Paperless Admissions Processing
AACP Annual Conference 2011
Description & Objectives
Description:
This workshop will include a discussion on creating a paperless
admissions environment. Becoming paperless is environmentally
responsible and saves time and money. Topics will include
benefits and concerns of becoming paperless, scanning and
saving procedures, and more. Ask questions and share
suggestions to help move to this process.
Objectives:
• Save money and become more efficient and by reducing paper
mailings and manual data entry
• Encourage other schools to become paperless in order to
become environmentally friendly and reduce waste
• Provide concrete ways for offices to initiate the paperless
process
Agenda
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What is paperless admissions processing?
Benefits of being paperless
Best practices
Issues & concerns
Next steps
Questions
School-specific processing procedures
Panelists
Christine Stumm, Assistant Director of Admissions, University at Buffalo School of Pharmacy & Pharmaceutical
Sciences
- Obtained her MS degree in Higher Education Administration at UB and began working in the Pharmacy &
Pharmaceutical Sciences Admissions Office in 2006 as an Admissions Advisor. She became Assistant Director in
2009.
crm23@buffalo.edu
Laura Fox, Assistant Dean for Professional and Student Affairs, Presbyterian College School of Pharmacy
- Received her B.S. in Biological Sciences from Clemson University and her Ph.D. in Pharmaceutics from the
University of Georgia. She served on the faculty of Midwestern University in Glendale, AZ and at the University of
South Carolina in Columbia, SC before joining the leadership team at Presbyterian College School of Pharmacy in
2009.
lmfox@presby.edu
Richard O'Brocta, Assistant Dean of Student Affairs, St. John Fisher College Wegmans School of Pharmacy
- Received his PharmD from Ohio Northern University. Started at the Wegmans School of Pharmacy in 2006 and
assumed the position of Assistant dean of Student Affairs in 2008.robrocta@sjfc.edu
Panelists
Tessa Keys, Academic Advisor, Southern Illinois University Edwardsville School of Pharmacy
- Received her MA degree in Student Affairs Administration in Higher Education at Ball State and began working in
the SIUE School of Pharmacy Office of Student Affairs in 2007. She is a member of the PharmCAS Advisory Panel.
tlockha@siue.edu
Richard Kasmer, Associate Dean and Associate Professor of Pharmacy Practice, Northeast Ohio Medical University
- Earned his Doctor of Pharmacy degree (Pharm.D.) from Creighton University in Omaha, NE in 1981, completed a
post-doctorate residency training program in Ambulatory Care at the VA Medical Center in Kansas City, MO in 1982
and earned his Juris Doctor degree (J.D.) from Cleveland State University Marshall College of Law in Cleveland, OH
in 1992.
rkasmer@neomed.edu
Lucas Whittaker, Director of Admissions, Palm Beach Atlantic University
- Received his B.S. in Finance from the University of Wisconsin in 2005 and his M.B.A from South University in 2009.
He has worked in admissions since 2006 at South University and in January 2010 joined Palm Beach Atlantic
University as the Director of Pharmacy Admissions.
Lucas_Whittaker@pba.edu
What is paperless admissions processing?
Adopt some/all of these practices:
• Requiring a web-based application (PharmCAS)
• Receiving PharmCAS mailings electronically
• Requiring electronic submission of supplemental
materials
• Sending only emails or phone calls (verify with
legal counsel )
• Processing, saving, and reviewing materials
electronically
Benefits of being paperless
• Less printing and postage
• Easier file finding and sharing
• Documents are secure and
electronically available
• Less work compiling and
entering data
• Increased accuracy
• More streamlined process
• Clean office space without
paper or filing cabinets
• Increased job satisfaction and
less stress
• Easy to add/delete/save over
student files when needed
• Easy to communicate with
students
Benefits of being paperless
Some Statistics:
• 30 pages on average per applicant
x 1000 applicants per year x life of
the college (100 plus years) =
3,000,000 sheets of paper.
• 1 tree makes 16.67 reams of copy
paper or 8,333.3 sheets
• Save 415 trees through paperless
application alone! Not to mention
the hours of shredding!
• Fed Ex shipping = $2700 per year
Best Practices – PharmAdmit
• Use PharmAdmit for as much as possible - interviews, supplemental
processing, correspondences, scoring, etc.
• Use the List Manager to Query
• Use Supplemental tab as a checklist: Supplemental App, Fee, PCAT, TOEFL,
WES, LORs. Move forward once checklist done is YES.
• Set up correspondences in Letter Setup
• Link status changes to correspondences
• Set up e-mail correspondences in the personal tab
• Use merged fields
• For each new download, manually enter necessary information: Level of
Education, Applicant Type, Current Status, Highest Level of Education
• Use “General Reports” and “Graphical Drilldowns” to share with Admissions
Committee
Examples: Status Changes, Correspondence Setup
Examples: List Manager, Supplemental
Examples: Manual enter
Best Practices – PharmCAS
• Download PharmCAS applications only when applicants are
selected for review or only those who send a supplemental.
• Export supplemental information back to PharmCAS
(Output  Supplemental Item Export)
• Download “Delivered Applicants” to contact those who
have not yet been mailed/verified
• See who has been offered/accepted other admissions
offers
• View end of year “Reports”
• Check “Recently Changed” in PharmCAS on a weekly basis
Examples on next page
Best Practices – File Saving
• Create an electronic folder for each applicant Example
• Save files as Last_First_PharmCAS#
• Download PharmCAS applications and other
materials into folders
• “Clearinghouse” folder for documents that arrive
without a corresponding application - cross check
when mailing received
• Create several folders to track statuses Example
• Scan/save documents into each folder then shred
• Create a single PDF portfolio for each reviewed
Best Practices – File Sharing
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Blackboard Example
SharePoint
Create a shared drive
LCD Projector
Provide access to PharmCAS/PharmADMIT
Work with IT to create a password secure
website
• Use password protected jump drives/
laptops
Best Practices – Supplemental Apps
• Make due date after PharmCAS due date
• Collecting Applications:
– Vovici Example
– Fillable Word (applicants have problems completing and
submitting certain attachments such as PDF)
– Work with IT department to create a website/electronic form
– CollegeNET
• Collecting Payments:
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CollegeNET
Skipjack
Work with Bursar office
Paypal is an option, but not recommended
Best Practices – Supplemental Apps
Vovici:
• ~$2000 - $5000 per year
CollegeNET:
• ~$6000 per year
Skipjack:
• 1 time setup fee: $79.95-$159.95
• Monthly processing fee: $19.95-$79.95
Best Practices – Interviewing
• PDF file of applicant information sent to
interviewers 3 days before interview day
• Completed for interviewer convenience
• Be certain to “print disable” the file
• Interview form should be online
• Laptops provided for interviewers
• May complete evaluation form during
interview or within 24-hours post-event
• If paper is necessary, use as little as possible
• Consider “blind” interviews
Best Practices – Other
• Be consistent. Streamline. Insist that students
send all documents to PharmCAS.
• Provide as much information as possible on
the website and initial “application received”
email – reduces inquiries
• Remind students to check the status of their
supplemental materials on the portal
• Use the helpful support provided by
PharmCAS and PharmADMIT staff
• Continue to review and revise processing as
needed
Issues & Concerns – Staff Buy-In
• Be prepared for “what if this happens, how can we handle
this” etc.
• Present a good case and listen to people’s concerns
• Contemplate how you can alleviate concerns most effectively –
use creative thinking
• Know your allies and who the most powerful decision makers
are
• Be patient with people as they process the ideas for change
• Bring the idea up again with the Admissions Committee; find
the balance being too pushy with just giving up because you
may meet resistance
• Solicit support
Issues & Concerns – Technology
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Backup files on a regular basis
Discuss limited file space with IT
Discuss security with IT
Files are just as safe, maybe more, on a computer than in a
filing cabinet
Scan, save, shred documents
Reminders not to print documents (if print, shred & recycle)
Reminders not to save files to personal computer
Must purchase a scanner (two-sided is best) and shredder
The server is down (rarely)
Linking PharmCAS/PharmADMIT to institution’s student
information system
Issues & Concerns – Paper Required
• Administration may require paper copies of
certain items. Admissions Committee may
require (prefer) paper copies
• Minimize what is required
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Are denial letters for everyone necessary?
Can you print double-sided?
Can you reduce the amount of text and font size?
Can you print less copies?
• Use PharmADMIT to make notes
• Use Adobe Acrobat Professional to make
notes on PDF
Next Steps
• Convince others through meeting and/or emails by providing the rationale and having
answers for their concerns.
• Write up a plan for processing and reviewing
applications. Include timelines and goals.
• Test. When setting up process, test on
multiple computers.
• Provide training to staff and welcome
constructive feedback.
• Ask other paperless school(s) and
PharmCAS/PharmADMIT staff.
Questions?
Processing Procedures from Panel…
Presbyterian College
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants
– (2009-10): 555
– (2010-11): 435
• Processing: 3 staff members
• Reviewing: 3 staff members + 5 admissions committee
members
How paperless?
• We are paperless except for:
– Checklist for each applicant (1 sheet of paper)
– Acceptance letters are printed on letterhead and mailed
Presbyterian College
Processing and Reviewing Procedures:
• Create an electronic folder for each applicant
• Receive or scan documents into each folder then shred
• Download PharmCAS applications into folders when applicants
are selected for interview
• Generate PharmAdMIT reports after interview; add to folder
• Create a pdf portfolio for each interviewed applicant
• Make applicant portfolios available for Admissions Committee
review using Blackboard
Other Issues:
• File sharing required the creation of a shared drive
• Tracking submissions by students to verify file completion –
helped via paper checklist
Presbyterian College
Presbyterian College
Presbyterian College
Presbyterian College
Southern Illinois University Edwardsville
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (10-11): 501
• Processing: 2 staff members
• Reviewing: 2 staff members + 9 admissions committee members
How paperless?
• Paperless except:
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Supplemental Application & copy of State ID – 3 pages
Staff reviewer document & committee review document – 2 pages
Interview evaluation and prerequisite sheet– 3 pages
Writing assessment during interviews – 6 pages
Acceptance letters, enrollment deposit, experiential education – 4
pages
Southern Illinois University Edwardsville
Processing and Reviewing Procedures:
• Sort students into lists – use Correspondence Setup to create an
email to attach to each status change – incomplete, complete,
application received, etc.
• File mailed supplemental apps (will email next year to reduce
paper) – enter supplemental information in PharmAdMIT
• Supplemental fees are mailed check or money order – working with
Bursar Office to allow for online payment on SIUE website
• Manually enter Highest Degree in College Summary, SIUE Student,
# of repeats, reviewer, App Type for residency, current tech – if all
information is in AdMIT, can export all data into one spreadsheet
reducing the use of multiple documents
Southern Illinois University Edwardsville
Southern Illinois University Edwardsville
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Student Affairs reviews files once checklist done is YES
Create electronic folders for each committee reviewer which includes each
applicant’s information from PharmAdMIT (PCAT, Residency, GPA, Current
Tech, Degree, Military, # of repeats) and electronic copy of PharmCAS app
– Output saved to password protected jump drive
– Many committee members are not SIUE SOP faculty/staff = jump drive
Committee reviews files, returns jump drive & one page document of notes
on each student for committee meeting discussion
Email students with Interview status and information needed for interview
day – email interviewers as well
Email students with Admissions Status/Waitlist Status – mail acceptance
letter, enrollment deposit form, and experiential notification (3 pages total)
- email all information to SIUE Admissions to admit students
Experiential Education Office also went paperless – 14 page document now
emailed to all 82 admitted students
Northeast Ohio Medical University
Workload and Staff:
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Number of Complete/Mailed PharmCAS Applicants (08-09): 551
Processing: 1 full-time dedicated staff; Reviewing: 1 (Director)
How paperless?
