Date Field Reference Guide
Overview
In WebAdMIT, applicant files contain various date fields. Some of these dates are affected by applicant activities, while others are affected by the CAS processing documents or other data points. Below is a review of the most common applicant date fields in WebAdMIT. Note that you can use many of these dates when identifying new and updated applicants.
Applicant Details
These dates are listed on each applicant's individual page. The dates may also appear in the List Manager and Export Manager for you to search by or extract from WebAdMIT.
Applicant Header
The Last CAS Update field is the last date that an applicant's information was transmitted from the CAS to WebAdMIT. This transmission occurs when:
- An applicant updates information in their application and clicks the Update My Application button.
- A document, such as a transcript or evaluation, or an official test score has been received by the CAS team.
- An applicant's information needed to be retransmitted to ensure accuracy between the application and WebAdMIT. Note that this is rare.
If you use the List Manager to identify updated applicants, you can run queries based on the Last CAS Update field. Although a day begins at 12:00 AM ET and ends at 11:59 PM ET, applicant time zones and other varying factors can impact how data is pulled during this standard timeframe. When searching using the "within ... last days" operator, include a two- or three-day overlap. For example, if you're searching for applications that were updated within the past 1 day, enter 3 days for the search criteria. While this may result in duplicates, it ensures you capture all updated applications regardless of the applicant's time zone. To avoid duplicates, consider additional tools for tracking applicants, like incorporating a Custom Field or using the Last Exported field.
You can find this field in the List Manager and Export Manager as Applicant field grouping > Application Last Changed On.
Designations Panel
Application Statuses
Application Status date fields that may appear under the Designations panel include:
- Submitted Date: when an applicant has paid for and submitted to your program. This date coincides with the Received application status date.
- Completed Date: when all CAS-required documents have been received by the CAS. This date coincides with the Complete application status date. Note the following:
- Depending on your CAS, this may be the final application status.
- A Completed Date can change and move to a future date if an applicant is undelivered, but the Submitted Date will never change. For example:
- An applicant submits their application to your program on January 7 and is complete on January 11.
- The applicant enters verification and is undelivered on January 12.
- The applicant then corrects the errors and resubmits their application on January 26.
- They are then complete on January 26 and verified on January 29.
- In this example, the applicant's Submitted Date is listed as January 7, the Completed Date (which was initially January 11) is listed as January 26, and the Verified Date is listed as January 29.
- Verified Date: when an applicant has completed the verification process. This date coincides with the Verified application status date.
- Depending on your CAS, this may be the final application status.
The dates an applicant can move through the Received, Complete, and Verified application statuses can vary widely.
- It can take anywhere from a few days to months from the time an applicant starts their application to the time they submit it to your program; it's entirely dependent upon the applicant.
- It can also take anywhere from a few days to months from the time an applicant submits their application to the time the CAS receives all required documents. For example, the applicant may request official transcripts and letters of evaluation before they submit their application, or they may request these after submission. The applicant's Completed Date depends on the applicant requesting the documents, their school's Registrar sending the official transcripts, and their evaluators completing the evaluations.
- Finally, if the CAS requires applicants to be verified, verification can take up to 10 business days. If an applicant is undelivered due to errors in their coursework or transcripts, the applicant must correct these errors first before they can be verified; this can also delay the verification date.
If an applicant has the same Submitted Date, Completion Date, and Verified Date for your program, then most likely the applicant has already applied to and been verified for another program.
You can find these fields in the List Manager and Export Manager under the Designation field grouping:
- Submitted Date: Designation Submitted Date
- Completed Date: Designation Complete Date
- Verified Date: Designation Verified Date
Program Dates
Other program-related date fields that may appear under the Designations panel include:
- Last Exported: when the applicant was last exported from WebAdMIT via the Export Manager. See Last Exported Date from the Export Manager to learn more.
- Program Added: when the applicant added your program to their CAS application. This is found under the Details button.
- Applicant Specific Deadline: what your program's deadline date was for the applicant. Depending on your CAS, you may be able to list alternate program deadline dates in the CAS Configuration Portal.
- Local Status Last Changed On: when you or one of your admissions users updated the applicant's Local Status.
- Decision Code Last Changed On: when you or one of your admissions users updated the applicant's Decision Code (tied to a Local Status).
You can find these fields in the List Manager and Export Manager under the Designation field grouping:
- Last Exported: Designation Last Exported Timestamp
- Program Added: Designation Added Date
- Applicant Specific Deadline: Applicant Specific Deadline
- Local Status Last Changed On: Local Status Last Changed On
- Decision Code Last Changed On: Decision Code Last Changed On
Documents Panel
Date fields that may appear under the Documents panel include:
- Applications Received: when an applicant has paid for and submitted to your program. This date matches both the Submitted Date under the Designations panel and the Received application status date. The Last Printed Date reflects the last date you downloaded this document using the PDF Manager; see Last Printed Date from the PDF Manager to learn more.
- Transcripts Received: when the applicant uploaded their transcripts in the CAS (for unofficial transcript types) or when the applicant's transcripts were received in WebAdMIT from the CAS (for official transcript types). If an applicant submits an updated transcript to the CAS, the new transcript will display in WebAdMIT and the Transcripts Received field date will also update. The Last Printed Date reflects the last date you downloaded this document using the PDF Manager; see Last Printed Date from the PDF Manager to learn more.
- Applicant Uploaded Documents Application Level Received: when an applicant attaches a document in the Supporting Information > Documents section of the application. These documents are viewed by all programs the applicant applies to. The Last Printed Date reflects the last date you downloaded this document using the PDF Manager; see Last Printed Date from the PDF Manager to learn more.
- Applicant Uploaded Documents Program Level Received: when an applicant attaches a document in the Program Materials section of the application. These documents are viewed only by the program the applicant submitted them to. The Last Printed Date reflects the last date you downloaded this document using the PDF Manager; see Last Printed Date from the PDF Manager to learn more.
The only field you can use in the List Manager and Export Manager is the Transcripts field grouping > Transcript Received Date. All other document date fields are not available.
Evaluations Panel
The Evaluations Received Date field reflects when an evaluator completes and submits their evaluation via Liaison Letters, the recommendation portal. The Last Printed Date reflects the last date you downloaded this document using the PDF Manager; see Last Printed Date from the PDF Manager to learn more.
The only field you can use in the List Manager and Export Manager is the Evaluators field grouping > Reference Received Date. The Last Printed Date is not available.
Standardized Tests Panel
Date fields that may appear under the Documents panel include:
- Test Date: when the applicant has taken or plans to take a test.
- Official Received Date: when the applicant's official test scores were received by the CAS and matched to their applicant file.
You can find these fields in the List Manager and Export Manager as:
- Test Date: Test Date under the Applicant Reported test score field groupings and Official test score field groupings
- Official Received Date: may be Received Date or Official Received Date under the Official test score field groupings
The List Manager and Export Manager also include a Last Updated Date field under the Official test score field grouping; this field is not listed on the Applicant Details page in WebAdMIT. The Last Updated Date field reflects the date the official test score was received in WebAdMIT. This may be different from the Official Received Date if the applicant’s scores:
- Were not automatically matched to their application due to discrepancies in their name and birth date information between the testing agency and the CAS application.
- Needed to be rerun due to a test score update.
Prerequisite GPAs Panel
For prerequisites built in the CAS Configuration Portal and completed by applicants in the CAS Applicant Portal:
- The Date Fulfilled field reflects when the applicant matched their coursework to your program's prerequisites. This date will be earlier than the Submitted Date under the Designations panel.
- If an applicant chooses not to match courses to prerequisites, then N/A displays in the Date Fulfilled field.
For prerequisites built in WebAdMIT and completed by you:
- The Date Fulfilled field reflects when you matched the applicant's coursework to your program's prerequisites.
- If you select the Force Fulfill checkbox for a prerequisite, the Date Fulfilled field will update to the date that you performed this action, and the Fulfilled By field will include your name.
You can find this field in the List Manager and Export Manager as the prerequisite GPA criterion's name Date Fulfilled under the Prerequisite GPA field grouping.
History Panel
The CAS Updates Date Changed field reflects any updates made to the applicant's application, both by the applicant (e.g., the applicant added a new test score) and the CAS (e.g., the CAS received documents).
You can find this field in the List Manager as Updated Date under the CAS's name Updates field grouping; it is not available in the Export Manager.
Last Exported Date from the Export Manager
Under the Designations panel, you can view the Last Exported Date. An applicant's Last Exported Date updates when all of the following conditions are met:
- An export file including the applicant is created.
- The export has set the Last Export Date timestamp to will.
- The user who ran the export has the Update Last Exported Date Timestamp When Exporting permission enabled in their Work Group.
Review the Exporting Data via the Export Manager page to learn how to set this up. You can clear this field individually or in batch using Search, Clipboard, or List Actions.
If you use WebAdMIT to identify updated applicants, you can use the Last Exported date alongside this process. For example, you can search in the List Manager for any applicants who have a Last Exported date before November 15 and a reference received date after November 15. You can then re-export these applicants to update their Last Export Date timestamp. Review the Identifying New and Updated Applicants guide for more suggestions.
Last Printed Date from the PDF Manager
Under the Documents and Evaluations panels, you can view the Last Printed Date. An applicant's Last Printed Date updates when all of the following conditions are met:
- A PDF file including the applicant is created.
- The PDF template has set the Document Last Printed Date for each document produced to will.
- The user who ran the PDF template has the Update Last Printed Date timestamp via PDF Manager permission enabled in their Work Group.
If an applicant applies to more than one program (i.e., designation), a date is recorded for each program-specific document. For example, if you download a batch of full application PDFs for Program A, a date is recorded for Program A, but not Program B.
Review the Working with the PDF Manager page to learn how to set this up. You can clear this field in batch using Search, Clipboard, or List Actions.
If you use WebAdMIT to integrate application data with your institution's document management system, then you can use the Document Last Printed Date with the Include documents where the Last Printed Date filter to prevent duplicate documents from downloading. This also helps keep your document batch sizes smaller. For example, your institution may download applications only once at the end of a cycle. You can set the Include documents where the Last Printed Date filter to Null to find documents you haven't downloaded before. When the time comes to process the download – and because you haven’t previously downloaded these documents and recorded a Document Last Printed Date – you can use the Null filter option to download all PDF applications.