CASPA Program User Guide
This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the CASPA 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 late April and closes in early April. Applicants must submit all applications by April 1, if not earlier per program configurations. 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 CASPA Application Cycle Dates page.
Configuration Portal
Between late January to early March, configurations are entered into the prelaunch environment. The Account Manager, Client Success Manager, and PAEA review submitted configurations in March.
WebAdMIT
You can view new applicants and initiate a transfer settings shortly after the new cycle opens in late April.
Program Participation Requirements
PAEA requires all programs to designate two contacts at your institution who will receive all communication from PAEA and CASPA, including the configuration, application, and WebAdMIT launch notifications.
Applicant Portal
The first three sections of the CASPA 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 CASPA application and CASPA 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). Additionally, select This is a test account. for the program plans question.
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 CASPA Complete application status.
- CASPA 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 CASPA 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 Manager, Client Success Manager, and PAEA before it is available to applicants. If your program is reviewed after the cycle launches, PAEA will approve it.
Note the following:
- You must use a CASPA pre-approved deadline and use the Show Deadline option.
- Almost all program information in the Configuration Portal, including deadline dates, is locked after your program is live in the application. You must contact PAEA for any change requests.
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. To purchase coupons, use the Coupon Code Payment Gateway.
- 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 PAEA.
- Note that CASPA requires that matriculated applicants be marked in the Matriculated Decision Code. All other applicants can be placed in any Decision Code.
- Requesting Official GRE CAS Codes: a guide on how to create CAS-specific codes in order to receive official GRE scores in WebAdMIT.
- 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
2023-2024
The table below contains enhancements for CASPA 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 |
Background Image Logo |
The CASPA background image and logo are updated with a new look and feel. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Dashboard |
A new notification banner is available for the application dashboard. CASs can share best tips and tricks with applicants as they complete their applications. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Release Statement |
The CASPA Applicant User Agreement is now consolidated with the Release Statement. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Other Information |
Applicants who select Yes for the Have you ever previously been enrolled in a Physician Assistance program, Medical School (including foreign), or any other health profession question must now also enter explanation text. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Biographic Information |
A new Legal/Preferred Name Phonetic Pronunciation question is added. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Configuration Portal |
Program Details |
Not Applicable is now available as an answer option for the Secondary Application Fee Waiver Available question. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Kira Talent Assessment |
Kira Talent offers on-demand, timed video and timed written assignments that can be combined with the standard admissions process. You can link your Kira assessment to your program in the application by selecting Kira Assessment. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Letters by Liaison |
Relationship |
Evaluators must now answer a new question that certifies their evaluation and relationship with the applicant. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Background Checks |
CASPA now partners with Certiphi to offer criminal background checks. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Applicant Details Page |
Licenses and Certifications now display accurately in their respective panels. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
2022-2023
The table below contains enhancements for CASPA 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 |
Fees |
The application fees were updated to:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Fee Waivers |
Applicants who qualify for a fee waiver can now use it to cover the cost of the first two programs they apply to ($235). To redeem the total amount of the fee waiver, they must submit their application to two programs at the same time by clicking Submit All; otherwise, they'll forfeit any remaining balance. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Coupon Codes |
You can now offer organization-specific coupon codes to applicants. Applicants can only use the coupon for a program at your organization. The coupon code amount is $56 (the application fee for additional programs). |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Extended Profile |
A new Extended Profile feature was added, which are question(s) an applicant must answer after they create their application and before they can select programs or complete any part of the application. The Extended Profile asks applicants their program plans (i.e., when they plan to apply to a program so you know when to expect their completed application). Additionally, the program plans question has a This is a test account. answer option so you can easily identify test accounts. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Release Statement |
The CASPA User Agreement and Release was updated. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Citizenship Information |
The instructions text is updated to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Other Information |
Several HRSA background information questions were removed. |
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 |
|
Applicant Portal |
Supporting Information – Evaluations |
The instructions text is updated to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Program Materials |
The Program Details section of the Program Home page now indicates if the program offers secondary application fee waivers. Programs can update this information in the Configuration Portal. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Configuration Portal |
Organization Details and Program Details |
You can preview your programs in the application using the Preview feature and continue making edits as necessary. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Program Details |
The following program attributes are now available:
Additionally, you can edit the Program Code program attribute, which may be useful for importing program data into your Student Information System (SIS). |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Program Details |
You can select 2023 and January 2024 for your program's Start Year program attribute. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Letters by Liaison |
Upload Letter |
The instructions text is updated to better assist evaluators. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Universal Advisor Portal |
Decisions |
Advisors can now view Decision Codes for applicants in the current cycle starting on September 1. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Fee Waivers |
Applicant fee waiver information is now only visible to Association users. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Applicant Details Page |
CASs can choose when admissions users and advisors can view applicant data in WebAdMIT. For example, a CAS can allow applicants to submit their application on June 1, but only allow admissions users and advisors to see applicant data in WebAdMIT starting on August 1. Regardless of whether they can view applicant data, admissions users and advisors can work in WebAdMIT normally, such as creating templates, lists, and exports. |
No action required by participating programs 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 |
PDF Manager |
If you create a list that searches for applicants based on any field in the Designations field grouping (e.g., Designation, Application Status, etc.), you can now extract the full application PDFs that adhere to your list's criteria. For more information, see the PDF Manager page. |
Action required by participating programs choosing 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 |
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. Additionally, only select applicant information carries forward. You must use Decision Codes to identify the applicants you want to transfer forward from the 2021-2022 cycle into the 2022-2023 cycle by November 10, 2022. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |