The Reviewers Portal User Guide
Contents
1. When you have finished entering a user s information click the Submit button Editing Users To edit an existing user from the Admissions User List click on the Edit user icon the pencil on the right hand side of the screen in the user s row Admissions Users Email Last Name First Name Actions Brian dental H Yi D x j temple edu H i f R Edit User Icon The icon will take you to the Add Edit User screen described above 2012 Academic Software Plus WebadMIT Deactivating Users To deactivate a user from the system click on the Deactivate User icon the red X on the right hand side of the screen in the user s row Note that the system will not allow you to delete a user you must Deactivate them You would have the option to reactivate a user at a later date should you need to This is done by the same as above the red X will be a green signaling reactivate the user Admissions Users Email Last Name First Name Actions Brian dental H B Y f amp j Dtemple edu H Je Y f R Deactivate User Icon Lost Passwords If a user has lost their password it can be reset from the Edit Users screen The WebAdMIT support team can also reset passwords for users They can be contacted at admitsupport academicsoftwareplus com or 716 636 7777 Select Option 7 Also See e Contact Support e Management Overview e Menu Bar e User Roles 7 3 2 User Roles A role in the Reviewers Portal defi2. Kellie E Speech Language Patholo O Verified 201213 p guag gy Emily K H h Path Verifi 201213 Speech Language Pathology O Verified Clipboard Clicking on any applicant s name on the Clipboard will take you to the Applicant Details page for that applicant Adding Applicants to the Clipboard Applicants can be added to the Clipboard from the Applicant Details page Simply click the Add to Clipboard button in the upper right portion of the screen to add the applicant to the Clipboard Kaila R A previous aa MA Al Applicants Heather A Ai next q Add to Clipboard gt Add to Clipboard Removing Applicants from the Clipboard Once an applicant has been added to the Clipboard he she can be removed by clicking the Remove from Clipboard button in the upper right portion of the Applicant Details Kaila R A preious Duaa M A All Applicants Heather A Al next 0121 Venfied Ipdate on Dec 21 2011 at 05 Remove from Clipboard Using the Clipboard From the Clipboard screen if you can click on any applicant to view their information Once you view the details of one applicant on the Clipboard you can easily move to the next or previous applicant on the Clipboard by using the List Navigation controls in the upper right portion of the Applicant Details screen 2012 Academic Software Plus 15 WebAdMIT Kaila R A previous Duaa M A All Applicants Heather A A next CAS ID 201213 Verified Last
3. Through innovative software exemplary customer service and detail driven process management we relieve clients of burdensome and costly in house solutions for their information technology and operations needs The benefits to our clients have been dramatic Our solutions enable associations to redirect resources to identify and address strategic priorities and our software frees administrators to focus on innovation in their recruiting and applicants assessment Our business record is founded on industry leading support services We ensure that our clients operations and commitment to their constituents are successfully met by going above and beyond our contractual obligations We strive to build strong alliances with our clients eyeing a long term and mutually beneficial relationship The investment in our people and the health professions backed by our successful track record is the ultimate indicator of our commitment to these partnerships with our clients Throughout these years we have cultivated a solid reputation that positions us in a leading role of providing dependable technology solutions to associations and their member schools Client satisfaction is a key to our success and a Liaison main marketing tool for acquiring new business Liaison clients are health professions associations and educational institutions who seek proven and focused solutions Our main core competency is Centralized Application Service CAS for health profes
4. 12 You can use filters to refine the list of applicants that you can see To access the filters click on the Show Filters button in the upper right portion of the screen gt Search Assignments Gaim Active Filters None 113 applicants Search Assignments Show Filters Available filters include Search Assignments Active Filters None Last Name Assignment Type AADSAS ID Reviewer PIN Due Date Complete Remark Score Search Assignments e Last Name The surname of an applicant e AADSAS ID The unique AADSAS number assigned to the applicant e PIN DENT al Personal Identifier for applicants e Complete Denotes whether an assignment is complete or not e Assignment Type The type of assignment used for screening an applicant e Reviewer An admissions user who is assigned to evaluate an applicant e Due Date The date an assignment should be complete and results entered in to the Reviewers Portal e Remarks The recommendation given to an applicant at the completion of a review e Score A numerical value given to an applicant at the completion of a review You can use one or more filters to refine your search Once you have select criteria for all of the filters that you wish to use click the Search button to see your results Sort Results The Sort Results feature allows you to sort your search results by Last Name First Name and AADSAS ID Hide Filters Search Actions Sort Results
5. Assignment Type click on the red X icon Note that you cannot delete an assignment type you can only edit or deactivate it Assignment Types Name Final Interview Final Recommendation First Interview inital Screening Deactivate Assignment Type Once an Assignment Type is deactivated you will see it listed below the Assignment Types ina separate section entitled Inactive Assignment Types Inactive Assignment Types Name Final Recommendation Inactive Assignment Types To reactivate an assignment type click on the green plus in the row of the Inactive Assignment Type you want to reactivate See Also e Assignments e Dashboard Overview 7 3 Accounts 7 3 1 Managing Users Your school has the ability to control access to the Reviewers Portal from directly within the software You can add remove and modify the rights of different users as your admissions O 2012 Academic Software Plus 33 WebAdMIT department needs change User List Click on the Admissions Users option in the Management section of the Menu Bar Applicants Search Assignments Clipboard Management Admissions Users Assignments Usage Help FAQ s Help Manual Support Resources Management Menu Admission Users This will take you to the Admissions Users Management Screen Admissions Users Email d gmail com 2 aol com e nshs edu a gmail com 0 gmail com Last Name First Name Programs William GPR
6. Complete Remark Score Comments Assignment Type Submit Results Scholarship Review Score Overall Comments Overall Remark Yes v Complete assignment Enter Scoreand Comments O 2012 Academic Software Plus 23 WebAdMIT Click on the Complete Assignment button to submit a Remark Score and Comment for an Assignment Assignments Complete Recommendation Comments Assignment Type Assigned To Due Date Submit Results OTD Reviewer M Carolyn Mar 31 2011 Submit Results MSOT Reviewer No Reviewer Assigned Mar 30 2011 Recommendation Highly Recommendation Score 95 0 Comments This applicant would be a great asset to the MSOT program Complete Assignment Complete Assignment Button Please note Entering a Remark Score and Comment may not be required for each Assignment It is an option to include Remarks Scores or Comments in an Assignment Type Therefore you may not be prompted to enter information for each of these fields A completed Assignment will be displayed on the Assignments panel as shown below Assignments Complete Remark Comments Assignment Type Assigned To Due Date Jun 05 2012 Yes j Show Scholarship Review Flash Si Jun 05 2012 Submit Results Application Review Admin WebAdmit Oct 25 2012 New Assignment Assignment Complete Please note Once Assignment results are submitted this record will become locked to the Admissions User if they do not have the administrator role If you n
7. If you are a program administrator AADSAS ID Reviewer you will be able to view all PIN Due Date assignments that belong to your program Management Admissions Users Assignments Complete Remark The Search Assignme Usage Help Score e ea AS ig ents feature allows you to search by FAQ s applicant Last Name CAS ID Complete Assignments or not Assignment Type Reviewer Support Resources Name amp AADSAS ID Complete leviewer e Due Date Due Date Remark or Score ro Once you have entered or Diba A OCESS Lal Apr 02 2012 selected your search criteria click on Search 201202 Apr 05 2012 nterview Apr 05 2012 Help Manual Rebekah A rocessin Lal Apr 06 2012 To search by Assignment Due aa Mar 28 2012 rocessin Apr 17 2012 A ee Due Date A calendar will appear Select the due date of interest Click on Search to get your results Please Note The results of your search will include all due dates that are on or before the date you selected Select Applicant from Dashboard Data Shown The following data elements are displayed for easy reference Name The applicant s first and last names AADSAS ID The unique AADSAS number assigned to the applicant e Reviewer Any Reviewer assigned to this particular applicant Assignment Type The type of Assignment s assigned to each reviewer for particular applicant Due Date The date each Assignment is due Search Filters O 2012 Academic Software Plus Applicant Functions
8. Last Name First Name AADSAS ID Sort By 2012 Academic Software Plus 13 WebAdMIT 4 2 Search Actions Hide Filters Search Actions gt Add Checked Applicants to Clipboard Assign Checked Applicants Export Entire Search Search Actions The Search Actions feature allows you to Export search results data as well as globally Assign Applicants or add them to your Clipboard e Clipboard This function allows you to store an ad hoc list of applicants e Assign Applicants This function allows you to assign multiple applicants to an assignment at one time e Export This function allows you to create and download search results data in an XLS file format Also See e Applicant Details e Clipboard e Exporting Data e Global Assignment Clipboard The Clipboard can be found under Search Assignments on the Menu bar Applicants Search Assignments Management Admissions Users Assignments Usage Help FAQ s Help Manual support Resources Clipboard on Menu Bar The function of the Clipboard is to store an ad hoc list of applicants You can add any applicant that you would like to the Clipboard so that you may access them easily in the future 2012 Academic Software Plus Applicant Functions 14 Clipboard Clipboard Actions gt Sort Clipboard 10 applicants Name amp CAS ID Designation Appl Status Local Status Decision Duaa M A 201243 Audiology O Verified None None
9. averages and sends the materials to the programs that the applicant designates AdMIT History AADSAS Client AClient was created in 1998 under the direction of the American Dental Education Association Application Service ADEAAS ADEAAS solicited bids for the development of admissions software After review and negotiations ADEAAS now AADSAS then began working with the software development group known as The Academic Software Collaboration TASC at the University at Buffalo now known as Academic Software Plus and the services of Liaison International to design a program that would automate the admissions of dental school applicants AClient software imports data from weekly AADSAS data feeds and makes it easy for dental schools to sort their applicants and identify the school s most appropriate applicants In 2010 AdMIT began its move to a web based program by combining the functionality traditionally found in a College Application Service s CAS online admissions portal which collects applicant data with the admissions management functionality typically found in AdMIT On March 15 2010 with the release of this online tool for NursingCAS WebAdMIT was born Between its LAN based and online product offerings Academic Management Systems 2012 2013 2012 Academic Software Plus Introduction 2 offerings include admissions management software for over a dozen health professions including e Chiropractics e Communicatio
10. details are available All Applicants Rebekah A Hudson next Diba A sir s AADSAS ID 201202 Professional PIN Remove from Clipboard Last AADSAS Update on Jun 27 2011 at 3 43 PM Applicant Header e Applicant Name The first and last name of the applicant AADSAS ID A unique identifier for the applicant e Last Updated The last time that the applicant s information was updated by AADSAS e Navigation Controls Controls to move to the next or previous applicant record Add to Remove from Clipboard A button to add or remove an applicant from your clipboard Also See e Applicant Details Overview e Clipboard Assignments This panel shows the Assignments to be completed by the user for the applicant Assignments Complete core s i Due Date Mar 31 2011 Assignment Panel Designating an Assignment To designate an Assignment to a user for an applicant click on New Assignment O 2012 Academic Software Plus Applicant Details 20 Assignments Complete Remark Score Comments Assignment Type Assigned To Due Date New Assignment Submit Results Application Review Admin WebAdmit Oct 25 2012 Assign New Assignment The New Assignment pop up window appears New Assignment x Assign Application Review to Admin WebAdmit v due by 10 25 2012 New Assignment Click on the drop down arrow and select one of the Assignment options This list comes from Assignments created in the Management sect
11. in the Reviewers Portal you have access to certain key functions AMERICAN DENTAL EDUCATION association AADSAS Reviewers Portal Header AADSAS Logo By clicking on the AADSAS logo in the upper right portion of the screen you can always return to the Reviewers Portal Dashboard User and School Information The header displays your user name and school not displayed in the graphic above Dashboard This link also takes you back to the Reviewers Portal Dashboard Account This link takes you to your account information where you can edit your contact information and account password Logout This link logs you out of the Reviewers Portal software 2012 Academic Software Plus Reviewers Portal Basics 8 Also See e Dashboard Overview e Managing Your Account 2 4 1 Managing Your Account You can review your current account information by clicking on the Account link in the Page Header AMERICAN DENTAL EDUCATION association AADSAS Reviewers Portal Header Updating Account Information To update your account information as well as your password click on the Edit My Account button My Account Basic Account Information First Name User Last Name Test Email usenestq email com Phone Number 655 555 1234 Phone Extension 123 Password 160040600 Confirm Password LGES Edit My Account Screen Lost Passwords If you have have forgotten your password an administrator can reset it from th
12. resolution of at least 1024 x 768 when running the Reviewers Portal The software will run at lower resolutions however users may need to scroll to the right to see everything on the screen Supported Browsers The Reviewers Portal has been tested and runs in the following major browser versions e Microsoft Internet Explorer 8 and 9 e Mozilla Firefox 3 5 or higher e Apple Safari 4 0 or higher e Google Chrome 8 0 or higher PDF Viewer In order to view documents including full applications transcripts and letters of recommendation a PDF viewer is required A free PDF viewer is available from Adobe Systems at www adobe com Also See e Applicant Documents 2 3 Logging In When you first arrive at the Reviewers Portal you will need to authenticate into the system Typically your username is your school email address Your school s Reviewers Portal administrator will provide you with a password 2012 Academic Software Plus WebAdMiT 2 4 Password Remember me lf you do not already have an account Please contact an administrator to create one Reviewers Portal Logon Page Password Assistance Should you forget your password your administrator can rest your password through Admissions Users or you can contact the Reviewers Portal support team to have it reset at 716 636 7777 Select Option 7 or admitsupport academicsoftwareplus com Also See e Contact Support Page Header At the top of every page
13. 612 Constance GPR612 Donna GPR612 Jacqueline Jennifer GPR612 ManageAdmissions Users Actions SEA SEA SEA f f Bx Note To access user management functions you must have a role of Administrator Creating Users To create a new user click on the New User button on the upper right portion of the screen It will take you to the Add Edit User screen 2012 Academic Software Plus Management NES New User Basic Account Information First Name Last Name Email Phone Number Phone Extension Password Confirm Password Role Assignments Primary User View All Applicants Assign Applicants Configure Software Manage Documents Check All Uncheck All Return to Admissions Users Add Edit User Screen Enter all of the information about the user including their password Be sure to record the password set for each userto pass along to the user with their login credentials Individual users should be encouraged to change their password once they get their login credentials Set the user s roles to give the user rights If no rights are assigned to a user they will only have access to view their applicants To gain further rights more specific roles need to be selected Set the programs to which a user has access One program will be listed for each Designation that your school has made available If a user does not have access to any programs they will not be able to able to see any applicants
14. ACADEMIC SOFTWARE PLUS Ar The Reviewers Portal User Guide AMERICAN DENTAL EDUCATION ae association AADSAS Preface General Information about The Reviewers Portal and this training guide by Academic Management Systems Welcome to The Reviewers Portal This manual teaches Admissions Professionals how to use the The Reviewers Portal product to manage the application process The goal of this manual is to provide Academic Management System clients wth the information necessary to manage the system and to create powerful reports Thank you for choosing The Reviewers Portal We hope you enjoy this training manual and find that The Reviewers Portal meets your needs The Reviewers Portal 2013 Admissions Cycle 2012 Academic Software Plus All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document
15. CAS Update on Dec 21 2011 at 05 36 PM EST New in Mailing 7 Navigating a List Other Clipboard Functions Clipboard Actions Sort Clipboard Assign Checked Applicants Remove Checked Applicants Empty Clipboard Export Entire Search Clipboa rd Actions a From the clipboard users can also perform standard list functions by using the buttons in the upper right portion of the screen These include e GlobalAssignment This function allows you to globally assign multiple applicants at the same time e Remove Checked Applicants This function allows you to remove selected Applicants from the Clipboard by unchecking them Note all applicants are checked by default First uncheck all applicants and then check the specific ones you want to remove e Empty Entire Clipboard This function allows you to remove all applicants from the clipboard e Export This function allows you to create and download search results data in CSV comma delimited text file or as an XLS file formats Sort Clipboard This allows you to sort your Search by Last Name First Name and AADSAS ID Clipboard Actions Sort Clipboard gt Last Name First Name Local Status AADSAS ID Sort Cliboard By See Also e Applicant Details 2012 Academic Software Plus Applicant Functions 16 e Export e Global Assignment e Navigating Lists 4 3 Global Assignment Globally Assign Applicants The Assign Applicants function allows y
16. Usage Help Click on the Support Resources Link and look for the Custom Export Field Layout section 2012 Academic Software Plus fe Index A AADSAS Specific Questions 38 About Academic Software Plus 3 About Liaison International 4 Account 9 Accounts 32 Add Remove from Clipboard 19 Administrator 28 35 Admissions Support 2 Admissions Users 28 35 AdMIT History 1 Applicant Data 10 Applicant Details 18 Applicant Details Documents 24 Applicant Details Overview 17 Applicant Details Summary 17 Applicant Name 19 Applicant Record 19 Applicants 10 Applicants Clipboard 13 Applicants Searching 10 Assign Applicants 10 Assignment Due Date 19 Assignments 17 19 28 Attaching Documents 24 Authentication 6 B Basic Applicant Information 17 Browsers 5 C CAS ID 19 Clipboard 13 Contact Support 2 Controlling Panels 18 Controlling Widgets 18 Creating Assignment Types 28 Custom Export 39 2012 Academic Software Plus D Dashboard 9 10 Dashboard Overview 9 Data Dictionary 39 Deactivating an Assignment 19 Deactivating an Assignment Type 28 Designating an Assignment 19 Documents 17 24 a Editing an Assignment Type 28 Editing and Assignment 19 Export 10 13 Exporting Data 27 Exporting Search Results 2 7 _F File Types 27 Firefox 5 Full PDF Application 24 G Global Assignment 13 16 Internet Explorer 5 Introduction 1 3 4 eLa Last Updated 19 Letters of Recommendatio
