ADEA PASS Program User Guide
This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the ADEA PASS 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 early May and closes in late February. 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 PASS Application Cycle Dates page.
Configuration Portal
Between early March and mid-April, configurations are entered into the prelaunch environment. The account team and ADEA review submitted configurations in April.
WebAdMIT
You can view new applicants and initiate a transfer settings shortly after the new cycle opens in early May.
Program Participation Requirements
ADEA requires all programs to designate two contacts at your institution who will receive all communication from ADEA and ADEA PASS, including the application, configuration, and WebAdMIT launch notifications. These individuals match the two contacts listed in the ADEA PASS Program Finder (program pages).
Applicant Portal
The first three sections of the ADEA PASS 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 PASS application and ADEA PASS 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 PASS Complete application status.
- ADEA PASS 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 PASS 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.
We encourage you to use the Configuration Portal, but this is not mandatory. If you choose not to use the Configuration Portal, your program will appear with the standard ADEA PASS branding and homepage text.
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:
- Application Coupons Reference Guide: learn how to request coupons to offset application fees and disperse them to applicants.
- 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, 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 PASS 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 |
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 |
|
Applicant Portal |
Personal Information – Biographic Information |
A new Phonetic Name question was added. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Citizenship Information |
A new Deferred Action for Childhood Arrivals (DACA) question was added. |
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:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Match Information |
To confirm that applicants are entering a correct Match code, the minimum character limit for a Match code is set to 5. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – Colleges & Dental Schools Attended |
Applicants can now order transcripts electronically from Parchment and National Student Clearinghouse directly in the application. Additionally, 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 |
Academic History – Dental Degree Information |
A new Enter the name of the parent institution/university/degree granting institution that awarded your dental degree question was added. The Enter the name of the college or site where you attended school, if different question was updated. |
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. Additionally, to eliminate invalid NBDE test scores, ADEA PASS will no longer match scores from prior to 2012. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Documents |
The instructional text was updated to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Configuration Portal |
Document Types |
To eliminate the use of Other Document Types, the following most frequently used Document Types were added:
|
No action required by participating programs to use this enhancement. |
Available now |
|
Configuration Portal |
Program Details |
The Eligibility, Citizenship, and Department custom attributes were removed. Additionally, Periodontics/Prosthodontics as an option to the Program Type program attribute. |
No action required by participating programs to use this enhancement. |
Available now |
|
Liaison Letters |
Evaluation Form |
The Overall Recommendation Ratings drop-down was reordered so that Highest recommendation is listed first. Previously, it was listed last. |
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 |
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 |
|
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 PASS 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 |
Academic History – Dental Degree Information |
The answer options for the Enter the year your degree was conferred question were updated to include 2023. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Configuration Portal |
Program Information |
The Search Engine Program Page attribute was renamed to Program Finder. New Program Type attributes were added:
|
No action required by participating programs to use this enhancement. |
Available now |
|
WebAdMIT |
Decisions |
The Deferred Enrollment decision was disabled. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |