Here are seven practical, scalable tips for navigating today’s admissions climate.

1. Start Early - Plant the Seeds in Grades 9 and 10

We know your main focus is often on juniors and seniors. However, introducing college concepts to 9th and 10th graders can ease the process later on. Early family engagement helps align expectations. Even small steps early on can reduce stress down the line—for both you and your students.

• Host mini-sessions on college timelines, extracurriculars, or how to start thinking about a college list.
• Share resources during advisory or homeroom.
•  Collaborate with teachers to integrate mini-lessons into classroom time eg math teachers can teach statistics using rankings and English teachers can analyze college brochures in class. 
• Get families involved through casual parent-student nights or coffee morning Q&As. 

2. You Don’t Have to Do It All Alone

Look for community partners who can help.

• Local colleges often offer essay workshops or virtual info sessions.
• Ask all college reps visiting your campus what they can present to students or parents.
• Nonprofits and community-based organizations may host events or provide print/digital resources.
• Public libraries can be surprisingly helpful. Many offer access to scholarship databases, college planning tools, and free workshops on resumes, applications, and financial aid.

3. Let Technology WorYou

Streamline your workload with the right tools because good tech can save hours of your time.

• Use a robust college counseling platform (like MaiaLearning) to organize communication, assign and track student tasks, manage work-based learning,  monitor academic and career plans, bulk send documents, generate reports, and more.
• Build out your platform’s homepage with guides, links, and FAQs - or create a simple Google Site if you don’t have a platform yet.
• Use scheduling tools, like the ones in MaiaLearning, for student meetings and college rep visits to eliminate back-and-forth emails.
• Encourage students to keep their info, career interests, college lists, and academic plans updated, so you can get a clear picture at a glance. 
• And if you assign bite-sized tasks throughout the year (based on grade level or application type), students can check them off and stay on track.

4. Guide Students Toward Balanced College Lists

Many students are applying to 15–20+ colleges out of fear and uncertainty. Help them shift from a "shotgun" approach to a thoughtful, data-informed strategy. This not only improves outcomes, it also reduces anxiety for students and families.

• Promote a mindset focused on self-awareness and fit, rather than prestige or peer comparison.
• Use the most recent data - college selectivity changes rapidly, so three-year-old stats may be misleading.
  
• Teach students how to build shorter balanced college lists, including reach, target, and likely schools that align with their goals, values, and finances. 

5. Set Clear Internal Deadlines (And Communicate Them Often)

The more students (and families) hear information on your deadlines, the more likely they are to follow through on time. Give yourself room to breathe by setting internal deadlines well ahead of college due dates. For example:

• Require students to submit recommendation requests and brag sheets at least four weeks before letters are due.
• Reinforce these expectations often—via emails, classroom visits, your counseling platform, posters, and announcements.

6. Take Care of Yourself as Well

A counseling job can be overwhelming. Protecting your own well-being is just as important as supporting your students. These small steps can prevent burnout and help you sustain your passion for your work.

• Set communication boundaries (like only checking school email during work hours).
  
• Turn off school-related notifications on your phone or smartwatch outside of school or during meetings.
  
• Schedule short breaks between meetings or block “quiet time” when possible.

7. Use Data to Advocate for Your Role

To ensure your time is used effectively, and advocate for additional support if necessary, track how you spend your time.

• Use ASCA’s 5-Day Time Tracker template to compare your work against their recommended counselor activities.
• Compare it to ASCA’s recommended counselor roles and division of time.
• If the numbers are not aligned, share your findings with administrators (not in the middle of application season!) to discuss realistic expectations and possible solutions.
• When backed by data and delivered calmly, your advocacy can lead to positive change.

Final Thoughts

School counselors are critical in guiding students through an increasingly complex college admissions process. By implementing scalable systems, building partnerships, and protecting your time and energy, you can make a meaningful impact - without sacrificing your well-being.

Find out how MaiaLearning can help you effectively navigate high volumes of applications; book a time with us to learn more.