RF-PTCAS CONFIGURATION MANAGER HELP GUIDE · letters, CV/resume, health records, writing samples, etc., please outline these required documents clearly within the Documents Instruction

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RF-PTCAS CONFIGURATION MANAGER HELP GUIDE

The Configuration Manager Help Guide is designed to help you navigate through the RF-PTCAS Configuration Portal, which is the tool you will use to set up your program(s) on your RF-PTCAS application and configure your program requirements, settings and branding. The guide is broken out into two separate sections; the first section provides you with user tips, best practices and examples of completed program configurations in the RF-PTCAS application, while the second section of the guide provides you with detailed instructions on the step-by-step process of how to add a program and set up the configuration. Please read each section carefully before completing your program set up.

TABLE OF CONTENTS

PART I

Applicant Experience Overview ......................................................................................................................... 2

Best Practices ................................................................................................................................................... 3

PART II

Configuration Overview ................................................................................................................................... 12

Accessing Your Program in the Configuration Manager ................................................................................... 12

Organizing Your Configuration Setup .............................................................................................................. 14

Adding Programs ............................................................................................................................................. 15

Copying Programs ........................................................................................................................................... 17

Editing Program Metadata ............................................................................................................................... 19

Application Deadline Date ............................................................................................................................... 21

Branding Your Program ................................................................................................................................... 22

Setting Up Your Program Homepage .............................................................................................................. 23

Settings Configuration ..................................................................................................................................... 24

Questions Configuration .................................................................................................................................. 25

Documents Configuration ................................................................................................................................ 28

Submit for Review ........................................................................................................................................... 30

Personalized Assistance .................................................................................................................................. 31


PART I

APPLICANT EXPERIENCE OVERVIEW

The application is divided into four sections: Personal Information, Academic History, Supporting Information and Program Materials. The Personal Information, Academic History, and Supporting Information sections contain data elements and questions common among all participating programs. Your program is able to collect additional information from applicants as well as provide applicants detailed information about your program and sponsoring organization. Your individual program requirements and your program homepage will be available in the Program Materials section of the application. Information your program collects in the Program Materials section of the application is available in the Applicant’s Profile in WebAdMIT and can be included in Lists, Reports and Exports. It is also important to note that the information your program collects in the Program Materials section of the application is only available to your program.


BEST PRACTICES

Before you begin your program setup it’s important to think about how you can take full advantage of the customizable options on the application. Please review the recommendations below. RF-PTCAS Root Application Contents

Please review the root application contents of RF-PTCAS so you are familiar with the application elements

collected from all applicants. This will avoid duplication in application contents between the root RF-PTCAS

application and the program-specific content you create.

Please note that some content in the RF-PTCAS root application is optional for applicants to complete. If this

content is required for your program, please indicate that within your Program Materials section of the

application. For example, if APTA membership is required for admission to your program, within the Program

Materials section of the application, you can add a question asking applicants if they completed the APTA

membership section of the RF-PTCAS application.

APPLICATION SECTION: PERSONAL INFORMATION

PAGE

QUESTION BLOCK REQUIRED

V.

OPTIONAL

Release Statements

Pre-Submission Release of Information: By answering yes, you authorize RF-PTCAS to release your name and contact information to your designated programs BEFORE you submit your final application. This will allow your designated programs to send you important information about the local admissions process before you complete your application.

Required

RF-PTCAS Release Statement: I certify, as required in the application, that I have read and understand all application instructions… [long statement]

Required

Biographic Information

Applicant Name Required

Alternate Name (maiden name, middle name, or nickname) Required

Gender Required

Birth Information Required

Contact Information

Current Address Required

Permanent Address (if different from current address) Required

Phone Required

Email Required

Citizenship Information

Citizenship Details (inclusive of Residency Details) Required

Visa Information Required

Race & Ethnicity

Ethnicity Optional

Race Optional

Other Information

Additional Question #1: Have you ever had a PT or professional license suspended, revoked, or otherwise acted against, including denial of licensure by the licensing authority of any state, territory, or country? If you answered “Yes”, you must enter an explanation in this box.

Required

Additional Question #2: Have you ever been dismissed or suspended from a college or university? If you answered “Yes”, you must enter an explanation.

Required


Additional Question #3: Have you ever withdrawn or been dismissed from a residency or fellowship program in physical therapy for any reason? If you answered “Yes”, you must enter an explanation.

Required

APPLICATION SECTION: ACADEMIC HISTORY

PAGE PAGE PAGE

Colleges Attended

All Colleges Attended (undergraduate, graduate, or professional institutions attended or currently attending)

Required

Transcripts (if a program requires transcripts, RF-PTCAS will

obtain original transcripts and upload to application)

Optional

Continuing Education Courses

Name of Course Name of Instructor/Sponsoring Organization Approximate number of contact hours Date of completion (MM/DD/YYYY) Upload copy of course certificate (document upload)

Optional

APPLICATION SECTION: SUPPORTING INFORMATION

Note: throughout this section, applicants can enter more than 1 of each type (eg, more than 1

award, more than 1 certification, etc.)

PAGE PAGE PAGE

Evaluations References (3 total references are required; 2 of which must be professional references)

Required

Experiences

PT and PTA Clinical Experiences/Internships Optional

Professional Employment History Optional

Research Optional

Teaching and Professional Presenting Experience Optional

Volunteer Optional

Achievements Awards Optional

Honors Optional

Licenses

Type (PT, Direct Access, Temporary, PT Licensure in Progress, Other Licenses)

Optional

Title of License Optional

Organization Type Optional

License Number Optional

Issued Date Optional

Valid Until Optional

Brief Description Optional

Residencies and Fellowships

Type (Residency/Fellowship) Optional

Name of Program Optional

Start Date Optional

End Date (if applicable) Optional

Graduation Certificate (document upload) Optional


Credentials and Certifications

ABPTS Certification in Clinical Specialty

Name of Specialty

Certification Number

Date of Most Recent Certification

Copy of Certificate (document upload)

Optional

APTA Credentialed Clinical Instructors and Trainers

Select APTA Credential (Credentialed Clinical Instructor, Advanced Clinical Instructor, Credentialed Clinical Trainer, Advanced Clinical Trainer)

Date Awarded

Most Recent Date of Credential Renewal (for Trainers Only)

Date of Expiration (for Trainers Only) Copy of Certificate (document upload)

Optional

Other Certifications (eg, ATC, EMT, EMR certification)

Name of Issuing Board or Organization

Certification Credential

Certification Number

Date of Initial Certification

Date of Expiration Copy of Certificate (document upload)

Optional

Memberships

APTA Membership

Membership Number

Required

APTA Component Membership

APTA Group Type (Section, SIG, Chapter, House of Delegates, Board of Directors, Committee, Task Force, Work Group, Council, Staff, Other Group)

Name Group Briefly describe your role or contribution to the group

Optional

Other Professional Membership

Name of organization/group Briefly describe your role or contribution to the group

Optional

Program Homepage

Your program homepage is the most important part of the Program Materials section that the applicant will view. It is the first page they will see when they click your program name in the Program Materials section and it will be their first look at your program branding. Applicants will also be able to view the other required information of the Program Materials section that you have enabled, including Questions and Documents. Branding

Your branding image will not only appear on your homepage, but on any other required sections you have enabled. This image should give applicants a strong understanding of your program and sponsoring organization. Incorporating an action image related to your program, or including an image with your organization’s logo is recommended. Remember, this is the only section of the RF-PTCAS application where applicants will view your specific program’s branding – make it count!


Tip: Review the Branding Guidelines available in the Configuration Portal - this will help you upload an image that’s the correct size. Program Homepage Text

Similar to the applicant’s first look at your program branding, it will also be their first look at your program and sponsoring organization specific information on the RF-PTCAS application. In this section you should include important details about your program, sponsoring organization, requirements and instructions on how to be a successful applicant to your program. You should include information for the following: licensure requirements, employment requirements, needed experience, certifications or Association membership requirements, and if applicable information on a supplemental application fee and supplemental application. You should also include any optional information in the Supporting Information section that you would like applicants to complete in order to apply to your program. Tip: It is helpful to list your program’s website, however you should not solely direct applicants to your program website for more information. All of the information included on your website should be included in the homepage text as well. This will make it easier for applicants to research your program information. Example:


Questions

In the Questions section for your Program Materials, you can ask applicants program-specific questions, as well as any questions not already included in the general (root) portion of the application. Here you can ask applicants essay questions, such as why they are interested in this area of practice and/or why they’re interested in your specific program. You can also ask program-specific questions to determine if they have specific certifications, employment status, or other qualifications required for your program. You have the ability to make these questions optional or required. Tip: Review your current program application and/or supplemental application to help you determine which questions you need to ask applicants in this section of the application.


Tip: Ask questions as a reminder to applicants to complete an otherwise optional section of the general (root) application. Such as, “We require certification as an EMT, ATC, or Emergency Medical Responder, have you completed the Certifications section of the RF-PTCAS application?” Tip: Please note, if establishing a response length limitation for questions, responses are calculated by characters, not words. Example 1:

Example 2:


Example 3:

Documents

In this section you can instruct applicants to upload additional types of program-specific documents not collected on the general (root) application. In the Documents Instruction section, be sure to include information on specific


documents needed. For example, if your program requires an applicant to upload a personal statement, cover letters, CV/resume, health records, writing samples, etc., please outline these required documents clearly within the Documents Instruction section. Tip: If you have a document that is program or sponsoring organization specific and requires a form be completed and/or signed, you can use the Documents Instruction section to link to the document on your website and advise applicants to download the form from your site, complete it and upload it as an “other” document type. (please refer to Example 3 below) Example 1:

Example 2:



Example 3:


PART II

CONFIGURATION OVERVIEW

You will use the Configuration Manager to create the programs you want displayed on the application, set up your program homepage, and choose none or all of the additional information options available. Below please find the two types of additional information your programs can collect from applicants in the Program Materials section of the application:

Questions

Documents Tip: Please make sure the program name and area of practice match what is recognized by ABPTRFE and located in the program’s ABPTRFE Online Program Listing Interface. Contact APTA residency/fellowship staff at [email protected] for questions or concerns about a program’s name or area of practice.

ACCESSING YOUR PROGRAM IN THE CONFIGURATION MANAGER

Sign-in through WebAdMIT Log into WebAdMIT and enter your username and password. Launch the Configuration Manager Select “CAS Configuration Portal” in the left menu within WebAdMIT.

http://www.abptrfe.org/ForPrograms/

mailto:[email protected]

https://current.webadmit.org/session/new


The Configuration Manager will open in a new window.

Access your Program(s) Navigate the left menu to view your program(s) for the current cycle. You will need to select RF-PTCAS in the CAS menu on the left.

Within the Application menu that opens, select RF-PTCAS for the current application cycle.


Then choose your program from the Organization menu on the left to view your program.

You are now ready to start editing program metadata.

ORGANIZING YOUR CONFIGURATION SETUP

Tip: The Configuration Manager allows you to copy programs to save time in setup. You can copy just the program metadata (name, deadline date, etc.) or all of the program configurations (metadata + branding, custom questions, documents etc.). Before you begin, assess the similarities in the programs you are configuring and consider creating one or two programs to copy as the base for other programs.


ADDING PROGRAMS

To create new programs, from the main screen first click .

Then click .


The Add Program page will open and you can enter all of the metadata needed for your program.

Tip: the WebAdMIT Display Name field allows you to create a “nickname” for your program—this is helpful if you have many programs with similar names. The nickname will be available only to your admissions staff within WebAdMIT—it will not be displayed to applicants. Select Save to save your new program.


COPYING PROGRAMS

Application detail data may be copied to a program’s new application only for the following programs:

New programs being added to RF-PTCAS whose sponsoring organization already has an existing program within RF-PTCAS, or

Existing programs within RF-PTCAS that are adding additional application deadline dates for the same program.

To copy an existing program, from the main screen click

Then click .


The Copy a Program page will open listing all of the programs for your organization.

Copying Full Program Details

If you want to copy all of the program configurations into a new program (branding, custom questions, documents etc.), select the name of the program you wish to copy and check the Copy All Program Settings box. Select Copy to create your new program. Your new program will have the same name as the original program with “-copy-1” appended to the end of the program name.

Edit the new program to change the name, program metadata and any other settings.

Copying Program Metadata only

If you want to copy only the program metadata (name, deadline date, etc.), select the name of the program you wish to copy and UNCHECK the “copy all program settings” box. Select Copy to create your new program. Your new program will have the same name as the original program with “-copy-1” appended to the end of the program name.


EDITING PROGRAM METADATA

Each program has important metadata you will want to review for accuracy. Select a program you wish to edit by moving the mouse anywhere in program’s row.

(move mouse to program’s row here)

When hovering the mouse over the program’s row, a icon will be displayed under the “Last Update” field.


To make changes to the program details select . The Program Details page will open.


APPLICATION DEADLINE DATE

From the program details page, you will access configuration pages from the icon within the top menu.

Indicate your program’s application deadline date for the current cycle by inserting the date within the “Deadline” data field. Tip: Programs can update their application deadline date at any time during the application cycle by changing the date here. When updating an application deadline date, please ensure the deadline date is also updated on the program’s directory page within the ABPTRFE Online Program Listing Interface. Tip: Never change the date that is entered within the “Open Date” field. This is for Liaison’s use only.

Note: Once the program is live on the application and marked as “active,” you will only have access to update the application deadline date and the Branding/Homepage.

(Configuration pages)

http://www.abptrfe.org/ForPrograms/


BRANDING YOUR PROGRAM

Your program is branded with an image of your choice. This brand will appear throughout the program materials section of the application.

Brand Your Program

Select the Branding icon to begin branding your program.

Configuring Image Headers

Select to upload a background image. Upload an image via the browse menu

Images should be 270px x 900px, file size 250kb or less and .jpeg, .tiff or .png files

Image file names should not contain spaces or special characters, as they may cause the upload to fail.

Please review the Branding Guidelines included in the Branding section. Select a contrasting headline text color via the color picker. Note: if your image has your program’s name in the text, you can turn off the additional text by answering “Yes” to the “Do you want to show the headline text?” option. Save to complete branding


SETTING UP YOUR PROGRAM HOMEPAGE

The Homepage is a required section of the Configuration Manager. The homepage is also a required section in the RF-PTCAS application. Applicants must view your program homepage before they submit their application, even if you decide to turn off the Questions and Documents sections. It is important to put detailed information on your program homepage about your program, sponsoring organization and requirements.

To customize homepage content, select the button in the branding section. Applicants viewing the homepage have already selected your program as one they want to apply to, therefore marketing information is not appropriate within the homepage text. Instead, the program should include instructional text to ensure applicants understand what’s needed to be a successful applicant. Tip: Please see the example under the Best Practices section of this document

Program Information

Text length = unlimited. Tip: 1500 characters or less is recommended for best visual display. Use the HTML Editor to style your content and create links to other sites.

Using the HTML Editor to Style Content

Program Homepage and Applicant Instructions can be styled using the HTML Editor.

Styling

Formatting via the HTML Editor:

Bold, Italics, Underlined text

Numbered or Bulleted Lists

Links

You can create links to other websites and/or email addresses via the HTML editor . Links will open in a new window. Note: You must use the HTML editor link in order to set up links and hyperlinks. If you do not use this tool, applicants will not be able to access the web links on your program homepage. Save to complete branding.


SETTINGS CONFIGURATION

Accessing Content and Settings Configuration

Select the Program Settings icon to access the configuration menu for Transcripts, Questions, and Documents.

To turn off Questions or Documents uncheck the box in the left menu. To edit each section, select the item in the left menu to open the configurations page.

Tip: If you have checked off the section (eg, Questions or Documents), then you must enter requirements for the applicant to fill out under that section. If you are choosing not to use the section, please uncheck the box.


QUESTIONS CONFIGURATION

Questions are optional for each program. To configure Questions, select Questions from the left menu. Write Custom Instructions (optional)

If you wish to provide instructions at the top of the Questions page, enter them in the Applicant Instructions box.

Create a Question Set

To create questions, click the icon to create your first question set. Questions are grouped within Question Sets. You must have at least one Question Set.

Question Sets have required Headers (or Titles) that display on the page and optional Description text.

Select to save.


Creating Questions

Once you have created your first Question Set, you can begin adding questions. Click the arrow to expand the menu.

Next click, and then to add the question under the Question Set. Questions have the following elements:

Question text. Note: question text is plain text only—you cannot format instructions (e.g. no bold text or links).

Type. Choose from Multiple Choice, Essay or Either/Or.

Required versus Optional.

Multiple Choice Questions

Multiple Choice questions can be single answer or multiple answer. Single answer questions can appear with radio buttons or as a drop-down menu. Applicants will pick just one response. Multiple answer questions will appear as checkboxes that enable applicants to select one or more answers. Choose the appropriate Answer Format type when creating your Multiple Choice question. Essay Questions

Essay questions present with a text box to allow applicants to respond. When creating an essay question, you will be asked to define a maximum character limit for the response. Set the maximum character limit to 50 characters for a small one line answer field (short answer question). If you want a larger essay answer field, set the character limit to 250 characters or more. The max character count allowed is 9999.

Tip: Please note, if establishing a response length limitation for questions, responses are calculated by characters, not words.


Either/Or Questions

Either/Or questions should be used when you want applicants to choose between two options within their answer. When creating an Either/Or question type, you will first enter question text and then create the responses you want the applicant to choose from.

Enter your first response in the text field and then select the button to create the second response.

Common response pairs are True/False and Yes/No. Select to save your question.

Editing or Removing Question Sets and Questions

Question Sets and Questions have an Edit and Delete function.


DOCUMENTS CONFIGURATION

Document collection is optional for each program. To configure Documents, select Documents from the left menu. Write Custom Instructions (optional)

If you wish to provide instructions at the top of the Documents page, enter them in the Applicant Instructions box. Tip: Document type and file size restrictions are displayed to applicants within the application. You do not need to repeat this information in your instructions. Application Documents

The Application Documents section lists the Documents collected at the general (root) level of the RF-PTCAS. For each document type, you will see the Name, whether it is Requested (this will always be checked), whether it is Required (this will be unchecked if document upload is optional) and the Maximum number of documents the applicant can upload. You cannot make changes to this section—it is presented for informational purposes only so you know what is already being collected within the general (root) application. Therefore, you do not need to recollect these documents in your program materials page.


Configuring Documents

The Program Documents section will list the Document Types you can collect from applicants. This list of documents has been defined in advance by your administrator. You cannot create new document types.

Document Type Settings

Request – if Request is enabled, applicants will see this document type listed on your Documents page.

Toggle to the off position if you do not want to collect this document type.

Require – if Require is enabled, applicants will not be able to submit to your program unless they have uploaded a document of this type. Toggle to the off position if document upload for this document type is optional.

Maximum # – specify the maximum number of documents of each type you want to receive from applicants. You cannot collect more than 5 of any individual document type.

Save to complete Documents configuration.


SUBMIT FOR REVIEW

Once you have completed your program setup, you must submit the designation for review by clicking

.


PERSONALIZED ASSISTANCE

Should you require assistance as you setup your program’s Configuration, please feel free to contact RF-PTCAS and WebAdMIT support. QUESTIONS ABOUT A PARTICULAR APPLICATION Kate Owen Senior Customer Solutions Manager Liaison International, Inc. 617/612-2086 [email protected] FOR WebAdMIT WebAdMIT Support Specialists Liaison International, Inc. 716/636-7777 (option 7) [email protected] FOR RF-PTCAS POLICY AND PROGRAM ACCREDITATION ISSUES Courtney Merritt Specialist, Centralized Application Services American Physical Therapy Association Department of Education 703/706-3208 [email protected]


