GradCAS Program User Guide

Cycle Timeframes

CAS Applicant Portal

The Applicant Portal opens in mid-July and closes in late March. 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.

CAS Configuration Portal

Between early March and late June, configurations are entered into the prelaunch environment. The account team reviews submitted configurations in June.

Liaison Outcomes and WebAdMIT

You can view new applicants and initiate a transfer settings in WebAdMIT shortly after the new cycle opens in mid-July.

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.

CAS 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.
  • Review the requirements for the GradCAS Complete application status.
• 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.

CAS Configuration Portal

Use the CAS 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 team. 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.
• Application Coupon Codes FAQ: review answers to commonly asked questions about offering coupon codes.
• Fee Collection, Reconciliation, and Remittance: 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.

Liaison Outcomes

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

• Getting Started: access the information you'll need to get up and running with Outcomes.
• Working with the Dashboard: the Dashboard in Outcomes 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.
• Integration: explore how to create a data integration between Outcomes and your institution's Student Information System (SIS).

The Release Notes feature new enhancements in Outcomes, in addition to new documentation.

For any questions, contact the Client Support Specialist Team.

WebAdMIT

Review the WebAdMIT Help Center 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:

• 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 Transfer Settings: learn how to transfer deferred applicants from one cycle to the next.
• Integration Help Center and WebAdMIT API: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
• Manual Designations: learn how to add additional programs (i.e., designations) to an application in WebAdMIT.
• 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, Liaison Letters, and WebAdMIT, in addition to upcoming training opportunities.

For any questions, contact the Client Support Specialist Team.

Cycle Enhancements