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The ApplyTexas Counselor Suite
Updated August, 2017
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 is a tool used by high school counselors to track student progress in completing ApplyTexas and FAFSA 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 to review application progress
3. View a list of students at their school who have started or completed a FAFSA application
4. Create reports on student applications
How does a counselor receive authorization?
• The ApplyTexas team authorizes Education Service Center (ESC) reps for each TEA region who manage authorizations for high school counselors in their region.
• Counselors at all public high schools may be authorized for the Counselor Suite. This is done at the discretion of their school district office once it has entered into a Memorandum of Understanding (MOU) with the Texas Higher Education Coordinating Board (THECB)). Participation is free of charge.
• Counselors at private schools that pay for ESC services in specific TEA regions may also participate if they enter into an MOU with the THECB.
How does a district enter into an MOU?
• Contact Diana Foose, Diana.Foose@THECB.state.tx.usfor more information on submitting an MOU
How does the authorization process work?
• 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 an authorization is approved and an account is set up, counselors will receive an email from ApplyTexas with log in instructions
How do I find my ESC representative?
ESC regional representative contact information may be found on the administrative site sign-in screen, https://admin.applytexas.org. Click on the “Counselor Authorization Information” link and follow the prompts to find contact names and email addresses by region.
Viewing Application Information
When counselors successfully enter the site, they will see this welcome screen and a link to “See students at your high school”.
Student Listing Screen
A “Search table” 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 student listing table includes basic biographical information and a recap of “Complete/Total” applications for four-year institutions, scholarship applications, and two-year institutions.
The “app listing” link in the right-hand column is used to view individual application information for a student.
Application Details Screen
When a counselor clicks on the “app listing” link next to a student’s name, a screen will display application progress for the student.
Converting information to a spreadsheet
To create a spreadsheet of information on the student listing screen, click on “Download Table” and save the report to a document file.
Converting information to a spreadsheet
To create a spreadsheet of the student applications details screen, click on “Download Table” and save it to a document file.
Viewing FAFSA Applications
How do I find FAFSA Application Infomation?
Use the navigation bar at the top of every screen to move to a different section of the site:
• ApplyTexas Apps• FAFSA Apps• Institutions that use ApplyTexas• ApplyTexas Counts website
About ApplyTexas 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 student status information to ApplyTexas to post on the Counselor Suite site.
• From late October-June, data is released weekly. The first report is usually added to the ApplyTexas site mid-November and is updated on ApplyTexas each Thursday morning.
• Previous year’s information remains on the Counselor Suite site until the first report of the new year arrives.
What type of information about the FAFSA application can be found on ApplyTexas?
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.
How do I find more FAFSA information?
• https://studentaid.ed.gov/sa/about/data-center/student/application-volume/fafsa-completion-high-school
• https://studentaid.ed.gov/sa/about/data-center/student/application-volume/faq#years-data-available
• https://studentaid.ed.gov/sa/contact
• The FAFSA website includes information on application completion by high school, answers to FAQs, and contact information for the Department of Education:
Counselor Suite Reports
Counselor Suite Reports
Four 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 a list of applications started and submitted for an individual student
3. Full download report- this report will show the student application list as well as the information found on the application details screen
4. 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
Creating Admission App 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
The “Download Table” button on the student application detail page will create a spreadsheet of individual student application information.
Admission Application Reports
Creating Admission App Reports
To create a report that shows both the student listing screen and the application detail information for each student, 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
Creating a FAFSA Report
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
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 as a Freshman or to a 2-year institution
2. The student must be graduating from high school in the future
3. The correct high school code must be entered on the educational background page of the application
4. The application must be saved at least through the educational background page
Helpful Information
Application site features
Copy feature
Applications completed through page 5 may be copied and used to create new applications. A student’s account dashboard screen will show a list of applications and those that may be used to create new apps will have a “Copy” link to the right of the listing. After clicking on the link, the student is prompted to choose a new school, semester, and major. Most of the information from the application copied will transfer to the new application. All the student needs to do is review each page of the new application, enter any information that is specific to the new school or didn’t transfer, and save each page.
We recommend that the student complete the extracurricular activities page before using the copy feature so that the activities
won’t have to be entered again on new applications.
Helpful Information
Application site features
Sending Essays Later
Admissions essays do not have to be submitted at the same time as the rest of the application. They may be sent through ApplyTexas later using the “My Essays” tab on the student’s application listing screen. When the student clicks on the tab, the next screen will show a list of applications with a link to the right to “view or submit essay”. The link will return the student to the essay screen where the essay may be entered in the appropriate text box, saved, and submitted.
Helpful Information
Application site features
Request Transcript Feature
High schools that use the TRExsystem to send transcripts to colleges and universities may participate in a joint ApplyTexas/TEA project that allows students to request that their transcripts on ApplyTexas. The institutions shown to the right currently participate in the program and high schools may join by contacting the ApplyTexas help desk, applytexas@austin.utexas.edu.
Helpful Information
It is important for students 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. A message and check box has been added to the submission page and students must check the box before an application may be submitted.
Some colleges and universities will allow students to make changes once their application has been processed by the school. To request a change to an application, students should contact the admissions office at the school applied to for assistance and advice.
Helpful Information
ApplyTexas has two help desks specifically for students. For assistance with user names or passwords, contact the password reset help desk at applytexas_password@austin.utexas.edu.
There is no need to create a new account when account information is lost or misplaced. Students may write to the help desk and ApplyTexas staff will send them their user names and a link that they may use to reset their passwords. They should include the following information:
ApplyTexas user name- if known
Name on account
Date of birth
Email address on account
Schools applied to using the ApplyTexas account
If the student has current applications in his account and knows his user name and the email address on his account, he may use the “forgot your user name or password?” link on the application sign in screen to generate a password reset link any time.
Helpful Information
For assistance with questions about the application, students may contact the applicant help desk at applytexas@austin.utexas.edu. This help desk can answer questions about how to respond to error messages and can assist students with application changes before the application is submitted.
Counselors also have their own help desk. Questions about the Counselor Suite should be directed to applytexashsc@austin.utexas.edu.
ApplyTexas staff cannot reset counselor passwords or reactivate counselor accounts, but they can add schools to the application database and answer questions about using the application or Counselor Suite sites.
Helpful Information
The College for all Texans website, http://www.collegeforalltexans.com/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 applytexashsc@austin.utexas.edu
ApplyTexasMany Schools One Application
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