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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 your Account Manager and Client Success Manager.

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in early March and closes in late February.

Configuration Portal

Between mid-January and early February, configurations are entered in the prelaunch environment. The Account Manager, Client Success Manager, 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:

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

Configuration Portal

The Configuration Portal Guide contains all information related to configuring your program in the Applicant Portal. You will need to first create your program in the prelaunch environment and 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.

Use the following checklist to make sure you configure your program efficiently and completely. Also, review the best practices found at the end of these articles. If any optional sections of the application are required for your program (e.g., experiences, test scores, etc.), you'll want to note this in your program configurations.

1. Review the Application

  • Review the current application to get a sense of the questions that are already included and what you may want to add.
  • Start to pull together any details about your program and school that you want to share with applicants in the application.

2. Be Aware of Cycle Rollovers

  • Keep in mind that all pages from the current cycle will be rolled over to the new cycle. 

3. Brand Your Program Page

  • Work with your Marketing or PR department to choose a branding image that meets the size and format specifications. Images have to be 900x270 pixels, and 250 KB or less.
  • Pull together your program’s introductory text and instructions, as well as any requirements information, including supplemental items/fees if you use a two-part application process.

4. Configure Questions and Question Rules ​​​​​​

  • Review current school and supplemental applications to help you determine which questions you need to ask.

5. Configure Documents

  • Ensure you have specific instructions for any documents you are requesting.

6. Preview and Submit Your Program

  • Monitor your program’s status by returning to the Configuration Portal.

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:

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 CAAPID Reports

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

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.

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.

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 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 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. View this video to learn how to link your Local Statuses to Decision Codes.

Cycle Enhancements

2020-2021

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. 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 – ADA Standardized Tests

A new section, ADA Standardized Tests, has been added to the Academic History section. Applicants can indicate if they have taken or plan to take the following tests:

  • ADAT
  • NBDE Part I
  • NBDE Part II

No action required by participating programs to use this enhancement.

Available at cycle launch

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

Academic History – Dental Degree Information

Two additional questions have been added to the Dental Degree Information section:

  • From your first class until graduation, how many years was this program?
  • Did these years include a mandatory rotation?

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Academic History – Standardized Tests

The collection of ADAT, NBDE Part I, and NBDE Part II scores have been removed from Standardized Tests.

Applicants can report official INDBE test scores.

No action required by participating programs to use this enhancement.

For ADAT, NBDE Part I, and NBDE Part II test scores, available at cycle launch

For INDBE test scores, expected to be available in summer 2020 (may be subject to change)

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

Footer

Text Notifications Authorization

The General Instructions footer link and Text Notifications Authorization feature have been removed.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Other Information

The Relatives in Dentistry and Previous Applications to US Dental School questions use 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

Reapplicant Page

Supporting Information – Personal Statement

The Reapplicant instructions and Personal Statement essay prompt have been updated to better assist applicants.

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 – Documents

A new, required document type, Dental Degree Diploma, has been added to the Documents section.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Supporting Information – Experiences

A new experience type, Mandatory Rotation, Internship, or Clinical Experience, has been added to the Experiences section.

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

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

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

Report Manager

A new Applicant-based report is available: Local Status History. This report includes the applicant’s:

  • CAS ID
  • Name
  • Designation
  • Designation WebAdMIT Label
  • Local Status
  • Local Status Changed Date
  • Local Status Changed By
  • Decision Code
  • Decision Code Changed Date
  • Decision Code Changed By

Every Local Status change for an applicant is listed on one row. If an applicant has multiple Local Status changes, the report will include multiple rows with this information. This information can still be accessed under the History panel on the Applicant Details page.

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 summer 2020 (may be subject to change)

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