This presentation covers how to successfully implement eDocs in a high school resulting in a more cost-effective, efficient, and effective manner for submitting all supporting documents for the college application process. Find out how one high school overcame its fear and learn a step-by-step process to win over your staff, students, and parents. Rebecca Barton, College and Career Specialist, and Patti Micheo, High School Counselor, Sherwood High School (Oregon)

1. A Beginner’s Guide to
Using E-Doc’s
RebeccaSpecialist
College/Career
Barton & Patti Micheo
2012 Senior Counselor
Sherwood High School, Sherwood OR
July 2012

2. How to Use E-Doc’s 101

3. Sherwood High School
• The Sherwood School District serves a population of approximately 20,000 residents
consisting of people engaged in business, professional work and light industry. The
school district includes four elementary schools, two middle schools and one high
school. The faculty at SHS includes a principal, two associate principals, athletic
director, four counselors and approximately sixty-six teachers, along with a full
support staff. More than 80 percent of our faculty has earned a Master's degree.
• Sherwood High School is a four-year public high school with a student body of 1,500
that offers a comprehensive academic program aimed at meeting the needs of the
college bound student as well as excellent vocational programs. SHS is accredited by
the Northwest Association of Colleges and Schools.
• Upon completion of their high school program, approximately 93% of Sherwood's
2010 graduates planned to enroll in a program of higher education with 64% planning
to matriculate to a four-year college or university, 26% planning to enroll in a two-year
college and 3% planning to attend a trade/vocational college. In addition, 4% of the
graduating seniors planned to enter the military.
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4. E-Doc’s Breakdown the steps
• Getting Staff on Board and Trained
• Educating Students on Process
• Defining the steps for the 3 types of applications
– Common Application
– Electronic Submission
– Mail Only Schools
• Who Does What
– Students
– Teachers
– Counselors
– Support Staff
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5. Getting Staff on Board and Trained
• Introduce E-Docs in Staff Meeting
• Offer Lunch Training
– Teachers will come for food
– Be there for support
– Provide Sample Letters
• Letters of Recommendation
– Who needs one?
– Students applying to Common App schools need letters
• Colleges want letters from Teachers in Core Classes
• Students will request regardless of need
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6. Managing the Request: Student
• Manage Request – Transcript Manager
• Determine procedure that works for your School
– SHS
• Student:
– Step 1: Have the colleges applying to added to list
» Give student hand-out defining types of applications
– Step 2: Make sure they have indicated that they have applied
– Step 3: Common App Schools – denote how applying
» Crucial step – if not done will prevent documents from arriving
– Step 4: Complete “Senior Brag Sheet” on Naviance
– Step 5: Ask teacher in person
– Step 6: Request in Naviance (e-mail gets sent directly to teacher)
– Step 7: Follow up with a thank you note to teacher
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7. Managing the Request: Teacher
– SHS
• Teacher:
– Step 1: Check Naviance dashboard for request and due-dates
– Step 2: Find student to write letter for and click on name
– Step 3: Click on the “e-doc” tab
– Step 4: View “Senior Brag Sheet” under Plan
– Step 5: Review “College” tab to review colleges applying to
– Step 6: If student is applying Common App: (show icon)
» Letter of Recommendation
» Common App Teacher Evaluation
– Step 7: Under Teacher Document Browse and upload letter
– Step 8: Mark “unable to complete” if necessary
– Step 9: Go back to “e-doc” tab and mark complete
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8. Managing the Request: Counselor
– SHS
• Counselor:
– Step 1: Check Naviance dashboard for request and due-dates
– Step 2: Find student to write letter for and click on name
– Step 3: Click on the “e-doc” tab
– Step 4: View “Senior Brag Sheet” under Plan
– Step 5: Review “College” tab to review colleges applying to
– Step 6: If student is applying Common App: (show icon)
» Letter of Recommendation
» Common App Counselor Evaluation
– Step 7: Under Counselor Document Browse and upload letter
– Step 8: Complete Common App Counselor Evaluation
– Step 9: Go back to “e-doc” tab and mark complete
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9. Managing the Request: Support Staff
– SHS
• Support Staff:
– Step 1: Checked Naviance dashboard for request and due-dates
– Step 2: Track early applications
– Step 3: Researched any unknown deadlines
– Step 3: Clean up any unknown Common Applications
– Step 4: Kept Counselor informed of upcoming deadlines
– Step 5: Remind Teachers of upcoming deadlines for letters
– Step 5: Troubleshooter for questions/problems
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10. Sending the documents
• Decide who will send documents
– SHS
• Senior Counselor (Patti) sent all Common App because she had to
write the letters and fill out evaluation
• Counseling Secretary would handle all the mail applications
• College/Career Center and Counseling Secretary
– Utilize the Application Manager - separate common app schools
– Monitor deadlines
– Manage transcripts
» Mid-Year
» Final
– Ferpa Waiver:
» Family Education Rights and Privacy Act
» Completion Needed before transmitting information
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11. Managing submitted documents
• E-docs - “submission status”
– Submitted: Documents successfully sent to Parchment/Docufide
– Received: Docufide has received Parchment/Docufide
– Downloaded: The college has downloaded the information
– Error: Attention needed, documents needs to be re-sent
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12. Prezi Presentation
• Junior College Planning Night
• Use Prezi Presentation for an introductions to using e-
docs to Parents and Students
• http://prezi.com/froqibz2hwes/junior-
college-planning-night/
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13. QUESTIONS?
Rebecca Barton
rbarton@sherwood.k12.or.us
Patti Micheo
pmicheo@sherwood.k12.or.us
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