GradCAS Program User Guide

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in early September and closes in late March, over a 19-month period. 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 GradCAS Application Cycle Dates page.

Configuration Portal

Between early April and mid-August, configurations are entered in the prelaunch environment. The Account Manager and Client Success Manager review submitted configurations in August.

Admissions by Liaison and WebAdMIT

You can view new applicants and initiate a transfer settings in WebAdMIT shortly after the new cycle opens in early September.

Program Participation Requirements

Liaison requires all programs to designate two contacts at your institution who will receive all communication from GradCAS, including the configuration, application, and WebAdMIT launch notifications. Additionally, programs offered on GradCAS cannot accept applications from other sources.

Applicant Portal

The first three sections of the GradCAS 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 GradCAS application and GradCAS 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 GradCAS Complete application status can be found here.
GradCAS 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 GradCAS 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 and Client Success Manager. Then they will approve it or contact you if additional changes must be made. Once your program is approved, it will move into the Applicant Portal and be available to applicants, starting on the program's open date.

When indicating the college transcripts and coursework entry you require, note that GradCAS does not verify applicant coursework, so an applicant's final application status is Complete.

Additional Information for Program Configurations

Use the following documents to manage your program-specific features, including coupon codes and CAS GRE codes.

Application Coupons Reference Guide: learn how to request coupons to offset application fees and disperse them to applicants. To purchase coupons, use the CAS Coupon Code and Invitation Code Request Form.
Fee Structure: an explanation of the application fee structure.
Invitation Codes Reference Guide: learn how to offer individual deadline extensions directly to applicants. To purchase invitation codes, use the CAS Coupon Code and Invitation Code Request Form.
Requesting Official GRE CAS Codes: a guide on how to create CAS-specific codes in order to receive official GRE scores in WebAdMIT.
- To apply for a GradCAS GRE code, complete this form.

Admissions by Liaison

Review the Admissions by Liaison Help Center for any questions related to working in Admissions by Liaison.

Getting Started: access the information you'll need to get up and running with Admissions by Liaison.
Working with the Dashboard: the Dashboard in Admissions by Liaison is the landing page where you arrive after logging in.
Navigating the Applications Grid: the Applications section is the central hub for viewing, editing, and processing applications to any of your programs.
Navigating an Application: review your applications and learn how to edit the layout of this page.
Working with Segments: segments are groups of applications or contacts that meet a specific set of criteria you’ve established through filters. You can use Segments to move applicants into the correct Phase.
Working with Phases: use Phases to organize applicants, corresponding with their current status with your institution.
Working with Application Exports: you can export the Application Summary as a PDF with this feature.
Data Integration: explore how to create a data integration between Admissions by Liaison and your institution's Student Information System (SIS).

The Release Notes feature new enhancements in Admissions by Liaison, in addition to new documentation.

For any questions, contact the Client Support Specialist Team.

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.
Custom Export Field Layout: a comprehensive list of all fields available in the Export Manager, including associated lookup tables.
Deferring Applicants via Transfer Settings: learn how to transfer deferred applicants from one cycle to the next.
Manual Designations: learn how to add additional programs (i.e., designations) to an application in WebAdMIT.
Master College Code List: a comprehensive list of all college names and their respective Liaison, MDB, CEEB, FICE, and/or IPED codes.
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, Configuration 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 GradCAS 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	Personal Information – Release & Acknowledgement Statements	The Release Statement section was renamed to Release & Acknowledgement Statements. Additionally, the statements were updated to include an acknowledgment that identity-marker information may be collected differently by each program and therefore may seem repetitive to applicants.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Extended Profile	The What is your state of legal residence? question was removed from the Extended Profile. This question was found to be redundant and was a potential barrier for certain applicants (e.g., applicants who live abroad and plan to study online).	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	The Gender question was renamed to Sex. It also now provides additional context about its format and the purpose of collecting the information.	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	Academic History – Standardized Tests	Applicants can now self-report Pearson Test of English (PTE) scores on the Standardized Tests page. PTE scores are listed in the Standardized Tests panel in WebAdMIT and in the Standardized Tests section in Admissions by Liaison.	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
Applicant Portal	Program Materials	The following new document types are now available on the Documents tab: Certification Record Copy of Passport English Proficiency Exam Immunization Record Research Proposal Supplemental Document 1 Supplemental Document 2 Work Experience	No action required by participating programs to use this enhancement.	Available now
Applicant Portal	Add Program Page & Program Materials Home Page	Program Attributes were updated to provide more helpful information for applicants: Department Name: The former Department/Subject field now displays as Department Name on the Add Program page and Program Materials Home page. This field is free text and not required. In WebAdMIT, this field will still display as Department in the Designations Panel, Export Manager, and List Manager. Area of Study: A new Area of Study field is now available on the Add Program page. This field is required and displays as drop-down list that contains the answer options previously available in the former Department/Subject field (see above). This field also now displays on the Program Materials Home page. In WebAdMIT, this field displays as Concentration in the Designations Panel, Export Manager, and List Manager.	No action required by participating programs to use this enhancement.	Available at cycle launch
Email Templates	Test Submitted Email Template	A new Test Submitted email template will notify applicants when GradCAS receives official GRE or TOEFL scores.	No action required by participating programs to use this enhancement.	Available at cycle launch
Email Templates	Evaluation Request Email Template	The subject line of the Guest Access to Evaluator email template was updated to better inform recipients of the email's purpose. This change will also help prevent email providers from routing these emails to junk/spam folders.	No action required by participating programs to use this enhancement.	Available at cycle launch
Configuration Portal	Preview Program	You can now use the Preview feature to preview and edit your program(s) in the application prelaunch environment without needing your program(s) approved.	No action required by participating programs 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
WebAdMIT	Applicant Details Page	You can now view which applicants reapplied from a previous cycle in WebAdMIT. The Applicant Previously Applied to Organization field tracks this information and populates as Yes or No.	No action required by participating programs to use this enhancement.	Available at cycle launch

2020-2021

The table below contains enhancements for GradCAS 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 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 now
Applicant Portal	Extended Profile	The Visa and Residency Information question is updated to: Do you have or will you require an F-1 Student Visa or J-1 Exchange Visa to study in the United States? Previously, the question was Do you require a student visa to pursue your graduate education?	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Login Page	The background image for the login page has been updated to help applicants differentiate the cycles. Additionally, the login text defining which terms (e.g., Summer 2020, Fall 2020, etc.) the application is offered for has been updated.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Biographic Information	A Preferred Name question was added.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Personal Information – Other Information	An essay prompt and questions about how COVID-19 has impacted the applicant were 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 now
Applicant Portal Marketing	Website and Print	To help advertise GradCAS and your participation in it, you can use the following resources, built by the Liaison Marketing team: CAS Apply Button: you can now insert a branded GradCAS button on your website to draw attention and site traffic to the GradCAS application. The button border is customizable to your school colors. Find the embed codes to add the button to your institution and program websites here. CAS Printable Tabletop Posters & Buttons: drive applicants to the GradCAS application during your in-person recruitment events with a downloadable and printable poster and button. The poster and button can fit in any 8 x 11.5 frame or stand. Each poster and button are branded with the GradCAS logo and website. Print your poster here. Print your button here.	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. Note that each cycle has a unique deep link. Click the link above for best practices when using deep links.	Action required by participating programs choosing to use this enhancement.	Available now
Configuration Portal	Program Details	The following fields have updated answer options. Review Edit Program Data to update these details. Delivery Full-Time/Part-Time	Action required by all participating programs.	Available now
Configuration Portal	Question Rules	The following new question rules are available: You can configure alternate deadlines using the new Change Deadline question rule. You can configure alternate fees using the new Change Fee question rule. You can show or hide your programs based on an applicant's response to a question using the Program Availability question rule. You can request or require documents based on an applicant's response to a question using the Show Document question rule.	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. If you use organization-level questions, then you can select if applicants can edit their responses to these questions after they've submitted their application. Finally, 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
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 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 now
WebAdMIT	Application Status	The available Application Statuses match the applicant experience: In Progress Received Complete Deferred Manual On Hold	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Report Manager	Two new Applicant-based reports are available: Designations by Application Status and Local Status History.	No action required by participating programs to use this enhancement.	Available now

2019-2020

The table below contains enhancements for GradCAS 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.

Portal	Section	Enhancement Details	Implementation	Availability
Applicant Portal	Academic History – Colleges Attended	Applicants can add, edit, and delete their colleges and degrees after submitting their applications.	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	Add Program	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. Additionally, applicants can select Application Type and Department/Subject as filters. The Start Year filter has been removed.	No action required by participating programs to use this enhancement.	Available now
Applicant Portal	Extended Profile	The Extended Profile includes a series of questions that applicants must answer before they begin their application (e.g., domestic or international applicant, in-state or out-of-state applicant, etc.). These questions then affect the types of programs available to them in the Add Program page.	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	Personal Information – Other Information	A new question about first-generation students will be added to the Other Information section of Personal Information.	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	Program Materials – Recommendations	Evaluations are labeled as "Recommendations."	No action required by participating programs to use this enhancement.	Available now
Applicant Portal	Supporting Information – Documents	The CV/Resume document type is required under the Documents section of Supporting Information. You can no longer request it as a program-specific document in the Configuration Portal.	No action required by participating programs to use this enhancement.	Available now
Configuration Portal	Program Details	The following fields have standardized selections in the Configuration Portal, which affect the filter options available in the Add Program page of the Applicant Portal: Department/Subject Program Level Start Year Start Term The following fields have been removed from the Configuration Portal: Concentration Track You can use the following fields to record additional program data. Review Edit Program Data to update these details. Campus Delivery Full-Time/Part-Time Application Type (formerly Program Type) Scholarship WebAdMIT Label	Action required by all participating programs.	Available now
Configuration Portal	Questions	The following new formatting options are available when configuring Questions: Allow export codes for multiple choice questions Upload answer values for multiple choice questions Reorder multiple choice answer values Add expiration dates to answer values Configure organization- and program-level questions	Action required by participating programs choosing to use these enhancements.	Available now
Configuration Portal	Question Rules	You can create paired question rules, called Question Visibility. This allows you to hide specific questions until an applicant enters an answer and/or meets specified conditions. Additionally, you can create Conditional Answer Options, where the answer to a question affects the answer options that appear in another question. Finally, you can create a Fee Waiver Qualification rule that allows you to configure an automatic program fee waiver based upon an applicant’s response to a question that you've already created. If you activate this rule, Liaison bills you for the fee waiver amount.	Action required by participating programs choosing to use these enhancements.	Available now
Configuration Portal	Recommendations	You can activate specific recommendation types for each designation. The core questions and overall recommendation are standard across all recommendation types. You can select from: Letter of Recommendation Letter of Recommendation and Likert Evaluation Likert Evaluation	Action required by participating programs choosing to use this enhancement.	Available now
Letters by Liaison	Recommendations	Recommenders can reuse their recommendation letters across multiple programs for applicants.	No action required by participating programs to use this enhancement.	Available now
WebAdMIT	Emails	You can add attachments to emails in WebAdMIT.	Action required by participating programs choosing to use this enhancement.	Available now
WebAdMIT	Export Manager	You can customize column headings in the Export Manager. Additionally, you can set a Last Export Date timestamp when running Exports. This can help you track when an applicant was last exported.	Action required by participating programs choosing to use these enhancements.	Available now
WebAdMIT	History Panel	The History panel includes a Decision Code subpanel, which tracks an applicant's previous Decision Codes.	Action required by participating programs choosing to use this enhancement.	Available now
WebAdMIT	List Manager	You can search by the transcript fields (i.e., Transcript Received Date, Transcript College, and Transcript College Code) in the List Manager.	Action required by participating programs choosing to use this enhancement.	Available now
WebAdMIT	PDF Manager	You can set a Last Printed Date when running PDF Manager jobs. This can help you track when an applicant's document was last downloaded.	Action required by participating programs choosing to use this enhancement.	Available now
WebAdMIT	Transfer Settings	Admissions users and Work Groups are included in Transfer Settings.	Action required by participating programs choosing to use this enhancement.	Available now