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    • TMDSAS Policies and Procedures for Processing Applications

     

    Withdrawals and Refunds

    The application fee is NOT refundable once initial processing has begun. The following conditions are the only exceptions:

    1. A non-resident fee was submitted with the application but the applicant is determined to be a Texas resident upon initial review of the application.
    2. Re-applicants who accept admission to a TMDSAS school for the previous entry year.
    3. Ineligible applications. The refund will be the original fee paid minus a $25.00 processing fee.

    Requests for withdrawal and/or refunds should be sent via email to TMDSAS@utsystem.edu or mailed to:

    Texas Medical & Dental Schools Application Service
    702 Colorado, Suite 6.400
    Austin , TX 78701

    Verbal requests for withdrawal and/or refunds will not be accepted.

    Please pay the correct fee amount that appears on the Pay & Submit page at the end of your application. Overpayment of fees will not be refunded.

    If fee was paid by personal check, refunds cannot be processed until three months after the check is deposited by TMDSAS. If fee was paid by money order, refunds can be processed immediately following confirmation of deposit by TMDSAS.

    The accounting for all TMDSAS application fees is handled by the UT Austin Accounting department which charges a $25.00 fee for cancelled checks. Therefore, applicants who cancelled a check submitted for the application fee will be given the opportunity to pay the application fee plus the $25.00 cancelled check fee. If payment is not received, TMDSAS will file an irregularity report to the Association of the American Medical Colleges, American Dental Association and to other organizations with a need to know.

     

    Policies and Procedures for Application Processing

    * Approved by the TMDSAS Advisory Committee March 3, 2009 *

    To read the full TMDSAS policies and procedures for application processing for the entering class of 2010, you may download the document here.

     

    General Guidelines for Conduct of the Match

    * Approved By TMDSAS Advisory Committee March 3, 2009 *

    The Match is the final step in the process of extending initial offers of acceptance for each participating medical school’s entering class. The process for extending offers of acceptance is as follows:

    1. Medical School Offers – are extended as follows:

    a. Formal offers of acceptance to the Early Decision Programs at Texas Tech University HSC School of Medicine and UNT – Texas College of Osteopathic Medicine will be extended no later than September 15, 2009. These applicants are not included in the match.

    b. Formal offers of acceptance to non-Texas residents, MD/PhD, DO/PhD, MD/MBA, JD/MD and OMS/MD candidates may be extended anytime after October 15, 2009. These applicants are not included in the match.

    c. Formal offers of acceptance to participants in any special or assured admission program, excluding JAMP, may be extended anytime after October 15, 2009. These applicants are not included in the match. A school may withdraw an assured acceptance agreement from an applicant who applies to other participating schools.

    Special/Assured Admission Programs Include :

    • Texas A&M COM Partnership for Primary Care Program
    • TTUHSC/TTU Austin College Early Acceptance to Med School
    • TTUHSC/TTU Honors College Early Acceptance Program
    • TTUHSC/TTU Undergraduate to Medical School Initiative
    • TTUHSC/TTU West TX A&M Early Acceptance to Med School
    • TTUHSC/UT El Paso Early Acceptance to Med School
    • UNTHSC Medical Science Program
    • UNTHSC Early Medical School Acceptance Program
    • UTMB Early Medical School Acceptance Program
    • UTSMSA Facilitated Admissions for South Texas Scholars
    • BCOD TAMHSC Dental Early Acceptance Program
    • UTDB at Houston Dental Early Acceptance Program
    • UTHSCSA Dental Early Acceptance Program
    • JAMP – Joint Admission Medical Program

    d. Formal offers of acceptance to Texas residents may be extended prior to the match for a period between November 15 and December 31, 2009.

      • A medical school may extend an offer of acceptance to any Texas resident applicant during this period.
      • An applicant may receive offers of acceptance from more than one medical school during this period.

    e. Medical schools may take reasonable actions to recruit applicants to whom offers have been made during the pre-match acceptance period.

    f. An applicant may hold multiple pre-match offers from TMDSAS schools until January 15, 2010. All but one pre-match offer must be declined by January 15, 2010.

    g. The regular match will be conducted on February 1, 2010 to confirm the offers applicants are holding and to fill the remaining slots for the medical schools. Individual match results will be posted on the TMDSAS website on February 1, 2010.

      • Applicants not holding an offer will submit a match preference list ranking all schools where they interviewed.
      • Applicants holding a pre-match offer and interviewed at school(s) that did not extend an offer may submit match preference list ranking one or more of those schools higher than the pre-match offer school without risk of losing the pre-match offer.
      • If the pre-match offer that the applicant is holding is his/her number 1 choice, the applicant needs to rank only that school as the number 1 preference.
      • Following the match, the standard rolling admissions will continue through the beginning of orientation at each medical school.

    h. The medical school matching process applies to admission into participating schools’ MD and DO programs only.

    i. A participating institution may extend offers of acceptance into its combined MD/PhD, DO/PhD, MD/MBA or JD/MD program at any time between October 15, 2009 and the beginning of orientation. See policy below regarding offers extended after June 15. Participating schools have agreed to periodically provide other participating schools with lists of applicants accepted into their combined programs.

    j. An MD/PhD, DO/PhD or MD/MBA applicant who receives offers of admission from more than one participating school must choose the one school that he/she prefers and withdraw from the other school(s) in accordance with the terms of the acceptance. Failure to follow this policy may result in withdrawal of acceptance from any of the participating schools.

    k. Applicants to the combined MD/PhD, DO/PhD, MD/MBA or JD/MD programs who have not received an offer of acceptance to a combined program before January 15, 2010 may participate in the matching process in order to be eligible for acceptance into an MD or DO only program at participating medical schools at which they interviewed. To participate in the match, the applicant must have submitted an application to TMDSAS and have been interviewed at the respective medical school.

    These applicants, even if accepted into an MD or DO program, may still be accepted into a combined MD/PhD, DO/PhD, MD/MBA or JD/MD program at any participating school should they receive an offer before the beginning of orientation of the MD/DO school accepted.

    l. With the exception of offers received during the pre—match period, only the most unusual of circumstances justify an applicant’s holding a place in the entering class of more than one US school more than two weeks since this may adversely affect other applicants. The schools therefore reserve the right to withdraw offers of acceptance to individuals who hold places for longer periods without specific authorization from the schools involved.

    m. After June 15, 2010, no medical school in Texas may offer a position to an applicant already accepted by another medical school in Texas. This is the result of an agreement between the four UT System Medical Schools, Baylor College of Medicine, Texas A&M University HSC College of Medicine, Texas Tech University HSC School of Medicine, Texas Tech University HSC Paul L. Foster School of Medicine at El Paso and UNT-Texas College of Osteopathic Medicine. 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.

    The Match is unique to the participating schools in the State of Texas. No other group of medical schools in the U.S. has a comparable process for selecting their entering class that also includes limiting the number of positions an applicant may hold at one time. The selections are made from lists of applicants considered acceptable by the respective schools as a result of an evaluation process. The process is conducted in a spirit of cooperation and trust among the participating schools and respect and consideration for the applicants and their choice of schools.

    The Texas Medical and Dental Schools Application Service was created by its participating schools to facilitate applications to medical and dental schools. It presupposes that each school will present to interested applicants its strengths and advantages of attending it. Nothing in the guidelines below is designed to prohibit a school from presenting itself in the best light and encouraging interested applicants to select that school. The applicants are best served by providing them with information and encouragement. The following guidelines, adopted by representatives from the participating schools, are designed to address these issues and should be applied preceding and following the pre-match acceptance period.

      • All recruiting activities should be conducted in a manner preserving the integrity of the admissions process. Integrity is defined as respect for the process that provides applicants the freedom to select the schools they wish to attend according to their preference.
      • No statements or inferences indicating “guaranteed admission” are to be made to a non-accepted applicant before the Match.
      • Scholarships may be offered only to applicants accepted to the school offering the scholarship. No scholarship may be offered to an applicant before a formal offer of acceptance has been extended.
      • Any communication to applicants who have interviewed but who have not yet been accepted should be sent from the Admissions Office and should clearly identify that it is a communication to all interviewed applicants.
      • All contacts and correspondence with interviewed applicants by interviewers and other school representatives should be conducted within these guidelines.

       

      The following information regarding the Match should be clearly communicated to all applicants at interview sessions, recruiting trips and conferences held for potential applicants.
        • Participating schools do not have access to the applicants’ school rankings.
        • Admission decisions at the participating schools are independent of the applicants’ school rankings because the schools have no knowledge of the applicants’ rankings.
        • Two factors are involved in the matching process: the applicants’ ranking of the schools and the schools’ ranking of the applicants. An applicant must be ranked within a schools’ selection range to be matched into that school. The schools’ ranking of the applicants determines who gets matched into a school through the process, not the applicants’ ranking of the school. The applicants’ ranking of the school simply matches the applicant who is ranked high enough to be selected by more than one school into the school most preferred by the applicant.

       

      Deans/Directors of Admission will distribute these guidelines to all people involved in the admissions process at their school including, but not limited to, admissions committee members, interviewers, alumni, recruiters and staff.

       

    Procedure for Handling Violations to these Guidelines

    1. Violation is reported to TMDSAS Director when discovered.
    2. TMDSAS Director will notify the Deans/Directors of Admission at all participating schools of the reported violation.
    3. TMDSAS Director will appoint a four-member committee composed of Deans/Directors of Admission from two U. T. schools and two non-U. T. schools to evaluate the effect of the reported violation on the status of the current year's Match and recommend action to be taken.
    4. The Committee recommendation will be distributed to Deans/Directors of Admission at all participating schools for approval. A majority vote of participating schools is required for approval.
    5. The violation report including the approved Committee recommendation will be distributed to Medical School Deans and Presidents of all participating schools.