How to Use VSAS® for Host Institutions

This is a a general guide of how to use VSAS®. Since each user is set up to view and complete different host institution tasks in VSAS, the following steps will not apply to all users.

Step 1: Sign into VSAS

If you are not the VSAS primary contact at your institution, you will be able to sign into the software once the primary contact has added you as a VSAS user. Once added, you will receive the "VSAS: New User Instructions" email which will explain how to access the service.

  • Complete the Registration Process: Go to the AAMC Registration Webpage and submit the access code that was e-mailed to you in the VSAS: New User Instructions email. If you have an AAMC username and password, please sign in. Otherwise, please complete the registration process so you may acquire an AAMC sign in.
  • Sign into VSAS: Sign into VSAS using your AAMC username and password.
  • Update Profile Information: Click the My Profile icon, located at the top right of the VSAS screen, to review and update your contact information.

Step 2: Set Institution Preferences

You can configure and manage these host institution preferences through the Setup tab.

  • Create Institution Users: The VSAS primary contact, or their designee, is responsible for creating all additional VSAS users at their institution. Each new user will be assigned one or more roles that determine what tasks they may complete in VSAS.
  • Edit Institution Information: Review and edit the host institution's information. This data will be visible to students as they search through your elective catalogs. Host institutions should use this space to indicate if any additional documents need to be uploaded by the student into VSAS in support of their application.
  • Set Institution Preferences: Choose the number of weeks for which an elective offer is valid, set optional workflows for institution users, and indicate what constitutes a complete VSAS application.
  • Edit Email Templates: Review and edit the host institution e-mail templates. Use "wildcards" to add dynamic data.
  • Upload Elective Catalog: Each host institution will upload an elective catalog file in to VSAS. Once activated, students will be able to search through and begin applying for these electives.
  • Create Custom Fields: Supplemental application materials may be received outside of VSAS (i.e., letters of recommendation or personal statements). Track receipt of these documents through "custom fields".

Step 3: Process Visiting Student Applications

Students will not be able to apply for electives until a host institution uploads and activates their elective catalog. Process visiting student applications through the Visiting Students tab.

  • Determine Eligibility of Applicants: Review an applicant's verified data to determine if they are eligible, conditionally eligible, or ineligible to attend the host institution.
  • Schedule/Deny Applications: Schedule applicants to the electives for which they applied, or deny their application. Applications of ineligible applicants are automatically been denied.
  • Approve Assignments (optional): Approve elective applications that were scheduled. This optional screen will only be displayed if the appropriate preference is set under Setup.
  • Notify Applicants: VSAS creates notifications when an applicant is deemed ineligible or when an application is scheduled or denied. Host institutions decide when to send these notifications.
  • Track Applicant Responses: After notifying applicants of elective offers, monitor their responses through VSAS: Review the View Notifications screen for acceptances, declines, offers that have expired or scheduled electives that were dropped.

VSAS Host Institution Training Notes

Located in the resources section, VSAS Training Notes provides detailed information and instructional how-to's..

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