PharmCAS Program User Guide
This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the PharmCAS 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 your Account Manager and Client Success Manager.
AACP Resources
Review the AACP 2022-2023 PharmCAS School Manual and the PharmCAS Resources page on AACP's website for additional information.
Cycle Timeframes
Applicant Portal
The Applicant Portal opens in mid-July and closes in late June. Applicants must submit all applications by the June deadline, if not earlier per PharmCAS program configurations. 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 PharmCAS Application Cycle Dates page.
Configuration Portal
Between early April and early June, configurations are entered into the prelaunch environment. The Account Manager, Client Success Manager, and AACP review submitted configurations in early June.
WebAdMIT
You can view new applicants and initiate a transfer settings shortly after the new cycle opens in mid-July.
Primary Program Contacts
Liaison requires all programs to designate two contacts at your institution who will receive all communication from AACP and PharmCAS, including the configuration, application, and WebAdMIT launch notifications. These individuals are responsible for creating and managing WebAdMIT accounts for all other faculty and staff users who are affiliated with the institution and authorized by the institution to access individual applicant data. Both AACP members and non-members are invited to join the PharmCAS online community in AACP Connect to receive important updates about the service. See the PharmCAS School Manual for details.
Applicant Portal
The first three sections of the PharmCAS 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 is customized by you through the Configuration Portal (discussed in the next section).
You can access the PharmCAS application and PharmCAS 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. Note that the Manual application status does not apply to PharmCAS.
- Review the requirements for the PharmCAS Complete application status.
- PharmCAS 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 PharmCAS Customer Service.
Configuration Portal
Use the Configuration Portal Quick Start Guide to make sure you configure your program(s) efficiently and completely in the prelaunch environment. Be sure to check out your CAS's configuration options and review the best practices found throughout. If any optional sections of the application are required for your program (e.g., experiences, test scores, etc.), you'll want to note this on your program home page.
Once you've configured your program, you'll need to have it approved by the Account Manager, Client Success Manager, and AACP before it is available to applicants. If your program is reviewed after the cycle launches, AACP will approve it.
Additionally, review the following recommendations:
Configure Questions and Question Rules (Optional):
- Review current school and supplemental applications to help you determine which questions you need to ask.
- AACP recommends that programs ask no more than 3-5 custom questions.
- Consider removing any custom questions that are not essential to your local admissions review process or predicative of success in your PharmD program.
- If your program's custom questions include an essay, consider reducing the character limit. Applicants already submit a personal essay through the PharmCAS application that is shared with all programs they apply to.
Configure Prerequisites (Optional):
- Pull together information on prerequisites, including any instructions.
- You can customize which and how many prerequisites applicants can match coursework to.
- AACP recommends that programs list ten or fewer prerequisites.
- If applicants matching prerequisite coursework is a barrier for your program, deactivate this feature.
Configure Documents (Optional):
- Ensure you have specific instructions for any documents you are requesting.
Configure Kira Talent Integration (Optional):
- Kira Talent offers on-demand, timed video and timed written assignments that can be combined with the standard admissions process. You can link your Kira assessment to your program in the application by selecting Kira Assessment.
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:
- API Overview: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
- Application Coupons Reference Guide: learn how to request coupons to offset application fees and disperse them to applicants. To purchase coupons, use the Coupon Code Payment Gateway.
- Application Statuses: you can only view full application details of applicants in the Verified application status. For all other application statuses, you can view only limited application information.
- Background checks through Certiphi.
- 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 the Liaison-assisted Deferral Process: learn how to transfer deferred applicants from one cycle to the next.
- PharmCAS End of Year (EOY) Reports: learn how to generate end-of-year (EOY) reports through the Report Manager. The Applications by School report is available in this document.
- Reporting Final Decision Codes: learn how to use WebAdMIT to place applicants in Decision Codes and report them back to AACP.
