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School of Medicine Virginia Commonwealth University VCU Medical School

Applications Development and
Data Management

Administrative Systems

Student Data

We develop and maintain applications to manage data spanning the student experience from medical school admissions to advanced degree programs.

Applicant Website (AppWeb)

Provides primary means of communication and interaction with VCU School of Medicine applicants. Applicants use this Web site to:

  • complete their supplemental applications
  • schedule interviews
  • manage the various details of their application throughout the entire admissions process.

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Electronic Medical School Applicant Review System (EMSARS)

Supports the operation of the VCU School of Medicine Admissions process in an efficient, secure and paperless environment.

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FCM Course Administration System

Assists the Foundations of Clinical Medicine (FCM) staff in administering the year-long FCM course required of all M1 and M2 students. The system:

  • matches students to preceptors and small-group leaders.
  • tracks students’ grades and attendance
  • provides scheduling functions
  • reports course evaluations

It also allows the administration of faculty development events and handles payment of physicians who serve as preceptors and small group leaders.

A robust grading component allows FCM staff to have granular control over setting up the grade components that constitute the final score for the student.

  • Data Requests: Mary Lee Magee, Educational Coordinator, Foundations of Clinical Medicine: mlmagee@vcu.edu
  • Technical Contact: Douglas Vann

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FCM Preceptor Map

The FCM Preceptor Map shows travel distances for preceptorship assignments using a Web-based interactive map.

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Graduate Applicant Evaluation System (GradApps)

Helps program directors evaluate applications for graduate school admission.

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Graduate Tracking (GradTrak)

Tracks and maintains graduate student information such as matriculation, program details, advisory committee, course registration, grades, GPA, exam details and academic status.

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M3 Passport

Tracks clinical experiences (patients, diagnoses and procedures) in the M3 clerkships. Students can generate their own summary reports by clerkship. Administators can generate various reports by diagnoses, by student or by patient demographics.

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Student Record System (SRS)

Provides maintenance functions for the School of Medicine’s student records. The system consists of an administrative site and a student site.

The administrative site allows faculty and staff to view students’ course grades, exam scores, USMLE scored and application information. Adminstrators can also view and edit course evaluation data, as well as other data related to courses like lecture schedules.

Clerkship coordinators can use the site to run evaluation reports and track the submission of student grades.

Student users can view their grades, schedules, announements and unnofficial transcripts. Students can also apply for scholarships, evaluate courses, sign up for elective courses and clerkships and update their contact information.

Contacts, by data type:

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Faculty Data

We develop and maintain applications to manage faculty data including faculty expertise, research space allocation and grant proposals.

Faculty Expertise Directory

Maintains faculty expertise information fed to sites such as the Massey Cancer Center, the M.D./Ph.D. graduate program and the School of Medicine expertise directory.

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Faculty Information System (FIS)

Maintain faculty information such as job details, biographic, academic, salary, promotion and tenure, awards, compensation, CARTS and account distribution.

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Proposal Logging System (PLS)

Logs and tracks grant proposals for the School of Medicine.

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Research Space Management System (RSMS)

Tracks research space allocated to principal investigators. It shows the list of current and historical grants and corresponding space allotment for each principal investigator.

It also calculates the total wet awards and total wet space allocated for each department. This helps administrators allocate or reallocate research space commensurate with awards.

  • Data Requests: Director of Space Management and Facilities Planning [vacant]
  • Technical Contact: Bhavesh Patel

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Financial Data

We develop and maintain applications to manage financial data for the School of Medicine Dean’s Office.

CARTS Budget Development System (CBDS)

Facilitates budget management for multiple areas of the VCU Medical Center, including the School of Medicine, Practice Group and Health System.

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Finance/Frank Budget System

Maintains transactional data, assists in budget calculations and long-term commitments.

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Gift Acknowledgement System

Generates and maintains gift acknowledgement letters for the Development Office.

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