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Long School of Medicine – Office of Admissions & Outreach

Information for Newly Accepted Students


Welcome to the Long School of Medicine Family!
Things you Need to Know and Do


Here is a list of everything you need to do to complete your pre-matriculation items.  We tried to give you all the information that you need, but we're just a phone call away if you have questions. 

My Checklist
R = Required! *= Required!



*Accept the Offer

2 weeks after offer

Join Facebook Group, Class of 2022 – Click Here


Follow the LongSOM Page on Facebook – Click Here


Put Welcome Weekend on the calendar (Saturday, May 5)

April 25


*Put White Coat Ceremony Rehearsal on the calendar (Friday, July 20)



*Put Veritas Meeting on calendar (Friday, July 20)


Tell your family members about Family Chat  (Friday, July 20)

July 1


*Register for the White Coat Ceremony (Saturday, July 21)

June 7


*Put The Retreat on your calendar (July 23 & 24)



*Put Orientation on the calendar (July 25 – 27)


Review Matriculation Processing Timeline


Review Student Email Account Information



*File FAFSA & Review Financial Aid website


Review Scholarship Information, submit Scholarship Application              

July 1


*Submit final transcripts to UT Health Registrar

June 29


*Submit final transcripts to TMDSAS

June 29

Review Course Requirement & Deficiency Information

May 1


*Submit Background Check: CompuFACT Research Inc. – click here

May 1


*Submit Immunization Record Form to Student Health Clinic     

May 1


*Submit Certification Agreement (Distributing mid to late June)

July 10


*Send Name Pronunciation File to Office of Admissions & Outreach

July 2

Review Housing Information


Review Curriculum, Syllabus, & Computer Requirements Information



Purchase Your Diagnostic Kit!

July 3


Accept the Offer:
Please go into the Long School of Medicine admissions portal to make accept the offer.  Remember this is non-binding, and no deposit is required.  This simply acknowledges your acceptance, and saves your seat in the Class of 2022!!  A formal letter of acceptance will be sent to your address on record with TMDSAS.

Please log into  to review the acceptance terms and accept offer.


Connect with your future classmates! 

Please join the Class of 2022 student Facebook group. 


Follow the LongSOM Page on Facebook

Please follow the LongSOM Facebook Page. 


Class of 2022 Welcome Weekend:
Date: Saturday, May 5, 2018
Time: You can anticipate a full day from 8:30 AM to 2:00 PM.
Location: Holly Auditorium, Long School of Medicine
Highly Recommended
Deadline: Wednesday, April 25, 2018
Contact Person: Vanessa Torres, 210-567-6080,
Registration Link: Closed
Information: We had a blast at Welcome Weekend celebrating the new incoming class to the Long School of Medicine. In case you missed it, you can download our welcome packet here. You'll find great resources such as tips for you now, a guide to financial aid, laptop requirements and order form, important contact numbers, campus parking, San Antonio neighborhood and apartment reviews, San Antonio business and eatery referrals and valuable advice from your upperclassmen! Enjoy the read and let us know if you have any questions we can help you with.


Make and Send the Name Pronunciation File:
Date: Start now!
Contact Person: Trey Ximenez, 210-567-6080
Deadline: July 2, 2018
You have some very auspicious days coming in your future, White Coat Ceremony, the Student Clinician Ceremony, and then…finally, Long School of Medicine Commencement.  We want to make absolutely sure that we use the correct pronunciation of your name when announcing it on these momentous occasions.  I think we might do a proper job of it if your name is Daniel Robert Smith or Mary Elizabeth Nelson, but if your name doesn't sound like it looks, or is a little unusual, we want to make absolutely sure we announce it accurately.   (But we want a voice file from all of you!)
Please send us a voice recording of the pronunciation of your name.  Here are the three easy steps: 

  • Open the voice recording app on your smartphone.  iPhones have "Voice Memo", Android users can download the free app "Google Keep."
  • Use the app to record the proper pronunciation of your name.  Please articulate well- slowly and deliberately.  Like an announcer!  Say your name THREE TIMES during this recording.  

Email this file by July 2 deadline,


White Coat Ceremony Rehearsal:
Date: Friday, July 20, 2018
Time: 1:00 PM to 3:00 PM
Location: Long School of Medicine
Contact Person: 210-567-6080,
Registration Link: Coming Soon!
Information: Join our Associate Dean for Admissions & Outreach, Dr. Judianne Kellaway, of Undergraduate Medical Education for a meet and greet! We will run through the ceremony to get you prepared!


Veritas Meeting:
Date: Friday, July 20, 2018
Time: 3:00 PM to 4:00 PM
Location: Long School of Medicine
Contact: Office of Student Affairs;  
Registration Link: Registration is not necessary as all new students are required to attend.
Information: Veritas is our Student Mentoring Program. Each of you will be assigned a Veritas group who will be your family for the next four years (and beyond). Our student leaders in the second and fourth year meet with you often to provide support, camaraderie, and advice about your future in medical school and as a physician. Also, you will be assigned a faculty mentor whom you can communicate about your experience in medical school. This person is available to help you with a variety of experiences, from choosing a specialty to finding mentors in your field and finding your strength academically. In combination, your Veritas group forms your "professional family" here at UT Health, which is why this first meeting is extremely important.  


Family Chat: 
Date: Friday, July 20, 2018
Time: 3:00 PM to 4:00 PM
Location: Holly Auditorium, Long (Main) Campus
Parking: Visitor's Lot, see map
Not Required
Optional, for parents, significant others and other family members
Contact: Office of Admissions & Outreach, 210-567-6080,
Registration:  Not Required
Information: Wondering what medical school will be like for you who are spouses, parents, and significant others? Join Drs. Eddins and Kellaway, Deans of the UME office, for an information session of The Long School of Medicine.


White Coat Ceremony: 
Date: Saturday, July 21, 2018
Time: 10:00 AM to 11:30 AM
Location: Tobin Center for the Performing Arts (100 Auditorium Circle, San Antonio, TX 78205)
Parking: Click here to view parking information for The Tobin Center for the Performing Arts.
Required; professional attire required
Deadline: June 7, 2018
Contact Person: Vanessa Torres, 210-567-6080,
Registration Link: Click here
Information: Long School of Medicine faculty will greet you as you enter the medical profession. Each of you will receive a white coat as a concrete symbol of your new professional role. The White Coat Ceremony was initially conceived by Dr. Arnold P. Gold, a faculty member at Columbia University College of Physicians and Surgeons, and today many medical schools have such a ceremony. The White Coat Ceremony is your initial entry into the medical profession, so professional attire is highly desirable.


The Retreat:
Date: Monday, July 23, 2018 – Tuesday, July 24, 2018
Time: 8:00 AM
Location: Trinity University (1 Trinity Place, San Antonio, TX 78212)
Contact Person: Dr. Roxanna Nelson;
Registration: not applicable
Information: Lots of fun to be had at the Retreat! You'll have a blast socializing, playing games, and making new friends. More details about the retreat activities are sent closer to the event.


Date: Wednesday, July 25, 2018 – Friday, July 27, 2018
Time: 8:00 AM
Location: Long School of Medicine
Contact Person: Dr. Roxanna Nelson;
Registration Link: not applicable
Information: This is the time you will learn about textbooks, laptop check, ID badge, health insurance, etc. More details about orientation activities will be sent closer to the event.


Matriculation Processing Timeline:

The Registrar's Office will need to matriculate you into our student system in order for you to officially be seen as a student. This process will occur on March 1st. New students will then receive an email with their university account information from the institutions Information Management & System (IMS) Department. Once you have this information, you can then you log in to your student portal. The student portal provides information such as holds on your account for various things like transcripts, course audit, criminal background check, and immunization record form and possibly others. Various offices within the university are responsible for lifting these holds as you complete all your pre-matriculation items. Once all holds are removed you will be able to register for classes and receive financial aid. By early May the Registrar's Office will email you with instructions on how to complete the web registration process.


