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Office of Student Affairs 
Main (508) 856-2285
Fax (508) 856-5536
 

Mentoring
(508) 856-2304

studentaffairs@umassmed.edu

How do I?

How do I do an overseas rotation?

Students considering international electives must discuss their plans with their UMMS Elective Advisor. Additional information can also be found here.
 
UMMS offers many opportunities for students to take electives abroad. These electives can range from clinical rotations, language or cultural immersion, to research experiences. Many of these electives are in third world countries, but others are available in all regions of the world.

A maximum of eight clinical elective credits (eight weeks) will be granted toward graduation for international electives; up to one Type C elective credit may be earned for approved language immersion programs in addition to the clinical electives noted above.

For students not enrolled in good standing or not making satisfactory academic progress, international elective requests may require additional review by the Clinical Science Academic Evaluation Board (CSAEB) before travel is approved.

For all international electives, students receive an evaluation form electronically from the Office of the Registrar in advance of the elective. It is the responsibility of the student to give the evaluation form to the elective coordinator, and to return the completed evaluation to the UMMS Office of Undergraduate Medical Education upon their return to UMMS.

For more information, contact the OUME International Medical Education Program.

How do I apply for a fifth year option?

In order to extend, a student will need to complete the Fifth Year Option Form. On the application form, there are instructions on what additional steps you will need to take in order to complete the application.

The Fifth Year Option requires extension of the educational program for completion of the MD degree, including a minimum of 9 credits per semester for up to two semesters. This option is not intended for students who are required to extend their program in order to complete courses required for the regular MD degree (e.g. decelerated students, students remediating courses, or students who took a leave during their regular program). The option is under the oversight of the Office of Student Affairs and will be overseen by the Associate Dean for Student Affairs. Common reasons for application for entry into the Fifth Year Option:

  • extended international experience
  • extended research experience
  • extended clinical experience

Requirements for completion of Fifth Year Option:

  • Students may elect to enroll in the option for one or two semesters.
  • Extension of a one semester into a two semester option is permissible with approval of CSAEB (if, for example, a research project is found to take longer than anticipated). If the option extends into the second semester, the student is required to successfully complete a minimum of 9 credits during the sec- ond semester.
  • A minimum of 9 credit hours must be taken per semester of enrollment.
  • Students must fulfill educational objectives s/he set out in his/her proposal.
  • Students will be held to the same standards of academic and professional behavior as during the regular MD program.
  • Students beginning this option will not be eligible for the MD degree until they have completed the Option as approved.
  • Failure to successfully complete this option once approved and begun may result in consequences up to and including dismissal.

Opportunities to apply:

  • Students may apply for the Fifth Year Option at any time after matriculation. The expectation is that most proposals would be made at the end of the third or beginning of the fourth year.
  • Proposals must be submitted to the CSAEB for approval by April 30 of the year preceding the fifth year of enrollment (e.g. by April 2017 for entry into the Option in AY 17/18).

Application process:

Student must meet with:

  • His or her Learning Communities Mentor.
  • Associate Dean for Student Affairs or designee.
  • Appropriate sponsor/s.
  • Research mentor if a research proposal is part of the Option.
  • Specialty advisor if a specialty field has been chosen; otherwise the LC mentor letter of support will suffice.
  • Director of Financial Aid or designee.
  • His or her Capstone Advisor
  • Others as may be determined by the Associate Dean for Student Affairs.

Applications must be submitted via the form with supplemental emails of support from:

  • Email of support from the student’s Learning Communities Mentor.
  • Email of support from an international advisor if participating in a global experience.
  • Email from the Director of Financial Aid or designee attesting that the student understands the financial ramifications of application for the Option.

Option details:

  • Enrichment courses may be started during the fourth or the next to last year of enrollment, with required courses completed during the fifth or the graduation year.
  • A single semester option may be completed in the fall or spring semester.
  • Students may be eligible for federal financial aid but must consult with the financial aid director for specific information.
  • Institutional gift aid will not be made available to Fifth Year Option students.

Approval will be by the CSAEB; CSAEB may choose to appoint a subcommittee to pre-review all proposals and recommend action before voting by the entire committee.

Fifth Year Options that include International Experiences:

All Fifth year option requests must be approved by the Clinical Science Academic Board, as noted above, and not the Office of Global Health (OGH) or the Office of Undergraduate Medical Education (OUME).  However, students do need OUME and OGH pre-approval for any global health experience. The process is described on the OUME website.

Courses taken to fulfill the requirements for the option will be noted in the MSPE and on the transcript.

(Approved by EPC on 6/4/2012) (rev. 060315)

How do I extend?

In order to extend, a student will need to complete the Application to Extend. On the application, there are instructions on what additional steps you will need to take in order to apply for an extension.

Most students at the University of Massachusetts Medical School will complete their course of study in four years. However, students may wish to pursue opportunities for research, other academic enrichment such as international programs, completion of work toward another degree, or may experience child care responsibilities, financial, health, personal or family problems. In addition, students may occasionally experience academic difficulty. For any of the above reasons, students may request program extension, or be recommended for program extension by the appropriate Academic Evaluation Board.

As of May 2, 1995, the following policy regarding Extended Students will apply. This policy will apply to matriculated UMass Medical School, School of Medicine students only.

A medical student will be considered to be on “Extended Student” status (“ES”) when that student’s anticipated year of graduation is more than four academic years from the academic year of admission. The change in student status will be effective from the date at which the student begins the action which will extend the program (i.e. withdraws from a required course, begins a leave of absence to do research or other enrichment program, enrolls for fewer than the usual full load of courses).

School policy requires a student to take a minimum of eight (8) semesters of enrollment and allows for a maximum of 12 semesters of enrollment in medical student courses to complete the MD degree.

Students MUST be registered for a minimum of nine (9) credit hours for that semester by two weeks before the start of the semester and must maintain a minimum enrollment of 9 credit hours during the semester in order to maintain active student status (eligibility for course credit, malpractice insurance, financial aid, etc.) 

Students should be aware that in many states, extended status will result in automatic review by the Board of Registration when the initial license is applied for. Because this may result in a minor time delay, students on Extended Status are therefore advised to apply for their temporary license as soon as feasible.

In addition, students should understand that in many states not more than seven (7) years may elapse between the initial passing of Step 1 of the USMLE and the taking of Step 3. Current information on this may be obtained at the Federation of State Medical Boards (FSMB) website.

Students enrolled for any medical school courses for credit, including students on ES status will be assessed the full medical school tuition for each semester of enrollment.

The first semester in which the student is enrolled for medical school courses for credit after completing eight full semesters of assessed UMass Medical School tuition, excluding any prior semesters for which a Post Sophomore Fellowship tuition waiver was received (such as the “Pathology year”), the student’s status will change to “Extended Student/ Program Fee” (“ESPF” status).

Extended Students and the Financial Ramifications

Students in Extended Student Program Fee (ESPF) status will not be assessed tuition and will be required to pay a program fee plus all applicable student fees. Students in ESPF status will be considered full time, active, matriculated medical students. A student may continue in ESPF status for a maximum of four semesters.

A semester for which only partial tuition was paid (i.e. a semester during which the student withdrew and received a pro-rated tuition rebate) will not be credited toward the four full semesters of assessed UMass Medical School tuition.

Students transferring from other medical schools will not be eligible for ESPF status until they have completed eight full semesters of assessed UMass Medical School tuition.

Please see “Criteria for Academic Review and Advancement and Office of the School Bursar” for more information. (rev. 06/03/15)

How do I get help for a needlestick?

For students who experience an exposure to blood, visibly bloody fluid, body fluid, e.g. cerebrospinal, synovial, peritoneal, pleural, amniotic, semen, secretions from a needlestick/cut or splash to eyes, mouth, nose or open cut, animal bite/lab injury.

What to Do:

1. Gently bleed, wash, flush affected area with soap and water.
2. Page the BUGS beeper 77- BUGS ( 2847)
3. Notify your supervisor/supervising resident (if there is one) and Clerkship director.
4. Obtain Evaluation - Don’t Delay!  It is important to be evaluated within 2 hours of exposure. You may have to begin immediate treatment. 

    Employee Health University Campus (774)-441-6263 Hours M, TU, WED, & FRI 7:00am - 3:30pm  (Closed Thursdays)

    Employee Health 291 Lincoln Street, Suite 100 (508) 793-6400 Hours M-F 7:00am - 5:00pm

                                If after hours, go to the Emergency Department.

    DO NOT go to Student Health for any immediate attention for a needlestick/body fluid exposure.

5. Fill out incident report (available in each department) and bring to Student Health.
6. All students with exposures will go to Student Health for Follow-up after initial visit in the ER or with Employee Health.

