PARTNER MANAGEMENT
APPLICATION REVIEW
Reviewing a student application
First Step
Use these references for calculating GPA. Be sure to weight full year courses twice and half year courses once.
https://www.scholaro.com/gpa-calculator/
Enter GPA for each year. Calculate GPA based on years that are submitted, note in the compliance notes what you are missing.
If you don’t have room for all courses, put in admin notes and still include in the GPA. Once done, paste these notes into the “Additional Courses” field so will show up on student transcript in the profiles.
If missing most recent year but the GPA is above a 2.6, students grades may be accepted if grades are steady. If missing most recent year but the previous year has any D’s or F’s, and/or the GPA is less than 2.6, make note that we will wait for most recent grades prior to accepting.
Vaccinations
Check for vaccinations and enter any missing vaccinations into admin notes.
Allergies: Add any allergies to the end of the student blurb.
Photos
Once you have initials on an application, you are responsible for that student until that student gets fully approved. When new pieces of the app come in, make sure you are updating the compliance notes and also uploading the forms to the contact in Sugar.
Recheck all pending and conditional application on Wednesdays. Check this link for document pieces.
https://docs.google.com/spreadsheets/d/1ZoG6jfqaUxzGrjpKuHojpAhermASzXIYtYWzzuinYb8/edit#gid=1209069320
Creating Student Media Assets
General items to consider
Once you get to Sugar…
First Step
- Assign ID based on submitted date in chronological order. Check Placement Options form to note placement options in the Student ID.
- Do Student ID first, then special request alphabetically, followed by state or Region if applicable
- R1-R6 Regional Request
- SR = Single Room
- State Abbreviation = State Request
- ST5 – Five State Request
- ST3 – Three State Request
- GP = Guaranteed Placement
- PP = Preplacement
- UR = Urban Placement
- PL = Plus (GOH Only)
- Read the app to determine if DP, SP, SS, SPDP and to check for any red flags.
- START OF REVIEW:
- Double check that all special requests have been added into the student ID. You can find these on page 10.
- Age: If they are not older than 15 or younger than 18.5 by August 31, deny for age. (write “too young” or “too old” in the GPA line and decline in status on final page)
- Prior Visa: Must not have participated in previous student exchange, F1 or J1.
- Schooling: Must not have completed more than 11 years of primary or secondary school, exclusive of kindergarten. (we do make some exceptions for 14 year olds, put in pending and see Vickie or Laura)
- ELTIS: Must be 670 or 216.
- Scan grades: If many D’s or F’s, we will likely not accept. Must have at least 2.6 GPA.
- Throughout the review process, take note if you feel they will be a suitable, placeable applicant. Take note of incongruencies in the application, such as medical or mental conditions mentioned in the letters but not in the medical forms. Forms
- Check for all forms submitted, note which are missing in Compliance notes. If transcripts are missing, just note that in the compliance notes and move on to another student. (Note: the student interview will always be missing, we do not use this)
- Review all submitted forms (detailed below), make sure all forms are signed and dated and all boxes checked, all pages uploaded not just the signed pages. The following are acceptable to just have the signed pages:
- DOS Regulations
- Program Rules
- Fee Acknowledgement: This is uploaded by the agent. Note if this is missing. Amounts must be filled in. If no amounts, this is a reason to put student into pending status.
- English Teacher Recommendation (2pages): Confirm all pages are completed and the final page is signed. Note any red flags with regards to language or behavior. Does the recommendation seem to correspond with the ELTIS Score?
- ELTIS: This is not needed for native speakers. If not a native speaker, please make sure test is uploaded and the score is entered into the application. Minimum 215 or 670.
- Statement of Applicant Health (6 pages): Review to make sure all pages completed, and the final page signed. Look for any incomplete fields, any points to be clarified, or any medical history of note. Any medical history of note should be included in the compliance notes and marked MEDICAL HISTORY: Explanation. Review any missing immunizations as related to the date of birth if applicable, and mark in Admin notes. Check for any medical issues not translated into English and check with agent.
- Health Addendum: This is not needed if no ongoing medical condition exists. Verify that there are no ongoing medical conditions in the Statement of Health before determining this form is not needed.
- Vaccination Agreement (2 pages): Make sure signed and all pages uploaded.
- Medical Treatment Permission/HIPAA (2 pages): This is two pages, make sure both are signed, all boxes checked, and forms dated.
- Program Rules/Student Parent Agreement (4 pages): Make sure signed and dated.
- Participant Agreement and Release: Signed and dated.
- Visa Explanation (2 pages): Please make sure student information is legible and that both pages are uploaded and that 2nd page is signed and dated.
- Regulations (11 pages): This is fine if only the final page is signed and uploaded.
- Scan of official transcript: Make sure at least two years of grades are uploaded. If not, do not proceed with reviewing the application. Minimum GPA is 2.6. See “Grades” notes below.
- Smiling Headshot: See if a good photo for the blurb and profile. Must be student only, no other people, and not in sports gear or holding any trophy or wearing a medal. Must have a shirt on, no bathing suits or bare chest. If photo not acceptable, check other photos for an image to snip.
- Picture of Family-make sure appropriate and correctly oriented. One collage for 15-17 is fine.
- Picture of something enjoyed-make sure appropriate and correctly oriented. One collage for 15-17 is fine.
