Creating a College Application Tracker#
The college application season has officially started. Over the next several months, high school seniors across the country are working on their applications to universities. It can be a grueling time, and having a structured plan is essential for managing stress and keeping up with the many different parts of the application cycle.
One way to do so is by keeping a schedule and checklist for the schools you are applying to. Creating one with your Dewey Smart tutor can be especially helpful, as they have recently gone through the process themselves and are familiar with key deadlines and requirements. Below are some essential aspects of the admissions cycle to include when building your college application tracker—whether you use Excel, Google Sheets, or another platform.
1. Deadlines
Every school has a final deadline for when applications are due, but before that date, there are often multiple types of deadlines to consider. For example, to qualify for scholarships, priority consideration, or an honors college, some schools require you to apply earlier.
Common application timeline types include:
- Early Decision (ED): A binding option where you commit to attend if accepted, typically with an early deadline.
- Early Action (EA): A non-binding option that allows you to apply early and receive an earlier decision.
- Regular Decision (RD): The standard application timeline with later deadlines.
For students juggling multiple application systems and deadlines, understanding how to navigate platforms like the Common App, UC, and CSU can significantly streamline your process: How to Navigate College Applications: Common App, UC & CSU
Each school will have its own set of deadlines, and it is up to you to determine which one is most relevant to your goals. This is a critical piece of information because a college application includes many components: high school transcripts, essays, letters of recommendation, standardized test scores, and more. These pieces may be submitted together or separately, and each can follow a different timeline.
Ensuring that all your materials are submitted and received by the deadline is essential. The word “received” matters. Some parts of your application can take longer to process, so it’s important to monitor them carefully. Most schools provide an application portal where you can track the status of your materials. After submitting through the Common App, students usually receive instructions for setting up a portal account. Applying directly through a school’s portal is another way to monitor this information.
Deadlines are important and generally final. Schools are unlikely to make exceptions unless circumstances truly warrant it. Knowing the deadline that applies to you, and preparing your application well in advance, is a must for a successful college application cycle.
2. Transcript Submission
There are several different types of transcripts used during the admissions process, and schools may request them at different points in the cycle.
Official Transcript
- Submitted by: High school (sent directly to the university)
- Includes: Complete academic record to date
- Typical timing: With the initial application or upon request
Self-Reported Transcript (SRAR)
- Submitted by: Student
- Includes: Courses and grades reported by the student
- Typical timing: During application submission
Mid-Year Transcript
- Submitted by: High school
- Includes: Fall semester senior-year grades
- Typical timing: Mid-year of senior year
Final Transcript
- Submitted by: High school
- Includes: Full high school transcript
- Typical timing: After enrollment
Self-reported transcripts can be submitted through tools such as:
- The Common App
- The Self-Reported Academic Record (SRAR)
- A university’s application portal
It’s important to record which transcript types are required for each school, when they are due, and how they must be submitted. Your tracker should clearly indicate whether each transcript has been sent and received.
Building a strong high school transcript through thoughtful course selection and academic planning can elevate your college applications long before they’re submitted: How to Build a Strong High School Transcript
3. Letter of Recommendation (LOR) Guidelines and Submission
Every school has different requirements and expectations for letters of recommendation. Some may require one teacher recommendation, others two, and some may allow additional optional letters.
In your tracker, note:
- How many letters each school requires
- Who you plan to ask as recommenders
- Whether you have asked them
- Whether they have submitted their letters
Having these details organized ensures you give your recommenders enough notice and prevents last-minute surprises as deadlines approach.
Don’t forget that strong letters of recommendation are a key part of your application timeline, and knowing when and how to request them can give you an edge in the admissions process: How to Request Letters of Recommendation
4. Interviews
Some schools require interviews, while others offer optional interviews depending on the program or applicant pool. Interviews can be conducted by current students, alumni, or faculty members.
Knowing whether an interview is required or optional—and how to schedule it—is valuable. It allows you to plan ahead and prepare thoughtfully.
Q: Are college interviews required?
A: It depends on the school. Some institutions require interviews, while others offer them as optional or by invitation only.
Q: What should I prepare for an Ivy League interview?
A: Be ready to discuss your academic interests, extracurricular involvement, and why the school is a good fit for you. Reviewing your application and preparing thoughtful questions is also key.
5. Supplemental Essays
In addition to the main application essay, many colleges require supplemental essays. These can depend on the program you’re applying to, scholarship consideration, or honors colleges.
Colleges typically release their supplemental prompts early in the application season. These may include:
- The Common App Personal Statement
- School-specific prompts, such as UChicago’s famously creative questions
Tracking how many supplemental essays each school requires, and on what topics, allows you to plan your writing schedule effectively. Gathering this information early helps ensure you complete your essays well before the application deadline.
Celebrating student success and understanding the outcomes of strategic planning can add perspective to your tracker’s goals. See this recap of the Class of 2025 acceptances:
6. Resume
Some applications request a resume. Your tracker should note which schools require one so you can update and submit it accordingly.
Since your college application tracker includes key achievements, it’s helpful to know why building a college‑ready resume should start now: Why Building a College-Ready Resume Starts Now
7. Standardized Test Scores
Like transcripts, standardized test scores can be submitted in different ways. Schools vary in whether they accept official scores, self-reported scores, or both.
Official scores are sent by testing agencies such as the College Board directly to the university. Self-reported scores are entered by the student as part of the application.
Many schools now follow test-optional policies, meaning submitting scores is optional, while others are test-blind, meaning they will not consider test scores at all, even if submitted. Each university has its own policy, so it’s important to record:
- Whether scores are required, optional, or not considered
- Whether official or self-reported scores are accepted
- When and how scores were submitted
8. Optional Additional Documents
Some schools allow applicants to upload additional documents, such as portfolios or supplemental materials. Knowing which schools allow this, how submissions work, and what you plan to include can be a helpful addition to your tracker.
Keeping all of this information organized in one place can make the college application process far more manageable, and help you stay calm, confident, and on track throughout the cycle.