PTCAS System Error!?

[henohenoman]

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Sorry for the unpleasant first post. I just called PTCAS to find out what's going on after receiving an email that says PTCAS did not yet receive a transcript from one of my colleges. Funny thing is that the transcript they are referring to was clearly shown as "received" on the 22nd on my account status. I asked the PTCAS staff what's going on and she simply told me that it's simply a system error...I called the college and they said that the transcript has indeed been sent 2 weeks ago. Is it really a system error or did PTCAS just lost my transcript? Does anyone have any thoughts on this? Any opinions would be appreciated.

 

[AZ123]

did you have your transcript tracked? i had it tracked and made sure it was signed by someone. if you had it tracked and it was signed, bring this up to PTCAS.

 

[callmecrazy]

Sorry for the unpleasant first post. I just called PTCAS to find out what's going on after receiving an email that says PTCAS did not yet receive a transcript from one of my colleges. Funny thing is that the transcript they are referring to was clearly shown as "received" on the 22nd on my account status. I asked the PTCAS staff what's going on and she simply told me that it's simply a system error...I called the college and they said that the transcript has indeed been sent 2 weeks ago. Is it really a system error or did PTCAS just lost my transcript? Does anyone have any thoughts on this? Any opinions would be appreciated.

Are you certain she didn't mean the opposite of what you are thinking; that the transcript HAD been received and that the email was a system error? If not, get a new transcript sent ASAP.

 

[henohenoman]

Thanks for the suggestions everyone!

Unfortunately the error referred to my transcript status. I just don't understand why my transcript status changed in the first place (and exactly a week after the transcript was mailed) Oh well...time lost is lost. I called the registrar's office & had them send my transcript again.

As for tracking my transcript, I'm not sure how it works but I would definitely consider it if my transcript disappears again :/

 

[Muscles00GT]

Hmm it's either the fault of PTCAS or ur school. one of the two. whatever the problem is, id make sure your not paying again. if they try to charge you again id raise hell and start bitchin..someone is obviously at fault

 

[henohenoman]

Haha thanks Muscles. I feel the same way. The school actually misplaced my transcript in the beginning, which wasted 2 weeks, and now this...The school sent out my transcript without additional charge. The transcript was sent to multiple destinations and most of them got it so I believe that the school did send it out. So it's either PTCAS or the delivery person, and I'm mostly frustrated at PTCAS as they even told me that my application is complete over the phone 2 weeks ago when I called them to make sure...besides I don't want to chase down a USPS truck.

 

[johncronejr]

That is exactly why I hate depending on "middle men" in anything. I don't like having to depend on my college to send a transcript, and I really don't like having to add another link to the chain with PTCAS, but everyone seems to be going to it.

I suppose all we can do is make the arrangements and hope for the best.

 

[markelmarcel]

That is exactly why I hate depending on "middle men" in anything.

Me either! I would much rather just do it all myself and KNOW that it was done, than have to depend on outside sources. It's not THEIR futures in their hands, it's MY future. And sometimes, I think it'd be nice if they were a little more considerate of that fact.

Hope everything turns out well, OP.

 

[henohenoman]

Yea me 3. There's just so much room for error in the process even though PTCAS makes it more efficient to apply to multiple schools.

Now I understand that these 3rd parties are not always reliable and I should have kept track of my documents closely. Seems like they received my transcript this time. Thank you all for the helpful comments & I wish you the best w/ your application process.

 

[henohenoman]

Oh yea btw, USPS was on vaction for Columbus day yesterday. How convenient for that to be right before the Oct. 15th supplemental apps are due lol. The mailman still hasn't come today...keeping my fingers crossed!

 

[Eforma]

I had issues with my transcripts as well. But what PTCAS said (and ended up being true) was that everything would resolved once you sent in your first applications. Well, I was a bit skeptical (obviously I didn't want to send my apps in without all my transcripts there) but I went ahead and sent it in. Thankfully, once I sent in the first round of applications then checked my transcript status, ALL of my transcripts that PTCAS had received were finally showing on my PTCAS application. So...yeah. I'm not sure if that helps, but that's what happened for me.

 

[henohenoman]

Yea that's probably true. Thanks for sharing. Unfortunately in my case I've (stupidly) submitted my application before mailing the transcripts. It's already been 5 weeks and they just received it due to all the mess-ups. I called them and was told that it'll still take 2-3 weeks to process. I fear that my chance will dwindle significantly because of that so I sent PTCAS an email written as following:

*****************
Dear PTCAS staff,

I am writing to discuss any possible measures to expedite the processing
time for my application. I understand that PTCAS is not responsible for the
loss of my Calvin College transcript during transaction. However, I am very
dissatisfied with the fact that a PTCAS system error put me into the false
belief that my application was received on the 22nd of September. Please
note that I have also called soon after the 22nd to confirm transcript
status, and was told directly by one of the PTCAS employees that ALL of my
documents have indeed been received.

Therefore, in those 2 weeks until I received an incomplete-application
notification I was put under the false impression that my application was
complete. If I had know that my transcript was still missing by then a new
one would have been issued to PTCAS much sooner. The past few weeks have been a crucial time period for determining the fate of applicants. I
apologize for the sudden request and it is not my intention to make an
exception for myself, but I also do not wish for my lifetime chance to be
undermined by a system error that no one is responsible for. I hope that
PTCAS can take responsibility by expediting my application processing time.
Thank you for your consideration.

