IU Graduate CAS & WebAdMIT

What is WebAdMIT?

WebAdMIT is a cloud-based admissions management platform vended by Liaison International that provides staff and faculty with tools to streamline their admissions processes. WebAdMIT replaced 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).

Note - you will no longer receive emails alerting you that you have applications to review. You must log into WebAdMIT via one.iu.edu to review newly submitted applications, and process existing applications when you have open applications.

What is IU Graduate CAS?

IU Graduate CAS is Indiana University’s centralized application service. Applicants to any 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 IU campuses.

Schools and departments have the option of utilizing a “deep link”, a campus specific URL that will direct individuals to the IU Graduate CAS with applications for that campus pre-filtered. Instructions on how to obtain your campus / CAS Cycle specific deep link can be found in Teams. IU login required. 

What is a CAS Cycle and how does it work?

Liaison operates on CAS Cycles that have an open and close date, and include applications for specific academic terms. IU Graduate CAS will have overlapping CAS cycles to accommodate departments that begin accepting applications earlier than most other programs. CAS Cycles also allow the IU Core Team to build the next application without interruption to the current CAS, and to implement newly released functionality to improve the applicant experience.

For each CAS cycle, there is a separate URL for the IU Graduate CAS applicant portal. Graduate programs who have overlapping application cycles in separate CAS cycles will need to manage two URLs on their website, and in communication templates (i.e. application deadline for Fall 2022 overlaps with open date for Spring 2023). Alternatively, departments can link directly to their campus’ central Graduate Office How-to-Apply webpage to ensure the accurate link is provided to applicants based on their anticipated entry term.

Admissions representatives can process applicants in each CAS Cycle utilizing the “cycle switcher”, or drop down, in the upper right corner of WebAdMIT.

How do I access archived information about the transition to Liaison UniCAS?

This information is currently available on Teams. 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. 

Liaison Support Center Contact Information

Applicant Customer Service (applicants)
Email: graduate.indiana@liaisoncas.com
Phone: 617-729-2866
Chat: Live Chat support located in Applicant Help Center

WebAdMIT Support Contact (faculty/staff department users)

Email: webadmitsupport@liaisonedu.com
Phone: 617-612-2885
Help Center: help.liaisonedu.com/WebAdMIT_Help_Center
Liaison Help Ticket eForm

*Every Sunday between 7 – 10 AM ET the following platforms undergo regular maintenance:
Submit a question/issue to Liaison via online form

• Applicant Portal
• Letters by Liaison
• Configuration Portal
• WebAdMIT

Users attempting to access these platforms during the maintenance window will receive a message that the platform is temporarily unavailable.

IU Graduate CAS Specific Training

Required training based on Work Group assignment

WebAdMIT Best Practices

Enrollment Management Tools - Agreement for Directors of Admissions

Indiana University Graduate CAS Program User Guide

IU Graduate CAS Operations Manual 

Liaison Recorded Webinars and Educational Resources

The resources below are mostly general training documents, not all information will be relevant for the IU Graduate CAS

WebAdMIT Help Center

Quick Start Guide for Administrators

Liaison Academy Login

Application Statuses Reference Guide

The following are Webinar Recording Topics (the landing page will request you to register or log in before directing you to the Webinar recording).

IU Graduate CAS – Configuration Portal Webinar

Navigating WebAdMIT, Reviewing Applicant Details, and Managing Users

Managing Your Applicant Pool Using Local Statuses and Lists

Corresponding with Applicants

Running Reports and Exports

Faculty Committee / Interview Training can be found in the Quick Start Guide

How do we gain access to WebAdMIT to review our applications, and make 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. You can only be assigned to one Work Group. 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.
• IUPUI and IUPUC access – utilize your school access coordinators to request access through WebAdMIT Access request form
• IUB and Regional access - navigate to the WebAdMIT Access request form to request access.
• Complete the form and click the Submit button.

How do you process IU Graduate CAS Applications in WebAdMIT?

Workflow in WebAdMIT is built around Local Statuses that are tied to Decision Codes for each applicant. Programs update an applicant’s Local Status utilizing the List function in WebAdMIT. Applications do not route in WebAdMIT, there is no automatic movement. Your Action List will now be referred to as the Applicant List.

You will have four required lists to view daily: 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”. 

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.

For more details see the Workflow design chart as well as the Workflow training guide.

Our school utilizes faculty on our admissions committee to rank applicants and to interview them? Can faculty have access to WebAdMIT?

Yes, however there are 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.

What WebAdMIT tools are available for admission committee reviewers and interviewers?

WebAdMIT allows you the ability to create “Assignments” and/or “Interview” electronic forms for your admissions committee to complete and submit for assigned applicants. You can design and implement your own applicant evaluation process in WebAdMIT. 

Also, Visit the Quick Start Guide. This site will provide how-to videos and step-by-step guides on the review process in WebAdMIT. 

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. Be sure to connect your newly created Local Status to the “Internal Review” decision code!

How do we record and track student decisions?

The use of Custom Fields in WebAdMIT is most commonly used to track the applicant’s response to an offer. 

Will we have the ability to track student decisions, 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?

If the applicant has not yet been admitted 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 overnight. 

What should I do if an applicant withdraws their application?

If the applicant has not yet been admitted in WebAdMIT, you can utilize the Applicant Withdrawn local status and it will write to SIS overnight.

If the applicant has already been admitted, you will need to contact your graduate admissions office to update the decision in the IU systems.

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, assuming that application (Q4) exists. 

If the applicant would like to defer to a term in the next CAS cycle, it is best to have them reapply in the new cycle. You can utilize a coupon code in order to waive the fee for the new application.

If the applicant has applied to the 22-23 CAS cycle and would like to defer to the next CAS cycle, you can also use the “Defer – next CAS Cycle” Local Status to move the application to the next cycle. You can use this option as long as that same program/plan/term combination is available in the next CAS cycle and you select this option before the launch of the 23-24 cycle. To fully understand it is best to review the Workflow Basics Webinar recording and / or view the slides. 

***For international student applications, please note the deferral process requires different steps. You will need to reach out directly to oiagrad@iupui.edu for special instructions on how to defer to prevent delays in processing.

Can I download the application as a PDF?

Yes, you can download the application as a PDF from the Documents section of WebAdMIT. This PDF will contain the application and any documents uploaded by the applicant. Please note that it will not contain any documents uploaded directly into WebAdMIT by admissions processors within IU.

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?

The IU Graduate CAS Workflow Training document includes decision codes.

I see STOP - Compliance Review Pending Local Status on an applicant in WebAdMIT. What does this mean?

If you see this Local Status on one of your applicants in WebAdMIT, this indicates a HARD STOP. The Office of Research Compliance has put into place processes / procedures to comply with the federal government’s requirements concerning inappropriate foreign influence. As a result, there is a NEW Military Service / Security Agency Question Set and Workflow for 2021-22 IU Graduate CAS Application. Please review the department training document in full.

Will the applicant’s University ID be listed in WebAdMIT?

Yes. You can find the university ID in the Applicant Header at the top of the Applicant Details Page, and in the Custom Questions section once the applicant has submitted their application and the data has loaded to SIS PeopleSoft. This is typically an overnight process.

The Program / Plan / Subplan / Term found in the Custom Fields panel of the Applicant Details 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 if the applicant has selected a designation you have access to. Applications not yet submitted appear in WebAdMIT with the Application Status of “In Progress”.  You can only add a Local Status that you have created to manage “In Progress” applicants. You cannot add a Local Status that is tied to a decision code to an “In Progress” application. See Application Status Reference Guide for more details

Will I be able to track non-native English speaking applicants?

Yes, you can find all bio/demo questions asked in the Indiana University Graduate CAS on the Applicant Details page under Personal Information and in the full application PDF.

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. "In Progress" application data is displayed in WebAdMIT based on certain "trigger" actions by the applicant. 

What is the application fee?

The fee is set at the program level. 

How is an application fee waived?

There are three ways you can waive an application fee.

