As a rule, -We have never provided students as representatives on AC any access to PharmCAS. Before Covid, when meetings were not virtual, even in candidate review meeting, if students were "present" any names and identifying information is redacted (blacked out). on the student copy of the list of candidates reviewed. At the end of the meeting, all copies were collected; no documents with candidate information left the room or possession of the admissions staff/ coordinator in the meeting. FYI: In my experience, there is still risk with faculty on AC who have unfettered access to PharmCAS data. In one instance, an AC faculty abused access to mine data on current cohorts the faculty was teaching and to discuss with other faculty (an improper use and unauthorized use of PharmCAS outside purview/ purpose of their role which is limited to duration of an AC meeting / task.). Incident reported to Dean; Dean addressed this violation with the faculty. Another instance, a faculty who was schedule to interview candidates, logged into PharmCAS, and reviewed the files on candidates in advance of the interview (also improper/ unauthorized use) which violated the admissions process we have - interviewers are to evaluate the responses to questions in the admissions interview rubric, which assess affective domain skills, and therefore interviewing faculty should not consider or have academic data. Incident reported to Dean; Dean addressed this violation with the faculty.
Unless it's a faculty or School administrator (Dean, Office of Assessment, Student Affairs) with Administrator Access such as Chair or Vice Chair of AC how needs it to run a report or run an AC meeting, access to PharmCAS should be restricted, and those with access during their tenure as Chair or Vice Chair of AC should be trained. Faculty should not have unfettered access to PharmCAS. Another couple cautionary tales
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Ettie Rosenberg, PharmD JD
Assistant Dean of Student Affairs, and
Professor, Department of Pharmacy Practice
West Coast University School of Pharmacy
590 N. Vermont Avenue
Los Angeles, California 90004
Email:
erosenberg@westcoastuniversity.eduDirect: 323 454 5024
MAIN 323 284 7998
FAX 323 661 0935
Most people say that it is the intellect which makes a great scientist… They are wrong.
It is character.
-Albert Einstein
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Original Message:
Sent: 02-09-2024 06:49 PM
From: Angela Ockerman
Subject: Policy and Procedure for Students on Admissions Committees
We did have an issue a few years ago in our PA Program (not pharmacy) where a student with access to candidate applications used that access once the candidates were admitted and shared with classmates to demonstrate that the new students were not "as smart" as they were implying based on coursework completed prior to joining the program. Imagine the impact for student org recruitment, special internship or experiential rotation application processes, study abroad opportunities in global health, etc. The offending student was dismissed and we have not used students on our PA or PharmD admission committees due to the risk. This is not to say that we will not in the future, but if was a very unfortunate situation and a cautionary tale.
Have a great weekend!
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Angela Ockerman
Assistant Dean
Butler University
Indianapolis IN
317-940-8516
Original Message:
Sent: 02-09-2024 04:03 PM
From: Ettie Rosenberg
Subject: Policy and Procedure for Students on Admissions Committees
That is correct, FERPA does not "attach" of apply in the context of admissions. However, standard rules of confidentiality do apply to admissions records which are confidentially protected information, and the best practice suggests that only those with "need to know" during the course of their role/ capacity should have access to admissions information, and only for purpose of executing the duties in that role/ capacity, and not broadly "shared" outside the "need to know."
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Ettie Rosenberg, PharmD JD
Assistant Dean of Student Affairs, and
Professor, Department of Pharmacy Practice
West Coast University School of Pharmacy
590 N. Vermont Avenue
Los Angeles, California 90004
Email: erosenberg@westcoastuniversity.edu
Direct: 323 454 5024
MAIN 323 284 7998
FAX 323 661 0935
Most people say that it is the intellect which makes a great scientist… They are wrong.
It is character.
-Albert Einstein
Original Message:
Sent: 02-09-2024 03:35 PM
From: Kevin Rynn
Subject: Policy and Procedure for Students on Admissions Committees
Hi KarenBeth!
Don't quote me on this and others here are likely more of an expert on the topic, but they are not your student yet so FERPA, or violations to it, wouldn't apply. It certainly is best practices though to follow FERPA and protect the applicants information.
Kevin
Original Message:
Sent: 2/9/2024 2:55:00 PM
From: Jeanie Smith
Subject: RE: Policy and Procedure for Students on Admissions Committees
Our student committee members do not have WebAdmit access. They hear the full presentation in the committee meetings. Collectively, our students get one vote.
Jeanie
Caring. Committed. Connected.
Jeanie Smith, Pharm.D.
Assistant Dean for Student Affairs and Admissions
Harding University College of Pharmacy
Searcy, AR
501-279-5528
Original Message:
Sent: 2/9/2024 1:28:00 PM
From: KarenBeth Bohan
Subject: Policy and Procedure for Students on Admissions Committees
Happy Friday,
What policy and procedures do you have for students on your Admissions Committees regarding voting on applicants? Do you allow students full access to the applicant WebAdmit profiles? If so, what process do you use to assure confidentiality and adherence to FERPA is maintained? If you don't allow them access to WebAdmit, do you let them hear the full committee discussion about applicants and allow them to vote? Thanks for your comments.
Regards, KarenBeth
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KarenBeth Bohan
Interim Associate Dean for Admissions
Professor, Pharmacy Practice
Binghamton University-SUNY
Binghamton NY
+1 (607) 777-5805
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