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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 Search Engine (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:

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:

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:

  • 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 – 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:

  • ADAT Results
  • INBDE Results
  • NBDE Pt. 1 Results
  • NBDE Pt. 2 Results
  • TOEFL Score Report
  • IELTS Score Report
  • GRE Score Report
  • DAT
  • Diploma
  • Research
  • Notarized Dental Degree
  • Unofficial Dental School Transcript
  • Unofficial Undergraduate Transcript
  • Unofficial Graduate Transcript
  • Unofficial Advanced Dental Education Program Transcript

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:

  • Esthetic, Digital, and Operative Dentistry

  • Applied Biomechanics

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

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