Verify materials received

Overview

After submitting applications, monitor each college's portal to verify all materials have been received. This is a week-by-week process through mid-November.

What to Monitor

Application Status

• Submitted confirmation
• Under review
• Complete
• Decision released

Required Materials

Application Document

• Received ✓
• Under review
• Complete

Test Scores

• SAT/ACT scores received
• Multiple attempts noted
• Super-scoring if applicable

Transcripts

• High school transcript received
• Official from school
• Current and complete

Recommendations

• Counselor letter received
• Teacher 1 letter received
• Teacher 2 letter received

Financial Aid

• FAFSA received
• CSS Profile received (if required)
• Institutional aid application received

Supplementary Materials

• Portfolios (for arts)
• Writing samples
• Research abstracts
• Interviews scheduled

How to Access

Each School's Portal

• Email confirmation with link (1-5 days after submission)
• Bookmark each portal
• Save login credentials

Dashboard View

• Summary of status
• Checklist format
• Missing items flagged

Communication

• Any messages from admissions
• Status updates
• Interview requests

Timeline of Verification

Days 1-3 After Submission

• Common App transmits
• Some items immediate
• Check portal for access

Days 4-7

• Transcript should arrive
• Test scores arrive
• Additional requirements verified

Days 7-14

• Recommendations submit
• School report submit
• Fee processing complete

Week 2-3

• All materials should be received
• Missing items become urgent
• Follow up needed

If Items Are Missing

Wait First

• Some delays normal
• 3-7 days typical for some

Then Investigate

• Email admissions
• Check with teachers
• Check with counselor

Email Template

Dear Admissions Office,

I am writing to follow up on my application (ID: [number]).

I notice that the following items are listed as missing:

• [Specific item 1]
• [Specific item 2]

I submitted on [date] and requested these items on [date]. Is there additional action I need to take?

Thank you for your time.

Sincerely, [Your name]

Escalate If Needed

• Not responding after 1 week
• Contact counselor
• Contact Common App support

Common Missing Items

Transcripts

• Most common
• Counselor sent but not processed
• Follow up with counselor

Recommendations

• Teacher delay
• System issue
• Reminder email

School Report

• Counselor responsibility
• System issue
• Counselor check

Test Scores

• College Board delay
• ACT processing
• Resend if needed

Following Up

Counselor

• Professional email
• Specific request
• Deadlines noted

Teachers

• Gentle reminder
• Specific school and deadline
• Offer help

Admissions Office

• Professional inquiry
• Specific application ID
• Clear request

Confirmation Process

Each Item

• Verify received
• Note date received
• Update tracker

Your Tracker

• Spreadsheet useful
• School by school
• Items by row

Completion

• When all items received
• Note application complete
• Application under review

Common Portal Features

Application Status

• In progress
• Submitted
• Complete
• Under review
• Decision made

Document Tracker

• Transcripts
• Test scores
• Recommendations
• Financial aid documents

Interview Scheduler

• If offered
• Book time
• Confirm

Communications

• Messages from admissions
• Reply if necessary

Fee Waiver Monitoring

Application Fee Waiver

• Processing confirmation
• Actual application not blocked
• Counselor may verify

CSS Profile Waiver

• Confirmed by College Board
• Specific to each school
• Check individual status

Financial Aid Portal

Separate System

• From admissions portal
• Financial aid office
• Specific login

Items to Track

• FAFSA received
• CSS Profile received
• IDOC documents
• Institutional aid application

Follow-Up

• Financial aid office
• Different from admissions
• Specific documentation requests

Early Decision Special Considerations

Additional Monitoring

• ED agreement submission
• Counselor signature
• Parent signature

Withdraw Communications

• From other schools if admitted
• Automated in some cases
• Manual in others

If All Materials Received

Application Complete

• Confirmed in portal
• Under review
• Wait for decision

What To Do

• Focus on other applications
• Senior year academics
• Mental health care

Timeline Management

Weekly Check

• Every Wednesday or similar
• Consistent routine
• Not obsessive

Note Progress

• Update tracker
• Celebrate completion
• Focus on remaining

Before Deadlines

• Next round of applications
• Preparation continues
• Different priorities

Specific Scenarios

International Students

• Additional verification
• Credential evaluations
• Translations if needed

Homeschool Students

• Documentation needs
• Portfolio verification
• Additional evidence

Transfer Applicants

• Both high school and college materials
• Two transcripts needed
• More complex tracking

Athletic Recruits

• NCAA Eligibility Center
• Recruiting materials
• Additional requirements

Arts Applicants

• Portfolios
• Auditions
• Supplementary materials

Resolution of Missing Items

Counselor Resolution

• Teachers respond
• Administrative issue
• System error corrected

School Resolution

• System reset
• Manual intervention
• Corrected in portal

Your Resolution

• Resubmit if needed
• Provide alternative documents
• Explain circumstances

Communication Etiquette

Professional Tone

• Grateful, not demanding
• Specific, not vague
• Patient, not rushed

Frequency

• Follow up once per week
• Not daily
• Respect their time

Documentation

• Email chains
• Screenshots of portals
• Keep records

If Something Is Wrong

Patience First

• Delays are common
• Check in 3-7 days
• Don't panic

Communication Second

• Email admissions
• Follow up professionally
• Clear request

Resolution Third

• Provide information needed
• Resubmit if required
• Confirm resolution

Persistence

• Until all items confirmed
• Documented receipt
• Application truly complete

Mental Preparation

Process Takes Time

• Several weeks typical
• Not all at once
• Gradual progress

Anxiety Management

• Channel into action
• Keep busy
• Trust process

Updates Coming

• December for EA/ED
• March-April for RD
• Patience required

For Parents

Support Role

• Help organize tracker
• Discuss progress
• Don't over-involve
• Student leads

Avoid Direct Contact

• Parents calling admissions
• Generally frowned upon
• Student handles
• Exceptions: financial aid office