Sincerely,
********************

It's been 3 days and I still don't have any response. Maybe they just ignored it? And I wonder if I'm being too unreasonable here. Since hey have total control over my transcript to >90% of my schools I also hope that the staff are professional enough to not hold it against me when they process my application 🙁

 

[vinganca]

Yea me 3. There's just so much room for error in the process even though PTCAS makes it more efficient to apply to multiple schools.

TBH I see nothing efficient about it. It's FAR easier to simply request multiple copies of transcripts, LORs, etc. and mail out applications directly to the schools than it is to deal with the hassle of PTCAS!

 

[markelmarcel]

TBH I see nothing efficient about it. It's FAR easier to simply request multiple copies of transcripts, LORs, etc. and mail out applications directly to the schools than it is to deal with the hassle of PTCAS!

Agreed. (Even though I am one of the ones whom you were originally agreeing with, haha)

It's been 3 days and I still don't have any response. Maybe they just ignored it? And I wonder if I'm being too unreasonable here. Since hey have total control over my transcript to >90% of my schools I also hope that the staff are professional enough to not hold it against me when they process my application 🙁

Interestingly enough, I don't know if you had read my post (so eloquently entitled "Are you kidding me?!") about my one LOR taking forever due to a lazy PT... In any case, one of my schools actually contacted me and said the following:

Good morning, Kala.

The admission committee is in the process of reviewing your application for admissions to the Doctor of Physical Therapy program at the University of Pittsburgh. The admissions committee has asked for me to contact you regarding the need for an additional PT Letter of Recommendation.

If you are able to obtain an additional PT letter, could you please have it faxed or emailed to me directly by Thursday, October 29th

Thank you!

I was able to respond and say that it had finally been submitted to the system, but if they needed it sooner, I could send it directly.

Perhaps you could get ahold of the programs you are epecially concerned about and tell them the situation? I'm fairly certain I've "bothered" every school I have applied to, to let them know about the late response of my final LOR, as well as the fact that I have another GRE testing date coming up.


Sometimes PTCAS writes me back immediately, sometimes it takes days... I don't know if you will get a response or not, as I'm sure you are not the only one that these unfortunate "errors" have happened to... So, that's why I suggest maybe contacting the schools to which you are applying to let them know. 🙂

 

[henohenoman]

> vinganca: Yea you are definitely right about the supplemental docs. It's a lot easier and safer to send those out yourself. I meant that it is easier to fill out one application rather than one for every school. But then again it may not be worth it consider the extra competition.

> markelmarcel: Yes I just read your post and I'm sorry that you had to go through all that trouble w/ your PT. Although I can't truly relate to your experience I know how unsettling it feels to have your future in a stranger's hand. I will wait for another few days and meanwhile I will have start contacting each department. Also I am under the impression that unless PTCAS processes all my applications none of the schools will even be able to start reviewing any part of my application. Anyways, I hope your LOR will arrive on time. Btw I have also applied to Pitts so keep me updated about your progress! 🙂

 

[markelmarcel]

Btw I have also applied to Pitts so keep me updated about your progress! 🙂

Maybe we'll be PT school friends!!!! 🙂 🙂

 

[henohenoman]

Hey, now we really might be! I just received an email from PTCAS saying that they will take the responsibility and process it w/ the next batch! They were quite sincere about it and I guess there was nothing to worry about. So glad to be done w/ the application process!!!

 

[dazzledpetsy]

OK, turns out my error wasn't an error on anyone's part; PTCAS sent one of the references (which was a paper reference) in a separate manner from the electronic ones. Just a heads-up to anyone whose reference writer decided to use a paper form-- a school may say that it has gone missing but let them know to contact PTCAS and ask them about it. The PTCAS representatives were very helpful as to what was sent, and the U of Colorado was understanding and managed to find everyone's missing paper references. Bless them!

All I really can say is, I empathize with you. Remember that it is not your fault, so a late transcript or LoR should not count as a strike against you. There are so many middlemen in the process that there could be a miscommunication on any grounds.

 

[markelmarcel]

Hey, now we really might be! I just received an email from PTCAS saying that they will take the responsibility and process it w/ the next batch! They were quite sincere about it and I guess there was nothing to worry about. So glad to be done w/ the application process!!!

Great! I'm glad they got back in contact with you! 🙂 Make sure you keep me posted!! Where else did you apply??

 

[henohenoman]

Sorry for the late reply!

dazzledpetsy: Thanks for sharing. Yea, fortunately all the programs that I've contacted seemed to be very understanding regarding to issues like this. And PTCAS staff were very helpful once I communicated to them about my concerns. All I can say now is that I'm so relieved to be done with the application process. I wish you the best on your application and am looking forward to hear about everyone's interview experiences!

markelmarcel: 🙂 definitely! I applied to a whole bunch of programs all over the places. I applied to a couple of in-state schools like GVSU or Central Michigan and bunch of other out-state ones (Miami, Delaware, UIC, NAU, Arcadia, Bradley, etc.). So basically over the places lol.