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Association of American Medical Colleges

Student Records System User Guide

Enrollment Services Division of Medical School Services and Studies

Updated February 2017

Student Records System User Guide – Updated February 2017

© 2017 AAMC. May not be reproduced without permission. 1

Table of Contents

Chapter 1: Getting Started ....................................................................... 2

ABOUT SRS .......................................................................................................................................... 2 LOGGING INTO SRS ......................................................................................................................... 2 ACCESS REQUESTS AND ADDING NEW USERS ....................................................................... 3

Chapter 2: Performing Basic Functions ................................................. 4

VIEW STUDENT INFORMATION ................................................................................................... 4 FIND A STUDENT ............................................................................................................................... 4 ADD A NEW STATUS ......................................................................................................................... 4 EDIT A STATUS .................................................................................................................................. 5 ADD A STUDENT ................................................................................................................................ 5 CHANGE THE CLASS LEVEL FOR ONE STUDENT .................................................................. 6 STUDENTS REPEATING A CLASS LEVEL .................................................................................. 6 TRANSFER IN A STUDENT .............................................................................................................. 7 FILTER BY GROUP ............................................................................................................................ 7 UPDATE CAMPUS INFORMATION ............................................................................................... 7 UPDATE DEGREE PROGRAM INFORMATION ......................................................................... 8

Chapter 3: Annual Processes in SRS ..................................................... 8

GRADUATION CERTIFICATION ................................................................................................... 8 CLASS PROMOTION ......................................................................................................................... 8 NEW FALL MATRICULANTS/M1 ROSTER REVIEW & CERTIFICATION ......................... 9 UPLOAD NEW FALL MATRICULANTS CURRENT AND EMAIL ADDRESSES .................. 9

Chapter 4: Reports & Data ..................................................................... 10

ENROLLMENT STATISTICS ......................................................................................................... 10 CUSTOM REPORTS ......................................................................................................................... 10 ADV STAND/TRANSFER REPORT ............................................................................................... 10

Chapter 5: Frequently Asked Questions (FAQ’s) ................................. 11

Appendix A: SRS Annual Processing Calendar ................................... 14

Appendix B: Definitions of Statuses Used in SRS ............................... 17

Appendix C: Enrollment Services Contact Information ...................... 20



Chapter 1: Getting Started

ABOUT SRS The AAMC's Student Records System (SRS) houses secure, centralized enrollment information on the national medical student population. SRS is used by all medical school registrars to track each individual student’s progress from the date of matriculation through their graduation. The collection of these data assists medical schools with meeting the Liaison Committee on Medical Education (LCME) requirements of reporting enrollment data and provides medical schools with basic enrollment, retention and graduation information. The AAMC group that manages SRS and operates the SRS help desk is called Enrollment Services. The SRS help desk and management staff can be reached by email at [email protected] (“enserv” stands for AAMC ENrollment SERVices), or by telephone at 202-862-6081. LOGGING INTO SRS Before you can log into SRS, two conditions must be met:

1. You have an AAMC username and password.

2. Your profile must include authorization to access SRS.

After these two conditions are met, you can log into SRS using your AAMC username and password. The username and password you will use to access SRS are the same username and password you use to access other AAMC online applications, such as GME Track, AMCAS, or Careers in Medicine. (For a full listing just click the “What is the AAMC Login?” link next to the SRS Login button.) To login to the SRS enrollment data system:

• Start your browser program

• Go to https://services.aamc.org/srs

• Enter your username and password

o Passwords are case sensitive.

o Usernames are NOT case sensitive.

• Click the Login button

• Use the SRS tabs system to navigate the SRS data and reports

mailto:[email protected]

https://services.aamc.org/srs



If you have forgotten your password, click the link beneath the username and password boxes that says “Forgot password?” and enter the username and email address that you used when you originally registered for SRS access. If you have forgotten your username, or your email address that you used when registering for secure access to the SRS, please contact [email protected] for help. ACCESS REQUESTS AND ADDING NEW USERS Requests for SRS access and/or the addition of new users must come from the Registrar’s immediate supervisor, usually the Associate Dean of Student Affairs. These requests must be sent via email to [email protected], and they must include the full name, title, email address, and direct telephone number of the person for whom the request is being made. Once Enrollment Services completes its internal processes, the new user will receive an email explaining the next steps, if applicable, to finalizing access to SRS.





Chapter 2: Performing Basic Functions VIEW STUDENT INFORMATION There are five class rosters in SRS: M1, M2, M3, M4 (which list all the active students) and Inactive (which lists students on leaves of absence). • Selecting any one of the rosters will display a list of the students currently on that

respective roster. Information displayed on the student list includes: AAMC ID, Name, Current Status, Status Effective Date, Program Type, and Expected Grad Date.

• Clicking on a student’s name from the student listing will take you to the student’s

Summary screen. The Summary screen displays current and past statuses (such a matriculation or LOA information), personal information (such as AAMC ID, USMLE ID, gender, legal residence, birthplace, and citizenship information). Current, permanent, and email addresses, race and ethnicity information, and roster/class level start dates are also displayed. NOTE: Each section has an “edit” link that enables you to add or update the data found in that section.

• The Summary screen also includes the SRS Release information for each student. To ensure your medical school is compliant with FERPA (the Family Educational Rights and Privacy Act), AMCAS and TMDSAS applicants are asked to acknowledge that their information will be included in the AAMC’s Student Records System (SRS).

If a student provides acknowledgement, then “Yes” will appear along with the date the acknowledgement was entered into SRS. If a student does not provide acknowledgement, then “No” will appear along with the date the acknowledgement was entered into SRS. If a student has not answered the acknowledgment, then it will remain blank. If a student provides “No,” this student’s record will not sync with the various organizations and applications that use SRS data, including the NBME, the Graduation Questionnaire (GQ), the LCME, VSAS, and Careers in Medicine.

FIND A STUDENT Under the tab labeled Students, the Search subtab enables you to quickly locate and view any student’s Summary without having to search through an entire roster. ADD A NEW STATUS Any time a student has a change it status it should be recorded in SRS. To add a new status you must click the Add New Status link located above the current status on the student’s Summary screen. (NOTE: Repeating a class level is not considered a change of status in SRS. See the EDIT A STATUS section below and the “Students Repeating a Class Level” section within this chapter.)



Add a New Status by:

• Clicking the student’s name from a roster, to get to the student’s Summary screen;

• Searching for the student (by AAMC ID, USMLE ID or last name) from the Students tab.

Click the student’s name if the search produces multiple matches (otherwise, you will be

taken directly to the student’s Summary);

• Clicking the “Add New Status” link, selecting the appropriate status and adding the effective

date;

• Making sure all required fields are completed and clicking the “SAVE” button. EDIT A STATUS Many times it is not necessary to add a new status in order to update student information. Often, for one reason or another, students delay their graduation (for example, a student may be required to repeat a year). In most cases when you do not need to add a new status, you will need to update students’ expected graduation dates. You can also edit the status effective date. To edit an existing status you must click the Edit Status link located above the current status on the student’s Summary screen. Edit a status by: • Clicking the student’s name from a roster, to get to the student’s Summary screen;

• Searching for the student (by AAMC ID, USMLE ID or last name) from the Students tab.

Click the student’s name if your search produces multiple matches (otherwise, you will be

taken directly to the student’s Summary);

• Clicking the “Edit This Status” link and updating the appropriate fields.

NOTE: Existing status types cannot be edited – only the effective date, expected graduation date, and some other fields can be edited. Any time you need to change a status type (for example, change LOA for Health reasons to LOA Other) or delete a student status altogether, you must contact Enrollment Services at [email protected] or 202-862-6081, and someone will assist you. ADD A STUDENT Use the Add Student option to add new students to SRS. You must add students who have entered your institution with advanced standing (but NOT students who transferred from another M.D. granting US medical school). Prior to adding a new student, the system first



performs a search on the last name and first name to see if that student already exists in the database. If the student does not already exist in SRS, you will proceed through a series of screens to enter information for the new student. You must complete all screens - partial entries are not accepted. Add race and ethnic origin data based on the student’s self-description. NOTE: If you’re adding a student and receive the message that the student already exists in the database, contact Enrollment Services and we will assist you. CHANGE THE CLASS LEVEL FOR ONE STUDENT At any given time, a student is associated with a class level. The class levels are 1, 2, 3, or 4. The student’s most recent class level determines the roster on which the student appears. For example, a student whose current class level is the third year will appear on the M3 roster. The current class is always the highest class level associated with a start date. The class level start date is the first day that the student is officially in that class level. That date is usually the same for most students in the same class level, but the date could be different if the student is decelerated, or otherwise delayed in her or his progress. The Roster/Class Level 1 date is and should always be the same as the matriculation date, and it cannot be changed unless you change the matriculation date. Each class level after matriculation should be associated with a successively higher date. For example, the class level 4 should have a date that is later than the start dates of class levels 3, 2, and 1. Question: How do I update a Class Level for only one student?

