ADEA AADSAS Application Instructions

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1 ADEA AADSAS Applicatin Instructins Table f Cntents What is ADEA AADSAS?... 3 ADEA AADSAS Applicatin... 3 DENTPIN... 3 Re-applicants... 3 Infrmatin Carried Over t the AADSAS Applicatin... 3 Infrmatin Nt Carried Over t the AADSAS Applicatin... 3 Hw t Update Cursewrk... 4 Dental Admissin Test (DAT)... 4 E-submitting the Applicatin... 4 Cmpleting the Applicatin... 4 Applicant Infrmatin... 4 Bigraphic Infrmatin... 4 Parent and Family Infrmatin... 4 Backgrund Infrmatin... 4 Disadvantaged Status... 4 Educatin and Occupatin (EO) Indicatr... 5 Educatin Infrmatin... 7 Secndary (High) Schl Infrmatin... 7 Clleges Attended... 7 Transcripts... 7 Cursewrk... 8 Academic Update...10 ADEA AADSAS Grade...10 Credits...11 Nrmal Semester, Trimester r Quarter Credits...11 Cnverted Quarter t Semester Credits...11 Unit Credits...11 GPA Calculatins...11 Dental Admissins Tests...13 Verificatin

2 Prfessinal Experience...13 Persnal Statement...14 Letters f Evaluatin...14 Letters f Evaluatin Waivers...15 Applicant Authrizatin...15 Release Statement...15 ADEA AADSAS Applicatin Fee...16 Dental Schl Supplemental Fees...16 Dental Schl Designatins...16 Dental Schl Deadlines...16 Submitting r Deleting Dental Schl Designatins...17 Adding Additinal Dental Schls after e Submissin...17 Dental Schl Supplemental Materials...17 Criminal Backgrund Check...17 ADEA AADSAS Applicatin Cversheet...18 ADEA AADSAS Fee Assistance Prgram (FAP)...18 Mnitring the Applicatin...18 Brwser Supprt Plicy Plicy...19 ADEA Plicies...19 ADEA Applicatin Services Refund Plicy...20 ADEA Privacy/Cnfidentiality Statement...20 Cntact ADEA AADSAS

3 What is ADEA AADSAS? The American Dental Educatin Assciatin (ADEA) Assciated American Dental Schls Applicatin Service (AADSAS) is the centralized applicatin service fr predental applicants. ADEA AADSAS simplifies the applicatin prcess t dental schls by prviding ne standard applicatin. Save time and energy by cmpleting ne applicatin fr multiple dental schls. ADEA AADSAS is pen frm June thrugh February each year. It is the applicant s respnsibility t read, understand and fllw all ADEA AADSAS and schlspecific instructins. Cntact ADEA AADSAS custmer service fr questins (applicants inquiries nly) prtal.aadsasweb.rg/ aadsasinf@aadsasweb.rg ADEA AADSAS Applicatin T begin the ADEA AADSAS applicatin, applicants will need a DENTPIN and address. Applicants must create a username and passwrd. DENTPIN A DENTPIN is a unique identificatin number assigned t each applicant and student in dental educatin and standardized testing prgrams. T register fr a DENTPIN r t lk up an existing DENTPIN, g t Re-applicants ADEA AADSAS allws re-applicants frm the previus applicatin cycle t carry sme infrmatin t the current applicatin, such as bigraphical infrmatin, parent and family infrmatin, backgrund infrmatin, disadvantaged status, secndary high schl infrmatin, prfessinal experience, clleges attended and verified cursewrk. Applicants cannt edit the clleges and cursewrk sectin but can add new infrmatin. If the ADEA AADSAS applicatin was submitted t dental schls in the previus cycle, applicants are eligible t have the applicatin infrmatin imprted t the new cycle. Please click n the Reapplying t ADEA AADSAS? buttn n the lgin page t create a re-applicant accunt. D nt click Create New Accunt n the hme page. Infrmatin Carried Over t the AADSAS Applicatin Mst applicatin fields and verified transcripts (i.e., transcripts cntaining cmpleted cursewrk calculated int yur grade pint average (GPA) by ADEA AADSAS staff) will be imprted. Once the imprt is cmplete, the applicant is respnsible fr reviewing all imprted infrmatin ensuring it is cmplete and accurate. Infrmatin Nt Carried Over t the AADSAS Applicatin Letters f evaluatin, persnal statement, payment and unverified cursewrk (including all Academic Update cursewrk). 3

4 Hw t Update Cursewrk All imprted cursewrk infrmatin is lcked, but cursewrk cmpleted since last year s applicatin can be added. Applicants must add the schl a secnd time t add newly cmpleted cursewrk. Enter the full range f dates fr the schl (the date riginally attended t current attendance) and any changes in degree status. Dental Admissin Test (DAT) DAT scres carry ver fr any ADEA AADSAS applicant wh had submitted them in the previus cycles, regardless f prir applicatin status. If DAT scres were imprted directly frm the American Dental Assciatin, and the DENTPIN and date f birth match, all valid DAT scres will imprt t the 2015 ADEA AADSAS Applicatin. ADEA AADSAS will imprt up t fur attempts and the test date and receive date will appear under the Official Test Scres sectin f the applicant status menu. E-submitting the Applicatin Applicant must click E-submit t fficially submit the applicatin t ADEA AADSAS. Once the applicatin is submitted it is lcked and the applicant cannt make changes t mst f the sectins fr the rest f the applicatin cycle. The nly infrmatin that can be changed after submitting are cntact infrmatin, passwrd and security infrmatin, letters f evaluatin with a status f new r in-prgress, new cursewrk, and ADEA AADSAS dental schl designatins. All ther sectins are read-nly. Applicants shuld review their applicatins carefully prir t submitting t avid errrs that cannt be crrected later. Cmpleting the Applicatin Befre the applicatin is verified, it must have a status f cmplete and a cmpleted date. The applicant is respnsible fr ensuring that all materials are received by ADEA AADSAS and fr fllwing up with missing materials. ADEA AADSAS will nt ntify the applicant if the applicatin remains incmplete r if items are missing. Please mnitr the applicatin status frm the Status Menu t the right f the applicatin checklist. An applicatin is cnsidered cmplete nce the cmpleted applicatin is submitted, all fficial U.S r Canadian transcripts are received and psted t the applicatin with a date received, and the required applicatin fee is received. Applicant Infrmatin This sectin includes bigraphic, parent and family, backgrund and disadvantaged infrmatin. Bigraphic Infrmatin: Cllected infrmatin includes address, cntact infrmatin, gender, race and ethnicity, citizenship and military experience. Parent and Family Infrmatin: Cllected infrmatin includes parental educatin and ccupatin. Backgrund Infrmatin: Cllected infrmatin includes disclsure f legal and disciplinary actins and licensure. Disadvantaged Status: ADEA AADSAS des nt determine an applicant s status as disadvantaged. Cllected infrmatin includes scial, ecnmic and educatinal factrs. 4

5 Educatin and Occupatin (EO) Indicatr Dental educatin cntinues t experience pressures t diversify the incming first year class. In respnse, ADEA AADSAS researched and develped additinal applicatin tls t better identify and understand a dental applicant s self-reprt disadvantaged and sciecnmic status. Histrically, sciecnmic status is cmprised f three cmpnents based n the scial and ecnmic psitin f the family while the children are at hme. These three cmpnents are parental incme, educatin and ccupatin. While ADEA AADSAS histrically has included questins these three areas, the 2013 ADEA AADSAS Task Frce undertk a serius review f these questins lking fr better alignment with hlistic review practices and mre meaningful data. This review cncluded that parental incme was unreliable fr tw basic reasns: applicants either under-reprted parental incme r it simply wasn t knwn t them. In further reviewing tls t measure sciecnmic status, ADEA AADSAS reviewed research dne by the Assciatin f American Medical Clleges (AAMC) that stated any sciecnmic indicatr shuld meet the fllwing criteria: intuitive, valid fr the cncept being examined, accurate as pssible, easy t cllect and stable ver time (Grbic). Thrugh their research, parental ccupatin and educatin levels were reliable and acceptable indicatrs f sciecnmic status. Occupatin had been shwn t be stable ver time while a persn s level f educatin remains static r prgressive. Additinally, students can prvide cmplete and accurate infrmatin n bth their parent s educatin level and ccupatin and bth can be classified int relatable categries. As an indicatr f an applicant s sciecnmic status, parental educatin level and ccupatin are stable and mre easily accessible. What is the EO Indicatr? Beginning in the 2016 ADEA AADSAS applicatin cycle, a new tl is being implemented t cmplement the current tls used by dental schls during their hlistic review f applicatins. This new tl is called the Educatin Occupatin (EO) indicatr. The ADEA AADSAS EO indicatr is derived frm an applicant s parental i educatin and ccupatin infrmatin. Fur educatin levels and tw aggregate grups f ccupatins prvide the schema that is used t determine the EO indicatr fr each parent f each applicant. One f the fllwing EO indicatrs will be displayed fr each parent f each applicant n the ADEA AADSAS applicatin: EO-1, EO-2, EO-3 r EO-4, NC (nt calculated). The lwest sciecnmic grup is EO-1 and the highest is EO-4. As shwn n the chart belw, the ccupatinal categries are aggregated int service, clerical, skilled and unskilled labr; and executive, managerial, and prfessinal. These categries are based upn the Standard Occupatinal Classificatin scheme. The educatinal categries are aggregated int less than a bachelr s degree, bachelr s degree, master s degree and dctrate/prfessinal degree. 5

6 Service, clerical, skilled and unskilled labr Parental Occupatin Executive, managerial, prfessinal psitin Parental Educatin Level Dctrate/prfessinal EO-3 EO-4 degree Master s degree EO-3 EO-4 Bachelr s degree EO-2 EO-3 Less than Bachelr s degree EO-1 EO-2 The EO indicatr is based upn having cmplete infrmatin fr each parent. When cmplete infrmatin is prvided fr tw parents, an EO indicatr is prvided fr each parent. An indicatr f NC (nt calculated) will display when the parental ccupatin is listed as retired, military, hmemaker, ther, unknwn r nt applicable. Additinally, when the parent is deceased and/r the educatin/ccupatin infrmatin data is nt available, NC will be the EO indicatr listed. An EO-1 indicatr wuld theretically indicate that an applicant cmes frm a family in which bth parents have less than a bachelr s degree, bth wrk in the service industry and therefre the applicant wuld be cnsidered t be frm a sciecnmically disadvantaged backgrund, while EO-4 wuld pint t parental educatin f a dctrate/prfessinal level and an ccupatin in managerial r prfessinal psitins. Hw des the EO indicatr affect the ADEA AADSAS applicatin? Each applicant will have tw EO indicatrs listed in his/her applicatin n the Parental and Family Infrmatin sectin. Applicants can view their EO indicatr after the applicatin has been submitted. The infrmatin used t derive the indicatr- parental ccupatin and educatin levelcannt be edited after ADEA AADSAS has been submitted. In the 2016 ADEA AADSAS applicatin cycle, n ther changes will be made t the disadvantaged sectin f the applicatin. Additinal analysis and discussin by the ADEA AADSAS Task Frce will cntinue ver the next year t determine if and when any ther changes will be made. Hw will the EO indicatr be used by ADEA and dental schls? The EO indicatr is a tl that is intended t prvide additinal infrmatin n an applicant s sciecnmic status which can aid a dental schl s review f applicants as part f a hlistic review prcess. It is intended t help schls mre accurately identify individuals wh may be frm a sciecnmically disadvantaged backgrund. Dental schls can use these data alng with ther imprtant factrs t identify which applicants best help them t achieve their institutinal gals and supprt their cre missins. Dental schls use a hlistic prcess f reviewing applicants fr admissin int their varius prgrams, thus using multiple variables in making these decisins. The hlistic prcess includes reviewing applicants based upn a number f variables. These variables include: bigraphic infrmatin, persnal essay, nn-cgnitive variables like persnal histry and, shadwing experiences, self-reprted disadvantaged status and Pell Grant status. As applicants are 6

