New York College Application Week · 2016. 9. 19. · principals, as they plan and implement a College Application Campaign event at their school. This ... Suggestions for communicating

_________________________________________________________________________________________________________________________New York College Application Week

GoCollegeNY.org/Apply 1

New York

College Application Week

Partner of the American College Application Campaign®

Funding and support for this guide was provided by

ACT American Council on Education

Bank of America Charitable Foundation College Board

Hearst Foundation Lumina Foundation KPMG Foundation

The Bill and Melinda Gates Foundation The Education Trust

The Kresge Foundation USA Funds

Copyright 2011, 2012, 2013, 2014 American Council on Education. This publication may be reprinted without permission, provided that all notices remain intact. Revisions may be made to portions of the publication only to replace any state‐specific references with the name of another state for use in a College Application Campaign event. Any commercial use is strictly prohibited. Updated 9/10‐2016

SITE COORDINATOR MANUAL 2016



Welcome to the American College Application Campaign The American Council on Education is pleased to provide a home to the American College Application Campaign, a multi‐state effort to increase college access through dissemination of ideas, development of practices, and technical assistance for implementation of a College Application Campaign event. This manual gives an overview of American College Application Campaign and particularly its efforts to assist states and US territories as each implements a College Application Campaign event. This manual is intended for high school site coordinators, typically school counselors or assistant principals, as they plan and implement a College Application Campaign event at their school. This manual has been updated by your state’s designated State Coordinator to reflect the implementation of the College Application Campaign in your state. For any questions regarding the information included in this document, please contact your State Coordinator. The ACAC initiative began in 2005, in a single GEAR UP North Carolina high school in Chatham County. Since that time, the program has expanded statewide in North Carolina with every district and over 470 high schools participating annually. Since 2008, the number of states implementing a College Application program has been growing. In 2013 ACAC took place in almost 2,500 schools in 39 states and the District of Columbia. Over 153,000 students submitted almost 220,000 college applications during 2013 College Application programs. Our goal is to have all states engaged in fall 2014. This manual highlights the most effective practices of these states. We hope you find this a useful guide as you implement strategies to achieve increased college access in your school. This document is updated annually.



Table of Contents

Joining the American College Application Campaign 4 About the Campaign Responsibilities of Participating High Schools Campaign Resources for Your High School

College Application Campaign Program: Overview 5 Program Implementation and the School Level – Site Coordinator Planning and Communicating the Campaign Program Site Coordinator Checklist

Identifying Stakeholders and Convening a School Team 8 School Team: Agenda Items for Your Convening Site Coordinator Worksheet: Identifying College Application Week Partners

College Application Week Timeline 9

Preparing Your College Application Event 18 Students’ College Application Worksheet College Application Fee Waivers Information Ask Me About My College! Sign Student/Family Information Letter Volunteer Recruitment Letter Email and Phone Blast Message College Experiences Bingo Appointment Reminder Form Other Pre‐Event Activity Ideas

During Your College Application Program 34 Ask Me About My College! Stickers Volunteer Tasks Today I Will Apply! Student Instructions College Application Event Sign‐Out Social Media: Get the Work Out! I Applied! What’s Next/Complete Your FAFSA Flyer

After Your College Application Program 41 Volunteer Thank You Letter



Joining the American College Application Campaign About the Campaign

The American College Application Campaign (ACAC), an effort of the American Council on Education (ACE), is a national initiative to increase the number of first‐generation and low‐income students who pursue a postsecondary education. The purpose is to help high school seniors navigate the college admissions process and ensure each participating student submits at least one admissions application. The Campaign is conducted state by state and is held in the fall. There may be variations to the scheduled week in order to accommodate state‐specific needs. College Application events are held at participating schools and community organizations. These are grass roots events conducted by counselors and/or other staff charged with helping studens gain saccess to college. Higher Education Services Corporation (HESC) provides support and materials to participating high schools and groups and gathers data statewide to report to ACE. Responsibilities of Participating High Schools and Community Groups

Participating schools and groups include the following efforts in their College Application Week initiatives:

Host a program during the school day that is open to any student interested in applying to college, with a focus on engaging:

first‐generation students

low‐income students, and

students who may otherwise not apply to college.

Identify and convene a school team comprised of staff and community members.

Leverage support of the school team to ensure that students are prepared to participate in the event, such as:

With assistance from English teachers, essays are completed prior to the Application Event,

Students have researched the institutions to which they want to apply

Engage the local community, families, and others by seeking volunteers, providing information, and advertising the program.

Create a college‐going culture within the school through a variety of approaches – some suggestions are included in this guide.

Engage students with activities or awareness efforts throughout the College Application Week, if possible.

Collect data as requested by the State Coordinator including, but not limited to, the number of students participating and the number of applications submitted.

Follow up with students after the event to ensure applications submitted are complete (transcripts, college entrance exam scores, letters of recommendation, submitting a complete FAFSA, etc.).

Campaign Resources for your High School

HESC provides support and materials to participating high schools and groups and gathers data statewide to report to ACE. Visit GoCollegeNY.org/apply for ideas, materials and other information that will help you conduct a successful program



For questions about College Application Week, contact the New York leadership team.

Anne McCartin Doyle Communications and Pre‐College Services New York State Higher Education Services Corporation Email: [email protected] Phone: 518.402.1448

Through foundation funding, the American College Application Campaign can provide technical assistance and training to support high schools in their implementation of a College Application Campaign event. These trainings are coordinated through your state’s designated State Coordinator and training opportunities will be communicated to you through them.



