Clerkship Draw

The Clerkship Draw program is a computerized scheduling system designed to guarantee each student an equal chance of getting desired clerkships. 

Clerkships are assigned in rounds.  Each student is assigned one clerkship in each round.  In the first round, the program selects a student randomly, assigns one clerkship to that student, and then moves on to the next randomly selected student.  This process continues until all students have one clerkship assigned. 

In the second round, the program reverses the order of the randomly selected students in the previous round to assign their second clerkship.  In the third round, the students are again selected randomly.  The fourth round is the reverse order of the third round.  This alternating method of scheduling continues until all students’ draw requests have been processed.

 

Entering Draw Requests

Refer to the Clerkship Draw Scheduling Handout for detailed instructions.

The First Draw allows you to request your preferences for Medicine, Surgery and 2 other core clerskhips of your choice:

  1. Login to the Draw
  2. Choose a maximum of 2 periods that will be blocked. Blocked periods will not be scheduled by the Draw system.  
    1. Choose appropriate Academic Year and Period from the pull down menus, then click “Add to Blocks”
  3. Select 2 core clerkships to be drawn with Medicine and Surgery in the first Draw
    1. Click the Select Extra Core tab
    2. Choose department and course from the pulldown menus, then click “Add Extra Core to Draw”
  4. Choose period preferences by clicking the Core Selections tab
    1. To choose your core clerkship preferences, click on an “open period,” which will designate that period as your first preference, using the “10” from the “Next Num” box on the left-hand side of the screen.  The “Next Num” box will then automatically change to “20” in preparation for your next selection.
      • If you make a mistake, click the cell a second time to clear its contents
      • To manually assign a numeric value to a cell, type a number into the “Next Num” box.   This number will be used in your next selection.  Manual entries do not have to be in increments of 10.  
      • To change the order of your preferences, use any number in between an existing number.  The system will then continue incrementing based on the highest unassigned number.
    2. When you have completed your selections for the 2 core clerkships, click “Save Selections”  (Choices are not saved unless you've clicked Save Selections). If needed, click "Clear All" to restart the selection process.
  5. Click the Draw Seq tab to display a list of your selections.   Print the page for your records.  You can change your preferences as often as you like before the draw deadline.

The Second Draw allows you to request your preferences for the rest of the core clerkships.

  1. Login to the Draw
  2. Choose a maximum of 4 periods that will be blocked in the Second Draw. Periods blocked in the First Draw do not carry over to the Second Draw. 
    1. Choose appropriate Academic Year and Period from the pull down menus, then click “Add to Blocks”
    2. Click the Core Selections tab to display the selection grids for the clerkships
    3. Click on an “open period,” which will designate that period as your first preference, using the “10” from the “Next Num” box on the left-hand side of the screen.  The “Next Num” box will then automatically change to “20” in preparation for your next selection.
      • If you make a mistake, click the cell a second time to clear its contents
      • To manually assign a numeric value to a cell, type a number into the “Next Num” box.   This number will be used in your next selection.  Manual entries do not have to be in increments of 10. 
      • To change the order of your preferences, use any number in between an existing number.  The system will then continue incrementing based on the highest unassigned number.
    4. When you have completed your selections for all core clerkships, click “Save Selections”  (Choices are not saved unless you've clicked Save Selections). If needed, click "Clear All" to restart the selection process.
  3. Click the Draw Seq tab to display a list of your selections.   Print the page for your records.  You can change your preferences as often as you like before the draw deadline.