Skip to main content
Liaison

PharmGrad Program User Guide

This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the PharmGrad 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 PharmGrad Resources page on AACP's website for additional information.

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in mid-August and closes in late July. Applicant must submit all applications by the specified late July cycle close date, if not earlier per PharmGrad 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.), in the PharmGrad Application Cycle Dates page.

Configuration Portal

Between mid-June and mid-July, configurations are entered in the prelaunch environment. The Account Manager, Client Success Manager, and AACP review submitted configurations in July.

WebAdMIT

You can view new applicants and initiate a transfer settings shortly after the new cycle opens in mid-August.

Primary Program Contacts

Liaison requires all programs to designate two contacts at your institution who will receive all communication from AACP and PharmGrad, 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.

Applicant Portal

The first three sections of the PharmGrad 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 PharmGrad application and PharmGrad 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 how Liaison processes applicant materials, such as transcripts and official test scores. Note that Fee Waivers and Professional Transcript Entry (PTE) are not available in PharmGrad.
  • 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 PharmGrad.
    • Requirements for the PharmGrad Complete application status can be found here.
  • PharmGrad 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 PharmGrad 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 graduate program.
  • If your program's custom questions include an essay, consider reducing the character limit. Alternatively, consider requesting an essay in the Documents section (see below).

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 College Transcript and Coursework Entry (Required):

  • PharmGrad only allows you to collect official transcripts. Select Official from the Program Transcripts drop-down.
  • PharmGrad allows you to choose either no coursework (i.e., None) or prerequisite coursework (i.e., Prerequisites Only). Select the coursework entry option your program requires.

WebAdMIT

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

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

For any questions, contact the Client Support Specialist Team.

Cycle Enhancements

2021-2022 

The table below contains enhancements for PharmGrad 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

Invitation Codes

You can offer individual deadline extensions to applicants via invitation codes after your program closes.

Action required by participating programs choosing to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Biographic Information

The Gender question was renamed to Sex. The question text is now What is your current legal sex? This information is required for reporting purposes to the U.S. Federal Government using these values only

Additionally, Gender Identity and Pronouns questions were added. 

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Release Statement

The PharmGrad Applicant Code of Conduct question was updated with hyperlinks to the Applicant Code of Conduct, Applicant Code of Conduct Violations, and Dispute Resolution. 

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Other Information

The Felony and Misdemeanor questions were removed. 

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Submit Application

Since programs decide their coursework requirements, applicants can now submit to programs that don’t require coursework regardless of the other programs in their cart.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Page Footer

A link to the PharmGrad Privacy Policy was added to the page footer. 

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

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

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 PharmGrad 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:

  • The option to employ an e-transcript vendor from within the application (e.g., Parchment, National Student Clearinghouse, or Credential Solutions, where applicable)
  • An improved process for uploading and previewing unofficial transcripts
  • Enhanced display of requirements

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Add Program Page

Applicants can skip the Add Program page after creating their account.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Background Image

Logo

The background image and PharmGrad logo are updated.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Programs

Schools can choose if applicants can apply to only one program or as many programs as they would like at their institution. Contact your AM for more information and your selection.

Action required by participating programs choosing to use this enhancement.

Available now

Applicant Portal

Submit Application Page

The Submit Application page lists the term on each program’s tile. Previously, applicants needed to click the additional information icon to view the program’s term.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Supporting Information – Experiences

The instructions text are updated to better assist applicants.

No action required by participating programs to use this enhancement.

Available at cycle launch

Configuration Portal

Organization Details

You can offer applicants a deep link to the application's Add Program page with your programs pre-filtered. This allows applicants to quickly access your programs without needing to set their own filters. If an applicant has not yet created an account, the deep link will first instruct them to create an account, and then will take them to the pre-filtered Add Program page.

Action required by participating programs choosing to use this enhancement.

Available at cycle launch

Configuration Portal

Question Rules

When applicants select a program and answer a program-specific or Extended Profile question, their deadline date can update based on the program’s configurations. If an applicant selects an answer that offers multiple deadlines, then the deadline that the program selected as highest priority displays. If an applicant’s answer is linked to only expired programs, the applicant receives a warning message, advising them to select an alternate program or to contact their program.

Action required by participating programs choosing to use this enhancement.

Available now

Configuration Portal

Questions

When you create a question in the Configuration Portal, you can choose to hide the question in the full application PDF in WebAdMIT. These questions will still display on the Applicant Details page in WebAdMIT and be available in the List Manager and Export Manager.

Action required by participating programs choosing to use this enhancement.

Available now

WebAdMIT

Application Status

You can view full application details for In Progress applicants. Be aware that applications may update before applicants submit. Review the Data Visibility of In Progress Applicants guide for more information and best practices.

No action required by participating programs to use this enhancement.

Available at cycle launch

  • Was this article helpful?