ADEA PASS Program User Guide

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in early May and closes in mid-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 mid-March and late April, configurations are entered into the prelaunch environment. The Account Manager, Client Success Manager, and ADEA review submitted configurations in May.

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:

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. You can also access the ADEA PASS Configuration Portal reference page and watch the Configuration Portal webinar for more guidance. 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 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.

We encourage you to use the Configuration Portal, but this is not mandatory. If you choose to not 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:

API Overview: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
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.
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

2022-2023

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	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	Fees	The application fees were updated to: $199 for the first program an applicant applies to $92 for any additional programs an applicant applies to	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Other Information	The DENTPIN question was updated for clarity. The following questions were removed: Misdemeanor Felony COVID-19 Impact	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Release Statement	The release statement and pre-submission release statement were updated for clarity.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Academic History	The Academic History sections were reordered.	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
Configuration Portal	Organization Details	Instead of rebuilding your program in the prelaunch environment, you can import your program from a previous cycle's production environment into the prelaunch environment. You can access the Import from Previous Cycle button in the Configuration Portal prelaunch environment. Visit the Import Your Programs page for more information.	Action required by participating programs choosing to use this enhancement.	Available now
Configuration Portal	Organization Details	You can only access the Add Program and Copy Program buttons in the Configuration Portal prelaunch environment.	Action required by participating programs choosing to use this enhancement	Available now
Program Pages/Search Engine	Program Information	Two new deadline options were added: July 1, 2022 July 15, 2022	No action required by participating programs to use this enhancement.	Available at cycle launch
Program Pages/Search Engine	Program Requirements	Two new questions were added: Applicants without U.S. Dental Degrees Eligible Citizenship Types Additionally, the following questions were removed: Must be a graduate of ADA ADAT Scores Required	No action required by participating programs to use this enhancement.	Available at cycle launch
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	Applicant Details Page	You can view TOEFL MyBest scores in the Standardized Tests panel of the Applicant Details page. Additionally, you can view scores in the Full Application PDF under the Documents panel of the Applicant Details page. All TOEFL iBT score reports sent after August 1, 2019, will include the applicant's MyBest scores as well as the individual scores from each test date.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Export Manager List Manager PDF Manager Report Manager	You can share templates with admissions users based on their Work Group. For example, you can share List A with users in a Reviewers Work Group and Export B with users in an IT Work Group. Review 2017's Sprint 20 and 2019's Release 3 for more information.	Action required by participating programs choosing to use this enhancement.	Available at cycle launch
WebAdMIT	Export Manager List Manager	The Applicant Gateway Activities field grouping and associated fields were removed. Be sure to review your existing lists and exports to review and update your criteria, if applicable.	Action required by participating programs choosing 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, at a predetermined date. Additionally, only select applicant information carries forward.	Action required by participating programs choosing to use this enhancement.	Available on October 21, 2022
WebAdMIT	Analytics by Liaison Link	Association-level users can now click a link in WebAdMIT to navigate to Analytics by Liaison.	No action required by participating programs to use this enhancement.	Available at cycle launch

2021-2022

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	Academic History – Colleges Attended	The Colleges Attended section was renamed Colleges & Dental Schools Attended.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Academic History – Dental Degree Information	The Dental Degree Information section is now the first section under Academic History. Additionally, applicants will now select their dental school from a drop-down, rather than entering the school name in a text field. Finally, applicants must complete an acknowledgment statement, confirming that they must submit dental school transcripts to ADEA PASS.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Contact Information	Mailing addresses are now validated.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Other Information	The COVID-19 Impact question description was updated.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Supporting Information – Institution Evaluation Request	The University of Saskatchewan College of Dentistry was added to the Dental School drop-down.	No action required by participating programs to use this enhancement.	Available at cycle launch
Letters by Liaison	IEF Form	The First Name and Last Name fields are now standardized for evaluators: the First Name field is Dean's Office and the Last Name field is Representative.	No action required by participating programs to use this enhancement.	Available at cycle launch
Program Pages/ Search Engine	Excel Document	Match Status is available in the Program Pages Excel document.	No action required by participating programs to use this enhancement.	Available at cycle launch
Program Pages/ Search Engine	Program Director Contact	The Phone (Mobile) field was removed from the Program Director Contact information.	No action required by participating programs to use this enhancement.	Available at cycle launch
Program Pages/ Search Engine	Program Information	The date field format for What date will your program start on? was changed from MM/DD/YYYY to MM/DD.	No action required by participating programs to use this enhancement.	Available at cycle launch
Program Pages/ Search Engine	Program Requirements	The Must be a graduate of a U.S. or Canadian dental school question was changed to Must be a graduate of a U.S. dental school. A new Must be a graduate of a Canadian dental school question was added. Additionally, a Must submit official INBDE results to ADEA PASS question was added.	No action required by participating programs to use this enhancement.	Available at cycle launch

