1. Senior Scheduling – 2015 What do I need to take? What should I take? When should I take them? How do I schedule externships? Does research count? How do I choose my schedule? Can I change my mind later? When am I going to have the time to do all this?

2. Graduation Requirements Pass all required courses Pass competency assessment exercises Competency Assessment Weeks (MS1 & MS2) OSCE (MS3) Pass USMLE Step 1 (MS2) Take USMLE Step 2 CK and 2 CS (MS4) – by Feb 15 Course requirements years 3 and 4 Capstone Project (MD/MPH) Miami RMC Core Clerkships43 weeks48 weeks Required Clerkships26 weeks20 weeks Elective Courses14 weeks14 weeks

3. Course Requirements Yr3/4 Miami – 83 credits Core Rotations*43 wks  Patient Safety Wk1 wk  Medicine8 wks  Surgery8 wks  GPC4 wks  Family Medicine4 wks  OB/GYN6 wks  Pediatrics6 wks  Psychiatry6 wks Electives 14 wks Required Rotations26 wks  Anesthesia2 wks  Emergency Med4 wks  Geriatrics4 wks  Neurology4 wks  Radiology 14 wks  Sub-internship A4 wks  Sub-internship B4 wks *Core Rotations – completed by June 2015

4. Course Requirements Yr3/4 RMC – 82 credits Core Rotations*48 wks  Medicine 1 8 wks  Surgery 2 8 wks  Family Medicine6 wks  OB/GYN6 wks  Pediatrics6 wks  Psychiatry6 wks  Anesthesiology 2 2 wks  Radiology 1&2 4 wks  Geri / Palliative 1 2 wks Electives 14 wks Required Rotations20 wks  Adv Geriatrics2 wks  Community & Public Health Practicum2 wks  Emergency Med4 wks  Neurology4 wks  Public Health Clerkship4 wks  Sub-internship4 wks *Core Rotations – completed by June 2015

5. Rotations available at RMC Miami students may take any of a long and increasing list of Electives and Sub-I’s at the RMC (JFK, Holy Cross, others) Note – Credentialing requirements – Time and $ Required Clerkships must be taken in Miami (Anesth, EM, Geri, Neuro, Rays)

6. Rotations available at Miami RMC students may take any elective / Sub-I in Miami (depending on availability) Note – Obtain ID, Credentialing, Computer Access far in advance (Ashley Manuel) Required Clerkships must be taken in Miami (EM, Geri, Neuro, PH Clerkship)

7. Senior Scheduling – 2015 What do I need to take? What should I take? When should I take them? How do I schedule externships? Does research count? How do I choose my schedule? Can I change my mind later? When am I going to have the time to do all this?

8. Choosing Electives / Sub-I’s Review Senior Elective Manual Important Documents for Students on the MedEd website Choose within your desired specialty Or, Last chance to learn outside of specialty Caveat – Competitive specialties Get Letters / Exposure to key faculty Advice – Interest Groups / Seniors / Housestaff / Faculty / Advising Deans What if you’re still Undecided?

9. When to take them Undecided specialty Early match (Military, Ophtho, GU) Get Letters / Exposure to key faculty “Rehearsal” before externship Availability Some courses/rotations are offered only certain blocks Some get tight certain times of year (Sub-I, Neuro, Geri, EM) Externships may have limited availability

10. Senior Scheduling – 2015 What do I need to take? What should I take? When should I take them? How do I schedule externships? Does research count? How do I choose my schedule? Can I change my mind later? When am I going to have the time to do all this?

11. Externships All core clerkships must be completed Student must be in good standing (JSPC / CPC) Must go thru Office of Student Affairs (Carol / Linda) VSAS vs Direct application Paperwork submitted and approval granted PRIOR to starting externship Acceptance Letter & Contact Information Form must be brought to Carol / Linda prior to starting UMMSM must know where you are at all times Must receive Evaluation / Grade to get credit

12. VSAS Visiting Student Application Service www.aamc.org  click on VSAS on the right www.aamc.org Access to VSAS provided early February (tentative) Exceptions on a case-by-case basis VSAS Primary Contact – Carol Archaga / Linda Hung Documents to be uploaded (next slide) Carol / Linda then verifies & releases application

13. Documents for VSAS Documents to be uploaded Refer to “Applying for Externships” document under “Important Documents for Students” on the MedEd website and the Senior Elective Manual Also, Carol / Linda will be sending a detailed email with info Health Ins, Liability, OSHA, HIPAA, Clerkships taken, BLS, In good standing, Background Check, Immunizations, Mask Fit, Transcripts Note – each of these come from different people / sites, check “Applying for Externships” for details If in need of a more recent background check, you can select items via American Databank Website: (link available on the meded website) https://miamimiller.applicantcompliance.com/ https://miamimiller.applicantcompliance.com/

14. Direct Application (non-VSAS) Request applications directly from the program Bring completed application to Carol / Linda for approval by Dr. Campo / Belkowitz, whether or not it requires a signature Allow at least 48hrs prior to returning to pickup

15. Emergency Medicine Waiver For those applying to EM Residencies, needing SLOE’s Allowed to waive taking EM Clerkship here, and instead take at least two EM Clerkships away Need to have approval – Dr. Jennifer Jackson NOTE – Hopefully this will go away: We expect to hear January 29 if our EM Residency Program is being approved.

16. Senior Scheduling – 2015 What do I need to take? What should I take? When should I take them? How do I schedule externships? Does research count? How do I choose my schedule? Can I change my mind later? When am I going to have the time to do all this?

17. Research Credit / Distinction Guidelines posted “Important Admin Documents for Students” Senior Elective Manual Written application and Prior approval required Julia Johnson - Office of Medical Curriculum Documentation required by February of senior year Reviewed by the Research Committee Committee decides whether to grant & number of credits Not guaranteed Must always have back-up courses scheduled May be dropped later if research credit is granted Research may be done over different periods of time

18. Senior Scheduling – 2015 What do I need to take? What should I take? When should I take them? How do I schedule externships? Does research count? How do I choose my schedule? Can I change my mind later? When am I going to have the time to do all this?

19. What is Optimization? - Miami Like last year, we will use E*Value Optimization Scheduling (EVOS). Your schedule is based on the preferred time frames that you select for each course. e*Value will systematically compile a schedule for each student taking into account everyone’s preferences and available time frames. Its goal is to fulfill the highest ranked preferences across the board rather than for any individual student.

20. What is Optimization? - RMC To create your academic schedule, we will use E*Value Optimization Scheduling (EVOS). Your schedule is based on the preferred time frames that you select for each course. e*Value will systematically compile a schedule for each student taking into account everyone’s preferences and available time frames. Its goal is to fulfill the highest ranked preferences across the board rather than for any individual student.

21. How to log in: Go to https://www.e-value.net. Take a moment to bookmark this site. ( Firefox browser recommended)https://www.e-value.net Click on the Log into E*Value button. If you forget your password, there is a forgot password link in the login page. If you don’t have your login and password e-mail Carchga@med.miami.edu or Amanuel@med.miami.edu Carchga@med.miami.eduAmanuel@med.miami.edu

22. To Change Your Login or Password: You may change your password by clicking on the My Profile button and then Password Change.

23. How to add preferences: Click on the Schedules button, then Preferences, and then Scheduling Preferences :

24. How many preferences do I enter?  Mandatory 30 preferences minimum.  Failure to have enough preferences decreases the chance of having a satisfactory schedule.

25. At the bottom of the page are two links:  Click here to search availability online will generate a browser window where you can search availability.  Click here to download availability as a spreadsheet will download an Excel spreadsheet to your computer of the same availability. Click the Next button to enter the preference screens. 1 2 1 2 Entering Preferences/Preference Screens

26. In this column, choose your electives or required courses from the drop down menu. In this column, select the time frame you wish to take the course in. When you are done click complete. 1 1 2 2 3 3

27. This specifies how many credits are required for this course. Since these are electives, you don’t have to take them so the number is 0. Allowed credits lets you know if you can take this course for 2 time frames (blocks) instead of one. 4 allowed credits = 4 weeks total Preferred Credits is where you choose whether you want to take the course as a 2 week course or a 4 week course. Click save preferences. 123 4 1 2 3 4

28. This should be the next landing page and you are done!

29. Important Preference Rules You MUST include all Required Clerkships and Sub-I’s. If not e*Value will generate a schedule with the time frames that are available. That may not produce your ideal schedule. You MAY/SHOULD include the electives courses that you wish to take, though they may be added later. Postponing decision may affect availability. You MUST enter at least 30 preferences (New Rule).

30. Preference Strategies Start with your ideal schedule for the year, then put a second choice schedule, and third, and so forth Move prioritized rotations/time frames up, which moves those less so down Provide more choices than fewer – A minimum of 30 Preferences is Required “Any Time Frame” – pros and cons

31. First DraftFinal Draft NRS SubI July Neuro AugNRS SubI Aug ENT FebNeuro Aug Neuro July NRS SubI AugENT Feb ENT Mar NRS SubI any Neuro anyENT any Including an “any timeframe” for Required Clerkships is a waste

32. Miami Campus vs RMC Electives may be preferenced at either campus You don’t have to preference Electives at this time, but waiting to do so risks Availability later. Required Clerkships and Sub-I’s MUST be preferenced at your home campus After Optimization, you may add/change to a Sub-I at your sister campus (Add/Drop) Required clerkships must be taken at your home campus Anesth, EmerMed, Geri, Neuro, Rads, PublHlth CKship

33. Externship Scheduling MDR 912 – Externship Placeholder Use this when entering Preferences in eValue in Periods you plan to do an externship eValue with schedule you with this course depending on the Optimization Process MDR 815 – Externship Once officially accepted for an externship and Carol has received the proper paperwork, she will change the Placeholder to this

34. Time Off – Blocked Time If you need a time frame Blocked Off, protected from being scheduled during Optimization, notify Dr. Mendez before June 27 (email) Wedding Major Family Vacation Pregnancy / Surgery Religious Holidays Not for Step 2, Interviews, Conferences (a few days)

35. Sub-I “A” Out of Sync Medicine and Pediatrics Sub-I’s are off sync Spring semester – …, 5A/5B, 6A/6B, 7B/8A, 8B/9A, … JMH Ward Medicine (note – must work Thanksgiving – 6A/6B) VA Ward Medicine (note – must work Thanksgiving – 6A/6B) Ward Pediatrics @ JMH Pediatrics Intensive Care Unit GYN (MFM), Family Medicine, and JFK are in sync Maternal Fetal Medicine Ward Family Medicine JFK Ward Medicine

36. Early Rotations Restricted Anesthesiology (post-OSCE 2wk block) - (none till 8/17) Medicine JMH & VA Sub-I’s (1 st three blocks) Neurosurgery Sub-I (1 st two blocks) Ophthalmology (1 st two rotations) Orthopedics (1 st six months) OBGYN Sub-I’s (1 st three blocks) Pediatrics Sub-I’s (1 st three blocks) GenSurgery JMH Sub-I’s (1 st three blocks) Don’t waste a Preference if not your Specialty of Choice

37. First Choice Rotation Historically problematic New this year – Manual Assignment Online questionnaire Three alternatives for First Choice Rotation Planned Residency Specialty (as of now)

38. Things To Do by Jan 27 – 8am Notify regarding the following: EM Waiver – Dr. Jennifer Jackson Blackout Dates – Dr. Mendez Online Questionnaire (will email soon) Three Alternative for First Choice Rotation Planned Residency Specialty EM Waiver

39. Senior Scheduling – 2015 What do I need to take? What should I take? When should I take them? How do I schedule externships? Does research count? How do I choose my schedule? Can I change my mind later? When am I going to have the time to do all this?

40. Add / Drop Policies  Senior schedule is fluid !!! Don’t fret.  Submit Add/Drop form to Carol Archaga  Email acceptable, but signatures must be included  Add/Drops after Optimization (Mar 8-16)  Frozen during Junior Optimization (Mar 16 – Apr 20)  Also Frozen Apr 28 – May 11 (Course Registration)  Jan 24, 2016 Deadline – Graduation Audit  You must have all required credits for graduation scheduled at all times  If you drop, you must add

41. CaneLink – Course Registration  CaneLink ≠ eValue  eValue used for scheduling / rosters  CaneLink is the official list of courses taken, used for Grades and Transcript  Mar 19 – Mar 23  One time Course Registration in CaneLink  Make sure you have no Holds  Whenever an Add/Drop is performed, check both CaneLink and eValue to make sure it was finalized and done correctly.

42. Add / Drop Deadline  May 15  All changes after May 15 must be cleared with coordinator for the following Departments:  Anesthesia, Family Med, OBGYN, Orthopedics, Pediatrics, General Surgery, Poison Control Elective, others  JMH and VAMC Ward Medicine  no changes (especially drops) after May 15  no Thanksgiving Break  Throughout the Year  Obtain permission from coordinator for those rotations requiring pre-approval (see above and see Elective Manual)  NOTE - NEW RULE No add/drops allowed within two weeks of the start of rotation

44. During the Year  Contact Course Coordinator within 2 wks prior to starting  Computer and Hospital Access  JMH – Security / Cerner  VA – Background / CPRS  UMHC – UChart / CaneCare / RIS-PACS  UMH – UChart / CaneCare/ Medquist / PACS  BPEI – Kaleidoscope  JFK, HCH – Background / EMR / Others (1 mo)

45. Leave of Absence - Miami  Coming?  I will communicate with you  Going?  Requests for LOA submitted to Dr. Campo as early as possible, but definitely by May 1st

46. Leave of Absence - RMC  Must communicate / seek approval from Dr. Belkowitz and/or Dr. Lichtstein for final approval  Applications for LOA permitted on a case-by-case basis  As early as possible, but definitely by May 1st

47. Senior Scheduling – 2015 What do I need to take? What should I take? When should I take them? How do I schedule externships? Does research count? How do I choose my schedule? Can I change my mind later? When am I going to have the time to do all this?

48. Time Management - Miami From start of Junior year thru Graduation 99 weeks  83 wks of Curricular time  43 wks Core Clerkships (3 rd yr)  26 wks Required Clerkships (4 th & 3 rd yr)  14 wks Electives (4 th & 3 rd year)  4 wks of Winter Break  12 wks of Unscheduled Free time  This is separate from the 14 wks of Elective time mentioned above

49. Time Management - Miami 12 weeks of Unscheduled Free time  6 wks Flexible Time during 3 rd Year – if left unscheduled, you have 6 wks left  2 wks between OSCE and start of Senior year  may be used for electives depending on availability  Study / Take Step 2 CK & Step 2 CS  (must be scheduled by Jan. 15, taken by Feb. 15)  Personal / Professional time  Interviews late Fall and Winter

50. Time Management - RMC From OSCE thru Graduation 48 weeks  32 wks of Curricular time  18 wks Required Clerkships (4 th year) not 20, as 2 wks PublHlth Practicum is longitudinal in Yr3  14 wks Electives (4 th year)  2 wks of Winter Break  14 wks of Unscheduled Free time  2 wks more than Miami (PublHlth Practicum)  This is separate from the 14 wks of Elective time mentioned above

51. Time Management - RMC 14 weeks of Unscheduled Free time  2 wks between OSCE and start of Senior year  may be used for electives depending on availability  Study / Take Step 2 CK & Step 2 CS  (must be scheduled by Jan. 15, taken by Feb. 15)  Personal / Professional time  Interviews late Fall and Winter  Capstone Projects

52. Senior Scheduling – Timeline Jan 27 – Top 3 / Specialty Choices / EM Waiver due Jan 30 – Feb 10 (8am) Preferences entered in eValue Feb 10 – Mar 4 Optimization Process runs and Results reviewed Mar 4 (estimated) – Results released to students Mar 8 – Mar 16 – Add/Drops open

53. Senior Scheduling – Timeline  Mar 16 – Apr 20 – Add/Drops suspended  Junior Scheduling / Optimization  Mar 19 – Mar 23 – Course Registration in CaneLink  Apr 20 – Apr 28 – Add/Drops re-opened  Apr 28 – May 11 – Add/Drops re-suspended  May 1  Deadline to notify Student Affairs (Dr. Campo) intention to take year off (Leave of Absence)  May 11  Add/Drops re-opened

54. Senior Scheduling – Timeline  May 15  All credits required for graduation (incl electives) must be scheduled by this date  JMH & VA Medicine Sub-I frozen – no changes allowed after May 15 for the rest of the year  Signatures required from many Departments for Add/Drops  Jan 24, 2016  Add/Drop Deadline, no further Add/Drops allowed

55. Academic Calendar 2015-16 Sat.-Sun., June 6-7, 2015………….....……..............…OSCE (Mandatory) Mon. June 22, 2015……………………………………...……Orientation & Registration Tue. June 23, 2015……………………………...…….………Rotations begin Wed. Nov 25 @ 5pm – Sun. Nov 29, 2015…………….Thanksgiving Holiday Sat. December 19, 2015……………………………..…......Winter Break begins Mon. January 4, 2016………………………………………….Classes Resume Fri. March 18, 2016…(tentative)..………………………….Match Day Sat. May 7, 2016……(tentative)..……………………..……Commencement THERE ARE NO GUARANTEED HOLIDAYS OTHER THAN THOSE MENTIONED ABOVE CHECK WITH TEAM, ATTENDING, AND CLERKSHIP COORDINATOR & DIRECTOR