Implementing a College Application Campaign Program: Overview

Program Implementation: Site Coordinator

Each high school / community group will identify a site coordinator, typically a high school counselor or assistant principal, who will be responsible for implementing the program. Tools and resources provided by ACAC and New York State can be used or customize to your program. They are found at GoCollegeNY.org/apply.

Planning and Communicating the Campaign Program

It is important that you communicate the opportunity to students, their families and your local community. Suggestions for communicating and marketing your state’s College Application Campaign event are available in this manual and on gocollegeny.org/apply under Site Coordinators. Volunteers can be a critical component of your College Application event. To assist your school in identifying volunteers from your local community, information letters intended for community partners and families of your seniors are included in this guide. In addition, the State Coordinator assists in recruiting volunteers, if needed. More information about volunteer tasks is available at gocollegeny.org/apply, Site Volunteer’s tab. Although College Application Week initiatives are implemented in the fall, planning for the program can begin earlier in the calendar year. A timeline to guide the planning of your school’s event is provided in this manual.

Site Coordinator Checklist

Following is a Site Coordinator Checklist to assist you with tracking the implementation of each activity.



Site Coordinator Checklist A printable copy is available in the Tool Kit at GoCollegeNY/Apply

Use the checklist below to assist you with your College Application event.

Pre‐Event Preparation

First Steps

Print and review New York’s College Application Week Site Coordinator Manual

Identify and reserve a room/site with computers for your College Application Event

Add College Application Event to school calendar

Identify a School Team to build support and assist with tasks; use the Site Coordinator Worksheet

Host a School Team meeting to discuss implementation of program at your school

Solicit volunteers from your School Team

Ensure you have adequate counts of ACT, SAT, and/or NACAC fee waivers available for your students’ use

Communicate College Application Event throughout School Community

Send information letters to students and parents

Distribute email/ phone blasts to students and parents

Post information on school website and school marquee

Include an announcement in the school newsletter

Issue a pre‐event news release

Prepare Students for the Event

Promote activities that encourage students to research and identify schools that are the best fit for them

Resources include GoCollegeNY.org, which includes links to college matching tools and other college information guides

Sponsor and/or support participation in college fairs or college visits

Distribute College Application Worksheet for students to complete before event

Implement college exploration and preparation assignments in classrooms

Identify and meet with students eligible for application fee waivers

Build Awareness and Enthusiasm

Distribute Ask Me About My College! stickers and signs to teachers, administrators and others school‐wide to display

Organize a college wall bulletin board

Sponsor a “College Door” decorating contest

Include College Application Event information in the morning announcements

Host guest speakers to talk about their college experiences

Conduct a parent/student College Application Event information meeting

Engage underclassmen in school’s College Application Campaign event



Organize Event Volunteers Communicate event specifics Assign tasks Provide training, if necessary

Hold College Application Event! Equip volunteers with identifiable “Ask Me!” stickers Distribute Today, I Will Apply sheets to students at sign‐in Ensure students register for the FAFSA PIN Ensure students sign‐out Ensure students receive I Applied, Now What? / Complete Your FAFSA flyer

Post‐Event Follow‐Up Write thank you letters to volunteers Analyze results from student sign‐out sheet, submit to state coordinator if requested Host post‐event debrief with school team Release post‐event news release Follow‐up with students to ensure they complete the college admissions and financial aid

application processes



Identifying Stakeholders and Convening a School Team Schools that have successfully implemented a College Application Campaign event have done so through the collaboration of multiple stakeholders. A key approach to engaging stakeholders is the creation of a school team that will provide input on and support for the various logistics necessary to implement a successful College Application Campaign event at the school level. Below, you will find a list of recommended local resources that you can use to identify the key stakeholders in your community. Keep in mind that this list is not exhaustive and you should engage any other community partners that have a vested interest in college access and success. When planning and implementing your school’s College Application Campaign initiative, you should follow all district and school policies regarding non‐school personnel visiting, volunteering, or otherwise assisting with your school’s program. Potential community partners include:

Admissions representatives from local colleges (two‐year and four‐year)

Local Liberty Partnership Program Coordinators

Local College Access Challenge Grant Sub‐grant Coordinators

Local NY GEAR UP Coordinators

Local business leaders

Local Chamber of Commerce

Faith‐based community

Non‐profit organizations such as the YMCA, 4H, Boys and Girls Club, etc.

PTA and other parents/family members who want to be engaged in the process

Student leaders in your high school

Retired school personnel

Local government officials or elected representatives Use the Site Coordinator Worksheet: Identifying College Application Week Partners in this manual to develop your team.

School Team: Agenda Items for your Convening

As outlined above, a school team comprised of a variety of stakeholders is extremely effective in creating support and buy‐in for your school’s College Application Campaign event. There are a variety of topics that can be and should be discussed with your school team. Some of the key topics the school team should discuss are:

What is the College Application Campaign event?

Role of school team

Date(s) for the event

Communication strategy: student, parents, school staff, community

Pre‐Application events – ensuring students are prepared

Pre‐Application events – creating or enhancing a college‐going culture

Recruiting students for the initiative

Including underclassmen in the program

Engaging volunteers

Evaluation and data collection

Application follow‐up – ensuring the college and financial aid processes are completed



After your College Application Campaign event, your school team should meet to debrief on the successes and challenges of the current year’s initiative – feel free to use the topics above to guide the discussion. The debrief meeting should occur as close to the conclusion of your school’s College Application Campaign event as possible. By quickly assessing what worked and what areas need improvement, your school team can get a jump‐start on planning for the following year’s program and create an action plan to follow‐up with participating students who need to complete the college application and financial aid application processes.

Timeline: Implementing a College Application Program Below, you will find a recommended timeline for your school’s College Application Campaign program.



Site Coordinator Worksheet: Identifying College Application Week Partners A printable version is available in the Tool Kit at GoCollegeNY.org/apply Create a school team. Use the table below to identify potential education partners in your school’s College Application Campaign event. Space has been provided at the bottom of the table for you to add additional education partners, if needed.

Potential Partner Name of Contact Email Address Phone Number

Admissions Representative from local college

Local business leader

Local Chamber of Commerce

Local Liberty Partnership Program Coordinator

Local College Access Challenge Grant Sub‐grant Coordinator

Local NYGEAR UP Coordinators

Faith‐based community representative

Non‐profit representative

PTA or parent representative

Student representative

HESC Representative

SED Representative

Other

Other



New York College Application Week Timeline A printable version is available in the Tool Kit at GoCollegeNY.org/apply

Week of September 12

Task Notes

Review Site Coordinator Resource Manual www.GoCollegeNY.org/Apply

Participate in site coordinator training

Set up CAW committee team at your school and discuss timeline of events/activities

Reserve computer lab and/or rooms for application completion during CAW (October 17‐21)


Task Notes

Add CAW information to school/district calendar and website

Ask 12th grade English teachers to include college essay writing assignments for week of October 12

Remind students to take or re‐take the SAT/ACT exams

Work with Art teacher(s) to create classroom challenge for CAW poster design

Consider making an all‐grade/building assignment



New York College Application Week Timeline


Task Notes

Add event information to:

Morning announcements

School kiosk/outdoor signage

School newspaper/newsletter

Start volunteer recruitment

Plan number of volunteers based on school size

Reach out to your school community and

beyond

o PTA

o Local community college admissions

office

o Other local college admissions offices

Arrange student‐counselor meetings for college research

Provide College Application Worksheet to students to facilitate collection of information

Identify students eligible for application fee waivers

Encourage building‐wide discussions aboutattending college

Ask all staff to complete and display “Ask

Me About College” flyer

Ask staff to wear “Ask Me About College”

stickers in the days leading up to College

Application Week

Encourage staff to decorate their

classroom doors/bulletin boards with

college alma mater swag

o Consider a contest and let students

vote on the best display




Week of October 3

Task Notes Confirm CAW dates with school/district technology team to ensure computer labs are ready to go

Verify there are no firewall issues with institutional websites

Have printer accessible to print confirmation pages after applications are filed

Arrange student‐counselor meetings to finalize application fee waivers

Gather supplies needed for your CAW event:

Event sign‐in sheets

Name tags for volunteers

NACAC Request for Admission Application Fee Waiver Form

Your High School Code: 6‐digit code on flyer

Check box of materials mailed from HESC; order

more materials, if needed:

“I Applied” stickers

“I Applied, Now What?”/FAFSA student hand‐out

“Go College NY” brochure

“How to Pay for College” brochure

Play building‐wide game of College Experiences

Bingo





Task Notes

Finalize volunteer list:

Confirm time and place for all volunteers to report

Ask volunteers to wear college logo clothing

Share volunteer guide from GoCollegeNY.org/Apply

Confirm any security clearance details with or on behalf of volunteers

Confirm all seniors have completed their College Application Worksheet

Remind all staff of College Application Week schedule

Consider hosting an information event for students/parents/guardians to answer questions about the college application process




Week of October 17

Task Notes

Hold your College Application Week event!

Continue event information:

Morning Announcements

Official school kiosk/outdoor signage

School newspaper/newsletter

Conduct volunteer orientation at the start of each day, if necessary

Distribute Today I Will Apply sheet and FSA ID instructions

After students complete their college applications:

Encourage them to obtain their FSA ID while at the computer

Direct student to complete CAW online survey

Direct volunteers to provide each student with:

“I Applied” sticker

“I Applied, Now What?”/FAFSA handout

“Go College NY” brochure

“How to Pay for College” brochure




Task Notes Mail NACAC Request for Admission Application Waivers to respective institutions

Submit student transcripts to respective institutions

Meet with team to debrief about your event

Successes

Challenges

Submit Site Coordinator Survey to HESC

Send thank‐you letter to all volunteers

Send follow‐up letter to students and families congratulating them on being one step closer to college

Remind them to complete the FAFSA as soon as possible

Send building‐wide thank you for staff support throughout the campaign

Complete CAW Completion Survey with application data to CAW State Coordinator

Week of November 24 and Beyond



Ask Me About My College stickers are included in the Site Coordinators supply box.

Preparing Your College Application Event There are many activities that schools participating in the College Application Campaign program can do prior to the event in order to prepare students for the event and to generate enthusiasm and support for the program, both within the high school and in the community.

Samples of the following materials are included at the end of this section.

College Application Worksheet This worksheet is an opportunity for students to identify some of the most common information asked on college applications prior to the event. Ensure students have this well in advance of the College Application event so they can ask any questions they may have before they apply.

Application Fee Waivers Information Students who are eligible for fee waivers associated with college entrance exams (SAT or ACT) are also usually eligible for college application fee waivers. It is important to begin talking with students about this payment option early in the school year. This section provides additional details on the fee waiver process and resources to learn more.

Ask Me About My College! Signs and Stickers Ask Me About My College! stickers and signs invite inquiries and discussion about colleges, majors and other subjects emphasizing a high school’s college‐going culture in the days and weeks leading up to your College Application event.

Ask Me About My College! stickers can be worn by teachers,

administrators, and school implementation team members

Ask Me About My College! signs can be displayed in teachers’

classrooms, in administrator offices, in the library and throughout the

entire building.

Parent and Volunteer Information Letters To help get the word out, sample letters are included that can be sent to parents and community partners about your school’s College Application event. These should be sent about one month prior to your College Application event on school letterhead.

Email and Phone Blasts To remind parents that the College Application opportunity is available to their child, a sample phone blast is included. To ensure students still have time to prepare for the event, it is recommended that this is implemented at least three weeks prior to the program.

College Experiences Bingo Encourage students to play this game (card template included in this manual) to promote discussion of college life.

Reminder Form Remind students about your school’s College Application Event (template included in this manual). School counselors may also use the reminder to confirm college‐planning appointments with students.

Other Pre‐event Activity Ideas Other ideas for enhancing a college‐going culture prior to the College Application event are included here and include activities such as: college t‐shirt/sweatshirt day, morning announcements, marquee announcements, school websites and bulletin boards.



COLLEGE APPLICATION WORKSHEET

The following information may be required when submitting your college application. Bring this completed form to your school’s College Application Week (CAW) event to help you complete the application.

If you are applying to a SUNY or CUNY college or university, please use a SUNY or CUNY worksheet

List the top three colleges to which you plan to apply. Visit their websites prior to your CAW event to determine what special requirements will be necessary to complete your application:

College #1 College #2 College #3

Name of School

Special requirements:

essay

personal statement

teacher recommendation

resume

proof of residency

other

Application Deadline

Cost to Apply

Payment Options:

fee waiver

check

credit card

PayPal

other

Financial Aid Filing Deadline

Personal information required for most colleges and universities You will be asked for your :

Full legal name (first, middle, and last)

Other names that might appear on academic records (including former names or nicknames

Social Security Number (SSN)

Birth date

Place of birth (city, county, state) Did your parents attend and/or graduate from college? __________

If yes, where did they attend and in what year did they graduate?

Parent 1 College: _______________________________ Year of graduation: ________

Parent 2 College: _______________________________ Year of graduation: ________

A printable version is available in the Tool Kit at GoCollegeNY.org/apply



Citizenship/Immigration Status*: Are you a U.S. citizen? Yes No If no, indicate country of citizenship: __________________ Country of birth: _______________ If you are a permanent U.S. resident, include your Alien Registration information: Alien Registration (I551) card number: ___________________________________ How long have you lived in the U.S.? ________________________ Years/Months Date of Test of English Language as a Foreign Language (TOEFL) was or will be taken (test results must be sent directly to the college): _________________________________ Month/Year *There is no federal or state law that prohibits the admission of undocumented immigrants to U.S. colleges, public or private. Federal or state laws do not require students to prove citizenship in order to enter U.S. institutions of higher education. Institutional policies on admitting undocumented students vary; depending upon the college, residency requirements may or may not apply with regards to tuition rates; while undocumented students may not receive federal financial aid, you may qualify for certain scholarships or institutional awards.

Academic Information: Testing Information

Exam Date (month/year)

Composite Score

Critical Reading/English Score

Math Score

Reading Score

Science Score

SAT

SAT

ACT

ACT

Previous College Courses: Have you taken any college level courses taken in high school? Yes No If yes, college name: _________________________________________ Number of college credits earned: _____________ Dates of attendance: ___________________ month/year



Academic honors, recognitions or awards: National Honor Society

Merit Scholar

National Achievement Scholarship Program

Presidential Academic Fitness Award

School district award(s) or achievement:________________________________________

_________________________________________________________________________

Regional award(s) or achievement: ____________________________________________

_________________________________________________________________________

Statewide award(s) or achievement: ___________________________________________

_________________________________________________________________________

Others: ___________________________________________________________________

Current Grade Point Average (GPA): __________________ Other academic awards or achievements: (some examples: math team president; science fair winner; honor roll regular; Model UN member; yearbook or school newspaper editor; etc.): ______________________________________________ __________________________________________________________________________________ Clubs, sports or other extracurricular activities: (some examples: drama club; varsity or club sports; student government; orchestra or band; Relay for Life; environmental club, etc.) __________________________________________________________ ___________________________________________________________________________________ Community activities: (some examples: church, temple or synagogue; Boy or Girl Scouts; Key Club; Big Brothers/Sisters mentor; fundraising; soup kitchen helper, etc.) ___________________________________________________________________________________ ___________________________________________________________________________________ Job (paid or unpaid) experience: (some examples: store clerk; babysitter; lifeguard; car wash attendant; waiter/waitress; cleaner; freelance worker; summer camp counselor; etc.) ___________________________________________________________________________________ ___________________________________________________________________________________



Other Information You may be required to submit an essay, a personal statement, a resume and/or information about the classes you have taken in high school and the grades you earned in those classes. To best prepare for CAW, be sure to bring the following along with you:

An activities resume that includes your extracurricular activities, including information about

which years you participated in each club, sport or activity. Be sure to include any volunteer

work you have done in your community.

Final, proofed electronic copy of your essay, personal statement, and any required

supplemental questions on a flash drive.

Your school counselor will send your high school transcripts separately.

If you have taken any college courses, you must request official transcripts from the college

registrar at the college where you received credit. There may be a fee for a transcript request.

Remember: Your college applications are not complete until you have submitted ALL required documents and application fees or waivers (if required). That includes your official high school transcript, official test scores (ACT, SAT, TASC/GED etc.), and letters of recommendation. Make sure to follow up with your counselor, the testing company and those you’ve asked for recommendations. Check your application status: You are responsible for checking the status of your application at the college admissions offices. Allow 8 to 10 weeks for processing after sending your application and supporting documents. Make sure you send the all the information necessary to complete your application; it will not be considered unless all documentation is supplied.



