ADEA PASS Application Instructions

Table of Contents

What is ADEA PASS? .................................................................................................................................................... 3

ADEA PASS Application............................................................................................................................................... 3
Create Account ........................................................................................................................................................... 3
DENTPIN .................................................................................................................................................................... 3
Applicant Information .................................................................................................................................................. 3
Biographic Data.......................................................................................................................................................... 4
Background Information ........................................................................................................................................ 4
Professional Experience .......................................................................................................................................... 4
Test Scores ................................................................................................................................................................... 4
Awards, Distinctions, Prizes................................................................................................................................... 4
Extracurricular Activities .......................................................................................................................................... 4
Additional Information ............................................................................................................................................ 4
Required Documents ............................................................................................................................................... 4
Optional Documents ................................................................................................................................................ 5
Non-required Documents/Documents not Accepted............................................................................... 5
What makes an application complete? ........................................................................................................... 5
Academic History ........................................................................................................................................................... 6
U.S. Transcripts (Dental Schools Attended) ................................................................................................... 6
Non-U.S. Transcripts................................................................................................................................................. 6
Evaluations ........................................................................................................................................................................ 7

American Dental Education Association

ADEA PASS Application Instructions

Institution Evaluation Form (IEF)......................................................................................................................... 7
ETS Personal Potential Index (PPI) for ADEA PASS ................................................................................ 8
Professional Evaluation Form (PEF) ................................................................................................................... 9
Request for Exception ............................................................................................................................................... 10
Supporting Information............................................................................................................................................ 10
Essays ........................................................................................................................................................................... 10
Additional Documents.......................................................................................................................................... 11
Release Statement ...................................................................................................................................................... 11
Program Designations/Fees ................................................................................................................................... 12
Deadlines .................................................................................................................................................................... 13
Criminal Background Check............................................................................................................................... 13
Monitoring the Application .................................................................................................................................... 13
ADEA Policies ................................................................................................................................................................ 14
ADEA Application Services Refund Policy ................................................................................................... 14
Privacy.......................................................................................................................................................................... 15
Contact Information ................................................................................................................................................... 15
Mailing Required Documents ........................................................................................................................... 15

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What is ADEA PASS?
The ADEA Postdoctoral Application Support Service (PASS) is a centralized application
service for advanced dental education programs in dentistry. Save time and energy by
completing one application for multiple programs. While advanced dental education
programs accept the ADEA PASS applications, they all have different requirements, deadlines
and admissions timelines.
The ADEA PASS Search Engine allows applicants to view this information and more for each
participating program. Applicants may also search for programs by name, program type
and/or state. The program information is updated directly by the programs. Therefore,
programs should be contacted directly with questions regarding the posted information. To
access the ADEA PASS Search Engine, visit programpages.passweb.org/search.
ADEA PASS is open from May through February each year. Applicants can create only one
application per cycle.
It is the applicants responsibility to read, understand and follow all ADEA PASS and
program-specific instructions.
ADEA PASS Application

Create Account
Each applicant must create one application with a username and password at
portal.passweb.org/.

DENTPIN
A DENTPIN is a unique identification number assigned to each applicant and student in
dental education and standardized testing programs. Click here to retrieve an existing
DENTPIN.
Applicant Information
This section includes biographic data, background information, professional experience, test
scores, awards/distinctions/prizes, extracurricular activities and additional information.
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Biographic Data: Collected information includes address, contact information, gender, race
and ethnicity and citizenship.

Background Information: Collected information includes disclosure of legal and disciplinary

actions.

Professional Experience: Collected information includes data that would be provided on a

curriculum vitae (CV) or resume.

Test Scores: Collected information includes self-reported TOEFL and ETS GRE scores, which
can be updated throughout the application process.

Awards, Distinctions, Prizes: Collected information includes name, sponsoring organization

and dates.

Extracurricular Activities: Collected information includes type, dates and description of

responsibilities.

Additional Information: Collected information includes a description of any interests,

activities, goals or other endeavors not previously mentioned.
*Processing time is approximately 7-10 business days from the time a document is
mailed to ADEA PASS, or 5-7 business days from the time an overnight document
reaches the facility.

Required Documents

Official U.S. dental school transcript, official foreign dental school transcript (in English),
foreign dental school transcript evaluation, translation or request for exception. Please
see the Request for Exception section of these instructions for more details.

Institutional evaluation or request for exception.

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One completed ETS Personal Potential Index (PPI) for ADEA PASS Report (report must
include three to five evaluations).

Optional Documents

Professional Evaluations (PEF). Applicants may select up to two professional evaluations

to be tied to a particular program. If any professional evaluators are selected, the
evaluations must be received in order for the application to that program to be
considered complete. Please see the section Professional Evaluation Form within the
application for more information.

Non-required Documents/Documents not Accepted

Official test score report of any kind.

Mark sheets.

Birth certificates.

Diplomas.

Bank/financial statements.

Photographs.

Advanced dental education program transcripts or externship certificates.

If any of these items are required by a program, they must be sent directly to the program
and not to ADEA PASS. Non-required or non-accepted materials will be discarded and
cannot be returned to the applicant. Use the ADEA PASS Search Engine to learn more about
required documents.

What makes an application complete?

Application is e-submitted.

Application fee is paid.

One full ETS PPI for ADEA PASS Report (with three to five evaluators).

Official dental school transcript, foreign dental school transcript evaluation, translation or
request for exception.

Completed Institutional Evaluation Form (IEF) or request for exception.

Any professional evaluation (PEFs) listed for a program designation.

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Note: Its possible to become a completed application for one program and not for another,
even if the applications were submitted at the same time, due to the professional evaluation
not being received. Monitor the application status to ensure all applications are completed.
Academic History
This section includes information on undergraduate/graduate colleges attended, dental
schools attended and advanced dental education programs attended. Only dental school
transcripts will be accepted.
To avoid any processing delays, ADEA PASS strongly encourages you to complete the
Dental Schools Attended section of your application first. ADEA PASS cannot post transcripts
or foreign evaluations received from an institution until it is listed in this section. The Dental
Schools Attended section can be found under Academic History on your application
checklist.

U.S. Transcripts (Dental Schools Attended)

ADEA PASS prefers that all transcripts be sent directly from the issuing institution as original,
official documents.

For every dental school indicated, a transcript request form will be generated. This form
enables ADEA PASS to digitally match each dental school transcript to the correct
application. Failure to include this form with transcripts may increase the processing time
of the documents once they arrive at ADEA PASS.

Transcripts must be sent to:

ADEA PASS Transcripts Processing Department
P.O. Box 9115
Watertown, MA 02471

Non-U.S. Transcripts: Official transcripts of coursework taken at dental institutions outside

the United States must be translated into English, evaluated for U.S. equivalence or both.

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International dental graduates should submit one of the following: Official foreign dental
school transcript (in English), or foreign dental school transcript evaluation or translation.

ADEA recommends that applicants use World Education Services (www.wes.org) or

Educational Credential Evaluators (www.ece.org). Request a course-by-course evaluation
of the dental school transcript. Mark sheets will not be accepted.

Submit the original, evaluated transcript to ADEA PASS with the required documents by
the evaluation service directly to ADEA PASS.

ADEA PASS does not verify coursework and does not use grades from international
transcripts in computing ADEA PASS GPAs.

If an applicant is unable to submit an official dental school transcript, a request for

exception must be submitted with the application. See the Request for Exception section for
more details.

Evaluations
There are three types of evaluations available in the ADEA PASS application.

Institution Evaluation Form (IEF)

The Institution Evaluation Form (also called the deans letter) is an evaluation of the
applicant completed by the dental school. The dean of the applicants dental school will
complete this evaluation. Included in the IEF are NBDE scores, GPA and class rank (if
applicable) and a narrative statement. This evaluation is required for every U.S. applicant and
recommended for foreign-trained applicants.

