Best Practices in Setting Up a Review Process
If you're just getting started with building a review process in WebAdMIT, we recommend that, where applicable, you complete the following steps in the order listed:
- Build a checklist of supplemental requirements for each applicant.
- Track applicants during each stage of your admissions process.
- Store information in Custom Fields that your program needs but is not collected from the applicant in the CAS application.
- Upload documents directly to an application in WebAdMIT, whether it's a document the applicant sends you or one that you want to attach to their file.
- Create tasks for reviewers through Assignments, where the reviewer can add their comments and scores.
- Create and assign Interviews for reviewers, including tracking the date and location of the interview.
- Score applicants based on institutional rating policies.
- Depending on your CAS, you may also have access to retrieving background checks.
Additionally, explore these resources for best practices when building a review process:
Creating Scoring Models
Scoring Models provide a framework for how applicants are scored based on institutional rating policies. Some Scoring Models also use Point Tables that allow you to assign points based on customized point scales. This helps you normalize and assign scores in a standard manner.
- Using the Menu Bar, open the Management panel, then click Scoring.
- Click New Scoring Model.
- Enter a name and description and click Submit.
- To add components to your Scoring Model, click Edit Model.
- Click New Scoring Component to add scorable items. Not all fields in the application are scorable. You may use a Custom Field to capture items that are not available as scoring components. Additionally, if you select a scorable item that is text-based (e.g., Military Status), you must use a string Point Table to convert the text to scores.
- Where applicable, adjust the eligible date range and determine how multiple values are scored. This is required for fields that can have more than one result (e.g., test scores, assignment scores, interview scores, etc.). The options are:
- Average: the average score of the selected testing component.
- Highest Overall: the component taken from the test with the highest overall score (regardless of whether they scored higher on that selected component in another test).
- Maximum: the highest score obtained for the selected testing component.
- Most Recent: the most recent score for the selected testing component.
- Sum: the sum of all selected testing components.
In some situations, such as using standardized tests, the highest score in different sections may not have been obtained in the same test. The difference between Maximum and Highest Overall scores is described below.
In this example, the applicant took the GRE test twice, with the scores below.
GRE Test 1 GRE Test 2 Quantitative Verbal Overall Result Quantitative Verbal Overall Result 550 640 1190 530 690 1220
If you select Maximum for Quantitative and Verbal, your scoring model pulls Test 1 score (550) for Quantitative and Test 2 score (690) for Verbal. Selecting Maximum for each section creates a “superscore” that presents the best scores for each section, regardless of whether they were obtained during the same session.
If you select Highest Overall for Quantitative and Verbal, your scoring model pulls Test 2 score (530) for Quantitative and Test 2 score (690) for Verbal. Selecting Highest Overall uses the score originating from the test with the highest overall result.
The Maximum option can also be used to simulate TOEFL MyBest™ Scores. MyBest Scores are the combination of an applicant’s best scores for each test section from all of their valid TOEFL scores in the last two years. If desired, you can create a Scoring Model exclusively for TOEFL MyBest Scores by selecting Maximum for each section of the test. The resulting overall score combines the maximum scores, resulting in a "superscore."
- If necessary, select a Point Table or enter a Multiplier. These options allow you to convert the value from the specified field to another value for weighting or normalizing.
- Select the programs associated with the Scoring Model.
- Click Submit.
Creating Point Tables
Point Tables allow you to normalize values and assign scores in a standard manner to all applicants.
- From the Scoring page, click the Point Tables tab, then click New Point Table. Note that WebAdMIT provides a suite of Point Table templates that you can copy and customize, as needed. If copying a template, skip to step 3.
- Enter a title, select a Point Table type (note that you can’t change this), enter a description, then click Submit.
You can select from three Point Table types:
- Numeric: convert a number into another numeric value (e.g., 0.5 value is awarded 1 point, 1.5 value is awarded 2 points, etc.). This is useful when number conversions do not follow a standard multiplier value.
- Range: convert a range of numbers into a single numeric value (e.g., GPA values between 3.0 and 3.2 are awarded 5 points). This is useful for GPAs and test scores.
- String: convert text into a numeric value (e.g., Military Status “Active Duty” value is awarded 2 points).
- To add parameters to your Point Table, click Edit Table.
- Click New Point Table Entry to add conditions, then click Submit when all conditions have been added.
- Once Point Tables have been added, a Scoring Model can be updated to incorporate it.
It's a good idea to test your Point Tables by applying them to your Scoring Model and then reviewing applicable applicants. For string Point Tables, it's important to confirm that the text in the fields you are scoring on matches the text in your Point Table exactly. For example, the States & Territories Point Table template uses state abbreviations, so for it to work properly, you'll need to pair it with a State Code field instead of a full State Name field.
Viewing Applicant Scores
- To view scores, navigate to any Applicant Details page, and scroll down to the Scoring panel.
- To view how the score was calculated, click Details.
- If recent changes to the applicant's score have not taken effect, click Refresh Applicant's Scores.