SOPHAS Quick Start Guide and FAQs

Timeline

Key Actions

Prior to the Start of the Application Process

1. Research programs you wish to apply to. Pay special attention to:
   • Cycle dates and deadline requirements. 
   • Application fees.
   • Recommendation requirements. 
   • Minimum requirements, including prerequisites, standardized test scores, supplemental applications, foreign evaluations, etc. 
2. Ask your schools to send you the official transcripts you'll need to enter your coursework. 
3. Begin contacting potential recommenders to confirm their participation in providing recommendations. 
4. Begin drafting your statement of purpose and objectives (personal essay).
5. Review the instructions in this Help Center and the SOPHAS Professional Code of Conduct. 

At Least 3 Months Prior to Deadline

1. Create your account. 
2. Complete the Colleges Attended section. 
3. Complete the Recommendations section. 

At Least 10-12 Weeks Prior to Deadline

1. Ask your schools to send official transcripts directly to SOPHAS. If there are any holds on your account at a school, resolve them now to avoid delays in sending transcripts. 
2. Begin entering coursework into your application. 
3. If you want to use the Professional Transcript Entry (PTE) service, sign up and submit your payment. 
4. Check in with your recommenders to confirm that they received the recommendation request via email.

At Least 6-8 Weeks Prior to Deadline

1. Complete and submit your application.
2. Review the verification process. 
3. If you paid for PTE, monitor your emails for information on the review process and be sure to approve your coursework in a timely manner. 
4. Monitor your application for receipt of transcripts and letters of recommendation and follow up on any missing items.

At Least 4-6 Weeks Prior to Deadline

Continue monitoring your application until your status is Verified. 

After Deadline

Download a copy of your application for your records.

Do I need to send transcripts?

Yes, you must submit official transcripts to SOPHAS. See Sending Official Transcripts for more guidelines on each type of transcript.

Where do I find the Transcript Request Form?

The Transcript Request Form is found in the Colleges Attended section, after you submit a college or university entry.

Should I send my high school transcripts?

No.

My transfer credits are listed on my primary transcript. Do I still need to send all transcripts?

You must report all colleges and universities attended and submit official transcripts, even if your transfer credits are listed on your primary transcript. See Sending Official Transcripts for more guidelines.

How do I know what my primary institution is?

Your primary institution is the college or university where you earned or will earn your first undergraduate college degree.

Do I really have to enter all coursework?

Yes, you must enter all US and English Canadian coursework into the Transcript Entry section of the application. You can also opt to pay for Professional Transcript Entry (PTE).

How do I list my repeated courses?

SOPHAS considers a course to be repeated if you enrolled in the same course (with the same course title and prefix) again at the same college or university.

Report all attempts of repeated coursework (including those that are currently in-progress or planned) and be sure to mark them as repeated during Transcript Review. Enter the number of credit hours attempted for each course, regardless of how many credits were actually earned.  

If you update a grade for a repeated course during the Academic Update period, your GPA will be updated to reflect the new grade, in addition to the grade for the initial course attempt. 

Should I include foreign coursework in the Transcript Entry section?

No.

Why is my SOPHAS GPA different from the GPA on my transcripts?

The SOPHAS GPAs factor in all coursework taken, regardless of the college or university and any academic forgiveness policies. See Calculating Your SOPHAS GPAs for more information.

I don't agree with the GPA. How do I change it?

The SOPHAS GPAs factor in all coursework taken, regardless of the college or university and any academic forgiveness policies. If after reviewing your calculated coursework you find an error with your GPA, review Disputing and Correcting SOPHAS Course Subjects and GPAs.

How do I remove a program?

To remove a program, first navigate to the Add Programs tab and select the desired program(s). Then navigate to the Submit Application tab and remove the undesired program(s).

Can I apply to more programs after I submit my application?

Yes, if the program's deadline date has not yet passed and the application cycle is open.

Should I submit my application if I'm still waiting on transcripts, recommendations, and/or official test scores?

Yes. You can submit your application before your transcripts, recommendations, and/or official test scores are received by SOPHAS.

I submitted my application to the wrong program. What do I do?

If you would like your application to be considered for a different program, contact the school to determine if they can change your program.

Will SOPHAS update me on the status of my application?

Your application status for each program is listed in the Check Status section of the application. SOPHAS will notify you when official transcripts and recommendations are received, and when your application is verified.

When will I learn about admissions decisions? Did I get in!?

You must reach out to your program(s) to learn about a school's admissions decisions.

Is there any other way to pay other than by credit card?

We currently only accept payments by credit card: Visa, Mastercard, American Express, and Discover.

I want a refund. What do I need to do?

Refunds are not given for any reason. Review Refunding/Withdrawing Your SOPHAS Application for more information.

Do fee waivers expire?

If you qualified for and were awarded a SOPHAS fee waiver, your fee waiver expires in 14 days, including weekends and holidays. See SOPHAS Application Fees and Fee Waivers for more information.

Why don’t I see the option for a fee waiver?

SOPHAS has a limited amount of fee waivers to award over a cycle. If you do not see the option to apply for a fee waiver, then all fee waivers have been awarded and none are left to be dispersed.

How is SOPHAS responding to the COVID-19 pandemic?

SOPHAS continues to operate as expected and you can contact the SOPHAS Customer Service team with any questions. For additional questions and updates, visit the COVID-19 Application Updates for Students page.

What do I do if my college can't send official transcripts to SOPHAS?

Most institutions have staff working remotely to fulfill official transcript requests. You must contact your institution(s) first to learn their COVID-19 guidance.

I uploaded my unofficial transcripts for the COVID-19 Transcript Hardships process. How long until they are processed?

You must submit your application first before your unofficial transcripts are processed. On average, it takes up to five business days for your unofficial transcripts to be marked as Arrived in the Check Status tab.

Note that the COVID-19 Transcript Hardships process is no longer available as of May 12, 2020.

Where can I see that my unofficial transcripts are processed?

Once your transcripts are processed, they will be marked as Arrived in the Check Status section of the application.

Note that the COVID-19 Transcript Hardships process is no longer available as of May 12, 2020.

Can my application be verified if I only have unofficial transcripts?

Most institutions have staff working remotely to fulfill official transcript requests. You must contact your institutions first to learn their COVID-19 guidance. If you used the COVID-19 Transcript Hardships process, your application can be verified with unofficial transcripts. Note that some schools may still require official transcripts before they review your application.

Note that the COVID-19 Transcript Hardships process is no longer available as of May 12, 2020.