ERAS Support Services for Applicants

Supporting Documents

About Supporting Documents Document Submission EMSWP ERAS Transfer Students Reusing Documents

Supporting Documents

Overview

About Supporting Documents
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Following are the documents that ERAS Support Services at ECFMG will upload to the ERAS application and are typically required for a residency application:

Medical Student Performance Evaluation (MSPE)

ERAS Document Submission At-a-Glance

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What is the Medical Student Performance Evaluation (MSPE)?

The Medical Student Performance Evaluation (MSPE) evaluates a medical student’s performance during his or her academic career relative to his or her peers. The MSPE has replaced the term “Dean’s letter” to better describe the purpose of this document. While ERAS Support Services will accept a “Dean’s letter” from your medical school, we strongly encourage medical schools to provide an MSPE that follows the MSPE guidelines detailed in the AAMC's “Recommendations for Revising the Medical Student Performance Evaluation (MSPE).”

An MSPE should:

  • Evaluate the performance of the medical student
  • Be written on medical school letterhead with the medical school seal affixed
  • Be signed by the designated medical school official
  • Include the applicant’s full name

How do I submit my MSPE?

There are three ways that your MSPE can be submitted:

  • By you via ECFMG's OASIS
  • By you via the MyECFMG mobile app
  • By your medical school via EMSWP ERAS (if your medical school participates). See Document Submission for more information.

All MSPEs are held until October 1, at which time they are released to programs to which you have applied. ERAS Support Services strongly recommends that MSPEs arrive at ECFMG no later than September 22 if submitted electronically via OASIS or the MyECFMG mobile app.

Please Note: The MSPE is not a letter of recommendation and does not need to be finalized as an LoR and assigned to your programs.

What if my medical school does not provide an MSPE?

If you are unable to secure the MSPE from your medical school, you must indicate this on the Additional Documents page in the MyERAS application. A neutral placeholder letter will be provided in place of the MSPE. This will ensure that your application will appear as complete for those programs that require an MSPE before considering your application. The neutral placeholder will state, “This document is provided in lieu of the applicant’s MSPE. Please contact the applicant with any questions you may have.”

My MSPE is not in English. What should I do?

If the MSPE is not in English, you must have an English translation prepared by and certified to be correct by either:

  • A medical school official (for example, a Dean or Registrar):
  • A government official (for example, a Consular Officer): or
  • A professional translation service. ECFMG’s recommended professional translation service is Straker Translations.

    Submit only the English translation to ERAS Support Services at ECFMG.

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Medical school transcript

ERAS Document Submission At-a-Glance

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What is a medical school transcript?

Medical school transcripts come in a variety of formats, such as:

  • Mark sheets,
  • Time sheets, and
  • Hour sheets.

Medical school transcripts give program directors an overview of:

  • The subjects you studied in medical school,
  • How long you studied each subject, and
  • How well you did on your exams.

The transcript must include your full name and should not be on “security paper” with a busy background. Busy backgrounds make the scanned image illegible. Ask your school to copy your transcript onto plain paper.

I already submitted my transcript to ECFMG. Do I need to resubmit it for my ERAS application?

The ERAS application is separate from ECFMG Certification, and your medical school transcript will not automatically transfer. If you have a copy of your medical school transcript, you should upload the document through OASIS or the MyECFMG Mobile App. You can request that ECFMG transfer a copy of that document to your ERAS application if you have no other way to secure the document from your medical school. This option should only be used as a last resort, and will take longer to process than documents uploaded through OASIS or the MyECFMG mobile app. To submit a request:

  • Register your ERAS Token with AAMC's MyERAS website.
  • Log in to ECFMG's OASIS.
  • Go to the ERAS Support Services section.
  • Select Request for Transcript Transfer from ECFMG Certification.
  • Carefully review the information on that page.
  • Click on Submit Request.

The total processing time from submission of the request to the availability of the transcript in ERAS may take up to eight business days.

Once submitted, your request will be reviewed within 2-3 business days. If ECFMG is unable to fulfill your request, you will be notified via e-mail. If ECFMG is able to fulfill your request, your transcript will be transferred to your ERAS application where you will be able to track the status of the document. The status of the transcript will be updated to “available” in MyERAS within five business days of the date it is uploaded to ERAS.

Please Note: If your school participates in EMSWP ERAS, your school must upload the medical school transcript on your behalf and you will not be able to submit this request.

How do I submit my medical school transcript?

If you have a copy of your transcript from your school, you can submit it to ERAS Support Services via ECFMG’s OASIS or the MyECFMG mobile app. Documents uploaded through OASIS or the MyECFMG mobile app will take up to five business days to process.

If your medical school participates in EMSWP ERAS, the school must upload the transcript on your behalf. Documents uploaded through EMSWP will take up to two business days to process. See Document Submission for more information.

What if my medical school does not provide a medical school transcript?

If you are unable to secure a medical school transcript, you must indicate this on the Additional Documents page of the MyERAS application. A neutral placeholder letter will be provided in place of the transcript and will state, “This document is provided in lieu of the applicant’s medical school transcript. Please contact the applicant with any questions you may have.” This will ensure that your application will appear as complete for those programs that require a medical school transcript before considering your application.

My medical school transcript is not in English. What should I do?

If the medical school transcript is not in English, you must have an English translation prepared by and certified to be correct by one of the following:

  • A medical school official (for example, a Dean or Registrar);
  • A government official (for example, a Consular Officer); or
  • A professional translation service. ECFMG’s recommended professional translation service is Straker Translations.

Submit only the English translation to ERAS Support Services at ECFMG.

I am a transfer student. How do I submit both of my medical school transcripts?

If you are a transfer student and would like to submit more than one medical school transcript for your ERAS application, please visit the Transfer Students page for more information. If you have any questions about the processing of your transcripts, please contact ERAS Support Services at ECFMG.

Please Note: The transcript does not need to be assigned to your programs. This is done automatically when the transcript is submitted.

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Letters of recommendation (LoRs)

ERAS Document Submission At-a-Glance

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Submitting LoRs that are substantive in content will ultimately provide the residency training program director with a clear picture of your current skills and clinical ability, in addition to your personal characteristics such as professionalism, leadership, and interpersonal skills both with patients and colleagues. You should select your letter writers carefully and contact each program for its LoR requirements. Contact potential letter writers early to allow them plenty of time to reflect upon your performance and provide the letter in time to meet program deadlines for receiving LoRs.

For more detailed information about LoRs, refer to Asking for a Letter of Recommendation (LoR)

How do I submit my LoRs?

The AAMC LoR Portal (LoRP) enables LoR Authors and/or their designees to upload letters of recommendation (LoRs) to ERAS for distribution to training programs.

  • If you have waived your right to view an LoR, your letter writer must upload the letter on your behalf through the LoRP.
  • If you have not waived your right to view an LoR, you are permitted to upload a copy through the AAMC’s LoRP, logging in using your AAMC account.

Please Note: Programs are able to view who has uploaded the document.

For tips on uploading your LoRs, please see the Letter Writer Assistance page. It is your responsibility to follow up with letter writers to ensure that LoRs are ready in time to meet program deadlines.

How do I make my LoRs available to assign to programs?

In order for your LoRs to be available to programs, you must:

  • Confirm for upload your LoR Authors, and
  • Assign the letters to programs in MyERAS.

Is there a limit to how many LoRs I can submit?

There is no limit to how many LoRs you can submit, however, you can assign a maximum of four LoRs to each program. Once LoRs are assigned to a program and you apply, they cannot be unassigned.

How do I reuse LoRs from the previous ERAS application season?

If you have certified and submitted an application in a previous ERAS season (from the ERAS 2016 season and onwards), your LoRs are saved in the History section of your MyERAS application. For more information, please visit the AAMC's website at: https://students-residents.aamc.org/applying-residency/article/history-and-imports-repeat-applicants/.

My LoR is not in English. What should I do?

If the LoR is not in English, you must have an English translation prepared and certified to be correct by one of the following:

  • A medical school official (for example, a Dean or Registrar),
  • A government official (for example, a Consular Officer), or
  • A professional translation service. ECFMG’s recommended professional translation service is Straker Translations.
  • Submit only the English translation to ERAS Support Services at ECFMG.

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Photograph

ERAS Document Submission At-a-Glance

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Programs will use your photograph to identify you at the interview and as a memory aid when creating a rank order list. The photograph must be:

  • Clear,
  • A full front view of your head and shoulders,
  • Your face centered, and
  • A natural expression with your eyes open and looking directly ahead.

If you wish to submit a photograph, you must submit a digital photograph via ECFMG’s OASIS or the MyECFMG mobile app.

Submitting your Photograph via the MyECFMG mobile app

ERAS Support Services at ECFMG strongly recommends that you use the MyECFMG mobile app to submit your photograph by either:

  • Taking a photograph using your mobile device’s camera and review it before upload, or
  • Selecting a photograph file from your device to use.

The app will automatically adjust the photograph to meet the file size and format required by ERAS. The MyECFMG mobile app is available for iOS and Android devices.

After submission, your photograph will transmit within 24 hours to your ERAS application.

Submitting your Photograph via OASIS

Your photograph must conform to the following technical specifications:

  • It must be in the Joint Photographic Experts Group (JPEG) format.
  • The maximum file size accepted is 100 KB.
  • It must be no larger than 2.5 by 3.5 inches in size (i.e. passport size).

Steps for submitting your Photograph via OASIS

  1. Log in to ECFMG’s OASIS.
  2. Click on the link for ERAS Support Services.
  3. Select Upload Photograph.
  4. Click the Browse button to select the photograph file from your device.
  5. Click Upload to upload the photograph.

You will receive confirmation of acceptance if the system uploads your digital photograph successfully. Your photograph will transmit within 24 hours to your ERAS application.

If your photograph is rejected, you will need to submit a new file that meets the specifications above.

Do not e-mail your photograph to ERAS Support Services at ECFMG. We are unable to modify files for applicants.

To make your photograph available to programs, you must assign it on the Additional Documents tab of MyERAS.

You can update your photograph at any time by submitting a new version via the MyECFMG mobile app or OASIS. Once processed, it will replace the previous version in your ERAS application.

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ECFMG Status Report

ERAS Document Submission At-a-Glance

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The ECFMG Status Report confirms your ECFMG certification status. The ECFMG Status Report contains the month and year that you passed examinations for ECFMG Certification. It does not include your USMLE scores, which can be reported only as part of an official USMLE transcript.*

ECFMG Status Reports contain the following information:

  • USMLE/ECFMG Identification Number
  • Applicant name
  • Birth date
  • ECFMG-certified: (Yes or No)
  • Certificate issue date
  • Exams passed for ECFMG Certification*
  • CSA valid through date, if applicable
  • Medical school of graduation
  • Degree year
  • Medical Education Credential Status (complete or incomplete)
  • Explanatory notes (if applicable)

*If you received your Standard ECFMG Certificate based on any of the following exams, the scores will be listed on your ECFMG Status Report:

  • One-day ECFMG Examination
  • FMGEMS
  • VQE
  • NBME Part exams
  • FLEX

Your ECFMG Status Report will be transmitted automatically to your ERAS application, and will update automatically as new information is available. You do not need to request the Status Report or automatic updates, and the cost is included in your ERAS Token fee.

