Q&A: New VSLO Features

We’ve heard your feedback and have developed new features, which are now available in the VSLO/VSAS Application Service! Thank you for your contributions as we work to further enhance the visiting student experience.

Below are questions and answers regarding our newest features, which went live in 2019, when accessing the application service. To view more resources related to these features, please visit our training webpage. As a reminder, please continue to monitor the VSLO Program Updates webpage

Centralized Document Center 

Can I add the transcript and other documents BEFORE my students apply to electives? 

Yes, you can. After your students accept your invitation to join VSLO, you can immediately upload transcripts and other documents to the student’s Document Center. Students can then use those documents and assign them to their applications. Home administrators can also use documents in the student’s Document Center to fulfill home requirements.

Can I update a transcript in the Document Center?

Yes, you can also update a transcript in the student’s Document Center, and then it will update across all submitted and future applications.  

If I remove a transcript from the Document Center, will it be removed from the student’s applications? 

If a Home institution removes a transcript from the Document Center, it will still appear on already submitted applications. 

I uploaded a Transcript and Letter of Recommendation to the student’s Document Center. How can students use them? 

Your students can see the file names of the documents you uploaded and choose to assign them to their applications.  

I see that my student assigned a document to their application that I want to change. Can I change that?

Home institutions can always update any documents that the student assigns to their application. 

How should I name the documents that I upload?

Considering that a portion of the content included in the documents you upload to the student’s Document Center will not be visible to your students, please take special care and make your file names clear and intuitive.

Can I see the contents of the document that has been added to the application service by my Home Administrator? 

When your Home administrator uploads documents to your Document Center, you may or may not be able to see the content of the documents – that depends on the level of visibility your Home administrator chooses for the   documents. For transcripts, the content of the transcript will not be visible to the student. 

I see that my Home Administrator uploaded documents to my Document Center. Can I use those documents to fulfill requirements in my applications? 

Yes, when on the requirements page in the application, you can assign documents that were uploaded by the Home institution. However, you cannot unassign a document to an application unless your Home Administrator chooses to correct it. 

Updating Previously Submitted Documents 

As a Home administrator, what documents will I be able to update across all applications submitted by a student?

Transcripts will update across all applications, including submitted applications. Students will be able to update their CV, AAMC immunization form, board scores, and photograph across all applications, including submitted applications. For example, if an administrator needs to update a transcript, they can submit the new transcript by uploading and replacing the existing one. That new transcript will appear on all the student’s applications.

What requirements do not update once for all applications?

Any requirement requested to be uploaded by the Home, other than transcript, will need to be updated for each application. All documents can be updated by the Home administrator or by the student without waiting for a request from the host. Home administrators can only update a home requirement, and a student can only update a student requirement.

Can I submit an updated requirement after my student submitted their application to the Host institution?

Yes, you can submit an updated requirement even after your student submitted their application to the Host institution.

How can I submit an updated transcript?

To submit an updated transcript, go to the student’s application, select their transcript, and select the Update and Replace button. For more information on how to update a requirement, please refer to the demo video.

I accidently uploaded a wrong document. How can I replace this document?

You will be able to upload and replace the new document without waiting for a request from the Host. This feature gives you more control of your documents without needing assistance from the Client Technical Support team.

Will the content of the transcript be visible to the student?

No, contents of the transcript will not be visible to the student.

When will the version history of the updated requirement be shown on the application?

History will be recorded for updates made after the application is released for home requirements. Updates made by students to their requirements will begin recording a history after they submit the application.

Can I update a transcript for only one application?

Updating the transcript will update for all current and future applications. Unfortunately, you cannot update a transcript for only one application.

How long can a Home administrator update a document?

Homes are able to update a document at any time during the application process once it has been submitted.

If I receive a request for resubmission from the Host, will updating the document through this process also update the same document attached to other applications?

No, fulfilling the request for resubmission will only update the document for that one application. If the document is attached to other applications, you will need to update that document within the application using the Updating Previously Submitted Documents feature.

You must fulfill the Request for Resubmission as requested in order for the updated document to be received by the Host.

As Host, how can I view a modified document?

Hosts are able to view a version history of all documents. Host institutions will be able to see the uploaded date, the uploaded time, file name, and the name of the person who uploaded the document. Home and Host users will only have access to the most recently uploaded document.

As a Host administrator, will I still be able to request a resubmission from a Home administrator or applicant?

Yes, as Host administrator, you can request a resubmission of a requirement either from the Home administrator or student.

Will I be notified if a Home institution updated a requirement?

As a Host administrator, you will not be notified once a Home administrator updates a requirement.

As a Host administrator, if I request a resubmission from a Home administrator or applicant, does it update all applications?

No, the Request for Resubmission process has not changed, and completion of the request will only update the document for that specific application. However, when you make the request for resubmission, you can include a note in the comment section to request that the student or home administrator also update the document for all other applications that have the requirement.

Which documents will I be able to update across all applications?

Students will be able to update their CV, AAMC immunization form, board scores, and photograph either across all applications or for each individual application.

Can I view the contents of the updated document that my Home administrator uploaded to my application?

This depends on if your home administrator has made the contents of the document visible. You will be able to view the contents on any updated Home Document only if the Home marked the document as “Viewable to the Student.”

How long can a student update a document?

Students are able to update a document after submission of the application, and up until the host notifies the student of a decision.

If I receive a request for resubmission from the Host, will updating the document through this process also update the same document attached to other applications?

No, fulfilling the request for resubmission will only update the document for that one application. If the document is attached to other applications, you will need to update that document within the application using the Updating Previously Submitted Documents feature.

The Home Institution must fulfill the Request for Resubmission as requested in order for the updated document to be received by the Host.

Simplifying Application Statuses

How many application statuses did you reduce?

We have changed many of the existing application statuses, so they better align and simplified the appearance of statuses. For Host institutions, we decreased from 24 to 18 application statuses, and for Home institutions, we decreased the statuses from 25 to 20 application statuses.

An example of better aligning statuses to better represent the action needed:

Prior:

A request for resubmission showed as “Awaiting further action”

Today:

A request for resubmission will show as “Requirement(s) Resubmission Requested”

Will a Host administrator be able to do an export or run a report on a single final “accepted” status?

Yes, the final accepted status is now “Offer Accepted” for all electives with or without Post Decision Requirements.

How will I know what students are going to attend my elective with the new statuses?

For a Home user, there is now one status for students who have accepted an offer, and who have a confirmed offer.

Search for Electives

Browse our catalog of away electives at participating host institutions by location, keywords, specialty, and more.

Find Participating Host Institutions

Find a complete listing of participating host institutions. 

Find Participating Home Institutions

Find a complete listing of all participating home institutions. 

VSLO Program Coronavirus FAQS

Please visit the VSLO Program Coronavirus FAQs to learn about program changes that may affect you.

Q&A: New VSLO Features

We’ve heard your feedback and have developed new features, which are now available in the VSLO/VSAS Application Service! Thank you for your contributions as we work to further enhance the visiting student experience.

VSLO® Frequently Asked Questions

Have questions about VSLO? Check out these frequently asked about topics. 

Research and Training Opportunities

Looking for ways to enrich your medical school experience? Check out our directories of clinical, research, and public health opportunities.

Extramural Electives Compendium

The Extramural Electives Compendium (EEC) is a searchable database containing information about the scheduling of elective opportunities at AAMC-member medical schools in the United States.

For VSLO® Help or Inquiries

Mon. - Fri. 8 a.m. - 6 p.m. ET