Shared Lookup Table Updates for Fall 2022

Overview

Many fields in the Applicant Portal contain predefined answer values that applicants can select; for example, the Country and County fields both have predefined answer values. These values are housed in shared "lookup tables" which are viewable in your CAS’s/UniCAS’s data dictionary file (located under Help in WebAdMIT). 

Periodically, we receive requests to update these lookup tables to include additional response options for some of the standard questions in the Applicant Portal. We strive to respond to these requests while acknowledging that some updates can potentially impact schools that are leveraging that data in many of our portals, including:

• Admissions by Liaison: an admissions review system.
• Analytics by Liaison: a data reporting tool.
• API: a data integration tool.
• WebAdMIT: an admissions review system.

See below for the timeline and guidance for optimal implementation. 

Timeline

• April 1 – May 31, 2022: Account Managers meet with clients to review the upcoming changes.
• June 1, 2022: final date to submit lookup table value requests.
• June 15, 2022: new lookup table values finalized.
• September 11, 2022: new lookup table values appear in the Applicant Portal and updated data dictionaries are available.

The following sections provide more detail on this timeline.

Changes to Applicant Portal Lookup Tables

The following changes are scheduled to be made on September 11, 2022:

Changes to the Data Dictionaries and Master Code Lists

On September 11, 2022, applicants are able to select the new options in the application. Additionally, you can download your new data dictionary, which contains the new lookup table values that correspond to the Changes to Applicant Portal Lookup Tables.

Note that the Master Code Lists for college, degree, and high school data are not published in our data dictionaries. Instead, they are available online in the WebAdMIT Help Center. Additionally, these Master Code Lists are updated once a year in the spring.

If you currently export data from our portals to your school’s Student Information System (SIS) or another database, share this information with your Information Technology (IT) team.

If your school imports these fields directly from our system to yours, these new options will begin appearing in your exports as applicants select them. If you currently export data from our portals to your school’s Student Information System (SIS) or another database, share these new lookup table values and data dictionaries with your Information Technology (IT) team. Additionally, if you created a “crosswalk” from our portals to your local data in your SIS/CRM, you may need to update this crosswalk for the newly added options.

Where New Lookup Table Values Appear 

Once the new lookup table values become available to applicants, they’re reflected in our portals in the applicant’s profile, within the application PDF, and in lists and exports. 

Future Changes

Lookup table change requests should be sent to your Account Manager, who will compile and review these requests prior to inclusion in the next lookup table update. A similar schedule will be provided closer to that time.