How Applicant Data Updates in WebAdMIT

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Overview

To ensure that you can review the most up-to-date information for your applicants, there are key triggers and processes that cause an applicant's full application data to be transferred from the CAS Applicant Portal into WebAdMIT.

This guide reviews the common triggers and processes that cause this full data transmission. You can then use this information to better understand why you're seeing updates and how to identify and manage the changes.

Actions that Transfer Applicant Data into WebAdMIT

The following actions automatically transfer all current applicant data into WebAdMIT. Note that not all actions may occur for your CAS. Contact a member of your account team with any questions.

Applicant Actions

When applicants make any of the following changes in the CAS Applicant Portal, their entire application information is transmitted to WebAdMIT.

Submitting the application
Updating the My Profile section (e.g., updating a legal name, email address, etc.)
Adding or removing programs
Changing an answer to release statements
Linking an external ID to the application (e.g., University ID)
Matching prerequisites in the Program Materials section
Updating editable sections of the application. In some sections, an edit automatically prompts the data transfer, while in others, the applicant must click an Update My Application button, which then triggers the data transfer.
Submitting Academic Update changes (i.e., updates to colleges attended and in progress coursework)

For Cal State Apply specifically, updating the following items also triggers a data transfer:

A-G Matching requirements and GPA
General Education requirements
Educational Opportunity Program (EOP) responses

Recommender (i.e., Evaluator, Reference) Actions

When recommenders make the following changes in Liaison Letters, the Recommender Portal, an applicant's entire application information is transmitted to WebAdMIT.

Accepting a recommendation request
Completing and submitting a recommendation

Liaison Actions and Processes

Some of the actions below are handled by Liaison's customer service, Processing, and Verification teams, while others occur automatically as applicants meet certain criteria. When any of these occur, an applicant's entire application information is transmitted to WebAdMIT.

Liaison receives:
- Official transcripts (or deletes prior transcripts, which is rare)
- Foreign coursework evaluations
- Completed letters of recommendation
- Official test scores
Liaison processes:
- Fee waivers
- Professional Transcript Entry (PTE)
- Academic Update submissions
Liaison verifies coursework and calculates GPAs.
Applicants meet the requirements for specific application statuses. For example, a CAS may require that an applicant submit official transcripts from all US and English-Canadian schools before they can move into the Complete application status.
Liaison adds a note to an applicant's account (e.g., application is withdrawn); all Liaison notes are found under the Notes panel.
On rare occasions, Liaison staff may manually initiate the transfer of applicant data to ensure accuracy between the application and WebAdMIT.

How to Identify Updated Applicant Information in WebAdMIT

Whenever applicant data is transmitted into WebAdMIT, the following fields are updated:

Last CAS Update field in the Applicant Header
Application Last Changed On field in the List Manager
Application Last Changed On field in the Export Manager

The Identifying New and Updated Applicants article includes more details on what features and tools you can use to identify updated applicant information.

In Progress Applicant Data Transmission

Review the How Data Visibility is Impacted by Application Statuses page to learn what type of view you have of In Progress applicants. The In Progress applicant information that automatically feeds into WebAdMIT depends on data visibility.

For example, if you see limited panels (i.e., partial view) for In Progress applicants, such as the Contact Information, Designations, and Emails panels, then only updates to an applicant's name, phone number, and email transfer into WebAdMIT. Once the applicant submits their application, you can view their current, full application.

Alternatively, if you see all panels for In Progress applicants (i.e., full view), then you can view all applicant data before an applicant submits their application. However, this data is affected by the transferring actions noted above and may be subject to change. Consider these scenarios to better understand this process:

If an In Progress applicant completes their entire application on November 1 and then changes their phone number on November 15, that change triggers a data transfer. All information in the application as of November 15 is transferred into WebAdMIT.
If an In Progress applicant completes their entire application on November 1 and then uploads a program-specific document on November 15, a data transfer will not trigger, and WebAdMIT will continue to reflect all data from November 1. The In Progress applicant would need to perform one of the actions above to trigger a data transfer on November 15.