- Note that PharmCAS requires you to report the following Decision Codes by September 30 for the previous cycle:
- Declined Offer
- Deferred
- Denied
- Matriculated
- Rescinded
- Withdrew
- Withdrew After Matriculation
- Note that PharmCAS requires you to report the following Decision Codes by September 30 for the previous cycle:
- 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 PharmCAS 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 |
Fee Waivers |
If an applicant is eligible for a fee waiver but the fee waiver fund is depleted, then applicants can be alerted that they qualified for the fee waiver even though they could not be awarded one. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Extended Profile |
A new Extended Profile feature was added, which are question(s) an applicant must answer after they create their application and before they can select programs or complete any part of the application. The Extended Profile includes a question about program plans. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Release Statement |
The Release Statement text was updated. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Other Information |
The Misdemeanor and Felony questions were removed. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History –Colleges Attended |
PharmCAS will now only accept World Education Services (WES) electronic foreign transcript evaluations. Additionally, if an applicant selects Unlisted French Speaking Canadian or Other Foreign Institution, they must complete a new required field for the college’s country. If you created exports to pull a college's country data, you must edit and select the new college country fields. Review the Country Field for Manually Entered Foreign Institutions release note for more information. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Configuration Portal |
Organization Details |
You can only access the Add Program and Copy Program buttons in the Configuration Portal prelaunch environment. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Organization Details and Program Details |
You can preview your programs in the application using the Preview feature and continue making edits as necessary. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Organization Details |
Instead of rebuilding your program in the prelaunch environment, you can import your program from a previous cycle's production environment into the prelaunch environment. You can access the Import from Previous Cycle button in the Configuration Portal prelaunch environment. Visit the Import Your Programs page for more information. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Program Details |
A new Resume/CV Document Type is available. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Letters by Liaison |
Evaluation Form |
The If you are a pharmacist, please indicate the pharmacy institution from which you graduated question now has a free text answer option. Previously, the answer options appeared in a drop-down list. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
In Progress Applicants Search Page |
CASs can now create a custom Program Plans question and answer values that are available in:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
2021-2022
The table below contains enhancements for PharmCAS 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 |
Fee Assistance Program |
The Fee Assistance Program name and in-application instructions are updated to reflect CAS-specific information. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Early Decision |
The Early Decision feature was removed. All related features and fields were also removed from WebAdMIT. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Add Program Page |
The Add Program page is now easier to navigate and offers more ways to search for programs. It also offers increased adherence to 508 Compliance standards. Additionally, the instructional text was updated to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Add Program Page |
A new Priority Deadline column is available on the Add Program page. Association users can configure this custom attribute in the Configuration Portal. In WebAdMIT, it appears at the bottom of the Program Details page. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Add Program Page |
A new State column is available on the Add Program page. Additionally, the existing Deadline column was renamed to Final Deadline. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Release Statement |
The Code of Conduct text was updated to link to the Applicant Code of Conduct, Applicant Code of Conduct Violations, Interview No-Show Policy, and Dispute Resolution sections of the PharmCAS Applicant Help Center. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Biographic Information |
A new Legal Sex question replaces the existing Gender question. Additionally, new Gender Identity and Pronouns questions were added. These questions are optional. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – Standardized Tests |
The instructional text was updated to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Configuration Portal |
Question Rules |
You can choose to request or require a document upload based on an applicant’s response to an Extended Profile or program-level question using the Show Document Question Rule. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Kira Talent Assessment |
Kira Talent offers on-demand, timed video and timed written assignments that can be combined with the standard admissions process. You can link your Kira assessment to your program in the application by selecting Kira Assessment. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
WebAdMIT |
Applicant Details Page |
You can now view which applicants reapplied from a previous cycle in WebAdMIT. The Applicant Previously Applied to Organization field tracks this information and populates as Yes or No |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Competing Offers Accepted Page |
The Designation and Offers Accepted Count columns can be removed from the Competing Offers Accepted page. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Applicant Details Page |
Applicants in Received and Complete statuses now appear in all searches, lists, and exports. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Applicant Details Page |
TOEFL MyBest scores are now available in the Standardized Tests panel. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
2020-2021
The table below contains enhancements for PharmCAS 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 |
Academic History – Colleges Attended |
The workflow for entering colleges has been improved. Enhancements include:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Add Program Page Login Page |
The PharmCAS School Directory has a new link: https://pharmcas.org/school-director...armd-directory. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Background Image Logo |
The PharmCAS background image and logo are updated with a new look and feel. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Coupon Codes |
You can purchase coupons that cover the first program application fee ($175) or the additional program application fee ($55). |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Early Decision |
The Apply Early Decision? page is updated to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Other Information |
Applicants can indicate how they were impacted by the COVID-19 pandemic. Additionally, the Future Enrollment Plans questions include the current cycle years (e.g., 2020 and 2021). |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Release Statement |
Applicants can update their Advisor Release agreement after submitting their application. Additionally, the Applicant Code of Conduct was updated. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Experiences |
The help center text is updated to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Transfer Settings |
Typically when Transfer Settings is initiated, deferred applicants are carried forward as well. With the Liaison-assisted Deferral Process, deferred applicants are carried forward separately from Transfer Settings, at a predetermined date. Additionally, only select applicant information carries forward. |
Action required by participating programs choosing to use this enhancement. |
Expected to be available in fall 2020 (may be subject to change) |