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Dean J
Updated: 13 min 46 sec ago

Missing Credentials Emails from UVA

November 24, 2015
On Sunday night, we emailed anyone missing a required application item. If you got one of those emails, don't panic. You aren't in trouble. We know that things sometimes get lost in the mail, sucked into a internet black hole, or misfiled. 

If you got an email from us, please double check your status in SIS and then get in touch with the appropriate person to get that missing item sent to us. We know some schools are already closed for Thanksgiving and are fine with items coming to us next week. Remember that if someone wants to email an application document, they should be using Don't send credentials to individual admission officers. This will delay filing of the document.

Do not worry about the mid-year report at this time. EA decisions come out before most schools send mid-year reports, but if you get an offer or are deferred to the Regular Decision round, we expect your counselor to send the mid-year report. Many students stop checking their status once the to do list disappears, so we need you to see this requirement now as opposed to adding it to the to-do list in January.

Sending Application Supplements to UVA

November 13, 2015
I've already covered sending us resumes, papers, and abstracts in a past entry (tl;dr we do not accept these items) and today I want to cover a different kind of supplement. The expensive ones.

Every year, we get beautiful packaged submissions from students who want us to see pictures, certificates, art, and newspaper clippings. The use pretty folders, binders, and, in some cases, professional bindery services to present these items. They come in express envelopes or were dropped off by DHL/FedEx/UPS. It's clear that the students spent a bit of money on all this.

Everything that doesn't fit one of the categories of application credentials (transcript, recommendations, school profiles) goes into a bin labeled "Extra materials." Theses items are not reviewed by the deans. It's pretty time consuming to holistically review 30,000 applications. It takes us several months. We won't have time to include the books and binders in the review.

Please don't feel pressured to spend money on this kind of thing. The Common App is exactly what we need! Once you've completed your Common App, turn your energy back to the other things on your very full plate.

About the SIS Application Status

November 5, 2015
I just got off the phone with a counselor from my territory who said he has a super nice family that is getting really worried about their student's status page. The counselor mailed the school credentials on the 29th and they thought that a week was enough time for the documents to get to us.

First of all, if you are at a school where counselors aren't allowed (ahem, my territory) or don't have the computer system to submit documents online, I can almost guarantee that it takes more than a week for a document to get to us. Just think about the chain of possession on that envelope.

1. Your High School
First, the counseling office prepares the required documents and probably sends them to the location where all the outgoing mail for your school is collected. Either the same day or the next day, the envelope leaves the building with the US Postal Service.

2. The Journey to Charlottesville
The US Postal Service has their own network of facilities that sort and distribute mail. We all know it is hard to predict how busy the distribution system will be. Eventually, the envelope will make it's way to Charlottesville, possibly after a stop in another city.

I don't have a picture of a mail truck. Pretend that is one. Beep beep!

3. The Journey to UVA
The US Postal Service delivers all mail for UVA to UVA's University Mail Services. Mail Services handles all of the mail for the University and the UVA Medical Center. This includes all the "messenger mail" that we send from one office to the next. Just because mail arrived at UVA doesn't mean we have it in our office.

University Mail Services sorts all the mail that comes in for UVA and then delivers it to each building. Once something arrives at Peabody Hall, our staff sorts it and distributes the items to the proper staff members.

Now, our staff members are pretty busy at this time of year. We have have a little over 16,000 Early Action applicants and each has a counselor and teacher sending us documents to support their application. Opening all that mail takes time and checking all those documents in takes even longer.

A long line of mail bins.

If your school sends items electronically, it still takes a few days for that information to make it into your file. The Common App doesn't send anything until YOU hit submit your application. After that, it will probably take a few days for us to get the documents downloaded from the Common App and then our staff has to match the newly-arrived item up with an application that is here. 

Bottom line: At this time, your SIS status is not a call to action. It is view into where we are with your file. There will be a point when we start contacting students about items that are missing, but that won't happen until December. Please do not rush into your counselor or teacher telling them they didn't send the documents correctly. In all likelihood, those items are either on the journey to us or are waiting to be checked in and linked to your application. I'll let you know when all submitted documents have been filed.

Post-Deadline Notes for #UVA20 Early Action Applicants

November 3, 2015
The day after the Early Action deadline is always an interesting one. We look at the numbers, but know that the final application number won't be known for a few weeks. We only count completed applications in our statistics, so though we have a total number of applications right now, it's just the submitted number and we won't have an official count until all the credentials that have been sent by counselors and teachers are logged into the system. For now, we are up over 16,000 applications. We are a tad higher than last year at this point, but we will see how many of those applications become complete.

Let's talk about some of the topics that always come up after deadlines:

1. Teacher and Counselor Submissions are still being processed.We give school counselors and teachers a grace period for submitting documents. Do not worry if your counselor or a teacher is still working to get all of those credentials out.

2. The first time you log into SIS, your file will probably be incomplete.As I hope you read in the application instructions, a few days after we download your application and get it into our system, you'll get an email about logging into SIS. SIS is where you will monitor your application status for both admission and financial aid. On notification day, you'll also check your decision in SIS.

At this point, most applications are incomplete. Please do not worry! As long as you submitted your application in time, everyting will be okay.

3. Mid-Year reports stay on the SIS to-do list.If you receive an offer of admission or a deferral, we require that you send us your mid-year grades. We lave the mid-year report on the SIS to-do list for EA applicants so our applicants are aware of this. If you get to a point when the only thing on your to-do list is the mid-year report, you are done for now!

As a reminder, here are posts about:
-sending supplements and resumes to UVA
-SAT score report delays
-ACT score report delays

As always, you can ask questions anonymously (but please pick a name!) in the comments.

The Final Countdown for Early Action Applicants

November 1, 2015

Early Action deadline day is here and we know there are still some applicants out there putting the finishing touches on their applications. A few reminders...

1. The Common App help desk is FAST. Even when I have asked the most complicated question, I've had a response from the Common App folks in under and hour and often in just 15-20 minutes. If you have a problem while on the Common App website, open a help ticket. The individual colleges don't support the Common App website. The Common App has a great team of folks who do that.

2. You need to double check your responses to a couple questions.Every year, we hear from students who accidentally applied under Regular Decision instead of Early Action. Double check your selection before you submit. If you hit RD, we won't even begin to work with your file until after the EA review is complete. While you're at it, make sure you are applying as a first-year student. Even if you are coming in with AP, IB, or college credit, even if you are getting an Associate's Degree concurrently, you are a first-year student if you are still working on getting your high school diploma.

You can verify all of this on the first UVA screen you come to on the Common App website.

3. Read the our application instructions.The application instructions explain what happens after you submit your UVA application. If you read them, you will not be surprised to see items on your "to do" list the first time you log into the UVA student information system (SIS).

I'll be online as late as possible tonight to answer questions that come in by email, blog comment, Twitter, or Facebook. Our office will be open tomorrow morning in case you need to talk to someone about your application.

Good luck! Don't stay up too late!

Sending Resumes and Supplemental Information to UVA, Fall 2015 Edition

October 30, 2015
I normally spread posts out by a couple days, but the emails I'm getting are prompting me to combine my usual note about sending resumes with some more information about supplemental documents to us.

First of all, this post is not about the optional UVA supplements applicants interested in the arts, architecture, and the marching band are able to submit through SlideRoom. This is about all the other stuff that people want to send us.

1. Do not send resumes to UVA.The Common App has a resume upload function and lets each school decide whether they want to use it. We are one of the schools that turned that function off. We prefer the Common App activity section to the various ways people choose to present their activities on resumes. Our reading loads are heavy and a systemic format ensures that we can zero in on the major pieces of information. Accepting resumes would slow the process down immensely (and increase the chance that we'd miss something) because everyone chooses their own resume style.

2. Don't send extra documents to Virginia Status unless prompted to do so.The director of the Office of Virginia Status emailed me the other day and said that Virginia families are going through her website and filling out forms she has on there "just in case" they are needed. Submitting unnecessary documents slows the process for everyone. We ask our residency questions on the Common App. There are a few people who have to send extra documents and they will prompted to do so.

3. Proof of activities is not needed.Some people seem to think they are getting into college because of their activities. Activities are part of the puzzle, but they play a role that's secondary to the information we get from your school. Listing your activities on the Common App provides enough information about your extracurricular work. We don't need documents that prove that stuff happened.

At the end of the Common App, you sign a statement saying that what you submitted is true. Certificates and nice notes from coaches or club advisers should go in your scrapbook, not get submitted with your application.

4. Application updates don't go to individual admission officers.Right over the spot where people can find our email addresses is a note that application updates are sent to and that we aren't concerned with you demonstrating interest right now.

If you have some important information that needs to be added to your file, send it to, not to one, two, or several admission officers. Please don't copy us on emails to the application account either. We need to read applications right now and our inboxes are already getting flooded with lovely, but unnecessary emails from students.

It's no secret that applying to college can be complicated, but it seems like some are trying to make applying to UVA have even more layers. As a student, you need to request that school officials do their thing, have tests scores sent to us (posts about that here and here), and then focus on finishing up your Common App by the deadline. Once that is all done, go back to juggling all the other things that are part of being a senior.

The Timing of SAT Score Reports

October 29, 2015
I'm going to address four topics in this post. 

1. Delayed score reporting by the SAT (the ACT was addressed earlier this week).
2. Rushing scores.
3. Cancelled test dates.

1. Delayed SAT Score ReportsThe SAT folks went on hiatus for a little while and weren't sending score reports to colleges. The files are starting to roll in again. Yesterday, we received just over 3000 reports in the first transfer since the break and it will take a few days for the system at UVa to match scores with applications that have already been submitted.  

If you are one of the students who has been told that your scores are delayed, please know that we will review your scores whenever they arrive. You can still apply under Early Action.

2. Rushing ScoresIf you didn't send your scores already and you are applying under Early Action, send your scores ASAP using the standard delivery option. At this point, it is not worth $31 to rush your scores. We have enough files to read to keep us occupied until ETS can get those scores to us.

You do not have to rush scores at this point.

3. Cancelled Test Dates
This happens every year. A storm, a power outage, or some other problem causes a testing center to cancel the administration of the SAT or ACT. My own nephew was affected by it this year when Hurricaine Joaquin came ashore earlier this month.

Admission offices have always been flexible around deadlines. If your SAT or ACT was rescheduled, you will be okay. Make sure you submit your part of the application by the deadline and that your teachers and counselors have everything they need to get their part done (we give them a grace period, by the way). The testing piece might just have to come later this year and that will be okay.

CavPup's first major rain event. He was not pleased.

Regarding ACT Score Report Delays

October 26, 2015
I'm bumping my scheduled post about resumes to later in the week to address those who are worried about the timing of ACT score reporting this year.

In case you've missed the news, some students who took the ACT in September have been told their score reports will be delayed because of changes in the writing section.

The large majority of scores for those who took the ACT with writing have also been reported, and we are working to score and report the remaining results as quickly as possible. We anticipate that all results will be reported within the normal 3-8 week time frame communicated on the ACT student website and in other materials.
                                                                    -Statement to admission and school counselors from ACT
The line I emphasized above is why I don't think you need to be worried about getting your scores to us if you are applying through Early Action to UVa. ACT anticipates having scores to us by November 6th. Because of our application volume, we'll be reviewing applications well into January (back in the day, we had far fewer applications and finished the review before the holidays).

Application files get opened over and over again during the review. If you note that you took the ACT in September in the testing section of your Common App, we'll know that we might not see those scores for a little while. We'll have PLENTY of files to read in the meantime. We'll keep an eye on your file and won't make any final decisions until the ACT folks finish scoring the September exams. We have plenty of information to review in the meantime. You can still apply under Early Action.

I know the ACT statement says you should be sending screen shots or forwarding emails to us, but I don't think that's necessary at this time. If we get into late December and scores are still missing, I'll post an update for those who are affected.

tl;dr: If your ACT scores are delayed a few weeks, you'll be okay!

HALP! Where are my scores?

Three Interesting Questions from the Fair Oaks Mall Fair

October 20, 2015
The always massive, usually chaotic Fairfax County Public Schools college fair was Sunday night at the Fair Oaks Mall. I don't know if this is because UVa was in a new location (the center of the mall instead of by a department store) or if attendance was down, but the fair wasn't as frenzied as it has been in years past. Instead of people shouting basic questions over the crowd (what's your SAT score? what's your average GPA?), we actually got to have some nice conversations with students and parents.

This fair always gives us insight into the issues that are on people's minds in one of the most densely populated areas of the state. Most of the questions were totally normal, but a few raised an eyebrow.

1. How many hours of community service do we need for UVa? When I got this question from a dad, I realized that there are still people out there giving really bad advice to people about the college process. I don't think students and parents come up with a question like this on their own. Rather, they're told by someone who claims to know better that colleges want a certain number of volunteer hours on the activity sheet. Perhaps there is one out there, but I have never heard any admission officer state any sort of service requirement for admission. 

If service work is something you do, that's great. It is not required for admission to UVa, though. When it comes to your activities, there are no check lists and no preferred activities. We are looking to see that you will contribute to our community is some way.

2. Is a bad grade in a really tough course okay? One student asked a pretty standard question about course selection. She wondered whether it's better to take a top course and get a "bad grade" or to take a lower-level course and get an A. When I asked her to define a bad grade, her answer almost made me tear up. She said "a B+ or an A-." I was pretty shocked.

I think some of you are way too hard on yourselves. I think your ideas of weak credentials and my ideas of weak credentials are really, really different. It makes me wonder if there are students who don't even apply to their dream schools because they have convinced themselves that they aren't competitive for admission.

When we look at your transcript, we are looking at all four years of work. One grade doesn't derail an application. If we see a low grade, we look to the next semesters to see if the student has rebounded. I think it's smart to address a dip in grades if you have one due to illness, a family situation, a change in schools, etc.

3. What will the admit rate be for ______ High School this year?I think this points to how someone is using admission statistics. Admission statistics are the result of the process. We don't start reading each year with a goal of having a certain admission rate or a certain testing statistic. The data can help you understand some of the characteristics of the incoming class from the prior year, but it doesn't tell you exactly what will happen in future admission seasons. The applicant pool can evolve over time.

Jack with members of the Class of 2019. Your admission process won't be exactly like theirs!

Farewell to CavDog

October 15, 2015
If you follow me on Instagram or Twitter, or the Office of Admission page on Facebook, you already know that we had to say goodbye to CavDog, my beloved Baxter, just over a week ago. Posting the news on those sites was relatively easy, though heartbreaking. A photo and a short caption were all that was needed.

The rainbow bridge is blue and orange today. We said goodbye to #CavDog this morning. #UVa #rainbowbridge #cancerdogA photo posted by Dean J|UVa Office of Admission (@uvadeanj) on Oct 3, 2015 at 11:05am PDT
The idea of sharing the news on my blog was a little more daunting. Writing a short caption is one thing and composing a post is another. It took me a while to be able to do this, even though we've known this was going to happen since the beginning of June, when Baxter was diagnosed with hemangiosarcoma, a type of cancer.

I've been overwhelmed by the support I've gotten from the UVa community in the last week. The kind comments and notes have been wonderful. My original thought was to highlight some of the lovely comments people made about meeting CavDog, but I think I'll share some of Baxter's quirks instead.

1. To teach him not to bark whenever he wanted, we trained Baxter to bark for specific words. The word set evolved over the years from just "squirrel" and "kitty cat" to the names of our athletic rivals. The day we debuted his bark for that state school in the upper mid-west that beat our basketball team a couple times, we had students cheering.

2. Baxter loved everyone, but he especially loves Allegra, one of the women at our front desk, and Jane, a former admission counselor here. Allegra says Baxter must remember she was holding a doughnut the first time she met him, but I think he loves her because she's just a lovely person. Jane had an office near mine and Baxter used to sneak over to her when I wasn't watching. The day she left us, he seemed to know it was her last day.

3. Baxter would go completely bananas when he saw CavMan. If I wanted to get a picture of them together, I'd have to wait for Bax to run in a massive circle a few times so he'd be calm enough to sit for the camera. I know the people inside the costume changes, but Baxter seemed to know that they put good people in that position!

4. He could identify a "to go" box from the dining room in Newcomb Hall and a bag from Bodo's Bagels. He was not subtle about his interest in them if he saw them.

CavDog was sad about missing the welcome talk, so I made a Bodo's run to cheer him up. #UVA #dotl #uva19 #cavdogA photo posted by Dean J|UVa Office of Admission (@uvadeanj) on Apr 3, 2015 at 7:25am PDT
5. He loved your little brothers and sisters.

CavDog and a future Hoo. #UVA #uva19 #babyhoo #dotlA photo posted by Dean J|UVa Office of Admission (@uvadeanj) on Apr 9, 2015 at 9:14am PDT
6. Days on the Lawn were Baxter's favorite days. He loved to come to work with me, but when he realized it was a DOTL day and not a regular day in the office, he would get so excited. In his early days, he would do tricks during the welcome talk. It was a little random, but it was a way to start the day off with some laughs.

April 2008, Baxter's first Days on the Lawn
Playing "dead" doesn't see funny today, but it was at the time.

7. He despised the sound of Facebook notifications. It got to the point that he would get up and leave the room over Facebook Messenger alerts. There's a certain irony that a dog who been all over social media would find notifications of new activity annoying.

8. While he was extremely happy on the UVa Grounds, there were a few things at UVa that unsettled Baxter: the steam grate behind Monroe Hall, the black floors in the Peabody Hall stairwell, and the squirrels. The UVa squirrel was his greatest nemesis.

Look out, squirrels of #UVA! CavDog the Squirrel Hunter is on Grounds today.A photo posted by Dean J|UVa Office of Admission (@uvadeanj) on Oct 30, 2014 at 6:27am PDT
9. His selfie game is strong thanks to a few of the Virginia Ambassadors. They taught him to take selfies during their office hours. We used treats at first, but he got the hang of it pretty quickly.

10. One of Baxter's sisters is a Hokie and I think they exhibit the perfect Hoo/Hokie relationship. They each wanted to "win" when they were playing, but when playtime was over, they were great friends, as siblings should be.

I hope you enjoyed to getting to know Baxter beyond his "CavDog" role. Back in 2008, I thought including him on the blog was risky and that I'd have complaints about a dog being on the blog. That worry seems so silly now. These days, if I post a few entries without a CavDog photo, someone usually points it out. Last week, I told a student that Baxter was gone and they said something like "is it really Days on the Lawn if you don't get your picture with CavDog?" It'll have to be, but it'll be a little bit different.

Recommendation Letters for UVa

October 7, 2015
Sometimes I worry that the anxiety of this process makes applicants think that if they want to show a school they are worthy, they have to go above and beyond the application requirements. One of the areas where people seem especially intent on doing this is in the recommendation letter department. Today, I thought I would share my thoughts about letters. Hopefully, you'll understand what we are looking for as we work through this part of your file and you'll realize that for the vast majority of applicants, the two required recommendations fulfill our needs. Sending a bunch of repetitive recommendations doesn't help us in our review. Keep it simple.

Now, let's talk more about what is required. We require a counselor's recommendation and a teacher's recommendation. These can be submitted however the counselor/teacher wants to get them to us. Some schools have systems that facilitate submission, some counselors/teachers will use Common App's online system, some will email us (application documents go to, and some will drop them in the mail. Any method of submission is fine with us.

The Counselor RecommendationYour counselor will send us your high school profile, transcript, a school form with some basic information on it, and their recommendation.The recommendation can take on any form. Many counselors write a letter, some bullet out a few statements about their student, and some schools have a form that that prompts their counselors to cover different topics. It all works for us. A school in one of my territories has a large senior class and 100% of the class typically goes on to a two or four year college. As you can imagine, those counselors are BUSY. When they created a form with areas to address different topics (academics, extracurricular, character, outside issues that may have impacted the student), it was a great move for both "sides" of the desk.

Students always ask what would happen if a counselor didn't know a student well. Those counselors will sometimes share what they have learned from the student's file or from conversations with the students' teachers. There is also a way for counselors to let us know if the constraints of their job prevent them from writing a recommendation. In those cases, the school form is sufficient.

The Teacher Recommendation
We require one teacher recommendation here, but we don't specify the grade level or subject area for that teacher. We want you to pick the teacher who you think has the best insight into your classroom performance and style. Who might talk about your role in class discussion or your style when working on a group project? Who might have a story about you working really hard to get through a particularly different concept? That's the teacher you should ask!

These recommendations aren't about summarizing information we will learn from other parts of the application, so I don't recommend giving your teacher your activity list. You could remind them about the project you did that impressed them or about the time they asked to hold onto something you did so they could use it as an example. Those little anecdotes bring the data that we get in the rest of the application to life.

If you feel like your style is very different in different classrooms, it makes sense to send an extra teacher recommendation. 

"Other" RecommendationsWhen it comes to recommendations from folks who don't know you in the classroom, I think you have to be careful. Recommendation in the working world have a different purpose than academic recommendations. Academic recommendations supplement the data. Recommendations from outside academia are usually simple endorsements that restate the facts. Having a supervisor at work or where you participate in an activity certify that you do, in fact, work at that place does not provide us with new information. You've probably told us about this in the activity section of the application.

We turned the "other" recommendation feature off in the Common App. Stick with recommendations from people who know you through school.

Do you have any questions about recommendations? Feel free to post them in the comments.