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Liaison

PTACAS Program User Guide

This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the PTACAS 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 mid-September and closes in late July.

Configuration Portal

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

WebAdMIT

You can view new applicants shortly after the new cycle opens in mid-September.

Program Participation Requirements

APTA requires all programs to designate two contacts at your institution who will receive all communication from APTA and PTACAS, including the configuration, application, and WebAdMIT launch notifications.

Applicant Portal

The first three sections of the PTACAS 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 PTACAS application and PTACAS 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 PTACAS Complete application status can be found here.
  • PTACAS 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 PTACAS 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, Client Success Manager, and APTA before it is available to applicants. If your program is reviewed after the cycle launches, APTA will approve it.

Program Transcript and Coursework Requirements and Application Statuses

If your program requires...

(Note: see the Colleges AttendedTranscript Entry sections for more information on transcript and coursework requirements.)

...then WebAdMIT does the following with GPAs...

... and your application's final status is... 

Official Transcripts + Full Coursework Entry

Calculates three GPAs and makes them available to your programs:

Verified

Official Transcripts + Prerequisite Entry Only

Provides your programs with per transcript and overall GPAs.

Verified

Official Transcripts + No Coursework Entry

Provides your programs with per transcript and overall GPAs.

Verified

Unofficial Transcripts + Prerequisite Entry Only

Does not calculate or provide GPAs to programs. 

Complete 

Unofficial Transcripts + No Coursework Entry

Does not calculate or provide GPAs to programs. 

Complete 

No Transcripts + No Coursework Entry

Does not calculate or provide GPAs to programs. 

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.
  • 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. 
  • 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.

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