Cal State Apply Program User Guide
This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the Cal State Apply Applicant Portal, Configuration Portal, and WebAdMIT. It also contains resources that may help you work more efficiently throughout your admissions process. You can also download the Cal State Apply Operations Manual for more information on navigating the Cal State Apply application and WebAdMIT.
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 on October 1 and closes on June 30 (or the closest business day), over a 20-month period. You can view the specific cycle dates, including final processing dates (e.g., last date to submit applications, last date to request letters of recommendation, etc.), on the Cal State Apply Application Cycle Dates page.
Configuration Portal
Between early May and mid-September, configurations are entered into the prelaunch environment. The account team and CSU Chancellor's office review submitted configurations in September.
WebAdMIT
You can view new applicants and initiate a transfer settings shortly after the new cycle opens in early October.
Program Participation Requirements
CSU requires all programs to designate two contacts at your institution who will receive all communication from CSU and Cal State Apply, including the configuration, application, and WebAdMIT launch notifications.
Applicant Portal
The first three sections of the Cal State Apply 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 Cal State Apply application and Cal State Apply 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 Cal State Apply Complete application status.
- Cal State Apply Quick Start Information and FAQs: a suggested timeline for completing and submitting the application, links to important pages including cycle dates and fees, and a FAQs section.
- Cal State Apply Evaluation Types: review the various evaluation forms for recommenders in the Cal State Apply application.
You can direct any applicant inquiries related to the application to Cal State Apply 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 CSU Chancellor's office before it is available to applicants. Download the CSU Program Update Process documents for more suggestions on configuring programs in bulk and making edits to live programs.
Additionally, review these feature-specific notes:
Questions and Question Rules:
- Decide which questions you want to ask for all programs at your organization and add them under organization-level questions.
- Activate Question Rules based on the Extended Profile questions:
- Create alternate deadlines for applicants (e.g., domestic applicants must submit their application by June 1 and international applicants must submit their application by August 1).
- Restrict which programs an applicant can select (e.g., domestic applicants can view programs A and B and international applicants can view programs C and E).
Program Recommendations:
- Review the Cal State Apply Evaluation Types that you can request.
Prerequisites:
- Undergraduate programs: do not use the Prerequisites feature, as applicants already complete the High School Coursework and A-G Matching sections.
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:
- Application Coupons Reference Guide: learn how to request coupons to offset application fees and disperse them to applicants.
- Application Coupon Codes FAQ: view answers to frequently asked questions about offering coupon codes.
- Data Dictionaries and Master Code Lists: a comprehensive list of all fields available in the Export Manager and Report Manager, including associated lookup tables.
- Integration Help Center and WebAdMIT API: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
- Invitation Codes Reference Guide: learn how to offer individual deadline extensions directly to applicants.
- Redirect Applicants: learn how to redirect an applicant to an alternate campus.
- Social Security Number (SSN) Documents Reference Guide: a guide on how to configure a PGP key to receive an encrypted file that contains the applicant's CAS ID and SSN.
- 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 at 617-612-2885 and webadmitsupport@liaisonedu.com. They are available Monday – Friday from 9 AM to 8 PM ET (6 AM to 5 PM PT).
Note that to minimize downtime for users, WebAdMIT upgrades occur every Sunday from 7 – 10 AM ET.
Cycle Enhancements
2024-2025
The table below contains enhancements for Cal State Apply 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 |
Extended Profile |
The Degree Goal answer options were updated. The Associate Degree for Transfer text was updated to better assist applicants. Additionally, a new CSU Summer Arts option was added to the Degree Goal section. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Race & Ethnicity |
A new Are you an enrolled member of an American Indian or Alaskan Native tribe? question was added. Applicants can then indicate if they are part of a federally-recognized tribe, state-recognized tribe, or California non-federally recognized tribe. Additionally, the list of tribal affiliation answer options is now a type-ahead drop-down where applicants can type and select from possible matches. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Other Information |
The Credential Objective answer options were updated in the Teacher or Other Credential Information section |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – High School Coursework |
The instructions 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 – A-G Matching |
The instructions 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 – Summer Arts |
A new Summer Arts section is added for applicants applying to CSU Summer Arts. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Achievements |
The Achievements section is now hidden for Teaching and Service Credential Only applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Experiences |
Applicants can edit in progress experiences after they submit their application. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Scholarship Application |
A new Scholarship Application section is added for applicants applying to CSU Summer Arts. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Program Materials – Documents |
New Affidavit of Financial Support and Subject Matter Requirement document types were added. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Official IELTS Tests |
Applicants can submit their official IELTS test scores to the CAS, and you can review those test scores in WebAdMIT. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
A-G GPA Exclusions Feature |
The A-G GPA Exclusions feature was disabled. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
2023-2024
The table below contains enhancements for Cal State Apply 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 |
Extended Profile |
The High Schools Attended and Academic Information sections no longer appear in the Academic History section when applicants indicate they are seeking a second bachelor's degree in their Extended Profile. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Financial and Parental Information |
Applicants can now select Household Size from a drop-down rather than entering text. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – High Schools Attended |
The instructions 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 – High School Coursework |
A link to the UCOP Course List was added to the instructions text to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – College Coursework |
The instructions text was updated to better assist applicants. Additionally, the Course Code and Course Title fields now display up to 15 course suggestions when applicants input information. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Academic History – College Attended |
The instructions 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 – Standardized Tests |
All Graduate applicants can now report their IELTS, PTE, and TOEFL scores in the Standardized Tests section. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Returning Student |
Reapplicants who are returning to the same campus with a different program or returning to the same campus after attending another college or university can complete a simplified version of the application. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Educational Opportunity Program (EOP) |
The instructions text was updated to better assist applicants. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Educational Programs and Work Experience |
The Other answer option was updated to include the Early Academic Outreach Program (EAOP). |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
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 |
|
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 |
2022-2023
The table below contains enhancements for Cal State Apply 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 – Standardized Tests |
Applicants can report their AP (Advanced Placement), CLEP (College Level Examination Program), and IB (International Baccalaureate) tests under the Standardized Tests section. Additionally, applicants are limited to the number of tests they can self-report (e.g., 3 GRE scores and 2 MCAT scores). Applicants can still submit as many official test scores as they want. Finally, depending on an applicant's answers on the Extended Profile page, they will see specific standardized test types. For example, if an applicant reports that they live outside the US, then the CAS can display the TOEFL, PTE, and/or IELTS standardized test types. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Add Program Page |
The column headers were reordered with Campus Name after Program Name; this helps clarify to applicants where programs are located. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Coupon Codes |
You can offer organization-specific coupon codes to applicants. Applicants can only use the coupon for a program at your organization. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Extended Profile |
The question asking if applicants are upper-division versus lower-division applicants was updated for clarity. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Biographic Information and Contact Information |
Liaison utilizes the International Organization for Standardization (ISO) for a variety of standard "lookup" values, such as country names, states, etc. By default, the Country drop-down lists Taiwan as "Taiwan (Province of China)." This enhancement allows CASs to use an alternate name for Taiwan. Note that this enhancement does not affect WebAdMIT or Admissions by Liaison, which will continue to display the ISO standard lookup value, Taiwan (Province of China). |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Biographic Information and Financial and Parental Information |
Several questions were updated with the current years, including:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Citizenship/Residency Information |
Several visa type answer options for the Visa Information question were updated to better reflect the standard visa type format. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Release Statements |
The COVID-19 exception note was removed from the CAASPP Release Statement. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Reapplicant Page |
Applicants who created an account in a previous Cal State Apply application cycle can choose to carry forward parts of their application into the new cycle. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Various |
You can now set a minimum number of characters on certain custom (i.e., essays) or numeric question types (i.e., Social Security Numbers). A message will notify applicants that they cannot save an answer until they enter the specific number of characters. This can be combined with maximum character limits. |
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 |
Question Rules |
The following new question rules are available:
|
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Questions |
When you create a question in the Configuration Portal, you can choose to hide the question in the full application PDF in WebAdMIT. These questions will still display on the Applicant Details page in WebAdMIT and be available in the List Manager and Export Manager. |
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 |
Recommendations |
Recommenders can automatically reuse a completed recommendation for an applicant who requests they complete additional recommendations that are the same recommendation type as the original (e.g., academic, personal, etc.). Once activated by the recommender, any time the same applicant requests the same recommendation type, the system will automatically complete the recommendation and submit it. Recommenders will receive an email every Friday that records if the recommendation has been reused, and if so, for which programs. This feature can be turned off at any time by the recommender. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
WebAdMIT |
Applicant Details Page |
You can now view which applicants reapplied from a previous cycle in WebAdMIT. There are two fields to track this information and both populate as Yes or No:
|
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 |
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 |
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 |