--- title: Completing the Electronic APR Form description: Instructions for Preceptors to complete the electronic APR form in PharmAcademic --- [Skip to content](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/completing-the-electronic-apr-form#main-content) [![PharmAcademic-Logo-Md](https://pharmacademichelp.mccreadiegroup.com/hs-fs/hubfs/PharmAcademic-Logo-Md.png?width=375&height=75&name=PharmAcademic-Logo-Md.png)](https://www.pharmacademic.com) Open main navigation Close main navigation - - [Contact Us for Support](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/kb-tickets/new) [Contact Us for Support](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/kb-tickets/new?hsLang=en) How can we help you? - There are no suggestions because the search field is empty. 1. [PharmAcademic Help Center](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase?hsLang=en) 2. [User Instructions](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/user-instructions?hsLang=en) 3. [Preceptor Information](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/user-instructions?hsLang=en#preceptor-information) # Completing the Electronic APR Form ## Instructions for Preceptors to complete the electronic APR form in PharmAcademic [▶️ Training Video](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/video-completing-the-preceptor-academic-and-professional-record-apr-in-pharmacademic?hsLang=en)  The electronic Academic and Professional Record (APR) is ASHP’s preferred method for completing the APR. Available at any time in PharmAcademic, it allows preceptors to complete, update, and submit their APR as needed. Information is saved and tied to the individual preceptor, eliminating duplicate data entry for future submissions and other programs. Once submitted, the APR can be reviewed by RPDs, Designees, and ASHP Surveyors. This task can be completed by RPDs and Preceptors. --- #### Before you Begin - ASHP-accredited residency programs are not required to use the electronic APR form in PharmAcademic at this time. The paper form is still an option, and it is available on the ASHP website. - The electronic and paper form include the same guidance from ASHP and require preceptors to enter the same information. While completing or reviewing an APR form, please refer to the guidance in the ASHP ACCREDITATION STANDARD document. - APR forms are preceptor-specific, not program specific. Each preceptor will have one form regardless of the number of programs they preceptor for. - All PharmAcademic users have electronic APR forms in PharmAcademic; however, only those with the Preceptor role can submit them. **Important:** RPDs cannot review your APR until it has been submitted. If you make changes after submitting, you must resubmit the APR for those updates to be visible. If you are added to a new program, you must also submit your APR to that program before it can be reviewed.  #### **--- Access** and Notification PharmAcademic users can access their APR at any time on the blue ribbon at the top of any PharmAcademic page. Additionally, Residency Program Directors can send an email via PharmAcademic requesting that you submit your APR. #### Navigation There are 4 pages of questions on the electronic APR form plus a final page to submit it. You can navigate from page to page using the Select Page drop-down menu at the top or use the Next and Previous buttons at the bottom of the page. You can also click Save or Close to exit the APR. Please note, you must navigate to the last page to Submit your APR. Programs cannot see changes until the APR is submitted. #### Format Each page of the E-APR is divided into sections. Click on the plus sign (+) icon or the header to expand each section. Click the minus sign (-) icon or header to close. When you first enter a page, it will default to having the sections closed except for sections where information has been added. At the end of each section header, there will be a green zero if the section is empty or a blue number to highlight the number of added examples. ![](https://pharmacademichelp.mccreadiegroup.com/hs-fs/hubfs/image-png-Oct-07-2026-06-20-21-3741-PM.png?width=670&height=337&name=image-png-Oct-07-2026-06-20-21-3741-PM.png) #### Guidance and Alerts Requirements and guidance from the ASHP standard are listed at the top of each page of the APR form. Under some sections, there will also be guidance specific to that section. This guidance mirrors the paper form. - Red alerts at the top of the page are there to help preceptors understand what is required. You can view these alerts while completing the form and when viewing submitted forms. - Alerts within the items will alert users to potential issues regarding the information that was entered, such as an expired certificate. *Note: Page 4, Professional Engagement, does not have alerts as the page is optional.* Please note that alerts will notify you of missing or expired items, but they cannot guarantee that the entered examples meet the eligibility requirements as defined by the ASHP Accreditation Standard. APR electronic forms still need to be reviewed by RPDs to ensure accuracy and eligibility. ![](https://pharmacademichelp.mccreadiegroup.com/hs-fs/hubfs/image-png-Oct-07-2026-06-20-53-6109-PM.png?width=670&height=159&name=image-png-Oct-07-2026-06-20-53-6109-PM.png) --- #### Completing Page 1: Eligibiliity The process of adding the required information to the first page, Eligibility, is a little different from the other pages. It is the only page where information is automatically populated from PharmAcademic. ##### Overview section You will be asked to verify/enter the following information in the **Overview** section: 1. Verify your name and credentials. This information is pulled from PharmAcademic. If this information needs to be updated, please exit the APR form, and go to My Profile to make changes. 2. Select your position or title. 3. Select if you are an RPD and for which type of program: PGY1 or PGY2. If you are a PGY2 RPD, select your area of practice. There are different requirements for RPDs and PGY2 RPDs for some items in the APR, and the alerts will be based on your selections on this first page. 4. Click the **Save** button. ##### Learning Experience Section Click "Add New" to manually enter information or "Import from PharmAcademic" to add learning experiences by selecting from a list of learning experiences in PharmAcademic. **“Add New” Instructions** 1. Click the **Add New** link. 2. Enter your program’s accreditation code and click **Enter**. *Accreditation codes can be found in the blue header at the top of the page. Once you enter that code, the Site and Program information will populate.* 3. Enter the **Learning Experience Title**. 4. Click the **Save** button. **“Import from PharmAcademic” Instructions** 1. Click **Import from PharmAcademic**. *You will see a grid that includes learning experiences where you are currently listed as a preceptor on the learning experience Preceptor tab in PharmAcademic. Please note that the list does not reflect if you were scheduled with a resident for the learning experiences, and it does not include learning experiences that you may have precepted in the past but are no longer associated with in PharmAcademic.