2020-2021

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	Academic History – ADA Standardized Tests	A new section, ADA Standardized Tests, has been added to the Academic History section. Applicants can indicate if they have taken or plan to take the following tests: ADAT NBDE Part I NBDE Part II INDBE	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Academic History – Dental Degree Information	A new section, Dental Degree Information, has been added to the Academic History section. Applicants can report where they earned their dental degree, if they completed a rotation, and any applicable GPAs.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Academic History – Standardized Tests	Applicants can report official INDBE test scores.	No action required by participating programs to use this enhancement.	Expected to be available in summer 2020 (may be subject to change)
Applicant Portal	Add Program Page	Applicants can skip the Add Program page after creating their account.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Reapplicant Page	The Reapplicant instructions have been updated to better assist applicants.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Submit Application Page	The Submit Application page lists the term on each program’s tile. Previously, applicants needed to click the additional information icon to view the program’s term.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Supporting Information – Documents	The Documents section has been updated to include the following document types: CV/Resume Revised CV/Resume Unofficial Undergraduate Transcript	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Supporting Information – Institution Evaluation Request	When applicants request an IEF, they no longer enter the evaluator's contact information. Instead, when they select the dental school for their IEF request, the evaluator's information auto-populates based on a standard contact list that contains the program's generic evaluator contact information. The following fields have also been replaced: First Name of Evaluator to Dental School Name Last Name of Evaluator to Representative Email Address of Evaluator to Generic email address provided by the school Additionally, applicants can enter a Due Date when they would like the evaluation completed by.	Action required by all participating programs.	Available at cycle launch
Configuration Portal	Documents	The following document types are available to programs to select from: Unofficial CBSE Score Report New Unofficial CBSE Score Report Unofficial GRE Score Report New Unofficial GRE Score Report Other 1 Other 2 Other 3 Other 4 Other 5 Personal Statement	Action required by participating programs choosing to use this enhancement.	Available now
Configuration Portal	Organization Details	You can offer applicants a deep link to the application's Add Program page with your programs pre-filtered. This allows applicants to quickly access your programs without needing to set their own filters. If an applicant has not yet created an account, the deep link will first instruct them to create an account, and then will take them to the pre-filtered Add Program page.	Action required by participating programs choosing to use this enhancement.	Available at cycle launch
Configuration Portal	Program Details	The ADA ADAT Scores Required field has the following standardized answer options in the Configuration Portal, which affect the filter options available in the Add Program page and Program Materials section of the Applicant Portal: Required Not Required Accepted but Not Required Review Edit Program Data to update this field. Additionally, the Open Date, Default Deadline, and Start Year fields for all programs have automatically been updated with the new cycle dates.	Action required by all participating programs.	Available now
Letters by Liaison	Institution Evaluation Request	The Remarks field character count has been increased from 3,600 to 4,000, and the Academic Merits field character count has been increased from 500 to 750.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Decision Codes	Three new Decision Codes have been added: Matched Matched Request Background Check (when selected for an applicant, a Certiphi background check request will be triggered) Did Not Match	Action required by participating programs choosing to use this enhancement.	Available at cycle launch