RF-PTCAS CONFIGURATION MANAGER HELP GUIDE

RF-PTCAS CONFIGURATION MANAGER HELP GUIDE The Configuration Manager Help Guide is designed to help you navigate through the RF-PTCAS Configuration Portal, which is the tool you will use to set up your program(s) on your RF-PTCAS application and configure your program requirements, settings and branding. The guide is broken out into two separate sections; the first section provides you with user tips, best practices and examples of completed program configurations in the RF-PTCAS application, while the second section of the guide provides you with detailed instructions on the step-by-step process of how to add a program and set up the configuration. Please read each section carefully before completing your program set up. TABLE OF CONTENTS PART I Applicant Experience Overview... 2 Best Practices... 3 PART II Configuration Overview... 12 Accessing Your Program in the Configuration Manager... 12 Organizing Your Configuration Setup... 14 Adding Programs... 15 Copying Programs... 17 Editing Program Metadata... 19 Application Deadline Date... 21 Branding Your Program... 22 Setting Up Your Program Homepage... 23 Settings Configuration... 24 Questions Configuration... 25 Documents Configuration... 28 Submit for Review... 30 Personalized Assistance... 31 Copyright 2015 Liaison International, Inc. All Rights Reserved. 1

PART I APPLICANT EXPERIENCE OVERVIEW The application is divided into four sections: Personal Information, Academic History, Supporting Information and Program Materials. The Personal Information, Academic History, and Supporting Information sections contain data elements and questions common among all participating programs. Your program is able to collect additional information from applicants as well as provide applicants detailed information about your program and sponsoring organization. Your individual program requirements and your program homepage will be available in the Program Materials section of the application. Information your program collects in the Program Materials section of the application is available in the Applicant s Profile in WebAdMIT and can be included in Lists, Reports and Exports. It is also important to note that the information your program collects in the Program Materials section of the application is only available to your program. Copyright 2015 Liaison International, Inc. All Rights Reserved. 2

BEST PRACTICES Before you begin your program setup it s important to think about how you can take full advantage of the customizable options on the application. Please review the recommendations below. RF-PTCAS Root Application Contents Please review the root application contents of RF-PTCAS so you are familiar with the application elements collected from all applicants. This will avoid duplication in application contents between the root RF-PTCAS application and the program-specific content you create. Please note that some content in the RF-PTCAS root application is optional for applicants to complete. If this content is required for your program, please indicate that within your Program Materials section of the application. For example, if APTA membership is required for admission to your program, within the Program Materials section of the application, you can add a question asking applicants if they completed the APTA membership section of the RF-PTCAS application. APPLICATION SECTION: PERSONAL INFORMATION QUESTION BLOCK PAGE Release Statements Biographic Information Contact Information Citizenship Information Race & Ethnicity Other Information Pre-Submission Release of Information: By answering yes, you authorize RF-PTCAS to release your name and contact information to your designated programs BEFORE you submit your final application. This will allow your designated programs to send you important information about the local admissions process before you complete your application. RF-PTCAS Release Statement: I certify, as required in the application, that I have read and understand all application instructions [long statement] Applicant Name Alternate Name (maiden name, middle name, or nickname) Gender Birth Information Current Address Permanent Address (if different from current address) Phone Email Citizenship Details (inclusive of Residency Details) Visa Information Ethnicity Race Additional Question #1: Have you ever had a PT or professional license suspended, revoked, or otherwise acted against, including denial of licensure by the licensing authority of any state, territory, or country? If you answered Yes, you must enter an explanation in this box. Additional Question #2: Have you ever been dismissed or suspended from a college or university? If you answered Yes, you must enter an explanation. REQUIRED V. OPTIONAL Copyright 2015 Liaison International, Inc. All Rights Reserved. 3

Additional Question #3: Have you ever withdrawn or been dismissed from a residency or fellowship program in physical therapy for any reason? If you answered Yes, you must enter an explanation. APPLICATION SECTION: ACADEMIC HISTORY PAGE PAGE PAGE All Colleges Attended (undergraduate, graduate, or Colleges Attended professional institutions attended or currently attending) Transcripts (if a program requires transcripts, RF-PTCAS will obtain original transcripts and upload to application) Continuing Education Courses Name of Course Name of Instructor/Sponsoring Organization Approximate number of contact hours Date of completion (MM/DD/YYYY) Upload copy of course certificate (document upload) APPLICATION SECTION: SUPPORTING INFORMATION Note: throughout this section, applicants can enter more than 1 of each type (eg, more than 1 award, more than 1 certification, etc.) PAGE PAGE PAGE Evaluations Experiences Achievements Licenses Residencies and Fellowships References (3 total references are required; 2 of which must be professional references) PT and PTA Clinical Experiences/Internships Professional Employment History Research Teaching and Professional Presenting Experience Volunteer Awards Honors Type (PT, Direct Access, Temporary, PT Licensure in Progress, Other Licenses) Title of License Organization Type License Number Issued Date Valid Until Brief Description Type (Residency/Fellowship) Name of Program Start Date End Date (if applicable) Graduation Certificate (document upload) Copyright 2015 Liaison International, Inc. All Rights Reserved. 4

Credentials and Certifications Memberships ABPTS Certification in Clinical Specialty Name of Specialty Certification Number Date of Most Recent Certification Copy of Certificate (document upload) APTA Credentialed Clinical Instructors and Trainers Select APTA Credential (Credentialed Clinical Instructor, Advanced Clinical Instructor, Credentialed Clinical Trainer, Advanced Clinical Trainer) Date Awarded Most Recent Date of Credential Renewal (for Trainers Only) Date of Expiration (for Trainers Only) Copy of Certificate (document upload) Other Certifications (eg, ATC, EMT, EMR certification) Name of Issuing Board or Organization Certification Credential Certification Number Date of Initial Certification Date of Expiration Copy of Certificate (document upload) APTA Membership Membership Number APTA Component Membership APTA Group Type (Section, SIG, Chapter, House of Delegates, Board of Directors, Committee, Task Force, Work Group, Council, Staff, Other Group) Name Group Briefly describe your role or contribution to the group Other Professional Membership Name of organization/group Briefly describe your role or contribution to the group Program Homepage Your program homepage is the most important part of the Program Materials section that the applicant will view. It is the first page they will see when they click your program name in the Program Materials section and it will be their first look at your program branding. Applicants will also be able to view the other required information of the Program Materials section that you have enabled, including Questions and Documents. Branding Your branding image will not only appear on your homepage, but on any other required sections you have enabled. This image should give applicants a strong understanding of your program and sponsoring organization. Incorporating an action image related to your program, or including an image with your organization s logo is recommended. Remember, this is the only section of the RF-PTCAS application where applicants will view your specific program s branding make it count! Copyright 2015 Liaison International, Inc. All Rights Reserved. 5

Tip: Review the Branding Guidelines available in the Configuration Portal - this will help you upload an image that s the correct size. Program Homepage Text Similar to the applicant s first look at your program branding, it will also be their first look at your program and sponsoring organization specific information on the RF-PTCAS application. In this section you should include important details about your program, sponsoring organization, requirements and instructions on how to be a successful applicant to your program. You should include information for the following: licensure requirements, employment requirements, needed experience, certifications or Association membership requirements, and if applicable information on a supplemental application fee and supplemental application. You should also include any optional information in the Supporting Information section that you would like applicants to complete in order to apply to your program. Tip: It is helpful to list your program s website, however you should not solely direct applicants to your program website for more information. All of the information included on your website should be included in the homepage text as well. This will make it easier for applicants to research your program information. Example: Copyright 2015 Liaison International, Inc. All Rights Reserved. 6

Questions In the Questions section for your Program Materials, you can ask applicants program-specific questions, as well as any questions not already included in the general (root) portion of the application. Here you can ask applicants essay questions, such as why they are interested in this area of practice and/or why they re interested in your specific program. You can also ask program-specific questions to determine if they have specific certifications, employment status, or other qualifications required for your program. You have the ability to make these questions optional or required. Tip: Review your current program application and/or supplemental application to help you determine which questions you need to ask applicants in this section of the application. Copyright 2015 Liaison International, Inc. All Rights Reserved. 7

Tip: Ask questions as a reminder to applicants to complete an otherwise optional section of the general (root) application. Such as, We require certification as an EMT, ATC, or Emergency Medical Responder, have you completed the Certifications section of the RF-PTCAS application? Tip: Please note, if establishing a response length limitation for questions, responses are calculated by characters, not words. Example 1: Example 2: Copyright 2015 Liaison International, Inc. All Rights Reserved. 8

Example 3: Documents In this section you can instruct applicants to upload additional types of program-specific documents not collected on the general (root) application. In the Documents Instruction section, be sure to include information on specific Copyright 2015 Liaison International, Inc. All Rights Reserved. 9

documents needed. For example, if your program requires an applicant to upload a personal statement, cover letters, CV/resume, health records, writing samples, etc., please outline these required documents clearly within the Documents Instruction section. Tip: If you have a document that is program or sponsoring organization specific and requires a form be completed and/or signed, you can use the Documents Instruction section to link to the document on your website and advise applicants to download the form from your site, complete it and upload it as an other document type. (please refer to Example 3 below) Example 1: Example 2: Copyright 2015 Liaison International, Inc. All Rights Reserved. 10

PART II CONFIGURATION OVERVIEW You will use the Configuration Manager to create the programs you want displayed on the application, set up your program homepage, and choose none or all of the additional information options available. Below please find the two types of additional information your programs can collect from applicants in the Program Materials section of the application: Questions Documents Tip: Please make sure the program name and area of practice match what is recognized by ABPTRFE and located in the program s ABPTRFE Online Program Listing Interface. Contact APTA residency/fellowship staff at resfel@apta.org for questions or concerns about a program s name or area of practice. ACCESSING YOUR PROGRAM IN THE CONFIGURATION MANAGER Sign-in through WebAdMIT Log into WebAdMIT and enter your username and password. Launch the Configuration Manager Select CAS Configuration Portal in the left menu within WebAdMIT. Copyright 2015 Liaison International, Inc. All Rights Reserved. 13

The Configuration Manager will open in a new window. Access your Program(s) Navigate the left menu to view your program(s) for the current cycle. You will need to select RF-PTCAS in the CAS menu on the left. Within the Application menu that opens, select RF-PTCAS for the current application cycle. Copyright 2015 Liaison International, Inc. All Rights Reserved. 14

Then choose your program from the Organization menu on the left to view your program. You are now ready to start editing program metadata. ORGANIZING YOUR CONFIGURATION SETUP Tip: The Configuration Manager allows you to copy programs to save time in setup. You can copy just the program metadata (name, deadline date, etc.) or all of the program configurations (metadata + branding, custom questions, documents etc.). Before you begin, assess the similarities in the programs you are configuring and consider creating one or two programs to copy as the base for other programs. Copyright 2015 Liaison International, Inc. All Rights Reserved. 15

The Add Program page will open and you can enter all of the metadata needed for your program. Tip: the WebAdMIT Display Name field allows you to create a nickname for your program this is helpful if you have many programs with similar names. The nickname will be available only to your admissions staff within WebAdMIT it will not be displayed to applicants. Select Save to save your new program. Copyright 2015 Liaison International, Inc. All Rights Reserved. 17

COPYING PROGRAMS Application detail data may be copied to a program s new application only for the following programs: New programs being added to RF-PTCAS whose sponsoring organization already has an existing program within RF-PTCAS, or Existing programs within RF-PTCAS that are adding additional application deadline dates for the same program. To copy an existing program, from the main screen click Then click. Copyright 2015 Liaison International, Inc. All Rights Reserved. 18

The Copy a Program page will open listing all of the programs for your organization. Copying Full Program Details If you want to copy all of the program configurations into a new program (branding, custom questions, documents etc.), select the name of the program you wish to copy and check the Copy All Program Settings box. Select Copy to create your new program. Your new program will have the same name as the original program with -copy-1 appended to the end of the program name. Edit the new program to change the name, program metadata and any other settings. Copying Program Metadata only If you want to copy only the program metadata (name, deadline date, etc.), select the name of the program you wish to copy and UNCHECK the copy all program settings box. Select Copy to create your new program. Your new program will have the same name as the original program with -copy-1 appended to the end of the program name. Copyright 2015 Liaison International, Inc. All Rights Reserved. 19

EDITING PROGRAM METADATA Each program has important metadata you will want to review for accuracy. Select a program you wish to edit by moving the mouse anywhere in program s row. (move mouse to program s row here) When hovering the mouse over the program s row, a field. icon will be displayed under the Last Update Copyright 2015 Liaison International, Inc. All Rights Reserved. 20

APPLICATION DEADLINE DATE From the program details page, you will access configuration pages from the icon within the top menu. (Configuration pages) Indicate your program s application deadline date for the current cycle by inserting the date within the Deadline data field. Tip: Programs can update their application deadline date at any time during the application cycle by changing the date here. When updating an application deadline date, please ensure the deadline date is also updated on the program s directory page within the ABPTRFE Online Program Listing Interface. Tip: Never change the date that is entered within the Open Date field. This is for Liaison s use only. Note: Once the program is live on the application and marked as active, you will only have access to update the application deadline date and the Branding/Homepage. Copyright 2015 Liaison International, Inc. All Rights Reserved. 22

BRANDING YOUR PROGRAM Your program is branded with an image of your choice. This brand will appear throughout the program materials section of the application. Brand Your Program Select the Branding icon to begin branding your program. Configuring Image Headers Select to upload a background image. Upload an image via the browse menu Images should be 270px x 900px, file size 250kb or less and.jpeg,.tiff or.png files Image file names should not contain spaces or special characters, as they may cause the upload to fail. Please review the Branding Guidelines included in the Branding section. Select a contrasting headline text color via the color picker. Note: if your image has your program s name in the text, you can turn off the additional text by answering Yes to the Do you want to show the headline text? option. Save to complete branding Copyright 2015 Liaison International, Inc. All Rights Reserved. 23

SETTING UP YOUR PROGRAM HOMEPAGE The Homepage is a required section of the Configuration Manager. The homepage is also a required section in the RF-PTCAS application. Applicants must view your program homepage before they submit their application, even if you decide to turn off the Questions and Documents sections. It is important to put detailed information on your program homepage about your program, sponsoring organization and requirements. To customize homepage content, select the button in the branding section. Applicants viewing the homepage have already selected your program as one they want to apply to, therefore marketing information is not appropriate within the homepage text. Instead, the program should include instructional text to ensure applicants understand what s needed to be a successful applicant. Tip: Please see the example under the Best Practices section of this document Program Information Text length = unlimited. Tip: 1500 characters or less is recommended for best visual display. Use the HTML Editor to style your content and create links to other sites. Using the HTML Editor to Style Content Program Homepage and Applicant Instructions can be styled using the HTML Editor. Styling Formatting via the HTML Editor: Bold, Italics, Underlined text Numbered or Bulleted Lists Links You can create links to other websites and/or email addresses via the HTML editor new window.. Links will open in a Note: You must use the HTML editor link in order to set up links and hyperlinks. If you do not use this tool, applicants will not be able to access the web links on your program homepage. Save to complete branding. Copyright 2015 Liaison International, Inc. All Rights Reserved. 24

SETTINGS CONFIGURATION Accessing Content and Settings Configuration Select the Program Settings icon to access the configuration menu for Transcripts, Questions, and Documents. To turn off Questions or Documents uncheck the box in the left menu. To edit each section, select the item in the left menu to open the configurations page. Tip: If you have checked off the section (eg, Questions or Documents), then you must enter requirements for the applicant to fill out under that section. If you are choosing not to use the section, please uncheck the box. Copyright 2015 Liaison International, Inc. All Rights Reserved. 25

