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  • TMDSAS Policies and Procedures for Processing Applications

    Withdrawals and Refunds

    The application fee is NOT refundable.

    To withdraw your TMDSAS application from consideration you must do so by contacting both TMDSAS and the medical schools via email. Indicate your full name, TMDSAS ID and the schools from which you are withdrawing your application.

    Policies and Procedures for Application Processing

    * Approved by the TMDSAS Advisory Committee February 27, 2013*

    To read the full TMDSAS policies and procedures for application processing for the entering class of 2014, you may download the document here.

    General Guidelines for Conduct of the Match

    * Approved By TMDSAS Advisory Committee February 27, 2013*

    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, 2013. These applicants are not included in the match.

    b. Formal offers of acceptance to non-Texas residents, MD/PhD, DO/PhD, and MD/MBA and candidates may be extended on or after October 15, 2013.  These applicants are not included in the match and may receive offers from more than one school.

      1. A participating institution may extend offers of acceptance into its combined MD/PhD, DO/PhD, and MD/MBA program at any time between October 15, 2013 and the beginning of orientation.  See policy below regarding offers extended after June 1. 

      2. An MD/PhD, DO/PhD, MD/MBA or FMAT applicant who receives dual degree 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 and AAMC Recommendations for Medical School and MD/PhD Applicants.  Failure to follow this policy may result in withdrawal of acceptance from any of the participating schools.

      3. By April 30 of the matriculation year, each applicant holding multiple dual degree offers of acceptance must choose the specific school or program in which he/she prefers to enroll, and withdraw from all other schools or programs from which acceptance offers have been reviewed.

      4. By May 15 of the matriculation year, each non-Texas resident holding multiple offers of acceptance must choose the specific school in which he/she prefers to enroll and withdraw from all other schools from which acceptance offers have been received.

    c. Formal offers of acceptance to participants in any special or assured admission program (excluding JAMP) may be extended on or after October 15, 2013.    Except for those schools where there is no restriction, a school may withdraw an assured acceptance agreement from an applicant who applies to other participating schools.  Except as noted below, Special/Assured program participants may not apply to other schools.  These applicants are not included in the match.

    Special/Assured Admission Programs Include :

    • Texas A&M HSC COM Partnership for Primary Care Program (not included in match)
    • TTUHSC/TTU Austin College Early Acceptance to Med School (not included in match)
    • TTUHSC/TTU Honors College Early Acceptance Program (not included in match)
    • TTUHSC/TTU Undergraduate to Medical School Initiative (not included in match)
    • TTUHSC/TTU West TX A&M Early Acceptance to Med School (not included in match)
    • UNTHSC Medical Science Program   (may apply to other schools)
    • UNTHSC Early Medical School Acceptance Program
    • UTMB Early Medical School Acceptance Program   (may apply to other schools)
    • UTSMSA Facilitated Admissions for South Texas Scholars  (may apply to other schools)
    • All medical schools - JAMP – Joint Admission Medical Program   (participate in JAMP match)

    d. Formal offers of acceptance to Texas residents may be extended prior to the match for a period between November 15 and December 31, 2013.

      • 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.
      • An applicant who receives more than one offer should decline any offer from a school that he/she definitely does not plan to attend as soon as that decision is made.
      • Applicants can decline pre-match offers via the [Pre-Match Offer Withdrawal] page between November 15 and January 21.  Applicants are not required to decline any pre-match offers – this is purely optional and for their convenience.  Once they decline an offer via the application portal, the schools can track the withdrawal by a report in the School Portal.

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

    f. The regular match will be conducted 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 web site on February 3, 2014. 

      • Applicants must rank all schools where they interviewed, regardless of whether or not they are holding a pre-match offer.  Match preference ranking must be entered by January 21, 2014.
      • 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.
      • An applicant holding a pre-match offer who matches to a higher ranked school will automatically be withdrawn from the pre-match offer school.  They will also be withdrawn from all other lower ranked schools. The applicant will remain open to be selected by schools ranked higher than the school matched to.
      • Following the match, the standard rolling admissions will continue through the beginning of orientation at each medical school.

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

    h. 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, 2013 and the beginning of orientation. See policy below regarding offers extended after June 1. Participating schools have agreed to periodically provide other participating schools with lists of applicants accepted into their combined programs.

    i. 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.

    j. Applicants to the combined MD/PhD, DO/PhD, or MD/MBA programs who have not received an offer of acceptance to a combined program before January 21, 2014 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, have been interviewed at the respective medical school, and have submitted a match preference before January 21, 2012 ranking all schools where interviewed.

    These applicants, even if accepted into an MD or DO program, may still be accepted into a combined MD/PhD, DO/PhD, or MD/MBA program at any participating school should they receive an offer before the beginning of orientation of the MD/DO school accepted.  See policy (m) below regarding offers extended after June 1.

    k. 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.

    l. After June 1, 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 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 Texas Medical and Dental Schools Application Service was created by its participating schools to facilitate applications to medical, dental and veterinary 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 medical 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.