ADEA AADSAS Program User Guide

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in early May and closes in early February. 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 AADSAS Application Cycle Dates page.

Configuration Portal

Between mid-January and late March, configurations are entered into the prelaunch environment. The account team and ADEA review submitted configurations in April.

WebAdMIT

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

Program Participation Requirements

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

Applicant Portal

The first three sections of the ADEA AADSAS 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 AADSAS application and ADEA AADSAS 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 AADSAS Complete application status.
ADEA AADSAS 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 AADSAS 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 ADEA before it is available to applicants. If your program is reviewed after the cycle launches, ADEA will approve it.

WebAdMIT

Review the WebAdMIT Manual 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:

Application Coupons Reference Guide: learn how to request coupons to offset application fees and disperse them to applicants. To purchase coupons, use the Coupon Code Payment Gateway.
Application Coupon Codes FAQ: view answers to frequently asked questions about offering coupon codes.
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 the Liaison-assisted Deferral Process: learn how to transfer deferred applicants from one cycle to the next.
Direct Applicants: enter directly into WebAdMIT applicants who did not apply through ADEA AADSAS.
Integration Help Center and WebAdMIT API: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
Local Statuses and Decision Codes: if you tie Local Statuses to Decision Codes, applicants can view their Decision Codes in the application starting in early December of each cycle.
Manual Designations: learn how to add additional programs (i.e., designations) to an application in WebAdMIT.
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 AADSAS Reports

You also have access to a custom report in WebAdMIT: Competing Offers Accepted.

Competing Offers Accepted

Starting in March, 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 AADSAS 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.

If you choose to rescind an offer of admission, you must give the applicant a 15-day notice.

Cycle Enhancements

2024-2025

The table below contains enhancements for ADEA AADSAS 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 for the Agreement Statements was removed from the Applicant Help Center. This ensures that applicants view the most accurate and up-to-date versions of the statements directly in the application.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Agreement Statements	Applicants can edit their responses to questions in the Release of Information to to Health Professions Advisors section after submitting their application. The instructional text was updated to reflect this change.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Other Information	The Relatives in Dentistry question was renamed to Relatives in Oral Health. Additionally, the related answer options were updated (for example, the text box used to enter the relative's primary school or program was replaced with a drop-down list).	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Other Information	To reduce the number of incorrectly entered DENTPIN IDs: The DENTPIN question was moved to the top of the page. Instructional text was added to emphasize the importance of entering the ID correctly. A secondary DENTPIN ID field was added to validate the applicant's original entry.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Environmental Factors	The Disadvantaged Consideration question was updated to: Should you be considered a disadvantaged applicant? Refer specifically to social, economic, geographic, and/or education factors when making a determination. Reference the NIH criteria for disadvantaged background.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Academic History – Transcript Entry	Applicants can view instructions when entering their coursework details.	No action required by participating programs to use this enhancement.	Available at cycle lunch
Applicant Portal	Coupon Codes	You can offer organization-specific coupon codes to applicants. Applicants can only use the coupon for a program at your organization.	No action required by participating programs to use this enhancement.	Available at cycle lunch
WebAdMIT	Program Selection	Some CASs are built where schools offer only one program per organization or most organizations only offer one program. If you participate in either one of these CAS types and only have one program, then WebAdMIT can automatically activate features for your single program. Note that if your organization offers multiple programs within a CAS, then this feature does not apply to you.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Decisions	A new decision code of Interviewed was added. This adds differentiation between Invited to Interview (pre-interview) and Interviewed (post-interview).	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Work Groups	In WebAdMIT, you can configure Work Groups to allow users to see specific panels on the Applicant Details Page. With this enhancement (from Release 11, 2023) if you remove access to a panel for a Work Group, the fields in that panel are also not available for the Work Group to see when creating exports, lists, or PDF manager templates. For example, if the Race and Ethnicity subpanel is not enabled for a Work Group, its members will not see the information from that panel when creating an export, and will not be able to create filters in List Manager using any of the fields from that panel. As a result of this enhancement, reports that are not shared with Work Groups from the Report Settings page will be inaccessible to anyone who is not a WebAdMIT Administrator. Review the How Work Groups Impact Access to Features and Fields documentation to learn more about the impacts of this enhancement.	No action required by participating programs to use this enhancement.	Available at cycle launch

2023-2024

The table below contains enhancements for ADEA AADSAS 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	Sectio	Enhancement Details	Implementation	Availability
Applicant Portal	Account Information	The European Union General Data Protection Regulation (GDPR) is a legal framework that sets guidelines for the collection and processing of personal information of individuals within the European Union. The GDPR question explains the information we collect and how we use their information. Users located in a European Union country, Iceland, Liechtenstein, Norway, or Switzerland must opt into our policies when creating an account.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Biographic Information	A Preferred Name question was added.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Citizenship Information	New questions were added for Canadian applicants: Legal Province of Residence How long have you been a resident of your province? How long have you lived in Canada?	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Academic History – High School Attended	Applicants can now search for and select their high schools from a pre-populated list to prevent incorrect information from being entered.	No action required by participating programs to use this enhancement.	Available at cycle lunch
Applicant Portal	Supporting Information – Experiences	Applicants can edit in progress experiences after they submit their application.	No action required by participating programs to use this enhancement.	Available at cycle launch
Configuration Portal	Program Details	The Program Type attribute was disabled.	Action required by all participating programs.	Available now
WebAdMIT	Dashboard	The Decisions list is now alphabetized. The Deferred Enrollment Decision Code was disabled.	No action required by participating programs to use this enhancement.	Available at cycle launch