• 100% paperless for applicant
• Send information electronically for interviewer, but they still want us to
print out for interview day
Processing and Reviewing Procedures:
• PharmCAS application is loaded into our Banner system as a pdf.
• Supplemental is completed in pdf and emailed to University.
• Supplemental and PharmCAS app are forwarded on for review.
• Extra materials like a green card are not submitted electronically (yet)
and are stored in an applicant's file.
Northeast Ohio Medical University
Processing and Reviewing Procedures
Northeast Ohio Medical University
• Application Data – Spreadsheet /
Databases
– Academic and Demographic Data is fed into a
master spreadsheet that tracks all applicants
using PharmADMIT
– Additional Information applicable to NEOMED
may be manually entered into spreadsheet
Northeast Ohio Medical University
• PDF’s of Applications & Materials
– PDF of each PharmCAS application
downloaded
• Letters of Recommendation included
– Merged with PDF of submitted supplemental
application (online application created at
NEOMED)
– Password-protected & print-disabled for
security reasons
– If application updated (new PCAT scores, e.g.),
new PDF is made
Northeast Ohio Medical University
• Online Survey Tools
– File reviewers are given electronic PDF of
application and link to an online survey tool.
• All results fed into an Excel spreadsheet to be merged with
application data spreadsheet
– Interviewers use electronic PDF of application
and are given a laptop with a pre-loaded
online survey tool.
• All comments and scores are fed into Excel as well for
merging into tracking spreadsheet (distributed to Admissions
Committee)
Palm Beach Atlantic University
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants
– (2010-11): 812
• Processing: 3 staff members (Director, Counselor, and
Clerk)
• Reviewing: 2 staff members + 4 admissions committee
members
How paperless?
• We are paperless except for:
– Acceptance letters are printed on letterhead and
mailed
Palm Beach Atlantic University
• Processing and Reviewing Process
PharmCAS
Supplemental
Applications
Interviews
Offers
Class of 2015
Palm Beach Atlantic University
Clerk begins construction
Files complete for Review
Sample File
Palm Beach Atlantic University
Potential Status Outcomes
Change Status
Palm Beach Atlantic University
Fast and Efficient!!!
• Manage Funnel and Files
Simultaneously
• Funnel
– Self SWOT
• Files
– Numbers can tell a story!!
– Updates (ranking reports),
etc…
– Fewer blind spots
Palm Beach Atlantic University
• Pros
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Time, Time, Time!!!
Committee convenience
Tracking (comments, etc…)
Instant Access by all parties involved
Customer Service/Speed of Service
• Cons/Concerns
– Computer Literacy
– Tangible Files Are Comforting
– Deletion of Files (know the recovery plan)
Questions ????
St. John Fisher College
Wegmans School of Pharmacy
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants: (10-11): 862
• Processing: 1 full-time staff member; Reviewing: Several within
admissions and the School
How paperless?
• Partial, we just print the PharmCAS applications and files of
accepted students for the Registrar’s Office
Processing and Reviewing Procedures:
• Receive new and revised application mailings electronically from
PharmCAS.
• Once all application data is processed, the Admissions
Committee conducts review.
St. John Fisher College
Wegmans School of Pharmacy
Other Best Practices:
• Communication is key between staff members who have
access to viewing applications in the PharmCAS portal.
• Have processes, guidelines, goals in place that will keep staff
members organized.
Other Issues:
• No major obstacles during the transition because PharmCAS
is very easy to work with.
• It would be helpful if foreign credit evaluations were
calculated into the PharmCAS GPA and included with the
verified coursework as part of the complete application.
University at Buffalo
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (10-11): 815
• Processing: 2 full-time staff members; Reviewing: Many in the School
and Alumni
How paperless?
• Everything except interviews (interviewer rubric and instructions – 2
pages; writing sample – 1 page); acceptance letter – 1 page
Processing and Reviewing Procedures:
• For each new download, manually enter in PharmADMIT: Level of
Education, Application Code, Applicant Type, Current Status.