1. On the roster, locate the student’s name for the record you want to change;

2. Click on the link of the student’s name to get the student’s Summary;

3. At the upper right of the screen, click the “Edit” link for the Roster/Class Level section;

4. Edit, add or delete any dates in the four fields displayed for the student;

5. Click the SAVE button at the bottom of the page to save any changes.

It is intended that you do not postdate the class level dates ahead of time. Thus, no student’s class level should have a date that is after the current actual calendar date when you are looking at the student data (SRS does allow dates to be postdated up to 90 days but that is not recommended). All dates in SRS are meant to reflect the past rather than predictive of the future, in case the student does not actually progress. STUDENTS REPEATING A CLASS LEVEL For students who repeat a year, leave the date the student originally entered the particular class level, but REMEMBER to update the student’s expected graduation date.



If the student goes on a Leave of Absence for any reason, leave them in the current class level until they return from the Leave of Absence. Once the student returns from leave, add a new class level start date, but keep the old class level date if the student is not advancing or progressing to the next class level. Do not add the new class level start date until after the student officially returns. TRANSFER IN A STUDENT Use the Transfer subtab, found under the Students tab, to transfer in students who have transferred out of another U.S. M.D.-granting medical school. Only those students who have transferred out of another U.S., M.D.-granting medical school are listed. Students who transferred out of your school will not be visible to you on the transfer list. This list DOES NOT include advanced standing students. Advanced standing students must be manually added to the system. See the “Add a Student” section above and the last of the Frequently Asked Questions (FAQs) for more information.

If a student is not listed on the transfer list, usually it is because the student’s previous school has not yet transferred the student out in SRS. You will need to contact the student’s previous school to have them initiate the transfer process.

Please update the expected graduation date and other biographical data for the student transferring in. FILTER BY GROUP Use Filter subtab, found under the Students tab, to get a listing of students from your medical school that match specified criteria. For example, you can get a list of all students with a particular status and expected grad date. SRS allows filtering by:

• Expected Grad Date

• Program type

• Class Level

• Status

UPDATE CAMPUS INFORMATION If your medical school has the campus functionality in SRS, students are assigned a campus for each class level (M1-M4) in the “Roster/Class Level” section of the student summary page.



To enter or edit campus information for an individual student, click on the “Edit” link next to the “Roster/Class Level” section. A campus can be entered for every class level that has a corresponding class level start date. To enter or edit campus information en masse, go to the Mass Edit tab in SRS and select the “Change Campus Codes” sub-tab. Then, select the class level for which changes should be made. Additionally, campus changes can be made en masse during the class promotion process by going to the Mass Edit tab and selecting the “Class Level Mass Change” sub-tab. Therefore, if students typically transfer between campuses as they progress to a new class level, then using the “Class Level Mass Change” function in SRS will facilitate both the editing of class levels and corresponding campuses. UPDATE DEGREE PROGRAM INFORMATION The “Degree Program” section of the student summary page collects the following information: Matriculation Degree Program Current Degree Program Graduation Degree Program When a new student matriculates, the Matriculation Degree Program and the Current Degree Program are set to the degree program received from AMCAS or TMDSAS (e.g., MD Program, Combined MD/PhD). If a student’s degree program changes during their medical education, only the Current Degree Program should be updated to capture the change. Upon graduation, the Current Degree Program will be assigned as the Graduation Degree Program. If you notice a student’s degree program information was loaded incorrectly from AMCAS or TMDSAS, then please update both the Matriculation Degree Program field and the Current Degree Program field. Chapter 3: Annual Processes in SRS

Each year, SRS requires the school registrar or student records representative to complete several annual processes. These processes ensure that SRS is reporting the most accurate and up-to-date information, which also can assist your school in meeting LCME reporting requirements. (For a complete calendar of SRS processes, see Appendix A.) GRADUATION CERTIFICATION (May 1 through June 30)

Update, review, and certify a list of all seniors who graduate in the current academic year (July 1 - June 30). Registrars must also provide details of graduating seniors’ plans for their first year out of medical school. Inputting PGY-1 plans can be done one student at a time or en masse using the PGY-1 Plan Upload tool.

CLASS PROMOTION (July through August)



Mass change class levels for all students advancing to the next level of medical school. For example, promote students from the M3 roster to the M4, M2 to M3, and M1 to M2.

NOTE: Always start with the highest class level first. After you promote all eligible students, the M1 roster will be empty except for those students have not yet completed the first year (e.g., students who are repeating the first year). At this point your institution is ready to receive the new fall matriculants, which are provided by AMCAS and loaded into SRS starting in August.

NEW FALL MATRICULANTS/M1 ROSTER REVIEW & CERTIFICATION (August through Oct 15)

New matriculants are loaded into the M1 roster and available for review, editing and certification by school registrars. Each new record must be reviewed by clicking the “Review” button on the student’s Summary screen. When the last record on the M1 roster has been reviewed, you may certify the roster by clicking the “Certify” button, which will be located in the upper-right corner of the M1 roster screen.

UPLOAD NEW FALL MATRICULANTS CURRENT AND EMAIL ADDRESSES (August through Oct 15)

Address data must also be provided for all new matriculants (M1s). You may manually enter the address data or use the “Batch Address Upload” function, under the Mass Edit tab, to import the address information en masse. Use the address upload templates, directions, and troubleshooting tips provided on the “Batch Address Upload” subtab.



Chapter 4: Reports & Data

SRS has report options available that will enable you to view, print and save most of the data that you add to and maintain in the system. These are found under the “Reports” tab. Through the SRS reports, school-users can view several reports and tables, as well as download student information. You can use the downloaded SRS data for reporting, including reports for: LCME; Title IV; AHEC; SEVIS; HCOP; NCES; media inquiries; research; institutional student information systems, etc. Under the “Reports” tab there are three subtabs, each listed below along with a brief explanation of their purpose. ENROLLMENT STATISTICS

• A cross-tabulation table that reports the total number of active students broken down by race and ethnicity, gender, and class level for your medical school.

• Displays counts of each student’s self-reported race and ethnicity. CUSTOM REPORTS

• A way to download student records onto the screen, into Excel, or a “pipe” delimited text file.

• Student statuses can be downloaded. You can limit it to only the current status, or just previous statuses, or both.

• Can be used to list the race and ethnicity of the individuals counted by the “Enrollment Statistics” tables.

• Can be used to determine who are listed in SRS as foreign students. ADV STAND/TRANSFER REPORT

• Shows several reports relating to students who entered with advanced standing or transferred into your institution.

• Includes the current academic year and the two most previous years. • Lists students by the school from which they came and the class into which they

entered. • Provides a list of the individual students who entered your school.



Chapter 5: Frequently Asked Questions (FAQ’s)

Q: A student is on the wrong roster. How do I move this student onto the correct roster? A: The Roster/Class Level information on the student’s Summary determines on which roster a student will appear. (This section is located in the upper-right corner of the student’s Summary.) As an example, if the highest class level with a start date associated with it is the M4 roster/class level, then the student will be listed on the M4 roster. To move the student from the M4 roster to the M3 roster, simply click the “Edit” link for the Roster/Class Level section and delete the M4 start date. To move a student up a roster level, just add a start date for that roster/class level. Q: How do I delay graduation for a student when a “Delayed Graduation” status is not in the drop down list? A: The “Delayed Graduation” statuses are no longer used in SRS. However, if a “Delayed Graduation” status was added to a student’s record prior to the date we discontinued its use, the “Delayed Graduation” status was retained by the system. Now, to delay a student’s graduation, simply “edit” the student’s current status and update the expected grad date. Q: What do I do if I need to change the expected grad date for an entire class roster? A: You would use the Expected Grad Date option under the “Mass Edit” tab. Select the expected grad year that you would like to change (e.g., 2014), and then click “Submit”. Use the “Select All” or “Unselect All” radio buttons, or the checkmarks next to each student, to select those students you want to update. Enter the new Expected Grad Date (month, day and year) and click “Submit”. There are also mass edit options to change students’ matriculation dates and class levels. Q: How do I reenter a student who’s been on a leave of absence when I don’t see “Returned from LOA” in the drop down list? A: If “Returned from LOA” is not available in the drop down list, then this student must be on leave for one of the following reasons: “Participating in Joint Degree Program”, “Participating in Non-Research Special Studies”, or “Participating in Special Studies/Research (non-Joint Degree)”. To return the student to the active roster, you must add a new status of “Completed Special Studies, Research, or Joint Degree Program” or “No Longer in Special Studies, Research, or Joint Degree Program”. You can only add a “Returned from LOA” status if the student was on a regular leave of absence for one of the following reasons: Academic Remediation, Financial Reasons, Health Reasons, or Other Reasons.



Q: What are the rules for reporting MD/PhD students in SRS? A: Report the correct degree program for MD/PhD students by the M1 Certification deadline. Report all MD/PhD students even if they put together some individually tailored MD/PhD program outside the auspices and support of the NIH (National Institutes of Health) or some other federal agency. Count all of the MD/PhD students whether or not they are on any type of leave of absence or participating in research or otherwise not actually registered, as long as they are enrolled. Q: How do I list a combined degree program for a student if the degree is not named in SRS the same as at my school? A: The combined degrees listed in SRS are meant to represent the broad categories of degrees – not the specific field of the degree. For example, a medical student might also be pursuing a MSE degree in informatics at the engineering school (called Masters of Science in Engineering at the university). In SRS, this should be recorded as M.D./M.S. for the program type. SRS does not need the specific degree fields of engineering or informatics. Q: I need a report but it’s not available in SRS, how do I go about getting the data I need? A: The Enrollment Services staff can sometimes generate special reports for a school. Submit a data request by clicking “Request AAMC Data” available on the following AAMC website: https://www.aamc.org/data Q: The new matriculants were just loaded, and now I need to review this list. I’ve reviewed the list, but I don’t see any of our new matriculants from dental school. Where are they? A: Students who matriculate from a dental school will not be included in the list of new matriculants. These dental students are considered ADVANCED STANDING students and must be manually entered into SRS. Make sure to select one of the “Advanced Standing” statuses, and be careful to select the correct class level into which these students have entered. Q: What is the difference between the “Matriculated” status and the several “Advanced Standing” statuses? A: The “Matriculated” status is the first status a student is given upon matriculation to medical school. This status is reserved for students who begin their medical school studies as M1 students, who have not received any credit from previous academic programs and/or degrees. The “Advanced Standing” statuses apply to students who enter medical school and receive

https://www.aamc.org/data



credits toward their medical degree that were earned while the student was, for example, in dental school. Though each type of student will matriculate into medical school, the defining feature is whether or not the student will receive credit from previous work done at a different institution and/or academic program. Q: How do I indicate in SRS that a student is deferring to a future entering-class? A: SRS only tracks students who actually matriculate, and thus, we do not have a “Deferred” status. If a deferred student exists in SRS, DO NOT use the “Never Enrolled/Did Not Attend Classes” status. Contact Enrollment Services, and we will delete the student from SRS altogether. When the student finally matriculates at a future date, he/she will be part of the annual AMCAS load at that time.



Appendix A: SRS Annual Processing Calendar The Student Records System contains information that is used in a number of reports and information systems shared by the LCME and all medical schools. Under each month listed below, tasks are listed for the registrar’s office to help keep SRS enrollment data up to date for these reports. Tasks in bold lettering are annual efforts performed by the registrar using SRS data. JANUARY

1. The LCME Annual Part II Questionnaire is distributed to all medical schools in January (from AMA) and is due to be completed and returned to the AMA by the deadline of April 15. SRS enrollment information can be used to complete the enrollment information portions of the Part II Questionnaire.

2. Evaluate if any student affairs staff who had access to the secure SRS no longer

have their SRS data update duties and their accounts should be revoked. Please advise the Enrollment Services staff to make these security updates.

