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ApplyTexas Counselor Suite
Updated September, 2016
Counselor Suite
• What it is
• How it works
– Authorization process
– Viewing application information
– Creating reports
• ApplyTexas Counts
• Helpful Information
What is the ApplyTexasCounselor Suite?
• The Counselor Suite was created as a tool for high school counselors to track student progress in completing ApplyTexas applications
• Counselors use the site to:
1. View a list of students at their school who have started or completed admissions applications
2. Link to individual student admission application details that show application progress
3. View a list of students at their school who have started or completed FAFSA applications
Counselor Authorization Process
• The ApplyTexas team authorizes Education Service Center (ESC) reps for each TEA region who manage authorizations for high school counselors in their region
• Before an ESC rep can grant access to a counselor, an MOU between the school district and the THECB must be submitted
• Counselors at public high schools and private schools who pay for ESC services in specific TEA regions may be authorized to use the site
Authorization (continued)
• Counselors are authorized for one high school for one year
• District-Level Counselors are authorized for multiple high schools for one year
• Counselors request authorization or password resets by contacting their ESC representative
• Once approved, counselors will receive an email from ApplyTexas with log in instructions
• ESC region contacts may be found at: https://www.applytexas.org/adappc/html/counselor_auth_info.html
Viewing Information
When counselors successfully enter the site, they will see this welcome screen and will be able to use the link to “See students at your high school”.
Viewing Application Information
Student Listing Screen
A “Search table” feature shown above allows counselors to search for a specific student rather than scrolling through the entire alpha list.
The first screen that counselors will see upon entering the site is a list of all students at their school who have started an admissions application.
Student Listing Screen
• The table includes basic biographical information for the student along with a recap of complete/total applications for four-year institutions, two-year institutions, and scholarship applications. Information on this screen may be downloaded onto a spreadsheet using the “Download Table” button
• The “app listing” link in the right-hand column is used to view more specific application information for a student
Application Details Screen
When a counselor clicks on the “app listing” link, the next screen will display application progress for a student. Information on this screen includes the application ID, the name of the institution applied to, the semester applied for, the application deadline, and application completion status. This information may also be downloaded into a report.
FAFSA Apps and Other Counselor Suite Information
Counselor Suite Links
In addition to viewing admission application information, the Counselor Suite also includes links to:
1. FAFSA application information2. Institutions using ApplyTexas 3. ApplyTexas Counts
Use the navigation bar at the top of every screen to move to a different section of the site.
FAFSA
About the FAFSA application
• The FAFSA application is sponsored by the U.S. Department of Education and may be found at https://fafsa.ed.gov/
• The 2017-18 application will open on October 1, 2016
• Submitted FAFSA applications are received and reviewed for completion by the U.S. Department of Education’s Central Processing System
FAFSA Information
• Application data for Texas students is sent from the Department of Education to the Texas Higher Education Coordinating Board. The Coordinating Board then forwards the information to ApplyTexas to post on the Counselor Suite site
• On the last Friday in October, the Department of Education will release the first round of data for the 2017-2018 school year and it will appear on the ApplyTexas site mid-November
• From then on, information will be updated on ApplyTexas each Thursday
• Previous year’s information remains on the Counselor Suite site until the first report of the new year arrives
FAFSA Information
• https://studentaid.ed.gov/about/data-center/student/application-volume/fafsa-completion-high-school
• https://studentaid.ed.gov/about/data-center/student/application-volume/faq#1
• https://studentaid.ed.gov/contact
• The FAFSA website includes information on application completion by high school, answers to FAQs, and contact information for the Department of Education:
FAFSA App Listing Screen
The Counselor Suite will display a list of students who have started or completed a FAFSA application for your high school.
The “Search Table” box is used to search for specific students rather than scrolling down the alpha list and the “Download Table” button may be used to create a spreadsheet report of this screen.
Counselor Suite Reports
Counselor Reports
Three reports may be created using Counselor Suite data:
1. Admission application student list- this report will show a list of the students at your high school who have started an ApplyTexas admission application
2. Admission application detail report- this report will show the student application list as well as the information found on the application details screen
3. FAFSA application student list- this report will show a list of the students at your high school who have started or completed a FAFSA application
Counselor Reports
The “Download Table” button on the student listing page will create a spreadsheet of all students who have started an application.
Admission Application Reports
Creating Admission App Reports
To create a report that shows both the student listing screen and the application detail information, scroll to the bottom of the student listing screen and click on the “Full Download” button.
Admission Application Reports
Creating Admission App Reports
• When the “Full Download” feature is selected, there will be prompts to follow to create the report
• On the first pop-up screen, select “download to a spreadsheet”
Creating Admission App Reports
Depending on the browser used, a screen may appear that looks like one of the screenshots below. Click on ‘counselor download…xls” box or “Open” the file:
Creating Admission App Reports
If prompted by this screen to download the report in a different format, click on ‘Yes’.
Creating Admission App Reports
Sample “Full Download” Report
FAFSA Reports
The student listing page of the FAFSA application screen may be downloaded using the “Download Table” button
This is the only FAFSA report that may be created. Application details of individual students are not available on the Counselor Suite so there is no “Full Download” feature.
ApplyTexas Counts
ApplyTexas Counts Website
The “ApplyTexas Counts” link will connect to a public website that shows application totals for Texas students applying to Texas public colleges and universities as a U.S. Freshman or to Texas public 2-yr. institutions.
ApplyTexas Counts
The links on the blue navigation toolbar above are used to view Statewide, Higher Education Region, College, TEA Region, School District or High School application totals.
ApplyTexas Counts
Click on the colored bars to see total applications submitted and applicant totals and use the grey boxes beneath the chart to navigate from year to year.
Helpful Information about the Counselor Suite Site
Other Information
The “Learn how” links on the Counselor Suite sign in screen include more information about the site.
Other information
Frequently Asked Questions
https://admin.applytexas.org/adappc/html/counselor_faq.html
Helpful Information
Why aren’t some students showing up on my list?
For students to be shown on the Counselor Suite list:
1. The student must be applying for a current or future semester
2. The student must be applying as a U.S. Freshman or to a 2-year institution
3. The student must be graduating from high school in the future
4. The correct school code must be entered on the educational background page of the application
5. The application must be saved at least through the educational background page
Helpful Information
• It’s important to know that once an application is submitted on ApplyTexas, it is considered complete and it may not be changed in any way on the ApplyTexas site. To correct an application, a student should first contact the admissions office at the school applied to for advice
• For assistance with user names or passwords, contact the password reset help desk at [email protected]
• For assistance with questions about the application, contact the applicant help desk at [email protected]
• Questions about the Counselor Suite? Contact the help desk at [email protected]
Helpful Information
The College for all Texans website contains information on applying for college. Type “publications” into the search box to download paper copies of the Freshman and Transfer
applications.
Questions about the Counselor Suite? Contact the help desk at [email protected]
ApplyTexasMany Schools One Application