- Picture of Friends-make sure appropriate and correctly oriented. One collage for 15-17 is fine.
- Scanned passport. Make sure name and birthday matches the student name and birthday on the application. Make sure passport number is visible. Check expiration date. If passport is scanned but passport # is not entered, please enter it. Make sure country of passport matches country stated on the application. If missing Passport Scan-let agent know, conditional acceptance so we know to look for this.
Use these references for calculating GPA. Be sure to weight full year courses twice and half year courses once.
https://www.scholaro.com/gpa-calculator/
Enter GPA for each year. Calculate GPA based on years that are submitted, note in the compliance notes what you are missing.
If you don’t have room for all courses, put in admin notes and still include in the GPA. Once done, paste these notes into the “Additional Courses” field so will show up on student transcript in the profiles.
If missing most recent year but the GPA is above a 2.6, students grades may be accepted if grades are steady. If missing most recent year but the previous year has any D’s or F’s, and/or the GPA is less than 2.6, make note that we will wait for most recent grades prior to accepting.
Vaccinations
Check for vaccinations and enter any missing vaccinations into admin notes.
Allergies: Add any allergies to the end of the student blurb.
Photos
- Check for graduation or sports in the profile picture
- Turn any sideways photos right side up by saving and re-uploading.
- Note any missing fields or questions to be clarified, such as intention to come on program, need to play sports, seems extremely shy, discrepancies between uploaded forms and answers on application, such as in the placement options or health forms, specifically allergies.
- Remove any identifying information from the student and parent letters. (city names, surnames, school names, parent first names should be initials only)
- Add placement options to the end of the student ”All About Me” short note.
- Add sex (Male/Female) at the beginning with a colon
- Add allergies at the end of the student note
- Add fears (e.g. dogs) to the end of the student blurb
- Add placement options to end of student note
- DP = Open to a Double Placement
- SP = Open to a Single Person Placement
- SS = Open to a Same Sex Placement
- SPDP = Open to Single Person Placement only if a Double Placement
- If any ST3 or ST5, add the state abbreviations to the social media asset and to the end of "All about me".
- Upload Generic photo (country flag).
- Make sure you have noted the allergies or medical considerations.
- Make sure you have noted any special placements accepted from page 6.
- Initial that the application was reviewed by you.
- Change application status.
- Create Section 2 build (go to the “eyeball” in results, Results View, Section 2 Full app build, create Table PDF. Upload this pdf to ”Upload PDF of student app from Formsite”.
- Do not pass to Sugar until conditionally accepted or accepted.
- Create Social Media Asset (see below)
- Send to sugar in “Ready to send sugar” choose “Yes-all”.
- Once sent to Sugar (for more details view “Building a student SOP”), upload Student Private Profile to student application in Formsite (for more details view “Creating Profiles SOP”).
- Send to “Full Application Merge”
- Upload links for private profile, public profile and full application to the Placements Underway Spreadsheet.
- Need clarification on something that you don’t want the field to see yet.
- Missing Grades for third year on borderline student.
- Missing Program Rules, HIPAA agreement (make sure boxes are checked), ELTIS (non-native), Transcripts, English Teacher Recommendation, Statement of Application Health, Placement Options, Vaccination Agreement, DOS regs, Student photo, no $ listed on fee agreement/fee agreement not signed.
Once you have initials on an application, you are responsible for that student until that student gets fully approved. When new pieces of the app come in, make sure you are updating the compliance notes and also uploading the forms to the contact in Sugar.
Recheck all pending and conditional application on Wednesdays. Check this link for document pieces.
https://docs.google.com/spreadsheets/d/1ZoG6jfqaUxzGrjpKuHojpAhermASzXIYtYWzzuinYb8/edit#gid=1209069320
Creating Student Media Assets
- Enter call to action for student.
- Copy and paste blurb text into the description, edit to fit, highlighting most interesting pieces.
- Select background.
- Choose three photos that match student description. (if you can’t find three, just choose “family” and enter what type photos you would like to see here.)
- If any ST3 or ST5, add the state abbreviations to the social media asset.
General items to consider
- There should be no characters in the student’s name. No dashes, accents, etc.
- Check the passport to make sure the DOB and name is correct. If there is no passport, check the “birth month” field to make sure that matches what is written.
- If there is a middle name on the passport but not in Formsite, please add it.
- Give a final check to the application before sending it over that the orientation is assigned (if not, ask Katie) and that the orientation assigned makes sense. (for example, if the notes say student is attending their sister’s wedding on August 22, they can’t be assigned to NY1.
- Final check to admin notes or partner notes for anything to be addressed.
- If there is anything specific that the field needs to know but we aren’t comfortable writing it in blurb, such as “please don’t place in Texas because their birth parents live there and they are adopted”, then put an asterisk on their student ID. Like this *
- Once an application is accepted or conditional, replace the name in the GPA with the actual GPA.
- Do not forget to note the date last reviewed on your applications. Even if you looked at it and there was still nothing updated by the agent.
Once you get to Sugar…
- To have the orientation code show up on the profile, you have to “edit” and “save” the note to have the code appear.
- Choose partner organization in the contact, it does not automatically populate. (until now I have just been going in and doing this)
- Enter program dates that correspond with the orientation dates. All end dates until placed should be 6/30/2025. ICO should have generic dates of 8/1-6/30.
- Do not enter any program status under the contact.