GradCAS Program User Guide
This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the GradCAS 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 early September and closes in late March, over a 19-month period.
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.
WebAdMIT
You can view new applicants and initiate a transfer settings shortly after the new cycle opens in late August.
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.
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.
- 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.
- Fee Structure: an explanation of the application fee structure.
- 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, click here.
- 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, including deferred applicants.
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 – 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:
|
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:
|
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:
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:
|
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.
|
Action required by all participating programs. |
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 |
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. Click here to learn more. |
No action required by participating programs to use this enhancement. |
Available now |
WebAdMIT |
Application Status |
The available Application Statuses match the applicant experience:
|
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. Click here for more information. 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:
The following fields have been removed from the Configuration Portal:
You can use the following fields to record additional program data. Review Edit Program Data to update these details.
|
Action required by all participating programs. |
Available now |
Configuration Portal |
Questions |
The following new formatting options are available when configuring 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:
|
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. Click here for more information. |
Action required by participating programs choosing to use this enhancement. |
Available now |