At all other sites (rotations/clinicals), students should follow the protocol at that site for initial treatment and follow-up will be provided through Student Health.

How do I note a name change?

To note a name change, you will follow the process noted below.

  • Confirm change with the Registrar's Office
         -Registrar will notify the Office of Student Affairs and the Curriculum Committees, IREA
         -Registrar also sends a copy to the student, with cc to the Help Desk for the Medical School

  • Change name within Clinical Information Services
         -Open Ournet (Preferred browser is Internet Explorer)
         -Click on "IS Self Service" (right side of page about 2/3 of the way down)
         -Click on "New Security Accress Request" (again on right of page)
         -Complete form. You will scroll to the third section titled "Request Information" and choose "Name Change" under reason for request. You will then fill out information around your old and new name.
          This request does not need a manager's approval and can be completed by the individual.

How do I obtain a Urine Drug Screen?

If you are scheduled for a clinical rotation/assignment at any of the sites noted below, you will need to complete a urine drug screening (UDS) test. Following your assignment to one of these sites, the site coordinators will remind you with your welcome/information email that you will be required to complete a UDS. While we expect that more sites will require this testing in the future, the UMMS affiliate sites that currently require UDS include:

  • Baystate Medical Center
  • Harrington Memorial Hospital
  • St. Vincent Hospital
  • Southern New Hampshire Health System
  • Tara Vista

Additionally, please note that many hospitals that are selected for away rotations may require a UDS before you will be approved for the away rotation. 

UDS testing at UMMMC Employee Health Services
If you are scheduled for a rotation at St. Vincent’s, Baystate Medical Center, Tara Vista, or Southern New Hampshire (or if you need to complete a UDS at the request of a hospital unaffiliated with UMMS, for an away rotation), you will complete the drug screening at Employee Health Services (291 Lincoln St, Worcester).  Please download the UMMS consent form and take it to Employee Health Services for the UDS. You must make an appointment beforehand with Employee Health. To do so, please call their office at 508-793-6400. You must sign the consent form in the presence of the drug screening staff, so please do not sign the form beforehand. Please forward the signed consent to the Student Affairs office for our records. The cost of the screening is covered by UMMS. Please note that it can take up to 7 business days for results to become available. Results must be finalized before the first day of the rotation, so students should plan accordingly.

UDS testing at Harrington Memorial Hospital
If you are scheduled for a rotation at Harrington Memorial Hospital, you will complete the drug screening at the HMH employee health department (32 Oakes Ave, Southbridge). Appointments may be made by calling 508-765-3093. You will need to download the HMH consent form and take it to their office when you arrive for the drug screening. You must sign the consent form in the presence of the drug screening staff, so please do not sign the form beforehand. Please forward the signed consent to the Student Affairs office for our records. You will need to pay for the cost of this screening ($50). Please note that it can take up to 7 business days for results to become available. Results must be finalized before the first day of the rotation, so students should plan accordingly.

Employee Health will forward us your results. Our office will notify the site that you are in compliance with testing. Any positive tests will be reported to the Associate Dean of Student Affairs.

For more information about the policy and procedure, please go here.

How do I pick up a pager?

General Information:
All pager transactions (requests, returns, replacements, payments) are handled through the Office of Student Affairs, S1-131.

  • Pager Fees

    • Standard lease fee: $5.00 / month
    • Replacement fee (lost or stolen): $40.00
  • Pager Request Form

Students on Core Clinical Experiences:

  • Students are required to have a pager while on all Core Clinical experiences.  
  • For rising CCE students, pagers are available for pick up during the Transition to Core Clinical Experiences. Students are required to complete the annual regulatory training modules in Blackboard before they can be issued a pager.
  • In order to obtain a pager, students must complete a Pager Request Form and return it to the Office of Student Affairs. A check in the amount of $60.00 (payable to "UMMS Student Pagers") must accompany the signed Pager Request Form.  The pager fee covers May 1st-April 30th.
  • MD/PhD Students: Please return your pager to the Office of Student Affairs before entering the PhD portion of your program. 

Advanced Studies Students:

  • Advanced Studies students are required to have a pager while on the Required Subinternship. Other Advanced Studies courses may also require a pager. 
    • Advanced Studies students may choose to keep their pager for the academic year noting that standard lease fees of $5.00 /month will apply until the pager is returned to the Office of Student Affairs.
    • Students on a Leave of Absence (LOA): Students are encouraged to return their pager to the Office of Student Affairs prior to starting a Leave of Absence.  Lease fees apply until the pager is returned to Student Affairs.
    • MD/PhD Students:  Please return your pager to the Office of Student Affairs if you are entering the PhD portion of your program.  Pager fee balance will be due upon returning the pager.   
    • Please note that standard lease fees of $5.00/month will apply from May 1 until the pager is returned to the Office of Student Affairs.

Important: Pagers must be returned to the Office of Student Affairs. Returning your pager and paying for all applicable fees is a part of the "Certification for Graduation" process.

How do I request a CORI/Background Check?

Often, a visiting rotation site requires a Criminal Background Check before a student is permitted to participate in their rotation. The steps to initiate a Criminal Background Check are as follows:

Massachusetts CORI:  Student should complete both UMMS CBC Consent & Waiver and UMMS CORI Form as found on the right hand side of this page. Completed forms and a copy of a valid driver's license or government issued photo identification, should be emailed to Bethany Carter or brought to the Office of Student Affairs room S1-131.

National Criminal Background (NCB) Check:  UMMS uses an external agency (CSI) for processing NBC checks.  Students requesting a NCB should email Bethany Carter. She will process your request through CSI and release an email to you with log on instructions. Students should follow all application instructions carefully and respond quickly to all requests for additional information from CSI to ensure that their NCB is processed in a timely manner. 

Students will receive an email notification when their background check is complete. If a student is interested in receiving a copy of their CORI report or CSI report, they must complete either a CORI and/or CSI Dissemination Form in person at the Office of Student Affairs (S1-131) and must present a valid photo ID at that time.

How do I request a letter of good standing?

In order to formally request a Letter of Good Standing from the Associate Dean of Student Affairs, you will need to complete the UMMS Letter of Good Standing Request Form. Please follow the directions on the form and fill out all necessary fields. The Office of Student Affairs will complete the any additional forms, if needed.

In order to receive a Letter of Good Standing, students are required to annually pass (100% completion) all Annual Regulatory Training modules in Blackboard. OSA verifies passing grades before generating a Letter of Good Standing. Requests for a Letter of Good Standing must be submitted at least 14 days in advance of the due date of the letter, with additional lead time preferred.

If you have any questions regarding a letter of good standing request, please contact Student Affairs.

If you need the School Seal, the Registrar’s Office is able to stamp documents once you've received the Letter of Good Standing. Transcripts can be requested by completing the Document Request Form or by going to the Registrar’s Office in room S1-844.

How do I request a transcript of my USMLE scores?

To obtain your USMLE transcript or have it sent to a third party, you must contact one of the three USMLE registration entities. Which entity you contact depends on which Steps you have taken and where you want your transcript sent.

To have a transcript sent to a medical licensing authority at any time, submit your request through the FSMB.

If you have not registered for or taken Step 3 and you want a transcript sent to a third party other than a medical licensing authority, submit your request through the same entity that registered you for Step 1 and/or Step 2, the ECFMG or the NBME.

Once you register for or take Step 3, all requests for USMLE transcripts must be submitted through the FSMB.

See USMLE Bulletin: Scoring and Score Reporting - Transcripts.

How do I take a leave of absence?

In order to request a Leave of Absence, a student will need to complete the LOA Application Form. On the application, there are instructions on what additional steps you will need to take in order to complete the application.

Definition of a leave: A Leave of Absence (LOA) is a temporary interruption of studies for one or more semesters. An approved LOA is generally not for more than one year, except in the case of students pursuing joint degrees, either at UMass or in conjunction with another degree-granting program. A student on an approved LOA prior to the start of the semester will not be assessed tuition and fees, although the student may choose to maintain his/her health insurance coverage by paying the appropriate fee. All other students are assessed a refund of tuition and fees based on the date of withdrawal and whether or not he/she is a Title IV Financial Aid recipient. Leaves of Absence may have other financial consequences for financial aid recipients. Please refer to the Bursar and Student Financial Aid sections of the Medical School Student Handbook or contact the Bursar’s Office or the Office of Financial Aid for details.

Financial repurcussions: A student on an approved leave of absence prior to the start of the semester will not be assessed tuition and fees, although the student may choose to maintain his/her health insurance coverage by paying the appropriate fee. All other students are assessed a refund of tuition and fees based on the date of withdrawal and whether or not he/she is a Title IV Financial Aid recipient. Leaves of absence may have other financial consequences for financial aid recipients.

For more info on our leave of absence policy, please refer to the student handbook.

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