Skip to main content

Policies

Sections
General Guidelines
Applicant Responsibilities for Processing
Applicant Responsibilities Post-Submission

Addendums
A-1: Applicant User Agreement
B-1: Application Certification Statements
C1: Changes that Can be Made Post-Submission
D-1: Prescribed Coursework Definitions
D-2: Requirements for BCPM Inclusion

 

I. General Guidelines for Applicants

  • 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)
      • 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 an institution, applicants will be required to sign a statement indicating they are able to meet these standards with or without accommodations.
  • Definitions
    • Applicant – An applicant is defined as one who will submit an application that will be transmitted to any TMDSAS member institution.
    • Reapplicant - A reapplicant is defined as one who has previously submitted an application that was transmitted to any TMDSAS medical, dental, or veterinary school
  • Number of Applications per Cycle
    • Applicants can submit only one application per cycle.
  • 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

    • Medical & Dental

      • The online application will be available Friday, May 1, 2020 at 8:00 am CT. The deadline to submit the application is 5:00 pm CT on Friday, October 30, 2020.

    • Veterinary

      • The online application will be available Friday, May 1, 2020 at 8:00 am CT. The deadline to submit the application is 5:00 pm CT on Tuesday, September 15, 2020 for Texas A&M College of Veterinary Medicine, and Friday October 30, 2020 for the proposed Texas Tech School of Veterinary Medicine.

      • All supporting documents, including letters of evaluations, and transcripts, must be submitted by September 15th, 2020 to TMDSAS. Deadlines and important dates for the entry year 2021 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.

  • Applying to Multiple Programs
    • If an applicant wishes to apply to multiple types of programs (medical & dental, for example) under the same application ID, they may do so prior to submitting. Applicants may not apply to different school types after submission.
  • Communicating with TMDSAS

    • The application internal messaging system is the official mode of communication with TMDSAS; applicants are expected to respond to all inquiries sent via this method.

  • GPA Calculation Rules

    • The Texas Higher Education Coordinating Board determines the procedures for calculating the GPA for students seeking admission to graduate or professional school in Texas (HB 3851). All institutions must follow these guidelines. The guidelines are as follows:

      • Only official transcripts from regionally accredited institutions of higher education in the United States shall be accepted by the graduate and professional schools of an institution of higher education for evaluation and grade point calculation. Canadian coursework will not be used in calculating the GPA. Schools will refer directly to the official transcript for GPA information.

      • All academic work undertaken and grades or symbols assigned at each institution shall be reflected on the student's official transcript(s). No grade may be expunged from a student's record.

      • All grades assigned for academic coursework shall be used in calculating the GPA.

      • A 4.0 scale shall be used in computing the GPA. (A=4.0, B=3.0, C=2.0, D=1.0, F=0.0)

      • A grade or symbol indicating failure (F, WF, NC, or in a pass/fail system, FL equals F) shall count as hours undertaken, but no grade points shall be earned.

      • Excluded from the GPA shall be any credit by examination (CR), quit (Q), withdrew (W), withdrew passing (WP), incomplete (I or X), and a pass grade within a pass/fail system.

      • The GPA shall be computed by multiplying each grade point (see 16.4 and 16.5) by the semester or quarter credit hours earned per course and totaling the products. The semester or quarter hours of courses undertaken shall then be totaled. The total of the products shall be divided by the total semester or quarter hours. The result is to be calculated to the hundredth place, giving the official cumulative GPA.

      • Academic work at foreign colleges, universities or prep schools shall be excluded from the calculation. In such cases, the GPA and credit shall be evaluated and computed as determined by the graduate or professional school to which the student is applying.

 

II. Applicant Responsibilities for Processing

  • Supporting Documents

    • Test scores:

      • MCAT
        There is a five-year time limitation for MCAT and DAT scores to be considered valid. Scores from tests taken before January 2016 and after September 2020 will not be accepted for the 2021 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. All test attempts must be reported to TMDSAS, though only the test required for admissions need to be released (for example, if a medical applicant took the DAT they do not need to release their scores, just indicate they have taken the DAT).

      • DAT
        There is a five-year time limitation for MCAT and DAT scores to be considered valid. Scores from tests taken before January 2016 and after December 1, 2020 will not be accepted for the 2021 entry year application cycle. All test scores received by TMDSAS will be transmitted to the schools to which the applicant is applying. The most recent DAT score reported is the official score used on all dental school prepared reports. All test attempts must be reported to TMDSAS, though only the test required for admissions need to be released (for example, if a dental applicant took the MCAT they do not need to release their scores, just indicate they have taken the MCAT).

      • GRE
        Veterinary school applicants must have taken the GRE between September 2016 and September 2020 to be considered for entry class 2021.

    • Transcripts:

      • Unless TMDSAS applicants are applying through JAMP, early decision programs, have foreign coursework, or are enrolled through the Academic Fresh Start Provision, they are not required to send in transcripts until they have been requested by TMDSAS. Applicants should submit transcripts within 30 days of request. Transcripts submitted prior to request will not be processed until August 1st.

        • Please note submitted transcripts must still allow for 21 days processing time once they have been received in our office.

        • Applicants required to send in transcripts early should send transcripts with the transcript request form, selecting the checkbox that they are in a special program or fall under the other special circumstances.

    • Letters of Evaluation:

      • Deadline
        All letters of evaluation should be submitted to TMDSAS by November 15th, 2020.

      • Updating letter of evaluation writers
        After the November 15th deadline, TMDSAS will accept new evaluators, if they have not requested four letters already. Additionally, if an evaluator has not submitted a letter that has been approved, TMDSAS will substitute an evaluator upon request.

      • Rescind letter of evaluation
        At the request of the letter writer, TMDSAS will rescind a letter of evaluation that had been submitted for the applicant. The applicant and all schools who received the original letter will be notified.

      • LOE requirements

        • An approved letter of evaluation must contain the following:

          • Signature (electronic is acceptable if uploading through the TMDSAS evaluator portal)

          • Date. Admissions committees will take the date of the letter into consideration during review, with a strong preference for letters written after May 1, 2019

          • Letterhead with contact information

          • Name of the applicant

          • Written in English

      • Health Professions Committee Packets are left to the discretion of the submitting school and may contain as many letters as they see fit, but must contain the following items:

          • Signature
          • Name of Applicant
          • Date
  • On College Coursework
    • 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.
      • Planned coursework must be updated at the beginning of each academic term (Summer 1, Summer 2, Fall, etc.).
      • Spring grades of the current year along with all grades from previous coursework must be entered before an application will be processed.
    • Entering Coursework
      • TMDSAS validates self-reported courses against official transcript(s) and will report any discrepancies to the selected institutions. TMDSAS does not enter courses for applicants. TMDSAS will return applications for corrections or explanations if it identifies a significant number of course discrepancies or omissions. Failure to properly enter all course information (including future/planned coursework) and to make corrections as requested may result in processing delays and may jeopardize chances for admission.
  • 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 

      • Coursework taken at a foreign institution that was accepted at a regionally accepted institution will count towards the 90-hour requirement. If these courses are not listed individually on the transcript, they will not count towards the 90-hour requirement and should be listed under the foreign institution they were taken at.

      • All pre-requisite coursework 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 (BCPM) 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.

  • 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

  • On Completing the Chronology of Activities
    • The Chronology of Activities MUST account for all time between high school graduation and August 2021; all gaps greater than 3 months must have a record.

 

III. Applicant Responsibilities Post-Submission

  • 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.

  • 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 30, 2020.

    • Administrative Withdrawals: Applications will not be transmitted to member institutions without a residency determination. After October 30, 2020, applicants who have not resolved their residency in their applications within 30 days of being informed of the issues will be administratively withdrawn.

      • If an application has been held for any reason other than residency, after October 30, 2020, applicants who have not resolved issues in their applications within 30 days of being informed of the issues will be transmitted to the schools to which they've applied.

  • 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.

  • Establishing a Proxy

    • If an applicant will be unavailable (e.g. foreign travel) at any time during the application process, they should instruct and grant authority to a parent or other individual to act on their behalf. Applicants must notify TMDSAS of this designation via the internal messaging feature of the application portal.

  • Record of Application

    • Print and/or download a copy of the completed TMDSAS application for personal records.
  • Monitor Status

    • It is the responsibility of the applicant to monitor the status of the application online.

  • Appeals

    • Appealing Course Coding Decisions Made in Processing

      • Applicants may appeal course coding changes made during processing. To initiate an appeal, applicants must follow the procedure as outlined on the TMDSAS website. A syllabus is required for each course the applicant wishes to appeal. 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

      • 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.

      • Applicant state of residency is determined at the time of processing. Applicants may be required to submit supporting documentation. Residency will not be re-determined mid-cycle.

  • 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.

  • 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.

  • 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.

 

Addendum A-1

Applicant User Agreement

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

On Policies and Procedures Disclosures

  • I have read and agree to the TMDSAS policies and procedures.
  • I understand it is my responsibility to observe important deadlines.
  • I have accessed the TMDSAS Application Handbook and will use it to complete my application.

On Communicating with TMDSAS

  • I am responsible for reviewing and responding to messages sent through the application system portal, as this is the official mode of communication with TMDSAS

On Technical Considerations

  • I understand that once the application fee has been paid, my application will be submitted to TMDSAS

  • I understand that each page will time out after 60 minutes and it is my responsibility to review that each section has been completed to my satisfaction prior to submitting

  • I understand that TMDSAS recommends I print my application and review it in its entirety for completeness prior to paying and submitting in order to avoid having an incomplete application


On Letters of Evaluation & Test Scores

  • 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

  • I understand that letters of evaluation and test scores are not required for processing, as my application will be transmitted to my select schools without them. However, I also understand many schools may not process my application until these items have been received

 

On Transcripts

 

  • I understand that unless I fall into one of the following categories, my spring 2020 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 understand that transcripts should not be submitted until they have been requested by TMDSAS via email. Transcripts sent prior to request will not be processed until August 1, 2020

    • EXCEPTION: If I am an applicant to a special program with an expedited deadline (Early decision program, JAMP, etc.), or elected the Academic Fresh Start Provision, or have complete foreign coursework I will send transcripts to TMDSAS once my Spring 2020 grades are available

 

On Entering Coursework

 

  • I will utilize the Course Listings page on the TMDSAS website when coding and completing the college coursework section of my application, if available for my institution.

  • I will review the College Coursework section of my application after transmission for changes made to coding during processing. Please review policy Appealing Course Coding Decisions Made in Processing for more information on the appeals process

  • I will enter my coursework exactly as it appears on the institution's transcript from which I initially received the credit

  • I understand that once my coursework has been validated to my transcripts, there may be additional changes to my PCR

 

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.

TECHNICAL STANDARDS
  • Texas public dental and medical institutions are required to develop and publish technical standards for the admission, retention, and graduation of students, in accordance with legal requirements.
  • I have reviewed and am aware of the technical standards for each institution to which I have included in my [Select Schools] page; furthermore, I understand that, in the event that I am unable to meet the requirements, with or without reasonable accommodations, I may be unable to meet the requirements of the degree.

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 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.

SELECTIVE SERVICE
  • Federal law requires that most male U.S. citizens (regardless of where they live), age 18-25, register with the Selective Service. Generally, any man who is required to register with Selective Service must do so to receive federal student aid., and numerous institutions require Selective Service registration to enroll publicly-funded institutions, or to qualify for state or institutional financial aid. The Veterans Health Administration requires Selective Service registration as an application requirement for males. While this requirement is not new, it is being rigorously enforced in VA Hospitals, so students who do not meet this requirement cannot participate in rotations at VA Hospitals.
  • I understand that by checking this box that I am providing my electronic signature to certify that I have received notification about the importance of Selective Service registration.

 

Addendum C-1

Approved Application Changes Post-Submission

 

Addendum D-1

Pre-Requisite Course Definitions

 

Addendum D-2

Requirements for BCPM Inclusion