7 multidimensinal, metrics can prvide sme predictive values, yet they d nt give cmplete pictures f an applicant. ADEA AADSAS encurages dental schls t use the ADEA AADSAS EO indicatr alng with ther factrs in the screening, interviewing and decisin-making f applicants fr their prgrams. It is an additinal tl that prvides a mre cmprehensive picture f each applicant. Dental schls shuld use this infrmatin t further explre all details abut all applicants t enhance the hlistic review prcess. Educatin Infrmatin This sectin includes secndary (high) schl, cllege(s) attended, cursewrk and DAT scres. Applicants cannt revise this sectin after e-submitting the ADEA AADSAS applicatin. Hwever, newly cmpleted curses may be added during the Academic Update perid. Secndary (High) Schl Infrmatin: Cllected infrmatin includes identificatin f high schl and dates attended. Transcripts are nt accepted. Clleges Attended: Cllected infrmatin includes identificatin f all undergraduate, graduate and prfessinal institutins attended r plan t attend. Enter each institutin nly nce, regardless f the number f degrees earned r gaps in the dates f attendance. It is required t reprt all pst-secndary clleges. Applicants wh indicate they attended a dental schl and received actual credits frm that institutin must enter the schl in the Cllege Attended sectin and submit an fficial transcript t ADEA AADSAS. ADEA AADSAS applicants using a re-applicant accunt may have t list an institutin mre than nce t update cmpleted cursewrk frm the previus cycle. Select which institutin is the Primary Undergraduate r Graduate institutin attended. Belw describes a list f criteria t use t identify Primary Undergraduate r Primary Graduate Cllege: The Primary Undergraduate Cllege is the cllege r university where the applicant will r have earned the first bachelr s degree. Primary Graduate Cllege is the cllege r university where the applicant will r have earned the first master s r dctral degree. Fr ther categry, if an applicant will earn multiple degrees at the same level, select the mst recent degree. The primary cllege will be highlighted n the Hlistic Cversheet. Please see the Hlistic Cversheet sectin fr mre details. Transcripts: ADEA AADSAS requires a separate fficial transcript frm each institutin attended, including branch campuses if they issue transcripts separately frm the parent university. All transcripts must arrive at the ADEA AADSAS Transcript Prcessing Department by the applicatin deadline dates f designated schls. U.S. and Canadian Institutins Arrange fr a sealed fficial transcript, accmpanied by an ADEA AADSAS Transcript Request Frm, t be sent directly t the ADEA AADSAS Transcript Prcessing Department frm every institutin attended. ADEA AADSAS prefers all transcripts t be sent directly frm the issuing institutin as an riginal, fficial dcument. Fr every cllege r university indicated, a Transcript Request Frm will be generated. This frm enables ADEA AADSAS t digitally match each schl transcript t the crrect 7

8 applicatin. Failure t include this frm with transcripts may increase the prcessing time f the dcuments nce they arrive at ADEA AADSAS. Canadian transcripts written in French must be submitted accrding t the internatinal (freign) transcript requirements. Send transcripts fr all clleges and universities attended regardless f whether curse credit transferred t anther cllege r university and appears n that transcript. Arrange fr the ADEA AADSAS Transcript Prcessing Department t receive all fficial transcripts by the designated dental schls applicatin deadlines. Re-applicants must submit new transcripts if new cursewrk has been added. In rare circumstances when institutins will nt send transcripts directly t a third-party rganizatin, an issued-t-student transcript will be accepted by ADEA AADSAS nly if it is marked with ne f the fllwing: Name and Address Only, Send t, Issued t Student in a sealed envelpe, Recrd f, r ADEA AADSAS. In rder fr an applicatin t be cmplete, ADEA AADSAS must have received all transcripts. Transcripts must be sent t: ADEA AADSAS Transcripts Prcessing Department P.O. Bx 9110 Watertwn, MA Tip: T prperly cmplete the cursewrk sectin f the applicatin, applicants shuld btain a persnal cpy f each cllege-level transcript fr their recrds. Internatinal Transcripts Applicants are required t submit transcripts frm every internatinal cllege r university attended. ADEA AADSAS als encurages internatinal applicants t submit a cpy f any evaluatin f internatinal cursewrk that has been cmpleted by an fficial credential evaluatin service. ADEA recmmends applicants use Wrld Educatin Services ( r Educatinal Credential Evaluatrs ( ADEA AADSAS des nt verify cursewrk and des nt use grades frm internatinal transcripts in cmputing ADEA AADSAS GPAs. All transcripts and transcript evaluatins shuld be sent t: ADEA AADSAS Transcripts Prcessing Department P.O. Bx 9110 Watertwn, MA Cursewrk ADEA AADSAS requires applicants t list every class taken at every pst-secndary institutin attended. Cursewrk allws dental schls t mre cmprehensively evaluate applicants with quarter and semester grades, transcript grading systems using and nt using a plus/minus system, and verall GPAs fr applicants with transcripts frm multiple institutins. Cllected infrmatin includes data frm all individual cursewrk taken at a pst-secndary institutin, including curses that are withdrawn, repeated curses, undergraduate labs, test credit, r ther nn-graded curses. ADEA AADSAS verifies self-reprted curses against fficial transcripts. Failure t prperly enter all cursewrk may result in prcessing delays. Fr each institutin listed, an applicant must include cursewrk by sessin and term type. Sessin: Perid f time taking a curse (e.g., fall semester 2012). Term Type: Individual class taken in a particular sessin (e.g., Bilgy 150). 8