Student Email Account Information:
New students will then receive an email with their university account information (livemail email address assignment, domain name, student ID number), but the email will not include your password [this will be sent in a separate email at the same time]. Once you have this information, you can then you log in to your student portal. If you do not receive one or both of these emails, you will need to contact the Information Management & System (IMS) Department helpdesk at 210-567-7777 for assistance. The Registrar's Office has no access to resend the communications, or to help reset your password.


FAFSA & Financial Aid Website:

  • File your FAFSA.
  • Complete financial aid office application
    • Pay attention to any and all emails sent to you by the Financial Aid Office
    • Also set up for direct deposit so you don't get your money by snail mail

Financial Aid Inquiries:
Please contact the Office of Financial Aid directly with any financial-aid related questions. Their office number is 210-567-2635 or visit
Veteran Services & Financial Aid

Guide on How to Apply for Aid at UT Health San Antonio

AAMC section on Paying for Medical School



Our school has awarded scholarships for entering medical students, in addition to travel awards and other competitive scholarships throughout your four years here. Students who have completed the necessary documents are eligible for various types of scholarship awards. Most of our students will benefit from these funds, and they help to defray the amount of loans you will need throughout medical school. 


In order to be eligible for any scholarship awards, it is VERY important to do two things:
1.  Fill out your FAFSA, and put our school in the list of six schools that you can enter.
2.  Fill out our scholarship application.  The official application is open to you after Registrar processing, and you will receive notice by the Financial Aid Office.  Much of this information is already in your TMDSAS application, so you can copy and paste, to save you a little time.  Use the previous year's application, linked below, as a template to get started in advance. 

In addition, our out-of-state students are eligible for competitive scholarships that will allow them in state tuition, a value of nearly $75,000.


Read more in these links, there are many helpful tips:
General Information: Scholarships
The Long School of Medicine specific: LSOM Scholarships
Sample Application Template:  Sample Scholarship Application 2016  

Guide on How to Apply for Aid at UT Health San Antonio: How To Apply
AAMC section on Paying for Medical School Paying for Medical School
Navy Scholarship Information: Navy Scholarship


Thank you for your time and help!

Gail Schatte
Director, Office of Trust Fund Administration
Texas Medical Association
401 W. 15th St.
Austin, TX 78701
Direct Phone:  (512) 370-1600
Fax:  (512) 370-1693


Submit Final Transcripts to UT Health SA Registrar
Deadline: June 29, 2018
Contact person:; 210-567-2635
UT Health San Antonio Office of the Registrar requires official and original transcripts from all institutions you have previously attended. No student may register for coursework until these transcripts are received by the Office of the Registrar. All final transcripts, including coursework successfully completed and degrees earned (if any), must be received in the Office of the Registrar before Friday, June 29, 2018. Visit the UT Health San Antonio catalog page to view the university transcript requirements policy. 

Please mail transcripts to:
UT Health San Antonio
Office of the Registrar 
7703 Floyd Curl Dr., MC 7702
San Antonio, TX 78229-3900


Submit Final Transcripts to TMDSAS 
Deadline: June 29, 2018
Contact:; 512-499-4785
TMDSAS requires all official transcripts from all school attended to be delivered to TMDSAS. Transcripts must be submitted from each school attended even if:

  • Coursework appears as transfer credit on another school's transcript
  • Coursework does not count toward a degree
  • Coursework was taken while attending high school

Print a Transcript Request Form from the TMDSAS website for each college/university attended and request that the Registrar's office attach the form to all transcripts sent to TMDSAS:

Please mail transcripts to:

Attn: Transcripts
P.O. Box 2175
Austin, TX 78768

Address for overnight package delivery (e.g. Fed Ex):
210 W. 7th Street
Austin, TX 78701


Course Requirement & Deficiency Information:
Course requirements for our school can be found at this link. The Registrar's Office will audit your transcripts after you are matriculated into the student system (March) and all your transcripts have been received. You will be notified if they find any deficiencies, and given instructions about how to proceed. In May, the Admissions & Outreach Office will look at the course deficiencies and make decisions about what substitutions can be made.