• Create folders for each downloaded applicant in a shared, secure
directory and create a “clearinghouse” folder for documents that
arrive without a corresponding application.
• Scan, save, shred documents.
Level of Education
Applicant Type
Current Status
Application Code
SUNY Code and Person
Number (if accepted)
University at Buffalo
Create folders, scan documents, save to network drive.
Save as Last_First_PharmCAS#_document name/code
Acceptance letters, interview assessment, writing sample, any other supplemental materials.
PharmCAS packet at end of cycle (if complete and competitive).
University at Buffalo
Other Best Practices:
• Set up correspondences and use merged fields in PharmADMIT
• Link status changes to correspondences
• Set up e-mail correspondences in the personal tab in PharmADMIT
University at Buffalo
Create a folder with Word documents. Copy/paste correspondences into “Letter
Setup” and in “Personal” tab.
University at Buffalo
Other Best Practices:
• CTRL+F to search for documents and folders
• Use the List Manager to Query
• Use Supplemental tab as a checklist: Supplemental Application, Fee, PCAT, TOEFL,
WES, Recommendations, Special Challenge. Move forward when “Checklist is
Done.”
Vovici:
Processing Procedures from Other Schools…
California Northstate College of
Pharmacy
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants:
• Processing:
• Reviewing:
How paperless?
• Started paperless last admissions cycle
• Supplemental and PharmCAS are paperless
• All applicant communication
• All “New Student Welcome Packets” are sent electronically to
incoming students by Student Affairs
2011
University of Louisiana-Monroe
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (08-09): 281
• Processing: 2 full-time staff members; Reviewing: 15
How paperless?
• About 60%
• All correspondences are done via e-mail
• Each app has an electronic file – Admissions Committee views online
• Applicants mail a paper supplemental application
• Interviews are on paper
• We do still keep a paper file on each student
Processing and Reviewing Procedures:
• All materials are scanned and placed in applicant file
Other Issues:
• Time consuming scanning and saving in the electronic files
2010
Northeastern Ohio
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (08-09): 551
• Processing: 1 full-time staff; Reviewing: 1 (Director)
How paperless?
• 100% paperless for applicant
• Send information electronically for interviewer, but they still want us to
print out for interview day
Processing and Reviewing Procedures:
• Data from the PharmCAS application is loaded into our Banner system
and is then stored as a pdf.
• Supplemental is completed in pdf and emailed electronically in xml,
which is then imported into the pdf and stored electronically by staff.
• Supplemental and PharmCAS app are forwarded on for review.
• Extra materials like a green card are not submitted electronically (yet)
and are stored in an applicant's file
2010
Drake University
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (08-09): 324
• Processing: 3 full-time staff members; Reviewing: various staff and
faculty
How paperless?
• We still keep files on students because we require a Supplemental
Form.
Processing and Reviewing Procedures:
• Due to competitiveness, we do not see the need to have paper
applications for all
• Save files only for those who complete a supplemental form
Other Best Practices:
• You must have the process in place.
• A planning meeting was the best way to come up with various
2010
situations, so we could plan ahead for them.
University of Washington
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (08-09): 816
• Processing: 1.5 staff members, 1.5 staff members evaluate (calculate
prepharmacy gpas); Reviewing: 1 full-time staff member
How paperless?
• Electronic mailings from PharmCAS
• Applicants send us a supplemental application
• Print applications for only those who submit Supplemental
Processing and Reviewing Procedures:
• Download PharmCAS applications from only those who send a
supplemental application.
• Check application and all paperwork such as LOR, AP scores, etc.
• Make folders, contact applicants if incomplete, print PharmCAS
application, use folders to evaluate
• Academic Advisor evaluates application using PharmAdmit
2010
University of Washington
Processing and Reviewing Procedures (Continued):
• Forward file onto the Chair of Admissions who determines if eligible for
interview
• PharmCAS application and supplemental application materials are then
scanned and added to a secure website for interviewers
• Decision letters are sent as mailed letters not email
Other Issues:
• We had to go back on the website and print off the PharmCAS
applications when there were updates. Didn't always keep up with
updates.
