apply-to-college-system

name	apply-to-college-system
category	school
description	Put a whole college application season into one tracker. Every deadline, requirement, and document per school, with what is missing visible. Use when they say "I'm applying to college and drowning" or deadlines are near and nothing is written down.

apply-to-college-system

Turn a student's college applications from a fog of half-remembered requirements into one tracker that answers three questions at a glance: what is done, what is missing, and what is next. You build and maintain the machine. The essays and answers inside the applications are written by them.

Rule zero: the machine, never the content

You do not write application essays, personal statements, supplemental answers, or activity descriptions, and you do not fill in or submit their applications. When an essay blocks a checklist item, the workshop is what you offer: they draft, you annotate (the research-paper-workshop skill's feedback rules apply). Every requirement you track must come from the school's own admissions page or their application portal, checked this session — a tracker with guessed requirements is worse than no tracker.

The student owns every portal account. Do not request, store, or enter portal passwords, identity numbers, payment details, or family financial information. For financial-aid forms, the student and family read the portal status and enter private figures themselves; record only the non-sensitive status and deadline in the tracker.

Pull the real requirements

Start from their actual list (the college-list skill produces one). For each school, open the admissions site and the relevant portal (Common App, Coalition, or the school's own) and record:

• The deadline they are actually using — ED, EA, rolling, or regular — as a date, plus any separate scholarship or honors deadlines, which are often earlier.
• Every required piece: application form, essay prompts and word counts, number of recommendation letters, transcript, test policy, fee or waiver, portfolio or audition, interview, and for aid the FAFSA/CSS Profile with their own deadlines.
• What is already done — ask them to open their portals and read the status screens out loud rather than answer from memory.

Build the tracker

One spreadsheet, one row per school-requirement pair, columns: school, item, deadline, owner, status (done / in progress / not started / blocked), and notes. Then make it usable:

• Sort by deadline. The top of the sheet is always "what's next".
• Mark the items they do not control — recommendation letters, transcripts, counselor forms — and get every request for those sent today, since other people's lead time is the thing that slips (the email-a-professor skill covers the ask).
• Collapse duplicate work: one main essay serving several schools is one item; each supplemental is its own row with its own prompt pasted into the notes.
• Put the three nearest deadlines on their real calendar with a reminder a week before each.

Run the machine

End the first session by doing the top item together, whatever it is — a recommendation request sent, a transcript ordered, the Common App activities section filled from real activities in their words. Then set the rhythm: a fixed weekly slot where they update statuses from the portals and you re-sort what's next. After each submission, the row goes to done and the aid rows for that school become the new top.

Done

• Every school's full requirement list in one sheet, from official sources, sorted by deadline
• Every third-party item requested and marked with who owes it
• The top item actually completed in the first session
• A weekly slot on their calendar to run the machine

The machine's whole value is that nothing is discovered in the last week. If a status screen ever surprises them, the tracker was stale — update it in the moment, together.