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  • TMDSAS Policies for Applicants and Member Institutions

    Sections

    I. General Guidelines

    II. Applicant Responsibilities Before and During Application Process

    III. Applicant Responsibilities Post-Submission

    Addenda

    A-1: Applicant User Agreement

    B-1: Application Certification Statements

    C-1: Approved Application Changes Post-Submission

    D-1: Pre-Requisite Course Definitions 

    D-2: Requirements for BCPM Inclusion

    E-1: General Guidelines for Conduct of the Match

    I. General Guidelines

    • Services for Residents and Non-Residents
      • An applicant must apply through the Texas Medical and Dental Schools Application Service (TMDSAS) to be eligible for acceptance into participating medical, dental, or veterinary schools. Exceptions to this policy are as follows:
        • Participating dental schools may also accept applications from non-Texas residents through the Associated American Dental Schools Application Service (AADSAS). All Texas resident applicants must apply through TMDSAS.
        • UT Southwestern Medical Center, UT Medical Branch in Galveston, McGovern Medical School, Long School of Medicine, Texas A&M HSC College of Medicine, and Texas Tech HSC-Lubbock accept applications through the American Medical College Application Service (AMCAS) for MD/PhD and JD/MD program applicants only. Non-TMDSAS Applicants who are extended an offer will be added to the TMDSAS database for statistical and reporting purposes.
    • Deadlines
      • The online application will be available Wednesday, May 1, 2019 at 8:00 am CT.  The deadline to submit the application is 5:00 pm CT on Tuesday, October 1, 2019.
      • All application documents, including primary application forms, transcript(s), letters of evaluations, etc., must be submitted by October 15th, 2019 to TMDSAS. Deadlines and important dates for the entry year 2020 application cycle are listed on the TMDSAS website under Deadlines.
    • Application Fees
      • The application fee is a non-refundable, flat fee of $185.00 and is payable by credit card only.
      • TMDSAS does not grant application fee waivers.
    • Required Policy Disclosures
      • Applicants must agree to the Applicant User Agreement in order to begin the application. (See Addendum A-1)
      • Applicants must sign the Application Certificate Statement in order to submit their application. (See Addendum B-1)
    • Technical Standards
      • Prior to submitting an application, applicants should read and understand the Technical Standards/Essential Functions for admission and graduation at each school with which an applicant is applying. If accepted to medical school, applicants will be required to sign a statement indicating they are able to meet these standards with or without accommodations.
    • Communicating with TMDSAS
      • The application internal messaging system is the official mode of communication with TMDSAS.
    • Reapplicant Definition
      • A reapplicant is defined as one who has previously submitted an application that was transmitted to any TMDSAS medical, dental, or veterinary school

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    II. Applicant Responsibilities Before and During Application Process

    • Supporting Documents
      • Test Scores: There is a five-year time limitation for MCAT and DAT scores to be considered valid.  Scores from tests taken before January 2015 will not be accepted for the 2020 entry year application cycle.  All test scores received by TMDSAS will be transmitted to the schools to which the applicant is applying.  The highest MCAT score reported, for either the old or new exam, is the official score used on all TMDSAS medical school prepared reports.  The most recent DAT score reported is the official score used on all dental school prepared reports.

    Veterinary school applicants must have taken the GRE between September 2015 and September 2019 to be considered for entry class 2020.

      • Transcripts: must be submitted and include the Fall 2019 coursework in order for an application to be validated.
      • Letters of Evaluation: must be submitted or postmarked by October 15, 2019.
    • College Coursework
      • Education Eligibility Requirements
        • Applicants must have completed a minimum of 90 semester hours (or 134 quarter hours) at a regionally accredited U.S. or Canadian college or university.
          • Graduate courses may not be used to satisfy the 90-hour requirement 
        • All pre-medical requirements must have been completed at a regionally accredited US or Canadian university/college.
      • Prescribed Coursework
        • Each required course must be completed with a grade of C or better. Courses taken Pass/Fail or Credit/No Credit will not count towards meeting the requirement. (See Addendum D-1 for definitions)
        • Courses for non-science majors or for health career majors (i.e. nursing, pharmacy, allied health sciences, etc.) will not satisfy the prescribed course requirements. All required coursework must be applicable towards a traditional science degree.
        • Graduate courses may only be used to satisfy the Statistics requirement.
      • Course Requirements for Inclusion in the Biology, Chemistry, Physics, and Math GPA
        • Courses taught in the departments of Biology, Chemistry, Physics, or Math are always included in the BCPM, including courses that are introductory, elementary, and/or for non-science majors. See Addendum D-2 for a more comprehensive list.
      • Pre-Freshman Coursework
        • Advanced Placement (AP): Credit is accepted only if the school granting the credit lists the specific course(s) and number of units granted per course on an official transcript.
          • If AP credits appear as lump sum credit on the transcript, a letter from the college or university registrar specifying course equivalency for credit earned will be required in order to receive credit for the courses.
        • International Baccalaureate (IB): Accepted only if the school granting the credit lists the specific course(s) and number of units granted per course on an official transcript.
      • Course Entry Requirements for Processing
        • Planned coursework must be entered if an applicant plans to enroll in courses in terms post-submission of their application.
        • Spring grades of the current year along with all grades from previous coursework must be entered before an application will be processed.
      • Study Abroad Coursework
        • Acceptable study abroad coursework credit should be listed on the transcript of a U.S. or Canadian institution and should include credit hours and grades.
          • Study abroad coursework that appears as lump sum credit on the transcript will not be accepted and will require a foreign transcript from the institution in which the course was taken, and the foreign institution should be listed on the application.
        • Study abroad coursework not accepted by a U.S. institution should be listed separately on the application and an official transcript will be required.
          • In the event an official transcript is not accessible, the applicant should inform TMDSAS and the schools to which the applicant has applied will be notified.
      • Foreign Coursework
        • Foreign coursework accepted by U.S. accredited institutions will count toward the 90-hour requirement. However, the hours will not be included in the overall GPA.
        • Foreign coursework will not count towards meeting any of the prerequisites, even if transfer credit has been given for them by a U.S. or Canadian institution.
        • Each participating school’s policy regarding foreign coursework is stated on the TMDSAS website.

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    III. Applicant Responsibilities Post-Submission

    • Appealing Course Coding Decisions Made in Processing
      • Applicants may appeal course coding changes made during processing. To initiate an appeal, applicants must send a written statement to info@tmdsas.com and include a copy of the course syllabus from the term the course was taken, along with a short justification. Coursework appeal decisions are made on a weekly basis and applicants are notified of the final decision within 7-10 business days of receipt of the appeal and supporting documentation. All appeal decisions are final.
    • Appealing Residency Determinations
      • Applicant state of residency is determined at the time of processing. Applicants may be required to submit supporting documentation.
      • Residency Decision Appeals: Applicants may appeal a residency determination. To initiate an appeal, applicants must send a written statement with supporting documents to info@tmdsas.com. Appeals are reviewed by the Residency Appeals Committee on a weekly basis and applicants are notified of the final decision 7-10 business days of receipt of the appeal and supporting documentation. All appeal decisions are final.
    • Secondary Applications
      • Administration and processing of secondary applications is the sole responsibility of the medical school that requires it.
      • Assessment and collection of additional secondary application fees will be the sole responsibility of the participating school assessing the fee.
    • Communicating Updates to TMDSAS
      • Applicants who remain under consideration for admission should keep TMDSAS informed of the address and telephone number where they can be reached. Applicants who are unavailable (e.g. foreign travel) should instruct and grant authority to a parent or other individual to act on their behalf. TMDSAS must be notified of this designation by the applicant.
      • Applicants must promptly notify TMDSAS of any change of address. Applicants may change their address by logging on to their application. Go to the [Contact Info] page and make the update(s).
      • After the date of submission of the TMDSAS application, if an applicant is charged, convicted of, plead guilty, or no contest to a felony or misdemeanor crime, they must inform TMDSAS as well as the admissions office of each school to which they have applied. The applicant must notify TMDSAS and each school within ten business days of the occurrence of the criminal charge or conviction.  Failure to do so is grounds for rejection of their application, withdrawal of any offer of acceptance, dismissal after enrollment, or rescission of any degrees granted.
      • After the date of submission of the TMDSAS application, if an applicant become the subject of an institutional action or disciplinary action by a state licensure board, after the date of original application submission, they must inform TMDSAS as well as the admissions office of each school to which they have applied.  The applicant must notify TMDSAS and each school within ten business days of the occurrence of the institutional action.  Failure to do so is grounds for rejection of their application, withdrawal of any offer of acceptance, dismissal after enrollment, or rescission of any degrees granted.
    • Approved Changes to the Application
      • After submission of an application, applicants are only allowed certain changes to the application. See Addendum C-1 for a list of approved post-submission changes.
    • Interview Protocol and Etiquette
      • Applicants must respond promptly to all invitations for interview. In those instances, when an applicant cannot appear for a previously scheduled interview, the applicant is responsible for promptly notifying the school. The cancellation should be undertaken by telephone with the school, followed by an email. If an applicant cancels an interview within 72 hours of scheduled day and time, and TMDSAS is notified by an institution, all schools to which the applicant applied will also be notified in writing.
    • Withdrawing an Application
    • Applicants who choose to withdraw from one or more schools must notify each school and TMDSAS in writing via internal message of their decision. Withdrawn applications can be reinstated by sending a message through the application internal messaging system until Oct 1, 2019.
    • Administrative Withdrawals: After October 1st, 2019, applicants who become unresponsive to attempts of contact by TMDSAS administrators for 90 days or more, will be administratively withdrawn.
    • Notifying Institutions of Intention to Enroll
      • Applicants who have made a final decision on the school they plan to attend have the obligation to promptly withdraw their applications from all other schools.
    • Offers of Admission
    • Dental School Offers – dental schools begin extending offers of acceptance on December 1, 2019.  After May 1, 2020 no dental school in Texas may offer a position to an applicant already accepted by another dental school in Texas.  This is the result of an agreement among the two UT System Dental Schools and Texas A&M College of Dentistry.  Only extraordinary circumstances warrant an exception to this policy.  If this should occur, the Dean/Director of Admissions at the school wishing to extend an offer must receive approval from the Dean/Director of Admissions at the school where the applicant is holding a position BEFORE the offer is extended.
    • Veterinary School Offers – the veterinary school begins extending offers of acceptance after February 15, 2020 with decisions to be received no later than April 15, 2020.
    • Medical School Offers – refer to TMDSAS General Guidelines for Conduct of the Medical School Admissions Process policy. (See Addendum E-1)