• Seeking secure way for applicants to submit paperless supplemental
Other Advice
• A paperless admissions process has some getting used to.
• Outline processing details and have someone knowledgeable about
2010
admissions process set up PharmAdmit.
Thomas Jefferson
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (08-09): 1088
• Processing: 1 full-time; Reviewing: 1 full-time staff member
How paperless?
• 100%
Processing and Reviewing Procedures:
• IT developed a script that launches an email to each downloaded
PharmCAS applicant with a link to the supplemental application
• Once all documents have been received and an application is complete,
we generate a list to faculty for evaluation
Other Best Practices:
• Establish a timeline for downloading and reviewing.
• Spot check that all documents have come over in download.
Other Issues:
2010
• The only problems stem from not receiving all updated information
from PharmCAS. This sometimes results in manual entry of info
University of Iowa
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (08-09): 793
• Processing: 1 full-time staff member; Reviewing: 2 full-time staff
members
How paperless?
• All materials that are available to us through
PharmCAS/PharmAdmit are dealt with electronically
• Admissions Committee access the information through a
SharePoint website
• Supplemental application and fee are not submitted
electronically - they are maintained in a general file and included
in folders for those who matriculate. This application is scanned
and given to the Admissions committee on the SharePoint site.
2010
University of Iowa
Processing and Reviewing Procedures:
• Receive information from PharmAdmit and manipulate the data
using Excel in any way that is necessary
• Communicate with applicants by e-mail through PharmAdmit
• Verify transfer equivalencies
• Director reviews applicants to determine who will receive a
personal interview using a holistic process
• Before we used SharePoint, info would be loaded on a local,
password-protected server or on laptops for committee.
Other Best Practices:
• SharePoint has worked very well to distribute the information to our
Admissions Committee in a secure confidential manner.
Other Advice:
• There are always issues when new computer programs are 2010
introduced, but this one did not pose a great burden.
University of Kentucky
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (08-09): 725
• Processing: 2 full-time; Reviewing: 1 (Director) then Committee
How paperless?
• 100%. Students are required to mail back 3 pages with signature.
• No checks are processed.
Processing and Reviewing Procedures:
• Save all applicant files using Microsoft OneNote. Keep one
notebook for each year, with every applicant’s files as “sections” or
folders.
• Collect supplemental online, which comes directly to e-mail. Save
to OneNote file using print function.
2010
University of Kentucky
Processing and Reviewing Procedures:
• Color-code students’ files, for example green if everything is in
• Committee meetings involve projecting these files onto a large
screen.
• Print and pass around a 2-page report including GPA, PCAT, etc.
• SharePoint for those who want to review prior to/outside of
meeting.
• E-mail accepted students a handbook (policies) in PDF format
Other Issues:
• Experienced issues using Word for correspondences in
PharmADMIT. We attach PDFs to lock information and to avoid
problems.
2010
Roosevelt University
Workload and Staff:
• Number of Complete/Mailed PharmCAS Applicants (10-11): 571
• Processing & Reviewing: 2 (Asst. Dean & Asst. Dir) then Committee
How paperless?
• 90%. Decision letters. Students are required to mail back 7 pages
with signature. Some printing done via PharmCAS.
• 15% of deposits are by check all others done online.
Processing and Reviewing Procedures:
• All applicant files are managed via PharmADMIT and Microsoft
Access.
• Collect supplemental online, managed through Banner. Any student
documents are scanned into Banner Document Manager and then
destroyed.
Roosevelt University
Other Best Practices:
• Email communication enabled through PharmADMIT and
communication through regular email and phone contact
to prospects and admits
• Involving admission committee in contacting
interviewed students.
• Twitter and FaceBook updates to admitted students.
Other Issues:
• Trouble initially with University switching to Banner
Document Management System.
• Had to get IT to disable certain firewalls so email could
come from PharmADMIT