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TableofContentsAccessingtheUAP..............................................................................................................................3WhatistheUniversalAdvisorPortal(UAP)?......................................................................................3CreateaNewAccount.......................................................................................................................3RetrieveaForgottenUsernameorPassword.....................................................................................3ContactSupport................................................................................................................................4
SearchingforApplicants.....................................................................................................................5
ViewingApplicantInformation...........................................................................................................6DesignationsPanel............................................................................................................................7DocumentsPanel..............................................................................................................................8EvaluationsPanel..............................................................................................................................8GPAsPanel........................................................................................................................................9StandardizedTestResultsPanel........................................................................................................9EducationPanel................................................................................................................................9
WorkingwithLists............................................................................................................................10CreatingaFieldList.........................................................................................................................10CreatingaCompositeList................................................................................................................11ManagingLists................................................................................................................................12
WorkingwithExports.......................................................................................................................13CreatingExports..............................................................................................................................13ManagingExports...........................................................................................................................15
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AccessingtheUAP
WhatistheUniversalAdvisorPortal(UAP)?
TheUAPisacloud-basedplatformthatprovideshealthprofessionsadvisorswithacentralizedlocationtoaccess,query,andreportonindividualsapplyingtomanyhealthprofessionsprograms.TheUAPworksinconjunctionwithWebAdMITandwasdevelopedthrough:
• Ananalysisofexistingadvisorsolutions.• ConsultationwiththeNAAHPboard.• CollaborationwithataskforceofNAAHPmembers.• Inputfromhealthprofessioneducationassociations.
ToaccesstheUAP,navigatetohttps://uap.webadmit.org.
CreateaNewAccount
Tocreateanewaccount,usetheclickherelink.
RetrieveaForgottenUsernameorPassword
Ifyouforgotyourusernameorpassword,clicktheForgotusernameorpassword?linktoreceiveanemailwithfurtherinstructions.Typically,yourschoolemailaddressisyourusername.
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ContactSupport
TheWebAdMITSupportTeamisavailableMonday-Fridayfrom9:00amto5:00pm(ET)toanswerUAP-relatedquestions:
• WebAdMITSupportEmail:[email protected] • WebAdMITSupportPhone:716.636.7777,option7
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SearchingforApplicantsYoucansearchforapplicantswhohavebothindicatedthattheyattendedyourcollegeoruniversityandagreedtoreleasetheirinformationtoadvisors.
1. UsingtheMenuBar,opentheApplicantspanel,andclickSearch.
2. Youcanapplyoneormorefilterstorefinethelistofsearchresults.Toapplyfilters,clicktheShowFiltersbutton(ortohidefilters,clicktheHideFiltersbutton).Whenyouarefinishedenteringyourcriteria,clickSearch.
Note:Eachcentralizedapplicationservice(CAS)determineswhichdatapointsareavailabletoadvisors,soyoursearchablefieldsmayvary.UsingtheUAP,eachCAScandecide:
o Whethertheychoosetosharedecisions,o Whethertheychoosetoshareschool(organization)names,ando Atwhatpointinthecycletheseitemsareavailable,ifsharing.
Forexample,aCASmaydecidetoshareschoolnamesatalltimes,butonlysharedecisioncodestowardtheendofacycle.
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3. Theresultinglistmaycontainsomeorallofthefollowingapplicantdatapoints:• NameandID• Email• Organization• Designations
• DateSubmitted• CompletedDate• ApplicationStatus• Decision
Note:YoucanusetheSortResultsbuttontosortyourresultsbyfirstname,lastname,emailaddress,orIDnumber.
ViewingApplicantInformation1. Fromyoursearchresults,clickanapplicant’snametoviewtheApplicantDetailspage.
2. Informationappearsincategorized,collapsiblepanels.Toexpandandcollapsepanels,clickthewidget.
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DesignationsPanel
Thispaneldisplaysalistofprogramstowhichtheapplicanthasapplied,aswellaskeyapplicationinformation.UsetheDetailslinktoviewadditionalinformation.
Onthispanel,youcanviewtheapplicationstatusforeachdesignation.Applicationstatusesinclude:
• In-Progress: Theapplicanthasnotyetsubmittedorpaidfortheapplication.
• Received>AwaitingMaterials: Theapplicationhasbeensubmitted,butit’smissingtranscriptsorlettersofrecommendationthatarerequired.
• MaterialsReceived>Verifying: Allrequiredmaterialswerereceivedandtheapplicationisinlineforverificationandisconsideredcomplete.Oncetheapplicationentersthisstatus,itcantakeuptofourweekstomovetotheVerifiedstatus.
• Undelivered: Anerrorwasfoundintheapplicationanditwasreturnedtotheapplicanttocorrect.
• Verified:Theapplicationwasprocessedand,ifapplicable,GPAswerecalculated.Onceanapplicationisverified,applicantsshoulddirectanyquestionsaboutitsstatustotheprogramstheyappliedto.
