SHP CAS Program User Guide

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in mid-September and closes in late August.

Configuration Portal

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

WebAdMIT

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

Program Participation Requirements

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

Applicant Portal

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

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.

☑ 1. Review the Application

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.

☑ 3. Brand Your Program Page

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.

☑ 5. Configure Prerequisites

Pull together information on prerequisites, including any instructions.

☑ 6. Configure Documents

Ensure you have specific instructions for any documents you are requesting.

☑ 7. Configure Evaluations

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.

☑ 9. Configure High School Transcripts

Indicate if you want to request high school transcripts.

☑ 10. 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. SHP CAS uses Coupon Type 2.
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.
Reporting Final Decision Codes: learn how to use WebAdMIT to place applicants in Decision Codes and report them back to CCBC.
- Note that SHP CAS requires you to report the following Decision Codes by September 21 for the previous cycle:
  - Application Received
  - Deferred
  - Denied
  - Matriculated
  - Offer Accepted
  - Offer Declined
  - Offer Made
  - Rescinded
  - Wait Listed
  - Withdrew
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

2020-2021

The table below contains enhancements for SHP CAS 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 – Citizenship Information	The Visa Information question was removed.	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 at cycle launch
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.	Action required by participating programs choosing to use this enhancement.	Available at cycle launch
Configuration Portal	Question Rules	When applicants select a program and answer a program-specific or Extended Profile question, their deadline date can update based on the program’s configurations. If an applicant selects an answer that offers multiple deadlines, then the deadline that the program selected as highest priority displays. If an applicant’s answer is linked to only expired programs, the applicant receives a warning message, advising them to select an alternate program or to contact their program.	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. Additionally, 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	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 at cycle launch
WebAdMIT	Export Manager	The Hispanic field in WebAdMIT aligns with the Do you consider yourself to be of Hispanic/Latino Origin? optional question from the Applicant Portal. Currently, when users export this field from WebAdMIT, an applicant’s response populates as: Yes (if the applicant selected Yes) or No (if the applicant selected No or didn’t answer the question). A new Hispanic (Yes / No / Blank) field has been created to accurately reflect an applicant’s response to this Do you consider yourself to be of Hispanic/Latino Origin? question: Yes (if the applicant selected Yes), No (if the applicant selected No), or Blank (if the applicant didn’t answer the question). The Hispanic (Yes / No / Blank) field is available in the: Applicant Header List Manager Export Manager Race and Ethnicity subpanel under the Personal Information panel (note that this field is labeled as Hispanic) The original Hispanic field is still available in WebAdMIT.	No action required by participating programs to use this enhancement.	Available at cycle launch