ERAS Application

ERAS – Electronic Residency Application System:

ERAS is a service which transmits residency applications, letters of recommendation, Medical Student Performance Evaluation letters, transcripts and other supporting credentials from medical schools to residency program directors using the Internet.

The complete ERAS Application includes the following:

Web-based ERAS application

Standard employment/ education style application.  Be sure to use the CV you submitted to your Dean to help you complete.

USMLE Scores

The USMLE transcript is required by many ACGME-accredited residency programs as part
of an application to be considered for their positions.

Authorizing the Release for the USMLE Transcript

  • Applicants must authorize (give permission for) the release of their USMLE transcript and assign it to the programs they designate.
  • Applicants must authorize the NBME or ECFMG (for IMG Residency) to release their USMLE transcript by selecting Authorize Release under the Actions column;
    entering or confirming their USMLE ID; selecting Yes; and selecting Save.
  • Applicants who select No to authorizing the release of their USMLE transcript may update their answer to Yes anytime throughout the application season; however,
    once Yes is selected at any time, the selection cannot be changed.

Assigning the USMLE Transcript

Applicants must make assignments and apply to programs in order to send requests to NBME or ECFMG (for IMG Residency) indicating which programs they designated their
USMLE transcript be sent to.

  • Applicants must authorize the release of their USMLE transcript in order to assign the USMLE transcript to the programs they designate.
  •  The USMLE transcript can be assigned to saved or applied to programs from the Additional Documents page by selecting Assign under the Actions column for the
    USMLE transcript.
  • When assigning by USMLE transcript, programs listed with a disabled checkbox already have the USMLE transcript assigned and have been applied to.
  • The USMLE transcript can be assigned by program using the Assign option under the Actions column on both the Saved Programs and Programs Applied To pages
  • Once the USMLE transcript is assigned to an applied program, it cannot be
    unassigned.

    Paying for the USMLE Transcript

  • The NBME or ECFMG (for IMG Residency) charges a fee of $80 for sending USMLE transcripts to the programs designated by applicants.
  • This is a flat fee assessed once per application season regardless of the number programs the USMLE transcript is requested for.
  • The transcript fee will be included in the first invoice shown when applying to programs that have the USMLE assigned to at least one of those programs. Once paid, the USMLE transcript fee will not appear as part of any future invoices.
  • This fee cannot be paid prior to applying to programs

Viewing the USMLE Requests Status Report

Applicants can view the USMLE Requests Status Report to track the status of their USMLE requests by program.

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

Resending New Scores

Applicants must take action in MyERAS to resend USMLE scores to programs previously
designated to receive them

  • To resend their USMLE transcript to programs (i.e. new scores were released by the NBME or ECFMG), applicants should select the Resend My Scores option under the Actions column on the Additional Documents page and confirm their selection.
  • Applicants can resend their USMLE transcript beginning the day their new score is
    available with the NBME
  • An updated USMLE transcript cannot be sent to only a subset of programs; the USMLE transcript will be delivered to every program that previously received it.
  •  Applicants can select Resend My Scores only ONCE a day – this option will be disabled for 24 hours after each request to resend scores is made.
  • New exam steps included can be verified in the USMLE transcript Request Report once the request’s Transmission Status becomes Successful.

Photo

Color photograph, with a LIGHT COLORED background, in professional attire, from the chest up. You will upload into ERAS yourself (you may want to have a hardy copy wallet-size (3.5” x 2.5”) for the Yearbook )

The SoM will often arrange for a photographer to setup in the lobby of the MEB a few days over the summer.  See the Timeline to check those dates and times.

Letters of Recommendation

  • Please ask your letter writers to hold your letter until you send them the Eras Letter Request, after you register in ERAS
  • For each letter author you create in Eras, select “Step 3”. Select “Letter Request Form“. This creates a physician/student specific Eras Letter ID number. Letter writers or assistants will upload them directly into Eras.
  • You are responsible for checking the status of which letters have been uploaded by faculty. Once you have registered with Eras, you can track the status of your letters in the ADTS tab (Applicant Document Tracking System).
  • Letters can be transmitted online anytime after you have registered.

General Guidelines for Letters of Recommendation

  • You are responsible for obtaining 3 faculty letters of recommendation.
  • At least 1 should be from a faculty member in the discipline to which you are applying.
  • The Medical Student Performance Evaluation (MSPE) is a must for all programs and NOT counted as a faculty LOR.
  • Some programs require a letter from the department chair.
  • Other letters should be written by faculty members who know you well and can comment in detail on your personal qualities. They should have interacted with you sufficiently so that they can provide specific information concerning your cognitive knowledge, commitment, and work habits. At least one should be in your specialty area.
  • DO NOT submit more letters than requested by the individual program.
  • DO NOT solicit letters from residents. Although they may know you well, their recommendations will not be as influential as those of faculty members.
  • When soliciting letters, provide the faculty members with copies of your CV, personal statement and grades for the clinical rotations. Inform the faculty members of any special issues that you wish to have them address.
  • For EARLY MATCH and NON-ERAS programs, follow the specific guidelines required by your specialty program. You should request that the department put your letter in a sealed envelope for you to send with your application.
  • Most programs only accept 3 letters.

If you do not have all of your LoRs (Letters of Reference) available in the ERAS PostOffice when you apply to programs you are still able to apply to programs and assign the letters when they are available in the ERAS PostOffice.
After applying to programs, when LoRs become available in the ERAS PostOffice, you will be able to assign those LoRs to programs if you have not already reached the maximum of 4 LoRs to any given program.

To assign letters after you have applied to programs you will need to follow these steps in your MyERAS application:

1. Go to the Programs tab
2. Under Frequently Accessed Links, click on the Programs applied to link
3. Select the program you wish to assign additional LoRs
4. On the Document Assignment page, select LoRs you wish to assign
5. Click Select to save your assignments
Repeat these steps for each program where you wish to assign additional LoRs.

Transcripts

Student Affairs will provide electronic transcripts for all ERAS programs. You need not do anything!

If you need an official transcript before October 1st for yourself, or for a program, you can order one from the UVa Registrar’s Office online. And remember, non-official transcripts (for LOR writers or your advisers) can be printed from SIS

Medical Student Performance Evaluation (MSPE)

Each student will have a Medical Student Performance Evaluation (MSPE) written for them. The letter DOES NOT mention the area of medicine to which you are applying, nor your reasons for interest in that area. It provides the personal academic history of the student.

Format of the letter

  • Noteworthy Characteristics
  • Academic History
    • Medical Education
      • Grades and written descriptions of your performance as summarized in your evaluations for the first 1.5 years of medical education
    • Clinical clerkships
      • Grades and written descriptions of your performance as summarized in your evaluations. Also includes grade histograms Example
  • Summary
    • Provides a summative assessment of the student’s performance.

Policy and Procedure for Requesting an Alternate Reviewer of the Medical Student Performance Evaluation (MSPE)

 

The Medical Student Performance Evaluation (MSPE) typically is reviewed and signed by the student’s College Dean. A student may request an alternate reviewer. Requests for an alternate MSPE reviewer and signer should be submitted via email to the Office of Student Affairs, to the attention of Kat Chiacchia, no later than May 1st of the year of residency application. The MSPE will be reassigned to a different College Dean or to the Senior Associate Dean for Educational Affairs.