Our students are starting to submit their applications - yay! Unfortunately, the process doesn’t end just because they click “review and submit.” In many ways, that’s when they really need to start paying attention to details!

Each school has different requirements for applications (recommendations, test scores, transcripts, etc.) and will keep track of those requirements in different ways, in different status portals, with different login information and passwords… you get the idea.

It is incredibly important for every applicant to make sure that they find a way to keep their application components organized. Otherwise, you could have a nightmare scenario (stay tuned) where an admissions committee is unable to review your application because you’re missing important documents and aren’t aware of the problem in time to fix it.

We already do this with all of our clients as part of our regular service offerings. No missing materials on our watch, that’s for sure! But if you are a non-client blog reader, you will need to find a way to monitor components that works for you. Here are some of our favorite ways to keep track of all the elements you need:

Asana

In our office, we use Asana to keep track of all our students’ applications. The best way I can describe it is that it’s similar to an electronic version of a list, with a lot of really cool functions like reminders, messaging, project-sharing and more.

If you like lists and you appreciate efficiency, it’s hard not to fall in love like I did. While we have a version of Asana that is meant for businesses, they also offer a free version that can work well for keeping track of personal tasks too! This is the one I make the other members of my household use so that we can link our accounts and collaborate together :)

Here is an example of a status chart for one of our students in Asana: 

But once students apply, we’re keeping track of different materials, to ensure that their file is complete:

Note that any form of organization that you use should contain this basic information: how you access the status portal, your login information, the materials the college has already received, and the materials that are currently missing as of given dates. We also like Asana because there is an app with push notifications, so our students can keep track of everything on their phones!

Trello

Trello is another service with a free level that can help students to keep everything organized, and it has an app too. We actually used Trello in our office for one admissions cycle back when we caught the project management bug and hadn’t discovered Asana yet. While we like Asana better, we still appreciate Trello, and it’s particularly great for people who are more visual and like a high-level overview without seeing all of the details.

The nice thing about these online services is that the student, parents, and anyone else helping with the application can all access the information and mark things off in real time. That way, parents don’t have to worry that the spreadsheet they have is no longer up to date, and students will know any changes parents make to the application. You can opt in for notifications every time someone else makes a change, too.

Trello uses kanban boards to help the user sort components into different categories:

You can also add checklists to individual tasks within a board, which helps to break some of the big tasks down into their smaller parts (and make sure you don’t forget anything!):

Google Sheets

You can also use free software like Google Sheets (or something similar, such as an Excel spreadsheet), which is perhaps not quite as fun but will get the job done. This type of system is probably best for a student who doesn’t need a lot of reminders, as it is much harder to set up automatic notifications in this system than in some of the others we mentioned. Or for parents who aren’t comfortable with learning new technology and like to keep things old-school.

The reason we prefer Google Sheets to Excel is that the file lives on a cloud. This makes it easy to share with parents and anyone else that needs to be able to keep track of applications in real time, and it’s also easy for students to update at any time without needing to be at their personal computer.

No, it’s not as pretty, but it’s functional:

If you’re not bought in yet, I’ll leave you with a true story that resulted in a major change for us here at DC College Counseling:

Long ago, we let families decide how involved they’d like us to be after application submission.

Many decided that they didn’t need professional help at this point and opted to take care of tracking components themselves with varying degrees of success (although a lot of times we’d hear back a few weeks later asking for our help after all!).

One winter morning, I woke up to a panicked email from one of my favorite students who had repeatedly assured us he had taken care of all the tracking.

Great kid, super smart, Mr. Personality - he was really a lot of fun to work with. For all of his positive qualities, he was not so amazing at checking email or just following through on tasks in general. Not to stereotype, but I am sure we all know a number of young men who would fit in this category :)

But this student was very confused because he did not receive an admissions decision from one of his top schools on their decision release date the way his peers did. Weird, right?

Several months earlier, he had asked his mom to send his ACT scores to all of his schools, and so she did. She forgot that one of his schools required the ACT with Writing (at the time - not anymore). Unfortunately, she did not send his ACT with Writing score - she sent a different score from an administration without the writing component.

This was such an easy mistake to make. Anyone could have done this, and the mistake itself was not the issue. The issue was the fact that we were not aware of the mistake.

The school emailed him a few reminders to set up and monitor his post-application status portal, but he missed the emails. Most schools don’t even send email reminders, by the way. They just expect that students are taking care of post-submission tracking on their own.

As soon as I got involved and learned that he’d never set up his portal, I knew that his lack of decision notification wasn’t because the mailman was late that day, and that we were likely not going to be happy with the outcome. I helped him find the emails and set up portal access.

We immediately discovered that the Portal showed he had not fulfilled the test score submission requirement, so his application remained incomplete for months, and they ultimately withdrew him from consideration without his knowledge.

This would have literally taken all of five minutes to fix if we had known about it when it occurred. But we just never knew! So all of his hard work - three supplemental essays, a visit there, that extraordinarily time-consuming business school portfolio (if you know, you know!).. it was all for nothing. We are talking about 10+ hours of work literally thrown away. The school never even read the application.

At that point, I decided that we were going to start keeping track of application components whether our families believe they need our help or not!

It all goes back to one of my favorite sayings, “if you don’t know, you don’t know,” and many people just don’t understand what a big deal application component tracking is. I feel a professional responsibility to make sure things like this don’t happen on my watch!

We then modified our packages to include specific hours dedicated to administrative work, including those ever-popular ongoing reminders from Donna as well as the application status tracking this post explains. These are the same packages we have today.

And because we have access to every single portal, nothing like this could ever happen again, and it never has, despite the process becoming so much more complicated all these years later.

Moral of the story? Whether you go with Asana, Trello, Google Sheets or something else entirely, the important thing is that you have all of the information you need in one place both during the application process and well after submission.

Moreover, you need to monitor your portal carefully until all materials are accounted for and the application file is considered complete. Only then can you breathe a sign of relief and put everything aside until decision day!

Want more about the ins and outs of applications? Check out these posts!