by Leah Schroeder ’13

This fall was the first time that TCCI: Family Connections, a purely electronic system, was used to send seniors’ transcripts and letters of recommendation to the colleges to which they were applying. While some students appreciate its speed and wealth of information, others are frustrated because they do not know how to use the system or if their materials were sent on time.

“[Family Connections] was good for keeping track of all the colleges I applied to and their deadlines. It was also helpful with other stuff like helping me make a resumé  and looking up careers I am interested in. It was only annoying when it did not update quickly to show whether my transcripts were sent or not,” said senior Janet Mansaray, who applied to five schools and whose materials turned out to have been sent without a problem.

To use the system, students set up accounts and selected colleges. Students were responsible for providing their Common Application username and password, inputting the application deadlines and requesting transcripts 15 business days before the deadline. Registrar Janette Hernandez, Career and College Advisor Joe Hock and school secretary Barbara Lee, who works in the registrar’s office, sent the materials to colleges via the website. Teacher and counselor recommendations also had to be requested online, and once uploaded, were sent in the same manner. As an additional assurance, students were asked to submit a paper transcript request to resolve any discrepancies found on Family Connections.

“The goal is not to miss anything,” said Hock. “I had several lunchtimes where students, if they had any problems, could come in for help. In a lot of ways, it is easier and simpler. It is just new.” As of November 29, 322 of the 495 seniors have had their transcripts sent and all deadlines have been met. If the school does not make a deadline, Lee will contact the school and explain the situation.

For the approximately 10 percent of schools that do not accept transcripts electronically, Family Connections indicates so and these transcripts will be sent by mail. If any school complained about not being able to read a transcript, a second version was faxed or mailed to the school.

According to Hock, some of the problems that frequently arose included students not entering or entering incorrectly their Common Application username and password, forgetting to request transcripts and recommendations, and students putting different colleges on Family Connections than on their paper transcript request.

Senior Cooper Weinberger, who applied to five schools, went to his counselor one or two times a week for the entire first quarter to ensure that the process had been completed correctly. However, one of his schools claimed to have never received his transcripts, which was not resolved for a few weeks. Hock notes that this new system assists in resolving situations like these because when each item is received by the school, except for those using the Common Application, Sherwood is given a verification code.

The deadline for submitting the application and requesting the transcript created concern. Students had initially been told when submitting their paper transcript requests that the request would not be received unless applications were complete as it would help to avoid colleges misplacing materials. Lesia Dunkins, the head of the counseling department, indicated that colleges prefer students complete the application before receiving transcripts, but stated that Sherwood will still send the materials in time for a student’s first deadline.

As it is an MCPS mandate, the system will continue to be in place next year. To improve the process, Hock and Dunkins are rewriting the directions given to seniors during their meetings with their counselors in the summer prior to senior year. They will also be training teachers to send their own letters of recommendation on the system, rather than just uploading them. They are also considering requiring students to make requests 20 business days in advance of the deadline.

Seniors line up in front of the registrar’s office to submit transcript requests and to check the status of their submissions.