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TheAPPLYTEXAS
Counselor Suite
Updated January 2020
• What is the Counselor Suite?• How does it work?
– Authorization process– Viewing application information– Creating reports
• ApplyTexas Counts
• Helpful Information
What is the Counselor Suite?
• The Counselor Suite is a tool used by high school counselors to track student progress in completing ApplyTexas and FAFSA applications.
• Counselors use the site to:1. View a list of students at their school who have
started or completed admissions applications2. Link to individual student admission application
details to review application progress3. View a list of students at their school who have
started or completed a FAFSA application4. Create reports on student applications
How does a counselor receive authorization?
• The ApplyTexas team authorizes Education Service Center (ESC) reps for each TEA region who manage authorizations for high school counselors in their region.
• Public high school counselors may be authorized for the Counselor Suite. This is done at the discretion of their school district office once it has entered into a Memorandum of Understanding (MOU) with the Texas Higher Education Coordinating Board (THECB). Participation is free of charge.
• Private school counselors that pay for ESC services in specific TEA regions may also participate if they enter into an MOU with the THECB.
How does a district enter into an MOU?
Please contact Diana Foose,[email protected]
for more information on submitting anMOU.
How does the authorization process work?
• Counselors are authorized for one high school
• District-Level Counselors are authorized for multiple high schools
• Counselors request authorization or password resets bycontacting their ESC representative
• Once an authorization is approved and an account is set up,counselors will receive an email from ApplyTexas with log ininstructions
• Authorizations are renewed every year
How do I find my ESC representative?
ESC regional representative contact information is found on the administrative site sign-in screen, https://admin.applytexas.org. Click on the CounselorAuthorization Information link and follow the prompts to find contact names and email addresses by region.
Viewing Application Information
When counselors successfully enter the site, they will see this welcome screen and a link to See students at your high school.
Student Listing Screen
A Search table allows counselors to search for a specific student rather than scrolling through the entire alpha list.
The first screen that counselors will see upon entering thesite is a list of all students at their school who have startedan admissions application.
Student Listing Screen
The student listing table includes basic biographical information and a recap of Complete/Total applications for four-year institutions, scholarship applications, and two-year institutions.
The app listing link in the right-hand column is used to view individual application information for a student.
Application Details Screen
When a counselor clicks on the app listing link next to astudent’s name, a screen will display application progress for the student.
Converting Information to a Spreadsheet
To create a spreadsheet of information on the student listing screen, click on Download Table and save the report to a document file.
Converting Information to a Spreadsheet
To create a spreadsheet of the student applications detailsscreen, click on Download Table and save it to a document file.
Viewing FAFSA Applications
How do I find FAFSA Application Information?
Use the navigation bar at the top of every screen to move to a different section of the site:
• ApplyTexas Apps• FAFSA Apps• Institutions that use ApplyTexas• ApplyTexas Counts website
About ApplyTexas FAFSA Information
• Application data for Texas students is sent from the Department of Education to the Texas Higher Education Coordinating Board. The Coordinating Board then forwards student status information to ApplyTexas to post on the Counselor Suite site.
• From late October-June, data is released weekly. The first report isusually added to the ApplyTexas site mid-November and is updatedon ApplyTexas every morning from Monday through Friday.
• Previous year’s information remains on the Counselor Suite site until the first report of the new year arrives.
What type of information about the FAFSA application can be found on ApplyTexas?
The Counselor Suite displays a list of students who havestarted or completed a FAFSA application for your high school.
The Search Table box is used to search for specific students rather than scrolling down the alpha list and the Download Table button may be used to create a spreadsheet report of this screen.
How do I find more FAFSA information?
The FAFSA website includes information on application completion by high school, answers to FAQs, and contact information for the Department of Education:
• https://studentaid.ed.gov/sa/about/data-center/student/application-volume/fafsa-completion-high-school
• https://studentaid.ed.gov/sa/about/data-center/student/application-volume/faq
• https://studentaid.ed.gov/sa/contact
Counselor Suite Reports
Counselor Suite Reports
Four reports may be created using Counselor Suite data:
1. Admission application student list: Lists students at your high school who have started an ApplyTexas admission application
2. Admission application detail report: Lists applications that have been started and submitted for an individual student
3. Full download report: Shows the student application list as wellas the information found on the application details screen
4. FAFSA application student list: Lists the students at your high school who have started or completed a FAFSA application
Creating Admission App Reports
Admission Application Reports
The Download Table button on the student listing page will create aspreadsheet of all students who have started an application.
Creating Admission App Reports
Admission Application Reports
The Download Table button on the student application detail page will create a spreadsheet of individual student application information.
Creating Admission App Reports
Admission Application Reports
To create a report that shows both the student listing screen and the application detail information for each student, scroll to the bottom of the student listing screen and click on the Full Download button.
Creating Admission App Reports
• When the Full Download feature is selected there will be prompts to follow in order to create the report
• On the first pop-up screen, select download to aspreadsheet
Creating Admission App Reports
Depending on the browser used, a screen may appear that looks like one of the screenshots below. Click the counselor download…xls box or click to Open the file:
Creating Admission App Reports
If prompted by this screen to download the report in a different format, click Yes.
Creating Admission App Reports
Sample of a Full Download Report
Creating a FAFSA Report
The student listing page of the FAFSA application screen may be downloaded using the Download Table button.
This is the only FAFSA report that may be created. Application detailsof individual students are not available on the Counselor Suite.
ApplyTexas Counts
ApplyTexas Counts Website
The ApplyTexas Counts link will connect to a public website that showsapplication totals for Texas students applying to public Texas colleges anduniversities as a U.S. Freshman or to two-year institutions.
ApplyTexas Counts
The links on the blue navigation toolbar above are used to view Statewide, Higher Education Region, College, TEA Region, School District or High School application totals.
ApplyTexas CountsClick on the colored bars to see total applications submitted and applicant totals and use the grey boxes beneath the chart to navigate from year to year.
Helpful Information About the Counselor Suite
Other Information
The Learn how>> link on the Counselor Suite sign-in screen includes more information about the site.
Other information
Frequently Asked Questionshttps://admin.applytexas.org/adappc/html/counselor_faq.html
Helpful Information
Why aren’t some students showing up on my list?
For students to be shown on the Counselor Suite:
1. The student must be applying as a Freshman or to a 2-year institution
2. The student must be graduating from high school in the future
3. The correct high school code must be entered on the educational background page of the application
4. The application must be saved at least through theeducational background page
Helpful InformationApplication site features
Copy featureApplications completed through page 5 may be copied and used to create new applications. A student’s account dashboard screen willshow a list of applications and those that may be used to create new apps will have a “Copy” link to the right of the listing. After clicking on the link, the student is prompted to choose a new school, semester, and major. Most of the information from the application copied will transfer to the new application. All the student needs to do is review each page of the new application, enter any information that is specific to the new school or didn’t transfer, and save each page. We recommend that the student complete the extracurricular activities page before using the copy feature so that the activities won’t have to be entered again on new applications.
Helpful Information
Application site features
Sending Essays LaterAdmissions essays do not have to be submitted at the same time asthe rest of the application. They may be sent through ApplyTexaslater using the “My Essays” tab on the student’s application listingscreen. When the student clicks on the tab, the next screen willshow a list of applications with a link to the right to “view or submit essay”. The link will return the student to the essay screen where the essay may be entered in the appropriate text box, saved, and submitted.
Helpful Information
Application site features
Request Transcript Feature
High schools that use the TREx system to send transcripts to colleges and universities may participate in a joint ApplyTexas/TEA project that allows students to request that their transcripts on ApplyTexas. The institutions shown to the right currently participate in the program and high schools may join by contacting the ApplyTexas help desk, [email protected].
Helpful InformationOnce an application is submitted on ApplyTexas, it is considered complete and it may not be changed in any way on the ApplyTexas site. A message and check box has been added to the submission page and students must check the box before an application may besubmitted.
Some colleges and universities will allow students to make changes once their application has been processed by the school. To request a change to an application, students should contact the admissions office at the school applied to for assistance and advice.
Helpful InformationApplyTexas has two help desks specifically for students. For assistance with usernames or passwords, contact the password reset help desk at [email protected] is no need to create a new account when account information is lost or misplaced. Students may write to the help desk and ApplyTexas staff will send them their usernames and a link that they may use to reset their passwords. They should include the following information:
ApplyTexas user name- if knownName on accountDate of birthEmail address on accountSchools applied to using the ApplyTexas account
If the student has current applications in his account and knows his username and the email address on his account, he may use the “forgot your user name or password?” link on the application sign in screen to generate a password reset link any time.
Helpful InformationFor assistance with questions about the application, students may contact the applicant help desk at [email protected]. This help desk can answer questions about how to respond to error messages and can assist students with application changes before the application is submitted.
Counselors also have their own help desk. Questions about the Counselor Suite should be directed to [email protected].
ApplyTexas staff cannot reset counselor passwords or reactivate counselor accounts, but they can add schools to the application database and answer questions about using the application or Counselor Suite sites.
Helpful Information
The College for all Texans website, http://www.college foralltexans.com/ contains information on applying for college. Type “publications” into the search box to download paper copies of the Freshman and Transfer applications.
Questions about the Counselor Suite?Contact the help desk at
APPLYTEXASMany Schools One Application
