ADEA CAAPID Program User Guide

This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the ADEA CAAPID Applicant Portal, Configuration Portal, and WebAdMIT. 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 March and closes in late January. You can view the specific cycle dates, including final processing dates (e.g., last date to submit transcripts, last date to request letters of recommendation, etc.), on the ADEA CAAPID Application Cycle Dates page.

Configuration Portal

Between mid-December and mid-February, configurations are entered into the prelaunch environment. The account team and ADEA review submitted configurations in February.

WebAdMIT

You can view new applicants and initiate a transfer settings shortly after the new cycle opens in early March.

Program Participation Requirements

ADEA requires all programs to designate two contacts at your institution who will receive all communication from ADEA and ADEA CAAPID, including the configuration, application, and WebAdMIT launch notifications.

Applicant Portal

The first three sections of the ADEA CAAPID 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 ADEA CAAPID application and ADEA CAAPID 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:

Applicant Processing Reference Guide: learn how applicants move through the application and Liaison processes applicant materials, such as transcripts and official test scores.
Application Statuses Reference Guide: review what each application status means and how you can interact with applicants at different stages.
- Review the requirements for the ADEA CAAPID Complete application status.
ADEA CAAPID Quick Start Guide and FAQs: a suggested timeline for completing and submitting the application, links to important pages including cycle dates and fees, and a FAQs section.

You can direct any applicant inquiries related to the application to ADEA CAAPID Customer Service.

Configuration Portal

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

WebAdMIT

Review the WebAdMIT Help Center for any questions related to working in WebAdMIT. The Reference Guides and WebAdMIT Training and Support sections are additional resources as you configure WebAdMIT for your needs. Documents commonly requested include:

Background checks through Certiphi.
Data Dictionaries and Master Code Lists: a comprehensive list of all fields available in the Export Manager and Report Manager, including associated lookup tables.
Deferring Applicants via On Demand Transfer: learn how to transfer deferred applicants from one cycle to the next.
Integration Help Center and WebAdMIT API: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
Reporting Final Decision Codes: learn how to use WebAdMIT to place applicants in Decision Codes and report them back to ADEA.
- You can also use the Competing Offers and Shared Decision reports to find applicants with program competing offers made and accepted, as well as shared decisions. Note that you may see all or only a few of these reports.
Transfer Settings Guide: a review of how programs and templates built in WebAdMIT are carried forward each cycle.

The Release Notes feature new enhancements in the Applicant Portal, Applicant Gateway, Configuration Portal, Liaison Letters, and WebAdMIT, in addition to upcoming training opportunities.

For any questions, contact the Client Support Specialist Team.

Using ADEA CAAPID Reports

You also have access to two custom reports in WebAdMIT, including the Competing Offers Accepted and Matriculated Applicants reports.

Competing Offers Accepted

The Competing Offers Accepted report identifies applicants who have accepted more than one offer of admission at any point in the cycle. The applicants that appear in this report have been assigned the Offer Accepted Decision Code by you and at least one other program. This report provides the applicant’s name, email, ADEA CAAPID ID, and the number of accepted offers. To protect applicants’ privacy, the names of the other programs are not disclosed.

Note that accurately assigning Decision Codes throughout the cycle is imperative, as your program-specific data affects these reports. Watch this video to learn how to link your Local Statuses to Decision Codes.

Matriculated Applicants

The Matriculated Applicants report identifies applicants who have matriculated to a program. This data can be useful if you want to avoid making offers to applicants who have matriculated to another program.

Applicants will only appear in this report if they are in:

One of these Decision Codes at your school:
- Received/Under Review
- Invited for Interview
- Offer Made
- Offer Accepted
- Applicant Matriculated
- Applicant Matriculated - Repeater
- Deferred
And one of these Decision Codes at another school:
- Applicant Matriculated
- Applicant Matriculated - Repeater
- Deferred

Since the information in this report is based on programs’ Decision Codes, accurately assigning your Decision Codes is imperative. Only use the Matriculated Decision Code when an accepted applicant begins classes at your program. If an accepted applicant has only participated in a new student orientation or registered for classes, do not use the Matriculated Decision Code.

Note that applicants can choose to opt out of releasing their matriculation information to programs. You can view if an applicant has selected this option under the ADEA CAAPID Custom Questions panel on the Applicant Details page. If the applicant has chosen to opt out, use the Matriculated – Do Not Share Decision Code instead. Then applicants with this Decision Code are not included in the Matriculated Applicants report.

Cycle Enhancements

2026-2027

The table below contains enhancements for ADEA CAAPID for the cycle timeframes noted at the top of this page. Note that some sections have multiple enhancements. Additional enhancements may have been automatically released; review the Release Notes to learn more.

Portal	Section	Enhancement Details	Implementation	Availability
CAS Applicant Portal	User Interface	The application is updated to the new Mobile UX design, which has an updated look and feel, updated application workflows, and is optimized for mobile devices.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Personal Information – Agreement Statements	The ADEA CAAPID Agreement Statements and Pre-Submission Release of Name and Contact Information text were updated for clarity.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Personal Information – Biographic Information	A new Phonetic Name question was added.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Personal Information – Citizenship Information	The instructional text was updated to better assist applicants.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Personal Information – Other Information	If applicants select Yes for the Relatives in Oral Health question, fields for only Relative #1 display. Applicants can then select to add additional relatives.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Academic History – Dental School Details	The Additional Information question was removed.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Supporting Information – Other Relevant Information	The question text was updated for clarity. Additionally, this section now appears at the bottom of the Supporting Information quadrant.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Supporting Information – Licenses	The instructional text was updated to better assist applicants.	No action required by participating programs to use this enhancement.	Available at cycle launch
Liaison Letters	Evaluation Forms	The following questions were added: How do you know the applicant? How long have you known the applicant? How well do you know the applicant? A new Attributes section allows evaluators to rate applicants using a Likert scale and add optional comments.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Deferred Applicants	CASs can transfer deferred applicants on demand.	Action required by participating programs choosing to use this enhancement.	Available at cycle launch
WebAdMIT	Applicant Details Page	The CAS Custom Questions panel has subpanels by question block, so you can more easily find applicant data and restrict your users' access to it via Work Groups.	Action required by participating programs choosing to use this enhancement.	Available in February 2026

2025-2026

Portal	Section	Enhancement Details	Implementation	Availability
CAS Applicant Portal	Personal Information – Biographic Information	The Gender Identity question was removed.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Personal Information – Other Information	The License Infraction question was updated to prevent applicants from changing their response post-submission.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Academic History – Previous Applications and Attendance	The Academic Infraction question was updated to prevent applicants from changing their response post-submission.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Supporting Information – Evaluations	The instructional text was updated to include: "The Personal Message to your Evaluator" is your opportunity to write a note to your evaluator that will help them successfully submit a letter on your behalf. This personal message is not included in your application and only the evaluator will see it.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Supporting Information – Personal Statement	The Personal Statement prompt was updated to: What motivated you to pursue a career in oral health? In your response, you may wish to describe and highlight your strengths, experiences, backgrounds, and uniqueness that will contribute to your success in this career.	No action required by participating programs to use this enhancement.	Available at cycle launch
CAS Applicant Portal	Automated Email Templates	The following text was added to the Evaluation Request Sent email template to better assist evaluators: There are important elements to writing a letter of evaluation – use official letterhead, include a signature, and provide accurate contact information. These elements will ensure the letter can be included in the application review.	No action required by participating programs to use this enhancement.	Available at cycle launch
Liaison Letters	Evaluation Forms	The instructional text was updated to include information about requirements, key components, and best practices.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Applicant Details Page Email Templates Export Manager List Manager	The Title field is no longer collected in the application and will be removed from WebAdMIT. You will need to update any lists, exports, emails, and other integrations to account for this field removal.	Action required by all participating programs.	Available at cycle launch