Skip to main content
Liaison

ADEA DHCAS Program User Guide

This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the ADEA DHCAS 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 a member of your account team.

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in late October and closes in late August. 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 DHCAS Application Cycle Dates page.

Configuration Portal

Between mid-August and late September, configurations are entered into the prelaunch environment. The account team and ADEA review submitted configurations in September.

WebAdMIT

You can view new applicants and initiate a transfer settings shortly after the new cycle opens in late October.

Program Participation Requirements

ADEA requires all programs to designate two contacts at your institution who will receive all communication from ADEA and ADEA DHCAS, including the configuration, application, and WebAdMIT launch notifications.

Applicant Portal

The first three sections of the ADEA DHCAS 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 DHCAS application and ADEA DHCAS 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 DHCAS 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:

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.

Cycle Enhancements

2024-2025

The table below contains enhancements for ADEA DHCAS 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

Personal Information – Agreement Statements

The Agreement Statements content was updated.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Other Information

The former Academic Infraction question was removed and two new License Infraction and Academic Infraction questions were added.

The Relatives in Dental Hygiene/Dentistry question was updated to Relatives in Oral Health.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Academic History – Transcript Entry

Applicants can view instructions when entering their coursework details.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Program Materials – Recommendations

Applicants can create a custom recommender pool, where they enter a recommender’s information once and then select the recommender for any programs that they apply to. This enhancement alleviates the applicant burden of entering recommender information for every program and speeds up the application process.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Applicant Help Center

The full text of the ADEA DHCAS Release Statement was removed from the Applicant Help Center and replaced with a link to a copy of the release statement. This ensures that applicants can view the most accurate and up-to-date version of the release statement.

No action required by participating programs to use this enhancement.

Available at cycle launch

WebAdMIT

Decision Codes

A new Interviewed Decision Code is available for use.

No action required by participating programs to use this enhancement.

Available at cycle launch

WebAdMIT

Program Selections

Some CASs are built where schools offer only one program per organization or most organizations only offer one program. If you participate in either one of these CAS types and only have one program, then WebAdMIT can automatically activate features for your single program.

Note that if your organization offers multiple programs within a CAS, then this feature does not apply to you.

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

2023-2024

The table below contains enhancements for ADEA DHCAS 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

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

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

Personal Information – Other Information

The instructions text is updated to better assist applicants.

Additionally, the DENTPIN question is listed first so applicants can prioritize it.

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

WebAdMIT

In Progress Applicants Search Page

CASs can now create a custom Program Plans question and answer values that are available in:

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. Additionally, only select applicant information carries forward.

You must use Decision Codes to identify the applicants you want to transfer forward from the 2022-2023 cycle into the 2023-2024 cycle by November 10, 2023.

Action required by participating programs choosing to use this enhancement.

Available at cycle launch

 

  • Was this article helpful?