QUESTIONS CONFIGURATION Questions are optional for each program. To configure Questions, select Questions from the left menu. Write Custom Instructions (optional) If you wish to provide instructions at the top of the Questions page, enter them in the Applicant Instructions box. Create a Question Set To create questions, click the icon to create your first question set. Questions are grouped within Question Sets. You must have at least one Question Set. Question Sets have required Headers (or Titles) that display on the page and optional Description text. Select to save. Copyright 2015 Liaison International, Inc. All Rights Reserved. 26

Creating Questions Once you have created your first Question Set, you can begin adding questions. Click the the menu. arrow to expand Next click, and then to add the question under the Question Set. Questions have the following elements: Question text. Note: question text is plain text only you cannot format instructions (e.g. no bold text or links). Type. Choose from Multiple Choice, Essay or Either/Or. versus. Multiple Choice Questions Multiple Choice questions can be single answer or multiple answer. Single answer questions can appear with radio buttons or as a drop-down menu. Applicants will pick just one response. Multiple answer questions will appear as checkboxes that enable applicants to select one or more answers. Choose the appropriate Answer Format type when creating your Multiple Choice question. Essay Questions Essay questions present with a text box to allow applicants to respond. When creating an essay question, you will be asked to define a maximum character limit for the response. Set the maximum character limit to 50 characters for a small one line answer field (short answer question). If you want a larger essay answer field, set the character limit to 250 characters or more. The max character count allowed is 9999. Tip: Please note, if establishing a response length limitation for questions, responses are calculated by characters, not words. Copyright 2015 Liaison International, Inc. All Rights Reserved. 27

Either/Or Questions Either/Or questions should be used when you want applicants to choose between two options within their answer. When creating an Either/Or question type, you will first enter question text and then create the responses you want the applicant to choose from. Enter your first response in the text field and then select the Common response pairs are True/False and Yes/No. Select button to create the second response. to save your question. Editing or Removing Question Sets and Questions Question Sets and Questions have an Edit and Delete function. Copyright 2015 Liaison International, Inc. All Rights Reserved. 28

DOCUMENTS CONFIGURATION Document collection is optional for each program. To configure Documents, select Documents from the left menu. Write Custom Instructions (optional) If you wish to provide instructions at the top of the Documents page, enter them in the Applicant Instructions box. Tip: Document type and file size restrictions are displayed to applicants within the application. You do not need to repeat this information in your instructions. Application Documents The Application Documents section lists the Documents collected at the general (root) level of the RF-PTCAS. For each document type, you will see the Name, whether it is Requested (this will always be checked), whether it is (this will be unchecked if document upload is optional) and the Maximum number of documents the applicant can upload. You cannot make changes to this section it is presented for informational purposes only so you know what is already being collected within the general (root) application. Therefore, you do not need to recollect these documents in your program materials page. Copyright 2015 Liaison International, Inc. All Rights Reserved. 29

Configuring Documents The Program Documents section will list the Document Types you can collect from applicants. This list of documents has been defined in advance by your administrator. You cannot create new document types. Document Type Settings Request if Request is enabled, applicants will see this document type listed on your Documents page. Toggle to the off position if you do not want to collect this document type. Require if Require is enabled, applicants will not be able to submit to your program unless they have uploaded a document of this type. Toggle to the off position if document upload for this document type is optional. Maximum # specify the maximum number of documents of each type you want to receive from applicants. You cannot collect more than 5 of any individual document type. Save to complete Documents configuration. Copyright 2015 Liaison International, Inc. All Rights Reserved. 30

PERSONALIZED ASSISTANCE Should you require assistance as you setup your program s Configuration, please feel free to contact RF- PTCAS and WebAdMIT support. QUESTIONS ABOUT A PARTICULAR APPLICATION Kate Owen Senior Customer Solutions Manager Liaison International, Inc. 617/612-2086 kowen@liaison-intl.com FOR WebAdMIT WebAdMIT Support Specialists Liaison International, Inc. 716/636-7777 (option 7) webadmitsupport@liaisonedu.com FOR RF-PTCAS POLICY AND PROGRAM ACCREDITATION ISSUES Courtney Merritt Specialist, Centralized Application Services American Physical Therapy Association Department of Education 703/706-3208 courtneymerritt@apta.org Copyright 2015 Liaison International, Inc. All Rights Reserved. 32