Updating the Application/Academic Update

GENERAL APPLICATION UPDATES

Once your application is e-submitted, your application is locked and most sections cannot be updated for the remainder of the application cycle.The only sections which can be updated are:

  1. Edit Contact Information
  2. Edit Profile Information (username, password, security question, etc.)
  3. Add schools and programs to apply to whose deadlines have not yet passed
  4. Edit or delete a reference whose status remains INCOMPLETE
  5. ADD NEW but CANNOT EDIT or DELETE test scores, experiences, and achievements.
  6. Edit Program Materials for schools you have NOT yet submitted to; programs you have already submitted to will be locked

If you have any updates which need to be made to other sections of your application, you must submit these updates directly to your SOPHAS programs.

ACADEMIC UPDATE (COURSEWORK)

You CAN make updates to your coursework section for newly completed or planned courses using a system called Academic Update. Academic Update is a period of time during which you may update any coursework completed since you originally e-submitted your application. Once the coursework has been updated, you would send new transcripts to SOPHAS and we will update your GPA to reflect your newly earned grades. Using this system requires the following:

Academic Update Dates: June 21, 2018 – July 20, 2018

Academic Update opens on June 21, 2017 and closes July 21, 2017. Updates may NOT be made outside of this period.

Application Must Have A Status of “VERIFIED”

Applicants cannot use Academic Update until their application has already been verified the first time.

Works on Fall 20167 or 2018 terms ONLY

Academic Update is intended to allow you to change your previously planned/in-progress courses to completed and report your grades for this work. You may also add future planned courses. The system will NOT allow you to go back and edit previously verified terms or add in terms you forgot to report from past years (i.e. you never updated your spring 2015 work before you were verified).

Update Can Only Be Used ONCE

You may only use Academic Update ONCE each application cycle. Once you update your coursework via academic update and submit the update to SOPHAS, you cannot update your coursework again at a later date.

 HOW TO USE ACADEMIC UPDATE

1. Once the Academic Update period opens on June 21, 2018, all applicants in a “verified” status may navigate to the “Coursework” section.

2. Click the “Switch to Completed Session” button next to any Planned/In Progress terms that now have grades, and then enter the grade for each course. At this time, you may also enter any new planned or in-progress courses. Once you begin this process, your status menu will read “AU Started.”

3. Once you are finished adding all of your new courses, you MUST go back to the Checklist window and click on the “E-Submit Academic Update” button. If you do not e-submit your Academic Update to SOPHAS by clicking this button, SOPHAS will be unable to process your changes and your programs will NOT receive your updated coursework and grades. If you have done this correctly, your status menu will read “AU SUBMITTED.”

4. Order updated transcript(s) to be sent to SOPHAS as soon as possible and monitor your application for their receipt.

5. Once your updated transcript has arrived, you will be given an “AU Complete Date” your application will go into line to have your updated coursework verified and your GPA recalculated. Please note: AU Complete Dates do not display in your status menu, but you can confirm this date with customer service. The verification process for AU can take up to four weeks from your AU Complete Date, but the average turnaround is usually under two weeks. Once done, your application status will read as “AU VERIFIED.”

As soon as you e-submit your Academic Update, SOPHAS gives your designated programs access to the UNVERIFIED courses you entered during the Academic Update. Once SOPHAS receives your updated official transcripts, SOPHAS will verify your fall courses and recalculate your SOPHAS GPAs. Your entire application file, including your newly VERIFIED courses and revised GPAs, are available to your designated programs online immediately.

COMMON QUESTIONS:

Q: Am I required to use Academic Update?

A: SOPHAS recommends, but does NOT require, applicants with updated grades to participate in Academic Update. However, your SOPHAS programs MAY require it. Please enter your updated courses even if you have already received an offer of admission to one or more programs. If you fail to enter your updated courses, your designated programs may not consider your application or may revoke a previous offer of admission.

Q: Can I update other sections of my application with Academic Update?

A: NO. You will only have access to the coursework section and the terms which qualify. Your previously verified coursework and other sections of the application will remain locked.

Q: Can I use Professional Transcript Entry for Academic Update?

A: NO. Applicants must enter in their in-progress and/or completed coursework themselves.  Applicants cannot pay for Professional Transcript Entry for Academic Update.

Q: Can I update courses after July 20, 2018?

A: NO. Academic update closes on July 20, 2018. All updates you wish to make after this date must be sent to your programs directly.

Q: What do I do if my fall grades are already entered as complete?

A: This means that your fall transcript arrived at SOPHAS before your application was mailed and the SOPHAS staff has already entered the data for you. There is no need for you to enter the grades again.

Q: I have received my final grades for current courses, but transcripts are not yet available. Should I wait to submit the application until SOPHAS receives the updated transcript?

A: You have two choices in this case:

  1. You may list your current courses as completed on your online application, and wait to e-submit your application until SOPHAS has received the updated transcript, which will cause a delay in your application. Please note that once all materials have been received, it may take four weeks for your application to be processed and mailed to your schools. SOPHAS recommends that all information arrive at SOPHAS at least four weeks prior to your earliest deadline.
  2. You may leave the courses listed as in-progress on your SOPHAS application and submit your application. In this case, you would send the transcripts with only the completed courses to SOPHAS and, once the in-progress courses are complete, either update your information during the academic update period or send updated transcripts directly to the schools to which you are applying. This would avoid a delay in your application, and this is not an uncommon practice.

Q: I’ve changed addresses and need to update my contact information. What should I do?

A: Please be sure to update your contact information on your online SOPHAS application. Even after your application has been submitted, you still have access to this section.



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