Transcripts

After you select all of your graduate programs in the Add Programs section of application, you can determine whether they require official transcripts to be sent to PharmGrad by reviewing the Program Requirements table at the bottom of the Colleges Attended section.

If your program requires you to submit official transcripts, follow the steps below. If your program requires you to submit unofficial transcripts or no transcripts, see Colleges Attended for more information.

  • If required by the graduate program, transcripts must be sent to PharmGrad from all US and English-speaking Canadian institutions you listed in the Colleges Attended section of your application. We cannot process your application without receiving all of your transcripts.
  • Do not send foreign transcripts (non-US/non-English-Canadian). This includes transcripts from Caribbean and French-Canadian schools. We cannot accept these documents and they will be destroyed. 
  • Transcripts must be original. Transcripts that are photocopied, faxed, on file at a career center or Interfolio, etc. are not accepted.
  • Transcripts must be addressed to PharmGrad. Transcripts addressed to you, a program, school, or any address other than PharmGrad are not accepted.
  • Transcripts must be mailed by your registrar. For security purposes, we cannot accept transcripts mailed by you or anyone other than the registrar. If anything on your transcript indicates that it was issued to the student, picked up by you, or mailed to any address other than PharmGrad, your transcript will be rejected and you will need to send a new one. 
  • In rare occurrences where a school's computer system can only include the applicant's name in the transcript's Issue to field, instruct the registrar to mail the transcript to PharmGrad and include a letter stating the registrar's policy for addressing transcripts. Transcripts will not be accepted without this letter. Additionally, the transcript cannot have an "Issued to Student" or "Student Copy" stamp and cannot be picked up by the applicant. 

Sending Transcripts Electronically (Preferred)

PharmGrad only accepts electronic transcripts from Parchment and National Student Clearinghouse. If your school does not offer any of these services, your transcript must be sent by mail.

If your school requires that you use a service other than Parchment or National Student Clearinghouse, you should ask that service to mail the transcripts instead of sending them electronically. Since you cannot include the Transcript ID Form, you should include your full PharmGrad ID number when entering the PharmGrad mailing address.

When using any of these services, select PharmGrad as the recipient. If you can't select PharmGrad and instead are asked for an email address, your transcript must be sent by mail. Do not send your transcript to the PharmGrad customer service email.

Parchment

Confirm that your school offers the Parchment service. If your school is not listed, your transcript must be sent by mail. If your school is listed, follow the instructions to proceed. Once your transcript is requested, it takes up to five business days for it to post to your application. If your transcript is not posted after this timeframe, contact Parchment directly to confirm the order was completed, then contact customer service.

Note that if you need to enter your transcript's unique barcode ID, you can find this by clicking Order for your transcript on the Academic Records page.

National Student Clearinghouse

Confirm that your school offers the National Student Clearinghouse service. If you attended Geneva College or Geneva College Portage Learning, review their transcript guidelines before you order transcripts.

If your school is not listed, your transcript must be sent by mail. If your school is listed, complete the following:

  1. From the menu bar, click Order–Track–Verify > Order a Transcript.
  2. Enter the school you wish to order a transcript from, then click Continue.
  3. Click Order Transcript.
  4. Follow the prompts and enter the required information.
    • When selecting the recipient (i.e., Who are you sending your transcript to?), select Educational Organization, Application Service and Scholarships.
    • When entering recipient details, select PharmGrad from the Select Organization drop-down, then enter the CAS Transcript ID. This ID is located in the PharmGrad on-screen instructions when ordering electronic transcripts and below the barcode on the Transcript ID Form issued to you by PharmGrad (the barcode is located in the upper right corner of this form). Note that PharmGrad may be selected automatically for you in the Select Organization drop-down. Additionally, PharmGrad may be listed with an association name, such as American Association of Colleges of Pharmacy (PharmGrad). If the Enter CAS Transcript ID field does not appear, then your transcript cannot be sent to PharmGrad electronically.

Once your transcript is requested, it takes up to five business days for it to post to your application. If your transcript is not posted after this timeframe, contact PharmGrad customer service to confirm the order was completed.

Sending Transcripts by Mail

  1. Contact the registrar at each institution you attended and request one transcript be sent to PharmGrad.
  2. Provide the registrar with the following items:
    • PharmGrad Transcript ID Form. Ask the registrar to attach it to your official transcripts. This form is not required, but strongly recommended as it helps ensure your official transcripts are properly matched to your application. If you cannot use this form, make sure the registrar prints "PharmGrad" and your full PharmGrad ID number on the transcript before mailing it.
    • Any school-specific forms required by the registrar.
    • Any transcript fees required by the registrar.
    • All information needed by the registrar to properly identify you in the school's database.
    • Any name changes.
    • Your PharmGrad ID number.
  3. Click Yes or No to indicate if you were able to request your transcript.

Your registrar should mail your paper transcripts to the following address:

Transcript ID# XXXXXXXXXX-XXXXXXX-X
PharmGrad Transcript Processing Center
PO Box 9109
Watertown, MA 02471

We are not responsible for any materials lost in the mail or delays caused by the Registrar's Office. Express or certified mail does not guarantee faster processing or receipt.

