Policies and Processes

INTEGRITY ASSURANCE AGREEMENT for UNIVERSITY APPLICATIONS

Please  review the current Integrity Assurance Agreement for University Applications. This form must be completed before September 15, 2024 for the 2024-2025 school year. *To complete the form please click HERE.

Haven of Peace Academy

Integrity Assurance Agreement for University Applications

Students’ best interests are at the heart of the work we do in the HOPAC University Counseling Office.  Your university counselor wants to ensure your success, help you to achieve your university dreams, and make the research and application process as smooth as possible. 

In order to ensure transparency and ethical practices regarding the university application and admissions process, the HOPAC University Counseling Office adheres to a code of conduct known as the Statement of Principles of Good Practice: NACAC’s Code of Ethics and Professional Practices (SPGP-CEPP), approved by the National Association for College Admissions Counseling (NACAC) and its regional and international affiliates.

Our school values positive relationships with universities and strives to maintain these relationships for the benefit of current and future students’ application success. To demonstrate integrity with each university application, and in order to process any application, the following MUST be signed and on file with your university counselor. Maintaining the Integrity Assurance Agreement benefits you and future generations of HOPAC students. Universities are well aware of and wholeheartedly support this policy.

Application Due Dates: I understand and will abide by the following application due dates set by my university counselor. These dates are earlier than the universities posted deadlines to ensure the counselor has time to complete all necessary documentation:

• October 1, 2024: All applications for Cambridge, Oxford, and UK medicine, UK dentistry, and UK veterinary science must be completed and submitted on UCAS.

• October 21, 2024: All applications for Early Decision, Early Action, or Restrictive Early Action applications to the US and “fast track” Hong Kong must be completed and submitted.

• December 10, 2024: No changes can be made to the APPLY List beyond this date.

• December 17, 2024: All remaining UK, US, Canada, Hong Kong, Dutch applications must be completed and submitted.

• March 18, 2024: All European applications due (some universities may have earlier deadlines).

• May 1, 2024: confirm intent to apply to South Africa, Korea, India, Singapore, Australia, and New Zealand.

ANY APPLICATIONS OUTSIDE OF THESE DEADLINES MUST BE COMMUNICATED TO YOUR UNIVERSITY COUNSELOR NO LESS THAN THREE (2) WEEKS BEFORE THE DEADLINE.

Honesty: All reported information must be true and accurate to reflect the student’s own work. Universities and HOPAC expect that students are submitting applications, including essays, which they have completed themselves with integrity and honesty. For students who are tempted to have essays over-edited, created by AI or have someone else write them, the discrepancy will be obvious to the admissions officer.  Additionally, students must be truthful and accurate in listing activities and awards. Honesty is not only a HOPAC value; it is also required by universities in the application process.

Limited Applications:  Students are limited to ten university applications. For the following systems one application may consist of several schools or courses: UCAS (UK) and the University of California system, Studielink (Dutch) and OUAC (Canada). This practice benefits students because it encourages serious, competitive applications while reducing the stress that comes with an unmanageable volume of applications. This approach enhances the likelihood of admission and encourages students to ensure including reach, target, and likely options within their university lists. Any exceptions to this must be approved by the university counselor. Universities are well aware of this policy and wholeheartedly support it as it sends a strong message to the universities that an application from a HOPAC student is a serious one. 

Review of Application Components: The University (Academic) Counselor must review all components of the university application, including essays, prior to submission. Therefore, you are expected to communicate and share your final application documents prior to deadlines. Outside help that goes beyond the scope of editing and revision is unacceptable, and if found, a report will be sent to relevant universities informing them of the situation. 

Recommendations: HOPAC honors the FERPA agreement which is an agreement between high schools and universities to keep a students’ recommendations confidential. By signing this agreement form, you are waiving (giving up) your right to access and review all recommendations submitted on your behalf from HOPAC. 

Multiple Country Applicants: While we support university applications throughout the world and encourage students to explore their options, we will not support temporary matriculation to a university while waiting for responses from other countries. Example, a gap year student cannot start classes at a university in Tanzania while applying/waiting for results for first year admission to other universities outside the country without disclosing to the schools that you are currently attending university which would then change your application to be for a transfer student not a first year student. If the counselor is informed this information will be shared with prospective schools. 

Early Decision Obligations (U.S. applications only): If a student applies to a binding Early Decision (ED) university, this indicates that this institution is the first choice for further study; therefore, the student may not apply ED to another school. If admitted ED, other applications must be withdrawn. 

Accepting Admission: All students who plan to accept their admissions offer to a university for the following academic year may need to make a deposit to reserve their offer (where applicable). Students are only allowed to accept admission to one university and/or make an enrollment deposit at one university. All other schools must be withdrawn from.  

Financial Support: As much as in the family’s control, honesty and transparency are essential in the financial process as financial documentation may be requested as proof of statements made on financial aid forms or for the visa process.

Discipline Disclosure: HOPAC reports all out of school suspensions or withdrawals that arise as a result of a disciplinary incident where the incident raises significant concerns about the future safety and well-being of the student concerned or of those with whom he/she interacts; or where the incident raises significant concerns about the academic integrity of the student. This means that if you are accepted to a university, but then are subjected to serious disciplinary measures at HOPAC for issues such as plagiarism, drugs, theft, etc. these infractions will be reported to universities and your admission may be revoked. 

Use of External Agents, Consultants or Organizations - The HOPAC University Counseling Office requires you to inform the counselor if you are considering the employment of – or have already hired – a professional agent or independent consultant to assist your family with university planning and admission. Please remember that the student still must consult regularly with his/her HOPAC counselor.   External agents will NOT be given official school documents including but not limited to transcripts, grade reports, recommendation letters, and any other official document the school is in possession of.

Gap Year- A student’s decision to take a Gap Year, meaning the student will not be applying to university during the current academic year, is still responsible for meeting with the University (Academic) Counselor to keep him/her abreast of Gap Year plans. The University (Academic) Counselor may be available to assist in subsequent years when the student is ready to apply but priority will be given to students currently enrolled at HOPAC.

By typing my name below, I hereby agree to abide by the above. I also understand that if I do not abide by the policies set out above or miss specified deadlines for university applications, my prospects for admission may be adversely affected, as the University Counseling office cannot guarantee that my application materials, such as transcripts, references, and recommendations, will reach the university by the application deadline. Additionally, should your student or family act against the advice of HOPAC’s college counselor, you agree not to hold the school or the counselor responsible for any perceived liabilities resulting from the college admissions process.

TRANSCRIPTS/ GRADE REPORTS

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.

RECOMMENDATIONS

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 applicaitons.