David Geffen School of Medicine at UCLA
Scheduling 3rd Year
  REV DATE: 2/3/08

As a second year student, you will go through two phases of the scheduling process. 

Phase I - Scheduling Tracks
Phase I is a preliminary step for you to pre-schedule yourself into a time slot for the Inpatient Internal Medicine and Surgery clerkships.  In Phase I, you will submit the time preferences for Surgery (Track A) and Inpatient Medicine (Track B).  You will either start your third year with Track A (Surgery, Pediatrics and Obstetrics/Gynecology) or Track B (Inpatient Internal Medicine, Psychiatry/Neurology, Family Medicine, and Ambulatory Internal Medicine.)  After the time slots for the Inpatient Medicine and Surgery clerkships have been assigned, Phase II begins.

 

For Phase II- Scheduling Times and Clerkships Locations
In Phase II, you will submit your requests for the times and locations of all the required clerkships (except Surgery).  Your clerkship requests should be within your assigned tracks. 

Entering Scheduling Requests

The ESS Request screen consists of an upper and lower frame.  The upper frame is used to

  • enter new requests,
  • verify your new requests, and
  • search for clerkships and start dates of clerkships listed in the Handbook of Courses. 
  • availability of required clerkships

The lower frame is used to

  • view submitted requests
  •  edit requests 
  • print a copy of you clerkship requests 

 

Phase I:   Entering Time Slot Requests for Surgery (Track A) and Inpatient Medicine (Track B)

Step 1:  Login into ESS and select “Edit Requests”

Step 2:  Enter your scheduling requests in the upper frame.  You will enter two time slot requests for Inpatient Medicine and two for Surgery.

“Prty” column.  (Priority Column).  Enter a priority number (there is a three-digit limit).  ESS uses the priority number to address the list of request.

  • Each request must have a unique priority number. 
  • The lowest number is your first choice.
  • ESS will not address a request that doesn’t have a priority number. 
  • Leaving the “Prty” blank deletes the request from your list.

Step 3:  “Course” column.   Enter the course number.

For Phase I of scheduling, you will use the course numbers IM and SU for Inpatient Medicine and Surgery respectively.  Remember Phase I is only to reserve time slots for the clerkships.
Step 4:  “Week” column.  Enter the academic year (08) and the starting week of the clerkship.  Do not leave a space between the academic year and the week.  Example, the entry “0813” refers to week 13 of the 2008-2009 academic year.
  • If you leave the “Week” and “Date” column blank, ESS will enroll you in the first available time slot for the clerkship.
  • It is not necessary to enter any information in the “Date” column.  The date will appear in the lower frame after you submit and reload your requests.

Step 5:  Leave the “Date.” Ex” and “In” columns blank.

Step 6:  Click “Submit New Requests”

  • Submitting saves you requests in the system.
  • Your request list should appear in the “lower frame” and disappear from the “Upper Frame.”
  • If there is an error in the upper frame, ESS will indicate the error in the “Upper Frame” by the priority number.
  • The course name and description will appear in the lower frame for each successful entry.
  • Submitting saves you requests in the system.
  • Your request list should appear in the “lower frame” and disappear from the “Upper Frame.”
  • If there is an error in the upper frame, ESS will indicate the error in the “Upper Frame” by the priority number.
  • The course name and description will appear in the lower frame for each successful entry.

Step 7:  Print a copy of your requests list

 

 

Phase II:  Entering Requests for Times and Locations of All Required Clerkships

Step 1:  Login into ESS and select “Edit Requests”

Step 2:  Enter your scheduling requests in the upper frame.  ESS allows you to enter up to eight clerkship requests at a time.

“Prty” column.  (Priority Column).  Enter a priority number (there is a three-digit limit)

  • Each request must have a unique priority number. 
  • The lowest number is your first choice.
  • ESS will not address a request that doesn’t have a priority number. 
  • Leaving the “Prty” blank deletes the request from your list.
  • Step 3:  “Course” column.   Enter the course number. 
  • Refer to pages .

Step 4:  “Week” column.  Enter the academic year (08) and the starting week of the clerkship.  Do not leave a space between the academic year and the week.  Example, the entry “0813” refers to week 13 of the 2008-2009 academic year.

  • If you leave the “Week” and “Date” column blank, ESS will enroll you in the first available time slot for the clerkship.
  • It is not necessary to enter any information in the “Date” column.  The date will appear in the lower frame after you submit and reload your requests.

Step 5:  Leave the “Date.” Ex” and “In” columns blank.

Step 6:  Click “Submit New Requests”

  • Submitting saves you requests in the system.
  • Your request list should appear in the “lower frame” and disappear from the “Upper Frame.”
  • If there is an error in the upper frame, ESS will indicate the error in the “Upper Frame” by the priority number.
  • The course name and description will appear in the lower frame for each successful entry.

Step 7:  Review your request lists

  1. Priority Numbers
    • Every entry should have a priority number
    • Do not use the same priority number twice
    • Priority numbers are limited to three digits
  2. Requests List
    • List at least eight requests for Inpatient Medicine, Family Medicine and Ambulatory Medicine
    • List at least six requests for Pediatrics and Obstetrics/Gynecology
    • List at least five requests for Psychiatry and Neurology
  3. Remember, the following clerkships must be taken back-to-back:
    • Psychiatry and Neurology
    • Ambulatory Medicine and Family Medicine
    • Pediatrics and Obstetrics / Gynecology

Step 8:  Print a copy of your requests list

 

Editing Your Request List

Submitting an Edit
To edit your list after it has been saved (it appears in the lower frame), make the change in the lower frame, click the “SUMBIT Edits” bjutton (located in the lower frame).

Deleting an Entry
To delete an entry, delete the priority number and select “SUBMIT Edits”.

Edit your choice in the lower frame and click “Submit Edits”.  Be sure to submit any new requests you may have before you submit edits.

To delete an entry after you have submitted the request, go to the lower frame to delete the priority number of the entry click “Submit Edits” and the “Reload” button in the lower frame.  The request will no longer appear in your request list.

Using the “Renumber” button.  The “Renumber” located in the lower frame, next to the “Submit Edits,” causes the priority numbers in your request list to be renumbered in increments of 10 (keeping the list in the same order). 

A View of Your Online Schedule