1) Using Maia Learning

• DPS uses Maia Learning to send official documents (transcripts, recommendation letters, fee waivers, school profile, Common App documents) electronically to colleges and universities. It is imperative that the following steps are taken to ensure timely and accurate document submission.

• Go to www.maialearning.com or from the DPS student portal, click on "all apps" and then select Maia Learning

• All 9-12 DPS students have an account and can log-in using their DPS credentials (email & password) 

2) Using Common App, linking to Maia Learning, and completing Common App FERPA waiver

• If you are planning to apply to multiple 4-year universities, we recommend using the Common App (commonapp.org) where you can fill out one single application and send it to multiple colleges and universities 

• Create a Common App account using your personal email, not your DPS email (as a rule, you should use your personal email for anything and everything related to life after DPS as you will no longer have access to your DPS email after you graduate)

• Linking Common App & Maia Learning (required): From your Maia Learning account, click the profile icon in the top right, go to Settings, select the text box that says "click here to link your account" and follow instructions

• Once your Maia Learning and Common App accounts are linked, your Applying List will automatically populate in Maia

• Make sure the transcript request toggle button is switched on for each school on your Applying List

• FERPA waiver: From Common App, go to My Colleges tab, select any school, then select "Recommenders and FERPA" and "Complete Release Authorization" and WAIVE your right -- if you do not select "I waive my right..." GWHS will be unable to submit any letters of recommendation on your behalf. 

3) If applying to non-Common App Schools (trade school, community college, UC schools, etc.)

• You will need to manually add each school to your Applying List in Maia Learning by clicking "Add University" in the top right (change country if adding non-US school), search the school, add, and then complete the required gray application detail boxes for each school

• Make sure the transcript request toggle button is switched on

3) Requesting Letters of Recommendation

• Plan ahead! Submit teacher letter of recommendation requests into Maia Learning 3-4 weeks before your deadlines

• If a counselor letter of recommendation is required, email your counselor directly 

• Completion of the Letter of Recommendation Survey in Maia Learning is required (on dashboard)

• Once you have received a verbal yes from your teacher, you must input the request into Maia (Universities > Recommendations > Enter recommender name and deadline (3-4 weeks) > Enter brief note > Upload brag sheet (optional) > Click save

• You will now see the recommender name at the bottom of the page. Enter requests one-by-one. You can check back on this page to confirm completion (status will move to "complete" with the date of submission). Remember that YOU are responsible for making sure that your recommender(s) upload their letters by your deadline. 

• Note that counselor letters of recommendation are uploaded elsewhere in Maia; you will only be able to see when teacher rec letter status is completed (not counselor rec letters).

4) Complete the student part of the application online and pay

• There is typically an “application checklist” for each college on the their admissions website.  This list usually includes information about what is needed for a complete application (ex: online application, transcript, test scores, letters of recommendation, application fee, financial aid documents, etc.).

• Be aware that there are often supplemental essays (otherwise known as "supplements") required for some four-year schools, you will be able to see these requirements once you add the school to your Common App 

• Application fees are paid online with a credit card. Please come to the Future Center if you qualify for a fee waiver and make sure to indicate "yes" on the Common App Fee Waiver section. If applying during Colorado Free App Days (Oct 20-22, 2026), school-specific fee waiver codes will be released the week or day-of (just Google "Colorado Free App Day codes" or check Schoology).

5) Complete a Transcript & Letter of Recommendation Request Form for each application you submit (here)

• This step alerts your counselor that you have submitted a completed application so they can send all school-generated documents (transcripts, letters of recommendation, fee waivers (if applicable), and Common App required documents)

• Note that students are responsible for submitted financial aid documents, test scores, application fees, and all components of the student application

• Double check that the "transcript request" toggle button is on in your Maia Learning Applying List for each school

• To confirm that your documents have been sent, you can use the Send Summary in Maia Learning (Universities > Send Summary) and remember that it is your responsibility to confirm that all of your required documents have been (1) sent by GWHS, and (2) received by your college or university 

6) Activate portals and check to make sure your application is complete

• Only complete applications are reviewed by the college!  Make sure to check your personal email and ACTIVATE each one of your student portals and check them regularly ensure all required documents have been received and processed.

• If you are contacted by a college saying a document was not received, please email your counselor. It can take up to two weeks for a college to process the paperwork sent by your counselor.

Connect Maia to the Common App (Only required if you’re using the Common App)

• Go to the student dashboard     

• Click on Profile (top right corner)

• Click on Settings

• Under Application Systems, Click on “Click to link your account”

  • You should be able to click on the link and match your accounts using your common application email address 

  • You will need to sign the FERPA Waiver 

• Check your college’s website to determine if and how many teacher letters of recommendation are required

• Ask your teacher in person if they are willing to write you a letter. If yes…

• Click on the following buttons to request the letter of rec on Maia.

1) Universities

2) Recommendations

3) Select the teacher who has agreed to write your letter

4)Assign preferred recommenders to each individual college/university

5) You can upload the ‘Brag Sheet/teacher letter of recommendation form’ and/or resume

6) SAVE!

You will add the deadline for the recommendation - please note that you need to use the college’s admission deadline NOT your preferred deadline.

Students are unable to view teacher’s letters of recommendation, as you are waiving your right to do so!

• Counselors CAN submit this for you

• Have your outside letter of recommendation emailed to your school counselor

  • Your counselor will upload this letter of recommendation as “outside letter of reccommendation” in MAIA learning 

• You can also add your outside recommendor information in Common app.

• If you have test scores, you must send them directly from ACT (actstudent.org) and/or SAT (collegeboard.org).  See the checklist on EACH of the college’s websites to see what scores are required, if any, and how they should be sent.

• Test Optional/Blind Colleges?  www.fairtest.org

• SAT sign up www.collegeboard.org

• ACT sign up www.actstudent.org

• IB: https://ibo.org/

You can see everything your counselor has sent for you on Maia Learning

1. Universities

2. Send summary

Some schools require a Mid-Year Report, which is available after your 1st semester grades have been posted to your transcript the second week of January.  Colleges may email you or request a Mid-Year report via your student portal account with them. Make sure you are checking your college student portal account on a regular basis.