New York College Application Fee Waivers With college application fees averaging $35 to $50 or more, applying to several colleges can be expensive for any student. It may actually be prohibitive for some families, especially those on the lower end of the economic scale. However, students of families experiencing financial hardship may be eligible for waivers of their college application fees. Both the College Board and National Association for College Admission Counseling (NACAC) provide waiver request forms that can be completed by eligible students and are accepted by many colleges. The State University of New York (SUNY) and the City University of New York (CUNY) require use of their own waiver request forms. Let your students and their parents know that they may be eligible for application fee waivers through these opportunities:

College Board

Students who previously received a fee waiver from the College Board for the SAT will receive four application waivers directly from the College Board through their College Board accounts. Students are assigned a unique fee waiver code they can submit with four college applications. The colleges and universities that accept SAT waivers are listed in the SAT Fee‐Waiver Directory of Colleges.

NACAC

Students who did not take the SAT, as well as those who did but are applying to more than four schools, can use the NACAC Request for Application Fee Waiver.

This form is completed by students with the help of their high school counselor. Suggested annual family income guidelines for this waiver depend on family size. However, income is not the only determining factor in application fee waivers; many are based on the counselor's personal knowledge of family circumstances. Learn more about student fee waiver eligibility.

You can provide this form to your students. Before your College Application Week event, print copies based on the number of students likely to be eligible at your school. Work with the students to complete them ahead of time or at your event.



SUNY

SUNY’s hard‐copy application is available for printing. Students applying to SUNY who face significant financial hardship may also request their application fees be waived by having their school counselor complete and submit a SUNY Fee Waiver Request Form.

The State University waives the $50 application fee for up to four college choices. Students who are eligible for a fee waiver should select "Fee Waiver" as their payment method. If a fee waiver request is submitted and the student is later found ineligible, the student will be required to submit payment before the application will be processed.

Learn more about SUNY application fee waivers on SUNY’s Application FAQs webpage.

CUNY

CUNY does not accept any other type of fee waiver, including waivers distributed by the College Board or any other organization. Students request CUNY fee waivers from their counselor/college advisors at their high schools.

A very limited quantity of CUNY fee waivers are provided to high school counselors/college advisors to be distributed to current students with the most financial need. Once the high school’s supply of CUNY fee waivers is exhausted, no additional waivers will be provided. Special fee waivers are also available for youth in foster care. For information, contact CUNY admissions at 212‐997‐CUNY (2869) or [email protected].



NACAC College Application Fee Waiver

A printable version is available at the NACAC Website



Ask Me About My College! Flyer A printable version is available in the Tool Kit at GoCollegeNY.org/apply

(Teacher/Staff Name)

graduated from

(InsertCollege Name)

Ask me about it!



Student/Family Information Letter A printable version is available in the Tool Kit at GoCollegeNY.org/apply

(School logo and/or address)) (Date) Dear Students and Families,

We are pleased to announce (school name) will participate in New York College Application Week,

(dates), joining high schools across the state and country who will host events to assist students with

the college application process.

Our goal is to ensure that all members of our senior class apply to at least one, two‐year or four‐year

college or university program this fall.

The overarching goal of New York College Application Week is to provide an opportunity for all

New York seniors to complete and file college applications. To us, college means any education

program beyond high school including certificate programs, two‐year degree programs, and four‐

year degree programs.

To prepare for College Application Week, the student should complete the attached College

Application Worksheet prior to the week, as it has all the important information needed to

complete an online application. We expect students and families may need to work together to

gather the required information.

Contact the school counseling office if you wish to assist your student at school during his or her

appointed time. In addition, if you are interested in volunteering during the event, please let me

know. Volunteers can greet and sign in students, assist students with the completion of online

college applications, or distribute information about financial aid opportunities.

If you have any questions please contact (name, title), at (email address) or call (000‐ 000‐0000).

You can also find more information about the initiative and the college application process online at

http://www.gocollegeny.org/apply .

Thank you in advance for your support of this exciting initiative to encourage New York’s students

to make college a part of their future.

Sincerely, (Site Coordinator or Principal’s Name) (Site Coordinator or Principal’s Title)



Volunteer Recruitment Letter A printable version is available in the Tool Kit at GoCollegeNY.org/apply (School Logo) (School Address) (Date) Dear (Name of Organization), (School name) is participating in New York’s College Application Week, (date). The goal of College Application Week is to provide every graduating high school senior the opportunity to apply to college, with particular focus on helping first‐generation, low‐income students and students who may not otherwise apply to college. Throughout the week, high schools across New York and in all 50 states are hosting events to assist students with the application process. A critical component of College Application Week is the one‐on‐one support provided by volunteers who help students complete online applications at school. Volunteers can be high school staff, registrars and admissions officers from nearby colleges and universities and other representatives from the community. (School name) is hosting its event on (dates) and (times) and would welcome volunteers from your organization to work with its seniors at this important and exciting time. Volunteers may: greet and sign‐in students; guide students through the application process; congratulate students on successful completion of their applications; and distribute follow‐up information. Our students will benefit from your help and support as they take this big step toward going to college. Please contact me at (email/phone number) no later than (date) if members of your staff are able to volunteer at (school name)’s College Application Week event. Thank you! Sincerely, (Site Coordinator’s Name) (Site Coordinator’s Title) (Site Coordinator Contact Info)



Email and Phone Blast Message The message below may be used in an email or phone outreach effort (Name of high school) is hosting a College Application event on (date(s) of event) to encourage all seniors to apply to at least one college if they haven’t already done so. All seniors are encouraged to attend. They should come prepared to apply by completing the College Application Worksheet at GoCollegeNY.org/apply. If you have any questions please call (name, title), at (phone number). Thank you in advance for your support of this exciting initiative to encourage all (name of high school) students to make college a part of their future.



More Pre‐Event Activities There are a variety of other activities your school can implement before your College Application event to help enhance the college‐going culture and spread the word and excitement about the upcoming event.

Incorporate College Application Activities into the Classroom Ask English teachers if they would be willing to assign a college application essay, personal statement, or a scholarship essay as homework prior to the event. Students should be able to research the prompts on the college applications or scholarship applications to which they are interested in applying. See if Civics or Social Studies teachers will lead a college match lesson where students research and identify schools that are a good fit to their academic records and goals. Educated citizens are more likely to vote and be engaged in their communities. Ask Math teachers if they would be willing to do a lesson on calculating financial need and repayment options. A critical component to a student being an informed consumer is having an understanding about the cost of attending college, the financial aid that is available, and what, if any, repayment students will need to do. Investigating average salaries of students who graduate with the major the student plans to pursue is an important piece of the research. The New York State Higher Education Services Corporation has grade‐level checklists and research tools to help students become academically and financially prepared for postsecondary education here. These checklists and resources can be utilized in classroom preparation activities:

Marquee Use your school’s marquee to inform and remind students, families, staff, and the community about your upcoming College Application event. Post this information about two weeks prior to your school’s event: “New York College Application Week Class of 2015 Applying to College on (Dates)!)”

College T‐Shirt/Sweatshirt Day An easy and fun way to generate some excitement in your school is to host college t‐shirt or sweatshirt days. Get everyone involved – students, staff, and administrators! Many schools will host these types of college spirit days on Fridays for a few weeks prior to the school’s College Application program.

Door/Bulletin Board Decorating Contest Taking the “Ask Me!” signs one step further, have staff and administrators participate in a decorating contest focused on their alma mater or what college means to them. Students can then vote on which door or bulletin board is “best in show” and the winner can be announced the week prior to your College Application program. See if a local store is willing to donate a gift card to the winning educator as a prize.



College Wall Use a bulletin board in the school to celebrate the applications submitted by your seniors. Have students write their name and the names of the colleges they applied to on construction paper and post it to the college wall. Students who apply prior to your College Application event can participate and get the wall started. Students who apply during your event can join the fun and add their notes after they submit their applications.

Morning Announcements Generate excitement by highlighting different colleges and universities during morning announcements on the weeks leading up to your event. Students, staff who are alums, community alums, or representatives from the colleges themselves can do the announcements. Make the announcements exciting by having speakers provide a unique fact about the school, sing the school’s spirit song, or other creative approaches.

Guest Speaker Engage a local community leader or a recent graduate of your high school who is attending college to speak with your senior class about the importance of attending college and applying early. Ask the speaker to encourage your students to take advantage of the College Application event that will be hosted at your high school.

School Website Use your school’s website to communicate the opportunity to participate in your school’s College Application event to students, their families, and the community. In addition to adding your College Application event to your school calendar, be sure to include pre‐event activities as well. Use your website to post any materials that you want students and their families to have access to prior to your event.

Parent/Student Information Nights Invite students and their families to an information night on your College Application event. Provide details on why your school is hosting this event, the importance of students applying to college early in their senior year, and the resources that are available for their student to plan and prepare for participation in the program. This is also a great opportunity to encourage family members to participate in your school’s event.

Friday Night Lights Have an information table set up at your high school’s athletic games to make students and families aware of your school’s upcoming event. Have an information sheet available to hand out and a sign‐up sheet for any parents or community members who would like to volunteer at your program.



Engaging Underclassmen in the Program Many schools have started engaging underclassmen in their College Application event activities to create awareness and excitement for the school’s event. This is a great way to ensure students are prepared when it’s their time to apply to college! Here are some information sessions and activities you can implement with your underclassmen prior to or during your College Application event:

9th grade: Decision making, learning styles, study habits, HS transcript and academic planning, connection between school and careers, how to qualify for a scholarship, colleges and the degrees offered, and college admission criteria

10th grade: Progress check, extracurricular activities, earning college credit during HS, world of work, college costs and ways to pay, college visits (online), PSAT, etc.

11th grade: Money management, finding scholarships, admission process, college entrance tests, preparing to apply, writing personal statements and essays, etc.

Also, use the grade‐level checklists available on the New York State Higher Education Services (HESC) website to ensure students understand the steps they need to take to become academically and financially prepared for college.



A printable version is available in the Tool Kit at GoCollegeNY.org/apply

College Experiences BINGO

Find a teacher, administrator or other adult in your school for whom one of the statements

below are true

Ask that person to sign the box that contains their true statement

Up to 5 people may sign your sheet twice

Five in a row wins – horizontal, vertical or diagonal!



During Your College Application Program Samples of the following materials are included following this section and online in the Tool Kit.

Volunteer Tasks A list of tasks you may want to delegate to your event volunteers is included in this manual.

Student Instructions on Day of Event: Today, I Will Apply! This handout details the step‐by‐step process students will need to complete during the day of your event including where to log‐in to apply to college online, how to register for a FAFSA PIN, and a reminder of the handouts available after the event. A critical component to a student completing the college admissions and financial aid application process is submitting a complete FAFSA. The first step in completing the FAFSA is registering for a personal identification number (PIN). We encourage all participating schools to make FAFSA PIN registration a part of their College Application event. All students participating in your school’s College Application event should register for their FAFSA PIN immediately following the submission of their college application(s).

College Application Event Sign In/Out Sheet Crucial to your ability to know who participated in the program, where they applied to college, and with whom you will need to follow‐up after the initiative, please use the survey sheet to keep track of individual student’s information. Assign this task to one of your volunteers!

College Application Reminders Reminder Cards– Two templates of reminders are provided in this manual. Use these the week of your event to ensure students remember.

I Applied! Stickers Similar to the “I Voted!” sticker we receive on Election Day, these stickers are a cost‐effective way for students to proudly display their accomplishment – they applied to college! These stickers will be provided by the state coordinator and you can have a volunteer assist you in distributing them to students after they submit their college application.

I Applied; What’s Next/Complete the FAFSA Flyer This handout should be distributed to students after they complete their applications during your College Application event. The handout includes a helpful list of reminders and next steps that students will need to do in order to complete the application and financial aid process. The reverse side includes a reminder for students to look for New York’s FAFSA completion events that take place the following January and February in various locations across the State. You can assign the distribution of this reminder flyer to one of your volunteers.



Ask Me About My College! Stickers Available in your supply box shipped from HESC These stickers may be worn by College Application event volunteers so that they can be identified easily.

I Applied! Stickers Available in your supply box shipped from HESC

Distribute these stickers to students who have completed their applications.



Volunteer Tasks How Volunteers can Support the College Application Campaign Although familiarity with the college application process is a plus, it is not required for someone to fulfill a useful task and have a meaningful volunteer experience during a College Application event. Here are a few tasks that volunteers could contribute to the initiative:

Post directional signs in the school for the event. Good signage is key to reminding students of the event and getting them to the right place.

Greet students as they arrive at the computer lab.

Help students logon to the application websites and begin an application. If the school does not have enough computers or stable online service, the counselor office should be prepared with paper applications. Volunteers, in that case, can hand out applications.

Guide students through the college application process and help answer any questions students may have, regardless of where the student wishes to apply.

Monitor printers to ensure that any applications that need to be printed remain in order and replenish the paper supply as needed.

Help students register for the FAFSA PIN after they submit their college application(s).

Share personal college experiences with students, as requested.

Instruct each student to complete an evaluation of their College Application event experience, if applicable.

Handout materials to students after they complete their college application(s) such as an “I Applied!” sticker and the I Applied. What’s Next? / Complete the FAFSA flyer.

Congratulate each student on applying to college and encourage them to complete their admission file by sending in their high school transcript, test scores, or any other documentation that the college may require.

Encourage students to share their experience with other classmates.



Student Instructions on Day of Event A printable copy is available in the Tool Kit at GoCollegeNY.org/apply

Today I Will Apply!

1. Apply Online - Find the websites you need

・Common Application – for participating colleges

・CUNY application

・SUNY application

・Individual college websites

・Check with your school counselor or volunteer if you are unsure

2. Complete my College Applications

・Fill in all required information

・Ask for help if you need it

3. Check off the Additional Items Needed to Submit or Confirm After Today

・Essays

・Transcripts

・SAT or ACT scores

・Recommendation letters

・Application fee or fee waiver 4. Print Copy of Application Confirmation Pages

・Create a college application folder and save all application confirmation pages

5. Register for FSA ID

・FSA ID is needed to apply for financial aid through the Free Application for

Federal Student Aid form – the FAFSA – early next year

・ Most grants, loans, and scholarships require the FAFSA, so it’s very important!

・Get a FSA ID at: http://www.fsaid.ed.gov and be sure to keep it in a safe place

6. Take Home the I Applied! What’s Next?/Complete Your FAFSA Flyer

・Keep track of what happens next and prepare for the FAFSA

7. Follow‐up!

・Submit any additional items from #3 to your colleges 8. Submit your FAFSA early next year – it is available January 1st.

Congratulations! You are on your way to college!



College Application Event Sign In/Out A printable copy is available in the Tool Kit at GoCollegeNY.org/apply

College Application Event Sign In/Out

Student Name List the Colleges You Applied To Registered for FSA ID? (Y/N)



Student Reminder

New York College Application Week Appointment Reminder ________________________________________________________ (Student’s Name) Has an appointment with _______________________________________________________ (Counselor’s Name) Day/Date ___________________________ Time _______________ Location ________________________________________________



Social Media: Get the Word Out! Use and encourage schools, students, & other stakeholders to tag all social media posts with #whyapply and #IApplied NY. #whyapply Before your event, encourage everyone in your building & community to answer the question “why should students apply to college” and share responses on their favorite social media platforms using #whyapply. Creativity is encouraged! Consider posting:

videos of teachers answering the question

drawings by younger students of what they’d like to be when they grow up

images depicting the response

photos of people holding this page (delete all the text) with their response written in the blank

space

advice to seniors about how college will help them reach their goals

#IApplied NY Research shows that when students know their peers plan to attend college, they are more likely to apply and go. Capitalize on this by encouraging every student who participates in your ACAC event to post an #IApplied NY message on their favorite social media platforms. They might post:

photos of them submitting their application

a list of schools they’ve applied to

photos of themselves & friends holding a piece of paper with the name of the college they’ve

applied to written on it

videos of them naming the college or telling why they applied

challenges to friends (eg “#iapplied – have you?)

Throughout the campaign, follow Facebook, Twitter, & Instagram posts from across the country at http://bit.ly/acac_whyapply and http://bit.ly/acac_iapplied



What’s Next Handout / FAFSA Completion Reminder A printable copy is available in the Tool Kit at GoCollegeNY.org/apply

I Applied. What’s Next?

