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 late 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:
- 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 DHCAS Complete application status.
- ADEA DHCAS 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 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:
- 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.
- Deferring Applicants via the Liaison-assisted Deferral Process: learn how to transfer deferred applicants from one cycle to the next.
- 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.
- 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.
Cycle Enhancements
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 |
2022-2023
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 – Release Statement |
The release statements were updated and the section renamed Agreement Statements. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Other Information |
The Felony & Misdemeanor questions were removed. Additionally, the Relatives in Dentistry question was updated to Relatives in Dental Hygiene/Dentistry. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – Academic History Acknowledgements |
A new question was added about reporting the Admission Test for Dental Hygiene (ATDH), per program requirements. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
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 |
Academic History – Colleges Attended |
Applicants must submit official transcripts and report all coursework; they will also be verified. Previously, programs determined the transcript, coursework, and verification requirements. The instructions within the application will be updated to reflect these new requirements. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Chatbot |
Liaison has partnered with Ada to offer an AI chatbot. The chatbot, nicknamed Cassie, leverages an API with CXone Expert, which hosts the CAS-specific Applicant Help Centers. Applicants can access this chatbot once they are logged in to the application. The chatbot responds with information and links to the CAS-specific Applicant Help Center and, if needed, directs the applicant to live support with customer service. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Official ATDH Scores |
Applicants can submit their official ATDH test scores to ADEA DHCAS. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Configuration Portal |
Program Details |
You can edit the Program Code program attribute, which may be useful for importing program data into your Student Information System (SIS). |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Program Details |
A new Program Finder Page program attribute was added. Additionally, you can select Masters for the Level program attribute. |
Action required by all participating programs. |
Available now |
|
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 |
Decision Codes |
A new Defer to Next Cycle Decision Code is available to identify which applicants are included in the Liaison-supported Deferral Process. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |