Overview
| Action Taken | Advisor Action or Responsibility^^ |
|---|---|
| New family applies or current family renews by filling out form | None required |
| Applicant is notified of acceptance or rejection via email | None required |
| If the family is given membership, they fill out a Family Form. This creates the family file for the year. | None required |
| Advisors are notified of renewals and new families by email | Advisor emails families to welcome them |
| Membership fees due June 15th | None required |
| Orientation in August/September | Attend if possible |
| Meet with new families; optional to meet with renewal families | Schedule and attend |
| Educational Methods Summary form is filled out for each student by advisee and sent via email to the advisor. If the family has a Record Keeping High School student, the Diploma Planning Chart should also be submitted at this time | Upload PDF to Folder location-click here to go to upload links This should be done as soon as you receive the paperwork |
| As deadlines approach, automatic emails will be sent to both advisors and advisees | None required |
| Advisees set up review appointments *** | – Respond to advisees – Find a mutually agreeable time/place |
| Standard Level – Mid-Year Check-In Family contacts advisor via email, text, call | Submit form via link on Advising Forms Page |
| Record Keeping – Quarterly Reviews and Annual Portfolio Review 1. Grade Records should be submitted via email to advisor These forms are the basis of the transcript so please ensure they are submitted! 2. Reviews should be conducted by advisor. Review form should be completed by the advisor during the review | 1. Upload using link 2. Submit Review Form |
| Standard Level – Annual Portfolio Review Reviews should be conducted by the advisor The Review form should be completed by the advisor during the review. | Submit Review Form |
^^Generally speaking, if you submit an online form for something you do not have to upload the file. Only items emailed to you by the family or completed offline by you need to be submitted.
NOTE: regardless of how you submit the form, each family MUST fill out the family file using Excel and maintain their record online. Transcripts are generated from this information
*** It is the advisee’s responsibility to contact you for a review or meeting. If you contact an advisee and receive no response, please let us know.
Deadlines
| Due date | Standard | Record-Keeping |
|---|---|---|
| 9/15 | – Required – first year families meet with advisor – Optional – meet with returning families – Paperwork – Educational Methods Summary for each student | – Required – meet in person or virtually – Paperwork – Educational Methods Summary for each student |
| Between 1/1 & 2/1 | Each advisee must check in with their advisor via phone, email, virtual conferencing, or in-person | 1st Semester Portfolio Review 2-3 Student Samples per subject/per month |
| Between 6/1 & 8/10 | Annual portfolio review, in-person or virtual | 2nd Semester Portfolio Review 2-3 Student Samples per subject/per month |
| 6/15 | Deadline for membership renewal | Deadline for membership renewal |
| 6/15 | Payment due for next year | Payment due for next year |