Colleges (AAMC). ERAS consists of MyERAS for applicants, Dean's Office Workstation (DWS) for medical schools, Program Director's Workstation (PDWS) for training programs and the ERAS Letter of Recommendation

Portal (LoRP) for LoR authors.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Welcome to the ERAS 2016 Season

This season we are happy to present a modernized application for both our medical school and applicant users.

We have taken your feedback over the years and distilled it into what we hope is a more intuitive, accessible and secure system that provides all the necessary functionality in one place for both medical schools and applicants.

Work continues and more functionality will be delivered shortly. In the meantime, we will continue to seek your feedback on improvements.

In addition to the new system, there are other changes for ERAS this season that are mentioned below.

Letters of Recommendation (LoRs)

Starting with the ERAS 2016 season, all LoRs will be uploaded to the ERAS system using the ERAS Letter of

Recommendation Portal (LoRP). LoRs must be uploaded by either the LoR Author or their designee. Designees may be anyone the Author chooses so long as they are not a member of the hospital (in an advising role) or medical school staff supporting students in the application process.

For information on the LoR Portal, Authors should consult the Letter of Recommendation (LoRP) page on the

ERAS website. For troubleshooting and additional questions, Authors may contact the ERAS Help Desk at

[email protected]

or 202-862-6298.

Photographs

Photos can only be uploaded by applicants through MyERAS. Medical school users will not have the functionality to upload photos but they will be able to view them in the DWS.

Application dates

The first day that applicants can certify and submit their application and apply to programs for the ERAS 2016 season will be July 15th at 9 AM ET for DO residency applicants and September 15th at 9 AM ET for MD residency applicants. Although we had hoped to begin queuing applications on July1 and September 1, further testing with all the applications is needed in order to ensure this change is smoothly implemented. We realize this is highly desired and we will continue to work toward it.

Additional fields in MyERAS

• Basic Life Support (BLS) certification

• Gold Humanism Honor Society

• New Visa option: o

DACA - Deferred Action for Childhood Arrivals

ERAS 2016 > DWS User Guide – Updated 9/14/15

ERAS Policies

All information regarding ERAS policies can be found on the ERAS website at https://www.aamc.org/services/eras/medical-schools/policies/ .

Designated Dean’s Offices should only provide original medical school transcripts and Medical Student

Performance Evaluations (MSPEs). Reproductions of documents submitted for a prior ERAS application (such as print-outs from a residency program’s Program Director’s Workstation (PDWS)) or photocopies of original documents do not qualify as source documentation for the current ERAS season.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Who’s Who: Players in the ERAS Process

The success of the ERAS recruitment process depends on each player fulfilling his/her role in the process. This section provides descriptions of the individuals and organizations that are present throughout the process and ensure that program users have what they need to review, evaluate, and ultimately select the resident/fellow who most closely meets their respective training program’s criteria.

Designated Dean’s Offices

Designated Dean’s Offices generate tokens for applicants applying to residency and fellowship positions.

Applicants use their tokens to register on MyERAS. Applicants complete their MyERAS application, select program(s), and create and assign supporting documents.

Using the DWS, Designated Dean's Offices upload medical school transcripts and Medical Student Performance

Evaluations (MSPEs).

US Medical Schools

US medical schools, both LCME- and COCA-accredited, act as the Designated Dean’s Office for all US medical graduates (USMGs) from their respective institutions who apply to residency programs in the US. These institutions also act as the primary resource to advise USMGs during the application process.

LCME- and COCA-Accredited Medical Schools and their Primary Contacts: https://www.aamc.org/services/eras/programs/directory/

EFDO (ERAS Fellowships Documents Office)

EFDO is the Designated Dean's Office for all U.S. and International Medical Graduates applying to fellowships.

All fellowship applicants request their electronic token through the EFDO, and EFDO processes ERAS application materials received on behalf of fellowship applicants.

215-966-3940 [email protected] www.erasfellowshipdocuments.org

MyERAS Message Center (for registered applicants)

Matching Services

AOA Match Program (NMS Match)

The AOA Match places students into osteopathic graduate medical education positions for the first postdoctoral year of training (OGME-1). To obtain an AOA-approved OGME-1 position in an osteopathic internship or residency, students and trainees must register for and participate in the AOA Intern/Resident Registration

Program (the "AOA Match"). http://www.osteopathic.org/inside-aoa/education/students/match-program/Pages/default.aspx

ERAS 2016 > DWS User Guide – Updated 9/14/15

National Matching Services Inc. (NMS) administers the Match on behalf of the AOA. [email protected] http://www.natmatch.com/aoairp/

NRMP (National Residency Matching Program)

NRMP is a private, not-for-profit corporation established in 1952 to provide a uniform date of appointment to positions in graduate medical education (GME) in the United States. The NRMP is not an application processing service; rather, it provides an impartial venue for matching applicants' and programs' preferences for each other consistently.