1. A trigger question can be created in Quadrant 4 (Q4) in the Configuration Portal by your program staff during pre-launch prior to each CAS Cycle. This would allow an automatic fee waiver for everyone that answers the question a particular way.
2. Programs can 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. Coupon codes are one time use codes.

   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. 

   To request a batch of coupons, please complete the Indiana University Graduate CAS Coupon Code Request form.

3. Some programs opt to set their application fee at $0 and work with their campus graduate office to be billed for the processing fee. Those arrangements are made in collaboration with staff in either the University Graduate School or the IUPUI Graduate Office.

   The department would be billed the processing fee quarterly based on each application submitted with the fee waived.

   For more information on Coupon Codes and setting your application fee at $0 see the IU Graduate CAS Fee Waiver Training document for more details.

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 Materials (Q4) section for the applicant to complete. 

How do we direct applicants to our program in the IU Grad CAS?

A list of programs accepting applications appears for applicants on the “Add Program” tab in the IU Graduate CAS. The list includes: campus; program name, program degree level, start term, start year, school, delivery (on campus, hybrid, online), and deadline.

Applicants will be able to filter by campus and search by program name/term. Using the “Add Program” tab of the IU Graduate CAS will allow them to add multiple programs much like they would an online shopping cart. If you would like to direct your applicants to a the “Add Program” tab pre-filtered with only your campus applications, we strongly recommend you utilize your campus deep link.

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 fields that you design 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 Details" 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?

No, 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
• TOEFL
• IELTS

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, including those in Q4, allow applicants to submit their application without uploading documents. Applicants can login at a later date and upload documents, if there is an open document upload available. Applicants cannot edit or remove a document previously submitted, but are able to contact the Applicant Help Center for assistance changing out a document:

Email: graduate.indiana@liaisoncas.com  

Phone: 617-729-2866

If a document upload is set in the Q4 Configuration Portal to “required” an applicant must upload it prior to submission. They cannot submit an updated version through the Applicant Portal after they have submitted their application unless they contact the Applicant Help Center.

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 in the “Admissions Uploaded Documents” section. This can allow for a paperless application review. A maximum of 8 files can by uploaded to this section. You may need to merge multiple documents.

Please note, materials uploaded by your staff are not visible to applicants and will not appear in the full application PDF. PDFs are retained for 3 years in WebAdMIT.

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 (application from the same campus) to an applicant record using the Manual Designation feature, assuming the user has access to the new designation. The applicant’s Local Status must be updated to “Program/Term Change”. Admissions users can then pull lists 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.

If our applicant has applied to another CAS maintained by Liaison, can their application be copied to our IU Graduate CAS?

Unfortunately, no; however, applicants can utilize the same user name and login.

When will my applications be available to applicants?

Program representatives responsible for configuring programs determine the Start Date, Deadline, and the Display Deadline. The application will not automatically display until the Start Date. After the Deadline has passed, that program option will no longer automatically display 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.

Future, Past, and Available programs can be seen utilizing the filter option on the “Add Program” tab.

A department can then use an invitation code to allow for late applications after the actual deadline. These invitation codes are single use. See Invitation Code How-To guide for more information.

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 log back into the IU Graduate CAS, remove the recommender and add contact details for a new recommender. 

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. 

What if an applicant does not waive their rights to view their recommendations?

If an applicant chooses to be able to view their recommendations, they will need to reach out directly to their recommenders for a copy of their recommendation. They will not be able to view this information in their applicant portal. 

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 (the Supporting Information quadrant). Instructions listed: “Please provide an explanation and attach any relevant documentation in the Documents section of the application.”

When an application is submitted, can an automated email be sent to the applicant letting them know that the application has been received?

Yes. A general email will be sent to each applicant once they successfully submit their application. 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 the custom fields you created 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 applicant’s decision?

Using the email feature combined with the custom fields you created 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 the Salesforce Graduate Pillar?

There is an hourly data integration between IU’s instance of Salesforce and 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. SIS PeopleSoft data will then populate in Salesforce.