1. Minimizing Paperwork, Maximizing
Productivity
Managing the College Process Using Naviance
Jessica Monterastelli and Darryl Tiggle
Friends School of Baltimore

2. Getting to Know Your Students
Create your own survey
•Size/location/atmosphere
•Personal triumphs and challenges
•Community service
•Have access to your student’s own words for
your recommendation

3. Getting to Know Your Students
Create a resume
•Ready for interviews and coaches
•Ongoing project
Prospective college list
•Indicate their level of interest
•Indicate level of competitiveness

4. Getting to Know Your Parents
Import parent data
•Can link multiple students to same parents
Separate parent survey
•Can share information that may not be shareable
in a family meeting
•Parent perspective on their child
•Understand family dynamic

5. College Communications
• Student, Parent, or both
• SAT and ACT Reminders
• Can send to specific groups
• Assigned counselor
• Specific college
• Completed/hasn’t completed a milestone
• Has not signed FERPA
• Set up templates

6. Journals and Documents
• Quickly add a journal entry when you meet
with a student, speak with parent or teacher
• Make a journal entry and link multiple students
for news articles
• Upload initial college lists in documents for
reference for future students with similar
profiles/interests

7. Managing College Applications
Pro/Con of students adding schools
•Don’t need to come see counselor every time
adding a school
•Cannot delete if school materials sent
•Should be most current list

8. Managing College Applications
Class of 2013 was first to add their own
schools
•Initial request was made in person to alert
counselor and teachers
•Student signed contract stating they understood
they were to manage their list and outlined
student/counselor responsibilities
•Students were more active on Naviance, but
tapered off after applications were submitted

9. Managing Teacher
Recommendations
Option 1
•Create account for each teacher
•They can see the student accounts for anyone
who they are writing for
•They upload and complete the necessary forms
Potential pitfalls:
•Status becomes “In Progress” not “Complete”
•Teacher submits wrong/incomplete/late materials
•Teacher sends all the recommendations

10. Managing Teacher
Recommendations
Option 2
•Create “fake” teacher accounts
•Counselor has control over what is uploaded and
submitted
•Counselor is on top of deadlines
•Can create a single deadline for all recommendations
Potential pitfalls:
•Counseling office is clearing house for all materials
•Have to follow-up with teachers to get materials
•Teachers have to share their recommendations

11. School Forms
Common Application Schools
•Transcript, counselor recommendation, and
secondary school forms are bundled together
•Required teacher recommendation form
•All forms must be completed prior to submitting

12. School Forms
Other electronic submission schools
•Can send items as they are complete
•Have to complete a non-Common Application
SSR
• NACAC form is preloaded
• Upload completed form of your own creation

13. Transcripts
Upload using eDocs printer
•Has to be installed
•Initial/Midyear/Final
Additional transcripts
•Make a multi-page file (pdf, Word) and upload as
usual
1st
Quarter grades
•Same process as additional transcript
•There is no page limit, just a single file

14. Sending Materials
Deadline-driven
•Send materials close to deadlines
•Allows time in case student changes mind
•Able to add newer grade information, transcripts,
etc.
•Requires constant management
•More frequent views of student accounts to view
new schools, fee waiver requests

15. Sending Materials
All-at-once
•Less management
•Not able to add additional pages to initial
transcripts
•However, can upload an additional grade report
directly in eDocs tab
•Student cannot delete a school once materials
are submitted

16. Advocacy Using Naviance
Blast email college contacts to set up
advocacy calls
•Need to keep contacts up to date
•Need to run report beforehand so only email
current class colleges
•Cannot include the name of applicants in the
blast emails

17. Advocacy Using Naviance
• Take notes during counselor calls and tag all
students discussed for easy reference for other
counselors
• Able to note trends in admissions for future
counseling

18. Some Suggestions
• Contact area/county schools to create a
resource group
• Have at least one person who is the office
“guru” and truly knows the ins and outs
• Participate in UXR sessions

19. Open Discussion
• What challenges do you have using Naviance
in the college process?
• What are some of your school’s best
practices?
• What tricks have you figured out?

20. Contact Information
Jessica Monterastelli
jmonte@friendsbalt.org
410-649-3254

21. Your Feedback Matters!
Thank you for attending the
Naviance Summer Institute 2013!
We greatly appreciate your feedback, please
complete a brief evaluation for this session at:
http://go.naviance.com/evaluations