This FAQ was developed to help department staff and faculty tasked with working in the new IU Graduate CAS gain a basic understanding of the new application and the administrative backend WebAdMIT. All staff should start their training by completing the required trainings based on work groups, reviewing the WebAdMIT Glossary and the Liaison - Indiana University Terms Guide.
Introduction to Indiana University (IU) Graduate CAS Frequently Asked Questions (FAQ) for Graduate/Professional Programs
How can I join the Grad eApp Info listserv that provides IU Graduate CAS updates and important deadlines?
- Send an email to: firstname.lastname@example.org
- Subject of the email, type: subscribe gradeappinfo-l YourFirstname YourLastname
- Leave the body of the email blank
What is the IU plan to transition from the current Grad eApp to the new Indiana University Graduate CAS?
Please read the Transition Document carefully. This document explains when the current Grad eApp will no longer be available to applicants, as well as other details you need to know about the transition!
What is WebAdMIT?
WebAdMIT is a cloud-based admissions management platform that provides staff and faculty with tools to streamline their admissions processes. WebAdMIT will replace your action list in Kuali workflow, and can replace your in-house graduate enrollment management platforms used to facilitate admissions committee processes (e.g. IUIE, Box, spreadsheets, printed application files, Sharepoint sites). You will no longer receive emails alerting you that you have an eApp eDoc to review in your action list.
What is a CAS?
CAS stands for Centralized Application Service. This means that any applicant to an IU graduate or professional program, or Purdue program at IUPUI, will apply through the IU Graduate CAS. This includes graduate certificates, graduate non-degree programs, and post-baccalaureate programs coded at the graduate level on all campuses.
What is a CAS Cycle and how does it work?
Liaison UniCAS operates on CAS Cycles that have an open and close date, and include applications for academic terms within a single year. IU Graduate CAS will have overlapping CAS cycles to accommodate those programs that begin accepting applications earlier than the majority of IU graduate and professional programs. This will also allow the IU Core Team and Liaison team to build the next IU Graduate CAS without interruption to the current CAS.
For each CAS cycle, there will be a new URL for the applicant portal. As such departmental websites may have two links to applications based on the terms the applicant intends to apply for, and your application open dates and deadlines. In addition, in WebAdMIT you will be able to process applicants in each CAS Cycle utilizing the CAS drop down in the upper right corner.
Liaison and the IU Core Team analyzed data submitted by all graduate and professional programs to determine the CAS cycle dates. Please refer to Liaison’s Indiana University - UniCAS Cycles aligning with Academic Terms document for additional details.
How do I get access to WebAdMIT and the Configuration Portal?
First you must complete the required tutorials based on your Work Group to gain access to the WebAdMIT.
Once you complete the required tutorials, ensure that you are FERPA compliant and you have signed the User Acceptance Agreement. Next, you will determine your Work Group and complete and submit the User Access Request through IU Data Access Request Tracker (DART).
Once your access has been granted you will receive an automated email from WebAdMIT. Please ignore this email, as you do not need to update your password. You will access WebAdMIT through One.IU.edu utilizing Single Sign On (SSO).
Personal Training Schedule
Required / Recommended
Overlap with Liaison Training Plan
Introduction to CAS (Indiana University) Webinar recording
June 18th Liaison Configuration Portal Training Webinar recording
Once you complete the two required courses, you must contact Kim Bunch if you are on the Bloomington campus or a regional campus, or Monica Henry if you are on the IUPUI Campus. They will grant you the necessary access.
How do I access the BOX folder for the Liaison UniCAS Launch information?
You must be logged in to an IU server utilizing your IU login, then you should be able to access all documents found within this folder. This is where you will find past listserv announcements and other important documents.
IU Graduate CAS Specific Training
Recommendation Form Options
Recommendation form options – you have 7 options to select from when configuring your Q4
Fee Waiver Options
IU Graduate CAS Fee Waiver Training document
Liaison Recorded Webinars and Educational Resources
The resources below are mostly general training documents, meaning that not all information will be relevant for the IU Graduate CAS
The following are Webinar Recording Topics (the landing page will request you to register or log in before directing you to the Webinar recording).
