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D29 Electronic Submission: What Works for Us
The document outlines the electronic submission processes for college applications, detailing the roles and timelines for both New Trier High School and Benet Academy. It highlights the number of applications submitted, types of handling (electronic vs. snail mail), and specific counseling strategies implemented to guide students through the college application process. Additionally, it emphasizes the importance of teacher recommendations and the need for a structured approach to managing and processing transcripts.
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D29 Electronic Submission: What Works for Us
- 1. Electronic Submission: What Works for Us PRESENTERS: KENDALL HAYES, BENET ACADEMY TOM SHORROCK, NEW TRIER HIGH SCHOOL AMY WESLEY, BENET ACADEMY MODERATED BY: KARI HEIN, HINSDALE CENTRAL HIGH SCHOOL
- 2. New Trier HighSchool 8 Post High School Counselors New Trier is a & An Advisory System: coed, public high school Approximately 45 advisors work with serving over freshman through seniors organized by 4,000 students gender: approximately 25 students per advisor (25 minute periods/every day/all year) across 7 north shore communities. 3-1 System: Freshmen at Northfield campus. Sophomores – Seniors at Winnetka campus 95% attending 4-year schools 8 Post High School Counselors work with sophomores, juniors & seniors – 1 PHSC/5 advisories (125 students class)
- 3. Application Processing 2012 7731 Initial Applications for 1015 seniors 0 electronic 7731 snail mail 7731 Midyear Transcripts (minus ED admits) 0 Electronic All snail mail 1015 Final Transcripts Teacher Recommendations Majority electronic via common application 1 teacher could submit both electronic and snail mail
- 4. New Trier –Freshman & Sophomore Years Freshman Year – PHSC liaison on Freshmen Guidance Team Sophomore Year – all spring semester January: Sophomore parent program for post high school planning and course registration. Address parents on the following: The importance of grades Rigor of curriculum/appropriate academic placement Standardized test scores Extracurricular involvement Overview of the post high school counseling program Break out question & answer session to meet assigned counselor Naviance Registration for students PHSC visits advisory to discuss course selection Career Resource Center orientation Provide students with brief Naviance “Tutorial” that highlights the features of Naviance they might find helpful
- 5. New Trier Timeline– Junior Year September: Visit junior advisories: refresher about academic performance, extracurricular activities, PSAT testing, Naviance access and use, preview the junior write-up process. November: Junior Parent PHSC Planning Evening Programs. 24 Individual evening programs (3/counselor) Overview of college search and application process Junior Write-up process Parent access to Naviance How to schedule first parent/student meeting Visit junior advisories to begin Junior Write-up/self-evaluation/questionnaire December: o Financial Aid Program January: Visit junior advisories to finalize the write-up process, and discuss course registration for senior year as well as PSAE testing/ACT/SAT for spring Gap Year Fair February – End of school: Junior family meetings and follow-up meeting with junior students June - August: Follow-up/planning meeting with students Essay Writing Workshops Common Application Workshops (August) Two evening programs (College Admission 101 and Introduction to Financial Aid)
- 6. New Trier Timeline– Senior Year August: Essay Writing Workshops and Common Application Workshops (AM/PM programs) Application Processing Night for students and parents (evening program) Senior email newsletter (parents and students) September/October/November/December: Individual Student Appointments (daily) Visits to advisories (weekly/monthly) Common App workshops (during the day) 1-2 additional Essay Writing Workshops (during the day) December: Financial Aid Night (evening program) January/February: Mail mid-year transcripts April/May: Meet with seniors during advisory for final decisions Complete and sign “Results Report” (Naviance)
- 7. New Trier Teachers September: Common Application Refresher Training: How to upload and submit letters of recommendation electronically (in computer labs/during teachers free periods) Students Requirements: Must manage the entire recommendation process with their respective teachers, including providing all required forms, (stamped and addressed envelopes if not electronic), deadlines, schools, etc. October: “Don’t Get Wrecked Writing Letters of Recommendation” (during teachers free periods, open to all teachers, experienced and/or new to the recommendation letter writing process)