FEBRUARY

1. February is a slower time for SRS. It is a good time to examine if any foreign students have changed visa types or citizenship designation. This is also a good time to examine the degree programs for students, and correct any who have moved in or out of combined degree programs, such as MD/PhD, Baccalaureate/MD, MD/JD, MD/MBA, etc. Also, you may want to update any student name changes.

2. Lists of expected graduates are extracted for the Graduation Questionnaire (GQ).

MARCH 1. SRS provides all student status changes to the AMA under the data-sharing

agreement.

APRIL

1. In anticipation of the Graduation Certification process that starts in May, all student statuses and expected graduation dates should be updated, as appropriate, paying special attention to students who have returned from a leave of absence, students who have extended a leave of absence, and those with expected graduation date changes.

MAY

1. Begin Graduation Certification Critical Registrar Task in SRS: The Graduation Certification begins the first workday in May. The deadline to review and certify the graduating class is June 30. As a part of this process, PGY-1 plans must also be inputted.

!

Data Transfer

Data Transfer



JUNE 1. Complete Graduation Certification

Critical Registrar Task in SRS: The Graduation Certification process must be completed by June 30. (This process began the first workday in May).

JULY

1. SRS provides graduate information to GME Track in the first week of July. SRS data on all new graduates are sent to the AMA under the data-sharing agreement.

2. The AAMC MSPS team extracts data from SRS related to total enrollment by race

and ethnicity for the LCME report - Longitudinal Statistical Summary Report (LSSR). This report is provided to the deans of the medical schools and to the Liaison Committee on Medical Education (LCME).

3. Class Promotions

Critical Registrar Task in SRS: Class levels must be promoted en masse for all student records, except those students who are repeating a year or otherwise delaying their graduation, in preparation for the new matriculant load from AMCAS.

AUGUST

1. Class Promotions Critical Registrar Task in SRS: Class promotions must be completed. (This process began in July.)

SEPTEMBER

1. All data on new matriculants are loaded into SRS from the AMCAS system. Critical Registrar Task in SRS: Registrars review and certify new enrollment data in SRS. The M1 Certification is due October 15.

2. Current Address Information Updates

Critical Registrar Task in SRS: All medical schools must upload into SRS the current mailing addresses and email addresses of all the first-year medical students as part of the data-sharing agreement with the AMA.

OCTOBER 1. Complete M1 Certification

Critical Registrar Task in SRS: The M1 Certification process must be completed by October 15.

2. SRS provides matriculant information to the AMA under the data-sharing agreement.

!

!

!

!

Data Transfer

Data Transfer

Data Transfer

!

!



3. SRS provides all student status changes to the AMA under the data-sharing

agreement. NOVEMBER

1. FACTS national enrollment statistical tables are produced using the SRS data and published towards the end of the month. (See http://www.aamc.org/data/facts/.)

DECEMBER

1. The AAMC Data Book, the annual compendium of national enrollment statistical tables, is produced using SRS data. All student statuses should be up to date.

Data Transfer

http://www.aamc.org/data/facts/



Appendix B: Definitions of Statuses Used in SRS Below is a list of the statuses used in SRS and their definitions. When adding a new status, only the statuses that can follow the current status will be available in the drop down list. Note: The Accelerated Graduation Date, Advanced Standing from San Juan Bautista, Delayed Graduation, Fifth Pathway, and Transfer Out to Other Educational Program statuses are no longer available to users when selecting student statuses. If a student was given one of these statuses in the past, the status will remain for historical purposes only. Advanced-Standing from:

Chiropractic - Original status given to students entering medical school with chiropractic school credits that are applied toward U.S. medical school requirements; active status1

Dental - Original status given to students entering medical school with dental school credits that are applied toward U.S. medical school requirements; active status1

Foreign Medical School - Original status given to students entering medical school with credits from a foreign medical school that are applied toward U.S. medical school requirements; active status1

Osteopathic - Original status given to students entering medical school with osteopathic school credits that are applied toward U.S. medical school requirements; active status1

Podiatry - Original status given to students entering medical school with podiatry school credits that are applied toward U.S. medical school requirements; active status1

Sophie Davis - Original status given to students entering medical school under the special dual-degree program at CUNY Sophie Davis; active status1

Veterinary - Original status given to students entering medical school with veterinary school credits that are applied toward U.S. medical school requirements; active status1

