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Applying to the HMS Exchange Clerkship Program

Due to the implementation of the new curriculum at Harvard Medical School, opportunities for visiting medical students are limited.

Applicants are advised to read the detailed information provided before applying to the HMS Exchange Clerkship Program. Failure to comply with application instructions may result in not being scheduled and incomplete applications will not be processed.

HMS does not offer research opportunities and/or observerships for visiting students.

It is important to note that students remain registered at their home school while participating in visiting clerkships at HMS. Visiting students are not officially enrolled as students at Harvard University.

Due to the variable nature of clerkship offerings, HMS reserves the right to change clerkship assignments as necessary at any time. Information and eligibility criteria for the HMS Exchange Program are subject to change. All materials submitted become the property of the HMS Office of the Registrar.

Application Instructions

In order to apply to the HMS Exchange Clerkship Program, all applicants must complete in full a two-part application which includes an online application form and submitting required documentation to the Office of the Registrar. To ensure fairness to all eligible applicants, applications are reviewed only after the submission deadline.

Not First Come, First Served

Scheduling is assigned randomly based upon the demand and availability of clerkships. Applications are not processed based on date of submission so there is no benefit to early submission. Deadlines for each clerkship are listed on the calendar (Calendars for later academic years may found on the bottom of this webpage as well).

Applicants can select from clerkships listed in the Exclerk Course Catalog. HMS students have priority for all advanced electives. Please read the course descriptions for detailed information - some electives are not offered year-round and some have restricted enrollment and may not be open to visiting students.

Applicants are advised to read the detailed information provided before applying to the HMS Visiting Exchange Clerkship Program. Failure to comply with application instructions may result in not being scheduled and incomplete applications will not be processed.

Part 1: Online Application Form

Part One: Online Application Form

Once you have determined that you are eligible to apply to the Exchange Clerkship Program, the first step in the process is to complete the online application form, where you will be able to select up to three rotation month blocks and specify up to 15 course selection choices.

IMPORTANT: You will NOT be able to make changes to either the month or courses selected once you have submitted your application. Choose carefully.

Online Application Form

Part 2: Required Documentation

Part Two: Required Documentation

All materials should be compiled in one packet and mailed to the Office of the Registrar. HMS does not accept faxed or emailed copies of application materials. Applications will not be processed unless all required documentation is submitted by the deadline. Application fees will not be refunded for incomplete applications.

Required Documentation Checklist and Forms

Completed documentation includes the following:

  1. HMS Exchange Clerk Program Checklist
  2. Dean or Registrar Verification form – To be completed by either your Dean’s Office or Registrar’s Office, NOT by students.
  3. Official Letter of Support – Request a letter of support from your medical school indicating the month and year of your anticipated graduation, that you are approved to participate in an elective at HMS, and that you will have completed satisfactorily the core clinical clerkship requirements of the home school. Your letter of support should specify the core clinical requirements you will have completed. Letters should be original and printed on your school letterhead. HMS does not accept photocopies.
  4. Official Transcripts – Transcripts should be original and printed on either official transcript paper or school letterhead. HMS does not accept unofficial copies, web printouts (even with school stamp), or photocopies. The transcript should include all the courses/clerkships taken in medical school, including transferred courses, and the grades awarded. International transcripts are required to be translated into English.
  5. HMS Exchange Clerk Certificate of Immunization – Please see instructions for immunization compliance before completing this form.
  6. Lab Reports – Photocopy of lab results confirming immunization compliance. These should be printed results from a recognized pathology lab or hospital. HMS does not accept handwritten confirmation.
  7. Personal health coverage – This can be noted in the letter of support if provided by your medical school. Photocopy of insurance card is also acceptable. You may provide this documentation once you are placed in a clerkship.
  8. Professional liability and malpractice coverage from your home school – This can be indicated in the letter of support or with a photocopy of the policy summary stating coverage dates. If professional liability and malpractice coverage is not provided by your school, you will be required to purchase a policy on your own. Malpractice insurance is required for ALL students applying through the Exchange Clerkship Program. You may provide this documentation once you are placed in a clerkship. HMS requires a policy with a minimum coverage of $1 million per incident and $3 million aggregate.
  9. CORI Request Form – Massachusetts law requires a CORI check for anyone in a health care facility who has contact with patients or access to confidential patient records. Please complete and sign the form and HMS will submit for background check.
  10. Medical English proficiency – All international students, regardless of language of instruction, must call HMS for a telephone interview. In addition, all international students whose language of instruction is not English must provide a TOEFL score. Students whose English language skills are not proficient during the interview may also be required to submit a TOEFL score. HMS requires a minimum TOEFL score of 100.
  11. Application Fee – The application fee is a non-refundable processing fee of $115.00 USD for each month selected. The online application calculates total fees due.
    • Please make check payable to Harvard University. The application fee may be paid in one of two ways ONLY:
      • US check in US dollars drawn on a bank on US soil. If you do not have a US bank account, a family member or friend living in the US can issue the check on your behalf. In this case, send your documentation to the person providing the payment, have them attach the check, and send everything together as one packet as is required.  If you provide a check obtained outside of the US, even if it goes through a US bank, your application will not be processed.
      • American Express Traveler’s Checks, which must be signed before submitting.
    • HMS does not accept wire transfers, note checks, bank drafts, or credit cards payments for the application fee. DO NOT send cash in the mail.

Submission

Online applications and supporting documentation cannot be submitted any earlier than SIX MONTHS prior to the start of the clerkship.

Please submit all materials in one packet to: Exchange Clerk Program Harvard Medical School, 25 Shattuck Street, Gordon Hall 213, Boston, MA 02115.

USA TIP: HMS suggests that you send your application packet using a trusted postal mail or other shipping tracking service.

Clerkship Rotation Dates, Application Deadlines & Tuition Fees

Harvard Medical School Clinical Rotation Dates & Application Deadlines
2018-2019
ROTATION MONTH ROTATION DATES TUITION per month DEADLINE to submit online application DEADLINE to submit materials
JUNE 2018 May 29 - June 24 $4,900 February 28th April 1st
RECESS June 25 - July 1      
JULY 2018 July 2 - July 29 $4,900 March 31th May 1st
AUGUST 2018 July 30 - August 26 $4,900 April 30th June 1st
SEPTEMBER 2018 August 27 - September 23 $4,900 May 31st July 1st
OCTOBER 2018 September 24 - October 21 $4,900 June 30st August 1st
NOVEMBER 2018 October 22 - November 18 $4,900 July 31st September 1st
DECEMBER 2018 November 19 - December 16 $4,900 August 31st October 1st
RECESS December 17 - January 6, 2019      
JANUARY 2019 January 7 - February 3 $4,900 September 30th November 1st
FEBRUARY 2019 February 4 - March 3 $4,900 October 31st December 1st
MARCH 2019 March 4 - March 31 $4,900 November 30th January 1st
RECESS April 1 - April 7      
APRIL 2019 April 8 - May 5 $4,900 December 31st February 1st
MAY 2019 May 6 - June 2 $4,900 January 31st March 1st
JUNE 2019 June 3 - June 30 $4,900 February 28th April 1st

 

IMPORTANT NOTES:                
                
Tuition for the clerkship program is subject to change annually.  Students at US/Canadian medical schools pay tuition at your own institution.                  
                
FINAL date to apply for this month.   Applications received AFTER this deadline will NOT be processed.                
                
Participating in rotations during a RECESS break is not possible.  Harvard Medical School cannot certify any work completed over a recess break.                

Harvard Medical School Clinical Rotation Dates & Application Deadlines
2019-2020
ROTATION MONTH ROTATION DATES TUITION per month DEADLINE to submit online application DEADLINE to submit materials
JUNE 2019 June 3 - June 30, 2019 $4,900 February 28th April 1st
RECESS July 1 - July 7      
JULY 2019 July 8 - August 4 $4,900 March 31th May 1st
AUGUST 2019 August 5 - September 1 $4,900 April 30th June 1st
SEPTEMBER 2019 September 2 - September 29 $4,900 May 31st July 1st
OCTOBER 2019 September 30 - October 27 $4,900 June 30st August 1st
NOVEMBER 2019 October 28 - November 24 $4,900 July 31st September 1st
DECEMBER 2019 November 25 - December 22 $4,900 August 31st October 1st
RECESS December 23 - January 5, 2020      
JANUARY 2020 January 6 - February 2 $4,900 September 30th November 1st
FEBRUARY 2020 February 3 - March 1 $4,900 October 31st December 1st
MARCH 2020 March 2 - March 29 $4,900 November 30th January 1st
RECESS March 30 - April 5      
APRIL 2020 April 6 - May 3 $4,900 December 31st February 1st
MAY 2020 May 4 - May 31 $4,900 January 31st March 1st
JUNE 2020 June 1 - June 28 $4,900 February 28th April 1st

 

IMPORTANT NOTES:                
                
Tuition for the clerkship program is subject to change annually.  Students at US/Canadian medical schools pay tuition at your own institution.                  
                
FINAL date to apply for this month.   Applications received AFTER this deadline will NOT be processed.                
                
Participating in rotations during a RECESS break is not possible.  Harvard Medical School cannot certify any work completed over a recess break.