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If you are new to Apply with Success, welcome!

If you are not yet familiar with the medical school application, I recommend you start with this article. It is titled, This is Why You Haven’t Heard Back from Medical Schools: 2 Tips to Improve your Chances of Getting Accepted. It is a great place to start since it includes an overview of the general admissions process.

Otherwise, keep reading to learn all about Institutional Actions, those blemishes that sometimes happen during the college years.

Here is what to expect in this article.

I start by going over what the Association of American Medical Colleges (AAMC) says about Institutional Actions and then go through each section of the AAMC’s information on Institutional Actions. I have broken everything down into straightforward explanations.

As always with the articles/posts here at Apply with Success, I add my own perspective as someone who has reviewed and evaluated many thousands of medical school applications.

By the end of this article you will have gained the following:

  • a better understanding of Institutional Actions;
  • how Institutional Actions impact your chances of getting into medical school;
  • how to report an Institutional Action; and of course,
  • the number one mistake made by applicants when reporting Institutional Actions.

AAMC's Stance on Institutional Actions

The following information can be found in the 2020 AMCAS Applicant Guide. You can grab a copy of the guide here.

Here is the AAMC’s official stance on Institutional Actions:

If you were ever the recipient of any institutional action by any college or medical school for unacceptable academic performance or conduct violations, you must answer ‘Yes’ , even if such action did not interrupt your enrollment or require you to withdraw. Furthermore, select ‘Yes’, even if the action does not appear on, or has been deleted or expunged from, your official transcripts as a consequence of institutional policy or personal petition.

Failure to provide an accurate answer to the question about institutional action or, if applicable, failure to complete the form provided by the school will result in an investigation. Medical schools require you to answer the question accurately and provide all relevant information. Medical schools understand that many individuals learn from the past and emerge stronger as a result. Full disclosure will enable medical schools to evaluate the information more effectively within the context of your application.

Furthermore, in the event that an Institutional Action occurs after you have already submitted your application, the AAMC requires that you, inform the Admissions Office of each medical school where you are applying, and you must do so, within ten (10) business days of the occurrence of the institutional action.

Institutional Actions Explained

confused stick figure wonders what is holistic review

Now that you have seen the AAMC’s stance on Institutional Actions, let’s examine it in more detail.

It should be clear that the reporting of any Institutional Actions is serious; there is absolutely no wiggle room. If you have an Institutional Action, it must be disclosed in your medical school application.

In fact, if you fail to report an Institutional Action, an investigation will be conducted by the AAMC’s legal team. Those investigations are added to your application materials so that your application readers will be sure to know about both the Institutional Action and the investigation.

I am sure you do not need me to tell you that you absolutely do not want a formal investigation to be conducted by the AAMC.

So, once again, if you have an Institutional Action, make sure you report it.

How to Report Institutional Actions

So, you might be wondering, if you have an Institutional Action, how do you report it? What are medical schools looking for? Does the Institutional Action mean you will be denied and never get to become a doctor?

Let’s start with that last question first. 

Here is a bit of good news. An Institutional Action does not have to mean your dream of becoming a doctor is necessarily over.

I am not just saying this to make you feel better. While I have denied plenty of applicants who had Institutional Actions, I also invited many who did.

Why did some applicants with Institutional Actions get denied and others did not?

The answer to this question often goes beyond the Institutional Action. Now, of course there are Institutional Actions that are more severe than others; however, for the average situation, whether or not an Institutional Action causes an applicant to be denied will be based on multiple factors, such as:

  • how the Institutional Action was presented in the corresponding essay; and,
  • the strength of the rest of the application.

Take a look at the other articles on the Apply with Success blog to learn more about how to develop a strong application. You may also contact me if you have any questions and/or are interested in working with me one-on-one.

Okay, so if how you present your Institutional Action can affect whether you get into medical school, then we better take a look at what makes for a good Institutional Action essay.

I have divided the Institutional Action essay into what I believe are the most important elements. The most important elements of an Institutional Action essay are:

  • Transparency
    • explaining what happened;
    • when it happened; and,
    • why it happened
  • Maturity

Transparency

stick figure with hand over heart

Report your Institutional Action plainly. Do everything you can to make your application readers’ jobs as easy as possible.

What & When

In the very first sentence of your Institutional Action essay you want to plainly state what happened and when. Do not start with an excuse or an elaborate story.

Have you ever been somewhere and someone asks a question but first gives a drawn out backstory and you are sitting there thinking, “is there a question in there, are they ever going to get to the point?” It is the same with Institutional Action essays (any open-ended section of your application really).

Let’s say you received a noise violation for having a loud gathering in your dorm room your first year of college. Here is how I recommend you write about it:

“The first week of my freshman year of college I received a noise violation in my residence hall.”

In that opening sentence we just learned what the Institutional Action was for and when it occurred.

Simple and easy to understand.

Why

sketch of confused guy

The next section of your Institutional Action essay should address why the situation happened. Sticking with the noise violation example, you were having fun getting to know your neighbors in the residence hall. You might write something like this:

“My roommate and I invited some of our new neighbors on our floor to hang out and get to know each other. We were having so much fun. Between the music and laughing, we were definitely loud.”

In this section I added context to the noise violation. Notice I did not make excuses to take the blame off of me. I am still stating facts and being as honest as possible.

Maturity

sketch of a growing tree

Lastly, the essay should have an element of growth. This is where you talk about how you have matured. Honestly, for Institutional Actions that are minor like this noise violation, there isn’t a lot of contrition necessary, so be careful not to lay it on too thick.

Here is how I would close out the noise violation.

“Suddenly there was a loud knock on the door and the Resident Assistant came in and informed us that we could be heard down the hall. We were written up for the incident. I felt bad and the next day I knocked on the doors of everyone’s rooms in the hall and apologized. I had no other incidents or violations.”

The last part of the essay demonstrates remorse, an attempt to make things right, and of course, maturity.

Here is the Institutional Action example essay all together:

The first week of my freshman year of college I received a noise violation in my residence hall. My roommate and I invited some of our new neighbors on our floor to hang out and get to know each other. We were having so much fun. Between the music and laughing, we were definitely loud. Suddenly there was a loud knock on the door and the Resident Assistant came in and informed us that we could be heard down the hall. We were written up for the incident. I felt bad and the next day I knocked on the doors of everyone’s rooms in the hall and apologized. I had no other incidents or violations.

Conclusion

icon stick figure announcer with megaphone

Now that you have read through this post, you should have a good idea of how to report an Institutional Action.

Let’s recap.

If you report an Institutional Action with transparency, straight-forwardness, honesty, and maturity, you will minimize the negative effects it could have on your application.

Based on the walkthrough example above, here is a list of guidelines you can use should you ever have to report an Institutional Action in your medical school application:

  • Be honest.
  • Get to the point; don’t preface with a backstory or excuse.
  • Start by stating what happened in plain, straight-forward language (what happened and when)
  • State why you think the violation happened (keep it short, just the facts).
  • Demonstrate growth.

This is the approach I recommend you follow if you find yourself having to report an Institutional Action.

Now that you have read through this article, can you guess the number one mistake applicants make when reporting Institutional Actions?

Not being sincere.

 

A sincere response encompasses everything we have talked about. A sincere essay is honest and straightforward (no excuses or backstory that makes it difficult to quickly understand what took place). Finally, a sincere response demonstrates maturity (ownership of the mistake and evidence of remorse).

I hope this article has been helpful.

I wish you the best in all your aspirations.

Sincerely,

Adam Lowrance, PhD
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Let me know in the comment section if you found this article helpful.  Where are you in the process? Are you applying to medical schools this cycle, or thinking about doing so in the future?

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Adam Lowrance, PhD

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