Faculty Committee / Interview Training can be found in the Quick Start Guide
Will the applicant’s University ID be listed in WebAdMIT?
Yes. This can be found in the Applicant Header section and the Custom Questions section of the Applicant Page once the applicant has submitted their application and it has been processed through SIS PeopleSoft. This is typically an overnight process unless the application is held in the Suspense File.
Program / Plan / Subplan / Term found in the Custom Fields panel of the Applicant Page in WebAdMIT reflects the most recent CAS application, which may not be your program. The IU Core Team is submitting fix request to Liaison.
Can incomplete applications and their status be viewed in WebAdMIT?
Yes, admissions users will be able to see the status of an application for a designated program. Application Status Reference Guide. The data you see is based on applicant action triggers.
How do I defer an applicant’s admission to a future term in WebAdMIT?
It depends. If it is for a term within the same CAS cycle you will do this using the Manual Designation function in WebAdMIT.
If the applicant would like to defer to a term in the next CAS cycle, you can use the “Defer – next CAS Cycle” Local Status code to move the application to the next cycle, as long as that same program/plan/term combination is available in the next CAS cycle. Neither method is ideal. To fully understand you must view the Workflow Basics Webinar recording and / or view the slides.
What if a Fall 2019 applicant needs to defer to Fall 2020?
See the Transition Document.
How do I withdraw an applicant in WebAdMIT?
Select the “Applicant Withdraw before Admissions” Local Status in WebAdMIT.
Will I be able to track non-native English speaking applicants who the faculty are interested in admitting?
Yes, all bio/demo questions that are currently asked in the Grad eApp will be used in the Indiana University Graduate CAS.
If an applicant contacts me because there are technical problems with the application or they are having trouble paying the fee, who do I direct them to for help?
For situations involving technical problems with the application, direct the applicants to the IU Graduate CAS Help Center or the IU Graduate CAS Support Center:
- Phone (617)729-2866
- Email email@example.com
- Applicants can also access Live Chat reps via the Help Center (Lower right corner – blue message icon).
Does the application support all web browsers?
It supports all up-to-date web browsers. It works best with Google Chrome and Firefox. We recommend that applicants use these browsers if they are experiencing issues.
Will application materials be loaded into Liaison in real time?
Applications are pushed over to WebAdMIT from the applicant portal as part of a batch process. It is possible, depending on the activity in progress, that the applications will not display in WebAdMIT for an hour or two after submission. For In Progress applications data is displayed in WebAdMIT based on certain "trigger" actions by the applicant.
Will we have some type of action list which identifies all the submitted applications?
Yes. Your Action List will now be referred to as the Applicant List. You will have four required lists to view: Received, Complete, Returned to Department, Program/Term Change. Depending on how you configured your program you may, or may not, have applications in your Received Action List. These Applicant lists have been created for you and are listed on the left side of the dashboard view under the “Applicant Lists”.
Your functionality in WebAdMIT will expand substantially and thus you will have the ability to utilize the “basic features” as outlined above, or invest time in training and customize WebAdMIT for your graduate admissions and enrollment processes.
In order to successfully process applications in WebAdMIT and ensure that application decisions are recorded in SIS PeopleSoft you MUST view the Workflow Basics Webinar recording.
Will the students program documents somehow be stored within SIS (example- transcripts)?
No, these types of documents will be stored in the applicants file within WebAdMIT.
What is the application fee?
The fee is set at the program level.
How is an application fee waived?
There are three ways this can be done. A trigger question can be created in Quadrant 4 (Q4) in the Configuration Portal by your program staff. This would allow an automatic fee waiver for everyone that answers the question a particular way. The department would be billed quarterly for these applications. For information on Coupon Codes and setting your application fee at $0 see the IU Graduate CAS Fee Waiver Training document for more details.
The second way is to utilize a coupon code for applicants on a case-by-case basis. A batch of coupon codes can be requested by your department to be used during a CAS cycle. Departments would be billed quarterly for these applications.
Lastly, some programs opt to set their application fee at $0 and work with their campus graduate office to be billed on the back end for the processing fee. Those arrangements are made in collaboration with staff in either the University Graduate School or the IUPUI Graduate Office.
How do I obtain coupon codes for my department, program, and applicants?
To request a batch of coupons, please complete the Indiana University Graduate CAS Coupon Code Request form.
NOTE: For every coupon code used, you will not receive application fees. Unused coupon codes that have expired cannot be used in new CAS cycles. You will only be charged for used codes.
Distribute the coupon codes to those applicants you want to waive the fee for. Applicants redeem coupons via coupon codes; each code can only be used once. How to waive an application fee is found in the Fee Waiver Training document.
What will applicants see when they log into the application?
The Indiana University Graduate CAS launched on September 3, 2019. Feel free to set up an account as if you are an applicant. Just PLEASE do not submit an application as the data will route to SIS as if you are truly an applicant.
Note that every Sunday between 7 – 10 AM ET the following platforms undergo regular maintenance:
- Applicant Portal
- Letters by Liaison
- Configuration Portal
Users attempting to access these platforms during the maintenance window will receive a message that the platform is temporarily unavailable.
Can applicants apply to multiple programs using the same application?
Applicants can apply to multiple programs through the same application by selecting a new program from the “Add Program” tab within the applicant portal. This will generate a new program specific Q4 portion for the applicant to complete.
How will the programs/tracks be listed in the Add a Program page?
Graduate / professional programs will be listed at the plan / sub-plan level based on program configuration submitted by your program representative in July, 2019. The list that appears for applicants will include: campus; program name, program degree level, start term, start year, school, delivery (on campus, hybrid, online), and deadline. For each term you admit applicants to a particular plan / sub-plan during a CAS Cycle there will be a line, and subsequent Q4.
If you would like applicants to utilize the filter found on the Add a Program page to narrow their program options to your school you will need to provide those instructions on your “How-to-Apply” webpge.
Will applicants be able to select any of the departments/programs/tracks?
Yes, this information can be updated as needed if you have a new degree program or track approved prior to or after the September 3rd launch. Please complete and submit the IU Graduate CAS New Application Request form.
Will we have the ability to track program specific application materials in WebAdMIT?
Yes, you can do this with the Requirements function,or with the use of custom fieldsthat you create in the Configuration Portal. Admission users can upload additional scanned documents to the application in WebAdMIT and attach them to the applications electronic record or “Applicant Page”.
You can also easily communicate with your applicants to inform them what application materials you still need from them utilizing the mail merge feature.
Will transcripts be sent to Liaison for processing?
You will process transcripts as you currently do. However, applicants can upload their unofficial transcript in Quadrant 2 when they enter their university / college details. The upload is optional. If you would like to require unofficial transcripts you can add instructions on your home page within your Quadrant 4 (Q4).
Will we be able to use the Liaison transcript evaluation tool?
No, this was not a service purchased by Indiana University.
How do students submit test scores?
Official test score submission will remain the same. The most recent official test scores for the following standardized tests will be imported from SIS to WebAdMIT two times a week.
- GRE General
- GRE Subject
Once supporting materials have been submitted, will applicants be able to update this information?
Document uploads in Q1 – Q3 are set as optional due to the decentralized nature of the graduate and professional application process. Optional uploads allow applicants to upload updated documents after the application has been submitted. If a document upload is set in the Q4 Configuration Portal to “required” an applicant cannot submit an updated version through the Applicant Portal after they have submitted their application.
How many times can supporting materials be updated after an application has been submitted?
If documents in the applicant portal are set as “optional”, they can be updated as needed by an applicant after submission of the application. If the documents are marked “required”, they cannot be updated once the application is submitted. Once a document has been uploaded and submitted, an applicant is not able to modify the uploaded document.
What if hard copy application materials are mailed to our office, can we scan and upload them to WebAdMIT?
Yes, you can scan the materials and upload it to the applicant’s record in WebAdMIT. This can allow for a paperless application review.
Please note, materials uploaded by your staff will not appear in the full application PDF.
What is the process when an applicant applies to the wrong program?
In WebAdMIT, an admissions user will have the ability to add an additional designation from the same campus to an applicant record using the Manual Designation feature. The applicant’s Local Status should be updated to “Program/Term Change”. Admissions users can then pull reports based on this local status to identify which new applications should be reviewed, and processed through admission workflow.
A list titled “Program/Term Change” has been created for admission users and can be found on the left side of the dashboard under the Application List tab. The list is pulling off of the Local Status and can be used to track applicants with the Local Status of “Program/Term Change”. Note, that there are some pitfalls to doing this. Please review the Workflow Basics webinar and slides before utilizing this option. We encourage programs to provide a coupon code and ask the student to apply to the correct program. The applicant will only need to complete the new Q4.
Can we duplicate an application?
If applicant has applied to another Liaison CAS, can their application be copied to our IU Graduate CAS?
No. However, if they utilize the same user name and login, a portion of their bio / demo data will appear in the IU Graduate CAS.
Will applications be closed after the deadline or will they stay open until we ask the application portal to be closed?
Program representatives responsible for configuring programs determine Deadline, and the Display Deadline. After the Deadline has passed, that program option will no longer show on the Add a Program page. Programs can display a date that is before the actual deadline to motivate applicants to move forward with the process. The application will still be available until the actual deadline comes.
A department can then use an invitation codeto allow for late applications after the actual deadline. These invitation codes are single-use.
In addition, after the CAS cycle has closed applications will no longer be allowed for the program in that cycle.
What happens if a recommender declines to provide a recommendation for a student?
If a recommender declines, the applicant receives a notification of this information and the applicant can remove the recommender and update to a new one.
Can the same recommender be used more than once by a student?
Recommenders can receive and complete multiple requests from a student but not for the same program.
Does the application have to be submitted for the recommenders to receive the email notifications?
No, the application does not have to be submitted. The email request will go out immediately after the applicant adds the evaluator’s information to their account. Request can be monitored by departments but only an applicant can resubmit the request to a recommender.
I noticed that in the behavior disclosure section there is no field to upload a statement to explain. Where will these statements be uploaded?
Instructions are provided for the applicant in Q1 to upload this information in the document section of their application. Instructions listed: “Please provide an explanation and attach any relevant documentation in the Documents section of the application.”
What steps should we take to prepare to build our program’s Quadrant 4 (Q4)?
How to Plan - Quandrant 4 Build is a brief summary of what you will need to do to build your program's Q4 visit.
Will departments be able modify questions in Quadrants 1, 2, and 3 to their programs requirements?
No, these are general and are applicable to all programs and all campuses. Q4 is the only quadrant a department or program can customize. A department can add instructions questions, uploads, and letters of recommendation requirements in the Configuration Portal.
What section of the IU Graduate CAS are programs able to tailor?
Each plan / sub-plan will be tied to a separate Quadrant 4 (Q4). Within the WebAdMIT Configuration Portal program representatives will be able to active any, all, or none of the following tabs: Question Tab, Document Tab, Recommendation Tab. Every plan / sub-plan must configure, at minimum the Program/Track Specific Tab (this is titled Home). You will work with your Admissions team to determine which tabs you want available to your applicants.
Can schools or departments use their own branding in Q4?
Yes, but it must meet IU Branding guidelines. See Quadrant 4 (Q4) Program Materials Branding Your Home Page.
Is it possible to list both international and domestic deadlines in Q1?
No. Departments will only be allowed to display one deadline on the program catalog page; however, this functionality may be available soon. You will be able to include the international specific deadlines in Q4. For more details visit Quadrant 4 (Q) International Requirements training document.
Are application fee waivers for AmeriCorps, Military/Veteran, etc built into a conditional question in Q1-Q3?
Active military, veterans, and members of the Reserves or National Guard will receive a university-level fee waiver based on a question built into Q1-Q3. Departments can add additional fee waiver questions in Q4 for programs such as AmeriCorps. IU Graduate CAS Fee Waiver Training document is available.
Will departments have tiered access within Q4? How easily can access be changed or update as we have transitions and new hires.
WebAdMIT users will be assigned to a work group which grants that user certain permissions and accesses. Within WebAdMIT, users can only have one work group access.
To request access complete and submit the User Access Request.
Is it possible to assign two individuals to work on the Quadrant 4 (Q4) build if working on multiple departments?
Yes, more than one individual can be responsible for the Q4 configuration as long as they have the correct work group access and departmental access.
If a department does not require GRE scores for admission, will there be any way to exclude this requirement from our application?
All standardized test component fields in the IU Graduate CAS are optional. If you require standardized tests you have the opportunity to indicate this on your home page when configuring the program’s Quadrant 4 (Q4).
Can Q4 configurations be changed once the application is live?
Once a program's Q4 has been approved and activated only the home page/branding section can be updated.
Can a recommendation submitted for an applicant be utilized for multiple applications?
Only questions and document uploads found in Q1-Q3 are shared across the IU Graduate CAS. Recommendations are configured by the graduate program and thus live in Q4. There 7 recommendation form options.
Will I be able to pull customized reports?
Yes you can create reports in WebAdMIT. Below you will see a list of pertinent trainings.
Lists and Report Tutorials
- Creating Reports
- Exporting Data
- List Manager – Field Lists
- List Manager – Composite Lists
- WebAdMIT On Demand Courses
Can I still use IUIE for reporting?
You can still utilize IUIE for SIS PeopleSoft-sourced application reports. In addition, Liaison delivers their own reporting functionality for application information in the WebAdMIT portal.
Data reporting from current eApp-sourced IUIE reports will only hold application information from the old eApp (i.e. eApp GRAD Notifications, application Response, and any field with eApp in the name in other reports).
I am in the Department API Team Work Group. Where can I find resources to aid me in pulling our admissions data out of WebAdMIT?
Application Program Interface (API) is a technical term for pulling admissions data out of WebAdMIT into another database automatically and on a set schedule. You will find the API Instructions provided by Liaison. Note, that this requires a highly technical skill set, and Indiana University and Liaison do not provide API support. For training and tutorials visit the Department API Team training requirements found in the Tutorials and Resources section above.
What is WebadMIT?
WebAdMIT is the backend of the Indiana University Graduate CAS and replaces the eApp Administrative Center previously found in one.iu.edu. It is a cloud-based admissions management platform that provides users with tools to streamline their admissions processes. Using WebAdMIT, admissions staff can:
- Manage and communicate with each applicant as they progress through the admissions cycle (individual or in bulk through the List function).
- Manage collective groups of applicants.
- Obtain holistic views of applicant pools.
- Take full advantage of applicant data to make the best admissions decisions.
- Communicate admissions decisions with centralized graduate admissions offices and offices of international admissions.
WebAdMIT can be accessed through One.Iu by searching for WebAdMIT. If you have not logged into the IU network, you will be prompted to use your IU login with Duo.
How will eApp workflow change?
Unlike the current eApp eDoc workflow system in Kuali Rice, workflow in WebAdMIT is built around Local Statuses that are tied to Decision Codes for each applicant. Programs update Local Status utilizing the List function in WebAdMIT. Applications do not route in WebAdMIT, there is no automatic movement. You will create your daily “Action List” based on the “Local Status” you have assigned an applicant.
How do we gain access to WebAdMIT to review our applications, and make and admissions decisions?
