Monitoring the College Application Process

College and student decisions are recorded and monitored from within the AVAPPS file.

1. Navigate Home > View/Edit Student records > Applications > History.
2. Find the student whose application you wish to monitor using FileMaker Pro’s Find mode.

A list of all college applications for that student will be displayed.

3. Click the More Info icon next to the application you wish to view.

This will navigate you to the AVAPPS file.

4. Navigate to the Overview screen.

GPA, latest SAT data, application type and application deadline will be displayed if available. If the college requires certain application items, and those have been entered into the college record, they will be displayed in the App Requirements field.

5. Record any relevant notes in the Notes field.
6. Complete the Choice Rank. This indicates the student’s attendance preference.
7. If you wish to override the application deadline as entered in the AVCOLLEGES file, enter a new deadline in the yellow Override box. This will not change the college deadline as entered in the AVCOLLEGES file.
8. If there are family members who attended the college, indicate so by clicking the Legacycheckbox and entering family names in the Legacy Family Members area. There is enough room to record five legacy family members.
9. Navigate to Process > Application.
10. Mark items complete by clicking the associated checkbox and entering a completion date. Make any notes you desire next to the items.

NOTE: Any item with an R next to it is required for the application to be considered complete. Both the list of items and what is required are determined at the time of installation in Preferences. Once all required items have been completed, the application will be automatically marked complete and a check will appear in the Complete checkbox. This can be overridden at any time simply by clicking the yellow Override field.

11. Click the Student sub tab and mark items complete by clicking the associated checkbox and entering a completion date. Make any notes you desire next to items.

As with the Application Process, the Student Process can be marked complete by checking the Complete checkbox at any time.

NOTE: Any information entered on the Student screen will be reflected for all of that student’s college applications.

Monitoring Decisions and Actions

As students apply to colleges you are able to record and monitor both the students’ decisions as well as the colleges’. This is done in AVAPPS.

1. Navigate Home > View/Edit Student Records > Applications.
2. Find the student whose applications you wish to monitor.

A list of all college applications for this student will be displayed.

3. Click the More Info button next to the desired application.

This will navigate you to the AVAPPS file.

4. Navigate to Decisions.

The application deadline is automatically entered from information entered in the AVCOLLEGES file or from the Override field on the AVAPPS > Overview screen if one has been entered.

5. Complete the AppType and Choice Rank if you have not done so previously.
6. A Selectivity value will display here if it has been selected in the college record inAVCOLLEGES. Selectivity is a measure of how competitive the admissions process is. If there is no value, enter a value here.
7. Enter the Prediction. Prediction values are created during installation in Preferences. Chosen here, they represent the counselor’s prediction of the student’s chances of being accepted to the college.
8. Indicate student and college decisions along with their dates.
9. Indicate if the student has received a merit scholarship by checking the Merit Scholarshipcheckbox and supplying a scholarship name, amount received per year, and whether or not it is a renewable scholarship.

Generating College Reports

There are a variety of reports available in the AVAPPS file. Reports can be run for all application records or for a found set of students or colleges. The following reports are available:

• Applications sorted by Student
• Applications sorted by Student with Scores
• Applications sorted by Student with Scholarships
• Applications sorted by College
• Applications sorted by College with Scores
• Applications sorted by College with Scholarships

To run a report:

1. Navigate Home > View/Edit student Application records > Overview.
2. Find the group of students or colleges for which you wish to run reports.
3. Navigate to AVAPPS > Reports.
4. If you would like to include a description of the report, enter it in the Additional Report Description field at the bottom of the screen. This will display at the top of the report.
5. Select the desired report by clicking the appropriate Report icon.
6. Depending upon which platform, operating system and printer you are using, a Page Setup or Print dialogue box will appear. Make your choices and click OK or Continue.

The chosen report will appear.

7. Select Print from the FileMaker Pro File menu at the top of the screen.
8. Click Continue when the report has finished printing.

Printing Student Application Summary Reports

A report of all applications for an individual student can be generated from within AVSTUDENTS.

1. Navigate to Home > View/Edit Student records > Applications.
2. Find the student for whom you wish to generate a report.
3. Click the Student Application Summary Report button at the bottom of the screen.
4. Depending upon which platform, operating system and printer you are using, a Page Setup or Print dialogue box will appear. Make your choices and click OK or Continue.

This will navigate you to the report. Student name, college name, student choice rank, counselor’s prediction, merit scholarship information and other pertinent data will be displayed.

5. Select Print from the FileMaker Pro File menu at the top of the screen.