Join VSAS as a Host School in 2009!

U.S. LCME medical schools may now join VSAS as host schools in 2009 and VSAS hopes to welcome an additional 30-40 host schools! Listed below are the benefits of VSAS, how to join as a host school in 2009 and opportunities to speak with the pilot host schools.

Questions? Please contact Melissa Donner at 202-862-6002 or mdonner@aamc.org.

How Does My School Join?

Your medical school's Student Affairs and Student Records Institutional Representative will need to review, sign and return the VSAS Participation Agreement (PDF, 3 pages) to Melissa Donner by December 1, 2008. The agreement may be faxed to 202-862-6097 or emailed to mdonner@aamc.org.

Why VSAS? What are the Benefits?

Host schools use VSAS to handle their senior away elective applications from eligible applicants (currently applicants from US LCME-accredited medical schools) and enjoy the following benefits:

• Reduce paperwork
• Standardize online application
• Track receipt of non-VSAS documents (VSAS documents: immunization forms, photographs, CVs and transcripts)
  
• Receive immunization forms electronically
• Allow applicants to request their own start/end dates, if appropriate
• Track elective enrollments
• Provide online searchable elective catalog

How Does VSAS Work?

A general guide can be found in the How to Use VSAS section of this Web site, but, briefly, the following application processing steps are available through VSAS:

• Determine eligibility of applicants
• Schedule or deny applications
• Approve scheduled applications by departments (optional step)
• Notify applicants of host school decision
• Track applicant responses

Pilot Host School Feedback

"Due to VSAS, we are starting to receive applications from parts of the country where we haven't seen applicants before. The system has been very easy to implement and has improved our existing application processing procedures."
—Chris Meiers, Assistant Dean of Students/Registrar, University of Kansas Medical Center

"Our students love using the Visiting Student Application Service. They have been impressed with ease of use and appreciate the quick reply they receive from the schools. From their perspective the only drawback has been the limited number of schools using the system. On the administrative end it is also a success. The support we receive from you and your colleagues is outstanding! I am so glad we were selected to participate in the pilot."
—Ellen DiFiore, Registrar, Boston University School of Medicine

"At Georgetown, we have benefited greatly from serving in the VSAS pilot program as a host school. Specifically, the organizational control that VSAS brings to the visiting student process eliminates the paper that we previously labored under. The Web-based program securely houses the applications, and prevents the confusion that was associated with this process. Data is easily retrievable, either individually or in the aggregate. A much more streamlined system. Our clinical departments are pleased that we are quickly able to analyze student requests, and make elective offers in a more timely fashion."
—Linda Gwinn, Assistant Dean for Curriculum Management, Georgetown University School of Medicine

"This program saved OHSU (and me) a lot of time and trees. My visiting student files went from a full lateral file drawer to about 6 inches of file drawer space. The applications arrived online in a logical and easy to read format. It was easy to contact the applicant and if necessary their home school. My departmental coordinators and their faculty liked receiving the applications online instead of the paper copies of the past. They were able to track their visiting student applicants better and everyone agreed that it was a success."
—Marcia DeCaro, Student Records Manager/Visiting Student Coordinator, Oregon Health & Science University

"VSAS has drastically changed the face of our visiting students application process, both for our student body and visiting student applicant pool. Convoluted pipelines have been streamlined, and chaotic back-and-forth of hard-copy applications and information has been replaced with efficient communication and organization. We have far less opportunities to become burdened by the needs to track down 'missing applications' or verify eligibility hastily. Any visiting student application process, however centralized or not, will benefit from the efficiency and user-friendliness offered by VSAS."
—Sofia Almeda, Assistant Registrar, University of Texas HSC, San Antonio

Annual Fee

Host schools will pay a $500 annual fee to accept visiting student applications through VSAS. This fee will be assessed each fall, beginning fall 2009.

Have Questions? Want to Learn More?

In addition to the following, the VSAS Participation Agreement (PDF, 3 pages) carefully outlines host school and AAMC responsibilities.

Question and Answer Session with Pilot Host Schools
Representatives from the 10 pilot host schools are available by teleconference to answer questions from prospective schools and to share their experiences this year.
RSVP: Please e-mail Melissa Donner at mdonner@aamc.org for call-in details.

Thursday, October 16 at 3:00–4:00 p.m. (ET)
Tuesday, October 21 at 11:00 a.m.–12:00 p.m. (ET)

AAMC ANNUAL MEETING
Many VSAS related activities will be held during the Annual Meeting in San Antonio, TX (October 31 - November 5).

• VSAS Update Session
  Friday, October 31 at 1:00–2:00 p.m.
  This session will provide a look at VSAS' usage during its pilot year, software enhancements available in 2009, and "lessons learned" by some of our home and host schools.


• VSAS "Quick" Update at the GSA Registrars and Records Officers Session
  Saturday, November 1 at 3:00–4:00 p.m.
  Because Friday's VSAS Session runs concurrently with the NRMP's, a quick 15-20 minute VSAS update has also been placed on this agenda.


• VSAS Booth
  The exhibit hall will be open:
  Sunday, November 2 - 9:00 a.m.–1:00 p.m. and 3:30–5:30 p.m.
  Monday, November 3 - 9:00 a.m.–1:00 p.m.
  Stop by the booth to see prototypes of 2009 software enhancements, have your questions answered and have a chance to speak with a representative from one of our pilot host schools, the University of Texas HSC, San Antonio.

Speak with VSAS
If you would like to speak one-on-one with a VSAS representative, please contact Melissa Donner, VSAS Senior Specialist, at 202-862-6002 or mdonner@aamc.org.

VSAS Web Site
The VSAS for Host Schools Web site was designed to assist our current and future host schools. Please review these Web pages for additional information, FAQs, and online documentation and resources.