OTCAS Program User Guide
This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the OTCAS 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 a member of your account team.
Cycle Timeframes
Applicant Portal
The Applicant Portal opens in mid-July and closes in early June. 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 OTCAS Application Cycle Dates page.
Configuration Portal
Between early April and mid-June configurations are entered into the prelaunch environment. The account team reviews submitted configurations in late June.
WebAdMIT
You can view new applicants and initiate a transfer settings shortly after the new cycle opens in mid-July.
Program Participation Requirements
AOTA requires all programs to designate two contacts at your institution who will receive all communication from AOTA and OTCAS, including the configuration, application, and WebAdMIT launch notifications.
Applicant Portal
The first three sections of the OTCAS 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 OTCAS application and OTCAS 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 OTCAS Complete application status.
- OTCAS 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 OTCAS 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 team before it is available to applicants.
WebAdMIT
Review the WebAdMIT Manual 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:
- Application Coupons Reference Guide: learn how to request coupons to offset application fees and disperse them to applicants. To purchase coupons, use the Coupon Code Payment Gateway.
- Application Coupon Codes FAQs: view answers to frequently asked questions about coupon codes.
- Data Dictionaries and Master Code Lists: a comprehensive list of all fields available in the Export Manager and Report Manager, including associated lookup tables.
- Integration Help Center and WebAdMIT API: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
- Requesting Official GRE CAS Codes: a guide on how to create CAS-specific codes in order to receive official GRE scores in WebAdMIT.
- 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, Letters by Liaison, and WebAdMIT, in addition to upcoming training opportunities.
For any questions, contact the Client Support Specialist Team.
Cycle Enhancements
2023-2024
The table below contains enhancements for OTCAS 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 |
Dashboard |
A new notification banner is available for the application dashboard. CASs can share best tips and tricks with applicants as they complete their applications. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Account Information |
The European Union General Data Protection Regulation (GDPR) is a legal framework that sets guidelines for the collection and processing of personal information of individuals within the European Union. The GDPR question explains the information we collect and how we use their information. Users located in a European Union country, Iceland, Liechtenstein, Norway, or Switzerland must opt into our policies when creating an account. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Application Fees |
The application fees have increased to $159 for the initial designation and $69 for each additional designation. |
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 |
Personal Information – Biographic Information |
The Sex question text was updated and an Intersex answer option was added. New Gender Identity and Pronouns questions were added. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Personal Information – Other Information |
A new, Disability Status question was added. Additionally, Duke University was added to the institution drop-down in the Previous Occupational Therapy Education question. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Experiences |
Applicants can edit in progress experiences after they submit their application. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
Applicant Portal |
Supporting Information – Documents |
The Personal Statement prompt was updated to We invite you to share how your lived experiences (e.g., personal, professional, cultural, etc.) have influenced your interest in pursuing OT. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
2022-2023
The table below contains enhancements for OTCAS 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 |
Chatbot |
Liaison has partnered with Ada to offer an AI chatbot. The chatbot, nicknamed Cassie, leverages an API with CXone Expert, which hosts the CAS-specific Applicant Help Centers. Applicants can access this chatbot once they are logged in to the application. The chatbot responds with information and links to the CAS-specific Applicant Help Center and, if needed, directs the applicant to live support with customer service. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
|
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 |
|
Configuration Portal |
Organization Details and Program Details |
You can preview your programs in the application using the Preview feature and continue making edits as necessary. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Program Details |
You can edit the Program Code program attribute, which may be useful for importing program data into your Student Information System (SIS). |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
Configuration Portal |
Organization Details |
You can only access the Add Program and Copy Program buttons in the Configuration Portal prelaunch environment. |
Action required by participating programs choosing to use this enhancement. |
Available now |
|
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 |
In Progress Applicants Search Page |
CASs can now create a custom Program Plans question and answer values that are available in:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |