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Table of Contents
PART I: THE STRONG CANDIDATE ...................................................................................................................................... 4
PURPOSE OF THIS DOCUMENT ............................................................................................................................................ 4
THE STRONG CANDIDATE .................................................................................................................................................... 4
IMPORTANCE OF DEADLINES .............................................................................................................................................. 4
TIMELINE AND CHECKLIST .................................................................................................................................................. 5
OPENING YOUR HPA APPLICANT FILE .............................................................................................................................. 5
COMPLETING YOUR FILE ...................................................................................................................................................... 6
SJP DISCIPLINARY WAIVER .................................................................................................................................................. 7
HIGH SCHOOL PARAGRAPH – SUMMARY OF ACHIEVEMENTS ................................................................................... 7
CURRICULUM VITAE (CV) ..................................................................................................................................................... 8
PRE-APPLICATION APPOINTMENT FORM ......................................................................................................................... 8
PERSONAL STATEMENT ........................................................................................................................................................ 9
LETTERS OF EVALUATION ................................................................................................................................................... 9
ADDITIONAL RESOURCES IN HPA-APPLICANT BOX ...................................................................................................... 9
PRE-APPLICATION APPOINTMENT ..................................................................................................................................... 9
RESEARCH SCHOOLS ........................................................................................................................................................... 10
APPLICATION PROCESSING DETAILS .............................................................................................................................. 10
SECONDARY APPLICATIONS .............................................................................................................................................. 11
INTERVIEWS ........................................................................................................................................................................... 11
PART II: REQUESTING LETTERS OF EVALUATION AND VECOLLECT ...................................................................... 12
PURPOSE OF LETTERS OF EVALUATION ......................................................................................................................... 12
PROFESSIONALISM ............................................................................................................................................................... 12
REQUESTING LETTERS OF EVALUATION ....................................................................................................................... 12
SETTING UP VECOLLECT .................................................................................................................................................... 17
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VECOLLECT PROCESS .......................................................................................................................................................... 17
CREATING YOUR VECOLLECT ACCOUNT ...................................................................................................................... 18
CREATING AN EVALUATOR RECORD .............................................................................................................................. 19
CREATING A LETTER RECORD .......................................................................................................................................... 19
SELECT LETTER TYPE .......................................................................................................................................................... 20
REQUEST THE LETTER FROM YOUR EVALUATOR ....................................................................................................... 20
CREATING A QUIVER ........................................................................................................................................................... 20
EDITING A QUIVER ............................................................................................................................................................... 21
LOCKING YOUR QUIVER ..................................................................................................................................................... 21
INFORM THE OAA YOUR QUIVER IS LOCKED................................................................................................................ 22
DESIGNATING SCHOOLS IN VECOLLECT ........................................................................................................................ 22
PART III: THE ONGOING APPLICATION PROCESS ......................................................................................................... 23
COMMITTEE LETTER AND LETTERS OF EVALUATION ............................................................................................... 23
MAKING CHANGES TO YOUR APPLICATION.................................................................................................................. 23
SECONDARY APPLICATIONS .............................................................................................................................................. 24
ONGOING CONTACT WITH PROGRAMS ........................................................................................................................... 24
LETTERS OF INTEREST, UPDATES OR INTENT ............................................................................................................... 25
WAITLIST ................................................................................................................................................................................ 26
TEXAS MATCH ....................................................................................................................................................................... 26
GETTING ACCEPTED ............................................................................................................................................................ 27
APRIL 30 ................................................................................................................................................................................... 27
WHAT IF IT APPEARS I WILL NOT BE ACCEPTED? ........................................................................................................ 28
CLOSING .................................................................................................................................................................................. 28
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Part I: The Strong Candidate
Purpose of This Document
The purpose of this document is to provide details and guidance about the application process to health professions
schools–in particular, to schools of medicine and dentistry. Rice submits a Health Professions Advising Committee
(HPAC) letter to formally introduce you to schools and provide a narrative on your candidacy. This is an optional
service but a Rice tradition for over 30 years. Students are welcome to apply to schools directly.
If you would like to have an HPAC letter written on your behalf, we require that all applicants read this document
carefully, follow instructions, consider guidelines and suggestions, and adhere to all deadlines. This will
significantly enhance your chance for acceptance to a health professional school and reduce inefficiencies in the
process. Throughout the document, we provide context and explanations as to why the required materials and
information are necessary to your finalized application. On page 5 of this document, you will find a timeline and
checklist for each step in the process.
The Strong Candidate
If you are planning to apply for Fall 2021 admissions, we recommend that you reflect and determine if you meet all
the components for a strong applicant, which include:
• Academic Performance at Rice (overall GPA and science GPA)
• Standardized Test Scores (ex. MCAT, DAT, etc.)
• Clinical Exposure and Experiences
• Service and Community Involvement (Altruism/Empathy)
• Uniqueness: Interests, Perspectives, and Experiences
• Leadership and Teamwork
• Research (Intellectual Curiosity)
• Interpersonal/Communication Skills
• Character: Ethics, Integrity, Honesty, Responsibility
• Letters of Evaluation
If you are unsure, students can make an appointment with an advisor to discuss their candidacy. It is best to apply
when you are ready and feel your application is at its strongest.
Importance of Deadlines
As part of the open file process, we will need significant information from you. Without sufficient information in
an organized and timely manner, our ability to best represent your candidacy is hindered, so we encourage you to
commit the time and energy necessary for each task. Please also consider that most health professional schools
operate on rolling admissions, so delays in submitted materials may significantly impact your admission. Our office
is typically well ahead of the timelines, but we need your help to maintain this standard.