- 8. Submitting Midyear &Final Transcripts Midyear Transcripts: Midyear transcripts automatically prepared and mailed Batch mailing by college(all transcript requests to Miami University will go out in two-three envelopes) Midyear Report is not submitted Two week process (confirming requests in Naviance, registrar prints transcripts, phsc department assistants prepare envelopes and labels, then snail-mailed) Any transcript errors (late grades, misreported grades) have to be hand pulled, corrected and sent out separately. Final Transcripts: Print all transcripts Batch by college Snail Mail
- 9. Processing from the Counselor Perspective 1. Currently transcript is printed and mailed Student hand- along with SSR, counselor delivers Transcript recommendation, & school profile Request Form (TRF) (copying, postage and longer advance timeline) *Required in order to 2. Naviance records all transcript requests, but maintain face-to-face does not necessarily indicate applications interaction, collect accurately transcript fees, and 3. Counselor records need to match with front desk records (front desk – counselor – accurate data input registrar – back to front desk – counselor – for Naviance mailed) 4. Very counseling heavy and one to one communication with processing 5. No uploading of any kind for counselors 6. Teacher Recommendations are student’s responsibility and student managed
- 10. Considerations For NewTrier Going Electronic Submit Transcripts, SSR and Profile online Retain autonomy of the transcript process (no outside vendors) Retain the transcript request process and one-on-one counseling priority Upload School Profile Not affect the current teacher recommendation process (student initiated and managed) Restructure the transcript fees Collaboration with Information Technology Updates and changes to transcripts mid-cycle
- 11. How Will ItLook Transcripts will be submitted through common app via pdf attachment. SSR will require one-time completion and be available to whichever school a student applies to once completed Students will be required to complete a transcript request for every school, but will be color-coded (one for common app and one for non-common app) Upload School Profile Retain the one-to-one counseling relationships for a senior case load of 125 Teacher recommendation process remains as is(student initiated and managed) Restructure the transcript fees (still in discussion) Information Technology batch release of PDF’s to respective counselors by advisory assignment Updates and changes to transcripts mid-cycle: PDF upload.
- 12. What Will ItChange? More efficient use of time (counseling students, writing recommendations and conducting programming, rather than processing papers, copying and filling out forms) More accurate and timely information More efficient mid-year transcript process Increase the face time with senior students and families New fee structure will need to be implemented With access to transcripts, there should be more autonomy for the counselor from the registrar Increase communication with Information Technology 75% electronic and 25% snail mail with little or no change to our counseling programs
- 13. Benet Academy 6 Counselors total: Benet Academy 3 Generalists & 3 College is a coed Counselors Catholic High School that serves 1350 3 Generalists work with 9-12th graders. freshmen, sophomores and juniors – alpha split / approximately 340 99% attending students each 4 year colleges. 3 College Counselors work with 2nd semester juniors & seniors – alpha split / approximately 110 students each
- 14. Application Processing 2012 2290 Initial Applications for 340 seniors 2040 electronic submissions 130 snail mail 120 no transcript sent (e.g. U of Illinois) 404 Midyear Transcripts 397 Electronic 7 Snail mail Teacher submissions 44 teachers submitted electronically 1372 letters
- 15. Benet Timeline –Freshman & Sophomore Years Freshman Year – Nothing! Sophomore Year – all spring semester Provide freshman and sophomore parents with information on how to plan ahead for college through a series of articles within our quarterly newsletter. Article topics include: The Importance of Grades Rigor of Curriculum Standardized Test Scores The Myth of Extracurricular Involvement The Importance of Essays How, When & Where to Begin Visiting Colleges Naviance Registration for students Naviance Registration for parents with accompanying brochure Provide students with Naviance “Training Notes” that highlights the features of Naviance they might find helpful
- 16. Benet Timeline –Junior Year September: Conduct “Naviance Revisited” training session on how to utilize Naviance to its fullest capacity Quarterly newsletter with topics pertaining to the college search and application process November: How to schedule a College Planning Conference : Junior Questionnaire on Naviance Resume on Naviance Parent Questionnaire – handout & word doc in Document Library Alumni Student Panel (mid-day program) College Search Program Part I (evening program) January: Begin conducting College Planning Conferences with Juniors (student/counselor conference) February: College Search Program Part II (evening program), which features: Panel of four college representatives (sm., med., lg., & catholic schools represented) Two breakout sessions: NCAA & Performing Arts Coffee with the College Counselors (morning program for parents of juniors) April: Mock Admission Program with a representative from a highly selective college (evening program)
- 17. Benet Timeline –Senior Year August: Essay Writing Workshop (optional mid-day program during registration) September: College Application Workshop (required program during school day) Parenting for College (evening program) October: Coffee with the College Counselors (morning program for parents of seniors) November: Alumni Panel (optional mid-day program) Perfecting the College Interview (optional mid-day program) April: Meet with seniors during homeroom and perform an “exit survey”
- 18. Benet Teachers September: Naviance Refresher Training: How to upload and submit letters of recommendation electronically (before & after school sessions offered) October: How to Write an Effective Teacher Letter of Recommendation (after school program)
- 19. 5 Step StudentProcess STEP ONE: Determine a list of colleges to which you will apply At least ONE of these colleges should be a “Clear Admit” school STEP TWO: Send your ACT/SAT scores to the colleges you are applying to. STEP THREE: Determine whether or not your colleges accept the common application, a school specific application, or both. For schools that allow you to use both, you should ALWAYS use the Common Application To create a common application account go to: www.commonapp.org Establish a username & password – write it down!!! School specific applications will be found on the school’s website. STEP FOUR: Determine which of your colleges, IF ANY, require a letter of recommendation from a teacher Complete and hand deliver the Student Information Form to your teacher ADD the teacher to Naviance STEP FIVE: Complete and hand deliver a Transcript Request Form AND, IF APPLICABLE, complete and hand deliver a Teacher Recommendation Request Form to your College Counselor
- 20. Processing from the Counselor Perspective Student hand- 1. Upload transcript & school profile delivers Transcript 2. Note common app v. school specific Request Form (TRF) app 3. Add college to list of schools applying *we turned OFF to on Naviance option for students to request transcripts 4. Complete SSR on Naviance (Common electronically in app and/or NACAC form) order to maintain 5. Upload written evaluation face-to-face 6. Submit transcripts and supporting interaction. documents 7. Check Milestones
- 21. 1. Upload Transcript& School Profile Upload Transcript eDocs Printer must be installed on each computer Open school data system and view student’s transcript “Print” transcript, choosing Naviance eDocs as the printer Transcript will load to student’s eDocs page Upload School Profile Upload to any student, and it will automatically add to ALL students in the class
- 22. 2. Note CommonApp v. School Specific App TRANSCRIPT REQUEST FORM (Required for ALL College Applications) Requests must be given to your counselor a minimum of 10 SCHOOL DAYS prior to the application deadline and preferably sooner! Please PRINT your name: ______________ __ __________ ________ College Counselor Date given to Counselor >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> 1. Name of College: __________ ____ __ __________ ________ City & State: Application Due Date: I have self reported my grades and no official transcript is required. Did you use the: COMMON APPLICATION or the SCHOOL SPECIFIC application? (circle one) Admission Type: Rolling Admission Priority Deadline Early Decision Early Action Regular Decision Does this college REQUIRE a letter of recommendation from a teacher? NO YES - 1 YES - 2 If YES, be sure to print and complete the Teacher Recommendation Request Form and deliver it to your college counselor. COUNSELOR USE ONLY: Electronic OR Mail SSR Letter >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> *STUDENT SIGNATURE: ______________________________________________ *NOTE: By signing your name, you give permission to send your official transcript to the colleges and/or scholarship agencies listed above. REMEMBER!!! Transcripts do NOT include SAT/ACT test scores. YOU are responsible for sending your scores through the testing agencies. Go to www.actstudent.org or www.collegeboard.com if you have not already had your scores sent to these colleges.
- 23. 3. Add Collegeto List of Active Applications on Naviance
- 24. 4. Complete SSR(Common app and NACAC form)
- 27. 5. Upload WrittenEvaluation
- 28. 6. Submit Transcriptsand Supporting Documents
- 29.
