ADEA AADSAS Program User Guide

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in mid-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.), in the ADEA AADSAS Application Cycle Dates page.

Configuration Portal

Between late January and mid-April, configurations are entered in the prelaunch environment. The Account Manager, Client Success Manager, and ADEA review submitted configurations in April.

WebAdMIT

You can view new applicants and initiate a transfer settings shortly after the new cycle opens in mid-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.
- Requirements for the ADEA AADSAS Complete application status can be found here.
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 Manager, Client Success Manager, 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 Documentation and Reference Guides and WebAdMIT Training and Support sections are additional resources as you configure WebAdMIT for your needs. Documents commonly requested include:

API Overview: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
Background checks through Certiphi.
Custom Export Field Layout: a comprehensive list of all fields available in the Export Manager, including associated lookup tables.
Direct Applicants: enter directly into WebAdMIT applicants who did not apply through ADEA AADSAS.
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.
Master College Code List: a comprehensive list of all college names and their respective Liaison, MDB, CEEB, FICE, and/or IPED codes.
Reporting Final Decision Codes: learn how to use WebAdMIT to place applicants in Decision Codes and report them back to ADEA.
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, Configuration Portal, 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 on 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. View 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

2021-2022

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	Add Program Page	The Add Program page was updated to include information about FAP (Fee Assistance Program) information.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Environmental Factors	The questions in this section were reordered to better assist applicants. Additionally, the following questions were updated: Disadvantaged Consideration question COVID-19 Impact question And the following questions were removed: In what country did you spend the majority of your life from birth to age eighteen? In what state did you spend the majority of your life from birth to age eighteen? Do you feel that the area you grew up in was medically underserved? Did the high school you attended have many students eligible for free or reduced price lunches?	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Other Information	2020 is available as an answer option for the Indicate the year in which you most recently applied question for US Dental Schools.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Submit Program Page	The Submit Program page was updated to include information about FAP (Fee Assistance Program) information.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Supporting Information – Evaluations	The instructions have been updated to better assist applicants.	No action required by participating programs to use this enhancement.	Available at cycle launch
Configuration Portal	Documents	You can request documents from applicants and they can upload them for your program specifically. You can choose from the following document types: Other Unofficial DAT Score Reports Unofficial Letters of Evaluation	Action required by participating programs choosing to use this enhancement.	Available now
WebAdMIT	Competing Offers Accepted Page	The Designation and Offers Accepted Count columns can be removed from the Competing Offers Accepted page.	No action required by participating programs to use this enhancement.	Available at cycle launch

2020-2021

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	Academic History – Colleges Attended	The workflow for entering colleges has been improved. Enhancements include: The option to employ an e-transcript vendor from within the application (e.g., Parchment, National Student Clearinghouse, or Credential Solutions, where applicable) An improved process for uploading and previewing unofficial transcripts Enhanced display of requirements	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Add Program Page	Applicants can skip the Add Program page after creating their account.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Citizenship Information	The Deferred Action for Childhood Arrivals (DACA) question uses conditional answer values. If the applicant selects No, then no additional questions appear. If the applicant selects Yes, then a question that the DACA status is correct and aligns with the applicant's citizenship status appears.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Environmental Factors	The Environmental Factors questions use conditional answer values. If the applicant selects No, then no additional questions appear. If the applicant selects Yes, then additional questions appear. A High School County question has been added.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Other Information	A First Generation College Student question has been added. The Previous Applications to US Dental School question uses conditional answer values. If the applicant selects No, then no additional questions appear. If the applicant selects Yes, then additional dental background questions appear. The Previous Applications to US Dental School question has also been updated with new question text and reordered questions.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Submit Application Page	The Submit Application page lists the term on each program’s tile. Previously, applicants needed to click the additional information icon to view the program’s term.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Supporting Information – Experiences	A new experience type, Dental Shadowing, has been added. The ADEA AADSAS Help Center includes a definition of this experience type. The instructions text and help center are also updated to better assist applicants.	No action required by participating programs to use this enhancement.	Available at cycle launch
Configuration Portal	Organization Details	You can offer applicants a deep link to the application's Add Program page with your programs pre-filtered. This allows applicants to quickly access your programs without needing to set their own filters. If an applicant has not yet created an account, the deep link will first instruct them to create an account, and then will take them to the pre-filtered Add Program page.	Action required by participating programs choosing to use this enhancement.	Available at cycle launch
Configuration Portal	Program Details	The following fields must be completed in the Configuration Portal, as they affect the filter options available in the Add Program page of the Applicant Portal: City Country Deadline Level Program Name Start Term Start Year State The following fields cannot be edited by programs: Program Code Start Date	Action required by participating programs choosing to use this enhancement.	Available now
Configuration Portal	Questions	When you create a question in the Configuration Portal, you can choose to hide the question in the full application PDF in WebAdMIT. These questions will still display on the Applicant Details page in WebAdMIT and be available in the List Manager and Export Manager.	Action required by participating programs choosing to use this enhancement.	Available now
WebAdMIT	Applicant Search Page	For CASs using the State of Legal Residence field, the Applicant Search page offers a State of Legal Residence filter.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Assignments	Previously, when a reviewer was assigned an Assignment in WebAdMIT, they received an email the next day, listing all Assignments given to them, regardless if the reviewer already completed them. Now reviewers only receive the daily Assignment email if they have incomplete Assignments from the previous day.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Transfer Settings	Typically when Transfer Settings is initiated, deferred applicants are carried forward as well. With the Liaison-assisted Deferral Process, deferred applicants are carried forward separately from Transfer Settings, at a predetermined date. Additionally, only select applicant information carries forward.	Action required by participating programs choosing to use this enhancement.	Expected to be available in fall 2020 (may be subject to change)