Away Elective Information

General Information

Rotations at locations away from WFSM allow students to “preview” residency opportunities, obtain experiences not available at WFSM, complete research opportunities, or to meet and work with faculty and program directors that might aid in obtaining a residency position.

  • Students may enroll in no more than 3 of the following electives during their fourth year: extramural (away), global health, and non-clinical/research.
  • Extramural electives must be reviewed and approved by the Office of Academic Affairs at least 5 days prior to the start date of the away rotation. Students must complete the Extramural Elective Approval Form and return it to mdcurric@wakehealth.edu. For questions concerning this process please e-mail mdcurric@wakehealth.edu
  • Prior to rotating an Affiliation Agreement must also be in place. Please see Affiliation Agreements below.
  • Students will not be approved to do an away elective or any enrichment activity if there are any unresolved unsatisfactory grades or other academic or professionalism issues at WFSM. 

VSAS

The Visiting Student Application Service (VSAS) is an AAMC application designed to streamline the application process for senior "away" electives at other LCME medical schools in the United States. This service requires students to submit one application for all schools, effectively reducing paperwork, minimizing miscommunication, and making better use of time. VSAS also provides a centralized location for managing offers and tracking decisions. To see when schools begin accepting applications for the current academic year, go to their website and click on the Institutions tab. You will then see the list of participating institutions, the dates they begin accepting applications, fees, and any required documentation. Each program is different, so please read their instructions carefully.  

The majority of medical schools utilize VSAS to process elective requests. The remainder continue to use their own paper-based application system. If you are not applying to a school on VSAS, please use the AAMC Extramural Electives Compendium (EEC) for visiting student application information. The AAMC web site connects you to the LCME-accredited medical schools and has the URLs for their web sites. Any program still using a paper application requires a “dean’s statement or cover sheet."  You must fill out the application in its entirety and bring it to the Student Records Office, who will work with the Associate Dean of Academic Affairs to complete a cover letter and certification. Do not send blank applications.

The Office of Student Records will release 15 VSAS authorizations to each eligible student on March 2.

Affiliation Agreements

The affiliation agreement is the controlling factor for participation on the visiting medical student program.  WFSM requires an approved affiliation agreement with the host institution to allow for participation in the visiting medical student program. Please send an  email to the Office of Student Records at MDStudentRecords@wakehealth.edu with the institution name, contact person and address of the institution you plan to visit so the process to obtain an approved affiliation agreement with that institution can begin as early as possible. Approved affiliation agreements must be on file with the Office of Student Records no later than 15 days before the away elective start date, otherwise, the student will not be allowed to participate in the away elective. 

List of Approved Affiliation Agreements

General Steps:

  1. Check VSAS first- if the school is using VSAS, follow those instructions.  For those programs that do not utilize VSAS, contact them or download their visiting student application form from their web site.
  2. Carefully read and fill out your portion of the application.
  3. Student Records will upload your photo, proof of liability insurance and transcript at the beginning of the VSAS application cycle.  If you need additional supplemental documents uploaded to VSAS, please complete the WFSM Request for Away Rotation form. With this form you can request: most recent transcripts, letters of good standing (includes clearance of drug screen), etc.
  4. Students can obtain completed immunization records from Employee Health.  Students must upload their immunization forms.  Student Records does not have access to upload documents to this section of the VSAS application.
  5. Students will be responsible for uploading their own test reports of USMLE Step Scores into VSAS.  The Office of Student Records cannot release your actual scores.  If you do not have a copy of your Step Scores, please visit this link for instructions to obtain your USMLE Step 1, Step 2 CK & CS.
  6. Updated Criminal Background Checks (CBC) are available on a case-by-case basis at the student’s expense.  If an updated CBC is required, bring a check in the amount of $100, payable to WFSM, to the Office of Student Records for entry in the Certiphi Screening database.
  7. Updated Drug Screens are available on a case-by-case basis at the student’s expense.  For an updated Drug Screen, the student should contact Employee Health.
  8. Titers are available at the student’s expense.  Contact your health insurance provider to see if this cost is covered if obtained through your Primary Care Physician (PCP).
  9. Upon approval from the Year 4 Administration Team and offer of acceptance from elective, the office of Student Records will give students permission to register for the away elective. Students are then required to enter the Away Rotation information into their PeopleSoft Student Center. 

Grades/Evaluation:

Students registered for an away rotation must arrange to have an evaluation of performance prepared on the Wake Forest School of Medicine Year 4 Student Evaluation form.  The WFSM Y4 Student Evaluation form is available in VSAS and in PeopleSoft on the Away Rotation entry page.

 It is the student’s responsibility to request that an evaluation be sent to the Office of Student Records. The student should provide a copy of the form to the host evaluator.  

It is the student’s responsibility to check with the Office of Student Records to be sure that the evaluation form has been received. The student must continue follow-up action on the evaluation until it is received. 

Quick Reference

Student Records

Phone 336-716-4263
Fax 336-716-9593

MD Program
mdstudentrecords
@wakehealth.edu

Graduate School
gradstudentrecords
@wakehealth.edu

Hours
Mon-Fri – 9:00-4:00

Location:

Bowman Gray Center for Medical Education, 1st Floor, 475 Vine St.

Mailing Address:

Office of Student Records
Wake Forest Baptist Health
PO Box 573183
Winston Salem, NC 27157

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