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 late August and closes in early February, over an 18-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.
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 and a FAQs section.
You can direct any applicant inquiries related to the application to GradCAS Customer Service.
Configuration Portal
The Configuration Portal Guide contains all information related to configuring your program in the Applicant Portal. You will need to first create your program in the prelaunch environment and have it approved by the Account Manager and Client Success Manager before it is available to applicants.
Use the following checklist to make sure you configure your program efficiently and completely. Also, review the best practices found at the end of these articles. If any optional sections of the application are required for your program (e.g., experiences, test scores, etc.), you'll want to note this in your program configurations.
- Review the current application to get a sense of the questions that are already included and what you may want to add.
- Start to pull together any details about your program and school that you want to share with applicants in the application.
☑ 2. Be Aware of Cycle Rollovers
- Keep in mind that all pages from the current cycle will be rolled over to the new cycle.
- Work with your Marketing or PR department to choose a branding image that meets the size and format specifications. Images have to be 900x270 pixels, and 250 KB or less.
- Pull together your program’s introductory text and instructions, as well as any requirements information, including supplemental items/fees if you use a two-part application process.
☑ 4. Configure Questions and Question Rules
- Review current school and supplemental applications to help you determine which questions you need to ask.
- Pull together information on prerequisites, including any instructions.
☑ 6. Configure Documents
- Ensure you have specific instructions for any documents you are requesting.
- Determine how many evaluations, if any, you want to request.
☑ 8. Configure College Transcript and Coursework Entry
- Indicate 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.
☑ 9. Preview and Submit Your Program
- Monitor your program’s status by returning to the Configuration Portal.
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. GradCAS uses Coupon Type 2.
- Custom Export Field Layout: a comprehensive list of all fields available in the Export Manager, including associated lookup tables.
- 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.
- 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
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 |