Updating Courses

UPDATING YOUR COURSE WORK – ACADEMIC UPDATE

After you initially submit your PharmCAS application, you may need to update your college course history to reflect newly completed or planned / in-progress courses. You can update your courses online during the PharmCAS “Academic Update” window.

You cannot make edits to your coursework section, other than during an Academic Update window. PharmCAS will contact you by email when an Academic Update is available to you. It is your responsibility to add any new courses completed since you first submitted your application to PharmCAS and to edit your in-progress and planned courses. PharmCAS will NOT update your coursework for you. You can only update your coursework ONCE during each Academic Update!

Courses that were originally reported as completed cannot be modified. Therefore, if you have received partial grades for a given session, do not add these courses to the completed courses section until ALL grades are received.  You can NOT add prior year coursework on to the academic update.

THE FALL ACADEMIC UPDATE

The Fall Academic Update window will open on December 15, 2017, following the completion of the fall 2017 term, and close on February 15, 2018. Arrange for your official summer 2017 and fall 2017 transcripts to be sent directly to PharmCAS AS SOON AS THEY ARE AVAILABLE. If you do not submit your updated courses and transcripts in a timely manner, your selected Pharm.D. programs may no longer consider you for admission.

How to Complete the Fall Academic Update

PharmCAS will not verify or report your updated course history to your designated Pharm.D. programs until you complete all of the steps below.

  1. Log into your PharmCAS application and open the Academic History section.
  2. If you attended a college/university for the first time, add and save that institution to the “College Attended” section.
  3. Open the “Transcript Entry” section.
  4. At this point you have two options:
    1. You may change your existing “Planned/In Progress” coursework to “Completed” by unchecking the “Planned/In Progress” option located above each individual term. You will then be required to enter grades for each completed session before you submit.
    2. You may enter newly completed coursework that has not been previously entered as “Planned/In Progress” for the Spring, Summer and Fall 2017 terms by adding those terms and courses.
  5. When you have finished adding or updating your transcript entry, complete the “Transcript Review” process by clicking on the “Review and Finalize My Transcripts” button on the transcript entry page.
  6. Submit your application by clicking “Submit My Updates” as the last step of the transcript review process. If you fail to click the button, PharmCAS cannot process your Academic Update.
  7. Remember that you will need to send all the required transcripts for the academic update to PharmCAS. PharmCAS cannot process any updates until all transcripts are received.
  8. After PharmCAS has received your update transcript(s) and verified your coursework your new GPAs will be calculated and your updated information sent to your designated schools.

THE SPRING ACADEMIC UPDATE

You can update your spring & summer 2018 courses online during the PharmCAS Spring Academic Update window. The Spring Academic Update window will open on April 17, 2018, following the completion of the spring 2018 term, and close on June 28, 2018. Arrange for your official spring 2018 and summer 2018 transcripts to be sent DIRECTLY TO THE PHARMACY SCHOOL(S) you have been accepted to AS SOON AS THEY ARE AVAILABLE. If you do not submit your updated courses and transcripts in a timely manner, your selected programs may no longer consider you for admission.

How to Complete the Spring Academic Update

PharmCAS will not verify or report your updated course history to your designated Pharm.D. programs until you complete all of the steps below.

PharmCAS Instructions for the Fall 2018 Entering Class

  1. Log into your PharmCAS application and open the Academic History section.
  2. If you attended a college/university for the first time, add and save that institution to the “College Attended” section.
  3. Open the “Transcript Entry” section.
  4. At this point you have two options:
    1. You may change your existing “Planned/In Progress” coursework to “Completed” by unchecking the “Planned/In Progress” option located above each individual term. You will then be required to enter grades for each completed session before you submit.
    2. You may enter newly completed coursework that has not been previously entered as “Planned/In Progress” for the Spring, Summer and Fall 2017 terms by adding those terms and courses.
  5. When you have finished adding or updating your transcript entry, complete the “Transcript Review” process by clicking on the “Review and Finalize My Transcripts” button on the transcript entry page.
  6. Submit your application by clicking “Submit My Updates” as the last step of the transcript review process. If you fail to click the button, PharmCAS cannot process your Academic Update.
  7. Arrange for your updated official transcripts to be sent directly from any colleges you attended in the spring and summer to the pharmacy school where you have been accepted – NOT to PharmCAS.
  8. The pharmacy school who has accepted you will verify your updated course information against your updated transcripts and calculate a new set of GPAs to confirm that you still meet their admissions requirements. PharmCAS does not verify these entries nor generate new GPAs.

REPORTING GRADE CHANGES

If a grade changes on your transcript due to a correction at the registrar’s office, please follow these steps. (These instructions do NOT refer to newly completed summer or fall 2017 grades):

  • Notify PharmCAS of the grade change via email. Include the following information in your message:
    • Your full name
    • PharmCAS ID number
    • Name of institution issuing the grade change on transcript
    • Course title
    • Course prefix and number
    • Session year and term for course (e.g., fall 2016)
    • Original grade on transcript
    • Revised/corrected grade on transcript
  • Print a new PharmCAS Transcript Request Form for the institution issuing the grade change on the transcript
  • On the form, circle YES next to “Grade Change”
  • Submit the transcript request form to the registrar to arrange for a revised copy of your transcript to be sent to PharmCAS as soon as possible.
  • Once received, PharmCAS will make the change to your course grade and GPA, and submit an updated application file to your designated Pharm.D. programs.

Note: if the transcript with your grade change will be received by PharmCAS after June 28, 2018, you must contact PharmCAS before sending the transcript.

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