Dear Upcoming Graduate:

Congratulations! You are on the final stretch of a long, hard road! Since graduation / diploma time is coming near, here is some very important information that we would like to share with you.

• Completion of Rotations and Diploma Requirements – Completing your requirements/clinical rotations/clerkships prior to December 31^st should allow adequate time to process your diploma (if your Diploma documents have been received by both HMI and the university in time). If your completion date (completion of rotations) falls after January 1^st, this may result in the processing of your diploma to be much more delayed. This also delays in the ECFMG certification. It is highly advised to stay in constant communication with the Clinical Department throughout your final year if your completion date is beyond our highly recommended completion date of December 31^st.

• Diploma checklist – This is a list of documents that are required to be sent in order for your diploma package to be issued. We highly recommend you getting a copy of this checklist from the Clinical Department at least 3 – 4 months prior to your anticipated completion of clinical clerkships. It is also highly suggested that you start submitting any required documents prior to the completion of your clinical clerkships so that ideally the only thing that needs to be submitted after the completion of all your rotations is your final evaluation(s).

• Missing Evaluations – Please make sure that you check with the Clinical Department to see what evaluation forms we have on file for you here at HMI as having those evaluations are very crucial to process your diploma. Typically we get evaluations once a month, towards the third week of the month.

• Diploma Package – Your graduation package consists of the following: Official Diplomas, Final Deans Letter, Final Transcript, and Supplement to your diploma. Please understand that your full cooperation is required to ensure the appropriate amount of time has been given to process these documents as there are many other students whose diplomas are also being processed. Please note that if you haven’t submitted all the required documents for your diploma, the process will be delayed and won’t start until those final documents are submitted!

• ECFMG Certification – You can only start the ECFMG certification process once your diploma package has been issued to you. Please contact us if you have any questions.

• Residency – If you are applying for or have secured a residency position for the upcoming year, please notify us immediately to ensure a more expedited processing of your diploma.

• Temporary Physician Licensure – If you have accepted an offer of residency, you will be required to get licensed temporarily in the state where you will be doing your residency. That normally can’t be completed until you have your diploma issued. If there is any paperwork that needs to be submitted to the state board, please contact us immediately for further assistance.

If you have any questions, please do not hesitate to call or E-mail the Clinical Department.

Sincerely,
Jerry Jacob, MD
Director of Medical Education & Academic Affairs