Best way to update app due to error on institutional action?

[passrush]

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Alright folks. I need your collective wisdom. My primary has already been verified by AMCAS. On the app I stated that I received an institutional action from my school for not having enough credits one semester. This was noted on my transcripts sent to AMCAS. However, I found out yesterday that this was the result of a clerical error and I was informed that this has now been removed from my transcript.

My question for you folks:
How can I update the schools I applied to without sending out my new transcript to each and every school (this would cost about $250). Can I send the new transcript through interfolio?

Thanks and good luck to everyone applying this year.

 

[flip26]

Why would you have noted that on your AMCAS in the first place, even if it was on the trannie? You do realize that at this juncture, schools do NOT receive a copy of your trannie, only what is conveyed on your AMCAS (the grades and courses and GPA that are verified by AMCAS). Thus you really did not need to note on your AMCAS that you had an institutional action out of the fear that schools would see it on your trannie - they don't see your trannie, not now.

Maybe I misunderstand what AMCAS is asking for, but I don't think what you have described is an "institutional action" that should have been noted - simple "scho pro" for something like that is not what I consider an "institutional action." You really shot yourself in the foot here, raising a red flag on your app.

As to how to fix it - you should contact each school - send an email - write a good one - explaining the "error." They don't want your trannie - they never got one to begin with. After you get acceptances, some schools will ask for your trannie pre-matriculation, but they don't even want that until much later in the cycle...

 

[Laryngophed]

Why would you have noted that on your AMCAS in the first place, even if it was on the trannie? You do realize that at this juncture, schools do NOT receive a copy of your trannie, only what is conveyed on your AMCAS (the grades and courses and GPA that are verified by AMCAS).

Because it only takes one phone call to your school's registrar's office by an AdCom member and you are sunk. If it is in your file or on your transcript, you are effed.

And yes, the AdCom can most definitely call the registrar. FERPA prevents Average Joe off of the Street from digging through your files, however in there it says something to the affect of [paraphrase]An institution with a genuine academic interest in the student may have access to the records[/paraphrase]

Why not list it and risk losing your app over being dishonest. If you get a secondary or interview, update the school on the error then. Typically a notarized letter from the registrar will cover it.

 

[flip26]

Because it only takes one phone call to your school's registrar's office by an AdCom member and you are sunk. If it is in your file or on your transcript, you are effed.

And yes, the AdCom can most definitely call the registrar. FERPA prevents Average Joe off of the Street from digging through your files, however in there it says something to the affect of [paraphrase]An institution with a genuine academic interest in the student may have access to the records[/paraphrase]

Why not list it and risk losing your app over being dishonest. If you get a secondary or interview, update the school on the error then. Typically a notarized letter from the registrar will cover it.

You missed my point - I don't believe that what he described is an "institutional action."

However, this is from AMCAS - it is sufficiently vague, but it notes 2 things that should be your clue as to what is considered an institutional action: unacceptable academic performance which to me sounds like grades, not a failure to maintain full time status which could affect your student loans or some other school policy, or a conduct violation which covers the gamut from cheating to debauchery:

You must answer Yes to this question if you were ever the recipient of any
institutional action resulting from unacceptable academic performance or a conduct
violation, even if such action did not interrupt your enrollment or require you to
withdraw. You must answer Yes even if the action does not appear on or has been
deleted from your official transcripts due to institutional policy or personal petition.
If you are not certain whether or not you have been the subject of an institutional
action, contact the registrar, student affairs officer, or other appropriate party at the
institution for confirmation of your record.

Where this applicant screwed up was in failing to confirm that it was an "institutional action" before indicating it on his AMCAS. My guess is he got a copy of his trannie, saw that on there, assumed it was reportable as an "institutional action," and did so.

You made a good suggestion, though - he should get a letter from the registrar and upload it to AMCAS for distribution to all med schools. Good idea.

 

[Laryngophed]

You missed my point - I don't believe that what he described is an "institutional action."

You made a good suggestion, though - he should get a letter from the registrar and upload it to AMCAS for distribution to all med schools. Good idea.

Ahh, I see what you are saying. I think that institutional action is defined by each school as AMCAS is pretty broad on it definition. I think I would default to reporting something on the off-chance that my reviewer for a school is "that guy."

I would think that the registrar would be more than willing to produce a letter and convince your Pre-Med committee to upload it or mail it to each school for you.

Can you imagine the lawsuit that would result?

The damages could be untold if this "institutional action" in any way, played a part in the rejection of your application.

 

[passrush]

Thanks a lot for your comments. I really needed some advice.

I listed the institutional action to be on the safe side when submitting my apps. I went to undergrad a while ago (more than 10 years) and truthfully I didn't remember whether or not I took enough credits in that particular semester.

This spring I got my transcripts and called the registrar to verify what the "academic ineligible" on my transcript meant. I took the registrar's word initially that I was considered "academic ineligible", because I didn't take enough classes one semester. I told them the AMCAS (admittedly vague) definition of institutional action. They agreed with me that I should list it on my application as an "institutional action". When I called them yesterday they admitted it was a clerical error and I should never have been declared "academic ineligible" and it is now removed from my transcript.

So it sounds like I should speak to the head of student records and ask them if they could send a correction letter to every school I applied to? I applied to a lot of schools, so I can't really imagine they'll do this, but who knows. I guess it's worth a shot. Any other ideas?

 

[flip26]

Thanks a lot for your comments. I really needed some advice.

I listed the institutional action to be on the safe side when submitting my apps. I went to undergrad a while ago (more than 10 years) and truthfully I didn't remember whether or not I took enough credits in that particular semester.

This spring I got my transcripts and called the registrar to verify what the "academic ineligible" on my transcript meant. I took the registrar's word initially that I was considered "academic ineligible", because I didn't take enough classes one semester. I told them the AMCAS (admittedly vague) definition of institutional action. They agreed with me that I should list it on my application as an "institutional action". When I called them yesterday they admitted it was a clerical error and I should never have been declared "academic ineligible" and it is now removed from my transcript.

So it sounds like I should speak to the head of student records and ask them if they could send a correction letter to every school I applied to? I applied to a lot of schools, so I can't really imagine they'll do this, but who knows. I guess it's worth a shot. Any other ideas?

Yes, but just load the letter into AMCAS and let them do all the work. However, make sure they do not send another transcript to AMCAS with this correction because that will not be distributed to med schools - only actual letters can be stored in the letter file at AMCAS.

And if there are a couple of med schools you are really banking on (a state school, for instance) you might send them some "heads up" emails - most med schools will print off your email and attach it to the file.

Good luck.

Curious - in the supposed semester you became ineligible, did you attend school the next semester? Umm, then, you were never academically ineligible, right? You should have really pushed them on this...how in the world did they catch their "error" later?

 

[LizzyM]

I bet is that this will delay interview offers but not derail your application. An IA for a failure to carry enough credits is not a big deal to an adcom, particularly if it happened >4 yrs ago.

 

[shiftingmirage]

I would notify the schools you applied to and then take it up with your school. If it was an error on their part, why shouldn't they rectify the problem by sending out new/corrected transcripts. I think it is crap for them to charge you $250 for their mistake.

 

[flip26]

I would notify the schools you applied to and then take it up with your school. If it was an error on their part, why shouldn't they rectify the problem by sending out new/corrected transcripts. I think it is crap for them to charge you $250 for their mistake.

Corrected transcripts will not be seen by med schools at this stage of the process. A letter is the only thing they would see.

 

[passrush]

What a wealth of great advice! I really appreciate it. I hope it doesn't affect my apps too much either way.

I'll call my undergrad school today and post later on with an update. Thanks again.

-Passrush

 

[passrush]

Update: The registrar guru very kindly agreed to write a letter and provide a corrected transcript to AMCAS. I will now have this sent to all the schools I applied to and explain the whole situation.

Fun!

 

[flip26]

Update: The registrar guru very kindly agreed to write a letter and provide a corrected transcript to AMCAS. I will now have this sent to all the schools I applied to and explain the whole situation.

Fun!

Again, realize that your problem is not the transcript - that is not given to schools - AMCAS will not do anything with the transcript.

But if you insist, make sure the letter and the transcript are sent separately. If sent together, the letter will not be recognized as a letter and will not be forwarded to schools.

The letter should have an assigned number (you know like for LORs) with that sheet you can print off attached - use a descriptive title to tell schools what the letter is "Correction..." Then you assign the letter for delivery to all of your schools.

 

[LizzyM]

In any case, your application has been tagged "IA" and is likely to be set aside for a separate review to decide if your "crime" is so profound that no additional effort should be spent reviewing your appie or if you are OK for further review (I'd vote "OK for further review"). An additional letter is not likely to get youout of the IA queue and moved along more quickly but it is worth a try, I guess.