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Administrative Services

Academic Records and Registration To request copies of a student academic record or for registration questions,  contact Sonia Beasley or OSA.
Advising All OSA Deans are available for walk-ins or by appointment. For appointments, call 410-706-7476.
OSA Deans:
Donna L. Parker, MD
Joseph Martinez, MD
Elizabeth Lamos, MD
John Allen, MD
Approval of Forms Approval or a signature needed - bring to OSA or OSA.
BLS & ACLS Certifications Contact Brandi Finch at UMMC.
Conference Funding

Fill out our student conference reimbursement request form. Additional information, contact OSA.

Follow these instructions for reimbursement requests:

  • Form must be submitted 2 weeks prior to student travel. If form is submitted after traveling to the conference, expenses will NOT be covered.
  • After submitting form, OSA will approve/deny the request. Do not book travel until OSA approves the request. Approvals are granted within a week of submission.
  • If you are presenting research at the conference, ask Office of Student Research for funding. If they are unable to help, OSA can assist you.
  • We only allow a maximum of three students to travel to a conference at a time. OSA will generally cover 50% of the expenses, up to $250 for a conference. If more is needed, submit additional details in the comment box.
  • If additional funding for travel is coming from other sources, include that information in the comment box.
  • Submit all original receipts to OSA after the conference. Photocopied will not be accepted.
  •  If a student group is paying for conference-related travel expenses and the student is also requesting a conference reimbursement through OSA, that payment amount will be deducted from the total. Failure to disclose that a student group is paying for the conference reimbursement at the time of reimbursement submittal will be viewed as an ethics violation and fraudulent behavior.
Criminal Background Checks Sandra Smith at the VA handles criminal background checks. Contact her at 410-642-2411 ext 6687.

Should a visiting institution require you receive a background check follow the steps below. Information obtained from Department of Public Safety and Correctional Services.

Individual State Background Check (For example; Visas, Gold Seal letters, and Individual Reviews):
If you live in Maryland:
  • You may go to any authorized location that provides fingerprinting services.
  • You may go to your local law enforcement agency to be fingerprinted on the state fingerprint card known as Form 015.
  • Once you've been fingerprinted, you may overnight it to CJIS-Central Repository located at 6776 Reisterstown Road, Suite 102, Baltimore Maryland 21215, or mail it to CJIS-CR P.O. Box 32708, Pikesville, Maryland, 21282-2708. (see Associated Fees).
  • If you are requesting a copy of your FBI criminal history record you must send your request directly to the FBI.
If you live outside of Maryland:
  • You may write CJIS-Central Repository P.O. Box 32708, Pikesville, Maryland 21282-2708, or call the Central Repository in Baltimore City at 410-764-4501 or toll-free number 1-888-795-0011 to request a fingerprint card.
  • You may mail the fingerprint card and associated fee to CJIS-Central Repository P.O. Box 32708 Pikesville Maryland 21282-2708, or overnight the fingerprint card to 6776 Reisterstown Road, Suite 102, Baltimore Maryland 21215.
  • Include a check or money order made out to "CJIS Central Repository". See the schedule of Associated Fees.
  • You may expect a response in 10 - 15 business days.
ERAS and Residency Planning Questions about ERAS or Residency Planning, visit Residency Application Manual. Additional questions, contact OSA.
EPIC access (3rd & 4th years only) Questions for EPIC access, call the help desk 410.328.4357. For reactivation of EPIC account email Tami VanDamme
Events Information about AOA Banquet, Graduation, Student Clinician Ceremony, or Match Day, visit events page. Questions about White Coat Ceremony, contact Ashley Hines. Additional questions, contact OSA.
FERPA Authorization In order to complete the FERPA authorization form, students must sign into Medscope and click the link on the top right hand corner to sign off on FERPA. 
Good Guy Letters Email OSA to request a good guy letter for an elective.
Hospital ID Badge If your hospital ID has lost access, print and fill out the UMMC Badge Form then scan to OSA or bring in person for processing.
International Electives Questions about international electives, Sonia Beasley or OSA.
Jury Duty Receipt of jury summons - scan your summons ASAP to OSA. OSA will draft a reschedule request. This does not guarantee you will be rescheduled from jury duty.
Lactation Room Access in Hospital Request access via LactationSupport@umm.edu or Cholden@umm.edu. Provide full name and the 6-7 digit number located in the lower corner of the UMMC ID. 
Leave of Absence Refer to Leave of Absence Checklist.
Letters of Good Standing Email OSA for a letter of good standing.
Letters of Recommendation (LOR's) Students need to create and finalize a letter slot for an LOR cover sheet within ERAS. Ensure LOR letter slot information is correct before finalizing. All LOR's are uploaded into ERAS from the letter writer. For more information Residency Application Manual.
Mask Fit Testing

UMMC EHS will conduct respirator medical clearance and fit testing will TBD.

The appointments will be TBD. Students will be expected to call and schedule the appointment at 410-328-6151.

Male students should be clean shaven in order to be fit tested, if not clean shaven, they will be instructed on the use of the powered air purifying respirator (PAPR). Female students with long hair should have a hair band/rubber band to hold hair (out of the way) to facilitate fit testing.

Students must complete the OSHA Respiratory Questionnaire and bring it to the appointment. Any student who arrives without the completed questionnaire and/or late may be rescheduled. Students must provide a mandatory flu vaccination documentation.  If a student has not been vaccinated, UMMC can provide flu vaccination. This information has to be reported to CMS.

Forms and Instructions
MD Verifications

Graduates of SOM often need certification of their MD degree in order to apply for a license, to acquire hospital privileges, or for other purposes.

ONLY State Board forms for medical education will be verified by OSA.

All other inquiries, use the National Student Clearinghouse (NSC) - Degree Verify. We are listed under University of Maryland, Baltimore.

  • The employer is charged a minimal fee for the NSC service.
  • State or federation verification forms are not processed through Degree Verify. Send State Board forms to:
    studentaffairs@som.umaryland.edu or
    Fax 410-706-8311
  • Forms are returned directly to the Board. Submit any pertinent information on a separate sheet of paper. There is no fee.
  • Some agencies will want a copy of your Medical Student Performance Evaluation (MSPE). MSPEs cannot be provided to the student/grad. MSPEs are identical to the one initially sent to your residency programs as a senior student with two modifications: The date of graduation is added, and courses for which grades were not available at the time of initial submission are added. Requests can be submitted to OSA.
  • Official transcripts can be requested through the university registrar website. There is no charge for this service. The Office of the Registrar also has an online form to request a transcript.
  • New graduates, should you need a new diploma, contact the university registrar at 410-706-7480 or orr@umaryland.edu. Cost for issuing a duplicate diploma is $55 via check or money order only. Office of Registrar
  • If alumni require degree verification for their own personal business, contact the university registrar 410-706-7480.
Military Reimbursement Bring in all forms to OSA for reimbursement.
Medscope Technical questions pertaining to Medscope, contact Medscope.
MSPE (Dean's Letter) Email OSA with address or email where your MSPE will need to be sent. MSPE's cannot be sent directly to a student or graduate.
Professional Liability Insurance Current insurance carrier: Maryland Medicine Comprehensive Insurance Program
Address: 250 W. Pratt Street, Suite 1200, Baltimore, MD 21201
Policy number: self-insured trust
Period of coverage: July 1 – June 30 (renews annually unchanged)
Limits of coverage: $1,000,000 per claim/$3,000,000 annual aggregate
Type of coverage: claims made with tail
Shadowing Interested in shadowing or volunteering at University of Maryland Medical Center? Contact volunteer services
Student ID Badge If a student ID badge was replaced and card access needs to be restored, fill out the Card Access Authorization Form. Additional questions, contact Police and Safety at 410-706-6882. After card access is restored, take card to OSA to be activated for sign in purposes.
Rooms Room reservation: rooms@som.umaryland.edu.
Transcripts The Office of the Registrar processes official transcripts.  Office of the Registrar website. Current students may pull unofficial transcripts from SURFS.
USMLE Application Bring USMLE form, with photo attached, to OSA for processing.
VA Educational Benefits For the VA Declaration of Intent, visit: VA Declaration of Intent Contact Sonia Beasley for more information about VA Educational Benefits.