Come learn how we have tweaked our college counseling programs from registering students on Naviance as sophomores, training them as juniors, going through the application process as seniors, submitting transcripts electronically, and training teachers on submitting letters of recommendation electronically.We plan to spend half of our time discussing programming prior to senior year and the other half discussing eDocs/electronic submission. A program timeline, Naviance training documents for students AND teachers, and application forms will be provided.

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 High School
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 New Trier 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 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.

12. 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 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 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

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 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
>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>
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 College to List of Active Applications on Naviance

24. 4. Complete SSR (Common app and NACAC form)

27. 5. Upload Written Evaluation

28. 6. Submit Transcripts and Supporting Documents

29. Confirm and Submit

30. 7. Check Milestones

31. Student View on Naviance

32. 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: ______________ __ __________ ________
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 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: ______________________________________________

36. Submitting Final Transcripts
 Final Transcripts:
 Collect Final Transcript Form from Seniors
 Print all transcripts
 Batch by college
 Snail Mail

37. 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 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 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

39. 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: ____________________

40. 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
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