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Job Aids and Templates for the VSAS® System

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Resources to help institution administrators upload rosters, create elective catalogs, and more.

COVID-19/VSLO® Technical Guidance

COVID-19/VSLO® Technical Guidance: This job aid provides Host institutions with an overview of what should be reviewed and updated in the Visiting Student Application Service (VSAS®) if institutional polices regarding visiting students have changed due to COVID-19.

Home Institutions

Institutional Management

  • Managing Your Staff Users: This job aid provides instruction on how to create and review an invitation and send it to institution users who require access to the VSLO application service, need to view active and inactive users, make edits to users, or activate and deactivate users. The VSLO program grants access to your institution’s primary contact. The primary contact can invite all other institutional users.
  • Role Management: This job aid provides instruction on creating, viewing, editing, or deleting a user role.
  • Setting Up Billing Contact Information and Verification Questions: This job aid will walk you through the process of viewing and editing your institution’s contact information for participating students as well as billing contact information for your institution. You will also learn how to view and make changes to the default verification questions for your students prior to verifying a student in the VSLO application service.

Managing Your Student Users

  • The Student Roster Upload Template and Job Aid are for non-AAMC-member medical schools or DO-granting schools in the U.S. or Global Networks.
  • The Student Roster Upload in Both Networks and Job Aid for Both Networks are for non-AAMC-member medical schools or DO-granting schools that participate in both the U.S. and Global Networks.
  • Adding Your Students: This job aid provides a step-by-step process for adding students to your student roster. Step-by-step instructions are provided on how to add a single student or multiple students.
  • Inviting Students: Once students have been added to your roster, they must be invited to gain access to the VSLO application service. This job aid takes you through the process of searching for students, inviting them, and resending or canceling an invitation.
  • Editing Students: This job aid will walk you through how to search for a student in the VSLO application service or view and/or edit student application information. It also provides instruction on how to view student verification questions and student documents.

Application Processing

  • Fulfilling Your Student Requirements: This job aid demonstrates how to search for a student in VSLO and view student information, and it also walks through the process for viewing, editing, and fulfilling student requirements.
  • Verifying Students: A critical task performed by Home institutions is verifying a student’s eligibility for away rotations. This job aid provides instruction on how to locate a student awaiting verification in the VSAS system view this information, make edits if necessary, and complete the verification step.
  • Releasing Applications: This job aid provides instruction on how to search for and release a single student application or applications in bulk. It also includes instructions on how to indicate that an application should not be released.
  • Home Application Statuses Glossary: This document is a glossary with definitions of the various statuses displayed to Home institution users.
  • Reports Overview: This is a summary of the reports available in the VSAS system.

Host Institutions

Institution Management

  • Managing Your Staff Users: This job aid provides instruction for a primary contact on how to create and review an invitation and send it to an institutional user who requires access to the VSAS system to view active and inactive users, make necessary edits to users, and activate and deactivate users. The VSAS system grants access to your institution’s primary contact. The primary contact invites and gives access to all other institutional users.
  • Role Management: This job aid provides instruction on creating, viewing, editing, or deleting a user role.

Elective Catalog

Each host institution is required to upload an elective catalog for each academic year. The following resources will help with the creation of the file you will upload to the VSAS system.

Application Processing