17. ant Details e Assign Applicants 2012 Academic Software Plus Management 28 7 Management 7 1 Management Overview The Management section of the Menu Bar allows you to configure the Reviewers Portal software and control access to your applicant pool Applicants Search Assignments Clipboard Management Admissions Users Assignments Usage Help FAQ s Help Manual Support Resources Management Section ofthe Menu Bar Note that most Management functions are only available to users that have the role of Administrator The exception is your Account information which is accessible in the upper right portion of the screen Management Functions e Admissions Users This option allows you to add edit and delete Reviewers Portal users e Assignments This option allows you to create tasks and then assign those tasks to users for individual applicants Also See e Managing Admissions Users e Managing Your Account e Menu Bar e User Roles 7 2 Creating Assignments Managers can use the Assignments feature in the Reviewers Portal to create tasks and then assign those tasks to users for individual applicants These assignments will appear on the user s dashboard until they have submitted review results To view Assignment Types click on Assignments from the Management section in the Menu Bar 2012 Academic Software Plus 20 WebAdMIT Applicants search Assignments Clipboard Management Admi
18. cai POr Due Date A calendar will appear Select the due date of interest Click on Search to get your results Please Note The results of your search will include all due dates that are on or before the date you selected Dashboard Dashboard Sections e Menu Bar Located on the far left of the screen the menu bar allows you to analyze your applicant pool by searching for applicants It also allows users with administrative privileges to add and edit Reviewers Portal users and customize other settings e Page Header Located at the top right of the screen here you can view who is logged in as well as find links to access the Dashboard Account Information and Logout of the software Also See e Applicant Details Overview e Clipboard e Creating Assignments e Management Overview e Managing Admissions Users e Search Assignments e Usage Help O 2012 Academic Software Plus Dashboard o 3 2 Menu Bar The Menu Bar located on the left hand side of the software gives you access to a variety of functions Applicants Search Assignments Clipboard Management Admissions Users Assignments Usage Help FAQ s Help Manual Support Resources Menu Bar Menu Bar Function Groups e Applicants This section contains basic applicant tools including Search Assignment functions and your Reviewers Portal Clipboard e Management This menu is only available to users with administrative rights It allows them t
19. chnology companies This environment offers a rich pool of talent that we have been able to draw upon as the company continues to grow Academic Software Plus has won state wide recognition for its success as a State University of New York start up company We believe costs related to mandatory academic administrative processes can be keptin check while achieving results that are of high quality and of considerable benefit to the institution Unlike many enterprise wide approaches Academic Software Plus takes an individual approach to offering locally customizable solutions tailored to management tasks that are specific to academic units without forcing the customer to purchase or adapt to an all encompassing administrative software product This approach is more cost effective and targets the needs of the individual unit Also See e About Liaison International e AdMIT Histor 2012 Academic Software Plus Introduction 4 1 6 About Liasion International LIAISON 2222 For the past 20 years Liaison International has served as the premier provider of Centralized Application Services Web Surveys and National Exam Management software for a wide array of education institutions and health professions associations Our software products process management and consulting services have allowed our clients to effectively transform the way they interact with applicants students admissions officers and pre health profession advisors
20. e Edit Users screen The Reviewers Portal support team can also reset passwords for you They can be contacted at admitsupport academicsoftwareplus com or 716 636 7777 Select Option 7 Also See O 2012 Academic Software Plus 9 WebAdMIT 3 1 e Managing Users e Page Header Dashboard Dashboard Overview When you first log into the Reviewers Portal you will arrive atthe Dashboard which brings you to the Search Assignments screen AMERICAN Amanda L Dashboard Account Logout DENTAL EDUCATION ASSOCIAT ON AA DSAS University of 2013 Admissions licants _ Search Assignments About Search Assignments Search Assignments Active Filters None Clipboard 2 applicants From this page you can search Last Name Assignment Type your assignments Note If you Management are a program administrator AADSAS ID Reviewer you will be able to view all PIN Due Date assignments that belong to your program Admissions Users Assignments Complete Remark Usage Help Score The Search cached feature allows you to search by FAQ s Search applicant Last Name Search Complete Assignmen Help Manual Assignment Type Support Resources Name amp AADSAS ID Complete eviewer e Due Date Due Date Rema ae me Once you have el ed or Diba A L l Apr 02 2012 selected your search criteria click on Search amanz Apr 05 2012 Interview Apr 05 2012 pa in i Rebekah A Lal Apr 06 2012 To search by Assignment Due 201202 Date click on the field next to
21. e available here A foreign evaluation will also be available as part of the Full Application Saving and Printing Documents All documents are stored as PDF files You can view a document by clicking on the Document Name If desired your PDF reader can save them directly to your local system or send them to your printer Attaching Documents Users can attach documents to an applicant s online record Attachable file types include doc docx pdf and txt files Three files per applicant are permitted with a 5MB limit per file and a total size limit of 10MB Click on Browse to select the file to be uploaded add a description if desired and click on Upload File Also See e Applicant Details Overview e PDF Reader Notes This section allows you to record any Notes and comments about an applicant that you wish to have a record of in the system Notes No notes entered NotesPanel Creating a Note To create a new Note click on New Note from the Notes Panel O 2012 Academic Software Plus Applicant Details 26 Notes No motes entered New Note p m Creating New Note Type in your note in the Add Your Note text box When done click on Save Notes No notes entered Add Your Note Contacted this applicant and they will have their transcripts forwarded after the completion of this semester Save Cancel Adding and Saving a Note Notes entered here will be viewable by all users at