866-653-6767 or 202-400-2233 [email protected] http://www.nrmp.org/

Urology Residency Matching Program (through the American Urological Association)

The Urology Residency Matching Program is a matching program for first year urology residents. It is not a substitute for the NRMP. In some cases, applicants must also go through the NRMP as a formality for the required prerequisite surgery training before beginning urology training.

866-746-4282 or 410-689-3700 [email protected] http://www.auanet.org/education/urology-and-specialty-matches.cfm

Examining Boards

NBME® (National Board of Medical Examiners®)

NBME is an independent, not-for-profit organization that serves the public through its high quality assessments of healthcare professionals. The NBME and the Federation of State Medical Boards co-sponsor the United

States Medical Licensing Examination (USMLE). NBME downloads and processes applicant requests for

USMLE/NBME transcripts via ERAS.

215-590-9500 [email protected] http://www.nbme.org/

NBOME (National Board of Osteopathic Medical Examiners)

NBOME assess competencies for osteopathic medicine and related health care professions through the development and management of the Comprehensive Osteopathic Medical Licensing Examination-USA

(COMLEX-USA) and other relevant examinations. NBOME downloads and processes applicant requests for

COMLEX-USA/NBOME transcripts through ERAS.

866-479-6828 [email protected]

ERAS 2016 > DWS User Guide – Updated 9/14/15 http://www.nbome.org/

Accrediting Bodies

AOA (American Osteopathic Association)

AOA serves as the professional family for all D.O.s and osteopathic medical students. In addition to serving as the primary certifying body for D.O.s, the AOA is the accrediting agency for all osteopathic medical colleges and health care facilities.

800-621-1773 or 312-202-8000 [email protected] http://www.osteopathic.org/

ACGME (Accreditation Council for Graduate Medical Education)

ACGME is a private, not-for-profit council that evaluates and accredits medical training programs in the United

States. The mission of the ACGME is to improve health care by assessing and advancing the quality of resident physicians’ education through exemplary accreditation.

312-755-5000 http://www.acgme.org/

ABO+G (American Board of Obstetrics and Gynecology)

The American Board of Obstetrics and Gynecology is an independent, not-for-profit organization that accredits obstetrics and gynecology training programs, as well as certifies obstetricians and gynecologists in the United

States.

214-871-1619 [email protected] http://www.abog.org/

ERAS 2016 > DWS User Guide – Updated 9/14/15

Supported Browsers

• Latest version of Chrome

• Latest version of Firefox

• Internet Explorer 10 & 11

Note: ERAS does not provide technical support for the Safari browser but also does not enforce any browser restrictions. Mac (Apple) users needing technical support with MyERAS should use Firefox, as it is a supported browser.

ERAS 2016 > DWS User Guide – Updated 9/14/15

ERAS Timeline

To view the ERAS timeline, please visit the ERAS for Medical Schools .

ERAS 2016 > DWS User Guide – Updated 9/14/15

DWS Access & AAMC Accounts

Historically, access to the desktop version of the Dean’s Office Workstation (DWS) was gained by logging into

ERAS Account Maintenance (EAM) with the school login id and password then downloading the software to install. For the new Web-based DWS, initial access will also be gained through EAM. If you are unsure of your school’s login id or password, you should have a registered school contact reach out to the ERAS HelpDesk for assistance.

Logging into EAM

1. Go to https://services.aamc.org/eras/erasaccount/ .

2. Login with your schools Login ID and Password.

3. Enter your contact information, agree to Terms and Conditions, and click Next.

Once you have successfully logged in, you will see the Account Overview page.

Gaining access to the DWS in EAM

Initial users can be anyone who may be responsible for managing the DWS. There is not a limit to how many users can be invited from EAM for a given school; however, any user invited from EAM will receive an Admin role by default, allowing them access to the full system. Users who should have a limited role, should be invited from within the DWS by an Admin user.

Sending an invite to an Initial User(s)

1. Once you are logged into EAM, click the DWS Access tab.

2. Enter the First Name, Last Name, and Email address of the initial user.

3. Click Send Access Email.

You will receive a confirmation message that says “Access email successfully sent” and the email should be received shortly thereafter.

Note: If the email is not received within a few minutes, be sure to check your spam folders and filters in case it was blocked. The invite email will be sent from [email protected]

AAMC Account

Once the link in the invite email is selected, you will be taken to a page requiring you to sign in with an AAMC account. You may already have an AAMC Account if you have used another AAMC service in the past. If you do not have an AAMC account you will need to register for one before you can access the DWS.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Multiple Campus Access

Some users may work across multiple institutions/campuses. To do this, the user must use the same AAMC

Account to login when they select the link in the invite email received for each institution/campus. The user will be able to switch between accounts by selecting the drop down arrow next to the institution’s name.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Users

This area is where an Admin user will be able to invite additional users to access the DWS as well as manage any current users. This area of the DWS will not be accessible or viewable by users with a Manager or View Only role.

