PhORCAS Program User Guide

Cycle Timeframes

PhORCAS Applicant Portal

The PhORCAS 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.

Applicant Types, Application Phases, and Deadlines

There are two types of applicants in PhORCAS: PGY1 (Program Year 1) and PGY2 (Program Year 2). The only difference in the application for these applicant types is the list of available programs.

Additionally, PhORCAS has three phases to the application: Phase I, Phase II, and Post-Match/Scramble. You can view each phase's deadlines on the PhORCAS Application Cycle Dates page. PGY1 and PGY2 programs are offered in all phases.

Ensure that no programs have a deadline prior to January 2, 2027. If you need to update your program deadline or close it, you'll do so in the CAS Configuration Portal. Review these articles for steps and guidance: Edit Program Data, Deadlines, and Details and Close, Archive, or Delete a Program.

Program Participation Requirements

For all Phase programs, you must be registered for the ASHP Match through the National Matching Services, Inc. (NMS).

For Phase II programs specifically, you must also register directly with NMS.

Make sure your ASHP Residency Directory page is up to date with the correct contact information. Your program's Residency Program Director (RPD) 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, which has the same requirements for all PhORCAS programs, including:

• Applicants must request at least 3, and if desired up to 4, evaluations per program.
• Applicants must submit a CV/resume and personal statement/cover letter per program.
• Applicants can choose to upload up to 3 additional documents, such as supplemental materials or an undergraduate transcript in the Documents section of Program Materials. Once an applicant submits their application, they can't edit or add documents.

Applicants are directed to the ASHP Residency Directory page for all program requirements so we recommend keeping this page and your program's website up-to-date. 

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.

WebAdMIT

• Data Dictionaries and Master Code Lists: a comprehensive list of all fields available in the Export Manager and Report Manager, including associated lookup tables.
• 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.

Cycle Enhancements