Questionnaires for Counselor Letter of Recommendation

Requesting Letters of Recommendation within Application Platforms

Can I submit my application before my recommenders submit their forms?

DHS Recommendation Waiver ADA COMPLIANT.pdf

Letter of Recommendation Waiver of Access. - You will waive your right to view recommendation letters on your applications. Colleges often encourage or require students to waive their right to view letters of recommendation for several reasons. Waiving the right to view the letter signals to colleges that the recommendation is authentic and unbiased. Admissions committees give more weight to recommendations they believe are objective and based on the recommender's true assessment rather than one influenced by the student or family. If you choose not to waive - recommenders may not agree to write a letter.

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Letters of Recommendation

Colleges may ask for two recommendation letters (one from a school counselor and one from an academic core teacher.) Check with individual schools on the requirements if a letter is required or optional. Some institutions do not accept letters of recommendation at all. Here are some steps to help you select the best recommenders for your college applications:

Consider Your Relationships: Think about individuals who know you well and can speak to your character, abilities, and potential. Consider teachers, who have worked closely with you in an academic or professional setting.
Academic vs. Non-Academic Recommendations: Most colleges will require at least one academic recommendation. This should typically come from a teacher who has taught you in an academic core subject and can speak to your academic abilities and character. If allowed, the second recommendation can be academic or non-academic, depending on the college's requirements.
Relevance to Your Major or Interests: If you're applying for a specific major or program, consider choosing a recommender who can speak to your passion and potential in that field. For example, if you're interested in computer science, a recommendation from a math or computer science teacher or a mentor in the tech industry can be valuable.
Depth Over Title: The quality and depth of the recommendation are more important than the recommender's title or position. Someone who knows you well and can provide specific examples of your strengths and achievements is more valuable than a high-ranking official who barely knows you.
Character and Work Ethic: Recommenders who can speak to your character, work ethic, and personal qualities are highly valuable. These qualities can be as important to colleges as academic achievements.
Follow College Requirements: Review the specific requirements of the colleges you're applying to. Some colleges may have preferences or restrict your submission to only ONE recommendation. Ensure your choices align with these guidelines.
Meet Deadlines: Consider whether your chosen recommenders can meet application deadlines. It's essential that you give a recommender 1 month to complete this task. Recommenders have up until the student's application deadline. Students need to indicate which application plan
(Early Action or Regular Decision) they are using - so recommenders can submit their recommendations by the college deadline not your application submission date.
Ask for Permission: Before listing someone as a recommender, approach them and ask if they are willing to write a positive recommendation on your behalf. Do not invite them to the application without a conversation. It's important to respect their willingness and availability to take on this task - D113 requires a month notice.
Provide Information: Once a recommender agrees, provide them with information about your goals, accomplishments, and any specific points you'd like them to address in the recommendation. Recommenders may also require an interview or questionnaire before completing a letter. This will help them craft a more tailored recommendation.
Send a Thank You: Don't forget to express your gratitude to your recommenders, both for their willingness to help and after they've submitted the recommendations. A thank-you note or gesture of appreciation is a courteous and considerate way to acknowledge their support.

Remember that colleges are looking for recommendations that provide insight into who you are as a student and individual. The best recommenders can speak to your unique qualities, potential, and contributions. Choose individuals who can genuinely and positively represent you in your college applications.

Colleges value recommendations because they:

- Reveal things about students that grades and test scores can’t
- Provide stories about character
- Show who is willing to speak on the student's behalf

Recommendation letters can speak to academic potential, character traits, and personality, as well as about connecting with others in the school community over the past few years. Because letters have this important function of revealing aspects of personality and giving insight into character, students should choose someone who knows them well and can give specific anecdotes about them. While both counselor and teacher recommendations capture a student’s personality and strengths, there are distinct differences between the two perspectives.

Counselor letters:

- Complete a questionnaire by mid April (see counselor letter of rec section below)
- Summarize the whole student
- Can focus on personal setbacks, structural impediments that affected a student’s ability to take certain courses, the student’s aspirations, hopes and dreams
- Describe the student within the whole community
- Are all-encompassing
- May include information from the “Counselor Recommendation Questionnaire” found in Schoology
- May include information from the "Parent Recommendation Questionnaire" found in Maia Learning Parent Account. Counselors request this to be completed by mid April so that they can start writing letters.

Teacher letters (academic core- English, Math, Science, Social Studies, World Language)

- Does your school require a teacher letter of recommendation - check requirements. Only 63 colleges require TWO letters from teachers. You only need to ask ONE teacher unless two letters are required.
- Ask your teachers in April-May
- Put the lens on the learner
- Explain how students make an impact in their classroom on them and their peers, and how students react to challenges in the classroom
- Focus specifically on academics
- Are subject-specific
- Includes information from a potential teacher interview, essay or form the teacher has required
- If your teacher does not require an interview or form to complete, it may be helpful to provide them additional information (example provided)
- Common Application Teacher Evaluation Take a look at this form and imagine how your teacher(s) might fill it out. What are your strengths/areas for improvement? What words will come to their mind when they think of you? Juniors will request teacher recommendations by the end of the year, so NOW is a good time to start thinking about these important pieces of the college application process.

Other Recommender Letters (i.e. arts teacher, spiritual leader, coach, employer, club sponsor) - colleges may not allow this type of LOR, so check with college if necessary:

- provide a valuable and unique perspective on the student that other recommendation letters would not
- shed light on personal qualities, goals, and attitude toward learning in a non-academic subject
- can be included only if the application would be incomplete without input from this recommender. For instance, a spiritual leader might be able to discuss the central role that faith and community service play in the student's life. A research project advisor could talk about college-level investigations in the lab. In some way, this other recommender could add something essential admissions officers need to know.

As part of your considerations, ask yourself:

- Does your institution require letters of recommendation? (If not required, a LOR is truly not needed in the process)
- Has your teacher seen your recent work and work ethic?
- Does this teacher know my strengths from experiences inside and outside the classroom?
- Have I done well in this teacher’s courses?
- Have I always acted professionally and ethically in regards to this teacher and their class?
- Can this teacher comment upon my intellectual development and achievement of skills?
- Choose ONE of your teachers from junior year or a teacher who has known you for a while. Colleges want a current perspective on you, so a teacher from several years ago isn’t always the best choice.
- If you are unsure about asking someone in particular, politely ask if he or she feels comfortable recommending you. That’s a good way to avoid weak letters.

Once you have identified which teachers fit that profile best, you need to kindly and thoughtfully request a letter of recommendation from them in person, preferably by the end of junior year.

Final Tips

- You will waive your right to view recommendation letters on your applications. Colleges often encourage or require students to waive their right to view letters of recommendation for several reasons. Waiving the right to view the letter signals to colleges that the recommendation is authentic and unbiased. Admissions committees give more weight to recommendations they believe are objective and based on the recommender's true assessment rather than one influenced by the student or family. If you choose not to waive - recommenders may not agree to write a letter.
- Make sure your recommenders know the application deadlines for each college. When teachers ask for deadlines, they are asking for college application deadlines and not your own personal deadline.
- Follow up with the recommenders before recommendations are due. Teachers have up until the admissions application deadline to submit letters.
- Once you have applied, write thank-you notes. Tell your recommenders how much you appreciate their support.
- Letters of Recommendation Q & A

Questionnaires for Counselor Letter of Recommendation

There are two questionnaires that counselors are requesting. One from parents/guardians (found in Maia) and one from students (found in Schoology). These questionnaires are vital to the recommendation process and counselors will not write a letter of recommendation without the questionnaires being completed. Give counselors as much detail as possible, and if they have any questions or need more information, they will let you know. In particular, please include things that you have done outside of school as well as any plans for this summer: travel, internships, volunteer experiences, etc. For questions about your MaiaLearning account, please contact dhsccrc@dist113.org

PARENT QUESTIONNAIRE

In those cases where a counselor letter of recommendation is needed, the parent questionnaire will be an invaluable resource. Parents, these questions will help provide details about your student's life inside and outside of the classroom. Colleges need and want useful anecdotes about your student. They are trying to paint a picture for an admission counselor; be truthful, but also stay on the positive side. Remember, your counselor is looking for direct quotes to insert into a recommendation letter. Give them some dynamic options!

This questionnaire is located in Maia, please consider submitting by mid April. Once logged in, from the homepage (your Parent Dashboard), scroll down to My Activities. Locate the Parent/Guardian Questionnaire for School Counselor Letter of Recommendation. Click View to complete the questionnaire. If you have any questions, please contact dhsccrc@dist113.org .

Here are some reflection questions that could help parents share valuable insights with school counselors:

How does your student typically interact with their peers, teachers, and the learning environment around them?
Are there any family or personal circumstances your student has been managing that it would be helpful for us to understand?
Can you share specific examples or stories that highlight your student’s involvement, impact, strengths, or unique qualities?
What opportunities, programs, or challenges at school might provide important context for understanding their experiences?
In what types of environments does your student tend to thrive, and what personal qualities do they contribute to those around them?

STUDENT QUESTIONNAIRE

Student questionnaires are located in your counselor's Schoology folder. They should be completed by mid April. Please reach out to your school counselor with any questions.

Requesting Letters of Recommendation within Application Platforms

The process will vary depending on what application platform you are using. Applications officially open on August 1st of Senior year. DHS recommends the Common Application (whenever possible) to process all transcript and recommendation letter requests. Here are the steps in the Common App after a teacher or counselor has agreed to write your letter:

- Under the "My Colleges" tab - there is a section labeled "Recommenders and FERPA". Complete the FERPA release in applications. You’ll be asked if you want to waive the right to review confidential letters of recommendation. Waiving your right informs colleges that you do not intend to read your recommendations, which helps reassure colleges that the letters are candid and truthful. This is the same form that was asked of you as part of D113 policy.
- Invite and assign recommenders:
  - Common Application: The first step is to invite a counselor and/or teacher to the application. The next step is to select and assign the recommenders to EACH individual institution in order for documents to be submitted on your behalf.
  - Coalition: Even if a document is requested and is in the student’s locker, it still needs to be added to an application to submit to a specific college because not all colleges ask for the same documents.
- Refer to the application to see which recommendations and documents are required or optional. If a school allows an optional recommender, ask yourself - is this truly necessary? Will the additional letter:
  - provide a valuable and unique perspective on the student that other recommendation letters would not?
  - shed light on personal qualities, goals, and attitude toward learning?
  - the application would be incomplete without input from this recommender. For instance, a spiritual leader might be able to discuss the central role that faith and community service play in the student's life. A research project advisor could talk about college-level investigations in the lab. In some way, this other recommender could add something essential admissions officers need to know.
- If applying to a school that does not use the above applications, but has an electronic form, recommenders can be invited through the school's application electronically, in which they will receive an email with instructions on how to submit.

Finally, many schools do not require a counselor letter of recommendation. If the college states a counselor letter is optional, counselors will not submit a letter because it is not required. If you would like your counselor to submit a letter on your behalf when a letter is not required, please have a conversation or make an appointment with your counselor.

Additional Resources

Webinar: Adding Recommenders to your Common Application

Frequently Asked Questions about LOR

Do I have to ask a Junior Year Teacher?

Typically, it is recommended for students to seek recommendations from their junior year teachers as they can provide the most current anecdotes and relevant information about the student's academic performance in the classroom. Junior year is often considered the most academically rigorous year of high school and can be a strong indicator of a student's preparedness for college-level work. However, there can be exceptions to this general guideline. Some students may feel that a teacher from a previous year, even if not as current, more accurately captures their abilities and performance.

A student may have developed a stronger, more personal connection with a teacher from a previous year. If the student is applying for a specific program or major, they may want to obtain a recommendation from a teacher who taught a relevant and specialized course in a previous year. In some cases, a teacher from a previous year might have observed the student in a different context, such as during extracurricular activities, projects, or events.

Open communication with the student's reasoning for selecting a recommender from a previous year can also help ensure that the recommendation aligns with the student's overall narrative and goals in the college application process. So although it is uncommon, the student may have a good reason for asking. Ultimately, what matters most is the depth and authenticity of the recommendation, showcasing the student's strengths and potential for success in a college environment.

My Teacher is retiring, can I still ask them?
Writing letters of recommendation for college applications is a voluntary act by teachers, and it's important to acknowledge and respect their autonomy in this matter. Teachers are not obligated to provide letters of recommendation, and it's entirely at their discretion whether they choose to agree to write one or not. Even if a teacher is retiring during the year you are applying to college, it's possible to request a letter from them through application platforms with a valid email address, if they agree. However, it's crucial to recognize that retirement may impact their availability and willingness to fulfill such requests. Ultimately, teachers reserve the right to decline writing a letter of recommendation based on their personal circumstances, workload, or any other considerations. It's advisable for students to approach this process with sensitivity, open communication, and a clear understanding of each teacher's individual preferences and constraints.

How do I ask a teacher for a letter of recommendation?

The best way to ask for one is to approach your teacher in person. Find a time when they're not too busy, and politely request if they would be comfortable writing a letter of recommendation for you for college. There isn't a specific form for requesting letters of recommendation. The best approach is to ask in person and then send your teachers a polite and personal thank you email as a follow up. Make sure to explain why you're asking them specifically and provide some context about where you will be applying. It's also helpful to ask them if they need any additional information from you or any relevant experiences/achievements that could be mentioned in the letter. Remember to give them plenty of notice (4 weeks minimum) however we recommend asking by the end of Junior year so they have enough time to write a thoughtful letter.

The college states the counselor letter of recommendation is optional, do I still need a letter from a counselor?

No. If the counselor letter of recommendation is optional, it means that students are not required to include a letter from their school counselor in their college applications. In such cases, counselors typically won't automatically write a letter unless there are extenuating circumstances that have been discussed and agreed upon with the school counselor. Extenuating circumstances could include unique situations where a counselor believes that additional information or context would significantly benefit the student's college application.

It's important for students to communicate openly with their school counselor if they believe there are compelling reasons for including a counselor letter of recommendation. This may involve discussing specific achievements, challenges, or aspects of the student's academic or personal background that the counselor can address in the letter.

When colleges state that a counselor letter of recommendation is optional, students will not be penalized for not providing one. The absence of a counselor letter will not negatively impact the student's application. Colleges understand that not all students may choose to or be able to provide a counselor recommendation for various reasons.

Can I submit my application before my recommenders submit their forms?

Yes, you can submit your application before your recommenders have submitted their forms. The Common Application system allows you to submit your application even if your counselors or teachers have not yet completed their recommendations. Recommendations can be submitted after your application has been sent. However, it's important to follow up with your teachers and counselors to make sure they will meet the school's credential deadline for recommendations. This ensures that all parts of your application are completed on time.

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