What to do While Your Documents are Being Processed
Once you’ve hit that magical “submit” button and all your own application materials are in, the process shifts. You’re not done, but you also can’t really control the rest of the admissions process. Here’s what you should do next.
The Application Portal
Most schools offer a website — the “Application Portal” — where you can view the status of your application. Monitoring your application portal is one of the simplest but most important habits to build during the rest of the admissions process.
The portal acts as the school’s official record of your application, showing whether your transcript, recommendations, test scores, and other materials have been received and processed. The portal is also the place where schools post updates or decisions before they send emails. By keeping an eye on the application portal, you stay organized, avoid surprises, and make sure your application moves smoothly through the review process. Here are a few tips for using the application portal:
- Make sure you have the login and password to each school saved in a location that’s easy to access.
- Check the portal regularly (every three to five days) to identify any missing documents and stay aware of upcoming steps like interviews or financial aid applications. Responding to any additional requests or documents from a boarding school is a crucial part of keeping your application on track.
- Remember that your application has many parts: the application form, essays, graded assignments, recommendation letters, test scores, transcripts, financial aid forms, and more! It takes time for the school to process materials that get sent in, so don’t worry if there is a small delay between when you submit information and when it appears on the portal.
When to Reach Out to Admissions
If all your materials are in and they are shown on the portal, that usually means you’re on track and there’s nothing to do. But if parts of your application are shown as “missing” or “not received” and you’re sure you sent them in, you might want to contact the admissions office.
It’s good to contact the admissions office only when you have a genuine question or when something in your application needs attention, not just to “check in.” (Admissions offices handle thousands of applications in a short window, and every email they receive adds to the workload, so make sure you are respecting their time!) Here are some the moments when reaching out is appropriate:
- A document has been missing for more than a week. If your portal shows something as “missing” or “not received” for 7–10 days after you know it was sent, it’s reasonable to ask whether you need you to resend it.
- You received a request from the school. Schools sometimes ask for clarification or additional materials; if they do, respond promptly and professionally.
- You have a time sensitive issue or need to correct something. Do you need to correct an error in your application? Did you receive important grades from your school? Reach out if this new information is important.
- You’ve been deferred or waitlisted… and you want to add to your profile. Significant achievements, awards, or changes in circumstances can justify a brief, well‑written update to your application.
While you can’t control what happens inside the admissions office, you can control how you manage your responsibilities during this waiting phase. The most important thing you can do is stay engaged in the process without worrying yourself or bothering the admissions office. This stage may feel like a waiting game, but using it wisely shows responsibility and maturity.
With thoughtful attention and timely action, you put yourself in the best possible position as you await your admissions decisions.