9 ADEA AADSAS requires applicants t include all recrded attempts at a curse, even if an institutin has a frgiveness plicy. When indicating the special classificatins fr curses (see list belw), list all attempts as a repeated curse. All U.S. and Canadian cursewrk must be listed. Freign cursewrk cannt be listed, but transcripts frm freign schls must still be evaluated and sent t ADEA AADSAS. Transfer cursewrk shuld nly be listed under the riginal institutin where the curse was taken, and in sme cases, the specific campus where it was taken. Cursewrk classificatins include: Undergraduate (curses taken prir t earning first bachelr s degree), Pst-baccalaureate (undergraduate level curses taken after first bachelr degree is earned) Graduate (master s degree-level wrk) and Prfessinal (cursewrk classified as certificate-level wrk r cursewrk taken in pursuit f a degree higher than a master s degree). Curse subjects: Applicants shuld use their best judgment t classify curses as English/Literature, Bilgy, Chemistry, Physics, Other Science (sciences ther than bilgy, chemistry, physics), r Nn- Science. Review the Subject Curse fact sheet fr guidance. Tip: A nn-science class that has an intense fcus in a science field wuld be classified as Nn-Science. Special classificatins: Indicate if the curse has any special classificatins designatins. Select nt applicable if the curse des nt have a special classificatin. Special classificatins include: Repeated Curse. Any curse attempted mre than nce. D nt indicate it fr the first attempt. If the curse culd be categrized under tw classificatins, Repeat shuld be selected. Incmplete. Any curse fr which the applicant did nt receive a final grade r Pass/Fail status. Distance Learning/Online Curse. Hnrs. Study Abrad. Advanced Placement/Cllege Level Examinatin Prgram (CLEP). Internatinal Baccalaureate. Credit by Institutinal/Departmental Exam. In prgress and planned. Sme cllege transcripts reprt numeric grades rather than alpha (letter) grades. T access the cnversin scale, refer t the key prvided by the institutin either n the frnt r back f the transcript. If the transcript des nt prvide a cnversin scale, use the cnversin scales belw. Grade Cnversin Table 1 Grade n Transcript (N alpha grade key n transcript ADEA AADSAS Grade and Value >100 A+ (4.33) A (4.0) B (3.0) C (2.0) D (1.0) 9

10 Grade Cnversin Table 2 <60 F (0.0) Grade n Transcript (N alpha grade key n transcript) ADEA AADSAS Grade and Value Quality Pints Assigned >4.0 A+ (4.33) A (4.0) A (3.667) AB (3.5) B+ (3.333) B (3.0) B (2.667) BC (2.333) C+ (2.333) C (2.0) C (1.667) CD (1.5) D+ (1.333) D (1.0) D (1.0) DE (0.5) Less than r equal t 0.39 F (0.0) Nn graded curses (e.g. PASS/FAIL, Satisfactry) Select NONE Nn traditinal Cursewrk Military credit: Military cursewrk is nly accepted if applicant is fficially enrlled in a cllege/university. Fr mre infrmatin, please cntact ADEA AADSAS Custmer Service. Academic Update ADEA AADSAS prvides applicants the pprtunity t update their cursewrk during the Academic Update perid, which is frm mid Nvember t early February. During the Academic Update perid, applicants can enter grades earned fr curses that were listed in the Curse Planned/In Prgress sectin f the applicatin and add/delete/mdify curses listed in that sectin. Applicants will receive ntificatin and mre detailed instructins abut the Academic Update prcess 30 days prir t its initiatin. All Academic Update curses and grades must be verified by ADEA AADSAS. Use the ADEA AADSAS Transcript Request Frm t arrange fr a new fficial transcript t be sent t the ADEA AADSAS Transcript Prcessing Department. ADEA AADSAS Grade ADEA AADSAS receives all f the applicants fficial U.S. and Canadian transcripts; curse by curse evaluatin verificatin prcess is cnducted. ADEA AADSAS checks the curse infrmatin reprted n the applicants applicatin against the fficial transcripts, and will reprt discrepancies t the designated schls. Applicants shuld cnvert the grade n the fficial transcript t the crrect standardized letter grade. Applicants ADEA AADSAS grade will be different if the fficial transcript uses a numbering system r sme ther nn traditinal grading system. List the cursewrk with semester r quarter hurs rather than curse credits/units, even if the transcript lists curse credits/units. 10

11 Credits Applicants shuld enter the number f credits fr each curse. A credit is the value f the curse, and remains the same n matter the grade received. Applicants shuld enter the Attempted Credits. Nrmal Semester, Trimester r Quarter Credits Curse credits are mstly 3.0, 4.0 r 5.0. If the transcript is listing either semester, trimester, r quarter credits then n cnversin is necessary. List the credits as they appear n the fficial transcript and make sure the terms are labeled semester, trimester, r quarter depending n the schl s system. Cnverted Quarter t Semester Credits If curse credits cnsistently end in.33 and.67, that schl has cnverted ld quarter credits t semester credits as part f the system change. List the credits as they appear n the fficial transcript, but check the term labels t make sure the terms are listed as semester and nt quarter as the schl may have changed systems since the applicant has attended. Unit Credits If all curse credits are listed as 1.0 r 0.50 the transcript is listed CREDIT UNITS then a cnversin is necessary. Check the back f the fficial transcript and search fr the cnversin rati, which will state smething like 1 unit is equivalent t 4 semester hurs. If there is n cnversin n the back f the transcript, applicants shuld cntact the registrar s ffice t determine the cnversin rati. Please cnvert the credits by multiplying the number f units listed n the transcript by the cnversin factr. Fr example, if the cnversin is 1 unit = 4 hurs and the transcript list 1 unit fr a curse, the applicant shuld enter 4.00 credits n the ADEA AADSAS applicatin. If 0.50 is listed, the applicant shuld the in GPA Calculatins ADEA AADSAS GPAs may be different frm thse calculated by clleges and universities. ADEA AADSAS calculates standardized GPAs t help participating dental schls evaluate applicants using unifrm and cnsistent criteria, regardless f varius institutinal transcript plicies. ADEA AADSAS GPAs will be calculated within fur t six weeks after ADEA AADSAS receives cmpleted applicatin, all transcripts and ADEA AADSAS applicatin fee. T calculate a GPA, ADEA AADSAS calculates ttal quality pints by multiplying semester hurs attempted by the value f the verified ADEA AADSAS grade. Quality pints are divided by the ttal number f hurs fr cmpleted curses. ADEA AADSAS reprts GPAs in semester based 4.0 grading scales. ADEA AADSAS will nt calculate the applicant s GPA until the applicatin has a status f Cmplete. 11

