AI Guidelines for Residency and Fellowship Applications

Revised 9/24

The UW Undergraduate Medical Education (UME) and Graduate Medical Education (GME) programs recognize the growing use of artificial intelligence (AI) in various industries, including health professions, for application creation, applicant screening, and candidate selection. AI holds significant potential, but its benefits must be balanced with responsible and ethical use, along with a clear understanding of its limitations. In response, UW Medicine is developing a comprehensive approach to the ethical integration of generative AI, including large language models (LLMs), in healthcare. As leaders in this evolving field, we proudly support faculty who are trailblazers in AI research and applications, reaffirming our commitment to the ethical use of this transformative technology.

We developed these guidelines based on current evidence and recent directives from key stakeholders in the residency selection and match process. We expect to revisit these guidelines regularly as AI technology and our understanding of its use evolves rapidly.

The Case for AI

As AI continues to integrate into medical education, it offers promising opportunities to transform the application process. With the potential to improve accessibility, equity, and diversity, AI could play a key role in creating a more inclusive and balanced selection process. While there are still challenges to address, the possibilities for enhancing both applicant experiences and the overall medical field are noteworthy.

Enhanced Accessibility
  • AI provides tools like language translation and assistive technologies, making the application process more accessible for non-native speakers and individuals with disabilities.

Promoting Equity
  • AI has the potential to deliver consistent, unbiased feedback and reduce unconscious bias in evaluations, leveling the playing field for all applicants, particularly those from underserved or underrepresented communities.

Inclusive Opportunities
  • AI has the potential to offer more affordable options for application assistance and personalized guidance, making these resources more accessible to a wider range of applicants.

Encouraging Diverse Perspectives
  • AI empowers applicants to clearly express their personal stories and motivations, highlighting unique experiences and simplifying complex tasks to ensure diverse voices are heard.

Supporting Continuous Improvement
  • AI identifies areas for growth, provides constructive feedback, and builds confidence, helping applicants present their best selves and succeed in a competitive environment.

Building a More Diverse Medical Workforce
  • By reducing human bias and promoting equity, AI fosters a more equitable selection environment, crucial for enriching the medical profession with a diverse array of voices and experiences.

Creating a Fairer Future for Medical Education
  • Despite concerns about data privacy and algorithmic biases, AI, with careful oversight, offers a promising path towards a more accessible, inclusive, and equitable application process, ultimately enhancing patient care through a broader range of perspectives.

Maya G. Sardesai M.D., M.Ed.

Associate Professor
Assistant Dean for Student development, UW School of Medicine
Email: sardesai@uw.edu

Sarah Thomson M.Ed.

Director of Career Advising
Email: saraht44@uw.edu

Hadar Duman, MHI

Director of Accreditation, GME
Email: hadars@uw.edu

Joe Wilson

Lead UX Designer, GME
Email: joewilso@uw.edu

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Guidelines for Applicants

As you work on your materials, it’s essential to ensure that AI enhances, rather than replaces, your authentic voice and experiences. These guidelines emphasize the importance of data privacy, avoiding plagiarism, and adhering to application and match system policies like NRMP and ERAS, while also encouraging personal growth and readiness to discuss the role of AI in your application.

 

Adherence to Relevant Guidelines and Policies
  • Ensure compliance with the University of Washington’s interim AI guidelines, with particular focus on privacy, data security, and record retention.
  • Follow specific guidelines provided by application and matching systems, such as the Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), and San Francisco (SF) Match, ensuring AI use in applications aligns with these policies. Some of these systems may not yet have AI-specific policies in place, but it’s important to check regularly for updates or new guidelines that may be introduced over time.
  • Adhere to any additional rules or policies required by the specific program or organization to which you are applying, especially where stricter controls on the use of large language models (LLMs) may be in place.

Data Privacy & Intellectual Property
  • Exercise caution with intellectual property. Most LLMs store prompts and responses, which can be used for future training and may become accessible to others. To protect sensitive information, avoid inputting any proprietary, confidential, or personally identifiable data into these systems.

Integrity and Authenticity
  • Use AI to enhance your application by improving grammar, structure, and clarity, but ensure it reflects your authentic voice, skills, and experiences. Avoid using AI to artificially enhance your story or present false information.

Fact-check and Proofread Thoroughly
  • AI-generated content can contain errors and “hallucinate” (produce information that appears real but is actually false). Always review and proofread AI-generated materials to correct any mistakes and ensure high-quality submissions.
  • Critically evaluate the suggestions and outputs from AI tools. Ensure the final application materials accurately represent your abilities and fit the application requirements.

Extra Attention for Non-Native Speakers
  • If you are a non-native speaker, take special care to review AI-generated content, as hallucinations might be harder to spot.
  • Be mindful of automation bias (the tendency to over-rely on automated systems) and consider getting a second opinion to ensure accuracy.

Preparation for Discussion and Awareness of Bias
  • Be prepared to explain your use of AI, detailing how it added value to your application, enhanced your presentation, and showcased your technological skills.
  • Recognize that some faculty may have biases against AI. Transparently discussing your AI use and its role in your application can help mitigate these biases and provide a clearer understanding of your work.

Personal Development
  • Use AI to identify areas for improvement in your writing and application but take the time to learn from these insights to improve your skills.
  • Engage in self-reflection and personal growth activities to genuinely strengthen your application.

Guidelines for Training Programs

As AI becomes increasingly integrated into application processes, it’s essential for residency and fellowship programs to provide clear guidelines on its use. This section emphasizes the importance of authenticity in applicant materials and outlines a holistic review process that includes human judgment and adherence to application and matching system’s requirements. We also highlight the need for awareness of potential biases toward AI to ensure fair and balanced evaluations.

Follow UW and Residency Application and Matching Systems Requirements
  • Follow the University of Washington’s interim AI guidelines, ensuring your use of AI aligns with standards related to privacy, data security, and record retention.
  • Adhere to the specific requirements of application and matching systems (such as ERAS, NRMP, SF Match), ensuring compliance with any disclosure or attestation requirements related to the appropriate use of AI. Some of these systems may not yet have AI-specific policies in place, but it’s important to check regularly for updates or new guidelines that may be introduced over time.

Clear Guidelines
  • Provide clear guidelines on your program’s stance on the use of AI in applications. Specify what is acceptable and what is not, and ensure this information is easily accessible to all applicants, program personnel, and faculty.

Disclosure of AI Use in Application Review
  • Disclose if your program uses AI tools in their recruitment processes. Transparency in the use of AI for these purposes is essential to ensure fairness and maintain the integrity of the review process. Inform applicants about the role of AI in the initial screening and how human judgment is incorporated into the final decision-making process.

Promote and Evaluate Authenticity
  • Encourage applicants to use AI to enhance their applications without fabricating or exaggerating their experiences, emphasizing the importance of authenticity.
  • Use your judgment during the review process to assess the authenticity and relevance of the application materials.

Holistic Review
  • Continue to use a holistic review process that considers all aspects of an applicant’s profile, including their personal statements, letters of recommendation, and interviews. Balance AI assistance with a comprehensive evaluation of the applicant’s overall suitability.
  • Routinely review and audit new tools and practices in application screening and review.

AI Detection is Unreliable

Addressing Bias
  • Encourage faculty to recognize and account for their own biases toward AI. This self-awareness can help ensure a fair and balanced evaluation process.

Interview Questions to Assess AI Use and Applicant Authenticity

Guidelines for Faculty and Reviewers

As AI tools become more common in applications, faculty and reviewers need to be prepared to evaluate their impact. This section covers the importance of training on ethical AI use, focusing on authenticity, and considering the context of AI-enhanced applications. It also emphasizes providing constructive feedback and addressing biases to ensure fair evaluations.

Training and Awareness
  • Actively educate yourself on the ethical use of AI and how to assess the authenticity of application materials.

Addressing Bias
  • Acknowledge and account for personal biases against AI. Encourage faculty to approach AI-enhanced applications with an open mind and focus on the overall merit of the applicant.

AI Detection is Unreliable
  • Many AI detectors produce false positives or negatives, making them an imperfect tool for accurately identifying AI-generated content. Additionally, people often overestimate their own ability to detect AI, leading to misplaced confidence in distinguishing human from AI outputs.

Focus on Authenticity
  • Pay attention to the personal voice and experiences presented in the application. Look for consistency between different parts of the application and during interviews.

Contextual Evaluation
  • Consider the context in which AI was used. If an applicant has disclosed their use of AI, evaluate how it has enhanced their application and whether it aligns with their overall profile.

Feedback Mechanisms
  • Provide feedback to applicants on their use of AI in the application process. Encourage constructive use of AI and suggest areas where personal effort is more appropriate.

FAQ

Guidelines for Applicants

Ethical Use of AI Tools

Supplement, Don’t Replace
  • Use AI to enhance your application, not replace your own work. AI can help with grammar, structure, and clarity, but your application should reflect your authentic voice, skills, and experiences.

Integrity and Authenticity
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Avoid Plagiarism
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Data Privacy
  • Be cautious about the data you input into AI tools, particularly sensitive personal information.
  • Avoid sharing personal identifiers, like your social security number or detailed medical history, with AI tools that do not guarantee data protection.

Fact-check and Proofread Thoroughly
  • Critically evaluate the suggestions and outputs from AI tools. Ensure the final application materials accurately represent your abilities and fit the application requirements.
  • AI-generated content can contain errors. Always review and proofread AI-generated materials to correct any mistakes and ensure high-quality submissions.

Contextual Use and Preparation for Discussion
  • Be prepared to explain why you chose to use AI in your application and how it added value.
  • Describe how the AI tools contributed to your application process, improved your presentation, and demonstrated technological proficiency.

Be Aware of Bias
  • Understand that some faculty members may have biases against AI. Disclosing your use of AI and explaining its role can help mitigate these biases and provide a clearer understanding of your application.

Adherence to Residency Application and Matching Systems Policies
  • Follow any specific guidelines provided by application and matching systems such as Electronic Residency Application Service (ERAS) and National Resident Matching Program (NRMP) regarding AI use in applications. Ensure your practices comply with these policies.

Personal Development
  • Use AI to identify areas for improvement in your writing and application but take the time to learn from these insights to improve your skills.
  • Engage in self-reflection and personal growth activities to genuinely strengthen your application.
What are the benefits of using AI tools in the application process?

AI tools can help applicants refine their writing, improve clarity, and enhance the presentation of their qualifications. They are particularly useful for grammar checks and structuring content effectively.

Guidelines for Applicants

Ethical Use of AI Tools

Supplement, Don’t Replace
  • Use AI to enhance your application, not replace your own work. AI can help with grammar, structure, and clarity, but your application should reflect your authentic voice, skills, and experiences.

Integrity and Authenticity
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Avoid Plagiarism
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Data Privacy
  • Be cautious about the data you input into AI tools, particularly sensitive personal information.
  • Avoid sharing personal identifiers, like your social security number or detailed medical history, with AI tools that do not guarantee data protection.

Fact-check and Proofread Thoroughly
  • Critically evaluate the suggestions and outputs from AI tools. Ensure the final application materials accurately represent your abilities and fit the application requirements.
  • AI-generated content can contain errors. Always review and proofread AI-generated materials to correct any mistakes and ensure high-quality submissions.

Contextual Use and Preparation for Discussion
  • Be prepared to explain why you chose to use AI in your application and how it added value.
  • Describe how the AI tools contributed to your application process, improved your presentation, and demonstrated technological proficiency.

Be Aware of Bias
  • Understand that some faculty members may have biases against AI. Disclosing your use of AI and explaining its role can help mitigate these biases and provide a clearer understanding of your application.

Adherence to Residency Application and Matching Systems Policies
  • Follow any specific guidelines provided by application and matching systems such as Electronic Residency Application Service (ERAS) and National Resident Matching Program (NRMP) regarding AI use in applications. Ensure your practices comply with these policies.

Personal Development
  • Use AI to identify areas for improvement in your writing and application but take the time to learn from these insights to improve your skills.
  • Engage in self-reflection and personal growth activities to genuinely strengthen your application.
How can I ensure my application remains authentic while using AI?

To maintain authenticity, use AI tools to enhance your own work rather than replacing it. Make sure the content accurately reflects your experiences and skills and personalize any AI-generated suggestions.

Guidelines for Applicants

Ethical Use of AI Tools

Supplement, Don’t Replace
  • Use AI to enhance your application, not replace your own work. AI can help with grammar, structure, and clarity, but your application should reflect your authentic voice, skills, and experiences.

Integrity and Authenticity
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Avoid Plagiarism
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Data Privacy
  • Be cautious about the data you input into AI tools, particularly sensitive personal information.
  • Avoid sharing personal identifiers, like your social security number or detailed medical history, with AI tools that do not guarantee data protection.

Fact-check and Proofread Thoroughly
  • Critically evaluate the suggestions and outputs from AI tools. Ensure the final application materials accurately represent your abilities and fit the application requirements.
  • AI-generated content can contain errors. Always review and proofread AI-generated materials to correct any mistakes and ensure high-quality submissions.

Contextual Use and Preparation for Discussion
  • Be prepared to explain why you chose to use AI in your application and how it added value.
  • Describe how the AI tools contributed to your application process, improved your presentation, and demonstrated technological proficiency.

Be Aware of Bias
  • Understand that some faculty members may have biases against AI. Disclosing your use of AI and explaining its role can help mitigate these biases and provide a clearer understanding of your application.

Adherence to Residency Application and Matching Systems Policies
  • Follow any specific guidelines provided by application and matching systems such as Electronic Residency Application Service (ERAS) and National Resident Matching Program (NRMP) regarding AI use in applications. Ensure your practices comply with these policies.

Personal Development
  • Use AI to identify areas for improvement in your writing and application but take the time to learn from these insights to improve your skills.
  • Engage in self-reflection and personal growth activities to genuinely strengthen your application.
What precautions should I take when inputting data into AI tools?

Exercise caution when using AI tools, as most LLMs store prompts and responses for future training, which could make your data accessible to others. To protect sensitive information, avoid inputting proprietary, confidential, or personally identifiable data, including details like your social security number or medical history. Always choose platforms that prioritize data security and privacy.

Guidelines for Applicants

Ethical Use of AI Tools

Supplement, Don’t Replace
  • Use AI to enhance your application, not replace your own work. AI can help with grammar, structure, and clarity, but your application should reflect your authentic voice, skills, and experiences.

Integrity and Authenticity
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Avoid Plagiarism
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Data Privacy
  • Be cautious about the data you input into AI tools, particularly sensitive personal information.
  • Avoid sharing personal identifiers, like your social security number or detailed medical history, with AI tools that do not guarantee data protection.

Fact-check and Proofread Thoroughly
  • Critically evaluate the suggestions and outputs from AI tools. Ensure the final application materials accurately represent your abilities and fit the application requirements.
  • AI-generated content can contain errors. Always review and proofread AI-generated materials to correct any mistakes and ensure high-quality submissions.

Contextual Use and Preparation for Discussion
  • Be prepared to explain why you chose to use AI in your application and how it added value.
  • Describe how the AI tools contributed to your application process, improved your presentation, and demonstrated technological proficiency.

Be Aware of Bias
  • Understand that some faculty members may have biases against AI. Disclosing your use of AI and explaining its role can help mitigate these biases and provide a clearer understanding of your application.

Adherence to Residency Application and Matching Systems Policies
  • Follow any specific guidelines provided by application and matching systems such as Electronic Residency Application Service (ERAS) and National Resident Matching Program (NRMP) regarding AI use in applications. Ensure your practices comply with these policies.

Personal Development
  • Use AI to identify areas for improvement in your writing and application but take the time to learn from these insights to improve your skills.
  • Engage in self-reflection and personal growth activities to genuinely strengthen your application.
How can applicants prevent plagiarism when using AI?

To prevent plagiarism, applicants should not replicate content from others. Instead, they should use AI-generated content as inspiration, personalizing it to reflect their unique voice and ensuring thorough fact-checking and proofreading.

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Ethical Use of AI Tools

Supplement, Don’t Replace
  • Use AI to enhance your application, not replace your own work. AI can help with grammar, structure, and clarity, but your application should reflect your authentic voice, skills, and experiences.

Integrity and Authenticity
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Avoid Plagiarism
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Data Privacy
  • Be cautious about the data you input into AI tools, particularly sensitive personal information.
  • Avoid sharing personal identifiers, like your social security number or detailed medical history, with AI tools that do not guarantee data protection.

Fact-check and Proofread Thoroughly
  • Critically evaluate the suggestions and outputs from AI tools. Ensure the final application materials accurately represent your abilities and fit the application requirements.
  • AI-generated content can contain errors. Always review and proofread AI-generated materials to correct any mistakes and ensure high-quality submissions.

Contextual Use and Preparation for Discussion
  • Be prepared to explain why you chose to use AI in your application and how it added value.
  • Describe how the AI tools contributed to your application process, improved your presentation, and demonstrated technological proficiency.

Be Aware of Bias
  • Understand that some faculty members may have biases against AI. Disclosing your use of AI and explaining its role can help mitigate these biases and provide a clearer understanding of your application.

Adherence to Residency Application and Matching Systems Policies
  • Follow any specific guidelines provided by application and matching systems such as Electronic Residency Application Service (ERAS) and National Resident Matching Program (NRMP) regarding AI use in applications. Ensure your practices comply with these policies.

Personal Development
  • Use AI to identify areas for improvement in your writing and application but take the time to learn from these insights to improve your skills.
  • Engage in self-reflection and personal growth activities to genuinely strengthen your application.
Is it necessary to disclose the use of AI in my application?

Disclosure of AI use may vary depending on application systems and program policies. However, being transparent about how AI has been used can help mitigate biases and demonstrate responsible use of technology.

Guidelines for Applicants

Ethical Use of AI Tools

Supplement, Don’t Replace
  • Use AI to enhance your application, not replace your own work. AI can help with grammar, structure, and clarity, but your application should reflect your authentic voice, skills, and experiences.