Congratulations! You are now on the path to college. This is what you can expect next. Follow‐up

Make sure you have taken care of all supporting documents required for your college applications: Mailed or submitted your application fee (or a fee waiver or deferral form)

Asked your school counselor to send your official transcript to the college

Submitted your additional essays as required

Asked your references or school counselor to send letters of recommendation

Requested official transcripts you might have from any other college courses you may

have taken outside of high school

Requested official test scores required ‐‐ SAT, ACT, AP, IB or TOEFL

Apply for Financial Aid You’ll need to complete the Free Application for Federal Student Aid, the FAFSA, which is your key to aid to help pay for college. This should be done as soon as possible after October 1 when it is available online at fafsa.gov.

You can find FAFSA help available beginning in October at StartHereGetThere.org, when you can also learn about types of federal and New York State financial aid that may be available to you.

Look for FAFSA completion workshops and College Goal New York events that can provide one‐on‐one assistance for completing your FAFSA. They’ll be scheduled in many locations across New York with dates and times posted on StartHereGetThere.org.

When You Will Hear from the Colleges You should receive acceptance letters and financial aid award letters by April.

Know your deadlines Make sure you know all your college deadlines so you don’t miss any important decisions that may impact you later. There are deadlines for:

Financial Aid (varies by college)

Acceptance (usually by May 1st)

Residence choices (varies by college)

While you are waiting Spring seems far away, but take some time to thank those people who have helped you on your path to college…counselors, your recommenders, mentors, coaches or anyone else who has been an inspiration for you to go to college. Be proud! You are going to college!



Visit StartHereGetThere.org to: learn what you need to know about getting student financial aid

get tips for filing the Free Application for Federal Student Aid – FAFSA

find FAFSA completion event locations, dates and times for in your area

What to Bring Your FSA ID

Both you and a parent need Federal Student Aid Identification Numbers (FSA IDs) to complete

and electronically sign your FAFSA and other federal student aid documents

Get your FSA ID at fsaid.ed.gov

My FSA ID is: _____________________

A FAFSA Worksheet, if you have completed one

Student’s social security number – bring the card to ensure number is correct

Parents’ social security numbers – bring the card to ensure number is correct

Parents’ date of birth

Student’s driver’s license number, if student has one

Student’s Permanent Alien Registration Number, if not a U.S. citizen

Copy of student’s 2015 Federal Income Tax Return

Copy of parents’ 2015 Federal Income Tax Return

Records of student’s untaxed income from these sources:

Child support received for any of the student’s children; do not include foster care

Tax exempt Interest income

Veterans’ non‐education benefits (disability, death pension, etc.)

Money received by or paid on the student’s behalf (e.g., bills) not elsewhere on form

Records of parents’ untaxed income from these sources:

Child support received for all children. Do not include foster care

Tax exempt Interest income

Veterans’ non‐education benefits (disability, death pension, etc.)

Untaxed portions of pensions; exclude rollovers

Untaxed payments to tax deferred pensions and retirement savings plans (on W‐2)

Untaxed portion of IRA distributions; exclude rollovers

Untaxed portion of IRA deductions

Housing, food and other living allowances pd. to members of the military clergy & others

Other untaxed income, such as workers’ compensation & disability (not untaxed SS benefits)

FSA ID – one for the student and one for a parent

Email address – required to reset your FSA ID should you forget it

The FAFSA links directly to the New York State Tuition Assistance Program (TAP) application. Be sure to complete that, too!



After Your College Application Program

Be sure to report your success! A link to a brief survey requesting the number of students who participated and the total number of applications submitted will be sent to all participating school coordinators. After your College Application Week event, your school team should meet to debrief on the success and challenges of the current year initiative. The debrief session should occur as close to the conclusion of your school’s College Application Week event as possible. By quickly assessing what worked and what areas need improvement, your school team can get a jump‐start on planning for the following year’s program and create an action plan to follow‐up with participating students who need to complete the college application and financial aid application processes. You will be asked to complete a CAW Site Survey communicate to the State Coordinator about your successes and challenges, which you can also use to update your school team and community at large. The school team should plan to follow‐up with participating students to ensure they complete the application process (by submitting transcripts, test scores, etc.) and that they submit a completed FAFSA. Use the student sign‐out sheet to assess the number of students who applied to college and the number of applications that were submitted. After the event, it’s important to thank the volunteers who assisted you in the process; a volunteer thank you letter template you may wish to use is included in this manual. As we all know, the journey to successfully enrolling in post‐secondary education does not end with the submission of a college application. There are several more steps that each participating student will need to complete over the next few months such as submitting recommendation letters and completing and submitting a FAFSA. As such, it is important that your team implements a plan to follow‐up with participating students.



Volunteer Thank You Letter A printable copy is available in the Tool Kit at GoCollegeNY.org/apply (School Logo) (School Address) (Date) Dear (Volunteer Name), On behalf of (Name of Your High School) and our students, I would like to personally thank you for volunteering your time at our New York College Application Week event. This event could not have been a success without your help and the help of many others who volunteered their time. During New York College Application Week, (number of your HS seniors who submitted college applications) seniors submitted (number of college applications submitted) college applications. Thanks to our seniors’ hard work and the assistance of volunteers like you, they are one step closer to actualizing their dreams of attending college! [School Coordinators – include this if you plan to have a volunteer survey: To improve our future New York College Application events and your volunteer experience, please complete this short survey at your convenience: [survey link] ] Once again, (Name of Your High School) thanks you for your efforts and contribution of time at our New York College Application Week event. Thank you! (Site Coordinator or Principal’s Name) (Site Coordinator or Principal’s Title)



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New York College Application Week · 2016. 9. 19. · principals, as they plan and implement a College Application Campaign event at their school. This ... Suggestions for communicating