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    Addendum A-1 Applicant User Agreement

    Applicants will review and agree to the following before proceeding with the application:
    Policies and Procedures Disclosures

    • I have read and agree to the Policies and Procedures outlined by TMDSAS
    • I have read and agree to the applicant responsibilities listed in the TMDSAS Application Handbook

    Accessing Resources

    • I have accessed the TMDSAS Application Handbook and will use it to complete my application.

    Entering Coursework

    • I understand that unless I fall into one of the following categories, my spring 2019 grades must be entered before I can submit my application:
        • I am a graduate student who will not receive grades until after June 1st
        • I attend a school that follows the quarter system (most recent winter grades then required)
        • I am taking Study Abroad coursework and grades will not be available until after June 1st
        • I have checked the Course Listings page on the TMDSAS website to see if my coursework is listed, and if available, I will use this to code my coursework
        • I will review the College Coursework section of my application after transmission for changes made to coding during processing. Please review policy on the appeals process.

    Communication

    • I will check my account regularly for new internal messages sent to me, as this is the official mode of communication with TMDSAS.

    Deadlines

    • I understand it is my responsibility to observe important deadlines
    • I understand transcripts are not necessary for application processing and that my application will be transmitted to schools without them; however, they must be electronically submitted/postmarked by October 15th, for application validation

    Application & Supporting Documents Processing

    • I will request all supporting documents, and it is my responsibility to verify their status by reviewing the Status page of my application or by using the TMDSAS mobile app
    • I understand that transcripts can take 21 days for receipt and processing, and I will keep this in mind before contacting TMDSAS
    • I understand that letters of evaluation can take 7-10 days for receipt and processing, and I will keep this in mind before contacting TMDSAS

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    Addendum B-1: Application Certification Statements

    Applicants will review and agree to the following before submitting their application:

    • I certify that the information in this application and all attachments are complete and correct to the best of my knowledge and belief. I authorize TMDSAS and any medical, dental, or veterinary school to which I am applying to verify the information I have provided.
    • I further understand that this information will be relied upon by TMDSAS and officials of the medical, dental, and veterinary schools in determining my residence status for admission and later for tuition purposes and that submission of false information is grounds for rejection of my application, withdrawal of any offer of acceptance, dismissal after enrollment, or rescission of any degrees granted.
    • I certify that I will report to TMDSAS any event which occurs subsequent to filing this application but prior to matriculation that would alter any answer provided on my application. I understand that failure to do so is grounds for rejection of my application, withdrawal of any offer of acceptance, dismissal after enrollment, or rescission of any degrees granted.
    • I further certify that all written passages, such as the personal statement, optional essays, essays required of dual-degree applicants, and descriptions of employment/ activities, are my own and have not been written, in part or in whole, by a third party. Quotations are permitted if the source is cited.
    • I have read, understand and agree to comply with TMDSAS Instructions, including the statements that I am responsible for monitoring and ensuring the progress of my application process, by frequently checking the [Status] page of my application. I also understand that I am responsible for knowing and understanding the admissions requirements for each school to which I am applying, and that I am not eligible for a refund of TMDSAS fees if I do not meet the admissions requirements of the schools.

    SCHOOL ADMISSION ACTIONS

    • I understand that all actions on admission to a professional program are the prerogative of each individual professional school.

    APPLICATION IRREGULARITIES

    • I understand that application irregularities are documented by The Texas Medical and Dental School Application Service (TMDSAS) and member schools and are reported to the Association of American Medical Colleges, American Dental Education Association, American Association of Osteopathic Medicine, Association of American Veterinary Medical Colleges, and other appropriate professional organizations.

    CRIMINAL BACKGROUND CHECKS

    • I understand that, in accordance with the individual school's policy, some or all TMDSAS participating schools require a criminal background check on applicants as a condition of admission or matriculation.

    SUBSEQUENT LEGAL OR INSTITUTIONAL ACTIONS

    • I understand that I am required to notify TMDSAS and the Admissions Office of each school to which I apply if I am charged, convicted of, plead guilty, or no contest to a felony or misdemeanor crime after the date of my original application submission. I understand that this notification must be in writing and occur within ten (10) business days of the occurrence of the criminal charge or conviction.  Failure to do so is grounds for rejection of your application, withdrawal of any offer of acceptance, dismissal after enrollment, or rescission of any degrees granted.
    • I understand that I am required to notify TMDSAS and the Admissions Office of each school to which I apply if I become the subject of an institutional action or state licensure board action after the date of my original application submission. I understand that this notification must be in writing and occur within ten (10) business days of the occurrence of the institutional action.  Failure to do so is grounds for rejection of your application, withdrawal of any offer of acceptance, dismissal after enrollment, or rescission of any degrees granted.

    OCCUPATIONAL LICENSE STATEMENT

    • Texas state law requires entities providing education programs that lead to an initial occupational license to notify each applicant or enrollee: (1) that an individual who has been convicted of certain criminal offenses may potentially render that person ineligible for issuance of an occupational license upon completion of their educational program; (2) of the current guidelines by an applicable licensing agency regarding an individual’s ability to be licensed; (3) of any other state or local restriction or guideline used by a licensing authority to determine eligibility of an individual who has been convicted of an offense to be licensed; and (4) of the right to request a criminal history evaluation letter from the applicable licensing agency.  If an applicant or enrollee is accepted to an educational program, that individual should contact that institution should he/she need additional information or guidance.

    RELEASE OF INFORMATION

    • Any information published by TMDSAS that is related to medical, dental and/or veterinary school applications is done so with aggregate statistics. TMDSAS may also share personally identifiable data with peer not-for-profit organizations, certifying boards, licensing bodies, and other organizations involved in health education for research, eligibility determination, verification, and credentialing purposes.

    You must agree to these statements in order to submit your application.

    • If I am accepted to one of the TMDSAS member schools, I hereby authorize the release of information contained within or related to my application for admission to private entities or individuals who award scholarships or other financial aid to students attending that institution.

    I understand that by selecting 'Yes' and submitting this page that I am providing my electronic signature to release the information in this application for scholarship and financial aid purposes.  I understand that NOT checking the box below will prevent the release of this information for scholarship or funding purposes.
    MENINGITIS ACKNOWLEDGEMENT

    • The Texas Legislature requires all public institutions of higher education in Texas to notify all new students about bacterial meningitis. Below is a link to the required information that you must review and certify that you have received. http://www.thecb.state.tx.us/index.cfm?objectid=A641CD0D-E56A-A36A-1BCB39FF80781178

    AAMC RELEASE

    • I understand that any medical school in which I enroll may release my relevant student records to the AAMC for inclusion in the AAMC Student Records System (SRS), a secure, centralized enrollment database on the national medical student population.  Access to SRS is limited to medical school administrators and select AAMC staff.  The student records released to the AAMC may include information about my enrollment status, attendance, degree program, graduation plans, and demographic and contact information.  Released student records will not include information about my academic performance, such as coursework grades or test scores.  The AAMC uses SRS data for accreditation purposes, data services, outcomes studies, program evaluations, research projects, and other data activities in support of the medical education community and may release the data to a limited number of third parties.  All AAMC uses and release of data will be consistent with the AAMC’s privacy policies https://www.aamc.org/44866/privacy.html.

    I have read and agree to the AAMC Release statement.

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    Addendum C-1: Approved Application Changes Post-Submission

    For this policy, please visit the Making Changes to the Application page.

    Addendum D-1: Pre-Requisite Course Definitions 

    For this policy, please visit the Pre-Requisite Course Definitions page.

    Addendum D-2: Requirements for BCPM Inclusion

    For this policy, please visit the Requirements for BCPM Inclusion page.

    Addendum E-1: General Guidelines for Conduct of the Match

    For this policy, please visit the General Guidelines for Conduct of the Match page.

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