Basics of a College Application

Your College Application File

If you are applying to a college or university in the United States or Canada, your application file will contain the items listed below.  For universities in other countries there may be some variation, which we can deal with once you have determined where you want to apply.  More or less, this is what your application file will have:

• Your application and application fees

  • The vast majority of universities now have their applications online.

  • Some universities have their own application forms, or applications for a group of colleges (e.g. UCAS, OUAC, UC system).  Others use the Common Application.

  • Application fees vary.  Check the university’s website for information.  Usually you can pay by credit card online.

  • Many applications include essays.  Be sure to write these with plenty of time for editing and revisions.

• Your college admissions test scores

  • Be sure to check online to determine what tests are required by the university.

  • You are responsible for sending having official copies of your test scores sent to the university.  Your high school cannot send your scores for you because copies from the school are not official.

• One or two teacher letters of recommendation with recommendation forms

  • You are responsible for asking teachers to write recommendations for you.  You should not request a second recommendation letter unless you absolutely need it for one of your colleges.

  • Choose teachers from 11th or 12th grade who you feel confident will say nice things about you.

  • Requests for recommendations will be due in late September; teachers will submit recommendations to the counseling office in October or November.  Even in the case of a "last minute" or "special circumstance" recommendation, you need to give your teachers plenty of time to write recommendations – at least two weeks.

  • Colleges prefer that letters of recommendation are kept confidential.  Your teachers will give the letters directly to us (via MaiaLearning), we will submit them to colleges via MaiaLearning or UPS shipping.  Do not ask your teacher to see a copy of the letter.  If they choose to share it with you, that is their choice… but it isn't really appropriate to ask.

  • Be sure to write a thank you letter or give a small gift to each teacher, thanking them for taking the time to write a letter for you.  Writing these letters is a time-consuming process.  It is important to be gracious.

• One counselor letter of recommendation with a secondary school report form

  • Your counselor will write a recommendation for you as well, unless you feel strongly that a member of the administration knows you very well and you would prefer for them to write for you.  It is important to complete the summer assignment carefully and completely, as this will be a major source of information for us as we write your letters. 

  • The counselor recommendation will be attached to a School Report form.  Don't worry - you don't usually need to do anything special with these, we have the forms in MaiaLearning (unless you are applying outside of the U.S./Canada/U.K., in which case you may need to bring a form to the counselor).

• Your transcripts from grades 9-12

  • If you attended another school in grade 9, 10, or 11, then it is your responsibility to make sure that we have copies of your transcripts on file.  We will send them with your ASFM transcript.

• A copy of the ASFM school profile

  • The school profile is designed to help universities understand our school and the high quality of our facilities, academic programs, and students.  It helps the university admissions committee to see if you’ve “bloomed where you were planted" (did you make the most of your time and opportunities here?)

• Supplementary materials (optional)

  • If you are applying for financial aid, be sure to complete all necessary paperwork and online applications.

  • Occasionally we can include an extra letter of recommendation.  Always see your counselor first before including extra letters!

  • Occasionally you may be asked for a resume. See a sample here. 

  • If you have been suspended or subject to any major disciplinary action during high school, we will ask you to write a letter about the incident to accompany your applications.  See your counselor for more details.

• Mid-Year Reports

  • In January, after your first semester grades are final, we will prepare a mid-year report and a new transcript and submit these to the universities that need them. 

  • In most cases, once the mid-year report has been received, your file is considered complete.

IT IS YOUR RESPONSIBILITY TO CONFIRM THAT EACH ADMISSIONS OFFICE RECEIVED ALL YOUR MATERIALS!