12 ADEA AADSAS calculates GPA and reprts it in a number f ways: BCP GPA: All undergraduate, graduate and cumulative curses identified n transcripts as Bilgy, Chemistry and Physics. Science GPA: All undergraduate, graduate and cumulative curses identified n the transcript as Bilgy, Chemistry, Physics, Math and Other Science. Nn science GPA: All undergraduate, graduate and cumulative curses nt used in calculating the Science GPA. Undergraduate GPA: All curses fr which undergraduate credit is received. Graduate GPA: All curses fr which graduate credit is received. Overall GPA: Includes undergraduate and graduate. Fr mst dental schl applicants wh have nt cmpleted graduate curses, the verall GPA is the same as the undergraduate GPA. Cllege/University GPAs: GPAs are reprted fr each cllege/university attended. The fllwing curse types are nt included in ADEA AADSAS GPA calculatins: Advanced Placement/CLEP. Institutinal Department Exam. Audit. Internatinal Baccalaureate. Incmplete. Pass/Fail. Withdraw/withdraw passing. ADEA AADSAS includes all initial and repeated cursewrk in its GPA calculatins. Grades and credit hurs fr all failed curses will be included in the ADEA AADSAS GPA, even if they are nt included in the GPA calculatins f the transcript issuing institutin. ADEA AADSAS calculates GPAs in tw different ways: with and withut + and. Sme dental schls prefer t use the +/ system and thers prefer t use grades withut + and. Fr example, grades withut a +/ will simply rund grades with a + will rund dwn t the next letter grade (e.g., B+ [3.333] will rund dwn t a B [3.000]) and grades with a will rund up t the next letter grade (e.g., B [2.667] will rund up t a B [3.000]). An Example f Hw GPAs Are Cmputed Curse Grade Grade Weight Semester Hurs Ttal Quality Pints Bilgy 101 A 4.0 X 5 = 20.0 Chemistry 101 B X 3 = Chemistry 103 A X 2 = English 131 B 3.0 X 3 = 9.0 Scilgy 291 C X 3 = Special Tpics 201 P n/a X 1 = n/a (but nt cmputed in GPA) TOTALS 16 Hurs The GPA is cmputed by dividing ttal quality pints by the number f semester hurs earned with grade (nte that the grade f P is nt calculated in the GPA). In this example, the student's semester GPA is 3.33 ( quality pints/16 semester hurs). Nte that grades f P r Credit are nt used in cmputing a GPA. 12

13 Factrs that may result in a GPA calculatin that is different frm the transcript include the fllwing: Many cllege/universities cunt nly the new grade in repeated curse(s) in GPA cmputatin. ADEA AADSAS cunts the previusly earned grade and the new grade. Fr example, if the applicant tk Intrductin t Bilgy in Fall 2012 and earned a grade f C, then retk the same curse in Spring 2013 and earned an A, ADEA AADSAS wuld use bth the C grade and the A grade t calculate the GPA. What is the cllege/university s grade weighting scale? Sme schls use different scales than thse used by ADEA AADSAS. Fr example, at sme schls, a B+ grade equals a grade weight f 3.5, but fr ADEA AADSAS, a B+ grade equals a grade weight f Dental Admissins Tests Many dental schls require applicants t take an admissins examinatin: U.S. DAT (fficial scres frm the American Dental Assciatin). The DAT is cnducted by the American Dental Assciatin. Fr mre infrmatin abut the DAT cntact the ADA at (800) r g t Canadian DAT. The Canadian Dental Admissin Test is cnducted by the Canadian Dental Assciatin (CDA) and the Assciatin f Canadian Faculties f Dentistry. Fr mre infrmatin cntact the CDA at Verificatin Verificatin refers t matching the curses n fficial transcripts with the curses entered in the Cursewrk sectin f the ADEA AADSAS applicatin. Prfessinal Experience This sectin allws applicants t reprt their experiences in lieu f a physical resume. Applicants shuld update their resumes fr persnal use. Applicants shuld recrd nly experiences btained during cllege. Applicants shuld nly list each experience in ne categry. The categries f infrmatin applicants can prvide are: Academic Enrichment Prgrams: Prgrams spnsred by clleges, universities r ther nt fr prfit rganizatins (e.g., Summer Medical and Dental Educatin Prgram [SMDEP]). Mre infrmatin can be fund at ExplreHealthCareers.rg. Awards, Hnrs, Schlarships (Limit f Five): Cllege accmplishments are given pririty by many admissins cmmittees. Dentistry Experience (Limit f 10): Applicants need t prvide a brief descriptin f the activity, including start and end dates, and indicate whether the psitin was paid, vlunteer, jb shadwing r ther. Extracurricular/Vlunteer/Cmmunity Service (Limit f 10): Research Experience (Limit f Five): Frmal research prgrams, including thse spnsred by universities. Wrk Experience (Including Military Service) (Limit f Five): Current military experiences shuld include anticipated discharge date and type f discharge. 13