22. eed to edit your results you will have to contact your administrator to update this record for you Updating a Record To change an Assignment that has already been submitted by an Admissions User the administrator needs to click on the Date link under Complete Assignments Complete Remark Comments Assignment Type Assigned To Due Date se Recommend 5 Show Review Walker Denise Feb 13 2012 New Assignment Update Assignments Record Change the information as needed and click Update Results 2012 Academic Software Plus Applicant Details 24 Assignments Complete Remark Comments Assignment Type Assigned To Due Date Recommend 5 Show Review Walker Denise Feb 13 2012 Remark Recommend v Score 5 Comments Great Fit Update Results Update Results See Also e Applicant Details Overview e Creating Assignments e Dashboard Overview 5 5 Documents This panel shows documents that have been created or uploaded by AADSAS for the applicant You can also view documents that have been uploaded locally by program staff Users will also be able to see documents that are in a pending state because they still have not been received such as evaluations Documents Document Received Full Application May 01 2012 p Electronically Submitted Evaluation Gerald O Apr 30 2012 r A Electronically Submitted Evaluation Katriona S Apr 26 2012 Pending Electronically Submitted Evaluation Amy M US Ca
23. ge mentOVSIVIEW sneinen a E cadasoE 28 2012 Academic Software Plus Contents 2 Gre ating ASSIGNIMOIS eaae pida ainia 28 3 ACCOUN onia e a a a l loa cuca 32 Managing US CUS smirene ea AAA oath aa eN a a 32 User Role S a dada 35 Part VIII Usage Help 37 T REID soena aa a a E a ant nett anne mmr enn 37 Part IX Frequently Referenced Topics 38 1 AADSAS Specific QUESTIONS icri aaa anced a edici 38 2 R viewers Portal SO cues ada cin 38 3 Data DICTIONARY id 39 Index 40 O 2012 Academic Software Plus 1 1 1 1 2 1 3 WebAdMIT Introduction What Is The Reviewers Portal ACADEMIC SOFTWARE PLUS The Reviewers Portal is an online applicant reviewing software designed by Academic Software Plus solely for the purpose of tracking applicants through the review process It serves to bring all important applicant data to the fingertips of a Reviewer as well as Administrators What is a CAS a OAS Application A Centralized Application Service CAS offers prospective students a convenient way to apply to participating health professions programs offered at schools nationwide Through a CAS students only need to complete one electronic application and prepare one set of corresponding materials i e references transcripts that will be disseminated online to one or multiple schools for consideration A CAS verifies the application components for accuracy calculates the applicant s grade point
24. ic Software Plus Frequently Asked Questions Can the software send e mail to let reviewers know their assignments Can it send a reminder e mail Can you email an applicant from the Reviewers Portal Can we add search filters Can it search the notes entry box Will an applicant be loaded into the Reviewers Portal if they are missing items like letters of recommendation We have a form that the reviewer uses can we upload that for the reviewers to use If during an Admissions Committee meeting the Reviewers want to change their scores can they FAQ s Users will have access to FAQ s Help Manual The Reviewers Portal has a searchable online Help Manual that is easy to navigate and find information Support Resources The Support Resources link will take you to a screen displaying who to contact for support It also provides links to a downloadable user manual Also from this screen you can download the Reviewers Portal data dictionary 9 Frequently Referenced Topics 9 1 AADSAS Specific Questions AADSAS has made alist of frequently asked questions available to all of its members by using the FAQ option in your Menu Bar It may be viewed at the ADEA website http www aota org educate edres otcas aspx 9 2 Reviewers Portal Security Your school s IT department may have questions regarding the security measures taken to safeguard applicants in your WebAdMIT The following security measures are among those u
25. ion New Assignment Assign Application Review e Assign Then select the user who is to complete the assignment from the drop down box New Assignment d None Assigned I Admin WebAdmit Submit Cancel Reviewer Assigned To chose the due date for the assignment click in the Due By field and a calendar will appear which you can use to select the due date O 2012 Academic Software Plus 21 WebAdMIT New Assignment x Assign Application Review v to Admin WebAdmit due by eh June 2012 Tu We Th Assignment Calendar After the due date is selected click on the Submit button New Assignment x Assign Application Review w to Admin WebAdmit v due by 10 25 2012 Su Submit New Assignment Working with the Assignment Panel Click on the pencil icon to edit the Assignment before submitting results for the Assignment This will bring up the same window used to create the Assignment Assignments Complete Remark Score Comments Assignment Type Assigned To Due Date Submit Results Application Review Admin WebAdmit Oct 25 2012 O Edit Assignment New Assignment To delete an Assignment click on the red X icon Assignments Complete Remark Score Comments Assignment Type Assigned To Due Date Submit Results Ready for Processing Leja Amanda ma Apr 02 2012 Apr 05 2012 New Assignment yes k Interview Leja Amanda Apr 05 2012 Deactivate Assignment For a descriptio
26. n 24 List Navigation 13 Locating the Reviewers Portal 5 Logging In 6 Logout 9 NN WebAdMIT Management 10 Management Overview 28 Managing Users 32 Managing Your Account 8 Menu Bar 9 10 28 38 Mozilla 5 N Navigation Controls 19 Notes 25 P Page Header 7 9 Password 8 Passwords 6 32 PDF Viewer 5 Printing Documents 24 R Reviewers Portal Basics 7 Reviewers Portal URL 5 Rights 35 Safari 5 Saving Documents 24 Scoring and Completing Assignments 19 Search 10 Search Actions 10 Search Assignments 10 Search Assignments Results 27 Search Filters 10 Search Results 16 Searching Applicants 10 Sort Results 10 System Requirements 5 T Technical Support 2 U Usage Help 10 User Rights 35 User Roles 35 Usernames 6 Users 32 Using the Clipboard 13 V Viewing Assignment Description 19 W What Is a Centralized Application Service CAS 1 What Is the Reviewers Portal 1 2012 Academic Software Plus
27. n Sciences Disorders e Dentistry e International Dentistry e Medicine e Nursing e Occupational Therapy Optometry Osteopathic Medicine e Pharmacy e Physical Therapy e Physician Assistants e Post Doctoral Dentistry e Public Health e Veterinary Medicine Also See e About Academic Software Plus e About Liasion International 14 Contact Support Technical Assistance and Training The AdMIT team offers technical assistance and training for all participating schools The support team is available Monday to Friday from 8 30 AM to 6 00 PM Eastern Time and is happy to assist users on an as needed basis or by scheduling online training sessions with a school s admissions staff AdMIT Support Email admitsupport academicsoftwareplus com AdMIT Support Phone 716 636 7777 Select Option 7 Admissions Questions In addition AADSAS offers admissions support for participating schools For questions regarding the status of an individual applicant s application GPA calculation or other admissions related questions please contact the AADSAS operations center via telephone or email AADSAS Admissions Email rbannister liaison intl com AADSAS Admissions Phone 617 612 2064 2012 Academic Software Plus WebadMIT 1 5 About Academic Software Plus YY ACADEMIC SOFTWARE y PLUS Academic Software Plus Inc is located in Amherst NY Academic Software Plus was created in 1996 to serve the software development and support needs of
