GEMSAS

  • Who runs GEMSAS?

GEMSAS is an initiative of the Australian medical schools who are members of the GAMSAT Consortium:

  • Australian National University
  • Deakin University
  • Griffith University
  • Macquarie University
  • The University of Melbourne
  • The University of Notre Dame (Sydney)
  • The University of Notre Dame (Fremantle)
  • The University of Queensland
  • The University of Western Australia
  • The University of Wollongong

The GAMSAT Consortium own the GEMSAS application and selection processes.  Management of applications, processing and selection is contracted to the Victorian Tertiary Admissions Centre (VTAC).

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  • Can I call GEMSAS by ‘phone?

GEMSAS Operations isn’t able to maintain adequate coverage of a telephone enquiry service this year.  Please ensure your enquiries by email (to info@gemsas.edu.au) are clear and precise so the officers can best assist you by email.

  • What is ARTS?

ARTS is the Automated Results Transfer System that allows academic results to be retrieved directly from participating university systems. This means as soon as results are loaded into a university system,  results can be retrieved and uploaded directly into GEMSAS. It’s both immediate and paper-free and saves you as the applicant the time and expense of ordering and paying for a paper transcript and then sending it to us. From our point of view we have immediate access to the most recent and validated data and can directly upload it electronically rather than having to manually enter subjects and grades.

  • How does GEMSAS work?

GEMSAS allows applicants to list up to six medical schools in the order that they would like to be considered for entry.  They will be considered for their first preference and if they are unsuccessful (based on eligibility or merit) they will then automatically be considered for their second preference and so on,  down to their sixth preference.

For each preference, starting with the applicant’s most preferred course, GEMSAS will use medical school selection rules to determine eligibility and merit for an interview as well as an offer at the medical schools listed. Successful applicants will receive an offer of an interview and later, if warranted, an offer of a place for their highest eligible preference based on merit and the school’s quota. Please note – a maximum of one offer of a place will be made to an applicant, and this may not be at the school where the interview was held.

Application Process

  • How can I update my personal details after I have submitted my application?

After you have completed your application you can update your gender, previous names, email, postal and/or residential addresses by logging back in to your application at applygemsas.edu.au and updating details in the Account, Personal Details and Contact Details sections.

If you need to advise GEMSAS of an error in your Date of Birth or Aboriginal or Torres Strait Islander status, or a change to your current name or citizenship details, please email info@gemsas.edu.au and include your GAMSAT ID along with the updated information.

  • I’m still studying this year; do I need to submit a 2019 transcript?

Applicants completing their qualifying/key degree in 2019 will be assessed on the basis of the information available at the time of application.  Semester 1 (or Trimester 1), 2019 results will be included in the assessment for interview if they are available at the time of assessment.

  • For the University of Melbourne, Semester 1 results will not be used in the provisional GPA if they do not equate to at least 0.375 EFTS Load in that semester.  If an Honours degree is not completed by mid-year in the year of application, it will not be used
  • For ANU and the University of Wollongong, Semester 1 results will not be used in the provisional GPA if they do not equate to at least 0.375 EFTS Load in that semester
  • For Deakin University, Semester 1 results will not be used in the provisional GPA if they do not equate to at least 0.25 EFTS Load in that semester
  • For the University of Western Australia, Semester 1 results will not be used in the provisional GPA if they do not equate to more than 0.25 EFTS Load in that semester, unless older/additional study is also available

If your results are from an ARTS university, your Semester 1, 2019 results will be electronically retrieved during June and July.  If you have any unpaid fees at your university we will not be able to retrieve your results until these have been attended to.  Please do this ASAP.

For study at a non-ARTS university, in Semester 1 2019, please supply an original transcript as soon as possible to the GEMSAS Operations PO Box.  Please post by 19 July noting that the documents must reach us within 5-7 days.  Please use a postal service that will meet this deadline.

Applicants completing their degree in 2019 will only be offered an interview if the GPA at the time of application (with 2019 results to date) meets the required level.

  • I can’t see my coversheets for submitting supporting documentation

As your application progresses, a menu item “Coversheets” will appear on the left of your screen. Coversheets are generated according to your selections and responses.  You can view the coversheets that you will be required to submit with supporting documentation, but will only be able to access them once you have submitted and paid for your application.  To access your coversheets, after you have submitted and paid for your application, log into your application and select the Coversheets button on the Field of Study page.

