1. Senior Scheduling – 2019 What do I need to take? What should I take?
When should I take them?
How and When 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 Dec 31
Course requirements years 3 and 4
Capstone Project (MD/MPH)
Miami RMC
Core Clerkships 43 weeks 49 weeks
Required Clerkships 26 weeks 20 weeks
Elective Courses 14 weeks 14 weeks

3. Course Requirements Yr3/4 Miami – 83 credits
Core Rotations* 43 wks
Patient Safety Wk 1 wk
Medicine 8 wks
Surgery 8 wks
GPC 4 wks
Family Medicine 4 wks
OB/GYN 6 wks
Pediatrics 6 wks
Psychiatry 6 wks
Electives 14 wks
Required Rotations 26 wks
Anesthesia 2 wks
Emergency Med 4 wks
Geriatrics 4 wks
Neurology 4 wks
Radiology 1 4 wks
Sub-internship A 4 wks
Sub-internship B 4 wks
*Core Rotations – completed by June 2019

4. Course Requirements Yr3/4 RMC – 83 credits
Core Rotations* 49 wks
Transition to CKs 1 wk
Integ. Medicine 12 wks
Geri / Palliative
Radiology
Integ. Surgery 12 wks
Anesthesiology
Family Medicine 6 wks
OB/GYN 6 wks
Pediatrics 6 wks
Psychiatry 6 wks
Electives 14 wks
Required Rotations 20 wks
Adv Geriatrics 2 wks
Community & Public Health Practicum 2 wks
Emergency Med 4 wks
Neurology 4 wks
Public Health Clerkship 4 wks
Sub-internship 4 wks
*Core Rotations – completed by June 2019

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 (Emily Rattray)
Required Clerkships must be taken at the RMC (EM, Geri, Neuro, PH Clerkship)

7. Senior Scheduling – 2019 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 Clinical Course Catalog
Important Documents for Students on the MedEd website
Last chance to learn outside of specialty
Vs Choose within your desired specialty
Caveat – Competitive specialties want to see the love
Get Letters / Exposure to key faculty
Advice – Interest Groups / Seniors / Housestaff / Faculty / Advising Deans
Advising Dean Group Meetings
What if you’re still Undecided about your future specialty?

9. Taking Key Rotations early
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’s early in the year
Neuro, Geri, EM, PublHlth in the Spring
Externships may have limited availability

10. Senior Scheduling – 2019 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 prior to going on externships
Student must be in good standing (JSPC)
Go thru Office of Student Affairs (Lindsay Buddle / Linda Hung)
VSLO vs Direct application (non-VSAS)
Paperwork submitted and approval granted PRIOR to starting externship
Acceptance Letter & Contact Information Form must be brought to Ashley / Linda prior to starting
UMMSM must know where you are at all times
Must receive Evaluation / Grade to get credit
Beware of difficulty in scheduling
Availability / Screening of grades / Dates off sync

12. VSLO (formerly known as VSAS) (RMC)
Visiting Student Learning Opportunities
Global Health Learning Opportunities Includes Int’l electives sponsored by LCME-accredited US Schools (GHLO)
Access to VSLO provided early January (tentative)
Earlier access on a case-by-case basis
VSLO Primary Contact – Lindsay Buddle / Linda Hung
Documents to be uploaded (next slide)
Lindsay / Linda then verifies & releases application

13. Documents for VSLO (RMC)
Documents to be uploaded
Refer to “Applying for Externships” document under “Important Documents for Students” on the MedEd website Also, Lindsay / Linda will be sending a detailed with info
Health Ins, Liability, OSHA, HIPAA, Clerkships taken, BLS, In good standing, Background Check, Immunizations, Mask Fit, Transcripts
If planning on externship(s), start getting these ready
If in need of a more recent background check, go to the American Databank Website: (link available on the meded website)

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

15. Senior Scheduling – 2019 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?

16. Research Credit / Distinction
Guidelines posted
“Important Admin Documents for Students”
Clinical Course Catalog
Submission of Documents and Prior approval required
Julia Johnson - Office of Medical Curriculum
Reviewed by the Research Committee twice a year
Documentation required by February or May
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

17. Senior Scheduling – 2019 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?

18. What is Optimization?
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.

19. Cane Academy Videos - Miami
The Basics of Third and Fourth Year Scheduling: 
E-value Clerkship Optimization Software Tutorial: 

20. Cane Academy Videos - RMC
E-value Clerkship Optimization Software Tutorial: 

21. How to log in: Enter username & password
Go to Take a moment to bookmark this site. (Firefox browser recommended)
Enter username & password
Leave the Institutional Code blank
If you forget your password, there is a forgot password link in the login page.
If you don’t have your login and password Lindsay Buddle

22. Choose Program:

23. How to add preferences:
Click on the Schedules tab, then Schedule Optimization, and then Create & Manage Preferences link:

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. Entering Preferences/Preference Screens
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

26. 1 2 1
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. 2 3 3

27. 1 2 3 4
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. 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.
Preferences open Jan 26 – Feb 5

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 Draft Final Draft
NRS SubI July
Neuro Aug
NRS SubI Aug
ENT Feb
Neuro July
ENT Mar
NRS SubI any
Neuro any
ENT any
Including an “any timeframe” for Required Clerkships is a waste

32. Block #
DATES
Clerkship/Elective
OSCE
June 08 – June 09 00
June 10 – June 23 1A
June 24 – July 07 1B
July 08 – July 21 2A
July 22 – August 04 2B
August 05 – August 18 3A
August 19 – September 01 3B
September 02 – September 15 4A
September 16 – September 29 4B
September 30 – October 13 5A
October 14 – October 27 5B
October 28 – November 10
*6A
November 11 – November 24 6B
November 25 – December 08 7A
December 09 – December 20
WINTER BREAK
December 21, 2018-
January 05, 2019 7B
January 06 – January 19 8A
January 20 – February 02 8B
February 03 – February 16 9A
February 17 – March 01 9B
March 02 – March 15
10A
March 16 – March 29
10B
March 30 – April 12
11A
April 13 – April 26
11B
April 27 – May 10
Graduation
Saturday May 09, 2019
12A
May 11 – May 24
12B
May 25 – June 07

33. 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.
Sub-I’s and Required Clerkships MUST be preferenced at your home campus
Sub-I’s - 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

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

35. Time Off Requests – 2 types
Must have off - If you need a time frame Blocked Off, protected from being scheduled during Optimization, notify Dr. Mendez before January 20 ( )
Wedding
Major Family Vacation
Pregnancy / Surgery
Religious Holidays
Would like off – will depend on Optimization
Step 2, Interviews, Conferences, take a breather
Use MDR 1026 – Time Off

36. Restricted Rotations 1st three blocks
Family Medicine Sub-I’s
Medicine JMH, VA, and UMH Sub-I’s
OBGYN Sub-I’s
Pediatrics Sub-I’s
GenSurgery JMH Sub-I’s
Anesthesiology (post-OSCE 2wk block) - (none till 8/19)
Neurosurgery Sub-I (possibly 1st two blocks)
Orthopedics (1st six months)
Genetics and Metabolic Disease (all year – for now)
Don’t waste a Preference if not your Specialty of Choice
List of “Robust” Electives will be distributed in advance

37. First Choice Rotation Historically problematic Manual Assignment
Online questionnaire (will in Jan)
Planned Residency Specialty (as of now)
Three alternatives for First Choice Rotation / Time Frame Combination

38. Senior Scheduling – 2019 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?

39. Add / Drop Policies Senior schedule is fluid !!! Don’t fret.
Submit Add/Drop form to Lindsay Buddle
acceptable, but signatures must be included
Add/Drops after Optimization (Mar 6-12)
Frozen during Junior Optimization (Mar 13 – Apr 16)
Also Frozen Apr 25 – May 8 (Course Registration)
Jan 15, 2020 Deadline – Graduation Audit
You must have all required credits for graduation scheduled at all times
If you drop, you must add

42. Entering Preferences/Preference Screens
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

43. CaneLink – Course Registration
CaneLink ≠ eValue
eValue used for scheduling / rosters
CaneLink is the official list of courses taken, used for Grades and Transcript
Apr 25 – May 8
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.

44. Add / Drop Deadline May 15 Throughout the Year
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 – Check Clinical Course Catalog
Throughout the Year
Add/Drops accepted only during the one-week add/drop periods
NOTE No add/drops allowed within a month of the start of a rotation

45. During the Year
Contact Course Coordinator within 2 wks prior to starting
Computer and Hospital Access
JMH – Security / ID Badge / Cerner
VA – Background / CPRS
UMHC / UHT – UChart
BPEI – Kaleidoscope
JFK, HCH – Background / EMR / Others (1 mo)

46. Leave of Absence Coming? Going? I will communicate with you
Must communicate / seek approval from Student Affairs for final approval
Submit LOA requests to Dr. Campo / Belkowitz as early as possible, but definitely by May 1st

47. Senior Scheduling – 2019 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
99 wks - start of Junior yr thru Graduation
83 wks of Curricular time
43 wks Core Clerkships (3rd yr)
26 wks Required Clerkships (4th & 3rd yr)
14 wks Electives (4th & 3rd year)
4 wks of Winter Break
12 wks of Unscheduled Free time
This is separate from the 14 wks of Elective time mentioned above
Note – Flex Time is a separate unrelated designation

49. Time Management - Miami
12 weeks of Unscheduled Free time
6 wks Flexible Time during 3rd 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 taken by Dec 31
Dates get booked up early, especially Step 2 CS
Personal / Professional time
Interviews late Fall and Winter

50. Time Management - RMC 48 weeks – From OSCE through Graduation
32 wks of Curricular time
18 wks Required Clerkships (4th year) not 20, as 2 wks PublHlth Practicum is longitudinal in Yr3
14 wks Electives (4th 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 taken by Dec 31
Dates get booked up early, especially Step 2 CS
Personal / Professional time
Interviews late Fall and Winter
Capstone Projects

52. Financial Aid Implications
Two disbursements of Financial Aid
When you begin courses in the Fall
When you reach 50% in time and credits earned, whichever is later
If you make any schedule changes which impact when you complete credits, your Financial Aid disbursement may be affected

53. Sample Schedule MD YEAR 4 FALL SPRING 28 wks 18 wks
50% mark
1st Disbursement
2nd Disbursement
JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
FALL
Winter Break
SPRING 00 1A 1B 2A 2B 3A 3B 4A 4B 5A 5B 6A 6B 7A 7B 8A 8B 9A 9B
10A
10 B
11A
11B
12 A
12B
Gross Anatomy (2)
Externship (4)
Externship (4)
Emerg Medicine (4)
JMH Sub-I A (4)
Gen Surg Sub-I B(4)
Anesthesiology (2)
Wound Healing (2)
Unscheduled Time (2)
Unscheduled Time (2)
Radiology (4)
Geriatrics (4)
Neurology (4)
Ultrasound (2)
Unscheduled Time (2)
28 wks wks
Enrollment Period: 46 wks Total Credits: 40
50% in the enrollment period is 11/15/2019
50% credits earned is after 10/27/2019, money disbursed 11/15/2019

54. Sample Schedule MD YEAR 4 FALL SPRING 28 wks 18 wks
50% mark
1st Disbursement
2nd Disbursement
JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
FALL
Winter Break
SPRING 00 1A 1B 2A 2B 3A 3B 4A 4B 5A 5B 6A 6B 7A 7B 8A 8B 9A 9B
10A
10 B
11A
11B
12 A
12B
Unscheduled Time (2)
Externship (4)
Externship (4)
Emerg Medicine (4)
JMH Sub-I A (4)
Gen Surg Sub-I B(4)
Anesthesiology (2)
Wound Healing (2)
Unscheduled Time (2)
Unscheduled Time (2)
Radiology (4)
Geriatrics (4)
Neurology (4)
Ultrasound (2)
Infectious Disease (2)
28 wks wks
Enrollment Period: 46 wks Total Credits: 40
50% in the enrollment period is 11/15/2019
50% credits earned is after 11/10/2019, money disbursed 11/15/2019

55. Sample Schedule MD YEAR 4 FALL SPRING 28 wks 18 wks
50% mark
1st Disbursement
2nd Disbursement
JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
FALL
Winter Break
SPRING 00 1A 1B 2A 2B 3A 3B 4A 4B 5A 5B 6A 6B 7A 7B 8A 8B 9A 9B
10A
10 B
11A
11B
12 A
12B
Unscheduled Time (2)
Externship (4)
Externship (4)
Emerg Medicine (4)
JMH Sub-I A (4)
Unscheduled Time (2)
Unscheduled Time (2)
Gen Surg Sub-I B(4)
Gross Anatomy (2)
Anesthesiology (2)
Radiology (4)
Geriatrics (4)
Neurology (4)
Ultrasound (2)
Infectious Disease (2)
28 wks wks
Enrollment Period: 46 wks Total Credits: 40
50% in the enrollment period is 11/15/2019
50% credits earned is after 12/08/2019, money disbursed 12/08/2019

56. Senior Scheduling – Timeline
Jan 21 (8am) – Top 3 / Specialty Choices / Black Out Dates are due
Jan 26 – Feb 5 (8am)
Preferences entered in eValue
Feb 5 – Mar 5
Optimization Process runs and Results reviewed
Mar 5 (estimated) – Results released to students
Mar 6 – Mar 12 – Add/Drops open

57. Senior Scheduling – Timeline
Mar 13 – Apr 16 – Add/Drops suspended
Junior Scheduling / Optimization
Apr 17 – Apr 25 – Add/Drops re-opened
Apr 25 – May 8 – Add/Drops re-suspended
May 1
Leave of Absence – Deadline to notify Student Affairs (Dr. Campo/Belkowitx) intention to take year off
May 8
Add/Drops re-opened

58. Senior Scheduling – Timeline
May 15
All credits required for graduation (incl electives) must be scheduled by this date
Signatures required from many Departments for Add/Drops
Jan 15, 2020
Add/Drop Deadline, no further Add/Drops allowed

59. Academic Calendar
Sat.-Sun., June 8-9, 2019………… OSCE (Mandatory) Prior to Mon. June 10, 2019…………………………...……Registration (online) Mon. June 10 (Block 00)………..…….……...……..………Rotations begin Wed. Nov 5pm – Sun. Dec. 1, 2019….………….Thanksgiving Holiday Sat. December 21, 2019……………………………..…......Winter Break begins Mon. January 6, 2020………………………………………….Classes Resume TBA (third Friday of March)……………….………..……….Match Day TBA (second Saturday of May)…………….………….……Commencement
THERE ARE NO GUARANTEED HOLIDAYS OTHER THAN THOSE MENTIONED ABOVE CHECK WITH TEAM, ATTENDING, AND CLERKSHIP COORDINATOR & DIRECTOR