After You Submit

Required Materials

PharmGrad will begin to process your application once the following materials are received:

  • Completed PharmGrad application; 
  • Sealed official transcripts from every U.S. and English Canadian college attended (if required by your programs); and
  • Correct PharmGrad application fee payment via credit card processed through the application.

Save Your Application as a PDF

You can download and view your application in PDF format. From the application dashboard:

  • Navigate to the Check Status tab and click the download button next to a program, or 
  • Navigate to the Submit Application tab and click the download button next to a program. 

Once you download the application PDF, you can print it or save it on your computer.

Other Materials Required by Programs

Your selected programs may require additional materials, including supplemental applications or fees. You are responsible for submitting your application and all other related materials to ensure they are received by the program’s deadline. Failure to submit all required materials required by your selected programs may jeopardize your eligibility for admission consideration. PharmGrad will not determine if you have met the minimum course requirements or are eligible for admission to a particular program. 

Post-Submission Changes

Review your application carefully before you submit. You generally cannot make corrections after your application is submitted. Only the following sections can be updated following submission:

  • Alternate Name
  • Contact Information
  • Password and Security Questions
  • Add Programs: No substitutions or deletions.
  • Colleges Attended: Add new institutions attended. 
  • Courses: Add newly completed or planned prerequisite coursework at any time, if required by the program. You cannot update terms that were previously verified or add terms for previous years (e.g., you forgot to add a term from 2014). 
  • Recommendations: New recommendations (evaluations) only. No deletions once recommendation is received.
  • Standardized Tests: Add new test dates and scores at any time. Programs might not consider updated scores in the admissions process.
  • Experiences and Achievements: New entries only. No deletions or revisions.

Changing Program Selections After Submission

  • Withdrawing Your Application. If you wish to withdraw your application from 1 or more programs, contact the institution directly.
  • Substituting or Deleting Program Selections. PharmGrad cannot substitute or delete program choices or refund application fees after you submit your application. If you wish to rescind your application to a particular program after you submit, contact the institution directly to remove your application from consideration.
  • Adding a New Program after Submission. You may apply to additional programs after you submit your application, provided the application deadlines have not yet passed. To apply to additional programs, review the “Add Programs” instructions.

Violations After Submission

If a violation or institutional action (i.e. academic sanction, etc.) occurs after an applicant e-submits their PharmGrad application, it is the applicant’s responsibility to notify the programs they have or will apply to in this application cycle. Programs can independently decide on what action they choose to take with this information.


 

Criminal Background Checks

PharmGrad offers a centralized background check process for accepted applicants. The purpose of the process is, in part, to ascertain the ability of a student to meet the requirements of the program or industry. Each program participating in PharmGrad chooses whether to use the background check vendor, Certiphi Screening Inc. Not all programs conduct a background check process through PharmGrad.

To determine which PharmGrad programs use the Certiphi Screening Centralized Criminal Background Check Program, please refer to the PharmGrad Program Directory.

Background Check Description

Below is a description of each check conducted by AACP's selected vendor, Certiphi Screening, in support of the AACP centralized criminal background check solution.

  • Social Security Number Search
    A search of credit report header data to help confirm the applicant's identifying information such as name, aliases, address(es), Social Security Number and to determine areas of prior residence. 
  • County Criminal Records Searches
    A direct search of county courthouse records for any felony or misdemeanor criminal history. All records are researched to help ensure positive identification and complete, easy-to-read details.
  • Statewide Criminal Records Search
    A search conducted through statewide criminal records repositories or court systems for any felony or misdemeanor criminal history.
  • Federal Criminal Records Search
    A direct search of federal courthouse records for any felony or misdemeanor criminal history. All records are researched to help ensure positive identification and complete, easy-to-read details.
  • National Criminal Database Search
    This search is an instant, multi-jurisdiction private database search covering more than 194 million criminal records collected from across the country. All database "hits" are verified directly through the source of information to ensure that records reported are current and up-to-date.
  • National Sexual Offender Database Search
    A search of a national private database which contains sex offender data collected from across the country. All records are researched to help ensure positive identification.
  • U.S. Department of Health and Human Services Office of Inspector General List of Excluded Individuals/Entities Search
    A search of the U.S. Department of Health and Human Services Office of Inspector General List of Excluded Individuals/Entities (LEIE), a database which provides information to the public, health care providers, patients, and others relating to parties excluded from participation in the Medicare, Medicaid, and all Federal health care programs.
  • Search for Dishonorable Discharge from the Armed Forces
    Military records are verified through either telephone interviews with the subject's former commander or by obtaining the applicant's DD-214 form. Verification generally includes subject's name, Service Number, rank, dates of service, awards and decorations, and place of entrance and separation.
  • International Screening
    International criminal records searches are performed where applicable.
  • SanctionsBase Screening
    A search covering sanctions, disciplinary and administrative actions taken by hundreds of federal and state healthcare regulatory authorities, including FDA, NIH, GSA, OFAC, terrorist watch lists and more.

Overview

Upon your initial, conditional acceptance by a participating program, Certiphi Screening, Inc. sends an email to the preferred email address you entered in your PharmGrad application. This email will provide you with access to a secure, online form via which you will provide basic identifying information and consent for this report to be procured. Your consent serves for all programs. You will not be asked to provide consent upon receiving additional, conditional acceptance offers by participating programs. You will be charged a $72.70 fee by Certiphi Screening, Inc.

Notification and Applicant Review

Once you provide consent, Certiphi procures a national background check on you. Once the report is complete, Certiphi sends an email requesting that you review the report prior to its distribution. Upon receiving this email:

  • You have ten (10) calendar days from the date the email was sent to review your report prior to the report being made available to the participating programs. If you do not review this report, the report will be distributed after this period elapses.
  • You are provided with an opportunity to contest the accuracy of the contents of the report within the specified ten (10) calendar day period. The report is not released to the participating programs until any potential inaccuracies have been resolved.

Once you review and release the report, or after the specified ten (10) calendar day period has elapsed, without contest, the report will be made available to the participating program who offered an acceptance and initiated the request for this report.

Privacy

The report is not released to any party other than the programs requesting this report. Please note that the requesting program will be notified if consent is not provided, and that failure to provide consent may result in failing to meet the requesting program’s admissions requirements. Many programs not participating in our service may also require applicants to undergo a separate national background check process. Contact your designated programs directly for specific policies.

About Background Checks for Graduate Programs

Graduate pharmaceutical education programs may require a criminal background check as a condition of acceptance. Failure to disclose and provide accurate information about prior convictions may have serious consequences, such rescinding of acceptance offers, program dismissal, or other sanctions.
 
Background checks reflect all prior convictions, guilty pleas, city ordinance citations (such as public intoxication), illegal possession(s) including possession of alcohol under the legal age, payments of fines (including traffic violations), and in some cases, prior records thought to have been expunged. Note that in some states, common traffic violations may be considered misdemeanors.
 
Candidates with criminal records due to felony offenses are encouraged to be aware of the potential impact on program acceptance and future employment. Contact the programs directly, if you have a felony conviction or a criminal record. If you are uncertain of the status of a charge versus a conviction on your record, or if you are uncertain as to whether your offense was an infraction, misdemeanor, or a felony, contact the city, county, or state jurisdiction where the incident occurred.

Graduate programs may require criminal background checks and/or drug tests in order to verify an individual’s suitability to participate in the program or conduct research. Contact your designated programs directly for specific policies.

PharmGrad requires you to report any felony or misdemeanor convictions. You may also be required to report one or more of the following types of records directly to your designated programs with details about the judgments or disciplines.

  • Arrests for misdemeanors and felonies
  • Adjudication withheld
  • Nolo contendere
  • Plea bargain

If you are convicted of a misdemeanor or felony prior to matriculation, it is your responsibility to IMMEDIATELY inform your program(s).

The PharmGrad application limits its collection of applicant criminal history to information regarding felony and misdemeanor convictions. The application does not request information regarding arrests, criminal charges that were dismissed or were disposed of other than through conviction (for example, through pretrial diversion), or criminal matters that have been expunged or sealed. Laws regarding the ability to request and consider such information in connection with an application for higher education vary from state to state. In some jurisdictions, a graduate program or employer may be authorized to and may request and consider criminal history information beyond that collected through the PharmGrad application. Such information could also appear on certain criminal background checks. Applicants with any criminal history, including arrests or charges that were resolved other than via a conviction, are encouraged to independently determine whether those matters may appear in a criminal background check or may be considered by a graduate program to which they intend to apply and whether they may present a barrier to acceptance or future employment.

Please note that PharmGrad does not provide legal advice regarding these matters.


 

Drug Screening

Graduate pharmaceutical education programs may require accepted applicants to complete a drug screening prior to enrollment 1) to enhance the safety and well-being of faculty, staff, and students in the program and 2) to ascertain the ability of accepted applicants to complete their pharmacy education and eventually become employed.

In support of this recommendation, AACP has initiated a PharmGrad-facilitated drug screening service, through which Certiphi Screening, Inc. (a Vertical Screen® Company) procures a drug screening report on applicants at the point of acceptance. AACP initiated this service in order to recognize the desire of programs to procure appropriate drug screen reports, and to prevent applicants from paying additional fees at each program to which they are accepted.

Drug Screening Description

Certiphi uses urine screening methodologies utilizing both laboratory and instant testing technologies. Tests will be performed through Certiphi’s vast pool of more than 8,000 collection sites located throughout the United States and Canada.

Once a participating program has offered you admission, Certiphi Screening will send you an email with instructions for completing the drug screen. The email will include a toll-free telephone number to contact with any questions regarding the process.

Individual programs may require you to submit to additional drug screenings following the initial screen.

Once a drug screen has been completed, Certiphi will provide the report to the student applicant as well as all programs offering acceptance.

Drug Screening Process

Upon your initial, conditional acceptance by a participating program, Certiphi Screening, Inc. sends an email to the preferred email address you entered on the PharmGrad application. This email provides you with access to a secure, online form via which you will provide basic identifying information, consent for this report to be procured, and payment of $53. Your consent will serve for all programs, and you will not be asked to provide consent upon receiving additional, conditional acceptance offers by participating programs.

Once you have provided payment, Certiphi will provide additional instructions on available drug screening collection facilities to be used for specimen collection. Upon report completion, Certiphi will send an email to your preferred email address notifying you that your drug screening report is complete. A copy of the report will also be provided immediately to the program(s).

Privacy

The report procured during this process will not be released to any party other than the programs requesting this report.

Upon testing by the laboratory, if the specimen is found to be positive for one or more of the drugs tested, you will receive a telephone call from Medical Review Officer (MRO) at Certiphi Screening, Inc.

The MRO will consult with you and your physician to obtain proof as to why the drug/medication was in your specimen.

If you do not return the call to the MRO within three business days, the report will be delivered as a “positive” drug screen.

To see which PharmGrad programs use the Certiphi Screening Centralized Drug Screening Program, please refer to the PharmGrad Program Directory.