Posted by: medhelpteam | July 5, 2009

Document Submission Form

Document Submission Form (DSF)

ERAS Support Services at ECFMG strongly urges all ERAS 2010 participants to include a completed Document Submission Form (DSF) each time document(s) are submitted to ECFMG for scanning. The DSF is an important part of ERAS Support Services’ document tracking system, and will streamline the preparation of ERAS supporting documents submitted for scanning. Submission of a DSF also enables itemized tracking of these supporting documents through the “Verify Receipt of Documents” function of ECFMG’s OASIS.

IMPORTANT NOTE: A completed DSF should only be submitted when documents are mailed to ERAS Support Services at ECFMG for scanning. A DSF does not need to be submitted when a medical school submits an electronic document on an applicant’s behalf or an applicant uploads a digital photograph via ECFMG’s OASIS. Also, Repeat Applicants are not required to complete the DSF for any documents reused from the ERAS 2009 season, including Medical Student Performance Evaluations (MSPEs), medical school transcripts, letters of recommendation, and photographs.

Before completing the DSF, you must first obtain an AAMC Identification Number by registering with your ERAS 2010 Token at the MyERAS website. The AAMC Identification Number is a required field on the DSF. Once you have obtained the number, login to ECFMG’s OASIS and go to the ERAS Support Services page, where you will find a link to the DSF. You can access the DSF as many times as needed throughout the ERAS 2010 season.

IMPORTANT NOTE: You cannot register at the AAMC MyERAS website and obtain an AAMC Identification Number until you have obtained a 2010 Token from ECFMG.

Steps for Completing the DSF (include a completed DSF each time documents are mailed for scanning)

  1. Obtain a 2010 Token from ECFMG.
  2. Use this Token to register with MyERAS and obtain your AAMC Identification Number.
  3. Login to ECFMG’s OASIS and go to the ERAS Support Services page.
  4. Click on “Document Submission Form.”
  5. Enter your AAMC Identification Number in the designated field. This is a required field; you will not be able to complete the DSF without your AAMC Identification Number.
  6. Under Document Categories, select the boxes next to the document types (Medical Student Performance Evaluation, Medical School Transcript, Letter of Recommendation, etc.) that you are currently submitting. Do not fill in any information regarding documents you have submitted previously or intend to submit to ERAS Support Services.
  7. Letters of Recommendation:
    • Enter the name of the letter writer in the “Author” field.
    • In the “Title/Department” field, enter the title of the letter writer, his or her department of operation, and the name of the institution where he or she works.
    • In the “Specialty(s) to which this letter will be assigned” field, enter the specialty of the program to which you are assigning the letter (such as Internal Medicine). If the letter will be assigned to programs in multiple specialties (such as Internal Medicine, Family Practice, and Pediatrics), enter all the specialty names. If the Letter of Recommendation is applicable to all of your applied-to specialties, enter the words “All Specialties.”
    • Click on “Add LoR” after each letter writer designation.
    • Repeat this process for each Letter of Recommendation you are currently submitting.
  8. Comments/Special Instructions. In this field, enter any comments or special instructions that you feel are important to the processing of your documents (such as the fact that the document should replace a previously submitted document).
  9. Once the DSF is completed, print a copy.
  10. If you are submitting the documents to ERAS Support Services yourself, include a printed copy with the supporting documents.
  11. If your medical school or Letter of Recommendation writers are submitting documents to ERAS Support Services on your behalf, provide them with a printed copy of the completed DSF and a copy of these instructions.

Note for Repeat Applicants: ERAS Support Services will reuse your Medical Student Performance Evaluation (MSPE), medical school transcript, photograph, and LoRs that were assigned to at least one program from the ERAS 2009 season. You should not submit a DSF for these document types unless you are submitting new documents for scanning.

Special Instructions for Letter of Recommendation (LoR) Writers: All applicants are strongly urged to complete the DSF and provide it to their letter writers. In addition, all applicants must complete and sign the AAMC Request for Letter of Recommendation/Cover Sheet and provide it to their letter writers. These documents should be submitted with the LoR. The applicant is responsible for providing these documents to the letter writer. If the applicant has not provided these documents, please ask him or her to do so before submitting the LoR to ERAS Support Services.

Special Instructions for Medical Schools: If the medical school is submitting supporting document(s) to ERAS Support Services on an applicant’s behalf, the applicant is strongly urged to complete the DSF and provide it to the medical school. If an applicant is not physically at the medical school, the applicant can e-mail or fax the completed DSF to the medical school. The DSF should be submitted with the associated documents. The applicant is responsible for providing a completed DSF to the medical school. If the applicant has not provided this document, please ask him or her to do so before submitting any documents to ERAS Support Services.

http://www.ecfmg.org/eras/docsubform.html

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