ADEA AADSAS Letters of Evaluation Instructions for Evaluators

You have been selected by an applicant, completing a 2016 dental school application, to submit a letter of evaluation on the individual's qualifications. Letters of evaluation are submitted to ADEA AADSAS electronically. The applicant's designated dental schools will use the evaluation you provide to help assess the applicant's qualifications for admission.

ADEA AADSAS will only accept four letters of evaluation. Evaluators can submit:

  Many institutions utilize a Pre-dental Committee Letter/Report for their dental school applicants. These Letters/Reports come in three basic formats:  
 
  • Committee letter with supporting letters attached.

  • Committee letter that is composed and uses quotes from various evaluators but does not have supporting letters attached.

  • Composite letter which usually consists of a cover letter from an advising office and a collection of individual evaluation letters that are attached. The advising office serves as a central collection service for the applicant, but does not make additional assessments of the candidate.

All three types of Committee Letters/Reports are acceptable, regardless of the number of evaluations that may be contained within the document. ADEA AADSAS respects the varying philosophies of colleges and universities as to how best to provide a Committee Letter/Report; therefore, AADSAS does not limit the number of evaluations included.

Applicants should be instructed to provide only the name of the individual submitting the evaluation, not the individual names of the evaluators contained within the Committee Letter/Report. If submitting electronically, advise applicants of the email address that should be used to notify you to submit their evaluations.

Electronic Letters of Evaluation
You can submit your letter of evaluation to ADEA AADSAS electronically via document upload. AADSAS strongly encourages you to submit your evaluations online. Using this tool to directly upload your Letter of Evaluation eliminates mail delays and expedites application processing.

The accepted file formats:

You are encouraged to print a hard copy of each evaluation for your personal records. The e-LOE system uses Secure Socket Layers (SSL) to protect your evaluations from unauthorized access.

If you are using a Mac, make sure that the 3-letter extension is added as a part of the file name. The size limit for the file upload is 512kb. Committee Letters may be up to 1Mb.

Adobe Acrobat Reader or similar program is required for viewing your uploaded documents.

Instructions to Upload Letters of Evaluation:

ADEA AADSAS highly recommends that all letters of evaluation are viewed before submission. Please take note that AADSAS can not un-deliver any letters that have been generated into an AADSAS mailing.

Decline an Evaluation Request
Evaluators may decide to accept or decline an applicant's request for an evaluation. If you choose not to accept an evaluation request for an applicant, select the "Decline" button on the "My Applicants" page. ADEA AADSAS will automatically notify the applicant via e-mail if the request for evaluation is declined.

Deadlines
Applicants are encouraged to notify evaluators of their designated dental school application deadlines and arrange for ADEA AADSAS to RECEIVE all letters of evaluation in advance of those deadline dates. AADSAS will process all LOE's received regardless of dental school deadline dates, but delays in submitting LOE's can result in the applicant not being seriously considered for admission by a dental school. The final deadline date to submit all letters to AADSAS is February 1st, 2017.

Waivers
The Family Education Rights and Privacy Act of 1974 (FERPA) provides applicants the right to access letters of evaluation written after January 1, 1975 unless they choose to waive their right of inspection and review. Prior to requesting an evaluation, ADEA AADSAS applicants are required to indicate if they wish to waive their rights to each evaluation. To determine an applicant's waiver status, select "My Applicants" from the top menu bar and review the "Waiver" column. A check mark (Checkmark) indicates that the applicant has waived his/her right of access to your evaluation and an (X) indicates that applicant may view your evaluation online or by contacting the dental school admissions office. NOTE: AADSAS does not release any LOE's to applicants regardless of waiver status.

Applicant Authorization Waiver
The applicant has agreed to one of the following statements prior to submitting this evaluation request to you:

Occasionally, an applicant will forget to check the waiver box in the ADEA AADSAS application, even though the applicant has already signed a waiver with you or the health professions advising office. To prevent the possibility of a waived LOE being revealed to an applicant by a dental school, be sure to check the waiver status in the Evaluator's portal.

If the applicant has indicated the wrong waiver status, advise the applicant to follow the instructions in the ADEA AADSAS application to correct the error. The applicant must delete you as an evaluator and then correctly re-enter your name and other information, and then Save. You will receive a new email indicating that the applicant is again requesting an LOE.

Investigations
ADEA AADSAS does not verify the identities of Evaluators. If a dental school suspects a letter of evaluation has been falsified, the dental school will contact the applicant and AADSAS. The dental school will speak to the evaluator to investigate. AADSAS will share any suspected cases of falsified evaluations reported by a dental school with the designated dental schools without comment regarding appropriate action. AADSAS does not attempt to verify the accuracy of the school investigation results.

Customer Service
ADEA AADSAS customer support staff is available to answer any questions you have about submitting electronic evaluations to ADEA AADSAS.

ADEA AADSAS - Customer Service
(617) 612-2045
Office Hours: Monday-Friday (9:00 am - 5:00 pm) Eastern Standard
Email: aadsasinfo@aadsasweb.org