Program Onboarding Guide

ADEA PASS has three(3) components:

1. ADEA PASS Program Finder
   This is where potential applicants go to research the programs they are interested in. Each program has to keep its profile up to date.
 
2. WebAdMIT
   This is where programs will manage their applicant pool.
 
3. WebAdMIT Prelaunch
   This is a copy of WebAdMIT used for making changes to the Configuration Portal in the spring (March) before a new application cycle opens. The Configuration Portal allows each program to add customizations to the ADEA PASS application.

Program responsibilities

• Programs are responsible for keeping the content in the ADEA PASS Program Finder up to date.
  • Changes can be made anytime by visiting programs.adea.org/PASS/admin/programs.
  • Enter your email address and check your inbox for the magic link—no password is needed. Save your changes because updates go live immediately.
   
• Updates to the Configuration Portal are made every spring before a new application cycle opens. The Configuration Portal allows each program to add customizations to the ADEA PASS application. Programs will be able to provide information about their program as well as collect additional information from applicants. Please refer to these resources for more information on customizing the application. 
  • Configuration Portal Help Center
  • Configuration Portal Reference (PDF)
  • How to Promote Your Residency Program with ADEA PASS (Video)
   
• Access WebAdMIT regularly to manage your applicant pool.
  WebAdMIT: pass.webadmit.org
  • Username: Email address
  • Password: Use the existing password or the “Forgot password” feature.
  • If you do not have an account, email JonesY@adea.org for assistance.
   

Understanding “Received” vs. “Complete” in WebAdMIT

• Once an applicant submits their application, it will be marked as “Received”.
• After all required documents have been received, applications are marked as “Complete”.

Applications that are marked as “Received" are waiting on one or more of the following:

• Evaluations (Professional Evaluation Forms) - A minimum of three evaluations and a maximum of five.
• One Institution Evaluation Form from the Dean’s office.
• Official dental school transcript(s).

Data Integration

Learn about the data integration options by visiting the Liaison Integration Help Center.

The Client Support Specialist Team is available Monday–Friday from 9:00 a.m. to 5:00 p.m. at apisupport@liaisonedu.com or (857) 304-2020.

Criminal Background Check

A criminal background check is used by some programs when admitting students. Programs are can use other vendors of their choice.

Some programs use Certiphi Screening, Inc. If you are interested, contact Suzi Arant, Certiphi Screening, Inc. at sarant@certiphi.com or (888) 260-1370.

ADEA PASS Advisory Group

The Advisory Group consists of approximately ten members representing Centralized Application Service users, students and ADEA staff. The ADEA Board of Directors appoints the members based on the annual nomination process, which opens in August.

This is a three-year term with approximately one-third of the members rotating off each year. The Advisory Group meets to review, maintain and improve the application service in person at the ADEA Annual Session & Exhibition once a year and periodic Zoom meetings.

ADEA Advisory Committees

The Board of Directors or House of Delegates may designate and appoint one or more committees and their members. Committees that include non-directors and non-delegates are considered Advisory Committees.

• ADEA Policy and Research Advisory Committee (PRAC) provides insight and perspective to ADEA on current and emerging issues in dental education.
• ADEA Legislative Advisory Committee (LAC) provides advice and counsel to ADEA on public policy and legislative priorities
• ADEA Diversity and Inclusion Advisory Committee (ADEA DIAC) advises the ADEA Board of Directors on issues related to diversity and inclusion in dental education.
• ADEA Annual Session Program Committee (ADEA ASPC) was established to assist in planning the educational content and networking opportunities of the ADEA Annual Session & Exhibition.

ADEA COAEP

The ADEA Council of Advanced Education Programs (ADEA COAEP) membership includes Program Directors or Chiefs of a Hospital Dental Service (as defined by CODA’s list of Program Directors), faculty, residents and fellows, as well as advanced dental education administrators, in CODA-accredited advanced dental education programs located in ADEA Member Institutions, as well as past members of the COAEP Administrative Board who are appointed to or employed in an ADEA Member Institution.

ADEA COAEP members can network with colleagues using the online community on ADEA Connect and post discussion topics. Sign in at connect.adea.org/home. To join, complete ADEA Connect for ADEA COAEP interest form.