Medical Student Resources

To the best of our ability, OSRD will support your bid for scholarships and other awards by providing a letter of recommendation for you. Please familiarize yourself with the steps below to ensure that we can fulfill your request in a timely manner.

When to Submit a Request: All requests for a letter must be received at least one month before the application deadline.

What You’ll Need to Submit a Request:

1. Name of the granting organization
2. Type of the granting organization (e.g., academic, professional group)
3. Name of the program you are enrolled in at UC Davis School of Medicine and/or OSRD and your participation year
4. Application deadline
5. Web link or photo of instructions from the granting organization that lists all of the application requirements
6. Format for submission (e.g., electronic or postal mail)
7. Mailing address for submission, if necessary
8. Unofficial copy of your transcript
9. Current resume or CV listing your experiences in chronological order
10. Brief statement specifically addressing your qualifications for the scholarship/award you are applying for

How to Submit a Request: Please send an email addressing all ten (10) of the points above to hs-osrd@ucdavis.edu with the Subject line “Letter of Recommendation Request—[Your Name]” at least one month before the application deadline.

Many Student Interest Groups (SIGs) organize events and programs to promote greater understanding across cultural differences. OSRD offers sponsorship of these programs throughout the academic year, through funding (subject to availability), outreach, and event planning support.

Students can apply for funding through the OSRD Funding Request Form at bit.ly/osrdfund.

Please note: due to the changing nature of the COVID-19 pandemic, restrictions on gatherings and funding are subject to change.

Students can apply for funding to attend a conference or other event that has a focus on diversity and inclusion, or otherwise aligns with the mission of OSRD.

General Policies

• Each student who is interested in receiving funding must fill out the Request Form.
• OSRD can only fund travel within the United States.
• Travel to specialty-specific conferences will not be funded.
• If students are presenting their own research, we strongly recommend applying for the Office of Medical Education's Medical Student Research Travel Award. For more information, please contact Holly Ly at hhly@ucdavis.edu.

To apply for funding, students must:

1. Have not reached their allowable absence (if applicable)
2. Obtain good-standing approval through the Office of the Registrar (see below)
3. Email proof of approvals and Expected Family Contribution (EFC) to hs-osrd@ucdavis.edu
4. Fill out the OSRD Student Travel Funding Request Form

Approval of funding will be based on:

• Significant financial need as shown by EFC and/or additional hardships
• No prior OSRD travel funding received for the fiscal year (July 1 - June 30)
• Excusal from required coursework in line with the M.D. Program Policy on Absences

Medical Student Process for Travel Funding Requests

When requesting travel funding for research, professional development, or other scholarly activities, students must complete the following a minimum of 2 weeks in advance of the travel date if it impacts in-person active learning, 6 weeks in advance if it impacts Longitudinal Clinical Experience (LCE), or the funding request deadline, or by the funding request deadline, whichever is earliest

1. Curriculum Permission:
   1. For MS1s and MS2s, complete the Pre-Clerkship Absence Notification Form unique to your class within Elentra, in accordance with the Pre-Clerkship Attendance, Participation & Absence Policy.
   2. For MS3s, complete the Absence Notification Form found within each clerkship Elentra page, in accordance with the Clerkship Attendance, Participation & Absence Policy.
   3. For MS4s, request permission directly through your department/rotation supporting team (coordinator, director, and patient care team), in accordance with the Post-Clerkship Phase Attendance, Participation and Absence Policy.

      2. Email Registrar’s Office (hs-studentrecords@ucdavis.edu) to request a “Letter of Good Standing.” The Registrar’s Office can provide this only if you are in good academic standing.

      3. Submit required approvals to funding unit (eg. OSRD, research programs, etc.) in advance when able to. No funds will be distributed/expensed until approvals are in place.

      4. Proof of your Expected Family Contribution from one of the following sources: FAFSA, CA DREAM Act Application, AMCAS Student Aid Report

Allowable Absences Guide

• MS1/MS2: Variable based on course, please review the absence notification form for allotted days based on timing of request. 
• MS3: 2 days off from each 6-week clerkship, no more than 7 days total missed during the academic year
• MS4: Usually a single day off on a 2-week rotation and 2-3 days on a 4-week rotation

What’s Covered?

• Registration costs, airfare, mileage
• Lodging up to $275 per night (taxes not included)
• Transportation between event location, lodging, and travel (e.g. between conference and hotel, between hotel and airport)
• Meals up to $62 per day, per person
• Expenses up to one day before and one day after the event
• NOTE: OSRD cannot reimburse membership fees or dues, even if included in the cost of conference registration.

Common Student Conferences and Approximate Times