SOPHAS Express Program User Guide
This guide provides you with documentation, reference guides, and direct links that answer common admissions questions about the SOPHAS Express 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-August and closes in early August. You can view the specific cycle dates, including final processing dates (e.g., last date to request letters of recommendation, etc.), on the SOPHAS Express Application Cycle Dates page.
Configuration Portal
Between late April and early June, configurations are entered into the prelaunch environment. The Account Manager, Client Success Manager, and ASPPH review submitted configurations in July.
WebAdMIT
You can view new applicants and initiate a transfer settings shortly after the new cycle opens in mid-August.
Program Participation Requirements
ASPPH requires all programs to designate two contacts at your institution who will receive all communication from ASPPH and SOPHAS Express, including the configuration, application, and WebAdMIT launch notifications.
Applicant Portal
The first three sections of the SOPHAS Express 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 SOPHAS Express application and SOPHAS Express 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 SOPHAS Express Complete application status.
- SOPHAS Express 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 SOPHAS Express 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 ASPPH before it is available to applicants. If your program is reviewed after the cycle launches, ASPPH will approve it.
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:
- 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. To purchase coupons, use the Coupon Code Payment Gateway.
- Data Dictionaries and Master Code Lists: a comprehensive list of all fields available in the Export Manager and Report Manager, including associated lookup tables.
- Deferring Applicants via Transfer Settings: learn how to transfer deferred applicants from one cycle to the next.
- 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
2022-2023
The table below contains enhancements for SOPHAS Express 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 |
When applicants enter their colleges attended, they can now identify if they paid in-state or out-of-state tuition for each college or university. Additionally, if an applicant selects Unlisted French Speaking Canadian or Other Foreign Institution, they must complete a new required field for the college’s country. If you created exports to pull a college's country data, you must edit and select the new college country fields. Review the Country Field for Manually Entered Foreign Institutions release note for more information. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Academic History – High School Attended |
The High School Attended section was added. Applicants can enter details of their high school attended and graduation status. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Academic History – Standardized Tests |
The following standardized tests were added:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Extended Profile |
The following questions were added:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Personal Information – Contact Information |
The following questions were added:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Personal Information – Family Information |
The following questions were added:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Personal Information – Other Information |
The following questions were added:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Supporting Information – Additional Experiences |
The Additional Experiences section was added. Applicants can enter additional details for admissions committees as well as US-based national service agencies they participated in. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Supporting Information – Standardized Tests |
The following standardized tests were added:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Configuration Portal |
Organization Details |
You can only access the Add Program and Copy Program buttons in the Configuration Portal prelaunch environment. Additionally, instead of rebuilding your program in the prelaunch environment, you can import your program from a previous cycle's production environment into the prelaunch environment. You can access the Import from Previous Cycle button in the Configuration Portal prelaunch environment. Visit the Import Your Programs page for more information. |
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). Additionally, a new STEM Designated Program program attribute is available. |
Action required by participating programs choosing to use this enhancement. |
Available now |
Letters by Liaison |
Account |
The guest access to Letters by Liaison was removed; all recommenders must create an account when submitting a letter of recommendation. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
WebAdMIT |
Applicant Details Page |
You can view TOEFL MyBest scores in the Standardized Tests panel of the Applicant Details page. Additionally, you can view scores in the Full Application PDF under the Documents panel of the Applicant Details page. All TOEFL iBT score reports sent after August 1, 2019, will include the applicant's MyBest scores as well as the individual scores from each test date. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
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 |
Export Manager |
You can now extract the Kira Assessment URL field through the Export Manager in WebAdMIT. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |
WebAdMIT |
PDF Manager |
If you create a list that searches for applicants based on any field in the Designations field grouping (e.g., Designation, Application Status, etc.), you can now extract the full application PDFs that adhere to your list's criteria. For more information, see the PDF Manager page. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |
2021-2022
The table below contains enhancements for SOPHAS Express 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 |
Coupon Codes |
You can offer organization-specific coupon codes to applicants. Applicants can only use the coupon for a program at your organization. Note that this was added during the 2020-2021 cycle. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Extended Profile |
A new Extended Profile feature was added, which are question(s) an applicant must answer after they create their application and before they can select programs or complete any part of the application. The Extended Profile includes these questions:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Fees |
The application fees increased to $55 for each program an applicant applies to. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Personal Information – Other Information |
The Felony, Misdemeanor, and COVID-19 questions were removed. Additionally, the Military Status question was updated to collect additional details about military service, including the military branch and dates served. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Configuration Portal |
Documents |
The available program-level document types were updated. The following document types were added:
And the following document types were removed:
|
Action required by participating programs choosing to use this enhancement. |
Available now |
Configuration Portal |
Question Rules |
You can use the following Question Rules:
|
Action required by participating programs choosing to use this enhancement. |
Available now |
WebAdMIT |
Application Status |
The Deferral Application Status was added. When an applicant is placed in the Deferred Decision Code and Transfer Settings is run, the applicant will be carried forward into the new cycle and placed in the Deferral Application Status. See the Transfer Settings Guide for more information. |
Action required by participating programs choosing to use this enhancement. |
Available at cycle launch |
2020-2021
The table below contains enhancements for SOPHAS Express 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:
|
No action required by participating programs to use this enhancement. |
Available at cycle launch |
Applicant Portal |
Add Program Page |
The Add Program page in the Applicant Portal has a new streamlined look and feel and includes an updated search feature. The improved Add Program interface is easier to navigate and offers increased adherence to 508 Compliance standards. Applicants can select programs from the holistic list under the Add Program sub-tab, and then toggle to the Selected Programs sub-tab to review their program selections. Additionally, 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. Finally, applicants can skip the Add Program page after creating their account. |
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 |
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, 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 at cycle launch |
WebAdMIT |
Application Status |
You can view full application details for In Progress applicants. Be aware that applications may update before applicants submit. Review the Data Visibility of In Progress Applicants guide for more information and best practices. |
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:
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:
The Hispanic (Yes / No / Blank) field is available in the:
The original Hispanic field is still available in WebAdMIT. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |
WebAdMIT |
Report Manager |
A new Applicant-based report is available: Local Status History. This report includes the applicant’s:
Every Local Status change for an applicant is listed on one row. If an applicant has multiple Local Status changes, the report will include multiple rows with this information. This information can still be accessed under the History panel on the Applicant Details page. |
No action required by participating programs to use this enhancement. |
Available at cycle launch |