Integrity and Authenticity
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Avoid Plagiarism
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Data Privacy
  • Be cautious about the data you input into AI tools, particularly sensitive personal information.
  • Avoid sharing personal identifiers, like your social security number or detailed medical history, with AI tools that do not guarantee data protection.

Fact-check and Proofread Thoroughly
  • Critically evaluate the suggestions and outputs from AI tools. Ensure the final application materials accurately represent your abilities and fit the application requirements.
  • AI-generated content can contain errors. Always review and proofread AI-generated materials to correct any mistakes and ensure high-quality submissions.

Contextual Use and Preparation for Discussion
  • Be prepared to explain why you chose to use AI in your application and how it added value.
  • Describe how the AI tools contributed to your application process, improved your presentation, and demonstrated technological proficiency.

Be Aware of Bias
  • Understand that some faculty members may have biases against AI. Disclosing your use of AI and explaining its role can help mitigate these biases and provide a clearer understanding of your application.

Adherence to Residency Application and Matching Systems Policies
  • Follow any specific guidelines provided by application and matching systems such as Electronic Residency Application Service (ERAS) and National Resident Matching Program (NRMP) regarding AI use in applications. Ensure your practices comply with these policies.

Personal Development
  • Use AI to identify areas for improvement in your writing and application but take the time to learn from these insights to improve your skills.
  • Engage in self-reflection and personal growth activities to genuinely strengthen your application.
How can I prepare to discuss my use of AI in my application?

Be aware that some faculty may have biases toward AI-enhanced applications. Be prepared to explain how you used AI in your application process, highlighting its role in improving your presentation and demonstrating your commitment to integrity and technological proficiency.

Guidelines for Applicants

Ethical Use of AI Tools

Supplement, Don’t Replace
  • Use AI to enhance your application, not replace your own work. AI can help with grammar, structure, and clarity, but your application should reflect your authentic voice, skills, and experiences.

Integrity and Authenticity
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Avoid Plagiarism
  • Ensure your application materials genuinely represent your qualifications and experiences. AI should not be used to artificially enhance your story or present false information.

Data Privacy
  • Be cautious about the data you input into AI tools, particularly sensitive personal information.
  • Avoid sharing personal identifiers, like your social security number or detailed medical history, with AI tools that do not guarantee data protection.

Fact-check and Proofread Thoroughly
  • Critically evaluate the suggestions and outputs from AI tools. Ensure the final application materials accurately represent your abilities and fit the application requirements.
  • AI-generated content can contain errors. Always review and proofread AI-generated materials to correct any mistakes and ensure high-quality submissions.

Contextual Use and Preparation for Discussion
  • Be prepared to explain why you chose to use AI in your application and how it added value.
  • Describe how the AI tools contributed to your application process, improved your presentation, and demonstrated technological proficiency.

Be Aware of Bias
  • Understand that some faculty members may have biases against AI. Disclosing your use of AI and explaining its role can help mitigate these biases and provide a clearer understanding of your application.

Adherence to Residency Application and Matching Systems Policies
  • Follow any specific guidelines provided by application and matching systems such as Electronic Residency Application Service (ERAS) and National Resident Matching Program (NRMP) regarding AI use in applications. Ensure your practices comply with these policies.

Personal Development
  • Use AI to identify areas for improvement in your writing and application but take the time to learn from these insights to improve your skills.
  • Engage in self-reflection and personal growth activities to genuinely strengthen your application.
What are some questions our program can use to address how applicants used AI in their application process?
  • Can you describe how you used AI tools during your application process?
  • How did you ensure your application remained authentic while using AI tools?
  • How do you believe AI enhanced your application, and were there any challenges you faced?
  • Why did you choose to use AI in your application, and what value do you believe it added?
  • How do you feel about discussing the role of AI in your application with faculty members who might have varying opinions on its use?
  • What was the most significant benefit of using AI in your application process, and were there any aspects where you felt AI might have been a limitation?
  • Would you recommend the use of AI tools to future applicants, and what advice would you give them to ensure they use AI responsibly?

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Hadar Duman, MHI

Director of Accreditation, GME
Email: hadars@uw.edu

Maya G. Sardesai M.D., M.Ed.

Associate Professor
Assistant Dean for Student development, UW School of Medicine
Email: sardesai@uw.edu

Sarah Thomson M.Ed.

Director of Career Advising
Email: saraht44@uw.edu

Joe Wilson

Lead UX Designer, GME
Email: joewilso@uw.edu

This content was generated with the assistance of AI technology. We ensure that all content meets our standards of accuracy and relevance, and while AI tools have aided the creation process, we take full responsibility for its quality and integrity.