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Timeline and Checklist
✓
Task Deadline
Pay $100 Registration Fee (here) December 13, 2019
Complete HPA Applicant Information Form (Google form here) December 13, 2019
Submit Materials in Box
January 31, 2020
(by 11:59 p.m.)
• Submit SJP Disciplinary Request Waiver
• Submit High School Paragraph
• Submit Curriculum Vitae (CV)
• Submit Personal Statement Draft
• Submit Pre-Application Appointment Form
Letters of Evaluation
January 31, 2020
• Request Letters of Evaluation
• Activate veCollect account
Schedule Pre-Application Appointment (Strongly suggested) February 10 – March 27, 2020
Complete Pre-Application Appointment (Strongly suggested) April 3, 2020
Start Applications to AMCAS, TMDSAS, AACOMAS Beginning May 1, 2020
Supporting Letters of Evaluation Received May 22, 2020
Start Applications to AADSAS Beginning June 1, 2020
Complete Applications in AMCAS, TMDSAS, AACOMAS
AADSAS
Oct 1, 2020 (ASAP)
Opening your HPA Applicant File
Opening your Health Professions Applicant File is a two-step process.
The first step is to pay your $100 registration fee: https://signup.rice.edu/2021HPFile/
The second step is to fill out your Health Professions Applicant Information form:
https://forms.gle/p64oYSMTSEgbnbqTA
The Health Profession Applicant Information form asks for comprehensive details, including contact information,
health professional program of interest, academic record (major, minor, etc.), and admission test scores. All of this
information is crucial to our office’s records and organization and is required for us to know how to advise you and
prepare your Health Professions Advising Committee Letter.
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In addition, you will provide the following:
• Waiver to your right to access your confidential Health Professions Advising Committee (HPAC) letter of
evaluation from the Office of Academic Advising (OAA)
• Waiver to your right to access your letters of evaluation from faculty and community members
• Authorization for the Office of Student Judicial Programs (SJP) to release your disciplinary record
information to the Office of Academic Advising.
• Authorization to release basic information to the Rice Alumni in Medicine group
• Authorization to release basic information to future applicants
o The OAA is creating a directory of students that matriculate to medical school that can be shared
with future applicants by request, including name and email address. By sharing your contact
information, you give permission for the OAA/future applicants to reach out to you.
Confirmed receipt of your registration fee and completion of your Health Profession Applicant Information form
officially opens your Health Professions File as an applicant for 2021. These are required steps before we provide
you access to the Box account for HPA-2021 Applicants and the registration code to sign-up for your veCollect
account.
Any major communication from our office will be sent via email, so be sure to check your email regularly
throughout the application process.
Completing Your File
Completing your file with the Office of Academic Advising includes several steps. All are necessary prior to our
completion of your Health Professions Advising Committee letter and subsequent submission to the appropriate
application services. Each of these steps is included in the “Timeline and Checklist” on page 5 of this document:
• Submit to Box:
SJP Disciplinary Waiver Request
Paragraph outlining your high school accomplishments
Detailed curriculum vitae (CV)
Draft of your personal statement
Pre-Application Appointment Form
• Request letters from your evaluators
• Schedule and complete a brief pre-application appointment clarifying content of the Pre-Application
Appointment Form (optional, but strongly suggested)
• Submit your application to:
American Medical Colleges Application Service
(AMCAS)
Texas Medical and Dental School Application Service (TMDSAS)
American Association of Colleges of Osteopathic Medicine Application Service (AACOMAS)
American Association of Dental Schools Application Service (AADSAS)
Or other appropriate application service
Please recognize that the Health Professions Advising Committee will draft and complete ~200 letters for health
professions applicants in spring/early summer 2020. This task is not possible without your compliance with the
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stated deadlines. Each letter contains considerable detail specific to the candidate and requires personalization. For
this reason, non-compliance with deadlines will result in a shorter and less descriptive HPAC letter or potentially a
letter packet that includes a basic cover letter along with your supporting letters of evaluation. Immediately
following deadlines for submission, we will check applicant drop boxes for requested materials. Students who do
not comply with the deadlines are ineligible for pre-application appointments with an advisor as well as the
RPMS and RPDS mock interview programs.
The following sections provide some basic guidelines regarding the submissions listed above, but greater details are
available in the HPA - 2021 Box Account.
SJP Disciplinary Waiver
The SJP Disciplinary Waiver allows communication between Student Judicial Programs (SJP) and the Office of
Academic Advising (OAA) regarding your disciplinary record. If an applicant has any honor code or conduct
violations, please review the SJP Website for additional information.
Please release your record to the “Office of Academic Advising” and sign the bottom of the form. You do not need
to upload a copy of your ID.
High School Paragraph – Summary of Achievements
The purpose of this section is to provide guidelines for the paragraph summarizing your high school achievements.
We have provided a few examples for your reference. Keep in mind that the Health Professions Advising Committee
will use this paragraph to provide context about your high school accomplishments with respect to your transition
to college and to your more recent preparation for acceptance to a health professional school. Be sure to write in
third person and to include details such as your GPA, test scores and significant honors or scholarships.
You are required to write and submit a summary of your high school accomplishments in a format similar to those
shown below:
Sample 1: In the spring of 2016, Cindy graduated as valedictorian of her class (1/361) from Medical Scholars High
School in Baltimore, Maryland with a 6.5/6.0 cumulative grade point average. During her high school years Sarah
was very active, often in leadership roles. She was the President of the Student Council, the Vice President of
Senior Women, the Treasurer of the National Honor Society and the Drum Captain. She volunteered in a nursing
home, in the hospital emergency room, and accompanied physicians on clinical rotations in the Health Occupations
Students of America Program. She was honored as a National Merit Commended Scholar, a Hugh O’Brian Youth
Leadership participant, and as a UIL State Solo and Ensemble musician. She came to Rice University with a 2360
SAT score and academic achievements earning her no less than four scholarships.
Sample 2: In the spring of 2016, Jason graduated as valedictorian of his class from Rollins High School in San
Diego, California with a perfect 4.0/4.0 cumulative grade point average, a perfect 2400 SAT score and a perfect 36
ACT score. He had also amassed 51 hours of Advanced Placement credit. While in high school, Joseph was also
actively involved with Habitat for Humanity, and he participated in theater while competing on the tennis and golf
teams. He was named a National Merit Scholar and upon his matriculation at Rice, he was given the Trustee
Distinguished Brown Scholarship and the W.L. Moody, Jr. Engineering Scholarship.
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Sample 3: In the spring of 2016, Anna graduated from Hundred Forest High School in Phoenix, Arizona in the top
5 percent of her class and with an outstanding 3.9/4.0 cumulative grade point average. Her strong scholastic aptitude
is evidenced by her AP Scholar Award receipt, her National Merit Scholarship Qualifier status and her inclusion in
the Hundred Forest School District’s Highest Honors cohort. She was very active in her community, holding
membership on the math team and the International Club. Other extracurricular activities included her work as a
tutor at the Canton Institute and her volunteer work at the Kissinger Senior Center. As a result of her
accomplishments, Anya received the Arizona Governor’s Scholarship and the Peterson International Science
Scholarship (Highest Honors).
Curriculum Vitae (CV)
The HPA – 2021 Applicant Box account includes the curriculum vitae template all applicants are required to use
for their CV submission. Its design allows you to provide us with relevant, specific information regarding your
candidacy for health professional school. Therefore, we look for academic achievement, research experience,
clinical exposure, leadership experience, volunteerism and other altruistic activities, extracurricular involvement,
honors and awards, etc. Please put considerable time and energy into your curriculum vitae as it is a reflection of
your preparedness for your health professional goals. Be sure to list all your activities, not just medically-related
activities. A general rule of thumb is never to place something on your curriculum vitae if you are not willing and
able to answer specific questions about it. While the OAA provides a sample CV template for you to use, the Center
for Career Development can provide guidance regarding the creation of your CV.
Pre-Application Appointment Form
This form asks specific questions which allow you to expand upon elements of your CV, reflect on your motivations
for pursuing health professional school, and articulate your views about the profession. We have designed the
questions to solicit information that admissions committees want to know, so please thoughtfully consider your
answers.
For language proficiency, please refer to the chart below:
Language Fluency Chart
Native/Functionally
Native
I converse easily and accurately in all types of situations. Native speakers may think I am a native
speaker too.
Advanced
I speak very accurately, and I understand other speakers very accurately. Native speakers have no
problem understanding me, but they probably perceive I am not a native speaker.
Good
I speak well enough to participate in most conversations. Native speakers notice some errors in my
speech or understanding, but my errors rarely cause misunderstanding
Fair
I speak and understand well enough to have extended conversations about current events, work,
family or personal life. Native speakers may notice many errors in my speech or my understanding.
Basic
I speak the language imperfectly and only to a limited degree and in limited situations. I have
difficulty in or understanding extended conversations.
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Personal Statement
You will find resources and guidelines about personal statements from a variety of perspectives including those of
medical school admissions deans in the HPA-2021 Applicant Box Account. Rice Pre-Medical Society will host
workshops in the coming months. In addition, The Center for Academic and Professional Communication (CAPC)
at Rice has offered to provide consultations regarding personal statements for those applying to various professional
schools. As a starting point, reflect on the experiences listed in your CV and describe how they have shaped your
motivation to pursue medicine. For CAPC consultations, it is recommended you produce a list of fifteen experiences
outside of the classroom that have impacted your life and future career goals or a copy of your pre-application
appointment form. We strongly suggest that you start with a draft of your personal statement as soon as possible, if
you have not done so already. The process takes several iterations and significant revision following feedback from
a variety of individuals. Again, we suggest that you avoid topics of a nature about which you are not willing or able
to answer specific questions
Letters of Evaluation
Please refer to Part II: Letters of Evaluation and veCollect
Additional Resources in HPA-Applicant Box
There are more resources in the HPA- 2021 Applicant Box account to assist with your application processing.
These resources include but are not limited to:
• Health Professions Open File Information document (i.e. this document)
• Guidelines (and template) for the high school paragraph submission
• Guidelines (and template) for health professions applicants’ Curricula Vitae (CV)
• Guidelines for personal statements and optional essays
• Pre-Application Appointment Form
• Interview resources
• Guidelines for application services
Pre-Application Appointment
After meeting the submission deadline (January 31), applicants can schedule a brief Pre-Application Appointment
with a member of our committee to clarify or expand on any aspect of your materials. The appointment also
allows us to get to know you better and offers perspective about the steps you have taken to prepare for that
opportunity. While the office will always support our candidates to medical school, we will also try to provide
constructive feedback about the steps the candidate has already taken and additional steps they might continue to
take to improve their candidacy. The tone of the meeting is relatively informal, but it is an opportunity to practice
your interviewing skills. Please dress business casual. We expect professional demeanor and communication style
from you. Keep in mind that every interaction is an opportunity to provide an impression.
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Research Schools
Deciding where to apply is critical to your application yet challenging and time-consuming. Several important
factors to consider include:
• Public school residency requirements
• Curricular approach
o Traditional lecture or problem-based learning
o Schedule (block class or multiple classes)
o Basic sciences structure
o Grading system
o Focus on research, primary care or specialty
• School culture
• Location
• Cost of attendance: tuition and living expenses
In addition, it is costly to apply to health profession programs. Consider all costs including application fees,
transportation to/from interviews, lodging, meals, etc.
There are several resources to assist applicants with their research including the Medical School Admission
Requirements, Texas and Medical Dental School Application Service, and Association of Colleges of Osteopathic
Medicine (AACOM) Choose DO Explorer. AACOM and Associated American Dental Schools Application Service
books are available during business hours in the OAA.
Application Processing Details
Updating Required Materials in Box
If you would like to update any of your materials after the January 31, 2020 deadline, you may upload a new copy
to your box. Please do not delete old documents in your box.
Application Manuals
To prepare for the application cycle, students should carefully read the applicant manual for each application
service. Applications generally open in May/June; check each service for their specific dates. Most schools operate
on rolling admissions thus, it is best to apply early.
Questions regarding your application should be directed to each application service.
AMCAS: amcas@aamc.org
TMDSAS: info@tmdsas.com
AACOMAS: aacomasinfo@liaisoncas.com
AADSAS: aadsasinfo@aadsasweb.org
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Letters of Evaluation
While completing your application, please use the contact information below when listing Rice. Please select
committee letter.
• Letter Title: Rice_(Your Last Name)_Committee Letter
• Institution Name: Rice University
• Name: Genevieve Robinson
• Title: Health Professions Coordinator
• Email: [email protected]
• Phone: 713-348-4060
• Organization: Office of Academic Advising
• Address: 6100 Main Street MS-529
• Country: United States
• State: Texas
• City: Houston
• Zip: 77005
Transcripts
Students are required to submit transcripts for each accredited institution attended. To request a transcript from
Rice, please visit the website. Each service requires a Transcript Request Form to be sent with your transcript. Be
sure to include your applicant ID with your form.
Study Abroad courses taken through a Rice approved study abroad program are generally accepted on a Rice
transcript.
Be sure to follow the guidelines for each application service regarding transcript submission and study abroad
credits.
Secondary Applications
After you submit your primary application, set your focus on secondary applications. Secondary applications vary
among institutions. Certain institutions do not have a secondary application while others become available after
confirmed receipt of your primary application. Check with each school for their secondary application policy. It is
best to submit applications as soon as possible, it is recommended to submit within two weeks of receipt.
Interviews
To prepare for interviews, research each school’s interview format (traditional vs. multiple mini interviews).
Practice possible interview questions and be ready to articulate your story in a concise manner.
Rice Pre-Medical Society and Rice Pre-Dental Society will host programming for mock interviews in the spring of
2020. Mock interviews will also be conducted by the CAPC and the Center for Career Development.
Interview resources can be found in the HPA-2021 Applicants Box Account.
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Part II: Requesting Letters of Evaluation and veCollect
Purpose of Letters of Evaluation
Health professional school admissions committees consider letters of evaluation very carefully in their decision-
making, and the supporting letters of evaluation are also invaluable when our office writes your HPAC letter. At
Rice, applicants are responsible for generating letter requests and monitoring the receipt of letters in their file
through the web-based system, veCollect.
We will outline: (1) requesting letters of evaluations, including email templates; (2) setting up your veCollect
account; (3) using veCollect as an applicant.
Professionalism
The way in which you ask for a letter of evaluation is too often under-emphasized. This document provides
guidelines about how to request letters from potential evaluators including details about timing, email
correspondence, in-person communication, provision of necessary information, being considerate and respectful of
evaluator’s time, and being appreciative of their commitment to your future professional goals.
Requesting Letters of Evaluation
Requesting supporting letters of evaluation from professors and other community members is a critical aspect of
your application. To successfully obtain strong letters of evaluation from evaluators, you need to consider the
following:
• Number of letters
• Who, how, and when to ask
• Guidelines and deadlines for evaluators
• Relinquishing your right to see letters
While there is no exact number, typically students request evaluations from three or four individuals, as less than
three is too few, and there is no additional benefit from more than four letters unless a specific program makes this
request. MD/PhD applicants must request evaluations from a supervisor from each research project in which the
applicant has participated.
Although the ideal set of evaluators is highly dependent on the applicant, selecting the right evaluators should be
considered very carefully. We suggest the following letters if possible:
• Professor in your academic major
• Professor of a science or engineering course (could overlap with major professor)
• Supervising research professor or someone related to your clinical activities
• Letter from individual who can provide a strong character reference
Most schools accept the HPAC letter in lieu of a second letter of evaluation from a professor of science or
engineering. A small number of schools still require two letters from science/engineering professors in addition to
the HPAC letter. Please consult specific schools’ instructions to be certain you are adhering to their requirements.
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There could easily be overlap among these individuals. The character reference could come from a wide range of
possible evaluators who you know well through your research, health-related positions, volunteer work, or other
Rice or non-Rice related programs. The most important factors are familiarity and commitment to providing a strong
letter of evaluation.
Timing is critical, so you will need to ask early. Faculty members receive many requests for letters of evaluation,
and to write a thoughtful, meaningful letter takes time. Providing your prospective letter writers with adequate
notification and appropriate supporting documents is a must.
Be sure to provide an evaluator the option of saying no. If an evaluator does not have time or is uncomfortable
writing on your behalf, it will likely result in a shorter, less descriptive letter. It is best to have honesty from an
evaluator, which will allow you to find another who is enthusiastic to support your application.
We encourage all applicants to request their letters of evaluation by January 31, 2020 to allow evaluators adequate
time to write a strong letter of evaluation. Make sure your evaluator is aware that letters are due by Friday, May
22, 2020 in veCollect.
Waiving your right to see your evaluations provides greater credibility. Non-confidential requests can make it more
difficult for your evaluators to write honest, candid, and objective letters. Likewise, schools are informed if
evaluation letters are non-confidential, and whether correctly or incorrectly, perceive them with less credibility.
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Checklist for Applicant
✓
Task Deadline
First Contact
In-Person Meeting
Attend meeting on-time and in professional dress
• A draft of Personal Statement
• Unofficial Transcript
• Letter Writer Instructions
• Current CV
• Summary dates and deadlines (if applicable)
After Meeting
After Submission
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Template Email to Request an In-Person Meeting
Dear Dr. Potential Evaluator,
I am currently working on my application materials to go to Medical School/Dental School/etc. I was hoping to meet with
you in the upcoming week(s) to talk to you about my future professional endeavors and academic interests.
Would you have any availability to meet in the next two weeks? I am available on Monday, Wednesday and Friday
afternoons from 1-5 pm. Please let me know what time and date would be most convenient for you.
I look forward to hearing from you.
Thanks,
Name
Rice University Class of xxxx
Major
College
Rice Email address
Phone Number
Template Email after Meeting with Evaluator
Dear Dr. Evaluator,
Below is a summary of all the graduate programs I will be applying to for next year. They are all in the field of Medicine,
although some have differing degree paths. Most are combined programs with a Master’s in Public Health, but a few are just
stand alone MD programs. I plan on submitting all my materials by June 15th, as all of these programs operate on rolling
admissions. The deadline for letters of evaluation to be submitted is May 22, 2020 to veCollect.
School
Program
Application Open
Deadline to OAA
Texas Tech
MD/MPH
May 1
May 22
UT Galveston
MD/MPH
May 1
May 22
UTSA
MD/MPH
May 1
May 22
Vanderbilt
MD
June 1
May 22
Duke
MD
June 1
May 22
Baylor
MD/MPH
June 1
May 22
Please let me know if you have any questions about these programs or how I selected them.
Sincerely,
Name
Rice Email Address
Phone Number
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Example Program Information with Instructions
This is only necessary if you are planning on applying to different types of health professions programs. For
instance, if some programs are MD and some are MD/MPH, it is helpful for your evaluator to understand the
differences between the programs and why you are applying to both. This also allows the evaluator to tailor a
letter that fits both goals for MD and MPH programs.
Example:
Thank you very much for your willingness to write an evaluation on my behalf. I sincerely appreciate your help. Below I
have included information on each program and specific instructions for its evaluation letter. If you have questions at any
time, please do not hesitate to contact me. I look forward to staying in touch.
Kindest Regards,
Name
Rice Email Address
Phone Number
1) Baylor
M.D. and M.P.H
The MD/MPH initiative really demonstrates BCM’s drive to provide opportunities for future physicians to expand their
understanding of health and health care. The training, resources, and faculty support truly opens up a vast array of
possibilities in traditional realms such as patient care and research as well as other realms of health including community-
based health programs, health policy development, and healthcare administration.
Students accepted into the program spend their first three years at BCM. In addition to medical school classes, students will
take five online public health classes. The fourth year is spent taking classes at UTHealth School of Public Health. The fifth
year, it’s back to BCM for the last year of medical school.
2) Vanderbilt
M.D.
The School of Medicine at Vanderbilt University is committed to the education of physicians who are firmly grounded in the
basic medical sciences, will provide compassionate care to their patients based upon their evaluation and application of the
latest scientific research, and will become leaders and scholars in their field.
The medical school’s major strength lies in the quality of its students and faculty. The school provides a supportive and
stimulating environment where students are encouraged to pursue individualized interests in clinical medicine and research.
Our graduating students traditionally gain entrance to high quality residency programs of their choice throughout the country.
The faculty, which represents a variety of specialties and research programs, has a national and international reputation for
excellence in the biomedical sciences and clinical care.
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Setting up veCollect
Rice applicants’ letters of evaluation from faculty, staff, and individuals on-campus and off-campus are submitted
through the web-based system, veCollect. It is a secure, online service where applicants can manage their letters of
evaluation including requesting letters, tracking if they have been received and informing the OAA that they are
ready to be transmitted to medical and dental programs.
The service allows evaluators to submit letters of evaluation electronically to veCollect.
veCollect Process
The veCollect process is as follows:
1. After creating your veCollect account, you will enter the contact information for your individual evaluators
including their email.
2. You will send an email request to your evaluator by clicking on the envelope icon near their name.
3. Indicate if you waive your right to access your individual letters of evaluation.
4. Evaluators will send veCollect your letter of evaluation via email. Once the system verifies your letter, you
will see a PDF icon to notify you that the letter has been matched to your account.
5. After all letters are received, you will bundle them into a quiver and let the OAA know that they are ready
to be transmitted to medical or dental programs.
Before beginning to request letters through veCollect, please be sure to let your evaluators know they will receive
an email from veCollect requesting that they submit a letter on your behalf.
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Creating your veCollect Account
To create your account, go to: https://collect.virtualevals.net.
1. In which state is your institution? Select “TX”
2. A blue box will indicate the Rice University requires an authorization code to register. You will be provided the
code in your confirmation email after completing the Health Professions Applicant Information Form and
confirmed receipt of your Open File Fee.
Click one of these links to
create your account.
It is not necessary to add
these numbers at
registration.
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3. Create your own username and password
4. You will follow a series of prompts. You do not need to provide your AAMC, AACOMAS, AADSAS or
TMDSAS IDs.
5. When you complete the form, click “Register for veCollect”
6. After you register, you will receive a confirmation email within 24-72 hours informing you that your account
is now active. Upon receipt of this email, you will have full access to your veCollect account.
Creating an Evaluator Record
After logging in to veCollect, the screen will display a navigation bar as shown below:
Click on “My Evaluators” to begin. When you reach the screen, click on “Create New Evaluator Record”. Complete
the screen and click “Create Evaluator Record”.
You will arrive at a confirmation screen. Here, you will have a chance to review the information for accuracy. If
changes are needed, make necessary edits and click “Save Evaluator Record”
Creating a Letter Record
After you have created an Evaluator Record, you can now create a Letter Record for this evaluator. Scroll down
and click “Create New Letter Record”.
This area allows you to
review information for
accuracy. You can click
“Save Evaluator Record”
at the bottom if you made
any changes.
Need help? Instructional
videos are found on the
right side of the page.
Click here to create the
new letter record.
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Select Letter Type
From the dropdown menu, select the type appropriate for your application.
Request the Letter from Your Evaluator
To request a letter from your evaluator, click on the envelope icon and an email will automatically be sent to your
evaluator.
If your evaluator does not receive the veCollect notification email, this is primarily a result of applicants
(a) creating an evaluator record but not a letter record or (b) forgetting to click on the envelope icon or
(c) email was identified as spam or junk by their email provider. Please be sure to check with all of your
evaluators to confirm that they have received the veCollect notification email.
When a letter has arrived, allow veCollect 48-72 hours to verify your letter. Once it has been processed, you will
see a PDF icon next to the letter type. At this point, be sure to follow up with your evaluator and thank them for
their time.
If for whatever reason, your evaluator submits an updated letter on your behalf, it will overwrite the original letter
submission.
Creating a Quiver
Create a Quiver by clicking “Create New Quiver”
FERPA Statement: This describes your rights
to waive access to your letters.
Schools prefer confidential letters thus students
are highly encouraged to request
CONFIDENTIAL letters of evaluation.
To acknowledge your selection, you must type
your name.
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In the description, label your quiver by referencing the program to which you are applying, and include the entry
year, i.e. MD 2021, DO 2021, Dental 2021.
Select all letters to be included in the committee packet then click “Create New Quiver”.
If you are interested in applying to both MD and DO programs, please be sure to create two quivers (one for each
program). Select the appropriate letters for each quiver. You may need to include a letter of evaluation from a DO
that should be included in the DO Quiver.
Editing a Quiver
If you would like to add or delete letters in your Quiver or prematurely created a Quiver, visit “My Quiver” and
choose either Add/Remove Letters or Delete This Quiver.
Locking your Quiver
When all of your letters of evaluation have been received, you will click “Process My Letters” in the top
navigation bar.
In the description, label your quiver by
referencing the program to which you are
applying and include the entry year, i.e. MD
2022, DO 2021, Dental 2021.
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Review the letters that are in the Quiver to ensure it is complete and correct. Before you can lock your Quiver,
you must certify that the information you entered in to veCollect is truthful and accurate. You acknowledge this
by entering your name into the block provided; this is considered your signature.
After you complete these steps, click on “Process and Lock this Quiver”.
Inform the OAA your Quiver is Locked
Go into the HPA - 2021 Applicants Box Account, complete the veCollect Locked Quiver Form.
Submit the completed form to [email protected] with the subject line: veCollect Locked Quiver Form – Last Name,
First Name
Please allow the OAA adequate time to process all committee letters. If your Quiver is locked and you have
submitted the notification form, please refrain from contacting the OAA until Friday, July 31, 2020 to check on
the status of your committee letter submission.
The OAA will submit your HPAC letter along with individual letters of evaluation to the application services.
After it is uploaded, you will receive an email confirmation from the OAA.
Designating Schools in veCollect
We do not use this feature in veCollect. It is not necessary for you to enter schools into veCollect.
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Part III: The Ongoing Application Process
Committee Letter and Letters of Evaluation
When will my health professions advising committee (HPAC) letter be submitted to medical and dental
schools?
Please allow the Office of Academic Advising (OAA) adequate time to process all HPAC letters and individual
letters of evaluation. If your Quiver is locked and you have submitted the veCollect Locked Quiver Form, please
refrain from contacting the OAA until Friday, July 31, 2020 to check on the status of your committee letter
submission.
How will I know when my HPAC letter has been uploaded to the application services?
The OAA will submit your HPAC letter along with individual letters of evaluation to the application services.
After it is uploaded, you will receive an email confirmation from the OAA.
Can I customize the letters of evaluation in my committee letter that are sent to professional schools?
Your HPAC letter along with individual letters of evaluation will be sent to all of the allopathic, osteopathic, or
dental schools to which you apply. You cannot customize your letters for individual programs.
However, supplementary letters of evaluation are accepted by many schools. If you are using AMCAS, you can
upload additional letters to be shared with all of your medical schools, a designated group or a single school.
Additional letters are not sent through the OAA and must be uploaded directly to the AMCAS Letter Service.
Please see the AMCAS Applicant Manual for details.
If I request an additional letter of evaluation after my HPAC Letter is uploaded, will it delay the processing
of my application?
If you requested additional letters and schools have not reviewed your application yet, they may wait for the
additional letter to arrive, therefore postponing the review of your application. For this reason, it makes sense to
submit additional letters later in the process, perhaps if you are not getting interview invitations or placed on a
waitlist.
Making Changes to your Application
If I decide to postpone my application, what do I do?
If at any point you decide to postpone your application, please inform the OAA by emailing us at [email protected]
If I changed my fall coursework or if I am not taking a course from what I listed on my application, do I
need to notify schools?
Generally, this is not an issue and you do not need to contact schools. They likely will take note of this change if
you are completing a missing prerequisite course or finishing a graduate/post-baccalaureate program.
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How do I update schools on plans for a gap year?
Many schools will ask about your gap year in their secondary application. You can also discuss it during an
interview or in an update letter to be sent later in the application cycle.
How do I update schools that I have changed my major, dropped a second major or minor, or switched
from a BS to BA degree?
You can send changes directly to a program. You must double check if a school is open to receiving updates after
application submission. If so, they may prefer updates are communicated directly to their Admissions Office or
via application portal.
Secondary Applications
After you submit your primary application, set your focus on secondary applications. Secondary applications vary
among institutions. Certain institutions do not have a secondary application while others become available after
confirmed receipt of your primary application. Check with each school for their secondary application policy. It is
best to submit applications as soon as possible, it is recommended to submit within two weeks of receipt.
How much time should I dedicate to secondary essays?
You should spend a considerable amount of time working on your secondary essays. Look to your peers, family
and friends to review your essays. While schools may ask the same questions, be sure to tailor your essays to each
school. Proofread for spelling and grammar mistakes.
How do I approach optional essays?
Make every effort to answer all essay questions.
To address “why this particular school,” review your research and identify key features that are well-suited to
your interests and you as a person.
Think carefully about the “diversity” question. It is important to acknowledge the importance of diversity and that
you have learned from exposure to diverse cultures and experiences.
Ongoing Contact with Programs
Do grades matter after I submit my application?
Absolutely! If you do not interview by December, you will want to send updated grades for the Fall 2020
semester that demonstrate your continued academic success. Additionally, schools typically request for your final
transcript prior to matriculation.
How do I complete a “Dean’s Form/Certification?”
The two-step process for Dean’s Certification is found in the HPA 2021 Box Account under Dean’s Certification.
What if I decide to apply to additional medical schools?
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This is not an issue. Be sure to follow the specific instructions outlined for each respective application service to
include these additions.
What if a school told me that I would hear within four weeks and it has been six weeks since I interviewed?
Patience is key! On occasion, schools do not meet their stated timeline for notifying an applicant. No news does
not always mean bad news from a school. Waiting is part of the process.
Is it ever appropriate to notify another medical school in a city you have been invited to interview that you
will be in the area?
You should only make this request if you are travelling an unusually long distance, but schools will vary in their
response. Express gratitude for their consideration and any opportunity to interview whenever that may occur.
What does it mean when my application is “on hold?”
Likely, admissions committees want to review more applicants before they make a decision on your application.
By late February/early March, most “on hold” applicants have either been invited for interviews or have been
rejected.
Letters of Interest, Updates or Intent
When should I send a “letter of interest?”
A letter of interest is appropriate to send to schools where you have not been interviewed, have not heard anything
at all, following placement on a waitlist or after you have received official notification from a school that your
application is on hold. Reiterate or elaborate why you feel you are a good fit for this particular school and how
you can contribute to the incoming class. The letter should be concise, focused, and no more than a few
paragraphs. This letter can include new information about your activities, updates when you have new grades or
simply to express your continued interest for a program.
Include your applicant ID number. It is important to follow specific-school directions for submitting additional
information. Some schools discourage the submission of additional information, so respect their policy.
How do I update schools on new activities or accomplishments?
While this rarely influences decisions about your application, it is appropriate to include this in a letter of interest
or when solicited by a specific school.
When is it appropriate to send a “letter of intent?”
We recommend students only send one “letter of intent” if you are on a waitlist of your top choice school after
April 30
th
. The letter is only appropriate if you intend to matriculate to that school. It is not appropriate to send to
schools where you have not received an interview invitation.
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Waitlist
What does it mean to be on a waitlist following an interview?
This simply means the medical school has not accepted you as yet but it also does not want to reject your
application. Notification of a waitlist status is a good time to send a follow-up letter of interest to express your
continued interest in a school. Being on a waitlist means that you have a chance of being accepted and you should
not lose hope. You can stay on waitlists well into summer, even if you are accepted to other schools.
If I am on a waitlist, when might I be admitted?
You will only be admitted when a spot opens. This can happen any time between May and matriculation.
Schools report that they accept the highest number of waitlisted students during May and June but can accept
students later in the summer. You cannot accept an offer of admission from another school after you have started
orientation at a school.
Please note after 5:00 pm on June 1, no medical school in Texas may offer a position to an applicant already
accepted by another medical school in Texas. This is the result of an agreement between the UT System medical
schools, Baylor College of Medicine, Texas A&M Health Science Center College of Medicine, Texas Tech
University Health Sciences School of Medicine, and University of North Texas Health Science Center at Fort
Worth College of Osteopathic Medicine.
Are waitlists ranked?
Some schools rank their waitlist while others do not. Remember that you have been deemed qualified for
admission by being placed on the waitlist. When accepted applicants withdraw from an incoming class, the
medical school will look to admit waitlisted candidates who would best balance the composition of the class.
Texas Match
Texas resident applicants must rank all schools at which they interviewed regardless of whether or not a pre-match
offer was received. Applicants holding a pre-match offer who have interviewed at school(s) that did not extend an
offer may rank one or more of those schools higher than the pre-match offer school without risk of losing the pre-
match offer. If an applicant holds a pre-match offer and matches to a school s/he has ranked more highly, the pre-
match offer will be withdrawn. Pre-match offers will also be withdrawn through the match process from all other
lower ranked schools. The applicant can still be selected by schools which s/he ranked higher than the school to
which s/he matched. If applicants are holding multiple pre-match offers, they will come out of the match holding
only one offer. A case study provided at the end of this document illustrates these points. Applicants who do not
enter their match preference ranks by the deadline will automatically be withdrawn from all medical schools
regardless of whether or not an early offer has been made.
Following the match, rolling admissions will continue through the beginning of orientation at each medical school.
Medical schools will continue to make offers from their alternate pools which may include applicants who are
currently holding an offer at another Texas medical school. However, the Texas medical schools have agreed that
after June 1, no school may make an offer to an applicant already holding a place at another Texas medical school.
Texas resident applicants must rank all schools at which they interviewed regardless of whether or not a pre-match
offer was received. The deadline for applicants to submit their match preference rank list online is January 18 by
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5:00 PM (CT). Results of the match are announced on February 1 by 8:00 AM (CT). For more information on the
match, please watch the following video.
Getting Accepted
I just received an acceptance letter. What do I do?
Congratulations! Celebrate this achievement. If you receive and hold multiple acceptances, you have until April
30
th
to narrow it down to one school. After this point, you are in danger of having offers rescinded. Once you have
decided on your school, follow their instructions for submitting a deposit and any other steps they require.
Are there any advantages to interviewing at a school after I have already been admitted to my top choice?
No. If you continue to interview after being admitted to your top school, you are taking up valuable interview
slots for candidates who may be interested or seriously considering that medical school. If you have been
admitted to your preferred school, you have an ethical obligation to notify the remaining schools that you have
accepted an invitation to attend elsewhere. It is never acceptable to no-show for an interview. This is a poor
reflection of you and of Rice University. The OAA is typically notified of this behavior.
I am thinking about deferring admission for a year. Can I do that?
Each school has its own deferral policy. Some will only allow students to defer if they have received a significant
opportunity, where others will allow you to defer with no issue. Check with each school regarding their policy. In
general, we do not recommend students apply to medical or dental school if your intention is to defer your
admission.
What do I do about schools that require a deposit? Will I get that money back if I choose not to
matriculate?
Most medical programs have deposits of $100 or greater. The deposits are usually refundable before April 30 or
will be applied toward your tuition if you ultimately attend the school. For many DO schools, the deposits are
between $500-$1500 and are typically not refundable.
What if I am accepted but my preference is to attend a school where I am waitlisted?
You can stay on a schools’ waitlist until classes start. Keep in mind Texas medical schools will not offer positions
after June 1 if you have already been admitted to another Texas program.
You should give a deposit to a school where you have been accepted. At some point in late spring or early
summer, you should move forward with plans to attend the accepted schools because you will need to find
housing, roommate, etc.
April 30
Why is April 30 important?
AMCAS has Application and Acceptance Protocols that outline deadlines, policies and responsibilities. One
policy states that applicants can hold multiple acceptances until April 30
th
of the year of matriculation. By April
30
th
, all applicants must select one school. Students must notify all schools of their decision or they risk having all
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offers of admission rescinded. Once schools know how many students will be matriculating, they may begin using
their waitlist to fill any open spots.
What if it appears I will not be accepted?
When is the appropriate time to meet with the OAA staff if I’m not hearing from schools?
You are advised to keep in touch with the OAA throughout the process, however if you have not received
interviews by the end of December, you should contact us in the spring. Likewise, if you are on waitlists or on
hold in May, you should speak to an advisor.
If I am not accepted this cycle, should I make alternative plans for next year and/or consider reapplying?
This is a difficult decision that involves weighing how long to remain available for a medical school offers versus
making alternative plans for the fall and beyond. Reapplying right away is not always the best strategy. You want
to make sure your application is as strong as possible, which may mean you need additional time to address any
areas of weakness in your application before applying again. Your second application should feature new and
different experiences. Developing a new personal statement also helps demonstrate the additional experience and
maturity you have gained since the last time you applied. While waiting before applying again may be frustrating,
it often means the difference between being accepted and not. Commit to spending the time to become the most
competitive applicant as possible.
What are some barriers to acceptance?
These can range from metrics such as GPA and test scores, test timing, clinical exposure, volunteer work,
research or more. Additional barriers include the timing of your primary application submission, your choice of
schools, secondary application submission, or interview skills. You will need to assess your candidacy and
determine how to improve your overall application before you next apply.
Closing
Please remember that the application process is long and challenging. Prepare ahead of time by reading the
application service manuals when they are released in late spring. We understand it can be overwhelming but have
patience. We wish you luck as you pursue your academic and professional goals.