14 Tip: Applicants are respnsible fr selecting up t three prfessinal experiences per categry t be displayed n the ADEA AADSAS applicatin cversheet. All experiences will be displayed in the bdy f the applicatin, regardless f selectin. Persnal Statement The persnal statement explains why the applicant wants t pursue a dental career. The statement shuld nt exceed 4,500 characters (including spaces, carriages, numbers, letters, etc.). Applicants shuld nt make the statement specific t each dental schl, as ADEA AADSAS will prvide the statement t all dental schls designated in the applicatin. Tip: It is imprtant t review the persnal statement befre submissin because applicants will nt be able t make revisins t this sectin f their applicatin. Letters f Evaluatin Letters f evaluatin are required as part f a cmplete applicatin, althugh the ADEA AADSAS nline applicatin can be submitted while letters f evaluatin request are in prcess. Letters f evaluatin are traditinal recmmendatin letters written by a persn qualified t recmmend a persn t dental schl. Applicants may submit a maximum f fur individual letters f evaluatin r ne cmmittee letter/reprt plus the ptin f ne additinal individual letter. In the ADEA AADSAS applicatin, the applicant shuld list the individuals wh will write letters and the frmat each evaluatr will use, and check the apprpriate bx t indicate if the letter is a cmmittee letter/reprt. Letters f evaluatin can be sent in tw frmats: Electrnic (preferred). As sn as the evaluatr s name and address are prvided, the evaluatr will receive an frm ADEA AADSAS directing him r her t the ADEA AADSAS Evaluatr s Prtal. Paper. The applicant prvides the Letter f Evaluatin Request Frm t the evaluatr, wh attaches the frm t his r her letter and mails it t ADEA AADSAS at the address prvided n the Letter f Evaluatin Request Frm. There are tw types f letters that evaluatrs can submit: Individual letter (cunts as ne letter): This type f letter is an evaluatin f the applicant cmpleted by a single evaluatr. Cmmittee Letter/Reprt (cunts as three letters): This cmpsite letter cnsists f a cver letter frm an advising ffice and a cllectin f individual letters that are attached. With cmpsite letters, the advising ffice serves as a central cllectin service fr the applicant, but des nt make additinal assessments f the candidate. Tip: If the applicant frgt t indicate in the Evaluatrs sectin that an individual is submitting a Cmmittee Letter/Reprt, the applicant needs t delete the evaluatr, re-enter the infrmatin crrectly and save. If submitting an electrnic letter f evaluatin, the evaluatr will receive a new indicating that the applicant is requesting a letter f evaluatin. If the evaluatr is submitting 14

15 a paper letter, the applicant needs t delete the evaluatr, crrectly re-enter the evaluatr s infrmatin, print and prvide the evaluatr with a new Letter f Evaluatin Request Frm. Letters f Evaluatin Waivers The Family Educatin Rights and Privacy Act f 1974 (FERPA) prvides applicants the right t access letters f evaluatin written after January 1, 1975 unless they chse t waive their right f inspectin and review. Prir t requesting an evaluatin, ADEA AADSAS applicants are required t indicate if they wish t waive their rights t each evaluatin. ADEA AADSAS des nt release any letters f evaluatin t applicants regardless f wavier status. Applicant Authrizatin Within the Evaluatrs Sectin applicants must agree t ne f the fllwing statements prir t submitting the evaluatin request: I waive my right t access the attached letter f evaluatin. The fllwing explanatin is given t the applicant fr this statement: By waiving yur right t access, applicants d nt have the right t read the evaluatin nce cmpleted by the evaluatr. I d nt waive my right t access the attached letter f evaluatin. The fllwing explanatin is given t the applicant fr this statement: By nt waiving yur right t access, applicants have the right t read the evaluatin nce cmpleted by the evaluatr. Occasinally, an applicant will frget t check the wavier bx in the ADEA AADSAS applicatin, even thugh the applicant has already signed a wavier with the evaluatr r the health prfessins advising ffice. If the applicant has indicated the wrng wavier status, the applicant must delete the evaluatr, crrectly re-enter the evaluatr s name and ther infrmatin and save. A new requesting a letter f evaluatin will be sent by ADEA AADSAS t the evaluatr. If submitting a paper letter f evaluatin, the applicant must delete the evaluatr, crrectly re-enter the evaluatr s infrmatin, print and prvide the evaluatr with a new Letter f Evaluatin Request Frm. Release Statement All applicants must agree t this statement t submit the ADEA AADSAS applicatin. It is imprtant t understand and abide by these principles during the applicatin prcess. I agree t the fllwing ADEA AADSAS Release Statement and Cde f Cnduct. I have read, reviewed and understand the applicatin instructins and prgram/schl-specific admissins requirements, including prvisins that nte that I am respnsible fr mnitring and ensuring the prgress and status f my applicatin and all supprting materials. I have prvided ADEA AADSAS infrmatin in this applicatin that is cmplete and accurate t the best f my knwledge. I understand that mitting relevant infrmatin r prviding misrepresentatins r false r misleading infrmatin in my applicatin and supprting dcuments during the applicatin prcess may jepardize my applicatin r result in ther actins, including the pssibility f expulsin frm a prgram, if enrlled. I certify that all written passages, such as the persnal statement, essays and descriptins f wrk/activities, are my wn and have nt been written, in part r in whle, by a third party. I understand that all dcuments prvided t ADEA AADSAS will nt be returned t me. 15

16 I acknwledge my respnsibility t infrm the prgrams/schls t which I have applied in the event there is any change in the infrmatin I have prvided, including, but nt limited t, educatinal infrmatin, legal and cnduct vilatins and cntact infrmatin and in a timely manner. Prgrams/schls will cnsider new infrmatin submitted and, in apprpriate circumstances, reserve the right t change the status f an applicant r student. I authrize ADEA AADSAS and the dental prgrams t which I am applying t investigate any infrmatin, including my educatinal backgrund, disciplinary histry, and recrd f criminal cnvictins that it believes is relevant t my applicatin. I give permissin fr ADEA AADSAS t release the infrmatin prvided in my applicatin, as well as all supprting applicatin materials, t my designated prgrams/schls. I authrize the use f infrmatin prvided in the applicatin fr research, applicant tracking and reprting purpses. I acknwledge that my nly recurse t errrs r missins related t the handling r prcessing f my applicatin by ADEA AADSAS is t btain a refund. A refund is nt guaranteed. Errrs r missins that are my respnsibility are nt subject t refund r waiver f fees in a future cycle. I agree t act with hnesty, frthrightness and integrity thrughut the admissins prcess. I will be prfessinal thrughut the applicatin prcess, including my interactins with ADEA AADSAS staff, prgram/schl admissins fficers and staff and admissins cmmittees. ADEA AADSAS Applicatin Fee The applicatin fee fr ADEA AADSAS depends n the number f dental schls an applicant applies t. The fee is $245 fr the first dental schl and $93 fr each designatin. Belw is a sample fee table: One dental schl $245 Tw dental schls $338 Three dental schls $431 Payment fr the ADEA AADSAS applicatin is by credit card (VISA, MasterCard, American Express r Discver) r mney rder. Applicants wh want t apply t additinal dental schls after e- submitting can return t their applicatin and add new dental schl designatins. Dental Schl Supplemental Fees Sme dental schls request an additinal fee (supplemental) after the cmpleted ADEA AADSAS applicatin. D nt send the supplemental fees t ADEA AADSAS. Supplemental fees shuld be sent directly t the dental schl(s). Dental Schl Designatins Dental Schl Deadlines The ADEA AADSAS deadline listed fr each dental schl indicates the date by which the applicatin must be received by ADEA AADSAS nt at the dental schl. Dental schls will cnsider fr admissin thse applicants whse ADEA AADSAS applicatin, fee payment and fficial transcripts are received at ADEA AADSAS by the stated deadline. ADEA AADSAS applicatins must be submitted by 11:59 p.m. (Eastern Time) n the deadline date(s). Please be advised that there may be additinal prgram/schl-specific admissins requirements due by the dental schl deadline date in rder fr the applicatin t be cnsidered fr admissin by that dental schl. 16

