Beyond the Application: The Hidden Steps of the College Admissions Process

Most people think hitting submit on a college application means the hard part is over. 🎓

But anyone who’s been through the process knows that’s just the beginning.

What happens after students submit their applications is often far more complicated; and far less talked about. Between counselor forms, student portals, and endless password resets, the “post-submit” phase can feel like a full-time job.

Let’s take a closer look at what really happens next.

Step 1: Counselor Submissions and Brag Sheets

Once a student hits submit, their part of the application may be done — but the school’s part has just begun. Colleges require an official school report and a counselor recommendation for every applicant.

Before counselors can send those materials, most schools require students to complete a brag sheet or counselor packet. This document gives counselors important background information about the student’s achievements, activities, goals, and personal qualities. Without it, the recommendation process can’t move forward.

In other words: students can’t just wait for the counselor to “take care of it.” They need to be proactive and make sure all the necessary forms are in place.

Step 2: The Portal Parade

Once applications are submitted, students must open a separate portal for every college they apply to.

Each one comes with its own setup process — a PIN, a temporary password, a security question, and then a new password (often 12–14 characters long and sometimes even restricted from including your name).

These portals are the command centers for each school. This is where students:

• Track the status of submitted materials

• See if recommendations or test scores are missing

• Upload additional documents

• Receive important updates or next steps

• And eventually, find out their admission decision

It’s a lot to manage — especially when students apply to 12–15 schools. Keeping track of login information, emails, and deadlines can become overwhelming quickly.

Step 3: The Test Score Maze

Even after submitting the main application, many schools still require students to handle standardized test scoresseparately.

Some colleges want official score reports sent directly from the testing agency (College Board or ACT). Others allow self-reporting within the school’s portal. The tricky part is that every college has its own rules; and missing a step can delay the application review.

This is often where students (and parents) realize how important organization and follow-up really are.

Step 4: Systems Like STARS - Manual Data Entry, One Class at a Time

Several universities use systems such as STARS, which require students to manually input their entire high school transcript. That means every course title, grade, credit, and category must be entered one line at a time.

It’s tedious and time-consuming - but it matters. Inaccurate entries can create discrepancies between what’s reported and what’s on the official transcript, which could raise red flags during admissions review.

Step 5: Re-Reporting Grades

Some colleges add yet another step. Universities like the University of Texas and the University of Illinois require students to re-enter all of their grades directly on their application portal — even if transcripts were already sent.

For students applying to multiple large public universities, this can add hours to the process.

Step 6: The Role of Independent College Counselors

When you add up all these tasks — counselor forms, portals, test score reports, STARS entries, grade re-reporting — it’s clear that applying to college is no longer a single task. It’s a multi-step project.

This is where having an independent college counselor can make an incredible difference.

An experienced counselor understands the nuances of each platform, knows which schools require what, and can guide students through the process efficiently. More importantly, they can provide calm and clarity in what can otherwise feel like chaos.

Students get the support they need to stay organized, meet deadlines, and focus on presenting their best selves — not just managing paperwork.

The Bottom Line

The college application process doesn’t end when a student hits “submit.” In many ways, that’s when the real work begins.

Between counselor forms, password-protected portals, test score logistics, and detailed self-reporting systems, it’s no wonder students feel overwhelmed.

But with structure, support, and expert guidance, it is manageable. And when students finally reach the finish line - completing every requirement for every school - it’s something truly worth celebrating. 👏