  • How do I know if my supporting documents have arrived and can I get my original transcripts returned?

All applicants who intend to post documentation, please use a postal service that will ensure that we receive your documentation within 5-7 days, e.g. via Airmail or a courier service.

It is strongly recommended that you use a postal service which provides a tracking mechanism (Registered Post, Express Post, courier, etc.), so that you can be certain your supporting documents have arrived at GEMSAS. 

Transcripts will be returned at no cost to the applicant for regular sized domestic mail.  A paid premium service is available if you wish to have your transcripts couriered domestically or internationally.  Please see coversheets for details.

Hard copy documentation dispatched by applicants to GEMSAS prior to the required post-by date for 2019/20 applications should be received back by mail no later than 1st November 2019. Processing lead times can vary depending on your nominated preferences and the type of documents you have provided. Your method of mail return and the destination of delivery may also influence the time required to return your documentation to you. On average, the return timeframe after document receipt at the GEMSAS Mail Room is estimated at four weeks. You will be notified in writing at the earliest convenience should any unexpected delays occur.

Be mindful that if you do not provide the correct documents and GEMSAS requests further information from you, returns may be held until the consideration of your application has been finalised. GEMSAS reserves the right to hold any documentation for further processing until the end of the application period.

Rural background and Deakin adjustment (bonus) supporting documentation can be returned at your request but only if, when you post these documents you include a note requesting to have the documents returned and include an appropriate sized reply paid envelope.

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  • Which GAMSAT scores will be acceptable for entry to GAMSAT Consortium medical schools?

GAMSAT results are valid for two years: i.e. if you sat the March test in 2019 you may use the results obtained to apply for a graduate entry course commencing in 2020 and/or 2021.  If you sit the September test in 2019 you may use the results obtained to apply for a graduate entry course commencing in 2021 and/or 2022.

Helpful information can be found on the GAMSAT website that shows the validity of all the GAMSAT tests.   https://gamsat.acer.org/results/currency-of-results

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  • I have lodged through GEMSAS two or more applications for the same discipline (i.e. two applications lodged for medicine)

Only your first submitted application will be processed, regardless of which application has been paid for.

  • I don’t have an original transcript, and do I need to send a transcript to each school on my preference list?

If you attended a university participating in ARTS, you do not need to send any transcripts. 

If you attended any other university (non-ARTS), you will need to send transcript(s) to GEMSAS. You don’t need to send them separately to each school.  

Only original transcripts may be supplied where these are required. Scanned or photocopied transcripts, including certified copies, are not acceptable.  A statement of results is not acceptable and is not considered in place of a full transcript, nor is a printout of an academic record.

Any qualification undertaken in a language other than English must be documented by the original transcript, accompanied by an officially translated original (by a NAATI translator), in English.  The NAATI Translation cannot be a photocopy, PDF printout and it must be stamped and signed on every page by an accredited NAATI translator.

Original transcript/s should be sent to the GEMSAS PO Box:

GEMSAS Operations
PO Box 2025
South Melbourne
VIC 3205

  • I have previously applied through GEMSAS

If you have previously applied through GEMSAS, you are still required to register online and complete and submit a new application and send in ALL documentation.

  • I didn’t receive confirmation of my submitted information or my payment

After completing the Application Form you will need to SUBMIT your application. You will then be taken to the Deakin University payment system to make your payment. Once your payment has been made successfully you will be shown a receipt screen.

Please note your receipt number or print this screen for your records. If you are not able to complete these steps, please email info@gemsas.edu.au.

You will not receive an email from GEMSAS confirming your application has been submitted; you will receive an email with a receipt number once payment has been made and this is confirmation that your application has been successfully submitted.

  • My degree is more than 10 years old; am I still eligible to apply?

Bachelor degrees that were awarded more than 10 years prior to the anticipated commencement date may not be acceptable at the school to which you are applying.  Most schools accept postgraduate study within the last 10 years as reason to waive this rule.  They will then calculate the GPA on the prior bachelor degree.  Some schools do accept Postgraduate study either for calculation of the GPA or to meet their GPA hurdle.

To confirm whether your degree will be recognised, check the relevant schools’ entries in the Admissions Guide and their websites and contact the schools if you are still in doubt. 

The prerequisite subjects required for entry to the University of Melbourne and Macquarie University must be completed within 10 years of commencing the MD.

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Offers

  • I have not received an offer in the main round – what happens now?

If you do not receive an offer of a place in the main round of offers after interview, your application will remain in the system.  Additional offers may be made during December and January after final results of applicants completing their qualifying/key degree are known.

It is NOT possible for applicants to change their preferences after the application closing date.

  • If you decline an offer of a place, you will not be considered for another place or receive another offer.

If you are offered a place and you decline it, or if you allow your offer to lapse, then your application will be withdrawn from further processing and you will NOT receive another offer.  You are advised to put only medical schools and types of places that you are prepared to accept.  You are strongly advised to obtain detailed information from the schools’ websites to ensure you are fully informed on both the admissions criteria and the structure of the individual programs.  There is no requirement to list the full six preferences available to you.

  • What is a conditional offer?

If you are made an offer of a place, and you have not completed your degree (or prerequisites for the University of Melbourne or Macquarie University, or you are undertaking additional bachelor or postgraduate studies for UWA), then the offer will be conditional.  When we get your final results we will calculate your final GPA and check that it meets any conditions the school may have put on your offer (e.g. maintaining a stated GPA).  If it does, your offer will be confirmed, and if it doesn’t meet the conditions the offer will be withdrawn.  Applicants enrolled in a combined degree who receive a conditional offer for a place at the University of Melbourne or Macquarie University must complete both awards in order to have their offer confirmed.  For The University of Notre Dame Australia, Fremantle or Sydney, please see the School specific requirements for applicants enrolled in a combined degree. If you studied at an ARTS university we will try to get your final results and confirmation of completion of your degree electronically. 

We often have difficulty obtaining your final results and confirmation of completion of your degree and may request your assistance to encourage your university to upload your results and completion data and to authorize the release of this information to GEMSAS.  If you studied at a non-ARTS university you will need to send an original transcript showing final results and evidence of completion of your degree.

  • How many offers will I receive and how are offers released?

Applicants are made only one offer each year.  Once you have been made an offer, you are not eligible for subsequent round offers.  If you decline your offer you are removed from the applicant pool and can apply again next year.

All offers are decided on the same day and unsuccessful applicants are notified by email that day. Most medical schools advise successful applicants by email but for some medical schools offers are complex to generate, so these notifications may take a few days to reach you.  Not receiving an email from GEMSAS usually means good news!  Please make sure you have listed info@gemsas.edu.au as a ‘trusted sender’ in your email system.

  • Can I get my interview score or ranking data?

GEMSAS is not able to provide any ranking data or interview scores.  Many factors impact on who gets an offer and apart from the selection components used, there are also factors at play including your willingness to accept bonded or fee places, whether you are a rural or an Aboriginal or Torres Strait Islander applicant and whether or not you were eligible for bonuses or for special sub-quota places.

  • What happens to my application after interview?

If you are not made an offer by the School at which you were interviewed, your application will remain in the system and will automatically be considered by your lower preference Schools (at which you are eligible for consideration) or by the School at which you were interviewed (for a later offer) until you are either offered a place or all preferences have been exhausted.  If you are interviewed by your final preference School, your application cannot be considered by any other preference.

  • What is the standardisation of interview scores?

The standardisation of interview scores ensures comparability between institutions. This is a statistical process which uses means and standard deviations from the different interview score distributions to put all the sets of scores onto the same scale.

  • I was interviewed at School X (my 3rd preference) and I did really well in the interview but I would rather be offered a place at School Y (my first preference), is that possible?

You cannot be considered for an offer at a school above the preference of the school at which you were interviewed.  They have already decided that either you don’t meet their minimum criteria or you were not ranked highly enough to get an interview offer.  That status can’t change in the subsequent offer rounds despite how well you perform at interview.

  • I want to know about indicating the types of places I would be prepared to accept and ranking them in order?

When you apply you will be asked for each school on your preference list, to choose (and for some schools, rank) the types of places you will be prepared to accept.  Selection is based on ranked lists and quotas.  The quota (i.e. number of places) available for each offer type is restricted.  To maximise your chances of receiving an offer at the schools of your choice, list all types of places.  If you omit (for instance) the BMP offer type and you are ranked to get a BMP offer, the offer will not be made and you’ll drop down to your next preferred school for consideration.  Please read carefully all the information about bonded places on the DoH website at www.health.gov.au/bmpscheme.

When allocations are being made, schools will allocate quotas for each offer type.  The allocation will be made using that school’s ranked list in order:  CSP, BMP and FEE (if applicable).  Some schools will ask you to rank all offer types and some will just want you to indicate which offer types you are prepared to accept if offered.  To list only one offer type means you limit the available places that can be offered to you.  Applicants accepting a FEE offer at the University of Melbourne will be required to submit an MD Student Financial Plan.

Individual School Details

  • For The University of Queensland you may specify the types of places you wish to be considered for, however no consideration is given to preferred offer type when offers are made.  Offers will be made in the order of CSP first and BMP second.
  • For The University of Melbourne you may specify the types of places you wish to be considered for. You will not be considered for a type of place that you have not listed, however no consideration is given to the order of preferred place types listed when offers are made. Offers will be made in the following order: CSP, BMP and FEE, with the most highly ranked applicants being offered CSP places and so on down the merit order until all vacancies are filled. It is important that applicants who are not in a position to pay for a full fee (FEE) paying place DO NOT list this type of place in their application for the University of Melbourne.  Once an applicant is offered a FEE place it is not possible to swap into a CSP or BMP place. 
  • For The University of Western Australia you may specify the types of places you wish to be considered for, however no consideration is given to preferred offer type when offers are made.  Offers will be made in the following order: CSP then BMP.
  • ANU will allocate place types based on the ranking of the applicant and their preferences.
  • For the University of Wollongong you must specify the types of places you wish to be considered for in your preferred order. You must also note your preference for the Wollongong campus or the Shoalhaven campus (or indicate no preference). Allocations will be according to applicant rank and preference.
  • For Deakin University you may specify the types of places you wish to be considered for. You will not be considered for a type of place that you have not listed. Offers will be made in the following order: CSP and BMP, with the most highly ranked applicants being offered CSP places and so on down the merit order until all vacancies are filled.
  • For Griffith University you must specify the types of places you wish to be considered for in your preferred order.  You must also note your preference (1 and 2 or no preference) for the Gold Coast campus and the Sunshine Coast Health Institute teaching location. Allocations will be according to applicant rank and preferences.
  • For The University of Notre Dame Australia, Fremantle and Sydney, applicants must specify the types of places they wish to be considered for. Applicants will not be considered for a place they have not selected. Offers will be made in the following order: CSP first and BMP second for Fremantle campus. CSP first, BMP second and Full-Fee third for Sydney campus. 
  • For Macquarie University all places are Full-Fee paying and will be allocated based on the ranking of the applicant and their preferences.

GPA Calculations

  • What is the definition of a Conversion degree and how will it be used?

For most institutions a conversion degree is a course that is not a genuine minimum three full-time year equivalent (FTE) qualification. If a Bachelor’s degree has a minimum three full-time equivalent (FTE) duration but the applicant has studied less than that period towards that degree because they’ve gained credit from prior studies from an Associate Degree, Advanced Certificate, Diploma or lower (lower than AQF level 7) this is not denoted as a conversion degree.

Exceptions:

For ANU a Conversion Degree is deemed as a Bachelor Degree which has credit or advance standing from a level below AQF level 7 (e.g. credit or advanced standing from an Associate Degree, Diploma or TAFE level studies). Conversion degrees will be deemed as per the rules below:

  • If you have a Bachelor Degree with less than 0.375 FTE of credit from below AQF level 7, the award will not be deemed as a conversion degree and the credit will not be included in the weighted GPA calculation. The GPA will be calculated using the remaining results of which have been completed at AQF level 7 and above.
  • If your Bachelor Degree has 0.375 FTE (or more) of credit from below AQF level 7, the award will be deemed as a conversion degree. If you have a conversion degree, it cannot be accepted for admission and cannot be used for GPA purposes.

