College Counseling
Calendar
Dr. Linda Vargas-Lew

August 2014
Schedules - Review for accuracy/ Resolve conflicts /
Establish schedules for late transfers
Review Counselor Responsibilities – SSD
Coordinator, AP Coordinator, College Board contact,
ACT, Liaison: Lions, Rotary, Optimist (mainly for
awards and recognition luncheons), etc.
Psychological Reports - Review students with learning differences; summarize testing results and accommodations recommended; arrange all
Educational Development Plan meetings with faculty/parents/student (attempt to complete
meetings within first two weeks of school)

August 2014
Extended Time Testing - Prepare College Board (PSAT, SAT and
AP) and ACT (including PLAN) paperwork if approval is needed
Senior Schedules - Place/proof on seniors’ transcripts in preparation to send to colleges (to support applications)
Parent & Student Orientations and “Back to School Night” (9 th
– 12 th grade ) - Present
School Profile - Update/Edit/Make copies
College Updates - Attend (UT, A&M, U of H, TTU, etc.)
Dual Credit - Confirm with local community college re: teacher needs/schedule/classroom. Confirm all paperwork for student rosters is complete and all have paid up

August 2014
Senior Parent Meetings
– Schedule to discuss expectations of student/parent/school responsibilities in college admission process;
Explain forms/Naviance/system. Set up individual appointments with counselor/family ( including student ) to discuss testing, college list, recommendation letters, application plan
Senior English Classes
– Schedule to complete self-assessment form via computer ( many have done this junior spring ; aids in writing letters of recommendation); Naviance review of demonstrating how to request transcripts and explain again how the process works
Individual Senior Conferences - Set up to go over aspects of college process – lists and deadlines

August 2014
Application Supporting Documents - Letters of
Recommendations, complete school report forms, send transcripts as requested
National Merit Semi-Finalist - information comes in last week of August – Speak with semi-finalists to clarify application process for finalist stage
College Visits – Coordinate visits (lunchtime – class time – special small fairs – whatever works) Update Naviance with visit schedule, post on Sr. message wall all happenings!!
Naviance Family Connection/Counselor’s Corner – an online document where Counselor can post visits, as well as reps visits to Dallas, Austin areas. Also a place to post scholarship information. (Parents have to be trained to look in this location for
information)

August 2014
School Nominated Awards - Discuss with Principal, VP, Head
Transcripts – Update; Proof for degree plan completion, NHS and NJHS criteria – notify sponsors if students dip below levels
Resume - Take seniors to computer lab to update resume and print out formal copy to include with applications
Fee Waivers – Follow up with low-income students re: fee waivers for testing and applications. Confirm this with them individually and be prepared with support for this group.

September 2014
Send list of academically qualified to sponsors
Start of Year Parent Meetings - Attend ( bring any necessary handouts – for ex. calendar of testing/college process )
College Visit Day – Outline and arrange for grades 11 &12 ( visit one college within 2 hour radius of school on day arranged by counselor – survey students on preferences, divide groups, call colleges, arrange tour-group session-lunchtransportation-faculty chaperones. This takes place when students in grades 9& 10 are taking the PLAN in October )
ACT/ SAT College Board Updates - Attend
Texas Counseling Association – Attend local meetings ( 4X per year )

September 2014
NACAC - Attend ( National Association of College Admission Counseling )
NMSQT Semi-Finalists – Post via school media
PSAT – Promote via Sophomore and Junior English classes. Send letter home to explain testing and significance. Also use this time to have students update their
Naviance resumes ( ideally done during each semester so they don’t forget ).
PLAN & PSAT Test Books - Proof order number made previous June to be sure you have enough and order has been placed

September 2014
College Prep Class – Revise materials for lessons in classes throughout the fall.
Schedule with teachers to arrange a time they may already be missing from class.
Reserve computer lab for class.
NMSQT Applications – Mail by end of September
College Fair – Meet with other local schools to discuss arrangements/details – posters, evaluations, food, invitations, etc.
Mid-Term Check - Monitor how students are doing – arrange meetings with all students with low grades and failures, notify coaches of “at-risk” athletes. Review at next three weeks. NHS provides tutoring – arrange matches between tutors and students needing tutoring

October 2014
Senior Appointments - Continue on individual basis
Letters of Recommendation - Continue to write – note EA, ED and early rolling application intentions of seniors (many due Nov
1 and 15, a few Oct. 15)
PSAT (10 th & 11 th ) - Administer on national test date Wednesday
PLAN (9 th & 10 th ) - Administer on school selected date
Application Supporting Documents
– Continue sending

October 2014
College Visit Day – On day PLAN is administered, take 11 th &
12 th to college field trip
Junior College Prep Course - Schedule required yearlong class dedicated to college process ( students prepare for PSAT until
October, then hear from college reps and work on sample applications/ resumes between Oct and Dec.; Get test prep for
SAT/ACT winter to spring, then back to College list building and essay writing in May )
9 Week Grade Review - Review and post Honors, notify club sponsors of “at-risk” students, meet with struggling learners; notify parents of warnings/probations
Juniors & Naviance - Update resume on Naviance and do the
Career Profiler – explore careers; encourage job shadowing on school half-days and holidays

November 2014
College Prep Class (Juniors) – Prep and teach, or arrange college visits
Senior Appointments - Continue on individual basis
Letters of Recommendation - Continue to write
Appointments - Continue on individual basis
Dual Credit - Arrange all spring semester registrations; distribute paperwork, communicate process to register and pay for class
Scholarships - Update list on Naviance (think about who might be a good applicant)

November 2014
College Hall of Fame - Make stars for wall to post letters of acceptance – announce during school announcements (creates college going culture)
Eligibility - stay on top of lists
Counselor Meetings – local TCA, any updates
“Pie Party” – Set goal for seniors to complete applications by Thanksgiving
(there will always be stragglers, but keep the momentum focused. Host “Pie
Party” – parents donate pie, for all students having submitted a completed application on a day at the end of November

December 2014
College Prep Class (Juniors) – Continue; prepare topics, arrange speakers, etc.
Senior Appointments - Continue on individual basis; hear back from early college applicants
Letters of Recommendation - Continue to write
Appointments - Continue on individual basis
Scholarships - Update list on Naviance (think about who might be a good applicant); plans for Jan/Feb
FAFSA Mtg.

December 2014
Term Finals/Finals – proctor; arrange proctors, etc.;
Arrange for all extended time testing on finals
PSAT – Visit all 10 th & 11 th grade English classes to distribute and explain results; Notify parents, via email and school website, results are in and posted on
Naviance
PLAN - Visit all 9 th & 10 th grade English classes to distribute and explain results; Notify parents, via email and school website, results are in and posted on
Naviance

December 2014
Spring Course Registration - Update paperwork, confirm course offerings, obtain updates on course descriptions from teachers
School Calendar - Meet with Principal, etc. to confirm next academic year calendar.
College Information Night - Invite speakers for Feb.
Half Days/Vacation – Encourage students/parents to use days to job shadow or visit college campuses

January 2015
Semester Grade Review - Review and post Honors, notify club sponsors of “at-risk” students, meet with struggling learners; notify parents of warnings/probations
Transcripts - Update, print, proof all transcripts (9-12).
Upload grade 12 on Naviance or Electronic system to be able to send
Mid-Year Transcripts – Send to colleges
NHS/NJHS – Assist with selection process

January 2015
Course Descriptions - Review prior to making available to students/parents
Course Selections - Finalize forms
Course Selection Night - Consider scheduling a evening event for all faculty/parents to explain options in February
Scholarships - Update list on Naviance (think about who might be a good applicant); Plan for Jan/Feb FAFSA
Mtg.

January 2015
Scholarships - Update list on Naviance (think about who might be a good applicant); plans for Jan/Feb
FAFSA Mtg.
Senior Assistance – Support in applications for scholarships, transcript requests, letter of recommendation, copies of testing, etc.
Grade Review - Review 3 week, 6 week, mid-term and semester and post Honors, notify club sponsors of “atrisk” students, meet with struggling learners; notify parents of warnings/probations

February 2015
FAFSA Night -Host for interested parents/families
Rotary Citizenship Award - Look for nomination packet in mail
Course Selections - Either counselor or registrar input all
Dual Credit - Coordinate with partner community college course offerings for next academic year.
TCA - Attend updates, local meetings

February 2015
College Information Night (End of February) - Target audience is Juniors & their parents, however invite sophomores and parents as well. Big deal –panel of admission officers, NCAA info, financial aid info, college brochures, essay writing presentations, etc.
Honors - Post eligibility lists & notify (this is ongoing)
AP exams - Order for May (verify count in each class, any students not taking classes who intend to take AP tests, be sure all are paid up for each exam, order special
accommodation exams)

February 2015
Call college colleagues on any confusing decisions
Scholarship List – follow up to obtain copies of award letters
FAFSA - Shepherd low-income seniors to be sure they have applied of if they need fee waivers for testing or college applications. Be proactive, call parents.

February 2015
9 th & 10 th Pre-College Efforts – Naviance resume update; write to two colleges requesting information; write a compare/contrast essay in English class on colleges (one out-of-state)
Naviance – 10 th graders complete personality test to learn more about themselves and begin career exploration
Low SES Seniors – Follow-up to make sure FAFSA complete; fee waivers for testing or college applications.
Be proactive, call students/parents.

March 2015
Advocate - Continue to advocate for applicants at competitive colleges – calls, letters, emails.
Data - Keep data up-to-date regarding course selection, testing, application decisions
Scholarships - Update list on Naviance (actively recruit
seniors to apply)
Student Schedules - Continue to work on

April 2015
AP Testing - Schedule and notify teachers of student rosters for testing; Count and double check delivery and then store in secure locked room/cabinet
Course Selection - Work with Administration/
Registration on clarification
Recognition Luncheons - Attend with students receiving awards, honors, etc. – Rotary, Lion, Optimist
Duke Talent – Order applications (TIP will send a card)

April 2015
AP Schedule - Schedule pre-administration sessions
(about 45 minutes) so testing time can be for testing
PSAT and PLAN - Order for fall
College Prep Class - prepare calendar and lesson plans for last 3 weeks of May
Scholarships - Update list on Naviance
TACAC - Attend

April 2015
NCAA - Update core courses on line
AP - Update syllabi on line
Juniors - Meet individually to form college lists
May Awards Ceremony – Prepare for all awards; get input on nominees from teachers/administrative

May 2015
Senior Student Awards – Faculty vote; prepare academic information; prepare to talk about nominations
College Enrollment - Confirm where seniors plan to enroll; spell check graduation bulletin
Senior Scholarships - Collect all award information to write script for Baccalaureate ceremony; arrange award portion of program

May 2015
Juniors - Write a sample college essay in English classes; upload final essay on Naviance for fall use
AP Exams - Administer all; coordinate all extended time
AP exams
Final Graduation Survey – Via Senior English classrooms conduct Naviance graduation survey confirming college enrollment, final transcript requests; post graduation plans; NCAA transcripts

May 2015
Senior Events – Provide information where applicable
(Awards Ceremony, Baccalaureate, senior class trip,
graduation – all programs outside the class day)
Senior Awards - Confirm all awards ready to be given at graduation ceremony

June 2015
Final Transcripts – Registrar to sent
Junior College List - Confirm all have a college list at the start of summer
Clean Up – Desk, library, etc. regarding yearlong mailings/projects.
College Contacts - Update Naviance/rolodex throughout year

Credit for this list goes to:



Cindy Graves (Vanguard College Prep) and
Lynn Wisely (Reicher Catholic HS)
Updated by Linda Vargas-Lew (Alamo Heights HS)