PhORCAS Program User Guide

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This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the PhORCAS Applicant 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

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.

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

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.
PhORCAS Program Deadlines: learn how to change a program deadline, close a program, and reopen a program.
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

2022-2023

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.

Portal	Section	Enhancement Details	Implementation	Availability
Applicant Portal	Match Registration	An applicant's state now carries over to the NMS website when an applicant clicks the Match Registration tab.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Applicant Information	The Race question was updated for clarity.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Transfer Settings	You can now only initiate the Transfer Settings feature if you are listed as an institution manager and are in the WebAdMIT Administrators Work Group.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Login	New password requirements now display when updating your password. Passwords must: Be at least 8 characters (previously, the requirement was 10 characters) Include at least 1 uppercase letter (new) Include at least 1 lowercase letter (new) Include at least 1 number or 1 special character Not be a common keyboard pattern (e.g., qwerty) or a common word (e.g., names)	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Accessibility Statement	You can access Liaison’s Accessibility Statement in the footer. This page provides details about our 508 compliance and links to WebAdMIT’s VPAT.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Menu Bar	A Current Status of CAS and WebAdMIT link has been added to the Menu Bar, linking to https://status.liaisonedu.com/.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Admissions Users Page	Program data in the search results table was updated to include two columns: Program Name and Program Label. The programs in these columns are sorted alphabetically. Additionally, the Program search field on the Admissions Users page was updated to Program Name, to more clearly identify which program data you can search by. Previously, the Program search field would gather results from a program’s Program Label, and if one wasn’t available, its Program Name.	No action required by participating programs to use this enhancement.	Available at cycle launch

2021-2022

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.

Portal	Section	Enhancement Details	Implementation	Availability
Applicant Portal	Applicant Information	A Gender question was added, with the following answer values: Prefer not to answer Female Male Nonbinary Gender non-conforming Note that this data will not appear in WebAdMIT.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Applicant Information	The Race question was updated for clarity. Additionally, a disclaimer that this question is optional and how ASHP and programs may use the information was added.	No action required by participating programs to use this enhancement.	Available at cycle launch

Portal

Section

Enhancement Details

Implementation

Availability

Applicant Portal

Applicant Information

A Gender question was added, with the following answer values:

Prefer not to answer
Female
Male
Nonbinary
Gender non-conforming

Note that this data will not appear in WebAdMIT.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Applicant Information

The Race question was updated for clarity. Additionally, a disclaimer that this question is optional and how ASHP and programs may use the information was added.

No action required by participating programs to use this enhancement.

Available at cycle launch