Policies and Processes

To have your transcript/grade report sent to a university, the college or university must first appear on your Applying List. 

Contact the university counselor by email or in -person to inform him/her that your transcript or grade report needs to be sent. Please include in the email the following information:

• Full name of the school

• Location of the school (state, province, country)

• If there is portal information needed for an upload (steps on how to get to the upload area, username and password)

• If transcript or grade report (including which semesters) is needed

The University (Academic) Counselor will communicate the task is completed.

If requesting a transcript or grade report as a non-senior student, please go to the forms section and complete the Document Request form.

Process for  INTERNAL HOPAC Faculty

1. A recommendation letter request  should first come in the form of asking the faculty member, in-person, if they are able to write you a positive recommendation letter. 

2.  If the HOPAC faculty agrees, the request should be sent through the ascribed university counseling platform for student applications along with the student interest from for review.

3. A date should be set (no sooner than two weeks after the request) for the faculty member to submit his/her letter via the university counseling platform.

4. All letters of recommendation will be reviewed by the University (Academic) Counselor to ensure the content is appropriate and meets university standards.

Process for EXTERNAL Recommenders

1. A recommendation letter request should first come in the form of asking by email, phone or in-person if they are able to write you a positive recommendation letter.

2. If the external recommender agrees, give the recommender a deadline date request for completion, and send your student interest information for their review.

3. The letter should be written (on letterhead if applicable) and sent via email to the University (Academic)Counselor ONLY. Please inform the recommender you are not allowed to view this letter. Subject Line should read: External Recommendation Letter for (student's full name).

4. Upon receipt of the external recommendation letter, the counselor will review the letter and if approved will add/upload it to the appropriate place(s).

Process for Selecting Recommendation Letters for Specific Unis

1. If you have several recommendation letters (both internal and/or external) please inform the counselor of which recommendation letter should be added to which college via email if there is not a way to do this within the university counseling platform ascribed for student applications.

Requesting an Academic Counselor Recommendation Letter

1. Click the link under the FORMS section of this site to complete the Academic Counselor Recommendation Form. No counselor recommendation letter will be written without completing this form.  The form needs to be submitted 3 weeks before a letter is needed.

Students wishing to meet with the Academic Counselor for an individual appointment  (seniors) must have their Integrity Assurance Agreement completed by the student and one parent or guardian. 

Timeline for Appointments:

August  14-17th,  19th- senior students to discuss AS exam results and course schedule (compulsory)

August  20th-23rd - junior students to discuss IGCSE exam results and course schedule (compulsory)

August 26-Nov. 1- Senior student appointments ONLY (compulsory)

November 5th- December 12 Junior student appointments begin and seniors continue (Compulsory)

January 13th-February 12th- Sophomore appointments available

February 18th-March 25th- Junior student 2nd appointment (compulsory)

April 22nd-30th- group appointments for freshmen students by last name

Students desiring to apply for scholarships that require a nomination by the school should submit a request for consideration by September 19, 2024 for scholarships with a deadline of January 31. For scholarships nomination deadlines after January 31st, the request should be submitted by February 1, 2025.

Nomination scholarships are very competitive and therefore our best student(s) should be put forward to compete for these international scholarships.  As such, an internal competition among interested students will take place. Depending on the number of students who can be nominated will determine how many students will qualify as a nominee to represent HOPAC.  

The INTERNAL Request process is:

1.  Student must identify the scholarship and scholarship criteria.

2. Student must write a 300-500 word essay that details how you meet the scholarship criteria and why they are interested in attending this university. 

3. Student must submit a resume detailing extracurricular activities, leadership and service experiences, sports, and employment (if applicable). 

4. Student must answer the question what value will you bring to the university if you receive the scholarship in 150 words or less.