Completed Special Studies, Research, or Joint Degree - Student has finished special studies, research, or the joint degree coursework portion and has returned to medical school; student is not expected to take additional time away from medical school to complete special studies, research, or joint degree requirements; does not necessarily indicate student completed the non-MD degree portion; also see its opposite status: No Longer in Special Studies, Research, or Joint Degree Program; active status1

Deceased - Student is deceased; final status2

Degree Revoked - Student had previously earned and received the M.D. degree, but due to serious misconduct the degree was revoked. Not to be used to indicate that a student never graduated; final status2



Dismissed:

Dismissed - Academic Reasons - Student has been dismissed from medical school due to academic difficulties; final status2

Dismissed - Non-Academic Reasons - Student has been dismissed from medical school for reasons not related to academic difficulties; final status2

Graduated - Student has graduated from medical school; final status2

Leave of Absence:

Academic Reasons - Student is enrolled, but due to academic difficulty is on a leave of absence; inactive status3

Financial Reasons - Student is still enrolled, but due to financial difficulty is on a leave of absence; inactive status3

Health Reasons - Student is still enrolled, but due to health reasons is on a leave of absence; inactive status3

Other Reasons - Student is still enrolled, but due to personal, unknown or other reasons is on a leave of absence; inactive status3

Matriculated - Original status given to a new medical student, unless student entered his/her medical school with advanced standing (see advanced standing statuses above); active status1

Never enrolled/Did not attend classes - Student had been admitted and reserved a place in the entering class, but did not register for or attend any classes. Does not apply to deferred students – see “frequently asked questions” regarding deferred students; final status2

No Longer in Special Studies, Research, or Joint Degree Program - Student has decided to discontinue pursuing another degree in addition to MD, or student has returned from joint degree or research with remaining requirements to complete and may, at a later point, take additional time away from medical school for further joint degree or research; also see its opposite status: Completed Special Studies, Research, or Joint Degree; active status1

Participating in Joint Degree Program - Student is not active in the medical school while completing requirements for an additional degree being pursued in conjunction with the MD degree; inactive status3

Participating in Non-Research Special Studies - Student is not active in the medical school while taking part in special studies; inactive status3



Participating in Special Studies/Research (non-Joint Degree) - Student is not active in the medical school while working on research not related to joint degree program studies; inactive status3

Returned from LOA - Student reenters medical school following a leave of absence; must have a current status indicating leave of absence to reenter; active status1

Second Time Enrollment - Student has previously withdrawn or was dismissed and then was re-admitted; does not need to be re-enrolled into the same school from which the student withdrew or was dismissed; active status1

Transfer In from U.S. Medical School - Student is transferring in to another U.S. medical school having previously attended a different U.S. medical school; must transfer out of prior U.S. medical school before transferring in; active status1

Transfer Out to U.S. Medical School - Student is leaving current medical school to go to another U.S. medical school; student will be listed on the “Transfer” subtab of the “Students” tab; inactive status3

Withdrawal: Withdrawal - Academic Reasons - Student has withdrawn for academic-related reasons, including failure to pass requirements; final status2

Withdrawal - Financial Reasons - Student has withdrawn for financial reasons; final status2

Withdrawal - Health Reasons - Student has withdrawn for health-related reasons; final status2

Withdrawal - Other Reasons - Student has withdrawn for personal, unknown or other reasons; final status2

1 Active Status – Student is currently actively enrolled and will appear on the M1-M4 rosters.

2 Final Status – Student is no longer enrolled in the medical school; these students do not appear on the M1-M4 rosters.

3 Inactive Status – Student is enrolled but not active and will only be listed on the Inactive roster.



Appendix C: Enrollment Services Contact Information

Please do not hesitate to contact us if you have any questions or need assistance. Email: [email protected] Phone: 202-862-6081 Hours: 8am - 4pm, Mon – Fri, Eastern Time Student Records System (SRS) Website: https://services.aamc.org/srs AAMC Website: www.aamc.org For more comprehensive information on national applicant and matriculant data, please visit the AAMC’s FACTS web page at http://www.aamc.org/data/facts/.


https://services.aamc.org/srs

http://www.aamc.org/

http://www.aamc.org/data/facts/

student records system - association of american …€¦ · · 2018-03-06the srs help desk and...

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