Background Check: CompuFACT Research Inc. 
Date: April 1, 2018 – Do not perform background check prior to April 1
Required; background checks completed prior to April 1, 2018 will not be accepted
Deadline: May 1, 2018
Contact Person: Trey Ximenez, 210-450-8397,
Registration Link: click here
Information:  A successful background check is required prior to matriculation at the UT Health San Antonio Long School of Medicine. We will start removing holds after May 1, and until the start of the fall semester. Please keep in mind it can take up to 3 days to complete a background check. Based on your authorization, the UTHSCSA Long School of Medicine will receive background information from Compufact Research.  Fee is approximately $35, payable by credit card. If you have any technical problems please contact the background check company, Compufact Research at for assistance.


Immunization Requirements: 
Date: Once you have been issued a student ID number by the Registrar's Office.
Deadline: May 1. Fax or email your Immunization Record to The Student Health Center at 210-567-5903 or
Contact: Student Health Center, 210-567-9355 &
Link: For accepted students, the student immunization record can be downloaded here.
Information: University policy mandates a full completed immunization profile prior to registration. Immunization UT Health San Antonio immunization information information/policy is provided on the Student Health & Wellness Center Website.


Certification Agreement
Date: Distributing mid to late June 2018.
Required; put "Certification Agreement" in the email Subject Line
Contact Person: Alyssa De La O, 210-567-6080,
Deadline: July 10, 2018
Information: This document will ask you to:  acknowledge the TMDSAS certifications that are in your application, acknowledge that you have read and understand the Technical Standards for our institution, sign or decline a media waiver, acknowledge that you understand the required activities above, and commit yourself to a high professional standard of honesty and integrity.


Housing Information: 
The Office of Student Life maintains a list of available housing as well as a list of students seeking roommates for UT Health San Antonio students, faculty, and staff only. The Office of Admissions & Outreach has collected neighborhood and apartment reviews from our current students. Please click here  to access this helpful guide. We will provide you with more information on housing during your visit at Welcome Weekend!


Curriculum, Syllabus, & Computer Requirements: 
Information about the UT Health San Antonio Long School of Medicine Curriculum can be found here. Please take the time to review this information.


A note about holds…
On your medical school "account", holds will be placed at various points along the way during your four years here.  Holds are placed for transcripts not received, course deficiency decisions, current immunizations, background checks and more.  Just make sure you hand in everything on your checklist, and the hold will eventually come off.  For example, background checks are completed early, but you will still see the hold there.  Don't worry – we see that you've done it.  Just give us a little time for processing


Purchase Your Diagnostic Kit!
Deadline: Tuesday, July 3, 2018
Contact Person: Dr. Roxanna Nelson;
Information: The Medical Store will be offering all the equipment required for your Clinical Skills Module in a discounted equipment package that can conveniently be ordered online.  The LSOM faculty has determined the items in the package. The equipment package contains everything you need in August. Not sure what to order? Attend the equipment demonstration at Welcome Weekend, Saturday, May 5, 2018. Manufacturers' representatives will be on campus will samples of all equipment. 
Order Form: You may purchase your Diagnostic Kit using the online order form.


You MUST have your kit for your first Clinical Skill Module on August 7, 2018. Order by July 3, 2018 to ensure you receive your kits before August 7, 2018. Those that preorder by July 3, 2018 will be offered FREE DELIVERY! Preorders will be available for pick up during Orientation on Tuesday, July 24, 2018. Questions about placing orders after July 3, 2018 can be directed to


Demo, Last Orders & Order Pickup
Date: Tuesday, July 24, 2018
Time: 2:00 PM to 5:00 PM
Location: Room 3.301 ALTC (Academic Learning & Teaching Center)
Information: Representatives from Littmann Stethoscopes and Welch Allyn will be onsite to demo the equipment. Any orders that have been submitted beforehand will be ready for pickup on this day!


Long SOM Physical Address
The Long School of Medicine is located at 7703 Floyd Curl Drive, San Antonio, TX 78229