Office of Student Affairs

Academic Records

The Office of the Registrar is responsible for transcript management, degree and enrollment verification for students and alumni, administering the residency policy, and degree conferrals.

Students can request official transcripts, degrees, diplomas and certificates here:  Office of the Registrar

Admissions

Office of Admissions | University of Maryland School of Medicine

Advising

OSA Faculty are available for student advising. Please contact them directly via email to arrange a meeting.

Kerri Thom - General Advising
John Allen - General Advising
Marissa Flaherty - General Advising
Elizabeth Lamos - General Advising

Alumni

Verification Requests | Alumni Services | University of Maryland School of Medicine

Dean Approval for Forms

If approval or a signature of a Dean is needed, contact OSA.

BLS & ACLS Certifications

• BLS training is completed with third year medical students during clerkship onboarding with Dr. Dittmar, typically in March, and is valid for two years.
• Students can access their AHA eCards here: How to Claim and View your AHA eCard | American Heart Association CPR & First Aid
• Students on leave may need to renew BLS certification upon return.
• For additional BLS/ACLS/PALS training: the American Heart Association offers courses.
• For more information, contact Dr. Dittmar.

Conference Funding

Student Conference Reimbursement

• Fill out our student conference reimbursement request form.
• Need additional information? Contact OSA.

Reimbursement Request Instructions:

• Students presenting research at a conference should first inquire with the Office of Student Research regarding funding. OSA can assist if necessary.
• The reimbursement request form must be submitted at least two weeks prior to travel. Post-travel submissions are less likely to be approved.
• OSA will approve or deny the request; allow up to 10 days for a response.
• OSA covers 50% of conference expenses, up to a $500 expense maximum ($250 maximum reimbursement). Detailed expense information must be included in the form's comment box.
• Any additional funding sources (e.g., student interest groups) must be noted in the comment box.
• Student interest group payments for conference expenses will be deducted from OSA reimbursements. Failure to disclose such payments is considered an ethics violation and fraudulent behavior.
• Original receipts (or planned expense details) must be attached to the form.
• Students must verify that conference attendance does not conflict with their class, rotation, or exam schedule.

Criminal Background Checks

Timing:

• M1 year (Baltimore-based students)
• M3 year (VA rotation students)

Process:

• Conducted by external entities; OSA verifies completion, not results.

Away Rotations:

• Institutions may require background check documentation.
• OSA's "Good Guy Letter" is often accepted as verification.
• Students may need to obtain independent, detailed background checks (at their expense) if required.
• Sentry Link (https://www.sentrylink.com/web/criminal-check.action) is a reported option.
• Students must confirm specific background check requirements with the receiving institution, as state regulations vary.

ERAS and Residency Planning

Questions about ERAS or Residency Planning, visit Residency Application Manual. Additional questions, contact OSA.

EPIC access (MS3 & MS4 only)

EPIC Account Support

• For account issues or questions:
• Contact the EPIC helpdesk first: 410-328-4357.
• If the help desk indicates manager contact is needed, then notify OSA.
• Account Maintenance:
• Sign in to your EPIC account at least once every 30 days to prevent lockout.
• Account Issues Requiring OSA Assistance:
• For expired accounts, email OSA.
• For locked accounts, email OSA.

Events

Please visit the events page for information about: AOA Banquet, Graduation, Student Clinician Ceremony, Match Day, etc. Additional questions, contact Kristen McCartin or OSA.

FERPA Authorization

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. Learn more about UMB’s FERPA policy:  FERPA - Office of the Registrar.

The FERPA Disclosure Report is for the purpose of the release of student directory information for the following events hosted by UMSOM:

• Medical Family Day and White Coat Ceremony
• Legislative Day
• Humanism Honor Society/Gold Foundation
• Alpha Omega Alpha                    
• Match Day
• School of Medicine Awards
• Student Clinician Ceremony
• Junior Orientation
• Medical Student Research Day

Hospital ID Badge

If a student loses access/needs additional access for their Hospital Badge ID:

• Contact department coordinator(s)

If a student loses their Hospital Badge ID:

• Stop by OSA to receive a new badge form
• Fill out top section and bring completed form to UMMS badge office (located in the basement of the hospital)
• There is a $25 fee for replacing a lost badge, paid in cash only

International Electives

Visit our Global Health page to learn more about UMSOM international electives. For additional information, please reach out to OSA.

Jury Duty

If a student receives jury summons while registered as a medical student at UMSOM, OSA can assist you.

• Scan and send your jury summons ASAP to OSA.
• OSA will draft a reschedule request. Please note, this request does not guarantee you will be excused from Jury Duty.
• OSA will inform you once the request has been mailed and/or faxed.
•  It is the responsibility of the student to confirm that the jury office has received the request.

Lactation Room Access in Hospital

A complete listing of policies, guidelines, and locations for Lactation Centers at UMMC can be accessed here: Lactation Center - SMC Campus Center 

Leave of Absence

Please refer to our OSA Academic Handbook Leaves, Gaps, and Breaks from the Curriculum page

Letters of Good Standing & Good Guy Letters

Letters of Good Standing & Good Guy Letters

• Good Standing Letter: Confirms enrollment, academic standing, and graduation date.
• Good Guy Letter: Includes Good Standing information, plus malpractice insurance, OSHA training, and background check verification.
• Request letters from OSA.

Mask Fit Testing

OSA conducts annual mask fit testing sessions. Notifications will be sent out with scheduling information.

• Annual fit testing for respiratory PPE is mandatory per OSHA guidelines. Failure to comply may prevent clinical participation.
• Students must be clean-shaven or adhere to approved facial hair guidelines (see "Facial Hairstyles and Filtering Facepiece Respirators" form). Facial hair that interferes with the mask seal will result in testing postponement until shaving. For religious accommodations, contact OSA (studentaffairs@som.umaryland.edu).
• A disposable N95 respirator will be provided during the session. Care instructions are available on MedScope > COVID-19 Resources > SOM COVID Safety Tools > PPE Management. Replacements are available at clinical sites.

Forms and Instructions

• Facial Hairstyles and Filtering Facepiece Respirators
• Frequently Asked Questions about Respiratory Protection
• Disposable Mask Instructions
• PPE Removal
• AirMate PAPR Instructions
• APIC DosDonts Respirators Hiq

Military Reimbursement & Tuition Assistance

Military Reimbursement (Travel, Relocation, Moving):

• For questions regarding VA reimbursement for travel, relocation, or moving expenses, veterans must contact the Department of Defense directly.
• Website: https://militarypay.defense.gov/

Tuition Assistance (TA):

• Tuition Assistance is typically available for active-duty service members.
• To initiate TA paperwork, contact your respective service branch.
• Website: https://www.militaryonesource.mil/education-employment/for-service-members/need-money-for-higher-education/
• The administration of TA benefits is generally handled between the service branch and the university's Student Financial Service Office (student accounts).

MedScope

Technical questions pertaining to MedScope, contact MedScope.

Name Change Request

Name Change Procedure:

1. Registrar's Office:
• Submit your name change request via the Registrar's "Forms and Services" page.
• Review the "UMB Policy on Preferred Name" and "Preferred Name FAQ."
• Consult the "Graduation" tab for diploma name information.
2. MedScope:
• Once the Registrar approves the change, notify MedScope.
3. Email Address:
• Contact the SOM Helpdesk (help@som.umaryland.edu) to request an email address change.
4. One Card:
• Contact the One Card office to schedule a card update.
• After receiving the new one card, notify OSA and Donna Reynolds (dreynolds@som.umaryland.edu) to authorize building access.

Additional Information:

• Students can independently update their "I Like to be Called" name and pronouns on their MedScope profile.

Parking Application

MS3 students complete Parking Application

MS4 students complete Parking Application

Professional Liability Insurance

Current insurance carrier:
Maryland Medicine Comprehensive Insurance Program
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 the University of Maryland Medical Center? Contact Volunteer Services. 

Student ID Badge

If you have lost or need a new OneCard/Student ID badge, please follow the below steps:

• Visit the One Card Office and they will help get you set up with a new badge.
• Once you have your new badge, please reach out to Donna Reynolds in OME to add building access' for your new card.
• Don’t forget to stop by OSA to update your badge for swiping in purposes.

If you have any questions, please reach out to OSA.

Reserving SOM Rooms

To book a SOM room reservation: rooms@som.umaryland.edu.

USMLE Application

The USMLE program has introduced the MyUSMLE Portal, a streamlined registration platform for Step 1 and Step 2 CK exams. Featuring secure ID.me login, this new portal simplifies the form submission process. Please use the MyUSMLE Portal for all Step form submissions.

VA Educational Benefits

Review VA Benefits, complete the VA Declaration of Intent and return to OSA with supporting documentation.