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Useful Resources / Links WebAdMIT Race and Ethnicity Implementation Guide |
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Slate
Application (Slate-Hosted)
- Add text to application where questions about Race/Eth are asked: We are soliciting this information for research and reporting purposes only. This information is optional and will not be used as part of the admissions or selection process.
- MBS Application
- PH Application
- Update application build so questions about race/eth are in a separate custom form and separate section of the application. (Reduce likelihood of visibility while staff impersonate applicant).
- MBS Application
- PH Application
Permissions
- Create custom permission for race/eth and make exclusive so it cannot be inherited.
- Use custom permission to “lock down” the following by setting as Read Permission and then only giving the race/eth permission to TTS staff:
- Source Formats
- Fields (via Field Editor, will apply to new queries created using CJ)
- STL Query Exports/Filters (via Query Exports/Filters (legacy tool), will apply to new queries created using old STL)
- In groupings of multiple exports, race/ethnicity fields were removed
- Remove access to Audit Log for any user involved in the application review process.
Reader
- Remove race/ethnicity from custom reader dashboards
- MBS Dashboard
- PH Dashboard (not custom portal, is still custom PDF)
- DPT Dashboard 1
- DPT Dashboard 2
- Update custom application form page for race/eth questions to “do not display after submission”
- MBS Application
- PH Application
- Remove race/eth from Workflow dashboard (if necessary)
Administrative Record View
- Edit the custom tab for “Details” (person scoped) to remove race/eth from display
Legacy Data and Materials
- Run retention policies to delete old Full App PDFs from CAS systems. https://tusmgp.admissions.tufts.edu/manage/database/retention/edit?id=9c1761c4-4e7a-4b50-8d5b-01a53aed79fa
- Run retention policies to delete old “application upon submission” from previously submitted Slate applications. https://tusmgp.admissions.tufts.edu/manage/database/retention/edit?id=0ef60a5a-6c11-4d12-97e7-e271e381b2b0
- For 2024 application cycle DPT programs, replace PDFs imported before decision with new PDFs that exclude race/eth
- Replace for “active” under review applications
- Replace for decided applications
- Run retention policy to delete duplicate/old PDFs
- Review and remove/delete fields with race/eth data that are not in use:
- URG - NIH Categories
- Other Asian/Black/Indian/Hispanic fields
- Underrepresented in Medicine (URM)
- Identify existing queries that include race/eth fields https://tusmgp.admissions.tufts.edu/manage/query/query?id=26954819-9877-4e3a-87bb-73d4c467242f
- Delete those no longer needed
- Edit any currently in use to remove race/eth
- Rebuild any that need to have race/eth in CJ base
- Identify existing Reports that include race/eth fields?
WebAdMIT
User Access / Roles / Work Groups
Institution Manager
The Institution Manager checkbox gives the following additional management functionality to users:
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The Institution Manager role can only be granted by a current Institution Manager at your institution or by the Client Support Specialist team.
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WebAdMIT Administrator
The WebAdMIT Administrators Work Group, available by default, gives the user full access to all management functions in WebAdMIT.
Custom Work Groups
Work groups allow you to manage permissions for a group of users instead of separately managing permissions for each individual user. Using WebAdMIT’s Work Groups feature, you can decide:
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Review the users who have active access to your CAS system for current and past cycles.
We strongly suggest that users with access to prior cycles have that access revoked. If users must continue to access prior cycles, each cycle must be updated to secure race/ethnicity data. (Although matriculated student race/ethnicity information is not of concern, reapplicant data could be accessed from prior cycles and visible to an admissions reviewer if they have access to those older cycles).
Deactivate and remove any users who should no longer have any access.
Consider who should have the following roles:
Institution Manager - This is an “add on” permission that should be given only to the user who is responsible for setting up the new WebAdMIT cycle each year. After the WebAdMIT cycle opens, this user will need to manage the transfer settings process, add the new cycle for existing users, and otherwise configure WebAdMIT at an admin level. Some CAS Programs may limit the number of institution managers allowed to each WebAdMIT CAS.
WebAdMIT Administrator - Users with this work group have full access to all management functionality in WebAdMIT, which means they will not/cannot have race and ethnicity data restricted. Therefore this role should not be granted to any user involved in the review and assignment of decisions for the cycle. Instead, a work group can be created (see Program Administrator, below) which assigns all the management functionality given by this role except access to race/ethnicity and users who need administrator level management abilities can be added to this work group.
Program Administrator -
TTS Slate API - This work group should be created
Custom Work Groups
Faculty Reviewer
PDF Exports
To ensure that the PDFs uploaded to Slate out of WebAdMIT do not contain Race and Ethnicity information, changes needed to be made to the Full App PDF export (configured in the WebAdMIT PDF Manager) in each instance.
For PTCAS and SOPHAS, this change happened mid-cycle, so there were a group of applicants that had the “old” PDF (containing Race/Eth) already imported, so those PDFs needed to be replaced with a new copy not containing Race/Eth details.
Updating/Configuring PDF Manager
With an existing PDF template, it must be edited to remove the Race/Eth “subpanel” which is under the “personal information” panel.
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If you're downloading full application PDFs, then you can select which panels and subpanels you want to include in the PDF template files. The panels and subpanels you see depend on your Work Group permissions. If you cannot view specific panels based on your Work Group, then you cannot select them when creating your PDF template. Additionally, if you want to include all the panels and subpanels you currently have access to, you don't have to select them here; they'll automatically be added by default.
PTCAS Full App PDF
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