ADEA PASS Program User Guide

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in mid-May and closes in early February.

Configuration Portal

Between early April and early May, 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.

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 and a FAQs section.

You can direct any applicant inquiries related to the application to ADEA PASS Customer Service.

Configuration Portal

New to ADEA PASS for this cycle, programs can take advantage of the Configuration Portal to add customizations to the ADEA PASS application. Watch the video below for more details.

The Configuration Portal Guide contains all information related to configuring your program in the Applicant Portal. If you choose to use the Configuration Portal, you'll need to configure your program in the prelaunch environment. Next, your program will need to be 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.

Use the following checklist to make sure you configure your program efficiently and completely. Click on the links to review more instruction on each step. Also, review the best practices found at the end of these articles. If any optional sections of the application are required for your program (e.g., experiences, test scores, etc.), you'll want to note this in your program configurations.

☑ 1. Review the Application

Review the current application to get a sense of the questions that are already included and what you may want to add.
Start to pull together any details about your program and school that you want to share with applicants in the application.

☑ 2. Determine Whether You'd Like to Work with the Configuration Portal

We encourage you to use the Configuration Portal for the 2019-2020 cycle, 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.
Trouble logging in? If it is your first time using the prelaunch environment of WebAdMIT, your temporary password is ADEAPA$$2020!! Once you log in, you must create a new password by going to Account and then clicking Edit My Account. If you continue to have trouble, email Ann Donnelly at adonnelly@liaisonedu.com or Joe Clark at jclark@liaisonedu.com.

☑ 3. Brand Your Program Page

Work with your Marketing or PR department to choose a branding image that meets the size and format specifications. Images have to be 900x270 pixels, and 250 KB or less.
Pull together your program’s introductory text and instructions, as well as any requirements information, including supplemental items/fees if you use a two-part application process.

☑ 4. Configure Questions and Question Rules

Review current school and supplemental applications to help you determine which questions you need to ask.

☑ 5. Configure Documents

Ensure you have specific instructions for any documents you are requesting.

☑ 6. Preview and Submit Your Program

Monitor your program’s status by returning to the Configuration Portal.

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:

What's new this cycle in ADEA PASS: find out the biggest WebAdMIT changes and enhancements that impact you.
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.
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.
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

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