Byprovidingyouwithapplicationstatuses,youcanmonitorapplicantsastheyprogressthroughtheapplicationprocessandtakeanynecessaryactions.Forexample,youmaychoosetoperformaquicksearchonceaweekforapplicantswhoareUndelivered,thenfollowupwiththemtohelpresolvetheirapplicationissues.
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DocumentsPanel
ThispaneldisplaysthedateadocumentwasreceivedbytheCASandmadeavailabletotheapplicant’sdesignatedprograms.Althoughtheactualdocumentsarenotavailable(basedonguidancefromtheadvisorygroup),theinformationdisplayedinthispanelcanbeusedtohelpyoucoachapplicantsthroughtheprocess.
EvaluationsPanel
Thispaneldisplaysthestatusofanapplicant’sevaluations,includingthedateanevaluationwasreceivedbytheCASandmadeavailabletotheapplicant’sdesignatedprograms.
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GPAsPanel
ThispaneldisplaysasetofGPAscalculatedbytheCAS.NotethatGPAcalculationcategoriesandrulesvarybyCAS.
StandardizedTestResultsPanel
ThispaneldisplaysthedateatestscorewasreceivedbytheCASandmadeavailabletotheapplicant’sdesignatedprograms.UsetheDetailslinktoviewthetestresultdetails.NotethatduetoETS’spolicy,GREsdonotdisplay.
Note:Whenreviewingthispanel,keepinmindthateachCAScollectsdifferentstandardizedtestresults.Forexample,DentistrycollectsDATs,whileOsteopathicMedicinecollectsMCATs.Ifyoudon’tseeaparticulartestscore,eithertheCASdoesnotrequestthatitbesubmittedortheapplicanthasnotreportedit.
EducationPanel
Thispaneldisplaystheinstitutionstheapplicantlistedontheirapplication.
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WorkingwithListsTheUniversalAdvisorPortalallowsyoutogroupandmanageapplicantsbycommoncriteria.Usingfilters,youcanreturnalistofapplicantsmeetingyourcriteria.ListsaredynamicandupdateastheCAS’sapplicantpoolchanges.Onceyoucreatealist,youcanuseittogenerateacustomizedreportusingtheExportManager,whichisexplainedinthenextsection.(Note:ListsandExportsworktogether.AlisttellsthesystemwhoyouwanttopinpointandtheExportManagerallowsyoutodeterminethedatapointsyouwanttoseeforeachapplicantonthelist.)
UsingtheMenuBar,opentheApplicantListspanel,andclickListManager.
CreatingaFieldList
Usefieldliststosearchforapplicantsusing“and/or”criterion.Forexample,youcancreatealistthatcontainsfemaleapplicantswithapplicationsinaVerifiedstatus.
FromtheListManagerpage,clicktheNewFieldListbutton.
1. Namethelist,selectwhocanviewit(justyouoreveryoneatyourschool),andindicateifitshouldappearintheMenuBarundertheApplicantListspanel(thisoptionprovidesyouwithquickaccesstorunthelist).Then,determineifyouwantyourquerytomatchalloranyoftherulesyouwillsubsequentlyestablish.YoucanthinkofthisasAND/ORlogic,exceptintheUAPand=allandany=or.
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2. Next,createaquerybyselectingafield,anoperator,andcriteria(ifapplicable,clicktheplusandminussignstoaddorremovecriteria).
3. Whenyouarefinishedaddingcriteria,clickSubmittopopulateyourlist.YoucanusetheListActionsbuttontoexportthedata.
CreatingaCompositeList
Usecompositelistsifyouneedtocreateamoreadvancedsearchthatusesmultiplesetsofquerycriteria.Specifically,compositelistsallowyoutocombine“any”and“all”functionsinonelist.Forexample,youcancreatealistthatcontains:
• AllapplicantsresidinginaspecificpostalcodeandwithaGREstatusoftaken,and• AllapplicantsresidingoutsideofaspecificzipcodeandwithaGREstatusofplanned.
Beforecreatingacompositelist,followthestepsabovetocreatethenecessaryFieldLists.Then,fromtheListManagerpage,clicktheNewCompositeListbuttonandbegincustomizingyournewlist.
1. Selecttheappropriatequeryoptions,includingwhetheryouwanttheapplicanttoappearinthelist.Youcanselectuptothreelists.
2. Whenyouarefinishedaddingyourcriteria,clickSubmittopopulateyourlist.YoucanusetheListActionsbuttontoexportthedata.
Note: Searchqueriesarenotcase-sensitive.Additionally, whensearchingonnumericfieldssuchasGPAorhours,youcanonlyusenumbersanddecimals.Forexample,search1000insteadof1,000,or3000.00insteadof3,000.00.
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ManagingLists
YoucanmanageyourlistsontheListManagerpage.
• Toshowthelistonthemenubar(forquickaccess),selecttheShowonToolbarcheckbox.• Toreorderalist,usethegripicontodraganddropthelistintothepreferredorder.• Tomodifyalist,clickthepencilicon.Notethatonlylistownerscanperformedits.• Todeletealist,clicktheremoveicon.• Toexportalist,clicktheexporticon.• Tocopyanexistinglist,clicktheduplicateicon.
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WorkingwithExports
CreatingExports
TheUniversalAdvisorPortalallowsyoutocreatearichdatafilecontainingselectedapplicantanddataelements.Exportsareespeciallyusefulforreportingpurposes.Forexample,youcanrunexportstodetermine:
• Applicantdemographics.
• TheaverageGPAforapplicantsfromyourschoolwhoreceiveatleastoneoffer.
• Thepercentageofapplicantsfromanunder-representedminority.
UsingtheMenuBar,opentheReports&Exportspanel,clickExportManager,thenclickNewExport.
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1. SelectEveryoneorchoosealisttoexport.Thelistactsasafilterontheapplicantpool,returningdataforonlytheapplicantsthatmeetthecriteriasetbyyourlist.(Seethesectionaboveforinformationonlists.)
2. Selectanexporttype(.csv,.xls,.txt,or.zip).3. Enteranameforyourexport.4. Selectwhethertoincludecolumnheadings(columnheadingsarenamesofthefieldsyouselectfor
theexport).5. Selecthowyouwanttoexportfieldswithmorethanoneresult(thisincludesfieldslikeCollege
Names,TestScores,andEvaluations).• Selectasmanycolumnsasneededtoexpandthefieldtodisplayasmanyresultsasneeded,
basedontheapplicantpoolyouchose(i.e.ifanapplicantattended10colleges,thecollegefieldandallfieldsinthatgroupingwillexpandto10columnsforallapplicants).
• Selectexactlytosetafixednumberofcolumnsallottedforallone-to-manyfields(i.e.youcansetitto2columns,andcollegesattended,testscores,andexperienceswillexpandto2columnseach).Warning:whenselectingthisoptionforanapplicantwhohasmoreanswersthanthenumberofcolumnsyouselected,youcan’tcontrolwhichdatapointsappearintheexport.Enteringahighernumberoffixedcolumnsmayhelpensurethatyouexportallnecessarydata.
• Selectbyfieldcategorytospecifythenumberoffixedcolumnsforacategory.Selectingthisoptiondoesnotallowyoutointerminglefieldsfromdifferentcategories.Onlysectionswithone-to-manyfieldsofferthe“Many”fieldsallowed:option.
6. Selectwhocanviewtheexport(justyouoreveryoneatyourschool)andindicateifitshouldappearintheMenuBarundertheReports&Exportspanel(thisoptionprovidesyouwithquickaccesstoruntheexport).
7. UndertheExportthesefields…column,clickthecategoriestoviewandselectfields.8. Thefieldsyouselectappearinthe…inthisorder.column.Ifyoupreviouslyselected.txtforthe
exporttype,youcansetafixedwidthforeachitem.Dependingonthefield,youcanalsoselectadatatransformationoption.TheseoptionsareusefultoITstaffwhenimportingintoanERPsystem.
9. Afterselectingyourfields,usethegripicontodraganddropthemintothepreferredorder;thetopfieldwillexportfirst,andthebottomlast.Additionally,youcangroupbyfieldornumerically.
• GroupbyFieldexportsthedatabyfieldcategory(e.g.School1,School2,School3,Year1,Year2,Year3).
• GroupbyNumericexportsthedatabyvalue(e.g.School1,Year1,School2,Year2,School3,Year3).
10. Whenyou’redoneaddingcriteria,clickCreateFiletosaveandruntheexport,SaveExportSettingstosavethecustomizedexportforfutureuse,orReturntoExportManagertocanceltheexport.
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Note:AnOffice2007securityfeaturemaypreventyoufromopeninganexportorreportin.xlsformat.Adjustyourexporttypeto.csvtoavoidthisissue.
Additionally,MSExcel2003(andearlierversions)limitsdatato255columns,includingdatapointsthatmaygeneratemorethanonecolumn(suchasCollegesAttended).Forlargerexports,pleaseusethe.csvformat.ThesefilescanbeopenedinMSExcel2007andlater,eveniftheyexceed255columns.ExceedingtheExportFieldslimitwillresultinan"InternalServerError"message.Toexportallfields,trydividingthefieldsintotwoseparateexports.
ManagingExports
YoucanmanageyourexportsontheExportManagerpage.
• Torunanexport,clicktheexportname.• Toreorderanexport,usethegripicontodraganddroptheexportintothepreferredorder.• Tomodifyanexport,clickthepencilicon.Notethatonlyexportownerscanperformedits.• Tocopyanexistingexport,clicktheduplicateicon.• Todeleteanexport,clicktheremoveicon.Notethatonlyexportownerscandeleteexports.