PhORCAS Program User Guide

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in early November and closes in late May. You can view the specific cycle dates, including final processing dates (e.g., last date to submit transcripts, last date to request letters of recommendation, etc.), on the PhORCAS Application Cycle Dates page.

WebAdMIT

You can view new applicants and initiate a transfer settings shortly after the new cycle opens in early November.

Program Participation Requirements

ASHP requires all programs to designate two contacts at your institution who will receive all communication from ASHP and PhORCAS, including the application and WebAdMIT launch notifications.

Applicant Portal

The first three sections of the PhORCAS application (i.e., Personal Information, Academic History, and Supporting Information) compose the core application. They contain questions that are commonly asked of applicants across all participating programs, such as an applicant's biographic information, standardized test scores, and experiences. The fourth section of the application is Program Materials.

You can access the PhORCAS application and PhORCAS Applicant Help Center to review the applicant experience. You can also create a test application in the Applicant Portal; we recommend creating a new account and adding "test" to your name (e.g., TestJohn TestDoe).

For a general overview of the applicant experience, review the following documents:

• Applicant Processing Reference Guide: learn how applicants move through the application and Liaison processes applicant materials, such as transcripts and official test scores.
• Application Statuses Reference Guide: review what each application status means and how you can interact with applicants at different stages.
  • Review the requirements for the PhORCAS Complete application status.
• CAS Quick Start Guide and FAQs: a suggested timeline for completing and submitting the application, links to important pages including cycle dates and fees, and a FAQs section.

You can direct any applicant inquiries related to the application to PhORCAS Customer Service.

Configuration Portal

Use the Configuration Portal Quick Start Guide to edit your program's deadline(s). Ensure that no programs have a deadline prior to January 2, 2024. 

WebAdMIT

Review the WebAdMIT Manual for any questions related to working in WebAdMIT. The Reference Guides and WebAdMIT Training and Support sections are additional resources as you configure WebAdMIT for your needs. Documents commonly requested include:

• Data Dictionaries and Master Code Lists: a comprehensive list of all fields available in the Export Manager and Report Manager, including associated lookup tables.
• Deferring Applicants via Transfer Settings: learn how to transfer deferred applicants from one cycle to the next.
• Integration Help Center and WebAdMIT API: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
• Transfer Settings Guide: a review of how programs and templates built in WebAdMIT are carried forward each cycle.

The Release Notes feature new enhancements in the Applicant Portal, Applicant Gateway, Configuration Portal, Letters by Liaison, and WebAdMIT, in addition to upcoming training opportunities.

For any questions, contact the Client Support Specialist Team.

Cycle Enhancements