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
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 Transcripts
 Teacher 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:
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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
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September:
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Visit junior advisories: refresher about academic performance, extracurricular activities, PSAT
testing, Naviance access and use, preview the junior write-up process.
November:
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Junior Parent PHSC Planning Evening Programs.
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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:
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Financial Aid Program
January:
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Visit junior advisories to begin Junior Write-up/self-evaluation/questionnaire
December:
o
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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
Junior family meetings and follow-up meeting with junior students
June - August:
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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:
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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:
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
Print all transcripts
Batch by college
Snail Mail
Processing from the
Counselor Perspective
Student handdelivers 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 online
 Retain autonomy of the transcript process (no outside
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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
How Will It Look
 Transcripts will be submitted through common app via pdf
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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
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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
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

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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
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Quarterly newsletter with topics pertaining to the college search and application process
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November:
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How to schedule a College Planning Conference :
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Alumni Student Panel (mid-day program)
College Search Program Part I (evening program)
January:
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Begin conducting College Planning Conferences with Juniors (student/counselor conference)
February:
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College Search Program Part II (evening program), which features:
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Junior Questionnaire on Naviance
Resume on Naviance
Parent Questionnaire – handout & word doc in Document Library
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:
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College Application Workshop (required program during school day)
Parenting for College (evening program)
 October:
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Coffee with the College Counselors (morning program for parents of seniors)
 November:
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Alumni Panel (optional mid-day program)
Perfecting the College Interview (optional mid-day program)
 April:
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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 handdelivers 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
app
3. Add college to list of schools applying
to on Naviance
4. Complete SSR on Naviance (Common
app and/or NACAC form)
5. Upload written evaluation
6. Submit transcripts and supporting
documents
7. 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 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
>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>
Name of College: __________ ____
__
1.
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 Transcripts
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: ______________
__
__________
Date given to Counselor
College Counselor
________
>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>
1.
Name of College: __________ ____
__
__________
Application Due Date:
City & State:
________
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.
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
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
END OF YEAR SURVEY
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
1.___________________________________________
2.___________________________________________
3.___________________________________________
4.___________________________________________
5.___________________________________________
(Any additional scholarship offers should be listed on the reverse)
annual value
$________ /year
$ _______ /year
$________ /year
$________ /year
$________ /year
renewable one-time
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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.
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:
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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
College Counselor Approval: ___________________
OR
Mailed
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 Teachers
Reminder…
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 teacher
 Teacher:
 Writes letter of recommendation and
uploads to Naviance
 Completes Teacher Evaluation on
Naviance
 Submits electronically – same process
as counselor