Admissions Policies

Purpose 

This policy and its associated attestation process are intended to minimize bias and preserve the integrity of admissions decision-making at the UGA SOM. All applicants to the medical school are given equal consideration, and the selection of each medical student is not influenced by any individual benefit (professional, political, financial, or external factors).

Scope 

This policy applies to all individuals who are involved in and contributing to the evaluation of, or decision about, an applicant’s admission into the UGA SOM. Covered parties include:

· UGA SOM Admissions Committee members

· Office of Admissions

· Interviewers

· Reviewers

LCME Standard

1.2 Conflict of Interest Policies

10.2 Final Authority of Admission Committee

12.5 Non-Involvement of Providers of Student Health Services in Student Assessment/Location of Health Records

Policy Statement

This policy establishes guidelines and guidance regarding Conflicts of Interest (COI) and disclosure of confidential information in the admissions process of the UGA SOM. In addition, this policy includes an attestation regarding COIs and the disclosure of confidential information that all SOM Admissions Committee members, subcommittee members, interviewers, and reviewers must review and agree to on an annual basis to participate in the admissions process.

The decisions of the Admissions Committee regarding applicants must be free from intimidation and not influenced by any political, financial factors, or other external factors. All Admissions Committee members shall abide by the UGA Non-Discrimination and Anti-Harassment Policy. The COI policy is meant to provide an equal opportunity for all

applicants. Any person who has a question or potential conflict of interest must inform the Office of Admissions.

What Constitutes a Conflict of Interest (COI):

A perceived or actual conflict of interest may exist when there is a pre-existing or current association (personal, professional, financial, or academic) with the applicant, the applicant’s family members, or others. A conflict of interest exists in any situation in which an applicant’s success or failure could impact a member of the admissions process. A conflict of interest is present if an individual has any interest in an admissions decision other than recruiting the most qualified applicant.

Examples of COIs in SOM admissions that can occur when an individual is evaluating an applicant’s candidacy include, but are not limited to, the following:

· Having significant personal, professional, or academic relationships with the applicant or a known member of the applicant’s immediate or extended family

· Serving as a current or previous health care provider to the applicant [Ref: Non-Involvement of Care Providers in Student Assessment Policy]

· Having served as the applicant’s research mentor or in another supervisory, advisory, or mentorship role

· Having written a letter of recommendation for the applicant

· Has a business or financial interest with, or relating to, the applicant or a close relative of the applicant

· The individual would benefit from the applicant’s admission decision, including politically, financially, or professionally.

Definitions

Confidential Information: Any and all data about individual candidates applying to the UGA SOM that is prohibited from being disclosed to anyone that is not a member of the admissions committee or admissions staff, including any and all information contained in an application to the SOM and any information about the status of or deliberations about an application.

Responsibilities

Admissions Committee

Associate Dean for Admissions

Office of Admissions

Related Policies and Information 

Educational Conflict of Interest Policy

UGA SOM Bylaws

UGA Non-Discrimination and Anti-Harassment Policy

UGA Privacy Policy and EU GDPR Privacy Notice

Non-involvement of Providers of Student Health Services in Student Academic Evaluations Policy

Policies and Procedures for Student Admission

Reviewed and Approved By 

Admissions Committee

Approved unanimously on 3/12/26

Review Cycle

APPENDIX A: Admissions Committee Conflict of Interest Procedures

Procedures Designed to Avoid Conflicts of Interest

• All individuals who are involved in and contributing to the evaluation of, or decision about, an applicant’s admission into the UGA SOM are required to attest in writing that they do not have a conflict of interest.
• All individuals attest that they have read, understand, and agree to abide by the Admissions Committee Conflict of Interest & Non-Disclosure Attestation. All individuals also complete a Conflict-of-Interest form, which discloses any potential or actual conflicts of interest. The Conflict-of-Interest form is collected in the online application system, along with the Admissions Committee Conflict of Interest & Non-Disclosure Attestation. It is reviewed by the Office of Admissions and the Associate Dean for Admission.
• A list of applicants invited to interview will be shared with the interview committee, and members are required to identify any potential conflicts of interest.
• A list of all applicants scheduled to be reviewed and discussed at the admissions committee meetings is provided in advance of the meetings, and members are required to identify any potential conflicts of interest.

Procedures to Mitigate Conflicts of Interest

The integrity of the School of Medicine (SOM) admissions process requires all participants to adhere to strict COI disclosure and recusal rules.

• Disclosure: All individuals participating in the SOM admissions process are expected to disclose as early as possible any perceived or actual conflicts of interest to the Office of Admissions. Any participant who becomes aware of a potential or actual COI involving another participant also has a duty to report that COI to the Office of Admissions or the Associate Dean for Admissions.

All individuals must complete the online Conflict of Interest form at the start of each application cycle. During the application cycle, additional opportunities to disclose conflicts are provided:

• If a reviewer identifies a COI during their review, they will notify the Office of Admissions for immediate reassignment of the applicant.
• Interviewers are provided a list of applicants they will interview during an interview session/day and are asked to disclose any additional COIs to the Office of Admissions. If a COI arises during a live interview, the interviewer must note the COI and report it immediately to the Office of Admissions.
• At the beginning of each Admissions Committee meeting, the applicant list is shared with members, who are then asked to disclose any additional COIs to the Associate Dean for Admissions or the Director of Admissions.

• Determination Authority: The Associate Dean for Admissions, in consultation with the Director of Admissions, retains final authority to determine whether a disclosed relationship or concern constitutes a COI, including in cases where the individual does not believe their relationship constitutes a conflict. The Associate Dean for Admissions, in consultation with the Office of Admissions, will determine the appropriate scope of recusal when a potential or actual COI is disclosed. When a disclosed relationship does not clearly fall within the examples of conflicts described in this policy, the Associate Dean for Admissions will determine whether recusal is required and the appropriate scope of that recusal.

• Recusal: Once a COI is identified, the participant will be removed from the appropriate cycle of the admissions process as follows:
  • A File Reviewer with a COI will not screen, review, or assess the applicant’s file.
  • An Interviewer will not interview or rate an applicant with a declared COI; if a COI is identified during a live interview and reassignment is impossible, the Office of Admissions will remove the scored assessment with a note about the COI, and the Admissions Committee will not consider the resulting interview assessment.
  • An Admissions Committee Member with a COI is specifically recused from the applicant’s selection process: they will not screen, review, or interview the applicant, and if present at the Admissions Committee meeting at which the applicant is discussed, they are required to physically leave the room during the discussion and deliberation (if present in-person) or will be placed in a virtual waiting room (if attending virtually). All COI recusals from committee processes are documented in meeting minutes.
  • Full Cycle Ineligibility applies to the most direct conflicts: any reviewer, interviewer, or Admissions Committee member with a child or family member applying to the UGA SOM during the upcoming admissions cycle is strictly ineligible to participate in the admissions process for the entire admissions cycle.

Appendix B: Admissions Committee Conflict of Interest & Non-Disclosure Attestation

UGA SOM Admissions Committee members will be notified annually to confirm agreement with the following attestation in order to receive access to admissions documents and reports. The attestation is available through the application system and stored in the Office of Admissions.

UNIVERSITY OF GEORGIA SCHOOL OF MEDICINE CONFLICT OF INTEREST & NON-DISCLOSURE ATTESTATION

As an interviewer, reviewer of student applications, and/or member of the Admissions Committee, I understand and agree to the following:

• I am expected to be familiar with and comply with the UGA SOM Admissions Conflict of Interest Policies and Procedures, the Confidentiality of Student Records Policy, and the Educational Conflict of Interest Policy.
• Before completing this attestation, if I am aware of any current conflicts of interest, I must complete the Conflict of Interest form and make the conflict fully known. The Conflict of Interest form will be reviewed by the Office of Admissions and the Associate Dean for Admissions. I further understand that perceived or actual conflicts of interest may preclude me from participating in ANY aspect of the admissions process during this admissions cycle.
• If I have a child or family member applying to the UGA SOM during the upcoming admissions cycle, I am ineligible to participate in the admissions process for the entire cycle.
• If I become aware of any conflicts of interest during the review, interview, or discussion of a candidate, I must immediately disclose them to the Office of Admissions and recuse myself from further involvement in the review, interview, or discussion of the candidate.
• The Admissions Office will take any and all appropriate actions deemed necessary to resolve any actual or perceived conflicts of interest, including reassigning candidates or removing me from the admissions process for the remainder of this admissions cycle.
• I must use confidential information only as needed to perform my duties as an Admissions Committee member, interviewer, or reviewer.
• I must not share confidential information with anyone outside the committee, except as directed by UGA officials to meet legal or institutional requirements. I further understand that this obligation remains in effect even after my participation as an Admissions Committee member, interviewer, or reviewer has ended.
• I must turn over or destroy any documents, reports, notes, or other materials containing confidential information, whether copies or originals, to UGA SOM officials at the end of an admissions cycle or upon my completed participation as an Admissions Committee member, interviewer, or reviewer.
• Violating any of the conditions outlined in the Admissions Conflicts of Interest Policies and Procedures will result in my removal from any/all roles associated with admissions. It may subject me to disciplinary and legal action based on the severity of the violation. I understand that my removal from any role does not relieve me of the obligation to maintain confidentiality.

It is the policy of the UGA School of Medicine that only U.S. citizens and U.S. permanent residents will be considered for admission into the MD program. An applicant who isn’t a citizen must provide verification of permanent resident status (e.g., a copy of a green card) on the supplemental application to complete the application.

All prerequisite coursework must be completed at a regionally accredited institution in the United States or Canada. International coursework (defined below), including credits earned at foreign institutions, will not be accepted to fulfill prerequisite requirements and will not be included in AMCAS GPA calculations unless accepted as transfer credit and appearing on an official transcript from a U.S. or Canadian institution. Applicants currently enrolled in a degree program must complete all requirements before matriculation. A baccalaureate degree is required.

Definitions

U.S. Citizen: An individual who holds U.S. citizenship.

U.S. Permanent Resident: An individual who holds a valid, unexpired U.S. Permanent Resident Card (green card).

International Coursework: Any coursework completed at a postsecondary institution that is outside the U.S., U.S. Territories, or Canada, and is not accredited by a U.S. or Canadian Regional Association of Colleges and Universities.

Accepted applicants to the UGA School of Medicine MD program are expected to matriculate in the entering year for which they applied. However, applicants with circumstances preventing matriculation may request a one-year deferral.

To request a deferral, applicants must submit a written request via email to the Office of Admissions, outlining their reason for deferral and including any relevant supporting documentation.

The Admissions Committee reviews all deferral requests and has sole discretion in granting approvals.

All deferral requests must be submitted by June 1 of the matriculating year.

The UGA SOM follows the University System of Georgia (USG) Immunization Policy and the University of Georgia (UGA) University Health Center Immunizations Policy, which requires all students to provide documentation of mandatory vaccinations. Failure to do so will result in a hold on their account and restrict registration until the requirements are met. Additionally, the UGA SOM engages with community healthcare partners to provide clinical rotation sites for medical students. Students may be required to provide proof of additional immunizations and/or screenings that are unique to each site as a precondition to participating in clinical activities at those sites. Religious and medical exemptions may be considered, but not guaranteed, per the UGA UHC immunization policy and at the discretion of partner clinical sites with appropriate supporting documentation

Related Policies and Information 

University Health Center Mandatory Immunization Program 

Observation: Students should be able to obtain information from demonstrations and experiments in the basic sciences. Students should be able to assess a patient and evaluate findings accurately. These skills require the use of vision, hearing, and touch, or the functional equivalent. Examples include observing demonstrations, identifying physical findings, interpreting diagnostic images and data, and gathering clinical information through physical examination techniques such as auscultation, palpation, and percussion.

Communication: Students should be able to communicate to elicit information, detect changes in mood and activity, and establish a therapeutic relationship. Students should be able to communicate effectively and sensitively in English, both in person and in writing.

Motor: Students should, after a reasonable period of time, possess the capacity to perform a physical examination and perform diagnostic maneuvers. Students should be able to perform some motor movements required for general patient care and for providing or directing emergency treatment (e.g., CPR, wound closure). Such actions require some coordination of both gross and fine muscular movements, balance, and equilibrium. Academic and clinical responsibilities must be completed within expected timeframes.

Intellectual, conceptual, integrative, and quantitative abilities: Students should be able to assimilate detailed and complex information presented in both didactic and clinical coursework and engage in problem-solving. Students are expected to possess the ability to measure, calculate, reason, analyze, synthesize, and transmit information. In addition, students should be able to comprehend three-dimensional relationships, understand the spatial relationships of structures, and adapt to different learning environments and modalities.

Behavioral and social abilities: Students should possess the emotional health required for full utilization of their intellectual abilities, the exercise of good judgment, the prompt completion of all responsibilities attendant to the diagnosis and care of patients, and the development of mature, sensitive, and effective relationships with patients, fellow students, faculty, and staff. Students should be able to tolerate physically taxing workloads and function effectively under stress. They should be able to adapt to changing environments, display flexibility, and learn to function in the face of the uncertainties inherent in the clinical problems of many patients. Compassion, integrity, concern for others, interpersonal skills, professionalism, interest, and motivation are all personal qualities expected during the educational process.

Ethics and professionalism: Students should maintain and display ethical and moral behaviors commensurate with the role of a physician in all interactions with patients, faculty, staff, students, and the public. The candidate is expected to understand the legal and ethical aspects of the practice of medicine and function within the law and ethical standards of the medical profession.

The technical standards delineated above must be met with or without accommodation.

Definitions

Disability: any health condition that substantially limits an individual in a major life activity.

Accommodation: a modification or adjustment to an instructional activity, facility, program, or service that enables a qualified student with a disability to have an equal educational opportunity.

Reasonable accommodations: those that effectively meet disability-related needs of qualified students, yet that do not put students, patients, or others in danger, do not fundamentally alter the essential elements of the UGA SOM programs, do not create undue burdens for the University, and do not provide new programming for students with disabilities that is not available to all medical students.

Should you need an accommodation for any part of the admissions process, please contact UGA’s Accessibility and Testing Office as soon as possible.

The School of Medicine will not accept students transferring from another medical program.

All admitted applicants must submit verification of lawful presence as per USG policy. Verification will be collected on the supplemental application.