28. n of the Assignment click on the Assignment Type 2012 Academic Software Plus Applicant Details 22 Assignments Complete Recommendation Comments Assignment Type Assigned To Due Date Submit Results MSOT Reviewer No Reviewer Assigned Mar 31 2011 Submit Results Mar 31 2011 Review applicants on Intelligence Problem Solving Critical Thinking Personality Assignment Type Information If an Assignment has not been completed by its due date then a calendar icon will appear next to the due date This will disappear when the Assignment is complete Assignments Complete Recommendation Comments Assignment Type Assigned To Due Date Submit Results MSOT Reviewer No Reviewer Assigned Mar 28 2011 Submit Results OTD Reviewer M Carolyn Mar 31 2011 New Assignment Assignment Late To complete an Assignment click Submit Results Assignments Complete Recommendation Score Comments Assignment Type Assigned To Due Date MSOT Reviewer No Reviewer Assigned Ei Mar 28 2011 Submit Results OTD Reviewer M Carolyn Mar 31 2011 New Assignment Submit Results Select Remarks to enter results for an Assignment Assignments Complete Recommendation Comments Assignment Type Assigned To Due Date Submit Results OTD Reviewer M Carolyn Mar 31 2011 Submit Results MSOT Reviewer No Reviewer Assigned Mar 30 2011 Complete Assignment Enter Remarks Enter a Score and Comments to complete an Assignment Assignments
29. nadian Transcript Camden County College May 03 2012 Pending US Canadian Transcript Thomas Jefferson University US Canadian Transcript Pennsylvania State University Apr 27 2012 Attached Document Name Upload Date Supplemental Application x May 23 2012 Limit of Smb per file three 3 files per Applicant with 10mb quota Allowed file types are doc docx pdf or txt Description Browse_ Upload File Documents Panel Note that the type of documents available will vary from CAS to CAS Documents Available They can include depending on the CAS e Full Application contains test scores academic and professional coursework experience and honors honors and awards personal statement and letters of evaluation e Electronic Letters of Evaluation These are letters of applicant assessment completed on behalf of the applicant by evaluators using the reference portal An electronic assessment will also be available as part of the Full Application e Paper Letter of Reference These are letters of assessment completed on behalf of the applicant by evaluators and submitted to AADSAS via postal mail A paper assessment will also be available as part of the Full Application 2012 Academic Software Plus 25 WebAdMIT 9 6 e Transcripts Official transcripts from educational institutions attended by the applicant e Foreign Evaluation If the applicant has had a foreign transcript evaluated by a third party that evaluation will b
30. nes the functions that an individual is able to perform Users may have more than one role each of which which gives them additional rights within the system Role Assignments The Reviewers Portal allows for each user to be assigned specific roles which determines what they can access Each Role checked will allow the user to perform tasks associated with that role Any user can be assigned any combination of roles as the administrator sees fit The following roles are available 2012 Academic Software Plus Management 36 e Primary User Each User who has a setting of Primary User their user account and settings will automatically be transferred over when a new application cycle begins e View AllApplicants Gives the user the ability to view all of the applicants with their information and statuses to their organization assuming that they have rights to the program to which the applicant applied If this option is not checked the user will only see applicants that have been assigned to them e Assign Applicants Gives the user the ability to assign applicants to other users In addition users with this right will be able to see assignments made by all reviewers and have the ability to modify an assignment e Configure Software Gives the user control over all Academic Software Plus aspects of the Reviewers Portal e Manage Documents Gives the user the ability upload documents to the Reviewers Portal e Add Notes Gives the
31. o create and edit Reviewers Portal users and to create new Assignment Types e Usage Help This menu contains user help tools such as frequently asked questions FAQ s a searchable help manual as well as support resources Following the Support Resources link will give you access to the Reviewers Portal data dictionary a downloadable version of the help manual as well as Academic Software Plus support contact information Also See e Applicant Details Overview e Clipboard e Management Overview e Managing Admissions Users e Usage Hel 4 Applicant Functions 4 1 Searching Applicants The Search Assignments option on the Menu Bar allows you to view your entire applicant pool and then refine your results for particular applicants based on a number of filters 2012 Academic Software Plus 11 WebAdMIT Applicants Search Assignments Clipboard Management Admissions Users Assignments Usage Help FAQ s Help Manual Support Resources Select Search Assignments Clicking on any applicant s name from the Search screen will take you to the Applicant Details page for that applicant AMERICAN Amanda L Dashboard Account Logout DENTAL EDUCATION association AADSAS University of 2013 Admissions Applicants Pp Search Assignments About Search E i n Search Assignments Active Filters None Assignments Clipboard 2 applicants From this page you can search Last Name Assignment Type your assignments Note
32. or from the use of programs and source code that may accompanyit In no event shall the publisher and the author be liable for anyloss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed June 2012 in Amherst NY The Reviewers Portal 2012 Academic Software Plus WebAdMIT Table of Contents Foreword 0 Part Introduction 1 1 Whats The Reviewers Portal ici oca cia 1 2 Wat CASTA io 1 SB AQUUITIAISOa a 1 A eaa ae acd teens Ea E aa a eA a Ea emen A ese 2 5 About Academic Software PIUS viii a eee 3 6 About Li sion International ia ao iaaa 4 Part Il Reviewers Portal Basics 5 1 Locating Me Revie Wers P Ota sonic aa E oe cesta saendaweawtaasi seeiaromeateoat 5 Z SYSSIM RE GUIS ING IES conan coa 5 Sl EOC CUA I h a a as 6 A Page He AGG irracional iones 7 WLAN AGING Your ACCOUN aaan neinean A A A dd di 8 Part Ill Dashboard 9 DasnbOard OVErvie W it 9 2 MENU B e 10 Part IV Applicant Functions 10 T Searching AMC AMES o odo e 10 NS NG eaa E cess ccare ee ecaes segeeesececerenecasiaesees 13 3 Global ASSIONMENE ia ir a a 16 Part V Applicant Details 17 1 Applicant Details Ove Wie Wisin iio cuasES 17 2 GCONTONINO Panel usina ai 18 3 Basic Applicant INTOrMa lO iia ss 19 A ASSIGNMENT S ias nea en aaa a a a a a A a Aae ventana AANEEN 19 9 DOCUMEN S caa n E E 24 A 25 Part VI Exporting Data 27 T EXPONO Data sii 27 Part VIl Management 28 1 Mana
33. ou to assign multiple applicants to an assignment at one time You can globally Assign Applicants from both the Searching Applicants and Clipboard pages After a search is complete select the applicant s that meet your criteria by checking the check boxes next to the applicant s name you wish to include in the global assignment or the check box in the title bar to select all of the applicants Search Assignments Active Filters Assignment Type equals MSOT Reviewer 4 applicants Last Name Reviewer CAS ID Due Date Complete Recommendation Assignment Type MSOT Reviewer Score Name amp OTCASID Complete Reviewer Assignment Type Due Date Kathryn M M Carolyn MSOT Reviewer fal Mar 31 2011 Chip MSOT Reviewer fal Mar 31 2011 Apr 18 2011 No Reviewer Assigned OTD Reviewer Mar 31 2011 Mallory Mc Chip MSOT Reviewer Apr 30 2011 Elaine MSOT Reviewer Apr 29 2011 Apr 18 2011 Aaron MSOT Reviewer Apr 28 2011 Apr 17 2011 Aaron OTD Reviewer Apr 22 2011 REN P RAPE M Carolyn OTD Reviewer Fal Mar 31 2011 Mar 29 2011 No Reviewer Assigned MSOT Reviewer Mar 30 2011 Complete Search Assignments Select Applicants Next click on the Search Actions button and select Assign Checked Applicants Hide Filters Search Actions Sort Results gt o Clipboard plicants Export Entire Search Assign Applicants After selecting the Assign Checked Applicants function a Search Results Assignment window appears Similar to the New Assignment wind
34. ow the user will select an Assignment Type select a Reviewer and enter a Due Date Dissimilar to the New Assignment window the user will select the applicable Designations or Programs for this global assignment 2012 Academic Software Plus Webaamir 5 1 Search Results Assignment Assign Applicant File Review to Adame Al_ due by 02 27 2012 for the following designations Fl University of Submit Globally Assign Applicants Also See e Applicant Details e Assignments e Exporting Data e Searching Applicants Applicant Details Applicant Details Overview Viewing Applicant Data From the Search screen you can click on an applicant s name in order to view their full application as well as all other applicant data Diba A AADSAS ID 201202 Professional PIN Last AADSAS Update on Jun 27 2011 at 3 43 PM Assignments 3 Documents Notes Applicant Details Page Overview Once on the Applicant Details page Admission Users will have access to a variety of information controlling panels Also from this screen you can add the applicant to the Clipboard 2012 Academic Software Plus Applicant Details 18 The Reviewers Portal allows you to view an applicant s full application as a PDF document Panels for AADSAS The following are the panels on the Applicant Details page for AADSAS as they will appear on the users screen e Basic Applicant Information This section contains the ap
35. plicant s name and AADSAS ID It cannot be modified Also referred to as the Applicant Header e Assignments This panel displays assignments for an applicant you can also assign new assignments from this panel e Documents This panel gives users the ability to view the applicants full application in PDF format as well as other key applicant documents such as transcripts and evaluations Users will also see documents such as evaluations that are pending and still waiting to be received e Notes This section allows you to make notes about an applicant and store them in the software Also See e Applicant Documents e Basic Applicant Information e Controlling Panels e Documents e Notes 5 2 Controlling Panel Users can control a number of features regarding the Applicant Details panels Changes made to panels on one applicant will carry over to other applicants that a user reviews Collapsing a Panel Each panel in the Reviewers Portal can be minimized to save screen space Simply click on the minimize widget E Assignments Complete Remark ore s Due Date a Lal Apr 02 2012 Apr 05 2012 Minimizing a Widget Restoring a Panel O 2012 Academic Software Plus io _Webaamrr 9 3 9 4 To return a Panel to a maximized state click on the maximize widget O Assignments Maximizing a Widget Also See e Applicant Details Overview Basic Applicant Information At the top of each Applicant Record certain key
36. sed to keep your data safe e Physical Security The AADSAS Servers are located at AT amp T Internet Data Center in the Boston Area This is one of largest Data Centers in the region with redundant power Internet access and dynamic Bandwidth expansion e Applicant Portal The AADSAS Applicant Portal uses a Secure Socket Layer SSL certificate by 2012 Academic Software Plus WebadMIT 9 3 VeriSign Credit card processing vendor services is done through PayPal The Portal sits behind secure and redundant routers and firewalls at the IDC A browser with 256bit encryption capability is required this is usually 1E6 0 w latest service packs or higher and Firefox 3 x or higher e Reviewers Admissions Portal Academic Software Plus uses a Secure Socket Layer SSL certificate The Reviewers Portal URL address is not published nor available to the general public The Admissions Officers receive the URL with their user ID and Password after these users have been authenticated by AADSAS The Reviewers portal is web based and it only requires a web browser from the school side e File s Download The only way an Admission Officer can access or download any data electronically is through the web interface of the secure Reviewers Portal The schools download the generated export files in an SSL Secure encrypted environment No FTP access involved Data Dictionary A copy of the Reviewers Portal most recent data dictionary can be found under
37. sible Remarks Re order the Remarks as you wish for them to appear in the drop down menu for users To do this click on the grippy icon and drag and drop the remarks into the proper order 2012 Academic Software Plus 31 WebAdMIT Name E Highly Recommend Recommend Do Not Recommend Re Order Remarks Enter instructions for the Assignment Type These instructions can be seen in the Assignments panel Applicant Details page and used for reference Instructions Ensure to review all of the applicants abilities Assignment Type Instructions Click on the Submit button to add the Assignment Type to the list Return to Assignment Types Submit Assignment Type Editing an Assignment Type Click on the pencil icon to edit the Assignment Type This will bring up the same window used to create the Assignment Type Assignment Types Name Final Interview Final Recommendation First Interview inital Screening Edit Assignment Type Re Ordering Assignment Types List You can re order the Assignment Types as you wish for them to appear in the drop down menu for users To do this click on the grippy icon and drag and drop the remarks into the proper order O 2012 Academic Software Plus Management 32 Assignment Types Name E Final Interview Final Recommendation First Interview Inital Screening Re Order Assignment Types Deactivating an Assignment Type To deactivate an
38. sions associations and management of information systems Our experience and knowledge in this particular field is extensive with a long successful track record Liaison software development and consulting services include needs assessment and workflow analysis strategy design and implementation application development implementation training and management Also See e About Academic Software Plus 2012 Academic Software Plus 5 WebAdMIT 2 2 1 2 2 Reviewers Portal Basics Locating the Reviewers Portal Your Reviewers Portal software can be accessed from any Internet enabled computer Simply use your web browser to got to the following address https AADSASReviewersPortal2013 WebAdMIT org Password Remember me If you do not already have an account Please contact an administrator to create one Reviewers Portal Logon Page When you first arrive at the Reviewers Portal main page you will see the WebAdMIT logo as well as alogin page Also See e System Requirements e Logging In e Managing Your Account e Managing Admissions Users System Requirements Internet Connection The Reviewers Portal runs completely in your computer s browser and as such it requires constant Internet connection A broadband connection is strongly recommended for the best performance Screen Resolution O 2012 Academic Software Plus Reviewers Portal Basics 6 For best results use at a display set at a
39. ssions Users Assignments Usage Help FAQ s Help Manual Support Resources Assignments Management Menu Creating an Assignment Type To create a new type of assignment click on the New Assignment Type button Assignment Types Name Final Interview Final Recommendation First Interview inital Screening Assignment Types Creating New Assignment Type New Assignment Type Name Programs GPR612 Check All Uncheck All Comments Use comments Scores Use scores Remarks Use remarks Instructions Return to Assignment Types New Assignment Type 2012 Academic Software Plus Management ES Enter a name for the Assignment Type New Assignment Type Name First Interview NameAssignment Type Check the boxes for the program s to which the Assignment Type would apply If it applies to all programs click the Check All button Programs W GPR612 Check All Uncheck All Assigning Programs Select if you want to use Comments Scores and Remarks by clicking on the check box next the appropriate item Comments Use comments Scores E Use scores Recommendations W Use recommendations Select Comments Scoresand Remarks Add possible Remarks clicking the green plus sign Enter a name for each remark type You can also chose to delete a remark by clicking on the red X Name Recommend Do Not Recommend Highly Recommend Add Pos
40. the University at Buffalo Health Science Center On May 1 2001 Academic Software Plus became the first software unit on campus to be spun out into the University s small business incubator In the process Academic Software Plus became a subsidiary of Liaison International Inc of Watertown MA who purchased all software licenses from the University as part of this technology transfer initiative Liaison International founded in 1992 has served as a provider of Centralized Application Services Annual Institutional Surveys Accreditation Management systems and Exam Management software for a wide array of health professions associations and their member institutions For over fifteen years that Academic Software Plus has been in business seven within the University at Buffalo and the rest with Liaison it has focused on the development and support of management software for both health professions schools and the larger higher education community As such Academic Software Plus and Liaison have developed an extremely synergistic collaboration The Academic Software Plus office is situated in the Baird Research Park Technology Incubation Center a facility that is managed by the University at Buffalo The incubator is home to approximately twenty small companies started by entrepreneurial UB faculty members Western New York has a high concentration of colleges and universities as well as a wide variety of information te
41. user the ability to make notes to an applicant s record in the Reviewers Portal in the Notes section of the Applicant Details Page Assigning Roles To assign a user arole edit the user s account from the Manage Admissions Users screen New User Basic Account Information First Name Last Name Email Phone Number Phone Extension Password Confirm Password Role Assignments Primary User View All Applicants Assign Applicants Configure Software Manage Documents Check All Uncheck All Return to Admissions Users User Roles User roles are listed under Role Assignments Check the box next to any roles that you wish the user to have 2012 Academic Software Plus WebadMIT 8 1 Program Assignments Schools may have more than one academic program or designation Hence users may need access to applicant information for more than one program Access to applicants of different Programs can be granted by selecting the Programs appropriate to the user by checking the appropriate box for the program s you want the user to have access to Also See e Managing Your Account e Managing Users Usage Help Help The Usage Help section is designed to provide you with Reviewers Portal help resources Applicants Search Assignments Clipboard Management Admissions Users Assignments r Usage Help FAQ s Help Manual support Resources Usage Help Frequently Asked Questions 2012 Academ
42. your school Deleting a Note To delete a Note move your cursor under the text of the note that you want to delete You will then see a hover text with the word delete in red font Notes Users Can Also Delete Notes Deleting A Note Click on Delete and your Note will be deleted Also See e Applicant Details Overview 2012 Academic Software Plus Webaamir 6 Exporting Data 6 1 Exporting Data Data can be exported using the Search Actions button on the Search Assignments screen Search Assignments Hide Filters J Search Actions gt Active Filters Complete equals Yes and Assignment Type equals Ready for Processing Add Checked Applicants to Clipboard 1 applicant Assign Checked Applicants Last Name Assignment Type ReadyforProcessing v Export Entire Search AADSAS ID Reviewer T PIN Due Date Complete Yes Remark Score V Name amp AADSAS ID Complete Reviewer Assignment Type Due Date 7 Rebekah A L Ready for Processing Ca Apr 06 2012 7 i Mar 28 2012 L Ready for Processing Apr 17 2012 Exporting After completing a Search Assignments query in this case for completed reviews for the Ready for Processing Assignment Type click on the Search Actions button A drop down menu will appear Select Export in order to download your search query data Data Export File Types Exported data files can be downloaded directly to your local PC in Microsoft Excel format Excel Export Also See e Applic
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