IEFs for U.S. dental schools and select non-U.S. dental schools: Select dental school attended
from the pull-down menu to submit the request to the dental school. An email will be sent
to the evaluator with instructions on how to login and complete this evaluation.

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IEFs for non-U.S. dental schools: If the dental school attended has not enrolled in the
electronic process, applicants should complete the paper request form and have the deans
office complete the IEF. The IEF can be sent to ADEA PASS by the deans office or in a
sealed envelope by the applicant.

Envelopes containing official documents must be sealed with the deans or designees
signature across the closure.

Faxed documents will not be accepted.

IEFs from previous years will not be accepted.

If the dean or designee does not completely fill out the IEF, it will be considered
incomplete.

If an applicant is unable to submit an IEF, a request for exception must be submitted with
the application. See the Request for Exception section for more details.

ETS Personal Potential Index (PPI) for ADEA PASS

The ETS PPI is web-based system for evaluating personal attributes of applicants. ADEA
PASS requires all applicants to submit a composite PPI report with three to five evaluations;
evaluators are typically dental school faculty members or supervisors. Evaluators provide
ratings for each question and an overall evaluation. In addition, evaluators are strongly
encouraged to add comments for each dimension and for the overall evaluation.
The ETS PPI report is sent by ADEA PASS as part of the application file to the advanced
dental education programs designated. The ETS PPI measures six personal attributes:

Knowledge and Creativity.

Communication Skills.

Teamwork.

Resilience.

Planning and Organization.

Ethics and Integrity.

Steps to complete the ETS PPI report include:

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Determine who to ask to provide an evaluation. ADEA recommends that:

o

Practicing dentists select a dentist they work with as an evaluator.

Applicants to a new residency select their current program director or other

current faculty member as an evaluator.

Enter the evaluators information, including email address. An email will be sent to the
evaluator with instructions on how to login and complete the evaluation. Only use the
PPI link inside the ADEA PASS Application.

Monitor the status of PPI submissions.

Do not attempt to submit the ETS PPI report to ADEA PASS until all evaluators have
completed their evaluations. The ETS PPI for ADEA PASS Report cannot be updated with
additional evaluators after it is initially submitted.

Professional Evaluation Form (PEF)

The PEF is the traditional letter of recommendation that does not limit evaluators to a
specific topic; special or unique applicant experiences can be highlighted. ADEA PASS will
process up to two PEFs per designation. The PEFs are optional; however, many programs
require them. Review each programs requirements on the ADEA PASS Search Engine to
identify programs that require PEFs.

Electronic format: Using electronic evaluations is encouraged as it will expedite the receipt
and processing of the PEFs. Enter the evaluators information, including email address. An
email will be sent to the evaluator with instructions on how to login and complete the
evaluation.

Paper format: While the electronic format is preferred, paper PEFs are also accepted. Paper
PEFs must be typed and accompanied by the request form.

If selecting PEFs, applicants are limited to two for any program designated to receive the
ADEA PASS application (electronic or paper).

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Evaluations that have not been assigned to a program in the Program Designation
section of the ADEA PASS application will not be processed.

We encourage applicants to ask different evaluators for the PEF and ETS PPI
evaluations.

Program directors were surveyed about the evaluations they would like to see received with
the ADEA PASS applications. The most popular selections have been indicated on our
website.
Request for Exception
Applicants may submit a request for exception for their dental school transcripts or an
Institution Evaluation Form under the following circumstances:

The U.S. or non-U.S. dental school has closed and the applicant cannot obtain a U.S.
transcript, foreign transcript evaluation or Institution Evaluation Form.

The applicant attended a non-U.S. dental school and cannot obtain a transcript, foreign
transcript evaluation or Institution Evaluation Form.

The applicant must provide a reason for being unable to obtain the document. Requesting
an exception will waive the requirement for the documents in the ADEA PASS application,
although individual programs may still require the document. The request for exception will
be processed with the application in lieu of the dental school transcript and/or the IEF and
distributed electronically to each program designated. ADEA PASS cannot guarantee if a
program will accept the reason given for requesting the exception. The applicant is
responsible for inquiring directly with the program if a request for exception is to be used
for the dental school transcript and/or Institution Evaluation Form.
Supporting Information

Essays
The applicant essay provides an opportunity to explain why the applicant wants to pursue
an advanced dental education program. The essay can be a standard composition that is
used for every program designated. If applying to different program types (i.e., ORTHO and
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GPR), additional essays can be created for each program type at no additional fee. Essays
must be electronically assigned to the appropriate program designation.

Additional Documents
This section allows the applicant to upload a CV/Resume and an undergraduate transcript.
The CV/Resume and undergraduate transcript cannot be customized and will be sent to all
designations. These files are limited to 1 MB. Oral & Maxillofacial Surgery applicants can
upload the CBSE exam scores along with the CV if the file size will permit.
Release Statement

I agree to the following ADEA PASS Release Statement and Code of Conduct.

I have read, reviewed, and understand the application instructions and program/schoolspecific admissions requirements, including provisions that note I am responsible for
monitoring and ensuring the progress and status of my application and all supporting
materials.

I have provided ADEA PASS information in this application that is complete and accurate
to the best of my knowledge. I understand that omitting relevant information or
providing misrepresentations or false or misleading information in my application and
supporting documents during the application process may jeopardize my application or
result in other actions, including the possibility of expulsion from a program, if enrolled.

I certify that all written passages, such as the personal statement, essays and descriptions
of work/activities, are my own and have not been written, in part or in whole, by a third
party.

I understand that all documents provided to ADEA PASS will not be returned to me.

I acknowledge my responsibility to inform the programs/schools to which I have applied

in the event there is any change in the information I have provided, including, but not
limited to, educational information, legal and conduct violations and contact information
in a timely manner. Programs/schools will consider new information submitted, and in
appropriate circumstances, reserve the right to change the status of an applicant or
student.

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I authorize ADEA PASS and the dental programs to which I am applying to investigate
any information, including my educational background, disciplinary history and record of
criminal convictions that it believes is relevant to my application.

I give permission for ADEA PASS to release the information provided within my
application, as well as all supporting application materials, to my designated
programs/schools.

I authorize the use of information provided in the application for research, applicant
tracking and reporting purposes.

I acknowledge that my only recourse to errors or omissions related to the handling or

processing of my application by ADEA PASS is to obtain a refund. A refund is not
guaranteed. Errors or omissions that are my responsibility are not subject to refund or
waiver of fees in a future cycle.

I agree to act with honesty, forthrightness and integrity throughout the admissions
process. I will be professional throughout the application process, including my
interactions with ADEA PASS staff, program/school admissions officers and staff and
admissions committees.

Program Designations/Fees
For each program designated, applicants must assign one essay and have the option to
assign up to two PEFs. Remember that PEFs are optional and only need to be assigned if
the designated programs have indicated this as a requirement. If the PEFs are not assigned
to the individual designations at this time, they cannot be added later.
The processing fee is $190 for one program and $72 for each additional program. Payment
must be made by credit card (preferred) or by money order (mail). The application will not
be processed until a payment is received.
If making payment by money order, make payable to ADEA PASS and mail to this address:

ADEA PASS Payments

655 K Street, NW, Suite 800
Washington, DC 20001

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Deadlines
The ADEA PASS programs have different deadlines which are listed in the program profiles
in the ADEA PASS Search Engine. ADEA PASS must receive the completed electronic
application, payment, and all required documents by 11:59 p.m. (ET) on the deadline date to
be considered complete by the program deadline.
Applicants can still apply after a programs deadline has passed and ADEA PASS will process
the application once it becomes complete. However, ADEA PASS cannot guarantee that the
program will consider the application. Before designating a program in ADEA PASS whose
deadline has passed, the applicant must contact the program directly for verbal or written
authorization to apply after the deadline.
If the deadline falls on a holiday, the application, payment and documents must arrive by
close of business on the last business day prior to the holiday.

Criminal Background Check

ADEA PASS provides a service to advanced dental education programs that wish to obtain a
criminal background check on admitted applicants through Certiphi Screening. Applicants
can view a list of programs that participate in the ADEA criminal background check by
visiting the website www.ADEAPASS.org
Monitoring the Application
The ADEA PASS application will not be marked as complete until all required documents
have been received and posted to the application. Use the ADEA PASS Application Checklist
to ensure all required documents are submitted. ADEA PASS will not notify applicants if
documents are missing or if the application is incomplete. It is the applicants responsibility
to monitor the status of the application and to follow up with ADEA PASS on any
incomplete or missing documents. Applicants can check the status of the application online
or on the mobile webpage.
On average, it takes seven to 10 business days from the date the application is mailed to
post it as received in the ADEA PASS application. Once it posts, it will be listed on the
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status menu with the date received. Please note that sending documents by overnight or
express mail will not expedite the processing time.
ADEA PASS sends notifications both via email and to the Messages section of the online
application. Because some email notifications may be filtered as junk, applicants are
responsible for monitoring the ADEA PASS My Messages inbox. ADEA PASS is not
responsible for notifications that applicants do not receive in their email inboxes.
ADEA Policies
The policies of the American Dental Education Association (ADEA) that govern the ADEA
Postdoctoral Application Support Service (ADEA PASS) are recommended by the ADEA PASS
Task Force, an official committee of the Association. ADEA PASS makes every effort to
process and transmit application materials to the advanced dental education programs
designated by the applicant. ADEA, however, assumes no responsibility for delays in
processing application materials caused by the applicants failure to follow instructions or
circumstances beyond ADEA PASS's control.
ADEA does not discriminate on the basis of sex, race, color, creed, religion, national origin,
marital status, age or handicap. Such information in the ADEA PASS application is requested
only for the purpose of gathering and reporting applicant flow data, or to confirm
information used to process the application.

ADEA Application Services Refund Policy

It is a vital part of the process that the full instructions are read and the application is
reviewed to ensure the necessary steps are taken to complete the application. Once an
application is submitted, refunds are typically not granted. In special circumstances, though,
refund requests will be reviewed. Applicants must submit a brief, written request within 30
calendar days of the end of the cycle to JonesY@adea.org. ADEA reserves the right to grant
or deny requests at its own discretion. Any refund granted will be returned to the applicant
in the format it was paid.

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Privacy
ADEA will prevent the exposure of confidential personal data without the permission of the
individual involved. Except for ADEA aggregate research, directory information and
communications with participating schools and/or programs as a part of the application and
record keeping process, information about individual applicants and matriculates is not
shared with anyone in a way which would permit individual identification.
Application data will not be shared with third-party individuals or organizations. ADEA will
only discuss an application with the applicant and the applicants designated schools and/or
programs. Staff will not discuss an application with a parent, spouse, relative, friend or
employer.
Information about applicants is, of course, disclosed to the schools and/or programs to
which a student applies. Applicants to one of ADEAs centralized application services will be
required to release their application information and supporting documents by agreeing to
the Release Statement and Code of Conduct within the application.
Application data gathered by ADEA in the process of providing its centralized application
services will only be reported in aggregate form so as not to divulge student-specific
demographic information. ADEA will use this data to perform analysis on the national
applicant pool and might use individual applicant information in the analysis, but will ensure
that individual applicants will not be identified.
Contact Information
ADEA PASS Customer Support Representatives are available Monday through Friday, 9:00
a.m. to 5:00 p.m. (ET), except federal holidays.
Email: passinfo@passweb.org
Phone: 617-612-2065

Mailing Required Documents

All required document should be mailed to the following address:
ADEA PASS Processing Department
P.O. Box 9115
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Watertown, MA 02471
USPS (United States Postal Service) Delivery Confirmation does not verify receipt of materials
at ADEA PASS.

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