The first thing to know is....why is this taking so long?
That's a fair question because it does seem to take a long time. But it's important for students and families to understand that the school district controls the grading process. Students take exams, then teachers have a week to grade them and another week to enter grades, and winter break is not included in this time. Then, the district pulls this data from ALL schools and has to upload that into the system. All schools means all elementary, middle, and high school in the district, plus all charter schools, K-8 schools, career centers, and vocational programs. Our district serves over 200,000 students, so this takes time.
And while report cards were released a while back, your grades didn't "roll into grade history" until Monday February 5th, 2018. Class rank freezes Friday February 9th. So we have spent this week checking for errors before everything gets finalized. And since 2/9 is the date for everything to freeze, we have chosen to wait until this date to send mid-year reports because it ensures that we are sending the most accurate information.
Next...What IS a mid-year report anyway?
In short, schools want mid-year grades of seniors to make sure nothing has changed significantly from when you first applied. Usually, it's just a transcript. But sometimes there's a "cover sheet" counselors fill out that highlights some of the data, like updated GPA and class rank. Mid-year reports are important to colleges because they want to make sure you didn't suddenly start to have a major dip in grades. If there are any concerns, colleges **may** rescind an offer of acceptance. This is rare, but it happens.
Finally...what's the student's role here?
First, confirm whether or not you need mid-year information sent, and how it's getting there. Usually, it will be sent in the same manner your application and initial transcripts were sent. For that purpose, we recommend sorting your checklist by application type. I can break that down for you here:
Common App: They use an open system. That means your counselor can see EVERY school you applied to, and that EVERY document a counselor uploads for you (including a letter of recommendation or initial secondary school report) is available to EVERY school. Your counselor can upload a mid-year report one time, and then any school who wants it can have it. The student's job: If you have already spoken to your counselor at some point this year about your Common App documents (you know your counselor already submitted a letter of rec and/or the SSR), you probably don't need to do anything here. We know it's there and as long as you're showing up on our account, we'll handle it. They are electronic and FREE!
Coalition App: Their system is a bit more school specific. Counselors can't see everything you're doing on Coalition. We can only see what you are requesting for us. If you apply for 5 schools but only 2 need mid-year reports, you must request a mid-year report within each of those applications. The counselor can then see a request for mid-year grades and can see the 2 schools it's going to. We upload a transcript one time, and both schools can access it. But if you applied via Coalition to other schools, they can't see the mid-year transcript that was posted unless you use the same process and request it. The student's job: Make sure you requested mid-year grades for the schools you need them for. That should handle it. But if you're unsure, all you need to do is confirm with your counselor that their account shows the schools you need it to show. Also electronic and free.
Other school specific platforms. MIT and Georgetown come to mind here, as they have their own websites for submitting SSRs and counselor letters. Counselors have separate logins for these sites and can view all of their own students from one screen and use that platform to upload for all students. Since these are school-specific platforms, obviously only those schools see what is sent here. The student's job: Make sure the link was e-mailed to your counselor. Also electronic and free.
NON-approved platforms: This would be sites that use DocuFide or SendEDU. We are not allowed to send electronic transcripts on these sites. We also cannot fax them. You need a paper copy sent in the mail. For that, see below.