PRESENTERS:KENDALL HAYES, BENET ACADEMY

TOM SHORROCK, NEW TRIER HIGH SCHOOLAMY WESLEY, BENET ACADEMY

MODERATED BY:KARI HEIN, HINSDALE CENTRAL HIGH SCHOOL

Electronic Submission:What Works for Us

New Trier High School

New Trier is a coed, public high school serving over

4,000 students

across 7 north shore

communities. 95% attending 4-year schools

8 Post High School Counselors & An Advisory System:

Approximately 45 advisors work with freshman through seniors organized by gender: approximately 25 students per advisor (25 minute periods/every day/all year)

3-1 System: Freshmen at Northfield campus. Sophomores – Seniors at Winnetka campus

8 Post High School Counselors work with sophomores, juniors & seniors – 1 PHSC/5 advisories (125 students class)

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 TranscriptsTeacher Recommendations

Majority electronic via common application 1 teacher could submit both electronic and snail mail

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

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)

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)

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)

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

Processing from the Counselor Perspective

Student hand-delivers Transcript

Request Form (TRF)

*Required in order to maintain face-

to-face interaction, collect transcript fees, and accurate

data input for Naviance

1. Currently transcript is printed and mailed along with SSR, counselor recommendation, & school profile (copying, postage and longer advance timeline)

2. Naviance records all transcript requests, but does not necessarily indicate applications accurately

3. Counselor records need to match with front desk records (front desk – counselor – registrar – back to front desk – counselor – 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

Considerations For New Trier Going Electronic

Submit Transcripts, SSR and Profile onlineRetain autonomy of the transcript process (no

outside vendors)Retain the transcript request process and one-on-

one counseling priorityUpload School ProfileNot affect the current teacher recommendation

process (student initiated and managed)Restructure the transcript feesCollaboration with Information TechnologyUpdates and changes to transcripts mid-cycle

How Will It Look

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.

What Will It Change?

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 informationMore efficient mid-year transcript processIncrease the face time with senior students and familiesNew fee structure will need to be implementedWith access to transcripts, there should be more

autonomy for the counselor from the registrarIncrease communication with Information Technology75% electronic and 25% snail mail with little or no

change to our counseling programs

Benet Academy

Benet Academy is a coed Catholic High School that serves

1350 9-12th graders. 99%

attending 4 year colleges.

6 Counselors total: 3 Generalists & 3 College

Counselors

3 Generalists work with freshmen, sophomores and juniors – alpha split / approximately 340 students each

3 College Counselors work with 2nd semester juniors & seniors – alpha split / approximately 110 students each

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

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

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)

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”

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)

5 Step Student Process

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

Processing from the Counselor Perspective

Student hand-delivers Transcript

Request Form (TRF)

*we turned OFF option for students

to request transcripts

electronically in order to maintain

face-to-face interaction.

1. Upload transcript & school profile 2. Note common app v. school

specific app3. Add college to list of schools

applying to on Naviance4. Complete SSR on Naviance

(Common app and/or NACAC form)5. Upload written evaluation 6. Submit transcripts and supporting

documents7. Check Milestones

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

2. Note Common App v. School Specific AppTRANSCRIPT 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.

3. Add College to List of Active Applications on Naviance

4. Complete SSR (Common app and NACAC form)

5. Upload Written Evaluation

6. Submit Transcripts and Supporting Documents

Confirm and Submit

7. Check Milestones

Student View on Naviance

Processing Snail Mail TranscriptsTRANSCRIPT 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.

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

Counseling Administrator Role:Verify Submission Status

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

MIDYEAR TRANSCRIPT REQUEST FORM

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: ______________________________________________

Submitting Final Transcripts

Final Transcripts: Collect Final Transcript Form from Seniors Print all transcripts Batch by college Snail Mail

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

$5,000As 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-time1.___________________________________________ $________ /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 acceptedoff a waitlist.

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

END OF YEAR SURVEY

The Teacher Letter of 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

TEACHER Recommendation Request Form

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: ____________________

Teacher Letters of Recommendation

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

Counselor Responsibilities:

Step 1: Review Teacher Recommendation Request Form

Step 2: Enter Colleges in Naviance

Step 3: Deliver approved teacher requests to appropriate teacher’s mailbox

Teacher Responsibilities:

Step 1: Write letter of recommendation for student upon request

Step 2: Upon receiving Teacher Recommendation Request Form from College Counselor, upload letter to Naviance and submit to colleges listed on said form ONLY

Step 3: If non-electronic, mail hard copy of letter

Processing for TeachersReminder…

Student:

1. “adds” teacher to Naviance AFTER asking to write recommendation

2. completes Student Information Sheet and gives to teacher

3. completes Teacher Recommendation Request Form and gives to COUNSELOR

Counselor: Approves colleges listed on TRRF

& adds them to Naviance Signs TRRF and delivers to

teacherTeacher:

Writes letter of recommendation and uploads to Naviance

Completes Teacher Evaluation on Naviance

Submits electronically – same process as counselor