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Long School of Medicine – Office of Admissions & Outreach

Information for Newly Accepted Students

Welcome to the Family!
Things you Need to Know and Do

Checklist for newly accepted students will be available February 1st! Welcome Class of 2022!

Please visit this site after February 1st to complete your requirements before matriculation.


My Checklist                                                                                                           *Required!

Due Date:
*Accept the offer 2 weeks after offer
Join Facebook Group, Class of 2022 – Coming Soon!  
Put Welcome Weekend on the calendar Coming Soon!  
*Put Veritas Meeting (Student Mentoring Program) on calendar Coming Soon!
*Register for White Coat, with size - Details Coming Soon!  
*Put The Launch (Retreat) on the calendar Details Coming Soon!  
*Put Orientation on calendar Coming Soon!  
*Purchase Diagnostic Kit- Order Form or Online   July 21
*File FAFSA & Review Financial Aid website  
Review Scholarship Information  
*Submit final transcripts submitted to UTHSA Registrar & TMDSAS June 1
Review Course Requirement & Deficiency Information May 1
*Submit Criminal Background Check: CompuFACT Research Inc. – Starting April 1st May 1
*Submit Immunization Record Form to Student Health Clinic May 1
Review Housing Information  
Review Curriculum, Syllabus, & Computer Requirements Information  

 

Matriculation Process in a Nutshell:

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 generally occurs by the end of March.  You will hear from the Registrar’s Office directly once this change occurs.   An email will be sent to you with your student ID number along with instructions on how to activate your student email account - typically by late March.  Upon receipt of the email from the Registrar’s Office 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, 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 late April the Registrar’s Office will email you with instructions on how to complete the web registration process.

 


Class of 2021 Welcome Weekend:
Date: Coming Soon!
Time: On Friday, the event will begin at 6:00 PM.  Saturday, you can anticipate a full day from 9:00 AM to 4:00 PM.
Location: UT Health San Antonio Main Campus (7703 Floyd Curl Drive, San Antonio, TX 78229)
Highly Recommended
Deadline: April 28, 2017
Contact Person: Vanessa Torres, 210-567-6080 & torresv@uthscsa.edu
Information: Join us for Welcome Weekend to celebrate the Class of 2021. You will meet your classmates and enjoy a day full of activities and information on housing, roommates, the curriculum, financial aid, student life, student organizations, and socializing. This event is at no cost! A detailed schedule of events will be available soon.

 

Diagnostic Kit - Order Pickup, Last Orders & Demo
Date: Friday, July 21, 2017
Time: 2:00-3:00 PM
Location: Lecture Hall Commons
Information: Purchase your first medical equipment using the order form or follow the instruction to order online. 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! July 21st is the last day you can order your kit so you can receive them by August 4th. This is so you have them on your first Clinical Skill Orientation on August 8th.

 

Veritas Meeting:
Date: Coming Soon!
Time: 3:00-4:00 PM
Location: Lecture Hall Commons 3.104
Required
Contact Person: Medstudentaffairs@uthscsa.edu  
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 with whom you will interact 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. 

 

White Coat Ceremony: 
Date: Coming Soon!
Time: 10:00 AM to 11:30 AM (doors open at 9:00 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. ($15 per car)
Required
Contact Person: Rochelle Valera, 210-567-4430 &  valerar@uthscsa.edu  
Registration Link: Please contact Rochelle Valera to register.
Information: 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. Students must arrive at 9 a.m. through the loading dock to the right of the entrance. Please keep in mind that the ceremony proceeds quickly; therefore, we limit individuals who place the coats on students to faculty only. We encourage you to bring your family to enjoy this beautiful venue, while starting your medical student experience. No tickets are required for this event.

 

Family Orientation
Date: Coming Soon!
Time: 10:00 AM to 12:00 PM
Location: Academic Learning & Teaching Center, Room TBA
Contact Person: Rochelle Valera | 210-567-4430 | valerar@uthscsa.edu  
Registration Link: 2017 RSVP Family Orientation Session
Information: Wondering what medical school will be like for you who are spouses, parents, and significant others? Send your student off to Retreat and join Drs. Eddins and Kellaway, deans of the UME office for a light breakfast, an information session of The Long School of Medicine.

 

The Launch (Retreat):
Date: Coming Soon!
Time: Agenda will be provided at a later date.
Location: Flying L Ranch in Bandera, Texas (566 Flying l Drive, Bandera, Texas 78003)
Required
Contact Person: Rochelle Valera, 210-567-4430 & valerar@uthscsa.edu  
Registration: New Student Retreat 2017
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 will be sent closer to the event.

 


 

Orientation:
Date: Coming Soon!
Time: Agenda will be provided at a later date.
Location: UT Health San Antonio Main Campus (7703 Floyd Curl Drive, San Antonio, TX 78229)
Required
Contact Person: Rochelle Valera, 210-567-4430 & valerar@uthscsa.edu  
Registration Link: Registration is not necessary as all new students are required to attend.
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.

 

Make and Send the Name Pronunciation File
Required
Contact Person: Trey Ximenez, 210-450-8397,  ximenez@uthscsa.edu
Deadline: July 1, 2017

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: 

  1. Open the voice recording app on your smartphone.  iPhones have "Voice Memo", Android users can download the free app "Google Keep."
  2. 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.  
  3. Email this file to Trey Ximenez by July 1 deadline, Ximenez@uthscsa.edu

Purchase Your Diagnostic Kit!
Required
Deadline: July 21, 2017
Contact Person Matthew Parker, MS3 parkermd@uthscsa.edu
Information:
Matthew Parker MS3 and BLIMP (Business Leadership in Medical Practice) has arranged for Welch Allyn and other companies to create a few packages for you.  In your practice of medicine, there are a few essential tools which you will need, and you'll need them during orientation in the Clinical Skills portion of our curriculum.  You'll have a few purchase options, and some will save you a few hundred dollars!!  The kits include:

  • Ophthalmoscope
  • Otoscope
  • Tuning forks (hi and low frequency)
  • Reflex hammer
  • Stethoscope – ENGRAVED!!  (And you can choose and economy model, or a LITTMANN!)

July 21st is the last day you can order your kit so you can receive them by August 4th.
You MUST have them on your first Clinical Skill Orientation on August 8th.
You may purchase your Diagnostic Kit using the order form,  order online, or order in person on July 21.

Demo, Last Orders & Order Pickup
Date:   Friday, July 21st
Time:  2:00-3:00 PM
Location: Lecture Hall Commons
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!

 

FAFSA & Financial Aid Website:
Required

  • File your FAFSA annually every October 1st. .
  • Complete financial aid office application
    • Pay attention to any and all emails sent to you by the Financial Aid Office to your Livemail Account.
    • 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 their website at http://students.uthscsa.edu/financialaid/.

 

Scholarships:
Traditionally our school has awarded scholarships at the time of matriculation, in addition to travel awards and other scholarships throughout your four years here.  We have made a few scholarship offers in the recent past, and will award more in the weeks to come.  There is a generous amount of general scholarship dollars, divided among almost all of our students at the beginning of the year.  (Students who have filled the necessary documents below stated below.) 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. Your FAFSA will be processed by the school once you are matriculated. You can expect an email from the Office of Veteran Services and Financial Aid as soon as your application is loaded with the next steps in processing.
2.  Fill out our scholarship application, which will be available in the near future and after matriculation. (We will be letting you know when the link is open.)  Much of this information is already in your TMDSAS application, so you can copy and paste, to save you a little time.  For step-by-step scholarship application instructions click here.

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. A scholarship application is required annually in order to receive the award.

 

Read more in these links, there are many helpful tips:
General info: Scholarships

The Long School of Medicine specific: School of Medicine Scholarships
Sample application from 2016, use this as a template: Sample Scholarship Application 2016

 

A scholarship opportunity through the US Navy:
Navy Health Professions Scholarship Program is designed to provide a financial incentive for students entering or currently in medical school to complete degree requirements and obtain a commission in the Medical Corps. Click here to view benefits, eligibility requirements and service obligations of this scholarship program.

 


 

Final Transcripts to UT Health SA Registrar & TMDSAS 
Required
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 30, 2017. 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
Email: registrars@uthscsa.edu

 

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.

 

Criminal Background Check: CompuFACT Research Inc. 
Required
Deadline: May 1, 2017
Contact Person:  Trey Ximenez, 210-450-8397,  ximenez@uthscsa.edu
Registration Link: Coming Soon!
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 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 support@compufact.com for assistance.

 

Immunization Requirements: 
Required
Deadline: May 1. Fax or email your Immunization Record to The Student Health Center at 210-567-5903 or SHC@UTHSCSA.edu once you have been issued a student ID number by the Registrar’s Office.
Contact: Student Health Center, 210-567-9355 & SHC@uthscsa.edu
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.

 


Housing Information: 
As you may recall from your interview day, there is no student housing on campus. The Office of Student Life maintains a list of available housing as well as a list of students seeking roommates on facebook UTHSCSA – Seeking Roommates for UT Health San Antonio students, faculty, and staff only. The Office of Admissions has collected neighborhood and apartment reviews from our current students. Please click here to access this helpful guide.

 

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 and be ready to hear in depth information at Welcome Weekend. The Office of Undergraduate Medical Education will distribute computer specifications, equipment requirements and syllabi fees in mid-May 2017.

 

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 nor 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.

 

Medical Student Checklist