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University of Hawaiʻi System Program User Guide

This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the University of Hawaiʻi System Applicant Portal, Configuration Portal, and Outcomes. It also contains resources that may help you work more efficiently throughout your admissions process. If you have additional questions or need further assistance, please contact a member of your account team.

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in early July and closes in late October over a 17-month period. You can view the specific cycle dates, including final processing dates (e.g., last date to request letters of recommendation, etc.), on the University of Hawaiʻi System Application Cycle Dates page.

Configuration Portal

Between mid-January and early June, configurations are entered into the prelaunch environment. The account team and University of Hawaiʻi review submitted configurations in June.

Outcomes

You can view new applicants in early July.

Program Participation Requirements

University of Hawaiʻi requires all programs to designate two contacts at your institution who will receive all communication from University of Hawaiʻi, including the configuration, application, and Outcomes launch notifications.

Applicant Portal

The first three sections of the University of Hawaiʻi System application (i.e., Personal Information, Academic History, and Supporting Information) compose the core application. They contain questions that are commonly asked of applicants across all participating programs, such as an applicant's biographic information, standardized test scores, and experiences. The fourth section of the application is Program Materials, which is customized by you through the Configuration Portal (discussed in the next section).

You can access the 2023-2024 University of Hawaiʻi System application and University of Hawaiʻi System Applicant Help Center to review the applicant experience. You can also create a test application in the Applicant Portal; we recommend creating a new account and adding "test" to your name (e.g., TestJohn TestDoe).

For a general overview of the applicant experience, review the following documents:

You can direct any applicant inquiries related to the application to University of Hawaiʻi System Customer Service.

Configuration Portal

Use the Configuration Portal Quick Start Guide to make sure you configure your program(s) efficiently and completely in the prelaunch environment. Be sure to check out your CAS's configuration options and review the best practices found throughout. If any optional sections of the application are required for your program (e.g., experiences, test scores, etc.), you'll want to note this on your program home page.

Once you've configured your program, you'll need to have it approved by the account team and University of Hawaiʻi before it is available to applicants. If your program is reviewed after the cycle launches, the University of Hawaiʻi will approve it.

Outcomes

Review the Outcomes Help Center for any questions related to working in Outcomes.

  • Campus User Guide: a review of Outcomes, specifically geared towards University of Hawaiʻi System users.
  • Working with the Dashboard: the Dashboard in Outcomes is the landing page where you arrive after logging in.
  • Navigating the Applications Grid: the Applications section is the central hub for viewing, editing, and processing applications to any of your programs.
  • Navigating an Application: review your applications and learn how to edit the layout of this page.
  • Working with Segments: segments are groups of applications or contacts that meet a specific set of criteria you’ve established through filters. You can use Segments to move applicants into the correct Phase.
  • Working with Phases: use Phases to organize applicants, corresponding with their current status with your institution.
  • Working with Application Exports: you can export the Application Summary as a PDF with this feature.

The Release Notes feature new enhancements in Outcomes, in addition to upcoming training opportunities. Additionally, you can view the Release Notes for the Applicant Portal and Configuration Portal.

For any questions, contact the Client Support Specialist Team.

Cycle Enhancements

2024-2025

The table below contains enhancements for University of Hawaiʻi System for the cycle timeframes noted at the top of this page. Note that some sections have multiple enhancements. If an action is required by participating programs to use the enhancement, click the links under Enhancement Details to learn more. Additional enhancements may have been automatically released; review the Release Notes to learn more.

Portal

Section

Enhancement Details

Implementation

Availability

Applicant Portal

Applicant Help Center

The full text of the Applicant Certification was removed from the Applicant Help Center. The most up-to-date version of the certification statement is available in the application.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Biographic Information

The Gender Assigned at Birth question was renamed to Sex Assigned at Birth.

The question now also includes a third custom gender valueIntersex. This allows CASs to meet their guidelines and new reporting options from state and federal governments.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Residency

The Were you claimed on your parent or legal guardian's State of Hawai’i personal income taxes in the last tax year? question was changed to Were you claimed by a parent or legal guardian on their personal income taxes in the last tax year? 

If Yes is selected, the What is the citizenship status of your parent or legal guardian? question displays. 

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Program Materials – Recommendations

Applicants can create a custom recommender pool, where they enter a recommender’s information once and then select the recommender for any programs that they apply to. This enhancement alleviates the applicant burden of entering recommender information for every program and speeds up the application process.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Email Templates

The Reference Request Sent email template text was updated to better assist applicants. 

No action required by participating programs to use this enhancement.

Available at cycle launch

Configuration Portal

Question Rules

The Change Deadline and Program Availability rules can now be built at the organization level, meaning that they can be applied to some or all programs under an organization.

Action required by participating programs choosing to use this enhancement.

Available now

Configuration Portal

Program Details

Question Rules

Select users with the Config. Portal Live Editing Access role can edit active and closed programs through the Configuration Portal, such as:

Action required by participating programs choosing to use this enhancement.

Available now

2023-2024

The table below contains enhancements for University of Hawaiʻi System for the cycle timeframes noted at the top of this page. Note that some sections have multiple enhancements. If an action is required by participating programs to use the enhancement, click the links under Enhancement Details to learn more. Additional enhancements may have been automatically released; review the Release Notes to learn more.

Portal

Section

Enhancement Details

Implementation

Availability

Applicant Portal

Account Information

The GDPR Privacy Notice was updated.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Race & Ethnicity

The Native Hawaiian or Other Pacific Islander answer options were updated. 

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Citizenship Information

The following questions were removed:

  • Visa Number
  • Valid From
  • Valid Until

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Military Information

The Space Force was added to the Military Information questions.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Residency

The Residency section was updated with a new workflow and new questions. 

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Other Information

A new University of Hawai’i ID # question was added.

The Parent/Guardian Schooling instruction text was updated.  

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Supporting Information – Release Statement

The Release Statement text was updated. 

No action required by participating programs to use this enhancement.

Available at cycle launch

Configuration Portal

Organizations

The University of Hawai’i at Mānoa Graduate Division organization was added. 

No action required by participating programs to use this enhancement.

Available now

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