Graduation Verification Form To ensure you are aware of the graduation requirements and your intent to graduation with the Class of 2020 • Due: December 2019.

39 Vouchers

You will receive two vouchers for personal use (same as MS3) You will additionally receive one “Interview” Voucher to excuse you for interviews outside of the typical interview window During your 4th year, there are exceptions to voucher use – vouchers can not be used on your Sub-I (Medicine, Surgery, FM, Peds), ICU (Medicine, Surgery, Neuro, Peds), EM rotations, or during CF4.

40 Department Name | Month X, 201X Upcoming Fourth Year Sessions

• May 2019 – Preparation for Residency Applications Workshop: ERAS/MSPE/NRMP. • June/July - Meetings with Student Affairs Deans for MSPE. • September/October 2019 – Mock Residency Interviews. • February 2020 – Rank Order List and SOAP Workshop. • March 2020 – SOAP WEEK. • March 20, 2020 MATCH DAY!

• MARCH/APRIL 2020 – CFIV. • MAY 30, 2020 – GRADUATION.

41 Important Links!

Student Handbook with all necessary forms: https://ucisom.instructure.com/courses/106#forms Course Catalogue: https://www.meded.uci.edu/curricular-affairs/course-catalog.asp Scheduling Grid: https://intranet2.ha.uci.edu/StudentScheduling/MainSchedGrid. VSAS: https://students-residents.aamc.org/attending-medical- school/electives-and-make-courses/applying-away-electives-vsas/

42 Thank you! Please feel free to contact us if you have any follow-up questions!

Enrollment: [email protected]: Joy Kim Other questions?: [email protected] : Nancy Guirguis, EdD, MSW

We will distribute this presentation and the recording of this session shortly.

43 LOTTERY NUMBERS

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