17 After the applicatin has been submitted t ADEA AADSAS and has a Cmplete status, allw fur t six weeks fr ADEA AADSAS t prcess the applicatin. Submitting r Deleting Dental Schl Designatins ADEA AADSAS des nt accept requests t substitute r delete schls after the applicatin has been submitted. Applicants wh wish t withdraw an applicatin shuld cntact the dental schl directly. Adding Additinal Dental Schls after e Submissin Applicants can apply t additinal schls after e-submitting the ADEA AADSAS applicatin. The fee is $93 fr each additinal designatin. Dental Schl Supplemental Materials Send nly required dcuments t ADEA AADSAS. Any ther dcuments received by ADEA AADSAS, including supplemental materials requested by specific dental schls, will be cnsidered unrelated materials. ADEA AADSAS will nt return unrelated materials, nr frward the unrelated materials t designated dental schls. Examples f unrelated materials include resumes, phtgraphs, writing samples, certificates and ther nn-required dcuments. Criminal Backgrund Check ADEA AADSAS prvides a service t dental schls that wish t btain a criminal backgrund check n admitted students thrugh Certiphi Screening. Applicants can view schls that participate in the ADEA criminal backgrund check by visiting the "Dental Schls Designatin" sectin f the applicatin r cntacting the dental schls. Once accepted at a participating dental schl, Certiphi Screening, Inc. will send an t the applicant s preferred address entered in the ADEA AADSAS applicatin. This will prvide access t a secure nline frm where the applicant prvides basic identifying infrmatin and cnsent fr this reprt t be btained. Applicants can review the final reprt prir t its distributin. Applicants will have 10 calendar days frm when the reprt is ed t review it befre it is made available t participating dental schls. Applicants will be prvided with an pprtunity t cntest the accuracy f the cntents f the reprt within 10 calendar days. After 10 calendar days, the reprt will be made available t the participating dental schls frm which the applicant received an acceptance. Tip: The criminal backgrund reprt will nt be released t any party ther than the dental schls requesting it. ADEA AADSAS des nt have access t this reprt. Fr mre infrmatin abut Criminal Backgrund Check, cntact: Certiphi Screening Inc. Applicants inquiry nly: (800) help@certiphi.cm 8:00 a.m. 10:00 p.m. ET 17

18 ADEA AADSAS Applicatin Cversheet The ADEA AADSAS Applicatin Cversheet, als knwn as the Hlistic Cversheet, summarizes sme f the items fund n the full applicatin PDF. Items n the cversheet include applicant identifying infrmatin, GPA calculatins fr each curse subject designatin, U.S DAT and Canadian DAT scres, undergraduate and graduate degree infrmatin fr schls that were selected as the primary degree granting institutins and up t three pre-selected prfessinal experiences per categry. A cpy f the full applicatin PDF (excluding letters f evaluatin) is autmatically generated and can be dwnladed and saved after e-submitting the applicatin t ADEA AADSAS. ADEA AADSAS Fee Assistance Prgram (FAP) The FAP was created fr applicants wh demnstrate an extreme need fr financial assistance. Eligibility fr the FAP is determined by reviewing the financial resurces f the applicant, spuse and applicant s parent/guardian. All FAP applicants are required t meet minimum qualificatins befre applying. This is an independent prgram ffered by ADEA and is nt affiliated with any gvernment, cllege r university, schlarship, grant r fellwship prgrams. A limited amunt f ADEA AADSAS applicatin fee assistance is available. It is imprtant t read all FAP plicies and instructins carefully befre cmpleting the FAP applicatin. The FAP becmes available n the first day f the ADEA AADSAS applicatin cycle and cntinues until Nvember 28, 2014 r until all FAP funding is awarded. Nte: Applicants shuld nt e-submit their ADEA AADSAS applicatins while a FAP decisin is pending. Applicants that e-submit their applicatins will n lnger qualify fr FAP and their requests fr fee assistance will autmatically be denied. Mnitring the Applicatin Applicants are respnsible fr mnitring the status f their applicatins and fllwing up with ADEA AADSAS n any missing dcuments. Applicants can check their applicatin status nline r n the mbile webpage. On the accunt hmepage, the clumn n the right is the status menu. This menu is read nly and n sectin can be edited. Here, an applicant can view the applicatin status, which is updated in real time. On the status menu, applicants can als view which transcripts, letters f evaluatin and payments have been received by ADEA AADSAS and which are still missing. Once an applicatin has been verified, applicants can view GPA calculatins in this menu. Prir t verificatin, it will remain blank under Dental Schl Designatins. ADEA AADSAS will nly ntify applicants if there is a prblem with the cursewrk sectin f the applicatin. ADEA AADSAS will ntify applicants if transcripts have nt been received. Because sme ntificatins may be filtered as spam r junk, applicants are respnsible fr mnitring their ADEA AADSAS My Messages inbxes. ADEA AADSAS is nt respnsible fr ntificatins applicants d nt receive in their persnal inbxes. 18

19 On average, it takes seven t 10 business days t pst a transcript t the applicatin frm the date it was mailed. Once it psts t the applicatin, it will be listed n the status menu with the date received. ADEA AADSAS is nt respnsible fr any materials lst in the mail r fr delays caused by Registrars ffices. Express r certified mail des nt guarantee expedient prcessing, and sending transcripts by express r certified mail des nt guarantee receipt by ADEA AADSAS. Brwser Supprt Plicy ADEA AADSAS supprts the latest versin f Chrme, Firefx, Internet Explrer and Safari. The applicatin uses Ckies, JavaScript and Pp-up windws, s please be sure all are enabled within yur brwser. (The default setting is "n" s it is unlikely that yu will need t make any changes.) Brwser vendrs recmmend users stay up t date n the latest versin f the brwsers and we recmmend the same fr the ptimal applicatin experience. If yu experience an issue, please cntact ur Custmer Supprt team fr assistance. T check if yur brwser is up-t-date, please visit WhatIsMyBrwser.cm. Plicy T ensure that yu receive ntificatins frm ADEA PASS, yu may need t designate us as a "Trusted Surce" thrugh yur prvider. This is usually accmplished by adding ur "Frm Addresses" t yur address bk, cntact list, r Safe List. Add the fllwing addresses fr the subscriptins yu receive: aadsasinf@aadsasweb.rg Hw t white-list sender addresses: The fllwing is a list f links t instructins frm the mst cmmn prviders n hw t avid having valid s sent t yur Junk r Spam flders: Gmail Outlk (desktp) Outlk.cm Yah Htmail Fr mre infrmatin n hw t white-list addresses fr prviders nt mentined abve, click here. ADEA Plicies The plicies f the American Dental Educatin Assciatin (ADEA) that gvern the ADEA American Assciatin f Dental Schls Applicatin Service (ADEA AADSAS) are recmmended by the ADEA AADSAS Task Frce, an fficial cmmittee f the Assciatin. ADEA AADSAS makes every effrt t prcess and transmit applicatin materials t dental schls designated by the applicant. ADEA, hwever, assumes n respnsibility fr delays in prcessing applicatin materials caused by the 19

20 applicant s failure t fllw instructins r by circumstances beynd ADEA AADSAS s cntrl. It is the applicant s respnsibility t mnitr his r her ADEA AADSAS applicatin and reprt any discrepancies r prblems. ADEA des nt discriminate n the basis f sex, race, clr, creed, religin, natinal rigin, marital status, age r handicap. Such infrmatin in the ADEA AADSAS applicatin is requested nly fr the purpse f gathering and reprting applicant flw data, r t cnfirm infrmatin used t prcess the applicatin. ADEA Applicatin Services Refund Plicy It is a vital part f the prcess that the full instructins are read and the applicatin is reviewed t ensure the necessary steps are taken t cmplete the applicatin. Once an applicatin is submitted, refunds are typically nt granted. In special circumstances, thugh, refund requests will be reviewed. Applicants must submit a brief, written request within 30 calendar days f the end f the cycle t jamesc@adea.rg. ADEA reserves the right t grant r deny requests at its wn discretin. Any refund granted will be returned t the applicant in the frmat it was paid. Reapplicants accepted after June 1 t the previus cycle can request a refund; requests must be made within tw weeks f the acceptance which will be verified by ADEA AADSAS staff. ADEA Privacy/Cnfidentiality Statement The American Dental Educatin Assciatin (ADEA) will generally nt release persnally identifiable data withut the permissin f the individual invlved. Except as described belw, infrmatin abut individual applicants and matriculates is nt shared with anyne utside f ADEA in a way that wuld permit individual identificatin. Infrmatin abut applicants is disclsed t the schls and/r prgrams t which a student applies using ne f ADEA s centralized applicatin services. Infrmatin abut applicants wh use ne f ADEA s centralized applicatin services may als be disclsed t a limited number f thirdparty rganizatins that are invlved in the applicatin prcess and tuitin assistance services, such as thse that use infrmatin t identify and cntact applicants wh may be eligible fr schlarships. Applicants t ne f ADEA s centralized applicatin services will be required t release their applicatin infrmatin and supprting dcuments by agreeing t the Release Statement and Cde f Cnduct within the applicatin. Applicatin data submitted by an applicant will generally nt be shared with third-party individuals r rganizatins. ADEA will nly discuss an applicatin with the applicant and the applicant's designated schls and/r prgrams. Staff will nt discuss an applicatin with a parent, spuse, relative, friend r emplyer f the applicant. ADEA reserves the right t release infrmatin frm an applicant r matriculate s file t: (i) respnd t infrmatin requests by law enfrcement r ther gvernmental authrities; (ii) cmply with any law, regulatin, enfrceable subpena r ther legal prcess, r curt rder; (iii) investigate r prevent security threats, fraud, malicius activity, r inapprpriate, unauthrized, r illegal activity invlving ADEA s services r cmputer netwrks; r (iv) enfrce r prtect ADEA s rights and prperty. In such circumstances, persnal infrmatin may be disclsed withut ntice t the individual applicant r matriculate. 20

21 ADEA may disclse t the public data that it gathers thrugh its centralized applicatin services in aggregate de-identified frm. ADEA reserves the right t use applicant data, including individually identifiable applicant data, fr its wn purpses, including research purpses. Hwever, in publishing research, ADEA will nt include individual applicant infrmatin. Revised n 11/3/2015 Cntact ADEA AADSAS Custmer Service American Dental Educatin Assciatin prtal.aadsasweb.rg/ aadsasinf@aadsasweb.rg i While the term parent is used in this dcument, applicants prvide infrmatin n tw parents and/r guardians. References Grbic, Jnes, and Case. Effective Practices fr Using the AAMC Sciecnmic Status Indicatrs in Medical Schl Admissins. Assciatin f American Medical Clleges. March

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