- 30.
- 31. Student View onNaviance
- 32. Processing Snail MailTranscripts TRANSCRIPT REQUEST FORM (Required for ALL College Applications) Requests must be given to your counselor a minimum of 10 SCHOOL DAYS prior to the application deadline and preferably sooner! Please PRINT your name: ______________ __ __________ ________ College Counselor Date given to Counselor >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> 1. Name of College: __________ ____ __ __________ ________ City & State: Application Due Date: Did you use the: COMMON APPLICATION or the SCHOOL SPECIFIC application? (circle one) Admission Type: Rolling Admission Priority Deadline Early Decision Early Action Regular Decision Does this college REQUIRE a letter of recommendation from a teacher? NO YES - 1 YES - 2 If YES, be sure to print and complete the Teacher Recommendation Request Form and deliver it to your college counselor. COUNSELOR USE ONLY: Electronic OR Mail SSR Letter >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> *STUDENT SIGNATURE: ______________________________________________ *NOTE: By signing your name, you give permission to send your official transcript to the colleges and/or scholarship agencies listed above. REMEMBER!!! Transcripts do NOT include SAT/ACT test scores. YOU are responsible for sending your scores through the testing agencies. Go to www.actstudent.org or www.collegeboard.com if you have not already had your scores sent to these colleges.
- 33. Counseling Administrator Role: Verify Submission Status 1. eDocs – Submission Status: compare Counselor TRF to Colleges listed on Submission Status 2. Click “Submitted” on Milestones when electronic submission is confirmed 3. Check & Balance for Snail Mail & Mails all paper items
- 34. Submitting Midyear Transcripts Midyear Transcripts: Student delivers MY TRF to Counselor Counselor uploads midyear transcript & MY SSR Electronic submission process is the same Update Milestones Administrative Assistant verifies submission / mails
- 35. MIDYEAR TRANSCRIPT REQUESTFORM Colleges want these grades ASAP! So please submit all requests no later than Friday, January 27th! Please PRINT your name: ______________________________________________________ ____________________ ________________________________________________ Date given to Counselor College Counselor’s Name >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> The following colleges require and/or have requested that I send 7th semester / midyear grades: (Please note that NO additional college specific forms are necessary and U of Illinois does not want 7th semester grades from ANYONE) 1. __________________________________________________________________ COUNSELOR USE ONLY: Electronic OR Mail 2. __________________________________________________________________ COUNSELOR USE ONLY: Electronic OR Mail 3. __________________________________________________________________ COUNSELOR USE ONLY: Electronic OR Mail 4. __________________________________________________________________ COUNSELOR USE ONLY: Electronic OR Mail *STUDENT SIGNATURE: ______________________________________________
- 36. Submitting Final Transcripts Final Transcripts: Collect Final Transcript Form from Seniors Print all transcripts Batch by college Snail Mail
- 37. END OF YEARSURVEY Check: WL if waitlisted DF if deferred from Early to Regular Result: “Accepted” if you were admitted “Denied” if you were denied “Incomplete" if you did not finish app If all results have been entered and are accurate, please initial here: ______ Scholarships Offered To You: Please list below any scholarships that were offered to you from any/all of your schools, private agencies, etc. Please indicate the annual amount you were offered. For example: If you were offered a scholarship from U of Dayton for $5,000 each year, you would list $5,000 As the amount and then check the “renewable” box. If you were offered a one-time scholarship from the Lions Club valued at $1,000 then you would list $1,000 and check “one-time.” College/Scholarship Agency annual value renewable one-time 1.___________________________________________ $________ /year 2.___________________________________________ $ _______ /year 3.___________________________________________ $________ /year 4.___________________________________________ $________ /year 5.___________________________________________ $________ /year (Any additional scholarship offers should be listed on the reverse) PLEASE SEND MY FINAL TRANSCRIPT TO: ____________________________________________________ (NAME OF COLLEGE) SIGNATURE: ___________________________________________________ DATE: ______________________ *Waitlist candidates need to inform Mrs. Cunneen if the college at which you plan to enroll changes due to your being accepted off a waitlist.
- 38. The Teacher Letterof Recommendation Conundrum Myth: Every college requires two teacher letters of recommendation 340 students applying to college x 2 teacher letters of recommendation = a LOT of unnecessary letter writing Unnecessary letter writing = disgruntled faculty! Solution: the Teacher Recommendation Request Form (TRRF) Result: Fewer teacher letters Better quality of letters Stronger relationship between Teacher and Counselor
- 39. TEACHER Recommendation RequestForm Requests must be given to your teacher a minimum of THREE WEEKS prior to the application deadline and preferably sooner! Please PRINT your name: _________________________ Date given to College Counselor: _______________ Teacher Name: ______________________________________ NOTE: Please be sure to “ADD” this teacher request to the “Colleges I’m Applying to” page on Naviance ****************************************************************************************************************** Name of the College: ____________________________________________________ Did you use the: COMMON APPLICATION or the SCHOOL SPECIFIC application? (circle one) Application Due Date: _________________ COUNSELOR USE ONLY: This recommendation should be sent: Electronically via Naviance OR Mailed College Counselor Approval: ___________________ Date Submitted to Teacher: _______________ TEACHER USE ONLY: Date submitted electronically via Naviance: _________ OR Date mailed: _________ ****************************************************************************************************************** I give the above teacher permission to write a letter of recommendation on my behalf and understand that I will NOT have access to review a copy of this letter at any time in the future. I also understand that a letter can be revoked by my teacher if my effort diminishes as the year progresses. Student Signature: ____________________________________ Date: ____________________
- 40. Teacher Letters ofRecommendation Student Responsibilities: Step 1: Determine which of their colleges require a teacher recommendation Step 2: Fill out the Student Information Form for College & Scholarship Recommendations and hand-deliver it to the appropriate teacher at LEAST 3 weeks prior to the application deadline Step 3: ADD the teacher’s name to their Naviance site so that teacher has access to complete and submit appropriate forms on-line Step 4: Turn in Teacher Recommendation Request Form to respective College Counselor for approval Teacher Responsibilities: Counselor Responsibilities: Step 1: Write letter of recommendation for student upon Step 1: Review Teacher Recommendation Request Form request Step 2: Enter Colleges in Naviance Step 2: Upon receiving Teacher Recommendation Request Form from College Counselor, upload letter to Naviance and Step 3: Deliver approved teacher requests to appropriate submit to colleges listed on said form ONLY teacher’s mailbox Step 3: If non-electronic, mail hard copy of letter
- 41. Processing for Teachers Reminder… Student: Counselor: Approves colleges listed on TRRF & 1. “adds” teacher to Naviance AFTER asking adds them to Naviance to write Signs TRRF and delivers to teacher recommendation 2. completes Student Teacher: Information Sheet and Writes letter of recommendation and gives to teacher uploads to Naviance 3. completes Teacher Recommendation Completes Teacher Evaluation on Request Form and gives Naviance to COUNSELOR Submits electronically – same process as counselor
Editor's Notes
- #2 Bios for Kari…Kendall: This is Kendall’s 5th year as a College Counselor at Benet Academy. Prior to that, she worked for two years as a College Counselor for a pre-K through 12 day school in Tulsa, OK and spent two years as the Asst. Director of Admission for DePauw University. Tom:Amy:This is Amy’s 12th year as a College Counselor at Benet Academy. Prior to that, she was in Admissions for 4 years – 1 year at MacMurray College and then 3 years at Bradley University.
- #4 Difference between transcript requests and applications: NavianceAll electronic applications with a few rare exceptions for paper applicationsWe submitted nothing electronically this past year. All 7500 were mailed as were mid year and 1015 final transcripts.
- #14 Freshmen, sophomores, and juniors work with a generalist counselor at Benet, but junior year they also start working with their respective College Counselor. We’re kind of their “Bonus Counselor” junior year. If students have personal issues that they’re working through, they may continue with their generalist counselor through senior year as well, but they will also work with their college counselor for all things college related. Even though we “only” have 110 seniors to work with, we do write letters of recommendation for nearly all of them b/c 99% will attend a 4 year college.
- #15 We’ve been using Naviance for 10 years now. This was our 3rd year for sending electronic transcripts. After the first year, we felt pretty comfortable with the process and got our teachers on board, so this was their 2nd year to submit letters electronically. It’s not required, and we do have some teachers who prefer to send everything in the mail. But the vast majority of teachers use Naviance and LOVE it. And if our English teacher who just retired after 52 years of teaching can learn how to do it… so can you! 130 snail mail… colleges that don’t yet accept electronic transcriptsMidyears… we only send midyear transcripts upon the student’s request. 7 Snail Mail. Most amazing… teacher usage.
- #16 Freshmen year is a time for our first year students to get acclimated. Their transition to Benet academically and socially, is of greater importance than beginning their college search. That being said, freshmen AND sophomores will receive information regarding planning ahead for college through our quarterly newsletter. We register our sophomores in the spring and our primary purpose in doing so is simply to get the ball rolling. It’s an opportunity for them to start getting familiar with Naviance and the many ways in which they will use it in the months/years to come. “Training notes” that highlight various features of naviance are provided but there is no expectation that they will know naviance backwards and forwards by the time they begin their junior year.
- #17 In the fall, we will take an entire class period to re-introduce the Juniors to Naviance and explain in depth the ways in which they’ll use the resource over the next two years. The other programming we offer to our juniors is pretty standard as you can see but there are a couple of things I’d like to point out:2nd semester is when we will begin meeting with the juniors in our case load on an individual basis. In order to make their initial appointment with us, they have to turn in three items: Questionnaire (Naviance), Resume (Naviance), Parent Questionnaire. Once they hand in all three items, they schedule their appointment with us. We meet only with students. For us, this is a very student-centered process. We are confident in the programming we offer to parents and make clear that they are always welcome to call or email as needed throughout the college search and application process. Coffee with the College Counselors has been awesome! Super well received. Type up all of the questions that are asked in addition to our answers (obviously) and then send them out to all junior parents so as not to miss those that couldn’t attend.
- #18 Seniors are not required to meet with us again in the fall of their senior year, but they are welcome to make an appointment any time. Most recent program additions include Coffee with the College Counselors (again, HUGE success), Alumni Panel (representation from all different types of schools), and Perfecting the College Interview (v. well received)
- #19 Last year our rep from BC, Kristen O’ Callahan, led an after school session for our teachers. Not sure if it’s something that we’ll do every year or every other year, but it was very well received.
- #20 As Kendall mentioned, we meet with seniors at the beginning of the year for Application Workshops. At that time, we help them understand their 5 step process: how to apply, sending test scores, requesting teacher letters of recommendation, requesting transcripts, and where to find the appropriate forms. We meet with classes in the computer labs, so they log on to their Naviance account and fill out their FERPA agreement – must have common app username and password – do that, too. FERPA – we require them to waive their rights. The thought being, in the words of our very wise Saint Ignatius friends, “either you trust us or you don’t”. If you don’t, then we should not be the ones writing your recommendation. Our job to support them and their application… we WANT to help them, etc.
- #21 Once the kids are settled with FERPA and have their TRF’s, they are ready to apply to college! From OUR perspective, even before we’ve met with the kids, I’ll start uploading transcripts into Naviance. Advance ppt *Once 1 is done, it’s done. So procedurally, we really start with step 2 every time a student applies to a college. They hand-deliver their TRF, then we go through steps 2-7.
- #22 PerNaviance’s instructions, I was able to install the ‘printer’ on my computer. But certainly your tech person could do this for you. And once it’s done, it’s done. You can replace a transcript once it’s been uploaded – in case of any scheduling changesYou can also add transfer transcripts, and submit altogether
- #23 #2 – key step in the process of how we submit their transcriptWhen the student brings in their TRF, the first thing I note is whether they used the Common App or school specific application. And then I double check with them to make sure that’s really what they did or plan to do. If they haven’t actually started it yet, they just PLAN to, I make sure they know the importance of doing what they told me. Or if they change their mind, the importance of telling me that. Here’s why it’s so important: If they circle Common App, their transcript will be sent to their common app account, match to their application, and download at the university. If they circle School Specific, their transcript will be sent directly to the university. So if they say common app, but really use the school specific, then their transcript will sit at common app waiting for an application and never get downloaded by the school. Also note self-reported gradesAlso note the letter of recommendation requirement… we’ll talk more about that later.
