At Pollard Middle School, we are committed to supporting our students and families through every step of their educational journey. If your family is exploring private high school or middle school options, our counselors and teachers are here to assist with recommendations, transcripts, and application materials.
To ensure all materials are completed thoughtfully and submitted on time, please follow the guide below.
4-Week Deadline Rule: All request forms and portal invites, must be submitted to Pollard at least 4 weeks prior to your school’s application deadline.
Winter Holiday Buffer: Many school application deadlines fall in early January. In order to avoid missing deadlines during the school closure over winter break, we strongly recommend submitting paperwork and recommendation requests by Friday, Nov. 20.
Early submission ensures our teachers have adequate time to gather any missing information and write personalized, detailed recommendations.
Before Pollard Middle School can transmit official transcripts or recommendations to outside organizations, federal privacy laws (FERPA) require a signed record release form.
Action: Please complete the record release form including in the on-line application.
Online Applications (e.g., Ravenna, SAO, Gateway)
Confirm that your student has spoken with their teachers and counselor before sending online portal invitations.
Follow the specific application site's instructions to link your child’s counselor and teachers to their portal account.
Important: Please ensure all private school application fees are paid promptly. Most application portals will hold transcripts and recommendations until fees are settled.
Note: While most portal-based applications allow teachers to submit recommendations online, individual recommenders reserve the choice to complete hard copies if preferred.
Our teachers dedicate considerable time outside classroom hours to write meaningful recommendations. They are conscientious about meeting deadlines. To help them stay focused on teaching and writing:
Your School Counselor is Your Main Contact: Please direct all questions, timeline inquiries, or status checks to your child’s school counselor rather than contacting classroom teachers or the main administrative office directly.
Help Coach Your Child: Providing misleading deadlines, requesting early completion, or frequent checking on the status of a recommendation is distracting and can undermine the application process.
If your child accepts an offer and will be enrolling in a private school, we wish them all the best.
To complete the transfer:
Complete the Official Demit Form: Massachusetts state law requires parents/guardians to formally withdraw students using the Needham Public Schools Student Demit Form.
Note: Per state guidelines, standard email notifications cannot be accepted in place of this official form.
Submit this form to the Grade Level Administration Assistant.
Once the form is processed, our registrar will forward your student’s official cumulative records to their new school.
Q: What if we decide to apply to private schools later in the season?
A: If you are adding new schools to your list, simply contact your child's school counselor! As long as the initial Records Release Form is on file, you can add new schools by submitting the additional portal links or pre-stamped envelopes. Please allow a 2-week lead time for additional school requests.
A: If you are deciding to apply to private school for the first time, let your child’s counselor know as soon as possible. Please follow the process detailed above, understanding that some records and recommendations may not arrive by school application deadlines.
Q: Will teachers share their recommendation letters with parents?
A: Teacher and counselor recommendations are confidential evaluations sent directly to admissions offices to ensure the integrity of the process.
Q: Who can I contact if I have general questions about the application process?
A: Our counseling team is always happy to help! Reach out directly to your child’s assigned Pollard School Counselor by email or phone.
We are here to support your family through this transition! If you have any questions before getting started, please reach out directly to your child's Pollard School Counselor.
Please note, the following websites are application portals that can be useful when applying to private schools:
Standard Application Online (SAO)