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 early March of the next year. 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 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:
- 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
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 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.
- Data Dictionaries and Master Code Lists: a comprehensive list of all fields available in the Export Manager and Report Manager, including associated lookup tables.
- 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, Applicant Gateway, Configuration Portal, Letters by Liaison, 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.
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.
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.
Cycle Enhancements
2023-2024
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 |
Dashboard |
A new notification banner is available for the application dashboard. CASs can share best tips and tricks with applicants as they complete their applications. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Login |
The Login page text was updated. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Various |
The instructional text was updated to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
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 – Agreement Statements |
The Notice of Matriculation Status question was updated. Additionally, this question is now required. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Citizenship information |
The Other Visa Type Explanation question can now be updated after submission. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – Dental School Details |
The Dental Degree Information section was renamed to Dental School Details. The Dental Degree Information questions were updated for clarity. Additionally, a new Additional Information question was added. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – Previous Applications and Attendance |
A new Previous Applications and Attendance section was added. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – ADA Standardized Tests |
A link to the ADEA CAAPID Program Finder was added. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Add Program |
A new Program Finder attribute was added to the Program Description. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Decisions |
The following Decisions Codes were disabled:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
2022-2023
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 – Colleges Attended |
If an applicant selects Unlisted French Speaking Canadian or Other Foreign Institution, they must complete a new required field for the college’s country. If you created exports to pull a college's country data, you must edit and select the new college country fields. Review the Country Field for Manually Entered Foreign Institutions release note for more information. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Other Information |
The DENTPIN question was updated for clarity. Once they submit their application, applicants cannot edit their answers to the Previous Applications to US Dental School question. Finally, the following questions were removed:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Release Statement |
The release statement was updated for clarity. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Configuration Portal |
Organization Details |
Instead of rebuilding your program in the prelaunch environment, you can import your program from a previous cycle's production environment into the prelaunch environment. You can access the Import from Previous Cycle button in the Configuration Portal prelaunch environment. Visit the Import Your Programs page for more information. Additionally, you can only access the Add Program and Copy Program buttons in the Configuration Portal prelaunch environment. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
WebAdMIT |
Applicant Details Page |
You can view TOEFL MyBest scores in the Standardized Tests panel of the Applicant Details page. Additionally, you can view scores in the Full Application PDF under the Documents panel of the Applicant Details page. All TOEFL iBT score reports sent after August 1, 2019, will include the applicant's MyBest scores as well as the individual scores from each test date. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Clipboard |
You can now add multiple applicants to your Clipboard by uploading a CSV file of their CAS IDs. Review the Using the Clipboard page for more information. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Export Manager List Manager |
The Applicant Gateway Activities field grouping and associated fields were removed. Be sure to review your existing lists and exports to review and update your criteria, if applicable. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Export Manager List Manager PDF Manager Report Manager |
You can share templates with admissions users based on their Work Group. For example, you can share List A with users in a Reviewers Work Group and Export B with users in an IT Work Group. Review 2017's Sprint 20 and 2019's Release 3 for more information. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |