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CASPA offers a secure on-line application portal that allows applicants to log-on and log-off at their convenience. Applicants may complete it from any computer with a Web connection. If an applicant does not have the ability to complete an application on the Internet, a paper application is available through CASPA. The applicant should contact CASPA by phone (617) 612-2080 (TTY line: 617-612-2085) to request the paper application. The applicant should be aware that paper applications take up to 12 weeks to process. This will delay the verification process and the delivery of the application to designated programs. Applications are submitted to CASPA along with original transcripts directly from the colleges' registrars and references directly from evaluators. Processing is anticipated to take four to six weeks for electronic applications and up to 12 weeks for paper. Supporting Materials (References and Transcripts) References: References can be completed electronically or by using the Reference Form in PDF format available within the applicant portal once the applicant enters the information for the reference. If the references are to be completed electronically, it is recommended that applicants contact the individuals writing the references for their approval and for an accurate email address. Only reference forms available through CASPA are acceptable. If an individual program reference form is received at CASPA, it will be returned to the sender. Programs wishing additional forms specific to their program may wish to add this as part of a supplemental application. CASPA requires three references but will send the application to designated programs once two references have been received. When the third reference arrives, it will be forwarded to the program. The program can determine if the application is complete with two or three references. A complete paper reference consists of a two-page CASPA Reference Form plus a letter submitted on the stationery of the individual writing the reference. Electronic references will consist of a Reference Form that includes the narrative. Transcripts: Applicants must use the Transcript Request Form to request that official transcripts be sent directly to CASPA from the registrar's office at each college or university they attended. They should also request a copy for their own use to help them complete the Academic Record portion of the application. If transcripts are received before the CASPA application has been e-submitted to CASPA, and the Institutions Attended section is complete, the date the transcript arrived at CASPA is available on-line to the applicant. In order to view the transcript status, the applicant can log in to their CASPA application and look under Status, Transcripts. CASPA will post the date the transcript was received in the CASPA office. Reference Authentication: Once a reference is received at CASPA, the reference is checked for completeness (paper forms must have both the two-page CASPA Reference Form and the letter). CASPA reserves the right to regularly screen references for authenticity. If references are received before the CASPA application has been e-submitted to CASPA, and the Reference Forms section is complete, the date the references arrived at CASPA is available on-line to the applicant. In order to view the reference status, the applicant can log in to their CASPA application and look under Status, Reference Forms or My Application, Reference Forms. Discrepancies: If a discrepancy is found on any application materials, including transcripts and recommendations, the application will be put on Hold status while CASPA contacts the applicant for clarification. CASPA will input comments and track the Hold status on each applicant. Programs can view the Hold status comments on individual applications through the Admissions Portal. The application is received at CASPA. When an application is completed and submitted to CASPA with the payment, and all the transcripts have arrived, the application is moved to "Verification." The verification phase will begin only when all these steps are complete. During verification, CASPA authenticates references and transcripts, verifies course by course the Academic Record each applicant has completed, and calculates numerous GPAs. Due to numerous grade scales across the country, CASPA has designated a universal grade value (i.e. B+ = 3.3). Please note that this may cause a discrepancy between GPAs found on institution transcripts and those reported by CASPA. The target to complete verification is four to six weeks, though off-peak times may be faster. Once the record is verified and at least two of the three references have been received, it is added to the next weekly mailing and sent to each program the applicant designated. Programs can view these applications through the Admissions Portal and download the applications electronically through this secured site on the Internet. For specific information and to obtain access to the Admissions Portal, please contact Ann Donnelly at (617) 612-2054 or caspamgr@caspaonline.org. Finding out if the Application is Complete Applicants: Applicants can view the status of their transcripts and references within their web application before and after they e-submit their application. Once the application has been e-submitted, applicants can view the status of their application as it relates to completion, verification and mailing to the designated programs. Programs: If an applicant has e-submitted an application
and payment has been received, their name will be listed under
the Applicants e-submitted, unverified section of the admissions
portal. At this time, programs may log-on to the admissions portal
and download an MS Excel® spreadsheet listing the contact
information of the applicants currently located within this designation.
Once the applicant's transcripts have been received and verified,
the application will move into the Applicants verified, not
yet mailed designation until two references have been received.
When at least two references have been received, the application
will be sent to the appropriate programs
and available to download electronically through the admissions portal. Information is sent to Programs Every week during the application cycle that there are newly verified files ready for a particular member school, the program will receive a mailing from CASPA. This includes an individual file for each applicant with copies of their references and their complete application, that is compiled from the information supplied by applicants and from official transcripts that have been validated for accuracy and completeness. (See the Reports section of this manual for a detailed description of the components of each applicant file and the reports that accompany each mailing.) Academic Record: One part of the application consists of the Academic Record that is a listing of each college course applicants have taken. They list the term and year, course number and title, credits and grade, including failures, withdrawals, incompletes, and repeats. CASPA auditors verify this information course by course against a set of official transcripts. From these entries an Academic Record is created that prints out the courses in chronological order. In addition, an Applicant GPA grid is created that includes a number of calculated GPAs, including a cumulative undergraduate GPA, science and non-science GPAs, post-baccalaureate and graduate work and others that break down the record by each undergraduate year. Programs receive an Academic Record and Applicant GPA grid in the Applicant Folder. Programs are able to review applicants' complete academic records in date order, integrated from all the schools they attended. This facilitates identifying relevant prerequisites, the extent and age of science background, etc. Electronic Data: Once applicant files are processed for mailing, an electronic file will be created and can be accessed through the Admissions Portal. A new downloadable file will be created to correspond with each new mailing. In addition to the electronic version of the applicant folders, an electronic list of applicants e-submitted, unverified is also available through the Admissions Portal. This Excel file is available on the Applicant Status Summary page next to the Applicants e-submitted, unverified category and includes the name, address, phone number and e-mail address for all applications that have not been verified. For specific information and to obtain access to the Admissions Portal, please contact Ann Donnelly at (617) 612-2054 or caspamgr@caspaonline.org. |
CASPA Process Description