* 2. Select which learning experiences are appropriate for you to add to your APR form. 3. Click the **Save** button. The added learning experiences will be listed on the grid. You can delete any of these learning experiences, and/or edit those that were manually added. If changes are necessary to learning experiences that were imported from PharmAcademic, please delete the learning experience and use the **Add New** link to manually add the learning experience with the accurate information. #### Adding Information (Pages 1-4) **Note:** Documentation of ongoing professional engagement is no longer required by ASHP standards. The Professional Engagement page in the electronic APR is optional but may be used to document program-specific requirements. Contact your RPD for guidance on whether this information should be completed for your program. Use the following instructions to add examples to your APR form: 1. Click the plus sign or header to expand the section. 2. Click the **Add New** link. 3. Enter information in the boxes. *Please note that each field is required.* 1. Add the date. When you are asked for a date, you typically need to add the month and the year. Some items will have a box to select if the example is current or reoccurring. 2. For many items, the ASHP Standard requires the experience to be within the last four years. If you save an example past that date, the data will save, but you will see an alert saying that your example does not fall within the required time frame, and it will not count toward the number of required examples. 4. As your APR ages and your examples move beyond the 4-year time frame, the examples will remain on your form but will not count towards the requirement. At that time, you can choose to edit, remove, or add a new example. 5. Click the **Save** button. The information will be saved on the grid where you will have the option to edit or delete it. ![](https://pharmacademichelp.mccreadiegroup.com/hs-fs/hubfs/image-png-Oct-07-2026-06-25-05-2488-PM.png?width=670&height=170&name=image-png-Oct-07-2026-06-25-05-2488-PM.png) --- #### Submitting Your APR (Page 5) The final page allows you to submit your APR to one or more programs. The grid displays the programs for which you hold the Preceptor role, along with the date your APR was last submitted to each program. By default, all programs are selected to receive your APR; however, you can unselect a program's checkbox if you do not want to submit your APR to that program. After you click the Submit APR button, the RPDs will not be alerted, but they can view your submitted APR in PharmAcademic. ![](https://pharmacademichelp.mccreadiegroup.com/hs-fs/hubfs/image-png-Oct-07-2026-06-25-35-9566-PM.png?width=670&height=199&name=image-png-Oct-07-2026-06-25-35-9566-PM.png) **Important:** If you are new to a program, or have made changes to your APR, the RPD will not have access to the APR, or the updates, until you re-submit it. Navigate to the last page of the APR and submit the APR to the new or current program. Viewing Your Submitted APR Preceptors can view the date of their last APR submission, the APR Status, and the submitted form on the **Preceptors and Staff** tab. The link to the form will be the date of your most recently submitted APR. The APR Status, if used by your program, aids in the review process. Status options include: “Not Reviewed”, “Review in Progress,” “Approved,” and “Approved with Development Plan.” The submitted form looks just like the live form (when you are filling it out), except that you cannot add or edit information. Alerts will be visible and sections where information has been added will be expanded. At the end of each section header, there will be a green zero if the section is empty or a blue number to highlight the number of added examples. Click the **Download/Print APR** button to download a PDF copy and/or print. ![](https://pharmacademichelp.mccreadiegroup.com/hs-fs/hubfs/image-png-Oct-07-2026-06-26-21-3774-PM.png?width=670&height=149&name=image-png-Oct-07-2026-06-26-21-3774-PM.png) --- #### More Resources - [Managing and Reviewing Electronic Preceptor APR Forms](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/managing-preceptor-apr-forms?hsLang=en) - [Adding and Updating Preceptors and Staff](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/adding-and-updating-preceptors-and-staff?hsLang=en) - [Communications](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/communications?hsLang=en#main-content) - [Contact Us](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/communications?hsLang=en#contact-us) - [Communication History & Release Notes](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/communications?hsLang=en#communication-history-release-notes) - [Program Administration](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/program-administration?hsLang=en#main-content) - [Program Management](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/program-administration?hsLang=en#program-management) - [User Management](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/program-administration?hsLang=en#user-management) - [Evaluation Management](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/program-administration?hsLang=en#evaluation-management) - [User Instructions](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/user-instructions?hsLang=en#main-content) - [Home Page & Program Access](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/user-instructions?hsLang=en#home-page-program-access) - [Learning Experiences and Schedules](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/user-instructions?hsLang=en#learning-experiences-and-schedules) - [Evaluation and Feedback Completion](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/user-instructions?hsLang=en#evaluation-and-feedback-completion) - [Resident Data & Development](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/user-instructions?hsLang=en#resident-data-development) - [Preceptor Information](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/user-instructions?hsLang=en#preceptor-information) - [Training & Guidance](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/training-guidance?hsLang=en#main-content) - [Resources for RPDs & Designees](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/training-guidance?hsLang=en#resources-for-rpds-designees) - [Training Videos](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/training-guidance?hsLang=en#training-videos) - [Survey Resources](https://pharmacademichelp.mccreadiegroup.com/en/knowledgebase/survey-resources?hsLang=en) [![McCreadie-Logo-Md](https://pharmacademichelp.mccreadiegroup.com/hs-fs/hubfs/McCreadie-Logo-Md.png?width=340&height=103&name=McCreadie-Logo-Md.png "McCreadie-Logo-Md")](https://mccreadiegroup.com) [mailto:support@mccreadiegroup.com](mailto:support@mccreadiegroup.com) Copyright © 2026, McCreadie Group ↑