Introduction
After students hit “submit,” many assume their college applications are done. But counselors know that the weeks following submission can be some of the most confusing in the entire process.
Colleges begin sending out portal emails, each with different links, formats, and logins, and students quickly get overwhelmed or don’t even read past “Thanks for applying”. Some miss portal messages completely, while others assume that if their counselor submitted documents, everything is automatically taken care of.
The reality is that college portals are essential, but often misunderstood. Students need to know what they are, how to use them, and why it is their job to make sure everything in those portals looks correct.
1. Explain What a College Portal Is (and Why It Matters)
Many students and families do not realize that college portals are completely separate from the application system. They often think the Common App or another platform handles everything.
Help them understand:
- Each college creates its own portal login after receiving an application.
- The portal is where students can track whether all materials, such as transcripts, recommendations, and test scores, have been received and processed.
- The portal is also where most colleges release admissions decisions.
Students should log in to every portal they receive and check them weekly. If possible, have them bookmark each one in a folder labeled “College Applications” so everything stays in one place.
Counselor Tip: Remind students that portals are not optional. Even colleges that communicate by email will still expect students to use their portal to track missing items or decision updates.
2. Clarify What Counselors Can and Cannot See
This is one of the most common misconceptions among students. Many believe counselors can see exactly what they see inside a portal, including missing items and updates.
In reality, counselors usually cannot see any of that with some exceptions (university-specific counselor portals or slate.org, for example). Once materials are submitted through the Common App or another platform, counselors lose visibility. Even when a transcript or recommendation was sent correctly, there is no guarantee it has been processed on the college’s end.
That is why students must take responsibility for checking their portals. A counselor can confirm what has been sent, but only the student can verify that the college actually received and recorded those materials.
Counselor Tip: Say something liek “I can see what I’ve submitted on [give the date], but only you can confirm that your college has processed it.”
3. Encourage Students to Watch for Portal Emails and Confirmations
Colleges typically send a confirmation email and portal link within 24 to 72 hours after submission, but those messages often get lost in spam folders or filtered out by school email systems.
If a student has not received a portal link or confirmation within a few days, they should:
- Check spam or junk folders.
- Search their inbox for the word “portal.”
- Confirm that they used the same email address on all applications.
- If nothing appears after a week, contact the college directly to confirm receipt.
Counselor Tip: I have mixed feeelings on whether to use school emails or personal ones. For example, if your school doesn’t allow phones in schools, it is sometimes difficult for them to access their personal email. Also, if they use the school email, then we are more able to help them with an issues log in, etc. However, some school email systems can block or delay messages from external senders.
4. Make Portals Part of Your Post-Submission Routine
In the weeks after major deadlines, plan quick check-ins or group reminders for seniors to confirm:
- They have received and logged into every portal.
- Checklists in each portal match what has been sent.
- Nothing shows as “missing” that should be complete.
- Any discrepancies have been addressed with the college.
Even if a counselor sends every document correctly, items can still appear as missing if they have not yet been processed or were uploaded to the wrong location. I have even had the case where the kid applied using their nickname and his school documents used his legal name, so it showed as missing. It is better to catch those issues now than during decision season.
Counselor Tip: Host a short “Portal Check Day.” Have seniors bring their laptops and spend ten minutes making sure everything in their portals looks complete. It is one of the most efficient and worthwhile meetings you can hold in November. Even if some haven’t applied yet, it shows them the role and value of portals.
5. Teach Students to Self-Advocate and Follow Up Professionally
Checking portals is an important lesson in responsibility and self-management.
When a student notices something missing, encourage them to contact the admissions office directly rather than waiting for someone else to fix it. Show them how to write a short, polite message:
Hello, I recently submitted my application and noticed that my transcript (or other item) is listed as missing in my portal. Could you please confirm whether it has been received or if I need to resend it? Thank you for your time and help.
These small moments of self-advocacy teach students how to communicate respectfully and professionally; these are skills that will serve them well in college and beyond.
Resource: Post-Application Student Checklist
Use this checklist after you submit your college applications to stay organized and avoid missing steps.
| ✅ | Task | Notes |
|---|---|---|
| ☐ | I received a confirmation email from each college. | Check your inbox and spam folders. Save each message. |
| ☐ | I successfully logged in to every college portal. | Bookmark each one in your browser. |
| ☐ | My application shows as submitted or complete in each portal. | Confirm that no items are marked missing. |
| ☐ | My high school transcript has been sent. | If using Common App, confirm it was submitted by your counselor. |
| ☐ | My test scores (if required) have been sent directly from the testing agency. | SAT: College Board; ACT: ACT.org |
| ☐ | My recommendation letters are marked as submitted (if required). | Verify with teachers or your counselor. |
| ☐ | I checked that my email address matches across all applications. | Consistency prevents portal issues. |
| ☐ | I reviewed each college’s next steps. | Some may ask for forms, interviews, or essays. |
| ☐ | I wrote down all Regular Decision or scholarship deadlines that come next. | Add them to your calendar. |
Tip for Students:
If you cannot log in to a college portal or something shows as missing, do not assume your counselor can see it. Contact the college directly and politely ask them to confirm whether your materials were received.
Tip for Counselors:
If you have a large caseload, email this checklist to all seniors after major deadlines or post it on your school’s counseling webpage. It saves time, prevents repeated questions, and helps students take ownership of their applications.