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 your Account Manager and Client Success Manager.
Cycle Timeframes
Applicant Portal
The Applicant Portal opens in mid-May and closes in early 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.), in the ADEA PASS Application Cycle Dates page.
Configuration Portal
Between mid-March and late April, configurations are entered in 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 mid-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.
- Requirements for the ADEA PASS Complete application status can be found here.
- 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
Programs can take advantage of the Configuration Portal to add customizations to the ADEA PASS application. Watch the video below for more details.
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 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 Documentation and Reference Guides and WebAdMIT Training and Support sections are additional resources as you configure WebAdMIT for your needs. Documents commonly requested include:
- ADEA PASS Dental School Grade Distribution: for a more detailed assessment of where applicants stand in each dental school, ADEA has aggregated dental school GPAs and is providing them in this document. This includes each school where valid data is available and permission to use the data was granted.
- 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.
- Custom Export Field Layout: a comprehensive list of all fields available in the Export Manager, including associated lookup tables.
- Master College Code List: a comprehensive list of all college names and their respective Liaison, MDB, CEEB, FICE, and/or IPED codes.
- 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 and WebAdMIT, in addition to upcoming training opportunities.
For any questions, contact the Client Support Specialist Team.
Cycle Enhancements
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:
|
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:
|
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:
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:
|
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:
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:
|
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |