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.
The Applicant Portal opens in early March and closes in late February.
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.
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.
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.
- Requirements for the ADEA CAAPID Complete application status can be found here.
- ADEA CAAPID Quick Start Guide and FAQs: a suggested timeline for completing and submitting the application and a FAQs section.
You can direct any applicant inquiries related to the application to ADEA CAAPID Customer Service.
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.
- 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.
- Keep in mind that all pages from the current cycle will be rolled over to the new cycle.
- 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.
- 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.
- Monitor your program’s status by returning to the Configuration Portal.
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.
- Master College Code List: a comprehensive list of all college names and their respective Liaison, MDB, CEEB, FICE, and/or IPED codes.
- 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 CAAPID Reports
You also have access to two custom reports in WebAdMIT, including the Matriculated Applicants and Competing Offers Accepted reports.
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 to 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.