Academic Records

View the status of your transcript(s) and/or foreign evaluations for each college or university on the Academic Records page. Your academic record's status may be:

  • Ordered: This status indicates that your transcript or foreign evaluation was ordered and is still being processed. On average, it takes up to five business days for your transcript or foreign evaluation to post to your application from the date we receive it.
  • Received: This status indicates that your transcript or foreign evaluation has been processed and is now posted to your application. Your transcript or foreign evaluation will be shared with all your programs.

PharmGrad will also send email notifications every time a transcript is posted to your application. It is your responsibility to monitor the status of your transcripts at PharmGrad throughout the application process. PharmGrad will not notify you regarding missing transcripts, nor is PharmGrad responsible for materials lost in the mail or for delays caused by institutional registrars’ offices. If it has been longer than 10 business days and your transcript has not been posted, arrange for it to be resubmitted. Express or certified mail does not guarantee expedient processing or receipt by PharmGrad.

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You may wish to follow-up with the registrar to confirm when your transcripts were sent. Processing times vary by registrar and may take longer towards the end of a semester. Some schools may not send your transcript until the semester is over.

Posting Delays

If your transcript has not posted within five business days, first contact your school to confirm that they sent your transcript. Additionally, the following scenarios can cause delayed application posting/processing and should be avoided whenever possible:

  • A transcript is not accompanied by a Transcript ID Form or is accompanied by the incorrect form.
  • A transcript is not addressed specifically to "PharmGrad."
  • A school you attended is missing from the Colleges Attended section. We cannot attach a transcript to your application unless the school is listed.
  • An incorrect school name is listed in the Colleges Attended section. We cannot attach a transcript to your application until it is corrected.
  • The name on a transcript cannot be found in the PharmGrad database, either because your name changed, was misspelled on the transcript, was misspelled on the application, or you have not yet created your PharmGrad account.

Rejected Transcripts

The following scenarios can cause transcripts to be rejected and should be avoided whenever possible:

  • A transcript is unofficial, marked as student-issued, or is addressed to someone other than PharmGrad.
  • A transcript is missing pages or was severely damaged in the mail.
  • A document received by PharmGrad is not a transcript.
  • An incorrect transcript was received; this can occur when another student at your school has the same or similar name and you did not provide enough information to the registrar when you requested your transcript. Be sure to provide your schools with as much information as possible so they can properly identify your records.

International and Study Abroad

French Canadian Institutions

If you attended a Canadian institution that does not issue transcripts in English, do not send the transcript to PharmGrad. Instead, follow the foreign transcript instructions for each program. Most programs will require a foreign transcript evaluation from WES or ECE. PharmGrad will not hold an application for this documentation, if it is missing.

International (Foreign) Institutions

Enter all international (non-United States/foreign) institutions you have attended on your PharmGrad application. If required by the program, order a foreign transcript evaluation from World Education Services (WES) or Educational Credential Evaluators (ECE) through the PharmGrad application. See more information about foreign evaluation vendors in the PharmGrad Help Center.

  • Do not send original international transcripts to PharmGrad.
  • Do not enter international courses completed outside of the United States or Canada.

Study Abroad

If you participated in a study-abroad program under the auspices of a U.S. institution, and the coursework appears on the U.S. transcript as regular itemized credit, follow the steps below.

  • Send the U.S. transcript with study-abroad credits to PharmGrad.
  • Enter any study-abroad courses that are intended to fulfill a program’s course prerequisite and appear on a U.S. transcript with separate grades and credits in the Transcript Entry section.
  • Do not list the international (foreign) institution in the Colleges Attended section.
  • If the U.S. transcript does not display the grades or credits for study-abroad courses, follow the policies for international transcripts and coursework. 

Overseas U.S. Institutions

PharmGrad recognizes overseas United States institutions that are accredited through an agency approved by the U.S. Department of Education and uses English as the primary language of instruction and documentation. Submit transcripts and coursework for overseas U.S. institutions and U.S. institutions with a campus overseas (e.g., the University of Maryland at Munich).

Updated Transcripts

In most cases you will not need to send updated transcripts; however, some programs may ask you to send them to PharmGrad or directly to the program. Contact your program directly for their requirements. Updated coursework will not be verified. See the PharmGrad Applicant Help Center for more information. 

No Transcript Available

PharmGrad does not waive transcript requirements due to unpaid fees from the applicant to a college or university. Applicants who are unable to obtain an official transcript from an institution due to extenuating circumstances, such as a closed institution, must submit a signed letter of explanation on official letterhead from the appropriate institution or state department of education. PharmGrad will evaluate transcript waiver requests on a case-by-case basis.

Transcript Investigations

PharmGrad will investigate and report applicants suspected of submitting false or fraudulent information. If any misrepresentation in data is suspected by or reported to PharmGrad, the applicant will be notified, and relevant information will be requested. If a misrepresentation in data is confirmed, PharmGrad will notify the programs to which the applicant has applied. In addition, on a case-by-case basis, PharmGrad reserves the right to notify all programs participating in the service, as well as other education associations.