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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
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 form 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. 
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 any questions about international electives, please contact Sara Menso or OSA
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)
Students need to create and finalize a letter slot for an LOR cover sheet. Students must make sure that all LOR letter slot information is correct before finalizing. All LOR's are uploaded into ERAS from the letter writer.  Please check ADTS for the status of letters. 
Mask Fit Testing

UMMC EHS will conduct respirator medical clearance and fit testing for medical students from Feb 9 - April 1 2016.

We will reserve appointments at 1:00pm, 1:40pm, 2:00pm, 2:40pm, 3:00pm and 3:20pm from Mon through Friday in this period. Students will be expected to call and schedule the appointment at 410-328-6151.

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

Students must complete the OSHA Respiratory Questionnaire and bring it to the appointment. Any student who arrives without the completed questionnaire may be rescheduled, as this may adversely impact the appointment schedule. Any student who arrives late for an appointment may be rescheduled. Additionally, students need to be able to provide information about flu vaccination. UMMC has a mandatory flu vaccination policy to which students are expected to adhere. We will be asking questions about flu vaccination when the student calls for the fit test appointment. If a student has not been vaccinated, UMMC can provide flu vaccination. This information has to be reported to CMS.

Forms and Instructions  
MD Verifications

Graduates of 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
  • 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 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.
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. 
The Office of the Registrar processes transcripts. Please visit the Office of the Registrar website for more details.
USMLE Application
Please bring in USMLE form to the OSA office for processing.