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Administrative Services

 

 
Academic Records and Registration
 
 
To request copies of a student academic record or for registration questions, please contact Sonia Beasley or OSA
 
Advising
 
All OSA Deans are available for walk-ins or by appointment. To schedule an appointment, please call 410-706-7476.
OSA Deans:
Donna L. Parker, MD
Joseph Martinez, MD
George Fantry, MD
Neda Frayha, MD 
Approval of Forms
 
If a form needs approval or a signature, please bring it into OSA or e-mail it to OSA
BLS Certifications
 
Please contact Christine Couchman at UMMC.
Conference Funding
 
Students are reimbursed 50% of conference expenses up to $500. For additional information, please contact Sara Menso or OSA
Criminal Background Checks
 
Sandra Smith at the VA handles criminal background checks. She can be contacted at 410-642-2411 ext 6687.

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

Individual State Background Check (For example; Visas, Gold Seal letters, and Individual Reviews):
If you live within Maryland:
  • You may go to any authorized location that provides fingerprinting services.
  • You may go to your local law enforcement agency to be fingerprinted on the state fingerprint card known as Form 015.
  • Once you've been fingerprinted, you may overnight it to CJIS-Central Repository located at 6776 Reisterstown Road, Suite 102, Baltimore Maryland 21215, or mail it to CJIS-CR P.O. Box 32708, Pikesville, Maryland, 21282-2708. (see Associated Fees).
  • If you are requesting a copy of your FBI criminal history record you must send your request directly to the FBI.
If you live outside of Maryland:
  • You may write CJIS-Central Repository P.O. Box 32708, Pikesville, Maryland 21282-2708, or call the Central Repository in Baltimore City at 410-764-4501 or toll free number 1-888-795-0011 to request a fingerprint card.
  • You may mail the fingerprint card and associated fee to CJIS-Central Repository P.O. Box 32708 Pikesville Maryland 21282-2708, or overnight the fingerprint card to 6776 Reisterstown Road, Suite 102, Baltimore Maryland 21215.
  • Please include a check or money order made out to "CJIS Central Repository". See the schedule of Associated Fees.
  • You may expect a response in 10 - 15 business days.
 
ERAS and Residency Planning
 
For a question about ERAS or Residency Planning, please contact Dawn Roberts or OSA
FERPA Authorization
 
The FERPA Authorization allows the School of Medicine to include information about you for various events, programs, and publications hosted by the school during your time in medical school. The form can be accessed here.  
Good Guy Letters
 
Please e-mail OSA to request a good guy letter for an elective.
Hospital ID Badge
 
If your hospital ID has lost access, please print and fill out the UMMC Employee ID Badge form and bring it to OSA for a signature.
International Electives
 
For GHLO (Global Health Learning Opportunties) access or any questions about international electives, please contact Sara Menso or OSA
Events
 
For information about the AOA Banquet, Commencement, Graduation, Student Clinician Ceremony, Match Day and our White Coat Ceremony, please visit our events page. For additional questions, please contact OSA.
Jury Duty
 
If you are summoned for jury duty, please bring your summons into OSA. We will draft a request for you to be excused. This does not guarantee that you will be excused from jury duty.
Leave of Absence
 
Please see the leave of absence checklist
Letters of Good Standing
 
Please e-mail OSA to request a letter of good standing. 
Letters of Recommendation (LOR's)
 
All LOR's are processed by OSA and uploaded into ERAS. To inquire about the status of an LOR, please contact OSA. OSA begins accepting letters of recommendation (LORs) in March/April/May of the year the student is applying for residency. If a student requests a letter before this time, we suggest that faculty members draft the letter while the student’s performance is fresh in their memory. The LOR may then be submitted when the student supplies the faculty member with an LOR cover sheet during the application season. We request that letters be submitted by September 15 of the year in which a student is applying.
MD Verifications
 

Graduates of the School of Medicine often need certification of their M.D. degree in order to apply for a license, to acquire hospital privileges, or for some other purpose.

The Office of Student Affairs will verify medical education for state boards only.  

For all other inquiries, please use the National Student Clearinghouse - Degree Verify. This is the largest online degree verification service in the U.S. When requesting degree certifications through the National Student Clearinghouse, you must use University of Maryland, Baltimore.

  • If an employer is seeking to verify your degree they can now receive service 24/7 through this web-based system. The employer is charged a minimal fee for this service.
  • State or federation verification forms are not processed through Degree Verify. Those forms may be sent to the:
    Office of Student Affairs (OSA)
    685 W. Baltimore Street, Rm. 150
    Baltimore, MD 21201
    OSA E-mail
    Fax-410-706-8311
  • The forms are returned directly to the requesting agency. To avoid delay in the processing of these forms and or approval, please allow us to complete the forms in their entirety. Submit any pertinent information on a separate sheet of paper. There is no charge for this service.
  • Some agencies will want a copy of your Medical Student Performance Evaluation (MSPE, formerly Dean’s Letter). These will be identical to the one that was initially sent to your residency programs as a senior student with two modifications: The date of graduation is added, and courses for which grades were not available at the time of initial submission are added. These requests can be submitted to OSA by fax to 410-706-8311 or to the OSA e-mail.
  • Official transcripts can be requested through the university registrar website. There is no charge for this service. The Office of the Registrar also has an online form to request a transcript.
  • If you are a new graduate, we recommend that you make a few copies of your diploma before you have it framed or laminated, as agencies often want us to verify a copy of the diploma. Should you ever need a new diploma, please contact the university registrar at 410-706-7480 or orr@umaryland.edu. There will be a cost for issuing a duplicate diploma.
  • If alumni require degree verification for their own personal business, they should contact the university registrar by accessing their website or by calling (410) 706-7480. There is a 5 business day turnaround time associated with this request. There is no charge for this service.

We appreciate your cooperation with this process. Please do not hesitate to call the Office of Student Affairs if you have questions. We can be reached at (410) 706-7476.

Military Reimbursement
 
Please bring in all forms to OSA for reimbursement.
Medscope
 
For any technical questions pertaining to Medscope, please contact Medscope
MSPE (Dean's Letter)
 
Please e-mail OSA with the address or e-mail where the MSPE will need to be sent. MSPE's cannot be sent directly to a student or graduate.
Student ID Badge
 
If a student ID badge was replaced and card access needs to be restored, please visit the Pine Street Police Station. After card access is restored, please visit OSA to ensure your card will sign into small group sessions. 
Transcripts
 
Please note that the Office of the Registrar process transcripts. Please click here to send in a request electronically.
USMLE Application
 
Please bring in USMLE form to the OSA office for processing.