University of Tennessee Health Sciences Center Program User Guide

Cycle Timeframes

Applicant Portal

The Applicant Portal opens in mid-August and closes in mid-August. 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 UTHSC Application Cycle Dates page.

Configuration Portal

Between mid-April and late July, configurations are entered in the prelaunch environment. The account team and University of Tennessee Health Sciences Center 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

University of Tennessee Health Sciences Center requires all programs to designate two contacts at your institution who will receive all communication from UTHSC, including the configuration, application, and WebAdMIT launch notifications.

Applicant Portal

The first three sections of the UTHSC 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 UTHSC application and the UTHSC 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 UTHSC Complete application status.
UTHSC 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 UTHSC 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 and University of Tennessee Health Sciences Center before it is available to applicants. If your program is reviewed after the cycle launches, the University of Tennessee Health Sciences Center 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:

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.
Integration Help Center and WebAdMIT API: learn how to set up an API and schedule automatic data exports from WebAdMIT into your SIS/ERP.
Manual Designations: learn how to add additional programs (i.e., designations) to an application in WebAdMIT.
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.

The Release Notes feature new enhancements in the Applicant Portal, Applicant Gateway, Configuration Portal, Liaison Letters, and WebAdMIT, in addition to upcoming training opportunities.

For any questions, contact the Client Support Specialist Team.

Cycle Enhancements

2024-2025

The table below contains enhancements for UTHSC 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 – Biographic Information	The Gender question now includes a third custom gender value: Other. This allows CASs to meet their guidelines and new reporting options from state and federal governments.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Academic History – Transcript Entry	Applicants can view instructions when entering their coursework details.	No action required by participating programs to use this enhancement.	Available at cycle launch
Applicant Portal	Program Materials – Recommendations	Applicants can create a custom recommender pool, where they enter a recommender’s information once and then select the recommender for any programs that they apply to. This enhancement alleviates the applicant burden of entering recommender information for every program and speeds up the application process.	No action required by participating programs to use this enhancement.	Available at cycle launch
Configuration Portal	Program Details Question Rules	Select users with the Config. Portal Live Editing Access role can edit active and closed programs through the Configuration Portal, such as: Editing standard and custom program attributes (e.g., program name, delivery format, test score required, etc.) on the Program Details page. Editing, adding, and deleting Change Deadline Question Rule templates. Editing, adding, and deleting Program Availability Question Rule templates. Editing, adding, and deleting Change Fee Question Rule templates.	Action required by participating programs choosing to use this enhancement.	Available now
Configuration Portal	Question Rules	The Change Deadline and Program Availability rules can now be built at the organization level, meaning that they can be applied to some or all programs under an organization.	Action required by participating programs choosing to use this enhancement.	Available now
WebAdMIT	Export Manager List Manager	The TOEFL Official PBT fields were removed. If you have exports and lists that include this field, you will want to review and update them as necessary.	No action required by participating programs to use this enhancement.	Available at cycle launch
WebAdMIT	Work Groups	In WebAdMIT, you can configure Work Groups to allow users to see specific panels on the Applicant Details Page. With this enhancement (from Release 11, 2023) if you remove access to a panel for a Work Group, the fields in that panel are also not available for the Work Group to see when creating exports, lists, or PDF manager templates. For example, if the Race and Ethnicity subpanel is not enabled for a Work Group, its members will not see the information from that panel when creating an export, and will not be able to create filters in List Manager using any of the fields from that panel. As a result of this enhancement, reports that are not shared with Work Groups from the Report Settings page will be inaccessible to anyone who is not a WebAdMIT Administrator. Review the How Work Groups Impact Access to Features and Fields documentation to learn more about the impacts of this enhancement.	No action required by participating programs to use this enhancement.	Available at cycle launch

2023-2024

The table below contains enhancements for UTHSC 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	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	Official IELTS Tests	Applicants can submit their official IELTS test scores to the CAS, and you can review those test scores in WebAdMIT.	No action required by participating programs to use this enhancement.	Available at cycle launch
Configuration Portal	Documents	You can request and/or require a Shadowing Forms document type.	Action required by participating programs choosing to use this enhancement.	Available now
WebAdMIT	Applicant Details Page	Applicants' licenses and certifications data is now located under the Licenses and Certification panel on the Applicant Details page. Previously, it was listed under the Achievements panel.	No action required by participating programs 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: The In Progress Applicant search page as a filter. Pre-configured exports for application statuses that you have partial viewing rights to. The Applicant Header, List Manager, and Export Manager.	No action required by participating programs to use this enhancement.	Available at cycle launch