Self Guided : 2) College Lists & App Tracker

Build Lists per student or make global account choices by setting default data columns that will appear initially at the start of each list building process.

• Navigate to Counselor List

Use Search or Add Schools by name from within Active Student record.

Choose global account default data columns:

Step 1: Navigate to Settings > Defaults

Step 2: Choose Data Points

Step 3: Select Columns

Step 4: Confirm Selections

Data Definitions and Glossary

Glossary

The next few sections discuss types of data. To jump to App Tracker

Different Types of Data Columns - Create, store, retrieve your own custom data

Custom Data Column:  Create a unique information column visible only to you. Use it to track specific college information, just like any other data point. If you need to track something specific, a custom column provides an editable space for that information.

Custom Status Column: Add editable columns in the Application Tracker for both you and your student. Ideal for counselors with a proprietary application process, even though there are several existing status columns to choose from.

What are Custom Data Columns, and why would a counselor use them? 

Custom Data Columns are tailored to individual counseling practices, allowing counselors to track specific information about schools that aligns with their unique style or needs. Here's how some counselors have utilized them:

Another way to use Custom Columns: Track in-person audition details.

Yet another counselor used a custom column to track internal on-campus scholarships.

These examples illustrate the flexibility of Custom Data Columns, enabling counselors to personalize their tracking methods according to their specific requirements and practices.

What are Custom App Tracker columns, and why would a counselor use them? 

Custom Application Tracker columns are utilized to add specific tasks to a student's App Tracker or Student list, allowing both the counselor and student to monitor the progress of these tasks for each school. But they do even more!

Here's how some counselors have implemented them: One counselor added a "Campus Visit" column to the Application Tracker. Her student uses this column to record their progress on scheduling campus visits for each school on their application list.

• An athletic recruiter added custom App Tracker columns to the Student list for the process that happens prior to application or even the final application-list.

These custom columns provide a personalized way to manage and track specific tasks, enhancing the efficiency and organization of the application process for both counselors and students.

How do I build Custom Columns?

1. Navigate to "Settings," then "College Data Menu Defaults."
2. Open the banner labeled "Custom Columns"
   

   

3. Enter your desired label for the column.
4. Click the green button to show the column on the List, then click the "+" button to the right.
5. If you want the Custom Column to appear for all students, click the "Merge with All Students" button.
6. If you want to choose the column for individual students, don't click "Merge with All" and instead select it for each student, within each student's record.
7. On the same page there is a blue warning box regarding "Merge with all students"  at the top of the page. Please review.

Add Your Counselor Opinions, Tags, Links, and College Notes

In your Counselor list, you can view various existing Custom Data Columns, by scrolling all the way to the right.

Counselor Opinion Column:

Only available in the Counselor's list

1. Scroll over any cell in the column.

2. See eyeball appear.

3. Double click eyeball

4. Type in your comment

5. click Save

6. Click closed.

Links Column

Easily build your college reference knowledge by saving links to programs, insider's info, Kool things to know, and more... within any school row, in your Links column. Simply copy and paste the URL address to reference web pages about the school or program, or link to outside agencies with news articles or opinions.

How would a counselor use the links column? 

Link to Chapman University California's Facebook page, via your links column. Turn on the link for a student. You have now introduced Chapman's extensive social media presence to your student. This is an excellent time to discuss demonstrated interest. Good thing you had a convenient tool where you could save that link!

1. Scroll over any cell.
2. The Pencil will appear
3. A new box will open
4. Click on Add Link
5. In another tab, find your resource and copy the URL address
6. Return to your CounselMore tab and determine a label for your link, see above the label is Analytics,
7. Paste your link into the URL field
8. Click Apply
9. When you export a list to the Student's Google folder, the links column will appear.
10. The links can be turned off/on per student.
11. After saving the link, close the box
12. Scroll over the box again.
13. The Pencil will appear
14. A new box will open
15. See the Green Eyeball, click on it.

The eyeball is grey, it will not show for that student. It will not appear in their list export or in their student portal.

The eyeball is green, it will show for that student. It will appear in their list export and in their student portal.

Tags Column

Add tag(s) to schools from anywhere in the app! 

1. While you are looking at a list of schools, scroll to the right. The Tags column will be near the end.

2. Double click on the cell you wish to add tags to.

3. You will see a small popup where you will type the tag(s) for that college.

4. Type the tag and hit return/enter on your keyboard to create/commit the tag.

5. Repeat step 4 as many times as you like.

Once you have schools tagged it is easy to apply this full or partial list of schools to another student.

1. Select the student you will apply the schools to.

2. Go to their Counselor List, click on the menu button  , click on Search.

3. Click on the tab "My Database" 

4. Click the button on the left side called "My Lists".

5. Choose the appropriate tag and click the button to the right that says Show Results.

6. Select some or all of the schools. Note: the Select All checkbox at the top of the table selects all schools on the page. If you want to select schools on page 2, go to page 2 and select them.

How to delete Tags

1. Round blue button
2. select Search
3. select My Database - look lower left
4. select My Lists
5. look center screen for your list of tags.
6. see trash can

College Notes column

Add any notes, private to counselor unless counselor chooses to share with student. Later, search all account notes by key word - pulling forward any schools with those notes with those words.

App Tracker - Setting up for App Season

App Tracker Navigation

• Watch the video for visual reference while learning to navigate the App Tracker tab.

• On the far left of the school name on the App Tracker screen, you'll find a red button used to delete information. Clicking it sends the school back to the Student list. 

• Next to it, you can prioritize schools by changing the number and pressing enter.

• Above that, you can reorder schools using the click, drag, and drop feature. 

• The "Fit" columns, labeled as Net, Fit, Reach, and Lottery, carry over from the Counselor list and represent the student's chances of admission:

  • Net: Very high chance

  • Fit: Medium chance

  • Reach: Unlikely chance, but possible with effort

  • Lottery: Extremely low chance

• You can rearrange these columns by clicking and dragging the header. 

• All schools on the App Tracker are visible to the Student and Parent. Share your screen with the student to review task status. 

• When a task is complete, check the box in the top right corner of the status cell, turning it green.

Selecting Data Columns from within a Student Record

1. Navigate to any of the 3 lists of any student record

2. Click the round blue button with the orange halo

3. Click College Data Menu

4. At the top of the page is the student's name. You are now choosing data columns for this student's App Tracker.

Jump to this training to learn more.

Accepted / Declined / Waitlisted 

All schools promoted to the App Tracker will automatically appear in the student profile.

1. Click the pencil icon to the left of the name on the student record.
2. Student Profile will appear.
3. Click on Accepted / Declined banner

Track acceptances, majors, rewards and the inevitable results - easy!

Export App Tracker to Files Tab

You can also export the App Tracker directly to the student's Google drive folder. Clients are impressed with the comfortable review of a spreadsheet, delivered directly to their email box. 

1. Export the App Tracker using the Round button.
2. Goto to Assignments tab.
3. Make a New Assignment, copy to parents, start date today. Link Assignment to the spreadsheet in student's folder. Email.

Assignments from App Tracker

Counselor Community Study Hall

On Fridays, CounselMore members meet for Study Hall. 

Join us and you will hear things like this:

We asked a Counselor: 

"How do you use the App Tracker at the time of enrollment choice?"

This is what they said: