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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 in navigating the Cal State Apply application and WebAdMIT.

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 on October 1st and closes on June 30th (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.), in the Cal State Apply Application Cycle Dates page.

Configuration Portal

Between early May and mid-August, configurations are entered in the prelaunch environment. The Account Manager, Client Success Manager, 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 2022-2023 Cal State Apply application, the 2021-2022 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:

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:

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 Documentation and 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.
  • Custom Export Field Layout: a comprehensive list of all fields available in the Export Manager, including associated lookup tables.
  • Invitation Codes Reference Guide: learn how to offer individual deadline extensions directly to applicants.
  • Master College Code List: a comprehensive list of all college names and their respective Liaison, MDB, CEEB, FICE, and/or IPED codes. 
  • 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.
    • Starting in the 2021-2022 cycle, you can now share lists, reports, exports, and PDF templates with specific Work Groups. This allows you to share these templates with specific groups of users, rather than all users. After you initiate the transfer settings the 2021-2022 cycle, you must edit each of these templates and share them with the applicable Work Group. When you create new lists, reports, exports, and PDF templates in the new cycle, you can set the Work Group permissions then. Any future transfer settings will remember each template's Work Group permissions.

The Release Notes feature new enhancements in the Applicant Portal, Configuration Portal, 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

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:

  • Applicant Information questions
  • Household Income and Size Information questions

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:

  • Show Document Question Rule: request or require a document upload based on an applicant’s response to an Extended Profile or program-level question.
  • Program Availability Question Rule: show or hide your programs based on an applicant’s response to an Extended Profile or program-level question.

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:

  • Applicant Previously Applied to CAS
  • Applicant Previously Applied to Organization

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

2021-2022

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

API

Processing

You can now run batch processing of applicants through the API.

Action required by participating programs choosing to use this enhancement.

Available at cycle launch

Applicant Portal

Academic History

The high school and colleges attended and coursework sections are reordered:

  • High School Attended
  • Colleges Attended
  • High School Coursework
  • College Coursework

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Academic History – A-G Matching

The high school and colleges attended and coursework sections are reordered:

  • High School Attended
  • Colleges Attended
  • High School Coursework
  • College Coursework

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Academic History – AP (Advanced Placement)

Academic History – CLEP (College Level Examination Program)

Academic History – IB (International Baccalaureate)

Applicants can select Score not yet received for any planned or recently taken tests that they do not have official scores for.

No action required by participating programs to use this enhancement.

Expected to be available at next cycle launch (may be subject to change)

Applicant Portal

Academic History – College Coursework

The Transcript Entry section is renamed College Coursework.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Academic History – Colleges Attended

The workflow for entering colleges has been improved. Enhancements include:

  • The option to employ an e-transcript vendor from within the application (e.g., Parchment, National Student Clearinghouse, or Credential Solutions, where applicable)
  • An improved process for uploading and previewing unofficial transcripts
  • Enhanced display of requirements

Additionally, if you require applicants to upload unofficial copies of their transcripts, the Upload Transcript button appears for foreign institutions attended. Previously, the Upload Transcript button only appeared for US and English Canadian institutions.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Add Program page

The Add Program page in the Applicant Portal has a new streamlined look and feel and includes an updated search feature.

The improved Add Program interface is easier to navigate and offers increased adherence to 508 Compliance standards. Applicants can select programs from the holistic list under the Add Program sub-tab, and then toggle to the Selected Programs sub-tab to review their program selections.

Additionally, the new Add Program page lists the Organization Name field as a row with its programs grouped below it, instead of as a column. The Organization Name also remains at the top of the table until the next organization and program grouping appear.

Delivery Format is a filter option.

Program Campus is a column in the program results.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Campuses

San Diego Extension campus is renamed San Diego World Campus.

All Pomona campuses are renamed:

  • Cal Poly Pomona Credential
  • Cal Poly Pomona Extension
  • Cal Poly Pomona Graduate
  • Cal Poly Pomona Undergraduate

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Extended Profile

Based on an applicant’s response to Extended Profile questions, select sections of the core application (i.e., Personal Information, Academic History, and Supporting Information) display.

Cal State Apply uses a series of custom questions to determine each applicant’s entry status. Previously, these questions were included in the Extended Profile, and the answers determined the Entry Status. Cal State Apply now calculates an Applicant Entry Type to replace the Entry Status. With this enhancement, WebAdMIT can consume this data.

No action required by participating programs to use this enhancement.

Available at cycle launch

Application Portal

Personal Information – Biographic Information

The Applicant Information questions are updated with the current year (i.e., July 1, 2020).

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Financial and Parental Information

The instructions text are 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

The Statewide Student ID question is now located under the Other Information section. Previously, it was listed under the Biographic Information section.

Additionally, the RN License question instructs applicants to enter 0 if they have not yet received their license number.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Personal Information – Parent/Guardian Information

A new question, Do you give permission for your parent/guardian to receive university communications? These may include new student and housing information, parent activities, volunteer and charitable opportunities, and general campus information., is added.

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

Based on the applicant type, certain document types appear and may be required.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Supporting Information – Educational Opportunity Program (EOP)

The EOP questions were updated.

No action required by participating programs to use this enhancement.

Available at cycle launch

Applicant Portal

Supporting Information – Educational Programs & Work Experience

A new Educational Programs & Work Experience section is available for Transfer applicants.

No action required by participating programs to use this enhancement.

Available at cycle launch

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

Question Rules

When applicants select a program and answer a program-specific or Extended Profile question, their deadline date can update based on the program’s configurations. If an applicant selects an answer that offers multiple deadlines, then the deadline that the program selected as highest priority displays. If an applicant’s answer is linked to only expired programs, the applicant receives a warning message, advising them to select an alternate program or to contact their program.

Action required by participating programs choosing to use this enhancement.

Available now

Configuration Portal

Questions

You can configure both organization- and program-level questions for your programs. This allows you to configure one set of questions that are asked by all programs in that organization for the CAS and cycle, and another set of questions that are asked by individual programs, as needed.

Action required by participating programs choosing to use this enhancement.

Available now

Letters by Liaison

Account

Evaluators can now submit their evaluations as a guest, without creating a Letters by Liaison account. Guest users can create an account at any time while working in Letters by Liaison, and evaluators who already have an account can also complete an evaluation as a guest.

No action required by participating programs to use this enhancement.

Available at cycle launch

WebAdMIT

Transfer Settings

You can now share lists, reports, exports, and PDF templates with specific Work Groups. This allows you to share these templates with specific groups of users, rather than all users. After you initiate the transfer settings the 2021-2022 cycle, you must edit each of these templates and share them with the applicable Work Group. When you create new lists, reports, exports, and PDF templates in the new cycle, you can set the Work Group permissions then. Any future transfer settings will remember each template's Work Group permissions.

Action required by all participating programs.

Available after cycle launch

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