WebAdMIT User will be assigned to a Work Group. Work Groups include what a user can do, and what a user can see. Please review Work Group options and the permissions assigned to each Work Group to determine which group best reflects your responsibilities. When completing the request form, you must select which Work Group you need to be assigned to.
- The individual who needs access must complete the required FERPA tutorial and sign the Acceptable Use Agreement.
- Navigate to the WebAdMIT Access request form.
- Complete the form and click the Submit button.
What is the process for the faculty evaluation?
You can implement your own applicant evaluation process in WebAdMIT. See WebAdMIT Level 2 Training: Exploring Reviewing Features.
Where can I find resources for Reviewers and Interviewers?
Visit the Quick Start Guide. Additional training will be provided by Liaison in September.
How does Liaison record and track faculty evaluations?
Our school utilizes faculty on our admissions committee to rank applicants and to interview them? Can we assign faculty to our applicants for ranking and interviews?
Yes, however there will be IU data compliance requirements and training (see above for training requirements based on Work Groups). All WebAdMIT Users must be FERPA compliant and complete the User Acceptance Agreement. To request access complete and submit the User Access Request.
How do we track waitlisted applicants?
You can create a program specific Local Status for this, but you will need to process an admissions decision prior to the end of each CAS cycle.
How do we record and track student decisions?
The use of a Local Status in WebAdMIT is most commonly used to track the applicant’s response to an offer.
Will we have the ability to track required orientation materials and RSVPs?
With the use of custom fields that you create in the Configuration Portal these items can be tracked and if needed, admission users can upload these documents to the application in WebAdMIT.
How do we deny admissions in WebAdMIT?
Your admissions staff will select the “Deny” Local Status, which is tied to the “Deny” Decision Code, and this will load to SIS the following day.
When a student declines an offer, what happens?
You can track this in WebAdMIT with the use of custom fields that you create in the Configuration Portal. At this point you should have already processed the applicant by selecting, “Recommend for Admission” Local Status. If not, you can select, “Applicant Withdraw before Admission Local Status.
When a student accepts an offer, what happens?
With the use of custom fields that you create in the Configuration Portal these items can be tracked in WebAdMIT.
Can the application be downloaded as a PDF?
Yes, you can download the application as a PDF with PDF manager zip file.
Can I see the status of an application for other programs or just the designations I have been granted access to?
Users will only see the status of applications for the programs they have access to.
Where can I find the CAS / admissions decision codes?
IU Graduate CAS Workflow Training document, which includes decision codes.
When an application is submitted, can an automated email be sent to the applicant letting them know that the application has been received?
Yes. As part of UniCAS, a submission email will be sent to each applicant. This email is customized at the University level and will not be specific to a campus/program. We welcome Admissions Users to follow up with a program specific customized email utilizing templates created by your staff in WebAdMIT.
When an evaluation (recommendation) is received, can an automated “Thank You” email be sent to the recommender?
Yes, an email is automatically sent to the recommender to inform them the recommendation has been submitted and the applicant has been notified. This is not customizable by program.
Is there a process to generate decision letters?
Using the email feature combined with Local Statuses in WebAdMIT, decision letters can be generated to applicants as part of the admissions process. You have the ability to create email templates and utilize a mail merge feature to communicate with your applicants.
How do we acknowledge the student’s decision?
Using the email feature combined with Local Statuses in WebAdMIT, email messages can be generated to applicants as part of the admissions process. You have the ability to create email templates and utilize a mail merge feature to communicate with your applicants.
Will we have the ability to communicate with applicants about their status in WebAdMIT?
Using the email feature combined with Local Statuses and custom fields in WebAdMIT you can also easily communicate with your applicants to inform them what application materials you still need from them utilizing the mail merge feature.
Does the Liaison portal interface with Salesforce?
Not at this time. However, Salesforce does have an existing data integration with SIS PeopleSoft. Applications submitted through the IU Graduate CAS will be imported into SIS PeopleSoft at two points in the CAS Cycle, once at submission, and then at the time an admissions decision is made.