What do I do with incomplete applications?

[NotAProgDirector]

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I have a bunch of incomplete applications -- missing USMLE scores, or transcripts, or less than 3 letters submitted. Our application deadline was long ago. Do I send an email saying "Thanks, but your application is incomplete and we will not be looking further"? If I do, I worry that I'll end up with a bunch of responses of "Oh, gee, totally forgot. I'll send them right now. Please look at me" -- which will result in yet more emails from me.

Or, is the polite thing to do to send a message.

Vote in the poll, leave comments.

 

[gutonc]

This is not particularly helpful for you this year, and I'm not sure how much of a hassle it would be, but what about sending out a message, 1-2 weeks before your deadline, a generic message to all applicants (or just those with incomplete apps if that's easy to do) that says something like:

"Please be aware that our application deadline is rapidly approaching on Date X. Applicants whose files are incomplete on that date will not be considered for interview. If you no longer wish to be considered for an interview at our program, please withdraw your application through ERAS. Sincerely, aPD"

This is above and beyond the call on your part but, given that you're even asking this question, I have no doubt that you regularly go above and beyond.

 

[viper930]

Flowers LDO...

Meh, if people don't care about their applications enough to make sure that they are complete, you probably shouldn't care to send them a notification that they are no longer being considered. I'd go with no response.

 

[Samoa]

I think applicants deserve closure if they've done their part and sent you a complete application. Otherwise, no.

 

[IMGAUCMD2013]

I have a bunch of incomplete applications -- missing USMLE scores, or transcripts, or less than 3 letters submitted. Our application deadline was long ago. Do I send an email saying "Thanks, but your application is incomplete and we will not be looking further"? If I do, I worry that I'll end up with a bunch of responses of "Oh, gee, totally forgot. I'll send them right now. Please look at me" -- which will result in yet more emails from me.

Or, is the polite thing to do to send a message.

Vote in the poll, leave comments.

A bit off topic but also relevant; A friend of mine realized last week that our school never released her transcript to ERAS! Somehow she accumulated 10 interviews regardless so she had no clue until last week when a program told her they need her transcript!!!! An email early on in this case would've probably tripled her interview invites.

On Another note, I've applied to 140 programs this year (Medicine) and over 80 haven't responded at all. I believe that as a courtesy, for the 25$ application fee that was spent applying, the least the PD COORDINATOR (at least) can do is tell the applicant that they will not be invited for an interview. After the match I intend to make an official list of programs who never replied, one way or another after taking 25$ so that applicants in the future know to avoid applying to that program if they don't particularly want to be there. 25$ can make for a nice lunch for 2.

 

[BADMD]

I have a bunch of incomplete applications -- Do I send an email saying "Thanks, but your application is incomplete...

I'd say send the email and add that your interview days are full and even if their file were to be complete, you would be unable to interview them. It creates closure.

That assumes you have enough candidates and don't want to interview any more.

I believe that as a courtesy, for the 25$ application fee that was spent applying, the least the PD COORDINATOR (at least) can do is tell the applicant that they will not be invited for an interview. After the match I intend to make an official list of programs who never replied, one way or another after taking 25$ so that applicants in the future know to avoid applying to that program if they don't particularly want to be there.

I don't think the programs see that money. I believe that ERAS pretty much takes it all.

 

[emboli]

I'd say send the email and add that your interview days are full and even if their file were to be complete, you would be unable to interview them. It creates closure.

That assumes you have enough candidates and don't want to interview any more.



I don't think the programs see that money. I believe that ERAS pretty much takes it all.

Oh wow... and I thought the lunch I was getting was sponsored by my application fee. 😳

 

[shan564]

I'd say send the email and add that your interview days are full and even if their file were to be complete, you would be unable to interview them. It creates closure.

Yeah, that sounds like the best way to handle it. I'd change my vote if I could.

 

[NotAProgDirector]

I don't think the programs see that money. I believe that ERAS pretty much takes it all.

We get none of your application fees. In fact, we have to pay ERAS a fee also.

 

[QuacksterVu]

A bit off topic but also relevant; A friend of mine realized last week that our school never released her transcript to ERAS! Somehow she accumulated 10 interviews regardless so she had no clue until last week when a program told her they need her transcript!!!! An email early on in this case would've probably tripled her interview invites.

On Another note, I've applied to 140 programs this year (Medicine) and over 80 haven't responded at all. I believe that as a courtesy, for the 25$ application fee that was spent applying, the least the PD COORDINATOR (at least) can do is tell the applicant that they will not be invited for an interview. After the match I intend to make an official list of programs who never replied, one way or another after taking 25$ so that applicants in the future know to avoid applying to that program if they don't particularly want to be there. 25$ can make for a nice lunch for 2.

Two things:

1) Whoa, 140 programs? My wallet just cried for you. Good luck this match!

2) Same thing happened to a friend of mine around this time last year except he did not get an email from a program. He ran into a few PDs at a conference, who mentioned they really liked him and said they never got his transcript. It worked out for him in the end because of connections he had, but he was definitely stressed out for a while.

Hope it works out for your friend.

I'd say send the email and add that your interview days are full and even if their file were to be complete, you would be unable to interview them. It creates closure.

That assumes you have enough candidates and don't want to interview any more.

I really like this option. Polite, succinct and most importantly: closure.

 

[shan564]

I think it's reasonable to expect us to check the ADTS and figure out ourselves if our transcripts/documents are missing.

 

[aa1984]

An email ought to be basic courtesy. So many programs didn't bother with a rejection. It would save applicants the 'hope' and programs the dealing with possible our calls/emails. Good to see the details you're considering.

 

[Doctor Bob]

I think it's reasonable to expect us to check the ADTS and figure out ourselves if our transcripts/documents are missing.

Agree with this.

Medical students are adults; and reasonably above-average-intelligent adults at that.
They should take ownership of their applications and if they fail to do so then they have to deal with the consequences.

 

[GoSpursGo]

I think it's reasonable to expect us to check the ADTS and figure out ourselves if our transcripts/documents are missing.

This.

Yes, this is a stressful process for applicants, but come on. The level of hand-holding expected by some is a bit absurd. What, are PDs waiting for an email from the incomplete applicants waiting for "closure?"

 

[IMGAUCMD2013]

Two things:

1) Whoa, 140 programs? My wallet just cried for you. Good luck this match!

2) Same thing happened to a friend of mine around this time last year except he did not get an email from a program. He ran into a few PDs at a conference, who mentioned they really liked him and said they never got his transcript. It worked out for him in the end because of connections he had, but he was definitely stressed out for a while.

Hope it works out for your friend.



I really like this option. Polite, succinct and most importantly: closure.

I did secure over 10 interviews from the 140 I applied to. I'm not complaining about the match going terribly but only that it would be nice if programs replied one way or another at some point as a courtesy to an interested applicant.

 

[EMmotherhen]

we send out an email telling them what's missing and remind them of the deadline. then after the deadline is passed we send out a blanket email to those who are not selected to interview. any application received after our deadline is sent an email that says they missed the deadline. it's probably overkill but the students seem to appreciate hearing back rather than being left hanging.