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USMLE transcript

ERAS Document Submission At-a-Glance

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The USMLE transcript contains your examination history on Step 1, Step 2 Clinical Knowledge (CK), Step 2 Clinical Skills (CS), and, if taken, Step 3. It includes all attempts: passed, failed, incomplete, etc. The USMLE transcript is required by many ACGME-accredited residency programs as part of the application to be considered for their positions. For complete information on what is included in the USMLE transcript, refer to Official USMLE Transcripts and Providing Scores to Third Parties in the USMLE Bulletin of Information.

If you are applying to programs that do not participate in ERAS and require a USMLE transcript, request a paper transcript from ECFMG.

How long does it take to process my USMLE transcript request?

Your request will not be processed until you have assigned the document to at least one program and applied. Each time you apply to a program, it may take one to two business days for your USMLE transcript to be transmitted to the ERAS application, where it can be accessed by the program.

I received a new USMLE score. How do I send the new score to programs?

If you receive a new score after you have applied to programs, go to the Additional Documents page to select the option to "Resend My Scores" in the action column for USMLE Transcript.

If you receive a new score before you have applied to programs, your USMLE transcript will include your complete USMLE history when you do apply, regardless of when you authorized the release of the USMLE transcript in MyERAS. The request is not processed until you actually apply and pay the fee.

I am applying to programs that do not participate in ERAS. How do I send a copy of the USMLE transcript to those programs?

If you are applying to programs that do not participate in ERAS and require a USMLE transcript, you request a paper transcript from ECFMG.

Is the USMLE transcript transmitted automatically to the ERAS application?

No. Applicants must authorize the release of the USMLE transcript in MyERAS, assign the document to programs, and pay the one-time $80 fee for it to be transmitted.

How do I authorize the release of my USMLE transcript?

Log in to MyERAS and go to the Additional Documents section. You will see the option to authorize the release of the USMLE transcript. Read the information on that page carefully before saving.

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Postgraduate Training Authorization Letter (PTAL) or “California Letter”

ERAS Document Submission At-a-Glance

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Effective January 1, 2020, the Postgraduate Training Authorization Letter (PTAL) will no longer be a requirement for international medical graduates entering training in California programs. Instead, all incoming trainees will apply for a Postgraduate Training License once they have secured a position in a program. To read more about the changes, please visit: http://www.mbc.ca.gov/Licensees/SB798PD_FactSheet.pdf. If you have any questions about the new licensing requirements, please contact the Medical Board of California directly, http://www.mbc.ca.gov/.

If you have already secured a PTAL from the Medical Board of California, you can upload the document through your OASIS account or the MyECFMG mobile app.

If you have not submitted an application for the PTAL, you do not need to do so.

If you have any questions about the new licensing requirements, please contact the Medical Board of California directly at webmaster@mbc.ca.gov or (916) 263-2382.

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There are different methods for submitting supporting documents, depending on the document type. Refer to the detailed pages for each document type for specific instructions and to Submission At-a-Glance for an overview of all ERAS documents.

Please note that documents submitted to ECFMG via ECFMG’s On-line Applicant Status and Information System (OASIS) will take up to five business days to process.

If a program requests additional document types not listed on this page, you should make arrangements with the program to have these additional documents sent directly to the program. This practice is in accordance with the AAMC ERAS policy. ERAS will not process these documents.

IMPORTANT NOTE: Some international medical schools submit supporting documents on behalf of their students/graduates who participate in ERAS through the secure ECFMG Medical School Web Portal (EMSWP). Schools that participate in the EMSWP ERAS program can electronically submit supporting documents on behalf of ERAS applicants. If your medical school participates in EMSWP ERAS, you will not be able to submit your MSPE and transcripts using OASIS. Please contact your medical school to have these documents uploaded via EMSWP ERAS on your behalf. ERAS Support Services uploads these documents to your ERAS application within two business days of their receipt. To find out if your medical school participates in EMSWP ERAS, you can use the MyECFMG mobile app or contact the Dean’s office at your medical school.

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