For Wollongong: If you have received credit of greater than 1FTE from a program below an AQF Level 7 (i.e. Associate Degree, Advanced Certificate, Diploma) then the award is deemed as a conversion degree and will not be accepted. Any credit from an international baccalaureate will also not be accepted. Please contact the school directly for more information.

For Macquarie if you receive credit from a program below an AQF level 7 (i.e. Associate Degree, Advanced Certificate, Diploma) then the award is deemed as a conversion degree and will not be accepted.

  • How will my overseas study be converted to an Australian equivalent scale?

GEMSAS uses an Australian 7-point grade point average scale to calculate GPAs. As many other countries use a different grading system, we may need to convert applicants’ grades to a 7-point GPA scale before their GEMSAS GPA can be calculated.

GEMSAS will take the actual results from applicants’ overseas university transcripts and use the institution grading information provided on the transcript to convert these grades to a 7-point GPA scale. To do this, we need to know the minimum required pass marks and the maximum achievable grade. GEMSAS will generally use the percentage grade where a transcript shows both a percentage grade and a letter grade.

If there is no information on a transcript regarding the grading scale, GEMSAS assessors may take further steps, such as researching the institution and checking the grading system on the institution’s official website, or using guidelines provided by The Department of Education & Training.  In some cases, we may request further documentation from applicants that confirms the grading system used by their institution. If you know the minimum and maximum marks you can use the GPA Calculator on the GEMSAS website.

  • How will GEMSAS determine equivalency of your overseas qualification/s to the Australian Qualification Framework?

GEMSAS assessors will review all overseas documents that are received and determine the equivalent level of the qualification under the Australian Qualifications Framework (AQF). Often, this means confirming that a Bachelor degree studied overseas is equivalent in educational level to a Bachelor degree completed in Australia. However, GEMSAS will also assess other types of post-secondary overseas qualifications claimed by applicants, such as postgraduate studies and exchange programs.

For all overseas assessments GEMSAS uses the Australian government’s Department of Education and Training Qualifications Recognition Policy Unit (previously known as NOOSR/AEI NOOSR) guidelines for verification and level equivalency. Where GEMSAS is unable to determine the equivalent level of a qualification using these guidelines, the assessment is passed to the institution/s to which the applicant has applied.

  • What is the minimum FTE study load in semester one of current year study to be included in GPA calculations?
Australian National University 37.50%
Deakin University 25%
Griffith University No minimum
Macquarie University No minimum
The University of Melbourne 37.50%
The University of Notre Dame, Fremantle No minimum
The University of Notre Dame, Sydney No minimum
The University of Queensland No minimum
The University of Western Australia More than 25%
University of Wollongong 37.50%

 

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  • Exchange studies and transcripts

Exchange studies are part of your degree and therefore we use the results from those studies in calculating your GPA.  Exchange studies may appear on your home university transcript as pass/fail subjects, but we use your actual results to calculate your GPA.  You must obtain and supply an original transcript for any exchange studies you have done. 

Exception: The University of Western Australia will normally use the results that appear on the home university’s transcript (in most cases this is an ungraded pass or an ungraded fail).  Please see the Faculty website for further information and for exceptions to this general rule.

Any qualification undertaken in a language other than English must be documented by the original transcript, accompanied by an officially translated original (by a NAATI translator), in English.  The NAATI Translation cannot be a photocopy, PDF printout and it must be stamped and signed on every page by an accredited NAATI translator.

  • Who uses postgraduate study?

Postgraduate qualifications such as Masters, PhDs, or postgraduate diplomas, may be included in GPA calculations.  However, because schools do have different rules surrounding the use of these qualifications you should read the school entries in the Admissions Guide or contact your preferred schools directly for advice.

The following schools use postgraduate study in GPA calculations –

  • UWA, who use the most recent three years FTE of results regardless of whether they are complete (except honours which must be complete). Please see school entry for a list of the type of study included in the GPA.
  • UQ, who accept completed postgraduate degrees (Graduate Diplomas, Postgraduate Diplomas, Masters, Doctoral and PhDs) as standalone qualifying/key degrees.
  • Griffith will calculate the GPA using the most recently completed qualifying/key degree/s (a Masters by coursework; Masters by Research; or PhD) if completed by 31 July, 2019. Griffith allocates an overall GPA of 7.00 for completed PhDs and a 7.00 for each full time year of a completed Masters by Research (up to a maximum duration of two years). To complete the 3-FTE years of study when using a Masters degree, the next most recently qualifying/key degree final year/s will be included as required.
  • ANU will include Honours and Masters by Coursework results in the 3-year GPA calculation if the degree is completed or due to be completed by 31 December in the year of application.
  • Macquarie University will calculate a GPA including Graduate Diploma and Coursework Masters, if this degree will be completed by 31 December the year of application. Completed Research Masters and PhD will be used in GPA calculations.
  • The University of Notre Dame Australia, Fremantle and Sydney, will calculate the GPA on the most recently completed 3-FTE years of study including qualifications at Graduate Diploma, and Masters by coursework level, if completed by 31 July 2019.

Please see the “Entry requirements – All applicants” section of the Admissions guide for more detailed information.

All other schools use the most recently-completed undergraduate degree only in GPA calculations.

  • I have done (or I am completing) an Honours Year. Will this be used for selection, will my Honours subject results or the overall Honours grade be used in my GPA calculation?

We include Honours results in GPA calculations, however this can become problematic where the Honours year isn’t complete.  Typically Honours results are only available at the end of the Honours year and we do a GPA calculation for allocating applicants to interviews in the middle of the year.  So you would probably have a GPA calculated on your bachelor degree used for getting an interview and then when the Honours results are available, they would be used to confirm any conditional or provisional offer you may have been made.  However, if you do have results for Honours from Semester 1, these may be used in your GPA calculation together with results from the last two years of your bachelor degree. 

Exception:

The University of Melbourne, if an Honours degree is not completed by mid-year in the year of application, it will not be used.
For UWA, if an Honours degree is not completed by mid-year in the year of application it will not be used.

For Griffith University, if a standalone Honours degree is not completed by the time of application, it will not be used.

Check the relevant schools’ entries in the Admissions Guide and their websites to determine if your current Honours will be used in the calculation.

Where an Honours year is eligible to be included; if your Honours year consists of subjects which have results then these will be used to calculate your GPA. If there are no subject results, and only an overall Honours grade, then that will be used (refer to the GPA Conversion Table).

If both subject results and an overall Honours grade are available:

ANU, Griffith, Notre Dame, UWA, Wollongong the best GPA will be used.

Deakin, Macquarie, The University of Melbourne will use Honours subject results only.

The University of Queensland will use the best GPA where the honours program is integrated into a 4-5 year bachelor degree. For standalone one year research based honours programs, the final Honours grade will be the only result used in the GPA assessment. Three year bachelor degrees with integrated honours will have the honours result disregarded.

  • Do I need to work out a GPA and can I see the GPA that GEMSAS calculates for me?

You don’t need to work out a GPA for the application. It’s only for your information so you can assess your likely competitiveness for the schools you are planning to include on your preference list.

GEMSAS will calculate a GPA for each of the schools on your preference list so there could be six different GPAs calculated for you. It would be very difficult for you to emulate the computer algorithms that do this.

For more information there is a GPA section on our website and a GPA calculator available for use on our application page –www.applygemsas.edu.au.

GPA calculations will not be finalised until early August.  You are welcome to email info@GEMSAS.edu.au from the second week in August to request your GPA. When emailing to request your GPA, please include your full name and GAMSAT ID.

  • My degree includes credits or exemptions from other institutions

You need to include in your application, the names of other institutions at which you have studied.  For ARTS participating universities you don’t need to send original transcripts, but for all non-ARTS universities, please supply an original transcript.

GEMSAS Operations
PO Box 2025
South Melbourne
VIC 3205

See the GPA section on our website – GPA guidelines

Specified credit as per the definition, requires the key degree record to show the subject codes, names, weightings and results, which most results retrieved through ARTS do not show.  So we then will use the most recent prior study up to the number of credit points awarded as credit for prior study.  We do not use transcripts if results are available via ARTS.

Credits from prior study not at the same study level, will not be used in the GPA calculation (e.g. a bachelor degree with prior credits from a diploma).

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