Fellowship Council - International Medical Graduates Frequently Asked Questions

Frequently Asked Questions by International Medical Graduates

Dear Fellowship Applicant:

The Fellowship Council would like you to be aware that when applying to a fellowship program, you should review the directory listings carefully and discuss with programs during interviews what requirements they have, including any specific requirements needed for state licenses. In particular, you should ensure that you will be able to meet requirements such as completion of USMLE exams, approved Visa status, and other requirements that might preclude you from getting a medical license in the state or province of the program to which you are applying.

If you have any questions, please do not hesitate to reach out to the Fellowship Council. Thank you.

The Fellowship Council

WHO SHOULD USE THIS SITE?

General Surgery residents and others who wish to apply for an Advanced GI MIS, Bariatrics Surgery, Complex Gastrointestinal Surgery (GI), Comprehensive Flexible Endoscopy, Foregut, Hepato-Pancreato-Biliary (HPB), Hernia & Abdominal Wall, and/or a non-ACGME Advanced Colorectal and Advanced Thoracic fellowship position. This includes International Medical Graduates.

WHAT OTHER REQUIREMENTS SHOULD I BE AWARE OF?

Medical Licensure:
For additional information on state medical boards and licensure, visit the following website: American Medical Association (AMA) – Obtaining a Medical License

State Licensure:
For information on state licensure visit Medical Licensure (AMA) or the Federation of State Medical Boards of the U.S., Inc. (FSMB) at www.fsmb.org.

ECFMG AND USMLE: For information about the ECFMG, visit the Educational Commission for Foreign Medical Graduates website at www.ecfmg.org.

To learn how you can sign up for the USMLE exam, contact the National Board of Medical Examiners at www.usmle.org.

National Board Exams-Canada:
The Canadian Equivalent of the National Board Exams is the LMCC which is equivalent to the American Board of Surgery exams. Visit https://mcc.ca/examinations/ for more information on Credentials and Examinations.

ABSITE
This is the American Board of Surgery In-Training Examination which is offered annually to general surgery residency programs and is designed to measure the progress by residents in the areas of basic science and the management of clinical problems related to general surgery. For more information on the ABSITE, visit: http://www.absurgery.org/default.jsp?certabsite

All applicants should review the directory listings carefully and discuss with programs during interviews what requirements they have including any specific requirements needed for state licenses. In particular, they should ensure that they have met requirements such as completion of USMLE exams, approved Visa status, and other requirements that might preclude them from getting a medical license in the state or province of the program to which they are applying.

PLEASE NOTE: Before confirming a program on your list, you will receive a warning indicating whether or not your eligibility status matches the program’s eligibility requirements. If you confirm a program where you do not match the eligibility, you acknowledge that you are responsible for making sure that you will fulfill the state and institutional requirements to practice surgery as required by each program that you list on your final rank submission. You acknowledge that this is your responsibility and will fully comply with these criteria.

HOW DO I USE THIS SITE?

Please note: There are two separate application and matching processes.

1. Matching process for surgical fellowships in Non-ACGME Advanced Colorectal and Thoracic surgery
2. Matching process for surgical fellowships in Advanced GI MIS, Bariatrics Surgery, Complex Gastrointestinal Surgery (GI), Comprehensive Flexible Endoscopy, Foregut, Hepato-Pancreato-Biliary (HPB), and Hernia & Abdominal Wall surgery.

For the application and matching process dates for each of these, please click here.

To get started, the first step you should take is to create an account on the Fellowship Council website. Following the link to create an account, you will need to carefully review the New Applicant Terms and Conditions and check each box to certify that you have read and agree to all of the statements. Once you have created an account, you will then be directed to log into your account. If successful, you should see the Welcome page. You may proceed to complete your universal application.

CAN I CREATE AN ACCOUNT USING AN INSTITUTIONAL EMAIL ADDRESS?

No, you should not create an account using an institutional email address. You are required to use a personal email address (Gmail, Yahoo, Hotmail, etc.). Creating an account using a personal email address will ensure that you do not lose access to your account after you have left your current institution.

LOGIN

HOW DO I RECOVER MY USERNAME AND PASSWORD?

If you forget your account information, there is a form to recover them on the Login/Create Account page. You need to use the email address that you created the account with to recover information. You may change this email address by editing your application and changing the email address that shows up on page 1 of the application.

I HAVE MY USERNAME AND PASSWORD, BUT THE SITE WON’T LET ME LOG IN.

When you log in, the site attempts to place a cookie on your browser that will identify you for the duration of your session. If your browser or your institution prevents cookies for security reasons, you will have difficulty using this site. You may wish to move to a computer outside of the network to continue this process.

We recommend using Google Chrome, Firefox, Internet Explorer 10 or above or another modern browser to access the Fellowship Council website.

THE UNIVERSAL APPLICATION

COMPLETING THE UNIVERSAL APPLICATION

On the Welcome screen, the first option is to Create/Edit/Review Universal Fellowship Application. Selecting that option will begin the application process. You will see the following sections: Manage Personal Information, Manage Eligibility Status, Manage Medical License Information, Manage Exam History, Manage Education History, Manage Letters of Recommendation, Manage Operative History and Manage Statements and Other Information. You should fill out the information on each section as completely as possible and click the “Save & Continue” button located at the bottom of each page. If you go to another page or leave this site without clicking the “Save & Continue” button, all information on that page will be lost. Please pay attention to any notes that appear on the right of the screen that will give information on the fields. All dates must be entered as MM/DD/YYYY. When you see a text box with multiple lines, you should be able to copy and paste information into those fields from MS Word. If the formatting appears unusual in the View version, it may be due to the use of “styles” in your original document in which case you may consider pasting plain text instead.

There is an optional Upload Photo section on the application as well as a way to change your username and/or password. You may also upload additional documents such as a CV, ECFMG Certificate, USMLE transcripts, etc.

When you have completed all of the sections of the application, you are ready to apply to fellowship programs. Your application is now complete and you may go to the Directory of Fellowships and begin reviewing Fellowships to apply to. To edit your application or manage your list of programs, all you need to do is log back into your account upon your next visit.

I DON’T HAVE ALL OF THE INFORMATION ASKED FOR IN THE APPLICATION. WHAT SHOULD I DO?

If you don’t have a particular piece of information needed for the application and that field is required (you will get an error message if the field is not filled out), you can use any text in that field to bypass the requirement. However, this is not recommended.

If the field is not required, you may leave it blank and continue but please remember to come back and edit your application to add the information at a later date.

WHO CAN SEE MY APPLICATION AND WHEN CAN THEY SEE IT?

Your universal fellowship application is not visible to anyone until you select AND confirm a program to send your application to. Once you have confirmed a program, that program can view your application.

Please keep the above in mind if you leave any portion of your application incomplete. If you select and confirm a program and your application has placeholder text or missing information, it is possible for a program to see it in that state. If you update your information, the program will have the ability to view it but they will not be notified that a change has been made. You will be responsible for notifying the program directly of that change.

WILL I HAVE ACCESS TO MY APPLICATION AND MATCHING PROCESS INFORMATION AFTER THE APPLICATION AND FELLOWSHIP COUNCIL MATCHING PROCESS CYCLE HAS CONCLUDED?

Applications will only be available through the current application and matching process. They will be archived at the time of the next application and matching process and may not be accessed after archiving. BE SURE TO PRINT A COPY OF YOUR APPLICATION AND MATCHING INFORMATION (E.G. RANK ORDER LIST) FOR YOUR FUTURE REFERENCE/FILES.

PERSONAL STATEMENT

HOW MANY PERSONAL STATEMENTS CAN I WRITE?

You are allowed to submit up to two (2) personal statements with your application. You are able to select a General Personal Statement, which will be visible to all programs, and a statement specific to one designation type, or both statements specific to designation types.

If you choose to submit only one (1) personal statement, select General Personal Statement, which will be visible to all programs that you apply to.

If you choose to submit two personal statements, select a designation type and enter the first personal statement. Only programs with the selected designation type (including dual designation programs) will be able to view the first personal statement. For example, if you select Bariatrics, both Bariatric and Advanced GI MIS/Bariatrics programs will be able to view this personal statement. Then select a second designation type and enter your second personal statement. Only programs with the selected designation type (including dual designation programs) will be able to view the second personal statement.

I SELECTED TO WRITE A GENERAL PERSONAL STATEMENT. WHO WILL BE ABLE TO SEE IT?

If you choose to submit only one (1) personal statement, select General Personal Statement, which will be visible to all programs that you apply to.

I SELECTED TO WRITE A DESIGNATION SPECIFIC PERSONAL STATEMENT. WHO WILL BE ABLE TO SEE IT?

Only programs with the selected designation type (including dual designation programs) will be able to view the first personal statement. For example, if you select Bariatrics, both Bariatric Surgery and Advanced GI MIS/Bariatrics programs will be able to view this personal statement.

UNIVERSAL APPLICATION- ADDITIONAL DOCUMENTS

WHERE DO I SEND MY CV, USMLE/COMLEX TRANSCRIPTS, etc.?

There is an upload option in the application where you may upload additional documents to your application. Please note that the applicant is responsible for uploading all documents directly to their application, with the exception of letters of recommendation. Letter writers will upload letters of recommendation directly to the Fellowship Council website.

IS IT ALRIGHT TO USE MY USMLE SCORE REPORT INSTEAD OF THE USMLE TRANSCRIPT?

It is recommended that you attach your official USMLE transcript. However, you can use a USMLE score report if the transcript is unavailable.

I NO LONGER HAVE MY USMLE SCORES. WHAT SHOULD I DO?

It is recommended that you try and obtain your USMLE scores. Your general residency program director should have them available.

I NO LONGER POSSESS MY ABSITE SCORES? WHAT SHOULD I DO?

It is recommended that you try and obtain your ABSITE scores. Your residency program director should have them available. If you are board certified, your ABSITE scores are not required.

FOR THE ABSITE SCORE, SHOULD I ENTER THE PERCENT CORRECT OR THE PERCENTILE IN MY CLASS?

You should enter both your scores and your percentile in the class.

LETTERS OF RECOMMENDATION

WHERE DO I SEND MY LETTERS OF RECOMMENDATION?

The Manage Letters page of the universal application will be used to notify your letter writer that you would like them to submit a Letter of Recommendation on your behalf. Once the information below has been entered and you select Notify Letter Writer, he/she will receive an email with instructions on how to directly upload the letter of recommendation to your application. Please note that the letter must be uploaded as a PDF.

Please ensure that the information you enter is correct. You will have the ability to resend the automated email to your referee but will not have the ability to change any information once you select Notify Letter Writer. If you need to make any changes to the information entered, please contact the Fellowship Council office via email at [email protected].

Once a Letter of Recommendation has been submitted, this page will update to show you that the letter has been uploaded. The letter contents will not be visible to you. The Fellowship Council reserves the right to contact anyone writing a letter of recommendation to verify the contents of the letter.

If the letter writer has difficulty uploading a letter of recommendation via the link sent to them, please have them contact [email protected].

HOW MANY LETTERS OF RECOMMENDATION ARE REQUIRED?

The Fellowship Council recommends that applicants have at least 3 and a maximum of 5 Letters of Recommendation to supplement their applications. Please note it is not mandatory to have 3 letters in order to complete your application online though it is recommended that letters are received earlier than later.

HOW WILL I KNOW IF MY LETTERS OF RECOMMENDATION WERE RECEIVED?

Your Letters of Recommendation will automatically be associated to your application immediately upon upload. Once the letter writer has uploaded the letter into the system, the letter will be visible to programs on the Letters of Recommendation tab of the Universal Fellowship Application and the status will appear as Yes in your application.

MY LETTER WRITER IS HAVING DIFFICULTY UPLOADING A LETTER OF RECOMMENDATION TO THE FELLOWSHIP COUNCIL WEBSITE. WHAT SHOULD THEY DO?

Your letter writer should attempt to use Chrome, Firefox or Internet Explorer (version 10 or above) when uploading a letter of recommendation to the Fellowship Council website. If your letter writer is still having difficulty, they should contact [email protected].

WHEN WILL PROGRAMS DOWNLOAD MY LETTERS OF RECOMMENDATION?

Each program will choose when they prefer to download Letters of Recommendation for each of their applicants; it varies from program to program. But as soon as your letters are uploaded to your application, they are visible to all programs on your confirmed program list.

BROWSE DIRECTORY OF FELLOWSHIP AND MANAGE LIST OF APPLICATIONS

You may access the list of programs in two ways. In Browse mode, you are presented with a list of programs in tabular format. Underneath the table are navigation buttons that will advance/rewind the view or jump to the beginning/end of the list. The Program Names can be clicked to show the full detail of that program.

In Search mode, you are presented with the option to do several searches: by type of fellowship and by state/province. You will also be able to utilize a Filter Mode for Inclusive (OR) or Exclusive (AND). Inclusive (OR) will display programs which match any of the criteria selected. For example, if you select Advanced GI and New Jersey, it will display all Advanced GI programs and all programs in New Jersey. Exclusive (AND) will only display programs which meet all of the criteria selected. For example, if you select Advanced GI and New Jersey, it will display only Advanced GI programs in New Jersey.

You may click on the program name to review information about the program. Be sure to check all of the sections in the listing including General Program Information, Eligibility, Fellowship Opportunities, Program Director, Case Loads, Contributing Information, and Accreditation Status. The accreditation status of all programs is available in the Program Accreditation Status page. Applicants should check this page prior to confirming applications and should follow up with programs during the application and interview process as accreditation status may change.

To apply, you should click on the Add to My List button in the Fellowship Opportunities section. This will add the position to your list. For programs which offer both a 1-year and a 2-year fellowship position, be sure to apply to each position you are interested in. Applying to one position does not mean that you have automatically applied to both. Under the Fellowship Opportunities section you must select Add to My List for each position you wish to apply to.

Under the Manage Application section, you will see a list of programs on your list. You have the option to click on Confirm Application–only do this if your application information is complete. You may also remove the program from your list by clicking on the Remove link. Once you have confirmed a program, your application will be visible to programs that you confirmed. Therefore if you have not yet completed your application, the program will be able to see that.

PRINT YOUR APPLICATION FOR YOUR FUTURE REFERENCE/FILES. Applications will only be available through the application and matching process. They will be archived at the time of the next application and matching process and may not be accessed after archiving

WHAT IS THE DIFFERENCE BETWEEN ADDING A PROGRAM TO MY LIST AND CONFIRMING IT?

When you are logged in and are using the Directory of Fellowships, you will see an “Add to List” button under the Fellowship Opportunities section. By clicking this button, you add that Program to your Personal List where you may later confirm your desire to apply for the program. For programs which offer both a 1 year and a 2 year position, be sure to apply to each position separately. Applying to one position does not automatically apply you to the other position.

The FC web site uses a two-step process to select fellowship programs you wish to apply to. In the first step, you add the programs you are interested in to your Personal List. The second step requires you to confirm the programs you want your application to be submitted to from your Personal List page. Once you have confirmed a program, your application will be visible to programs that you confirmed. Application fees apply only for the programs you select AND confirm.

HOW DO I FIND THE ACCREDITATION STATUS OF A PROGRAM?

The program accreditation status is listed on the program directory listing and is displayed both on the Accreditation tab and the Fellowship Opportunities tab. The status is also available on the Program Accreditation Status Page to find the designations of each program. Note: The status of programs are continually updated so if you interview with a program be sure to ask about their accreditation status as the status may have changed from the time you applied to the time that you interviewed. If the program is new it will not have an official designation on this page and will be listed as Pending. In this case, the designation named in the directory is the official designation until they are accredited by the Fellowship Council.

I CREATED AN ACCOUNT AND COMPLETED MY APPLICATION, BUT I DON’T SEE THE “ADD TO LIST” BUTTONS WHEN USING THE DIRECTORY OF FELLOWSHIPS. WHAT’S WRONG?

Most likely, you are not logged in to your account. Please make sure you are logged in to the system in order to use the Add to List and Confirm Application functions.

CAN I SEE THE FELLOWSHIPS THAT ARE AVAILABLE WITHOUT SIGNING UP TO USE THE SITE?

Yes. You may view the listings in the Directory of Fellowships without signing up or logging in, but you will not be able to apply for any of the fellowships. All fellowships that are listed on this site will only take applications made through this site.

If you are logged in but still cannot see the buttons, please contact the Fellowship Council office at 310-437-0555 or email [email protected].

CAN I APPLY TO PROGRAMS AFTER THE APPLICATION DEADLINE?

NO. Once the application deadline has passed it is not possible to change a confirmation list. Applicants must review their program list carefully to ensure that all programs to which they wish to apply were confirmed. Programs with 1 and 2 year positions: Applicants must ensure that they have applied to BOTH positions if they wish to apply to both 1 and 2 year positions at the same institution (for example: Program X has 2 Thoracic positions, a 1-year position and a 2-year position). If an applicant only applied to the 1-year position, they would not be able to rank the 2-year position. Both positions must be confirmed.

WHAT DOES IT MEAN IF A PROGRAM HAS BEEN WITHDRAWN DURING THE APPLICATION AND MATCHING PROCESS?

Programs are withdrawn during the process due to a variety of factors. This may include closure of the program due to a loss of Program Director, funding, major faculty complement, etc. Withdrawn programs will be removed from an applicant’s confirmation list.

APPLICATION FEES

IS THERE A FEE TO APPLY FOR FELLOWSHIP PROGRAMS?

Yes, applicants will be charged upon confirming a program to their list via the Fellowship Council (FC) payment system. The FC’s application and matching process fee structure is as follows:

Confirmation of 1-20 programs- $250 USD
Additional 10 programs: $100 USD

Upon confirming 1 program you are required to pay the $250 base fee. Upon confirming a 21^st program you will be required to pay an additional $100 fee which allows you to apply to 21-30 programs. Upon confirming a 31^st program you will be required to pay an additional $100 which allows you to apply to 31-40 (and so on, in increments of 10). You are not required to confirm all programs to your list all at once. You will be prompted to pay applicable fees at the 1^st program, 21^st program, 31^st program, etc. you add to your list.

Once you confirm a program it counts against the allotment of programs for which you have paid. You do not have the ability to change or swap the programs you have confirmed to your list.

WHEN DOES MY CREDIT CARD GET CHARGED?

Your credit card will be charged immediately upon confirming your first program, and then confirming a program where there is an additional charge (21^st program, 31^st program, etc.).

INTERVIEW PROCESS

WHEN DO PROGRAMS NOTIFY APPLICANTS IF THEY ARE INVITED TO AN INTERVIEW?

Interview invitations are extended on a program by program basis. Some programs send out invitations before the application deadline, others will wait until after the application deadline. The Fellowship Council recommends that all programs notify applicants of their interview status no later than the deadline provided by the Fellowship Council, which is approximately 2 to 4 weeks after the application deadline.

I RECEIVED AN EMAIL/PHONE CALL INVITING ME TO AN INTERVIEW. WHEN SHOULD I BOOK MY TRAVEL?

There are a lot of logistical considerations to take into account when finalizing an interview (the Program Director’s schedule, the applicant’s schedule, etc.). We strongly recommend that you do not proceed with booking any travel until these details have been arranged and your interview has been confirmed with the program.

WHAT SHOULD I CONSIDER WHEN SELECTING A FELLOWSHIP?

Please refer to the Considerations for Selecting a Fellowship page.

MATCHING PROCESS

HOW DOES THE MATCHING PROCESS WORK?

The matching process for all programs is managed by the Fellowship Council. For the matching process site user guide and a list of frequently asked questions visit the Matching Process Information page. The link to the matching process site is on your FC account main page and is only available when the matching process is open. As a reminder, it is allowable to apply through different matching processes. However, applicants may only certify a rank order list for ONE matching process for matching processes with concurrent rank/announcement of fellowship matches deadlines. For example, you may not certify a rank order list in a matching process through both the NRMP and the Fellowship Council if there is a possibility that you will match in both matching processes. If an applicant does not match through another matching process PRIOR to the FC rank order deadline (please note, it must be before the rank order deadline, not the announcement of fellowship matches date), then they may certify a FC rank order list.

The listing of an applicant by a program on its certified rank order list or of a program by an applicant on the applicant’s certified rank order list establishes a binding commitment to offer or to accept an appointment if a match results. Failure to do so is a violation of the terms of agreement agreed to at the initial login to the site. If a violation is confirmed, the applicant or program may be subject to penalties, as described in the Fellowship Council Violations Policy. If an applicant is requesting a matching process commitment dissolution, the applicant must submit the matching process commitment dissolution form in writing to the Fellowship Council office for review by the Fellowship Council’s Communications Committee and its Board of Directors.

CAN I PARTICIPATE IN MULTIPLE MATCHING PROCESSES?

Applicants may apply and interview in multiple matching process. However, applicants may only certify a rank order list for one matching process that have concurrent rank order deadlines/announcement of fellowship matches dates. Applicants who accept a position through another national matching process or by agreement outside the Fellowship Council matching process must withdraw PRIOR to the Fellowship Council rank order list deadline. Failure to do so is a violation of the Fellowship Council Matching Service Participation Agreement (FCMSPA), which all applicants agree to upon signing onto the matching process site. The violation will be investigated by the Fellowship Council. Applicants who elect to participate in the Fellowship Council matching process and certify a rank order list are prohibited from accepting a position through any other national matching service or by agreement outside the matching process after the rank order list deadline. For additional information, visit the Matching Process Information page. For additional information on the Violations Policy, visit the Matching Process Rules and Regulations page.

Additional Information

WHAT OTHER REQUIREMENTS SHOULD I BE AWARE OF?

For International Medical Graduates: Please refer to the International Medical Graduates Page. All applicants should review the directory listings carefully and discuss with programs during interviews what requirements they have including any specific requirements needed for state licenses. In particular, you should ensure that you have met requirements such as completion of USMLE exams, approved Visa status, and other requirements that might preclude one from getting a medical license in the state or province of the program to which you are applying.