PhORCAS Program User Guide
This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the PhORCAS Applicant Portal, Configuration Portal, and WebAdMIT. It also contains resources that may help you work more efficiently throughout your admissions process. If you have additional questions or need further assistance, please contact a member of your account team.
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, 2025.
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, Liaison Letters, and WebAdMIT, in addition to upcoming training opportunities.
For any questions, contact the Client Support Specialist Team.
Cycle Enhancements
2024-2025
The table below contains enhancements for PhORCAS for the cycle timeframes noted at the top of this page. Note that some sections have multiple enhancements. If an action is required by participating programs to use the enhancement, click the links under Enhancement Details to learn more. Additional enhancements may have been automatically released; review the Release Notes to learn more.
|
Portal |
Section |
Enhancement Details |
Implementation |
Availability |
|---|---|---|---|---|
|
Applicant Portal |
Reapplying |
First cycle with reapplicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Extended Profile |
If a CAS has a custom question in the first three quadrants (i.e., Personal Information, Academic History, and Supporting Information) or Extended Profile section, then the question can be configured to be internal only, meaning that that question and answers will not be sent to other portals such as the CAS API and WebAdMIT. Additionally, the Extended Profile questions were updated. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Pharmacy School of Graduation |
The Pharmacy Graduate Date question was updated. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – Colleges Attended |
Applicants are required to upload their unofficial domestic transcripts and/or foreign evaluations before they submit their application to your program. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Program Materials |
Applicants can create a custom recommender pool, where they enter a recommender’s information once and then select the recommender for any programs that they apply to. This enhancement alleviates the applicant burden of entering recommender information for every program and speeds up the application process. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Liaison Letters |
Likert Scale |
New Likert ratings were added:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Liaison Letters |
Recommendation Form
|
Recommenders can include comments on their ratings for Likert scales and questions. You can view their comments within WebAdMIT/Liaison Outcomes and the full application PDF. Additionally, the instructional text was updated to better assist recommenders. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
List Manager Export Manager |
When applicants report their colleges attended, they can identify if they are still attending the institution. A corresponding Still Attending field has been added under the Colleges Attended field grouping in the List Manager and Export Manager |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Export Manager |
The Transcript Barcode field is now available under the Transcript field grouping in the Export Manager. This field matches the barcode listed on the Transcript ID Form or in the application when requesting a transcript from an electronic transcript vendor. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Designations |
Programs can now use Manual Designations to add programs for an applicant. This allows you to consider the applicant for a program other than the one(s) they applied to. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
List Manager Export Manager Scoring Applicant Header |
Two new official WES GPA types are now available:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
2023-2024
The table below contains enhancements for PhORCAS for the cycle timeframes noted at the top of this page. Note that some sections have multiple enhancements. If an action is required by participating programs to use the enhancement, click the links under Enhancement Details to learn more. Additional enhancements may have been automatically released; review the Release Notes to learn more.
|
Portal |
Section |
Enhancement Details |
Implementation |
Availability |
|---|---|---|---|---|
|
Applicant Portal |
Application |
First cycle using the CAS 3.X application. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Configuration Portal |
Configuration Portal |
First cycle using the Configuration Portal to configure programs. |
Action required by all participating programs. |
Available now |