Download pdf - Universal Advisor Portal (UAP) · Accessing the UAP What is the Universal Advisor Portal (UAP)? The UAP is a cloud-based platform that provides health professions advisors with a

UniversalAdvisorPortal(UAP)USERGUIDE

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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.