Academic History

 

You will be asked to submit information about your education, including: 

  • Secondary (high) school: The name of your high school, its location and your graduation date.
  • Postsecondary school: The name and location of the college(s) you attended, your dates of attendance and graduation and the type of degree you earned or are in the process of earning. You will need to submit all official U.S. and Canadian transcripts.

Other information about this part of the ADEA AADSAS application is given in more detail below.

Provide the name, location, dates of attendance and graduation, and type of degree earned or in-progress. Send in all official U.S. and Canadian Transcripts. Applicants should enter each school attended only once. 

Applicants are required to report all postsecondary institutions attended, including but not limited to: Courses taken in high school; summer courses; community college courses; military institutions; postbaccalaureate, graduate and doctoral work; study abroad and foreign work. Report each institution once, regardless of the number of degrees earned or gaps in the dates of attendance.

When adding a college, type the beginning of the name in the box so that several options display. If the name is not immediately available, try different spellings or punctuation (i.e. Saint James or St. James). If the name is still not available, check with the institution to see if it has had a name change. If all options have been exhausted and it does not appear, select “Non-Listed” from the list. 

Add the degree type earned or in-progress. Multiple degrees may be added by selecting “Add Another Degree.” Enter the in-progress or most recent degree first. Include the degree type, the date earned or expected graduation, and the major and minor.

Add the term system used (semester, quarter or trimester). Transcripts specify the term type on the back of the page; term type refers to the type of hours the credits are worth. 

Add the dates of first attendance and the final term, unless the coursework is still in-progress. When all of the required information has been completed, click “Save this College” to complete this section. When complete, a Transcript Request Form will be generated.

Repeat all the steps for each institution attended. Applicants are required to report every U.S. and Canadian postsecondary institution from which credit has been received, regardless of whether or not the work is relevant to the pursuit of a dental education. This includes but is not limited to: Schools which granted credit while the applicant was a high school student; schools whose credits transferred to a primary university; doctorate classes, summer classes, community college classes or technical/vocational classes; military; massage and/or alternative medicine classes, etc. If the applicant attended schools within a college consortium, each school must be reported separately. 

Study Abroad and Overseas U.S. Institutions 

1. If coursework was completed at a U.S. institution overseas (i.e. American University Beirut or Carnegie Mellon University in Qatar), report the institution from the dropdown list and proceed to enter in all related information, including coursework in the Transcript Entry section. In Transcript Review, mark the courses as study abroad.

2. If coursework was completed using another school’s program to study abroad, i.e. Semester at Sea (University of Virginia), SIT, or a CEA Global Campus Network (University of New Haven), report the U.S. school whose program was used and proceed to enter in all related information, including coursework in the Transcript Entry section. In Transcript Review, mark the courses as study abroad.

3. If coursework was completed via a study abroad company such as IES, ISA, CIEE, or DIS, directly via the undergraduate institution, or by any other method proceed with the options below:

  • If your FULL CREDITS AND GRADES for these courses appear on your undergraduate transcript, then you should list these courses normally with the rest of your undergraduate work. During the transcript review process, you would mark these courses as “Study Abroad.” No additional documentation is necessary. Do NOT report your study abroad school as a foreign institution. Acceptable grades include A-F, Credit, Pass, etc. “TR” for “transfer” is NOT an acceptable grade, nor are credits and grades which do not match those on the rest of your undergrad transcript (i.e. the grades are not U.S. grades). If your courses have grades of TR, or are recorded in foreign grades, please use the second option below.
  • If your CREDITS AND/OR GRADES for these courses DO NOT APPEAR on your undergraduate transcript, you should report that you attended a foreign institution. You do not need to list your courses under the foreign school, as ADEA AADSAS does not allow foreign coursework to be recorded. DO NOT SEND ANY DOCUMENTATION UNLESS AN EVALUATION IS REQUIRED BY YOUR DENTAL SCHOOL. Please check with your Dental School to determine if they will require a foreign evaluation.

U.S. and Canadian Transcripts

All U.S. and Canadian transcripts are required to be sent to ADEA AADSAS. The application cannot be processed without official transcripts sent directly to:

ADEA AADSAS Transcript Processing Department

P.O. Box 9110

Watertown, MA 02471

 

Only original, official transcripts will be accepted. To send a transcript:

1. List all schools in “Colleges Attended.”

2. Download the “Transcript Request Form” for each college and provide it to the college registrar who will, in turn, attach to the official transcript. While transcripts can be sent directly to ADEA AADSAS from the college registrar without the Transcript Request Form, asking the registrar to submit with a personalized Transcript Request Form will expedite the process. If sent in without the form, request that the ADEA AADSAS identification number is included somewhere on the transcript or accompanying document.

3. Request all transcripts from all U.S. and English speaking Canadian colleges attended to be sent to ADEA AADSAS.

4. Monitor the application to ensure the transcript is received. It is the applicant’s responsibility to monitor their application for transcript receipt, even after the application is submitted. ADEA AADSAS will not notify applicants concerning missing transcripts.  If it has been longer than 10 business days since the transcript was mailed and it has not been posted, the materials should be resubmitted. The status of all transcripts can be viewed in the “Check Status” tab at the top of the application home screen.

 

Provide course specific information for each post-secondary class taken 

By entering coursework into the ADEA AADSAS application, the electronic transcript format and content is standardized so that dental schools may compare course subjects, credit values, and grade values on a level field for all applicants who are seeking admission.

Preparing for Transcript Entry

  1. Obtain a copy of each college level transcript. It is recommended that applicants acquire a new copy of the transcript to ensure the coursework entered matches the official transcript.
  2. Complete the “Colleges Attended” section.
  3. Decide whether or not to take advantage of the Professional Transcript Entry.

    All applicants must enter in coursework. It can be done by the applicant or Liaison International, ADEA’s technology partner. By selecting “Professional Transcript Entry,” the applicant relies on Liaison to enter and verify all coursework. This process will begin as soon as all official transcripts are received and can take up to ten business days to complete.  The application will then be placed into a verification queue which can take an additional four weeks. The service is $65 for 1-3 transcripts, $90 for 4-6 transcripts, and $140 for 7 or more transcripts. 

Applicants who choose to enter in their own coursework should allot at least half a day to enter and review coursework to prevent errors. Errors will delay the verification the application.

 

Entering Coursework

  1. Add a term for the first institution. 

    Term choices are Fall, Winter, Spring, Summer or Interim. Academic status choices are Freshman, Sophomore, Junior, Senior, Graduate and Postbaccalaureate. 

    FRESHMAN-SENIOR: All college-level courses taken prior to graduation from the bachelor’s degree. ADEA AADSAS does not monitor credit levels in regards to freshman-senior designations. In general, four-year students list one year per designation and five-year students list their last two years as senior. Non-traditional students label their terms as evenly as possible, but should remain in chronological order (i.e. do not report yourself as a junior in 1999 and as a freshman in 2000).

    POSTBACCALAUREATE: Undergraduate level courses taken after the first bachelor’s degree is earned. If a second bachelor’s degree is earned, the entire second degree would be considered “postbaccalaureate.  

    GRADUATE: Master’s degree and doctorate degree-level work only. Applicants do not need to have earned the degree in order for the work to be graduate degree level. Work taken in pursuit of a Ph.D., M.D., Pharm.D., J.D. and JurisD are all considered doctorate degree-level.

  2. Add all courses for the new term.

    Use a recent copy of the transcript to enter in the course code, course title, subject, credits and grade. 

    Transcript example

     

 

Course Code: List the department prefix and number of the course, which will look something like this: “BIOL 101” and cannot be shortened or altered. Some schools have a numeric department prefix instead of a letter one, so instead of “BIOL 101,” enter “367 101.”

Course Title: The title of the course, just as it appears on the transcript, which will say something like: “Anatomy and Physiology I.” The course title may be abbreviated if it does not fit into the space provided and it is clear that it corresponds with the title listed on the transcript, i.e. “Anat and Phys I.” 

Subject: For a list of all ADEA AADSAS Course Subjects, click here.

  • Semester, Trimester or Quarter Credits: If your course credits are mostly “3.0,” “4.0,” or “5.0,” the transcript is listing either semester, trimester, or quarter credits and NO conversion is necessary. List the credits as they appear on the transcript.
  • Unit Credits: If all of the course credits are listed as “1.0″ or 0.50,″ the transcript is listing credit units and a credit conversion is required. Check the back of the transcript and search for a conversion ratio, which will say something like “1 unit is equivalent to 4 semester hours.” If there is no conversion on the back of the transcript, contact the registrar’s office to determine the conversion ratio. Once conversion ratio is determined, convert the credits by multiplying the number of units listed on the transcript by the conversion factor. For example, if the conversion is 1 unit = 4 hours and the transcript lists 1 unit for a course, enter in 4.00 credits. If 0.50 is listed, enter in 2.00.

ADEA AADSAS Grade: Enter the grade exactly as it appears on the official transcript. Once a grade is entered, ADEA AADSAS automatically converts it to the equivalent in for ADEA AADSAS. This section allows ADEA AADSAS to standardize transcripts for the dental schools and this box cannot be edited. The charts which detail how grade conversions work can be viewed by clicking here. Please note that there are different conversions for numeric grades depending on attendance at a U.S. or Canadian institution.

3. Repeat 1 and 2 for all terms and courses at an institution.

4. Once all courses have been entered, a blue button will appear on the Transcript Entry page which says “Review and Finalize My Transcripts.” This process will allow applicants to designate specific courses study abroad, repeat, advanced placement, etc.

5. Repeat steps 1, 2 and 3 with each institution listed.

 

Transcript Review

  • Primary College: The “Primary College” is the school at which the applicant earned a Bachelor’s Degree. Designate the primary college by clicking the circle next to the institution at which the Bachelor’s Degree was earned. If two or more Bachelor’s Degrees have been earned, please select the first Bachelor’s Degree.
  • Repeated Classes: Courses retaken at the same school for a higher grade are considered “Repeated.” Withdrawn courses, courses taken at different schools or courses taken repeatedly but not retaken for a better grade (i.e. school band, gym courses, etc.) are NOT considered repeated. If you have repeated a course, select “Yes,” and then check off each attempt at the class to mark it as “Repeated.” 
    ADEA AADSAS is required to factor ALL attempts at courses into the GPA calculation, regardless of a school or state's academic forgiveness policies. Making a course as "repeated" will NOT exclude it from your GPO calculation. 
  • Advanced Placement: Credits granted by a college or university for a performance on the College Board Advanced Placement Exam are considered “Advanced Placement.”
  • Other Test Credit: If the applicant has other test credits including International Baccalaureate (IB), CLEP, DANTE, REGENTS, or Institutional/Departmental exams (courses a person “tested out of” at the college), click “yes” and select them here.
  • Honors Courses: A college course taken at an honors level is considered “Honors.” These are usually designated on a transcript by an “H” in the course number. Please note that earning Latin honors upon graduation does not mean courses are retroactively considered “Honors.”
  • Study Abroad: If courses were taken as part of a study abroad program, mark them as Study Abroad here. Please double check the “Study Abroad and Overseas U.S. Institutions” section of the instructions to ensure these are reported correctly. PLEASE 
  • NOTE: study abroad work listed in any way other than as a foreign school WILL factor into the GPA. 

    ADEA AADSAS allows each dental school to request applicants to identify prerequisite coursework. Once the “Colleges Attended” and “Transcript Entry” sections are complete, go to “Program Materials” to identify prerequisite coursework for each dental school.

Provide the date(s) of all taken or planned American Dental Association Dental Admissions Test (DAT) administrations as well as the DENTPIN.

The DAT, which measures academic ability, scientific understanding and perceptual ability, is:

−          In English,

−          Multiple choice,

−          Computer-based,

−          $415 each time you take it,

−          Given most days of the year,

−          Required by all U.S. dental schools,

−          Over four hours in length, and 

−          Taken at specified testing centers throughout the country.

ADEA AADSAS requires applicants who have taken it to provide U.S. DAT scores in two ways: manually entering in score information in the application and sending official score reports from the ADA. ADEA AADSAS applicants who have taken the Canadian DAT can manually enter in the score information in the application.

  1. Self-Reported U.S. DAT Scores

    Applicants will be asked if they have already taken the test. If yes, reporting a date is required and all scores are optional. Applicants should use their unofficial score report. Upon completion of the test, an unofficial score report at the Prometric Test Center will be made available to the applicant. In the unofficial score report, scale scores are reported. All scores entered as completed cannot be edited after the application is submitted. 

  2. Official U.S. DAT Scores

    When registering for the U.S. DAT, applicants can select any number of schools to receive the DAT score at no additional cost. It is strongly encouraged that an applicant selects all dental schools s/he plans on applying to, as the dental school can also access official score through an online portal outside of ADEA AADSAS. The test fee remains the same regardless of how many schools are selected at this time. There is an additional fee if schools are added at a later time.

    If any U.S. dental school is selected, the official score will be sent electronically to ADEA AADSAS 3–4 weeks after the test date and be matched to the application based on the name, birthdate and DENTPIN of the applicant. Because ADEA AADSAS is a centralized application, the official score will be shared with all dental schools the applicant applies to, even if a school was not selected by the applicant at the test administration site.  

    Self-Reported Canadian DAT

    Applicants will be asked if they have already taken the test. If yes, reporting a date is required and all scores are optional. Applicants should use their unofficial score report.

    Other Tests

    ADEA AADSAS does not collect other official or unofficial test scores

    When should I send my transcript?
    Aside from creating an account on ADEA AADSAS, this should be the first item on every applicant’s checklist. Due to mailing and processing times, transcript verification can take up to six weeks. Start the process early. Because applicants are encouraged to apply early, it is best to request the transcript in early June.

    What are the top three things I should do to ensure I successfully match my transcripts to my ADEA AADSAS application?

    1.  List the institution in the “Colleges Attended” section.
    2. Make sure your ADEA AADSAS identification number is included on or with each transcript.
    3. Send in ALL transcripts EARLY.

    Can I send in an unofficial copy of my transcript?

    No. Don’t send an unofficial copy or a copy that is marked “Student-issued.” 

    Can I submit my application before my transcripts are received by ADEA AADSAS?
    Yes. Once you have successfully filled out your application, you can submit it to ADEA AADSAS at any time. However, your application will not be processed until ADEA AADSAS has received all of your official transcripts and your payment.

    Can I print one transcript-matching form and send it to all the colleges I attended?
    No. Each institution you have attended has a unique transcript-matching form which you are to use specifically for that institution. When mailing the transcript-matching forms, pay attention to the name of the institution printed on each form. Transcripts sent without the appropriate transcript request form may result in delay of your application.

    If I have attended multiple colleges and transfer credit is listed on the transcript of my primary institution, do I still need to send a transcript from each school?
    Yes. You are required to send ONE transcript from each college you have attended regardless of the number of courses taken.

    Should I send my high school transcript?
    No. To report university-level credit earned while a high school student, these courses must be reported under the college or university that awarded you the credit. This includes both Advanced Placement and dual-enrollment credit.

    Do I need to send transcripts for planned or in-progress coursework?
    No. You are only required to send transcripts covering all of your completed coursework. ADEA AADSAS does not require transcripts for coursework labeled as “planned/in-progress” until after all grades have been completed. Please note that when you do complete these courses, updated transcripts can be submitted directly to the schools to which you are applying, or you can use the Academic Update period to update this information in your ADEA AADSAS application.

    Do I also need to send copies of my transcripts to the dental schools I am applying to?
    In general, you only need to submit transcripts to ADEA AADSAS. Some dental schools, if you reach a certain point in the admissions process, may request additional transcripts at a later date while others will not. You should contact the schools directly to determine if they require any additional transcripts.

    I have a different name on my transcript than on my application. Will that cause a problem?
    This can delay the processing of your transcript, but there are steps you should take to minimize any difficulties. FIRST, fill out the Biographic Information section to include other aliases. SECOND, ask your registrar’s office to physically write your current name and ADEA AADSAS identification number on your transcript. FINALLY, include the transcript request form with your transcript. If you have done step one, your former name will print out on this form.

    My school won’t issue a transcript to ADEA AADSAS and must use my name. What do I do?
    ADEA AADSAS can accept transcripts issued to an applicant’s name and address as long as they are accompanied by a letter from the school’s registrar’s office stating their policy for addressing transcripts and confirming that the transcript was mailed by the registrar to ADEA AADSAS directly. The transcript still cannot have an “Issued to Student” or “Student Copy” stamp and may not be picked up by the student. Transcripts without this letter will not be accepted.

    Can my designated programs view the transcripts I send to ADEA AADSAS?
    Yes. The transcripts that you are required to send to ADEA AADSAS are visible electronically to your designated program(s). Please note that upon a program’s request, you may still be asked to send an official transcript directly to the school.

    Can ADEA AADSAS forward my transcripts to me, my schools or schools not affiliated with ADEA AADSAS?
    No. As per the Family Educational Rights and Privacy Act of 1974 (FERPA), ADEA AADSAS may not release transcripts to anyone other than your designated schools, including other schools or the applicant themselves.

    My college/university can send my transcript electronically. Will ADEA AADSAS accept it?
    Beginning in the 2017 cycle, ADEA AADSAS will accept transcripts sent electronically from Credentials Solutions. Look for your school in the list of participating institutions.  If your school participates, you can order your transcripts online.

    Utilizing this service will not expedite the processing of transcripts. Once you have requested your transcript from Credentials Solutions, it will be posted to your application within 7-10 business days. If you do not see your transcript posted to your application within the allotted 10 business days after it was requested, please contact Credentials Solutions directly to confirm that the order was completed.

    Please note: ADEA AADSAS will not accept any other form of electronic transcripts other than those sent from Credentials Solutions. If your school is not listed on the credentials solutions website, you are required to have your official transcript mailed to ADEA AADSAS. 

    How do I indicate that a course is honors, AP or another special designation?

    After entering all courses, you will be prompted to complete the “Transcript Review” where identification of courses that are repeated, advanced placement, other tests, honors, or study abroad. 

    How do I list a lab?

    If the transcript lists labs separately, then they must be listed separately on the application as well. Record the lab as it appears on the transcript, with the title, prefix/number, amount of credits, and grade given. If the transcript combines lab/lecture courses into one class on a transcript, they should be reported as one entry on the application. 

    How do I enter in planned or in-progress terms and courses?

    1. List the school “Colleges Attended” section of the application. Make sure that the attendance dates entered for this school include the time period for in-progress or planned courses. For example, if the applicant is entering a planned Spring 2017 term, end date should include spring 2017.

    2. In the coursework section, add the planned or in-progress term and year. Select “In-Progress/Planned” from the drop-down menu rather than “Completed.”

    3. Enter the course information. The box for the grade will be grayed out so that nothing can be entered into it.

    4. Add additional planned/in-progress terms if necessary.

    5. Update in-progress and planned coursework grades during the Academic Update. Information can be added to the application as soon as it is verified.  

    How do I edit a course or term I have already entered?

    As long as you have not yet submitted your application, you can edit courses or terms by clicking the pencil icon to the right of each entry. You can delete courses or terms by clicking the trash icon. You cannot edit or delete term information when classes are listed underneath the term. The classes must be removed to edit term information.

    My school uses a narrative transcript. What do I do?

    To enter this school into your coursework section, you should list all of your courses as you would for a regular institution. If your transcript provides “suggested” credits and/or grades, enter those as well. Otherwise, list the credits as “0.0” and the grades as “Pass.” Although these will not factor into your GPA, your schools will see the list of classes you took, and a copy of the official narrative transcript from your school which you will submit to ADEA AADSAS can be viewed by dental schools.

    I don’t know the specific course information for my planned coursework, such as the course prefix and number. What do I do?

    Enter the course information to the best of your ability. Planned/in-progress courses can be edited in the future once you have more information.

    Can I update my coursework after I submit my application?

    No. Once you have submitted your application to ADEA AADSAS, no changes to coursework can be made. If you submit your ADEA AADSAS application before your updated grades are available, you may update your coursework during the Academic Update period. An email will be sent to applicants when the Academic Update period opens.

    Can you tell me how my coursework looks on my transcripts or send a copy/fax of my transcripts to me?

    No. As per the Family Educational Rights and Privacy Act of 1974, once a transcript arrives at ADEA AADSAS, it becomes illegal for us to release that information to any third party, including the individuals who originally sent it. All applicants must obtain their own copy of their official transcripts in order to properly fill out their application.

     

    How do I check if my official DAT scores have been received?

    Once official DAT scores will be imported into your profile, they will be viewable on the in-progress PDF available to applicants. To view the PDF, you should go to the Check Status tab of your application and click the download button next to each program selection. 

    I took the test more than once. How many scores are reported to ADEA AADSAS?

    The most recent four test administrations are reported. Dental schools have different policies on how they review applications with more than one DAT score; applicants are encouraged to contact the individual dental schools for more information on how multiple DAT scores are handled.

    I applied to ADEA AADSAS last year and sent in my DAT scores then. I haven’t retaken the test; do I need to resend my DAT scores?

    No, if you are reapplying to the same schools. Yes, if you are applying to new schools.

    The ADEA AADSAS application opens in June, but I took the test before June. Can I send in my scores early? How early?

    Yes, you can send in the score up to two years before you create an application. If your score was sent more than two years ago, it should be resent.

    I think my GPA was calculated incorrectly. How can I get ADEA AADSAS to review my GPA calculations?
    After reviewing the ADEA AADSAS policies and grade calculation worksheets, submit a request by email to aadsasinfo@aadsas.org with details of what you think should be reviewed.

    When will my GPAs be available?
    After all application materials are processed and transcripts have been verified (this can take approximately four weeks), ADEA AADSAS calculates the GPAs.

    Where will I be able to view my GPAs?
    Once coursework is verified, please log in to your account and look at the right-hand status menu for GPA calculations, among other statuses.

    Do repeated courses factor into my GPA?
    All attempts of a course are factored into the ADEA AADSAS GPA. Credits and grades for all attempts at repeated courses should be entered. Please note that withdrawn courses are not considered repeats.