User Descriptions

Who has access to manage users?

Only users with the Admin role can access and manage users.

Roles

Adding User

Pending Invitations

Registered Users

There are three available roles that can be assigned to users. Only one role can be assigned to a given user.

• Admin – full access to all DWS functionality

• Manager – access to all DWS functionality except for the ability to view, invite or manager users

• View Only – access to view all information except other DWS users

To invite an additional user:

1. Click Add User.

2. Enter the user’s First Name, Last Name, and Email Address.

3. Select a Role from the list.

4. Click Send Invite.

Once you select Send Invite the new user should receive an invite email and will need to log in with their AAMC Account or register for an AAMC Account.

Any users that have been invited to access the DWS, will be listed under the

Pending Invitations section until they log in for the first time.

Available actions that can be applied to Pending Invitations include:

• Resend Invite - which will resend the invitation email

• Delete User - which will immediately block access for the invite email previously sent.

Note: If an incorrect email was entered for a user, simply delete that invitation and send a new one.

Once an invited user has logged in for the first, they will appear in the

Registered Users section.

Available actions that can be applied to Registered User include:

• Edit User – ability to change a user’s role

• Delete User - immediately revokes a user’s access

ERAS 2016 > DWS User Guide – Updated 9/14/15

Tokens

This area allows users with an Admin or Manager role to create tokens for their students. Users with a View

Only role can view token information but cannot perform any available actions.

Create New

About Tokens

Creating a New Token

A token is a one-time access code that applicants use to register on MyERAS.

• Applicants can only obtain a token from their Designated Dean’s Office.

• Only one residency token can be issued to each applicant.

To individually create tokens for applicants, go to the Tokens menu at the top of the page and select Create New.

• At a minimum, the applicant’s Last Name, First Name, and Email address must be entered in order to create a token. All other fields are optional and will only display locally in the DWS.

• Click Save to add the token entry to the token log, without immediately sending it to the applicant’s email.

• Click Save and Send to add the token entry to the token log, and immediately send it to the applicant’s email.

Bulk Import

About Bulk Import Bulk Import allows DWS users to import a list of applicants and create multiple tokens at once instead of one by one.

The import list must be a CSV file.

Downloading the CSV

Template to Import

Applicants

A template containing the available fields that can be entered into the import file can be accessed by going to the Tokens menu, selecting Bulk Import and clicking Download CSV Template.

Entering Applicant

Information into CSV

Template

Token field requirements and limitations

Enter applicant information into the template and save the CSV file.

• At a minimum, the applicant’s Last Name, First Name, and Email address must be entered in order to create a token. All other fields are optional and will only display locally in the DWS.

Note: Do not modify or delete column headers in the template. Doing so could cause an error when importing the list of applicants.

• Last Name is a required field. Only alphanumeric characters can be entered. The character count cannot exceed 50.

• First Name is a required field. Only alphanumeric characters can be entered. The character count cannot exceed 50.

ERAS 2016 > DWS User Guide – Updated 9/14/15

• Middle Name is an optional field. Only alphanumeric characters can be entered. The character count cannot exceed 50.

• Suffix is an optional field. Valid values include Sr., Jr., I, II, III, IV, V, VI, VII,

VIII.

• Birth Date is an optional field. MM/DD/YYYY format only.

• USMLE ID is an optional field. Numeric characters only. Cannot exceed 8 characters.

• NBOME ID is an optional field. Numeric characters only. Cannot exceed

6 characters. (For DO schools ONLY)

• Email is a required field. Must be a valid email address format.

• Comments is an optional field. Alphanumeric characters only. Cannot exceed 765 characters.

Upload the Completed CSV

File

Once the desired applicant information has been entered and saved, go to the Tokens menu, select Bulk Import and click Browse Files to upload the completed CSV file.

Preview Applicant

Information

Upon uploading the completed CSV file, the applicant information will display so that it can reviewed before importing it into the system.

Clearing Applicants

Importing Applicants

If any errors exist with the file or the data entered in the file, the system will display an error message that will include details about the error.

If corrections are needed, click Clear Applicants. Then make the necessary changes in the saved CSV file. Make sure to save the changes and then upload the corrected file.

If no errors occur and all the applicant information is accurate, click Import

Applicants. A confirmation message will display once the applicants are successfully imported.

These applicants will now be displayed in the Tokens View All list view and can be sent to applicants individually or in bulk.

View All

List View

The tokens List View will display all applicants who have had a token created by the Designated Dean’s Office.

Columns displayed in the list view are as follows:

• Status (Token status: New, Sent, Registered)

• Status Date

• Full Name (Last Name, First Name, Middle Name)

• Email

• Token ID

ERAS 2016 > DWS User Guide – Updated 9/14/15

Data can be sorted by the Status, Status Date, Full Name and Email columns.

Search

Create New

Search for applicants within the tokens list by selecting one of the search criteria options in the Search By drop down list and then entering the associated text. The available search criteria are:

• Last Name

• First Name

• Email

• Token ID

• All

All is selected by default and allows users to search across all search criteria options.

Search will remain visible at the top of the page while scrolling through the list of applicants.

The Create New button is a shortcut to the same Create New page mentioned above, without having to go to the Tokens menu.

The Create New button will remain visible at the top of the page while scrolling through the list of applicants.

Print to PDF

Print to PDF allows users to save/print the full list of applicants displayed in the Tokens View All list.

Print to PDF will remain visible at the top of the page while scrolling through the list of applicants.

Actions

For each token that is created, the following three actions are available:

• Send Token – Send an email to the applicant that includes the Token ID and instructions on how to register on MyERAS.

• Print – Allows you to print the token email text

• Edit – Allows you to modify the information that was entered when the token was created.

All three actions are available prior to the applicant registering their token.

Once a token is registered, No Available Actions will be displayed in the

Actions column in place of the drop down list for the corresponding applicant.

Note: Token IDs are unique access codes. Be mindful of this when distributing tokens, especially when printing the token email text. Do not give multiple applicants the same Token ID.

Sending Tokens in Bulk

Token emails can be sent individually or in bulk. When sending token emails in bulk, applicants will only receive their specific token email. They will not

ERAS 2016 > DWS User Guide – Updated 9/14/15 see the names or token information of the other applicants that were included in the bulk send.

To send token emails in one bulk action you must first select the applicants you would like to send the token email to. This can be done by:

1. Marking the checkboxes in the first column, to the left of the Status column, for each intended applicant.

2. Click Send Tokens.

3. Confirm selections.

A confirmation message will display confirming that tokens were successfully sent.

The Send Tokens button will remain visible at the top of the page while scrolling through the list of applicants.

Practice Token

About the Practice Token The practice token allows DWS users access to MyERAS so that they can create a dummy account. This enables medical school users to experience the application so that they can assist applicants in the application process.

Each user will have access to one practice token per season, regardless of role. Once the token is registered, the user will have access to the MyERAS application and several other areas within MyERAS. However, the account is limited and users will not be able to certify and submit the application and cannot apply to programs.

How to Access the Practice

Token and Register for

MyERAS

To access the practice token, go to the Tokens menu and select Practice

Token.

1. Highlight and copy the Token ID that appears in the modal.

2. Click the MyERAS link to take you to the MyERAS token registration page.

3. Paste the Token ID, which you previously copied from the DWS, into the field.

4. Follow the prompts and complete all required fields.

Note: NBOME ID is a required field for DO applicants. Simply enter 6 numeric characters into the NBOME ID field to be able to proceed with token registration. (DO schools only)

5. Once the token registration is complete, a message will display letting you know you have successfully registered and you can access the

MyERAS application.

To access MyERAS after your practice token has been registered, just select

Practice Token in the Tokens menu and click the MyERAS link.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Since you’re already logged into the DWS, when you click on the MyERAS link it automatically logs you into MyERAS. However, if you are not logged into the

DWS and access the MyERAS login page from the website, then you will be prompted to login. Your login information for DWS and MyERAS will be the same.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Applicants

This area allows DWS users to upload documents, view an applicant’s document assignments, track the status of those documents, view a list of programs applied to by the applicant, access the activity log and add/view comments made on an applicant’s record. Users with an Admin or Manager role have full access to all functionality in this area. Users with a View Only role can view token information but cannot perform any available actions.

Applicants

List View The Applicants list view will display all applicants that have registered tokens issued by the Designated Dean’s Office.

Columns displayed in the list view are as followed:

• Full Name (Last Name, First Name, Middle Name)

• Email

• AAMC ID

• USMLE ID (All schools – M.D. and D.O.)

• NBOME ID (DO schools ONLY)

Data can be sorted by Full Name and Email columns

Search

Filters

The Search functionality allows users to search by selecting any of fields in the drop down list to the right of the search field listed.

The available Search fields are as follows:

• Last Name

• First Name

• Email

• AAMC ID

• USMLE ID (All schools – M.D. and D.O.)

• NBOME ID (DO schools ONLY)

• All

All is selected by default and allows you to search across all fields.

After selecting a search field and entering search text, simply click the search icon to display search results.

Search will remain visible at the top of the page while scrolling through the list of applicants.

Filters allow users to narrow down the Applicants list by applicant group type.

Users may select one of the following options in the View drop down list:

• All Applicants – Current + Prior Year Graduates

ERAS 2016 > DWS User Guide – Updated 9/14/15

• Current Year Graduates – Applicants that select 2016 as their degree year for medical education

• Prior Year Graduates – Applicant that select a year prior to 2016 as their degree year for medical education

All Applicants is selected by default.

The applicant group type selection can be combined with filters that allow you to refine your list further. A combination of any of the following options can be selected in the Filter drop down list:

• Missing MSPE – Displays applicants that do not have an MSPE uploaded

• Missing MS Transcript – Displays applicants that do not have an MS

Transcript uploaded

• MSPE w/o appendix – Displays applicants that have an MSPE uploaded but an appendix is not attached

• MS Transcript w/o appendix – Displays applicants that have an MS

Transcript uploaded but an appendix is not attached

• Applied to Programs – Displays applicants that have applied to programs

• Not Applied to Programs – Displays applicants that have not applied to programs

Each selected filter option will display below the filter drop down list.

To clear any of the filter options, simply click the x to the right of the selected filter option.

The system will retain the filter criteria and filtered list of applicants as you navigate between the Applicant List View and the Applicant Detail page. All filter criteria is automatically cleared when you navigate to a page other than the Applicant List View or Applicant Detail page.

Filters will remain visible at the top of the page while scrolling through the list of applicants.

Bulk Actions Bulk Actions allows you to execute an action for multiple applicants at once.

The available bulk actions are:

•

Copy Email – Allows user to copy the email address for the selected applicants to their computer’s clipboard

Add Appendix to MSPE – Allows user to attach an appendix to the MSPE of multiple applicant records.

In order to use this bulk action, you must first run the MSPE w/o

Appendix filter.

Add Appendix to MS Transcript – Allows user to attach an appendix to the MS Transcript of multiple applicants records .

ERAS 2016 > DWS User Guide – Updated 9/14/15

In order to use this bulk action, you must first run the MS Transcript

w/o Appendix filter.

• Add Comment – Allows user to add a single comment to multiple applicant records.

To perform a bulk action you must first select the applicants you would like to perform the action on. This can be done by:

1. Marking the checkboxes in the first column, to the left of the Full Name column, for each intended applicant; or marking the checkbox next to

Select All at the top of the first column

2. Then select the desired action in the Action drop down list

The Action drop down list will remain visible at the top of the page while scrolling through the list of applicants.

Applicant Detail View

Applicant Summary This area will provide all the information that is available in the Applicants list view with some additional information that the applicant can enter after they register. Some of these fields, as entered by the applicant in MyERAS, include:

• Birth Date

• AOA member number (DO schools ONLY)

• Token ID (used to register)

• Degree Year

• Prior Year Graduate indicator

• Applied to Program status

Not all of these fields will be completed when an applicant first registers but you should notice that missing information displays as the applicants begin completing and saving their application.

Note: Selecting or deselecting the Prior Year Graduate indicator option will invoke a message prompt explaining that the change is only made locally to the DWS in order to keep your records accurate and not interrupt a school’s workflow. Applicants will still need to make the correction in their MyERAS account by editing the Medical Education record under the Education section of the application.

A change in the ERAS process was made for the 2016 season which will require US residency applicants to upload their own photo directly in

MyERAS. While schools will no longer be responsible for uploading applicants’ photos, the photo an applicant chooses to upload will display immediately replacing the avatar image that displays by default.

Documents The Documents tab of the Applicant Detail view lists all ERAS document types, with the exception of LoRs and Personal Statements which are listed on their

ERAS 2016 > DWS User Guide – Updated 9/14/15 own tabs. The following documents are listed by default regardless of the applicant’s intent to actually use or provide the document as part of their application:

• MSPE

• MS Transcript

• Application

• Photo

• COMLEX-USA

• USMLE

For newly registered applicants, all documents will have a status of Not

Uploaded, Not Submitted, or Not Authorized by default.

Once documents are uploaded to ERAS through the appropriate source, the statuses will begin to change to reflect the actual status of the document along with a date stamp. An informational icon is also displayed and will show a time stamp when a user hovers over it.

The MSPE and MS Transcript are the only documents that the medical school is responsible for uploading on behalf of their students. Therefore, these are the only documents that will have available actions in the Action column.

Expanding the row for any document will display a list of saved and applied to programs to which the applicant has assigned the document.

Since the Application, MSPE and MS Transcript do not need to be assigned and are automatically sent to all programs applied to, a list of programs will not be listed. Instead text that reads “Automatically sent to all programs

applied to” is displayed.

Viewing an Applicant’s

MyERAS Application

When an applicant certifies and submits their application, they are asked if they would like to release their application to their Designated Dean’s Office for viewing purposes.

If an applicant answers “Yes” to this question, then a View link will be available in the Actions column for Application on the Documents tab. Clicking the View link will allow a DWS user to view the applicant’s MyERAS application.

If an applicant answers “No” to this question, then No Available Action will be displayed in the Actions column for Application on the Documents tab.

Applicants are able to modify their response to this question at any time throughout the season in the Application section of the Dashboard.

Viewing the USMLE Requests

Status Report

Applicants can view the USMLE Requests Status Report in MyERAS to track the status of their USMLE requests by program. This report is also available in the DWS for schools to view.

ERAS 2016 > DWS User Guide – Updated 9/14/15

A link to view this report will be available in the Documents tab, after an applicant has authorized the release of the transcript, assigned the transcript to at least one program, and paid the transcript fee.

• Each row will show a program and the status of the request to the

NBME that it was included in.

• Possible statues include:

Processing Request – request is being processed by the NBME.

Successful - A transcript was received from the NBME.

Not Matched - The NBME was not able to match the applicant information provided in MyERAS. Applicants should verify the following information was correctly entered under the Personal

Information of their MyERAS application:

 First Name

 Last Name

 USMLE ID

 Date of birth

 Last 4 digits of SSN

No Scores - The NBME does not have any reportable exam scores information on the applicant at this time. The possible reasons include:

 Scores have not been reported yet.

 Applicant has registered but not yet taken the exam.

 Non-candidate score history only (scores are not reportable)

 FLEX history only (FSMB must be contacted)

 NBME score history only, no USMLE score history.

 Applicant is certified on previous examinations but has requested the USMLE transcript.

For further assistance with No Score or Not Matched statuses, the applicant should contact the NBME for more information regarding their transcript request.

• Once the request has been fulfilled by the NBME and ERAS has successfully received the USMLE transcript, the Transmission Status will update to Successful; the date and time will populate under the Most

Recent Successful Request Date; and the Scores Included (i.e. Step 1) along with the associated Exam Date for each exam step will populate under the respective columns.

• Any subsequent requests for a program sent to the NBME after selecting Resend My Scores will be reflected under the Most Recent

Request Date and Transmission Status.

ERAS 2016 > DWS User Guide – Updated 9/14/15

• Once any subsequent requests for a program have been fulfilled by the

NBME and ERAS has successfully received the latest USMLE transcript, the Transmission Status will update to Successful; the latest date and time will populate under the Most Recent Successful Request Date; and the Scores Included along with the associated Exam Date for each exam step, will be updated to include any recently released exam steps (if available) under the respective columns.

Viewing the COMLEX-USA

Requests Status Report (D.O.

Schools Only)

Applicants can view the COMLEX-USA Requests Status Report in MyERAS to track the status of their COMLEX-USA requests by program. This report is also available in the DWS for schools to view.

• Each row will show a program and the status of the request to the

NBOME that it was included in.

• Possible statues include:

Processing Request – request is being processed by the NBOME.

Successful - A transcript was received from the NBOME.

Not Matched - The NBOME was not able to match the applicant information provided in MyERAS. Applicants should verify the following information was correctly entered under the Personal

Information of their MyERAS application:

 First Name

 Last Name

 NBOME ID

 Date of birth

 Last 4 digits of SSN

No Scores - The NBOME does not have any reportable exam scores information on the applicant at this time. The possible reasons include:

 Scores have not been reported yet.

 Applicant has registered but not yet taken the exam.

 Non-candidate score history only (scores are not reportable)

 FLEX history only (FSMB must be contacted)

 NBOME score history only, no COMLEX-USA score history.

 Applicant is certified on previous examinations but has requested the COMLEX-USA transcript.

For further assistance with No Score or Not Matched statuses, the applicant should contact the NBOME for more information regarding their transcript request.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Uploading an MSPE

• Once the request has been fulfilled by the NBOME and ERAS has successfully received the COMLEX-USA transcript, the Transmission

Status will update to Successful; the date and time will populate under the Most Recent Successful Request Date; and the Scores Included (i.e.

Step 1) along with the associated Exam Date for each exam step will populate under the respective columns.

• Any subsequent requests for a program sent to the NBOME after selecting Resend My Scores will be reflected under the Most Recent

Request Date and Transmission Status.

Once any subsequent requests for a program have been fulfilled by the

NBOME and ERAS has successfully received the latest COMLEX-USA transcript, the Transmission Status will update to Successful; the latest date and time will populate under the Most Recent Successful Request Date; and the Scores Included along with the associated Exam Date for each exam step, will be updated to include any recently released exam steps (if available) under the respective columns.

MSPE file must meet the following file requirements:

• Must be on 8.5 x 11 inch paper

• File size, including any applicable appendices, cannot exceed 1200 KB

• Must be attached as a PDF file

• It may include images

MSPEs can be uploaded individually for each applicant in the Applicants list.

This can be done by:

1. Click the intended applicant’s name in the Applicants list to open the applicant’s details.

2. Go to the Documents tab and select Upload in the Action column of the MSPE row.

3. Browse in the MSPE file.

4. Click Release to upload the document.

If the max file size is exceeded, the DWS will not be able to upload the MS

Transcript.

Note: The system does allow the MSPE to be a protected PDF file.

However, protected PDFs do not allow the attachment of a protected or unprotected appendix to that file. This means that if a secured PDF MSPE is uploaded and at a later time an appendix needs to be attached, a file will need to be created externally that includes the MSPE and appendix together and then uploaded using the Replace option in the Action column. The Add Appendix option in the Action column will not work since the security on the files will not allow additions to the document.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Also once the protected PDF file is uploaded to the system, a watermark will appear on the document that says – Copy of Official Transcript –. This watermark is visible when viewing the uploaded document in the DWS and programs will also see the watermark when viewing the document in their

PDWS system.

MSPEs can be uploaded at any time and are sent to all programs an applicant applies to, but are not visible to ACGME- and AOA-accredited residency programs, or military programs until October 1, 2015 at 12:01 a.m. ET.

Uploading an MS Transcript

MS Transcript file must meet the following file requirements:

• Must be on 8.5 x 11 inch paper

• File size, including any applicable appendices, cannot exceed 1200 KB

• Must be attached as a PDF file

• It may include images

MS Transcript can be uploaded individually for each applicant in the

Applicants list. This can be done by:

1. Click the intended applicant’s name in the Applicants list to open the applicants details

2. Go to the Documents tab and select Upload in the Action column of the MS Transcript row

3. Browse in the MS Transcript file

4. Click Release to upload the document

If the max file size is exceeded, the DWS will not be able to upload the MS

Transcript.

Note: The system does allow the MS Transcript to be a protected PDF file.

However, protected PDFs do not allow the attachment of a protected or unprotected appendix to that file. This means that if a secured PDF MS

Transcript is uploaded and at a later time an appendix needs to be attached, a file will need to be created externally that includes the MS

Transcript and appendix together and then uploaded using the Replace option in the Action column. The Add Appendix option in the Action column will not work since the security on the files will not allow additions to the document.

PDWS system.

ERAS 2016 > DWS User Guide – Updated 9/14/15

MS Transcripts can be uploaded at any time and are sent to all programs an applicant applies to.

MS Transcript for Transfer

Students

For transfer students, we suggest the following procedure to both provide residency programs with the full medical school record in electronic form and maintain full compliance with the Family Educational Rights and Privacy Act

(FERPA):

1. The student sends a request to his/her first medical school requesting a copy of his/her transcript be sent to his/her second medical school.

2. The first medical school sends the transcript to the second school, noting on the form that the transcript is issued for the sole purpose of being used in the ERAS system.

The second school maintains a record of this documentation with the transcript from the first medical school and scans the transcript in as part of the transcript file in the DWS.

Letters of Recommendation The Letters of Recommendation tab will display the LoR information that an applicant has entered and confirmed in MyERAS for each LoR Author that they intend to have write a letter on their behalf.

Note: LoRs can only be uploaded by the LoR Author or their designee through the ERAS LoR Portal.

For each confirmed LoR, the following information will be displayed:

• LoR information

PD (Program Director)/DC (Department Chair) LoR indicator

LoR Author Name

LoR Author Title/Department

Viewing Rights Waived indicator

• Specialty

• Letter ID

• Status

Expanding the row for any LoR will display a list of saved and applied to programs to which the applicant has assigned the LoR.

Personal Statements The Personal Statements tab will display a list of personal statements an applicant has created and the status of each personal statement. DWS users will not be able to see the actual content of the personal statement.

Expanding the row for any Personal Statement will display a list of saved and applied to programs to which the applicant has assigned the personal statement.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Programs

Activity Log

Comments

Revoke MyERAS Access

The Programs tab will display a list Programs Applied To and Programs

Withdrawn From (if applicable). For each program listed DWS users will see the following:

• Program Name

• Specialty

• Training Name|NRMP Code

Expanding the row for any program listed will display a list of documents that have been assigned to that program, along with the status of each document, and the date the applicant applied to the program.

The Activity Log displays all actions taken on an applicant’s record by any

DWS user, such as when a document was upload or replaced, adding a comment, etc.

It also displays one-time actions taken by the applicant in MyERAS, such as when they registered their token, certified and submitted their application and the first time they applied to programs.

For each action, the following is displayed:

• Action

• Status Date/Time

• User

The Comments tab allows DWS users to enter comments specific to the applicant.

This feature can be utilized for record keeping of communications between the applicant and the Dean’s Office or any other means that the school sees fit.

For each comment enter, the following will display:

• Comment

• Date/Time

• User

Comments entered when creating a token for an applicant will also display on the Comments tab.

DWS Admin users are able to revoke an applicant’s access to MyERAS after a token has been issued and registered by the applicant. This feature of the

DWS can be used if the school determines that an applicant no longer qualifies to apply for residency.

Admin users will be able to reinstate access when desired. When access is reinstated, the applicant will be able to login to their application and resume their work.

ERAS 2016 > DWS User Guide – Updated 9/14/15

To revoke access:

1. Click the intended applicant’s name in the Applicants list to open the applicants details

2. On the applicant’s detail page, click the button to the right of the applicant’s name at the top of the page

3. Select Revoke MyERAS Access

4. Review the applicant’s information in the confirmation window and click Confirm

You will see a confirmation message appear, at which point the applicant will no longer be able to login to MyERAS and access their account. This applicant will still appear in your Applicant List View but their information will appear with a strikethrough.

To reinstate access:

1. Click the intended applicant’s name in the Applicants list to open the applicants details

2. On the applicant’s detail page, click the button to the right of the applicant’s name at the top of the page

3. Select Reinstate MyERAS Access

4. Review the applicant’s information in the confirmation window and click Confirm

You will see a confirmation message appear, at which point the applicant will now be able to login to MyERAS and access their account.

ERAS 2016 > DWS User Guide – Updated 9/14/15

Reports

This area allows you to run reports on the applicant data in the DWS. All DWS users are able to run reports.

Reports

Applicant Roster

Applicants by Programs by

Specialty

Report of all applicants that have registered in MyERAS using a token created by this institution/campus.

By default the following fields are displayed:

• Name

• AAMC ID

• Prior Year Graduate

• Degree Year

• Applicant Status

Report of all applicants by programs applied to, grouped by specialty.

Applicants who have not applied to programs will not appear in this report.

By default this report will display both Prior Year Graduates and Current Year

Graduates. Users can unmark the Prior Year Graduates and Current Year

Graduates checkboxes to filter report data.

Average Application Count by

Specialty

Report on the average number of applications submitted to programs for each specialty applied to by applicants.

Comparison of Student

Applications (DO Schools

Only)

Report on all specialties applied to by applicants, grouped by program type

(DO vs. MD programs). A count of applications submitted to each specialty is provided.

This report includes programs applied to as well as programs withdrawn from.

Documents by Applicants

Program Applications by

Applicant

Programs by Specialty by

Applicant

(DO Schools Only)

Consists of two summary reports:

• All Applicants - Reports on the status of all documents associated with each registered applicant.

• Applicants with Missing Documents – Reports on applicants that have at least one missing document. This report allows users to filter by document type.

Report on all the programs applied to by each applicant, grouped by program type (DO vs MD).

This report includes programs applied to as well as programs withdrawn from.

Consist of two summary reports:

ERAS 2016 > DWS User Guide – Updated 9/14/15

• Specialties without Programs – Report of all specialties applied to by applicants. Includes a count of specialties and programs applied to.

• Specialties with Programs – Report of all programs applied to by specialty for each applicant. Includes a count of specialties and programs applied to.

By default this report will display both Prior Year Graduates and Current Year

Graduates. Users can unmark the Prior Year Graduates and Current Year

Graduates checkboxes to filter report data.

Training by Applicants by

Specialty

Report on training types applied to by applicant, grouped by Specialty.

Applicants who have not applied to any programs will not be listed in this report.

By default this report will display both Prior Year Graduates and Current Year

Graduates. Users can unmark the Prior Year Graduates and Current Year

Graduates checkboxes to filter report data.

Report Actions

Saving to PDF Save to PDF allows users to save the report as it is displayed in a PDF file.

Once the report is saved as a PDF, it can be printed.

This option is available for all reports.

Exporting to CSV Export to CSV allows users to save the report data to a CSV file.

Users have the ability to select what data is displayed in the CSV, by adding or removing fields, before exporting.

This option is available for:

• Applicant Roster

• Documents by Applicants

ERAS 2016 > DWS User Guide – Updated 9/14/15

Contact ERAS

The ERAS HelpDesk is available to assist schools with questions about the Dean’s Office Workstation (DWS). The

ERAS HelpDesk can be reached by using the following information:

@ERASinfo

Send us a Message

(202) 862 - 6264

Monday-Friday

8 a.m. - 6 p.m. ET https://www.aamc.org/erasmedicalschools

ERAS also provides technical support to applicants. Applicant inquiries that require an immediate response should be forwarded to the ERAS HelpDesk at [email protected]

However, Designated Dean’s Offices should remain the primary resource for advising applicants.