ADEA CAAPID Program User Guide

Cycle Timeframes

Applicant Portal

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

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:

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.
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

2024-2025

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
Applicant Portal	Personal Information – Biographic Information	A new question was added for applicants to enter their preferred name.	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 – 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	Academic History – Dental School Details	New questions were added for applicants to: Select the type of dental degree they earned. Enter the year the degree was conferred. Enter their GPA.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Academic History – Standardized Tests	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	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
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
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
WebAdMIT	Export Manager List Manager	The TOEFL Official PBT fields were removed. If you have exports and lists that include this field, you will want to review and update them as necessary.	No action required by participating programs to use this enhancement.	Available at cycle launch

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: Deferred Decision Matriculated - Do Not Share	No action required by participating programs to use this enhancement.	Available at cycle launch