- #24 #3 – WE add the college, NOT the studentStudent brings in TRF and we add the colleges listed on it to theirNote: CA, CA, postage stamp and computer icon
- #25 #4 – CA or NACACWe NEVER send school specific forms and have NEVER had any trouble. Georgetown is the only exception.Note FERPA Compliance at the top.
- #26 NO MORE PHOTOCOPYING THE CA SSR!!!!
- #27 Fill out CA or NACAC one time and done!
- #28 #5 – upload my letter of recCan designate which college letter gets sent to OR have same letter sent to all colleges
- #29 #6 – click a few boxes to submitCommon App – SSR, letter, transcript & profile auto ‘bundled’School Specific – check each box of the documents you want to submitYou CAN read and submit teacher letters, but we do not… we’ll get to that.
- #30 Review of the boxes you checked
- #31 #7 – check milestones to make record of itCheck and balance for us, but particularly helpful to students… (next slide)We can view the date on which materials were submitted. Students can NOT.
- #32 No dates!
- #33 Again, only sent 130 snail mail last fall and 7 midyears. Just print the SSR & letter of rec from Naviance instead of submitting them.
- #34 Administrative Assistant:TRF – Electronic – goes to edocs Submission Status to verify submission. Occasional “Fail” status, so she lets us know to re-submit.Then clicks “Submitted” on Milestones, so we know that transcript is done and done! TRF – Mail – SSR & Letter, adds transcript & Profile, and mailsMilestones – Submitted – done and done!
- #35 Historically, for every application that was submitted, we sent a midyear transcript. That was a lot of mail. Currently, we send a midyear transcript ONLY upon student request. We used to send about 2,000… now we send about 400 (only 8 of which were mailed this year ). Not surprisingly, we have a form for that… we call it the Midyear Transcript Request Form, which I will show it to you just a bit. We meet with seniors during their homeroom period to give them the lowdown on how to complete the midyear transcript request form and to provide them with some guidelines as to whom they should be sending a midyear transcript to.
- #37 We meet with all of our seniors during homeroom the last week of April to gather final statistics on where they were accepted/denied/waitlisted/incomplete. To help us gather that information, we use an “End of the Year Survey” that is specific to each student and that we print off of Naviance. The survey is also designed to allow us to collect scholarship information and obtain a signature from our students, signing off on where they would like their final transcript to be sent. We send final transcripts by MAIL. We have found that it is easier and more efficient to print off all the final transcripts for our students, divvy them up by college, then batch mail the transcripts to each individual college. For example, we can send 32 final transcripts to U of I in the same envelope vs. uploading 32 transcripts individually then sending those 32 transcripts one by one to U of I.
- #38 * This is how we gather information for Naviance data
- #39 Historically, we used to require our students to provide their teacher(s) with a list of all of the schools they were applying to along with the deadline by which the teacher letter needed to be sent. Two problems resulted from this tactic: 1) If a student had one Nov. 1st deadline, they would simply tell the teacher that ALL the schools had a Nov. 1st deadline even though that was not entirely accurate.2) Students would write down colleges to which they THOUGHT they were going to apply then weeks down the road, they would choose not to apply there. 3) Teachers would have to constantly refer back to the original paper work to check when/if a college had been added to Naviance, confirm they weren’t missing deadlines and to ultimately re-submit their letter to new colleges.
- #41 Domino effect… Student -> Counselor -> Teacher Responsibilities
- #42 Teachers are responsible for sending their letters and for verifying their submission status. We do not review teacher letters or send letters on a teacher’s behalf. The submission process for teachers is very comparable to the counselor submission process.