1. PharmCAS 3.x
March 2017

2. Agenda What’s Staying the Same What is the PharmCAS 3.X Pilot?
Walk Through of 2018 Application
Review of Data in WebAdMIT
Walk Through of the Evaluator Portal
Next Steps and Important Dates
Questions and Answers

3. What’s Staying the Same
PharmCAS will still…
Collect and process application materials
Verify official transcripts
Calculate GPAs
Provide customer support
Programs will still use WebAdMIT
PharmCAS School Directory Pages will not change

4. What is the PharmCAS 3.X Pilot?
To pilot something means to test it before making it more widely available.
The PharmCAS 3.X Pilot is an opportunity for the Pharmacy programs to try out the new PharmCAS 3.X applicant portal and WebAdMIT using test data and test program configurations.
Note: None of the data or program configurations made by users during the Pilot in the Pilot (test) system will appear in the applicant portal or WebAdMIT when the PharmCAS 3.X application goes live July 18, 2017.
So if you set up lists, local statuses or exports in the Test system, they will not appear in WebAdMIT when the new cycle launches.

5. Development
Playground
Playground
Configuration 4/25 – 5/23
The 2018 PharmCAS application is being built by Liaison and tested by AACP
Program Material Pages configurations will be done in this system and will be copied to the Test system on April 28
The Playground will become the 2018 application in the Live system on 7/18/17
Only Program Materials Pages completed in the CAS Configuration Manager will appear on the live PharmCAS application on 7/18

6. Pilot Complete copy of the playground as of 3/3
Test
Pilot Period 3/21 – 5/23
Data Refresh 4/28
Complete copy of the playground as of 3/3
Any changes made to configurations are not copied back to the playground but need to be made to the playground manually if they are desired changes for the 2018 cycle application
Integrations to SIS and ERP systems can be setup and tested using this Test system
Note: Final integrations will need to be set up in the Live system
If you want your Program Material Page set-up to be saved and appear on the live application, you must also set it up through the CAS Configuration Manager in WebAdMIT between 4/25 and 5/23.

7. Refresh
Applicant and WebAdMIT data in the Test system will be refreshed once on 4/28
Provides opportunity to enter in new test data and try out new configurations.
Any Program Materials Page set-up done in the CAS Configuration Manager by 4/27 will be copied to the Pilot (test) environment.
Any Program Page set-up completed in the CAS Configuration Manager after 4/27 will not be pulled into the Pilot environment (but will be pulled into the live application on 7/18).
Therefore, if you want to test program-specific items that will be captured as part of your Program Materials Page during the Pilot, you have 2 options.
Complete the Program Materials Page set-up in the CAS Configuration Manager by 4/27 *OR*
Complete the Program Page set-up in both the CAS Configuration Manager and the Pilot environment by 5/23 (and before the Pilot closes on 5/23).

8. Data will flow into WebAdMIT one day later on 7/19/2017
2018 Cycle Launch
Launch
7/18
Live
The URL for the playground will be changed so applicants can begin applying using the PharmCAS applicant portal
Data will flow into WebAdMIT one day later on 7/19/2017

9. PharmCAS Pilot
Sign in to the “PharmCAS Playground”
Create a test account & complete the application
Before 4/6 all completed applications will be moved to WebAdMIT on Fridays
After 4/6 use test credit card to pay the test application fees:
Name on card: test test
Type: VISA
Card Number:
Expiry Date: 06/2018 (any date before 2020 will work)
CVV: 111
Log in to WebAdMIT in the Test system (test.webadmit.org)
Note: It may take 1-2 business days to process the applicant and put them into a Verified status.
Note you must have the entire URL in the address bar of your browser or click the link below.
We recommend you check back in WebAdMIT to check the status or you can sign in as the applicant in the pilot environment and check the Status tab on the application.

10. Important Notes on Pilot
None of the data or program configurations made in the pilot will appear in the applicant portal or WebAdMIT when PharmCAS 3.X goes live
Lists, local statuses and exports in the Test system will not appear in WebAdMIT when the new cycle launches

11. Program Materials Page Configuration
Program materials pages need to be configured by May 23 for the cycle
Add home page text that describes your admission requirements and processes
Recommended to upload a banner image to brand your page for your school
Define course prerequisites for applicants to match
Can add additional custom questions to your pages and request document uploads

12. Program Materials Pages During Pilot
When the pilot opens only a few example programs will be open.
Can do your pilot testing using these example programs or can choose to configure and open your own program.
To do this follow steps in the Pilot Instructions.
Webinars are available for Program Configuration on every other Tuesday and Thursday.
Online training videos also available.

13. 2018 Application Walk Through

14. Program Selection Page
Applicants must first select a program before they can start their application
This may cause your in progress applicants to increase.

15. Displaying Accreditation Status
When applicants first log into PharmCAS, if they select one program with a status of “No ACPE Status”, they must select at least one program with another Accreditation status before the “I’m Done, Review my Selection” button appears.
If an applicant selects a program with No ACPE Status at any time, they are warned that they must apply to another program that has a different Accreditation Status.
At any time, when removing programs, applicants will not have the option to remove their last Accredited Program. This means that the application will prevent an applicant with at least one “No ACPE Status” program from removing their last program of a different Accreditation Status.
Accreditation status will show on the program selection page. Applicants may, if desired, filter using this field.

16. ACPE Accreditation Statuses
Full Accreditation –Fully accredited program
Candidate Accreditation – New program that has students enrolled but has not had a graduating class. Meets eligibility criteria for accreditation.
Pre-candidate Accreditation – A new program that has no students enrolled, but meets eligibility criteria for accreditation.
ACPE Probation Status – Accredited but on a probationary basis
NO ACPE Status – No accreditation at all. Have special rules around them in PharmCAS. Only this status will have special rules around them.
ACPE has the following accreditation statuses.
Each program in PharmCAS will be tagged with one of the following statuses by the AACP staff in the configuration portal.
Programs will not be able to change their own statuses as part of PharmCAS Configuration Portal setup.
Mock-up’s may not reflect final implementation.

17. ACPE Status Business Rules
The following rules pertain to listing programs in specific Accreditation Statuses. These rules were set by the AACP Board of Directors and cannot be changed.
Clearly Display Program Accreditation Status – All programs must have their Accreditation Status clearly displayed in their program listing.
Applicants Must Select at Least One Accredited Program – Applicants may elect to apply to programs that are in No ACPE Status, but must also select at least one program in another status.
Mock-up’s may not reflect final implementation.

18. New workflow tools guide applicants through the application process.
Dashboard
New workflow tools guide applicants through the application process.
Key Talking Points
Notifications
Fuel tank section status indicators
Status Tab

19. Better Status Information
Clear notifications and language to help applicants more easily navigate each step of the process.
Key Talking Points
Applicants have a central location to see that transcripts and evaluations have arrived for the programs they have selected
Applicants still must have all transcripts arrive before being verified
Reminder: This is PharmCAS complete, not school complete.

20. Applicants See Supplemental Requirements
From the main status pages, applicants see how many criteria they have fulfilled for each program.
Each program may elect to create one or more groups of requirements.
They may be configured in WebAdMIT by participating programs to meet their individual needs.
Each requirement may have one or more criteria
Programs may elect to share none, some, or all of the status of criteria with applicants
Programs may configure the deadline for each individual criteria
Programs may log notes (free form) or comments (selected from program defined dropdown lists) for each applicant’s criteria
Programs may query (via the list manager) and export (via the export manager) the completion status of any criterion
NOTE: For organizations offering multiple programs, requirements may be different for each program.
NOTE: Programs may elect to export or not export (share in the applicant portal) each individual criteria. This allows programs to group criteria logically in requirements, even if some are for internal use only.
Mock-up’s may not reflect final implementation.

21. Applicants See Criteria Details
Applicants see the following details about each criteria (assuming the program has elected to use and share them).
Criteria Name
Deadline
Date Received
Comments
NOTE: The new platform will eliminate “Postmark” versus “Received” for due dates. Only 9 programs currently use “Postmark” and this simplifies the process for applicants.
Mock-up’s may not reflect final implementation.

22. Personal Information

23. Biographic & Contact Information
Birth Information includes County of Birth
New Alternate Name section
Permanent Address no longer includes option to designate which address is preferred
Phone contains only Preferred Phone and Alternate Phone.

24. Citizenship Information
The Citizenship status options in this section are now US Citizen, US Permanent Resident, US Temporary Resident, and Non-Resident.
In addition, Dual Citizenship details are now collected.
Residency and Visa questions include extra details
Now ask for previous state of residency
Residency Duration is now measured in a set of drop-down ranges (i.e. less than 1 year, 1-2 years, etc.) instead of the discrete years in 2.0.

25. Additional Changes Family information is now optional
Language Proficiency includes question about Native Language
Previous Attendance at a Health Profession Program
Special Life Circumstances - new section includes any special life circumstances, such as cultural background and overcoming adversity.
Previous Attendance at a Health Profession Program
This section replaces the Previously Enrolled in a PharmD or Graduate Program in the Pharmaceutical Sciences section from version 2.0.
HRSA question block is new

26. Academic History

27. Simplified Coursework Entry
A more intuitive interface collects coursework data more easily and quickly.
Key Talking Points
Reduced the number of key strokes and screens for data entry
Applicants can quickly enter exactly what is on their transcript
Important: There are lots of subjects. GPAs will remain the same; but each will show more detailed subjects based on what their transcript actual says. We map these to GPAs behind the scenes to increase applicant accuracy. You will see these subjects in WebAdMIT.

28. Coursework Entry Larger list of Subjects
Coursework for non-regionally accredited colleges are now calculated into the GPA. This coursework is flagged in WebAdMIT and the PDF
Transcript Review - the applicant’s Primary Undergraduate College is now selected in this section.
The Transcript Review section also contains a standardized list of Course Classifications which are now verified by Liaison. Course Classifications include:
Repeat
Advanced Placement
Other Tests
Honors
Study Abroad

29. Professional Transcript Entry
Professional Transcript Entry, previously known as the Coursework Entry Service in 2.0, is available to applicants who wish to pay an additional fee to have Liaison enter their courses on the application on their behalf.
This service will only be available to Regular Decision applicants
New fee structure:
Up to 3 Transcripts $65.00
4 – 6 Transcripts $90.00
7 or More Transcripts $140.00

30. Foreign Evaluation Integration
Integration with World Education Services to order foreign coursework evaluations
Key Talking Points
Only Foreign Coursework Evaluations are accepted - not foreign transcripts
Evaluations ordered through WES are sent electronically to PharmCAS and appear as PDF document in WebAdMIT
Will verify Canadian Coursework from English speaking institutions

31. Academic History
PCAT and TOEFL Scores - applicants must now self-report their PCAT and TOEFL scores for Liaison to pull in the official scores.
Academic Update - applicants can update coursework as soon as it is verified.
Official PCAT and TOEFL score reports are electronically transmitted to PharmCAS once applicant self reports test scores on the application and pays the fee.
Verification will only begin once the Academic Update (AU) period begins. Updated coursework will show in WebAdMIT as it does in version 2.0.

32. Supporting Information

33. Supporting Information
Experiences
Pharmacy Experiences are now included as a separate category.
Achievements
New achievement category types are added in 3.X, including Honors, Publications, and Scholarships.
Licenses and Certifications
The options in this section are slightly different in version 3.X.

34. Program Materials Pages

35. New Program Materials Pages in 2017-2018
Embedded in the PharmCAS application.
Only accessible to applicants who apply to program.
Note: The new program materials pages are different from the School Directory Pages and both will need to be completed.

36. New Program Materials Pages in 2017-2018
Purpose of program materials pages for applicants:
Respond to program’s custom questions.
Match courses to program-specific prerequisites.
Upload documents to the program.
Training resources will be available to programs.
Activity
Deadline
Configuration Portal for Program Pages Opens
April 25, 2017
Configuration Portal for Program Pages Closes
May 23, 2017
Program Materials Pages Launch with PharmCAS Application
July 18, 2017
Note: The new program materials pages are different from the School Directory Pages and both will need to be completed.

37. Deadline Dates & Accreditation are Pre-Loaded
Deadlines and Accreditation Status
Will Be Preloaded on New Program Materials Pages
Key Talking Points

38. WebAdMIT Administrators use the new Configuration Portal Tool.
Easy to Configure
WebAdMIT Administrators use the new Configuration Portal Tool.
Key Talking Points
Schools manage all of these options in the Configuration Portal
Access is from WebAdMIT. Only users with WebAdMIT Administrator Role can access it.
Must be completed well before launch. Once we launch nothing can be changed.

39. Branding Tools on Program Materials Pages
Individual Programs Materials Pages from within PharmCAS.
Key Talking Points
Each program can add an image to represent themselves
Each program can also include text about what makes a successful applicant beyond what is included on the PharmCAS application.
Tip: Applicant see this page AFTER they select your program. So the purpose is not to market your program, but rather about helping them be successful applicants. Programs often include links to more information, supplemental applications, and other admissions requirements unique to their program.

40. Program-Specific (Custom) Questions:
Each program could add custom questions directly to the application.
Key Talking Points
As is available in PharmCAS now, programs have the ability to add school-specific, also known as program-specific or custom questions, in the PharmCAS application.
The new platform offers check boxes as a new custom question formatting option. Programs can also still create custom questions using radio buttons, essays, short answers
Every applicant must answer required questions before applying. At least one program-specific question must be required.
School-specific questions are no longer limited to 12 questions. However…
It is recommended to not include more than 3 questions – be mindful of applicant effort
Do not duplicate questions that are in PharmCAS application. You can view the questions on the new application by walking through the application playground. We will give you the link at the end of this webinar.
Use custom questions in lieu of supplemental materials if possible
More formatting options available including check boxes, radio buttons, essays/short answers

41. Applicants match courses to the program prerequisites.
Course Prerequisites
Applicants match courses to the program prerequisites.
Key Talking Points
Course prerequisites are defined on the program materials pages. Course descriptions are limited to 240 characters
Applicants will match one (or more) courses to each program-specific prerequisite.
PharmCAS will automatically calculate a program-specific prerequisite GPA based on an applicant’s matches.
Applicants can opt out of an individual prerequisite.

42. Applicants will match courses to the program- specific prerequisites.
Course Prerequisites
Applicants will match courses to the program- specific prerequisites.
PharmCAS will not verify courses were properly matched to prerequisites.
Prerequisite data and (unverified) GPA will be displayed in WebAdMIT.
Programs should revisit supplemental requirements in light of new feature.
Key Talking Points
Programs should revisit supplemental requirements in light of new feature – If you have a program-specific course prerequisite worksheet, can you move to using the new course prerequisite tool and eliminate this form?

43. Programs may require applicants to upload documents via PharmCAS.
Document Uploads
Programs may require applicants to upload documents via PharmCAS.
Documents may be optional or required.
Do not request materials already collected by PharmCAS.
Do not use document uploads for items that may be collected as program-specific questions.
Only require document uploads, if necessary.
Key Talking Points
Programs may require applicants to upload documents via PharmCAS, rather than mailed or ed to program.
Any blank, program-specific forms must reside on institutional website, and not on the PharmCAS program materials page or directory page. Provide a link to any blank forms on your website.
Types of document uploads accepted in PharmCAS:
Publications
Shadowing/Healthcare Hours
Test Score Report

44. Early Decision Configuration
Each program may elect to participate in Early Decision during configuration.
Early Decision Date: Sept 5, 2017
ED Verdict Date: October 20, 2017
Individual programs may elect to participate in Early Decision or not each cycle. Applicants may still apply “Regular” decision to a program that offers Early Decisions.
This configuration is handled by programs in the Configuration Portal.
Applicants must be given a Decision Code that indicates that an applicant has been accepted to the Early Decision program that they chose.
Mock-up’s may not reflect final implementation.

45. Applicant Rules for Early Decision
An applicant that applies Early Decision may only apply to ONE program until after the Verdict Date
Applicants with decision code of “Offer Made”, “Offer Accepted”, “Declined Offer” on the Verdict Date may not apply to other programs
Applicants with a decision code other than “Accepted” on the Verdict Date are returned to the regular pool automatically
Applicants that submit an Early Decision application but are not COMPLETE by the Early Decision Deadline are automatically returned to the regular pool via a script that runs overnight.
Applicants that elect to apply Early Decision may NOT participate in Liaison’s Professional Transcript Entry Service

46. Admission Staff Still Accept Applicants in WebAdMIT
Applicants not Accepted by the verdict are automatically returned to the regular pool and may apply to other programs. Their Early Decision Status is set as “Applied Early Decision but Returned to Regular Pool”.
Admissions Staff still render decisions in WebAdMIT. Offers must be made by setting the applicant to an “Accepted” status by the Verdict Date.
The Early Decision flag still shows for applicants in the Applicant Header and Designations Panel.

47. Academic Update
Applicants may update coursework as soon as it is verified.
Updated coursework shows in WebAdMIT.
Verification will only begin once the AU period begins.
After the AU period, applicants can immediately begin to update grades (won’t be verified).
Note: PharmCAS Spring Update can begin immediately following the AU.

48. Other Changes in 2017-2018 Re-applicants must create new application
During transition cycle only
Official PCAT scores still pulled forward
Background Check and Drug Screening – need to identify these elements on program materials pages.
Fee Waivers
Applicants can upload documentation to be considered for a fee waiver as part of the application process and will no longer have to mail them into PharmCAS.
Applicants who are granted a fee waiver will need to pay for any additional programs not covered by the fee waiver using a credit card. Money orders are no longer accepted.
Each fee waiver will cover the cost of the first program and will have a 45-day redemption time.
In CAS 2.0, this shows on the designation page. In CAS 3.X, school’s will need to identify these elements on their program materials pages.

49. New WebAdMIT Tools

50. A better system for applicants, a familiar one for admissions offices.
Same WebAdMIT
A better system for applicants, a familiar one for admissions offices.
Key Talking Points
Most applicant data appears on panels in WebAdMIT. (excluding things like Release Statements, etc)
Some data will move around and new panels will be available.
We will make you a map of both the new panels and field groups.

51. Course Prerequisites: WebAdMIT
Applicant prerequisites show on the Electronic Transcript.
Key Talking Points
Programs see applicant course prerequisite matches directly in WebAdMIT. They are even highlighted.
When verifying applicant selections, you cannot change what applicants have entered, but you do have the ability to create a separate and corrected prerequisite GPA for those applicants who incorrectly match courses.

52. Course Prerequisites: WebAdMIT
Create a Custom Prerequisite GPA to correct applicant selections
Key Talking Points
First create a custom prerequisite GPA with your prerequisite requirements
Then Change the view to your prerequisite GPA
Then you can match the courses from the electronic transcript to the custom GPA
You are encouraged to use a local or prerequisite GPA in your scoring model since PharmCAS prerequisite GPA is applicant identified and may be inaccurate due to applicant errors or omissions.

53. Program Specific (Custom) Questions: WebAdMIT
Admissions staff will see the answers by question group and program.
Key Talking Points
As done now, program-specific questions can be viewed via a WebAdMIT panel.
In the new 3.X platform, questions can be organized into different groups or blocks.
Also available in the export manager

54. Use the list manager to download multiple PDFs in zip files.
Batch PDF Downloads
Use the list manager to download multiple PDFs in zip files.
Key Talking Points
List manager to select applicants
Pull the full application PDF down in a big zip file
If you have too many applications you will get multiple ZIP files (size constraints)

55. concept screen – final screens may vary
Improved PDF Layout
Modern Looking PDF Layout that Honors Panel Rights
Key Talking Points
New PDF layout for easier reading
New PDF will honor panel rights. Reviewers will see only the same data to which they have access in WebAdMIT.
To run PDFs without Evaluations, simply create a workgroup that does not include the evaluations panel.
concept screen – final screens may vary

56. Changes for the Evaluator Portal

57. Features of the Evaluator Portal
Relationship to Applicant
Instead of years and months there are ranges for “how long have you known the applicant”
In what capacity to do you know the applicant
If you are a pharmacist, please indicate the Pharmacy institution from which you graduated
If you are a pharmacist, please indicate which state you are licensed to practice pharmacy
This will be a demonstration of the Evaluator Portal
Note: there is no “other” option

58. Features of the Evaluator Portal
Custom Questions
If you selected “Instructor/Professor” above, list all courses in which you have had the applicant
If you selected “Employee/Supervisor” or “Colleague/Coworker” above, please indicate the applicant’s position and title.
Likert Criteria
Overall Recommendation
Letter Upload
Additional descriptors, such as speaks clearly with precision and accuracy, without ambiguity are not available. These will be available via a hyperlinked page.
Note: All comments must be handled with document uploads in the new system.

59. Next Steps

60. Configuration and Pilot
PharmCAS Pilot – 3/21 – 5/23
This is the time when a test environment with a complete copy of the Applicant Portal and WebAdMIT are available for schools to create test applicants and process them in WebAdMIT.
This environment is available for IT departments to develop and test integrations.
All data created in this environment will not be available in the live PharmCAS 3.X application or WebAdMIT.
Configuration Period – 4/25 – 5/23
This is the time when schools can update their program pages with branding, custom questions and document requirements.
Prerequisites and deadline dates are preloaded in the program materials pages.

61. Additional Information
Welcome to CAS 3.X Guide
Highlights all changes in the PharmCAS 3.X for
Additional Data Mapping from 2.0 to 3.X
Draft Custom Export Layout
Updated Data Dictionary for PharmCAS
Sample PDF
Pilot Guide
API information available at

62. Trainings Training for IT personnel Configuration Portal Training
April 4, 3:00 – 4:00p ET
Configuration Portal Training
On Going twice a month
What’s New in PharmCAS 3.X
June 19, 2:30 – 3:30p ET

63. What can you do to prepare?
Prepare Now
What can you do to prepare?
Review the application
Build your banner image
(Image size must be 270px by 900px and file size 250kb or less)
Write your home page text
Prepare your custom questions

64. Questions and Answers