I was recently given the responsibility of making sure a wire transfer was executed properly and the funds went into the correct account. Since there wasn’t a perfect way to ensure this, and the ramifications if it wasn’t done correctly would be rather large, I decided to create my own checks and balances system:
I looked up the routing number on the bank’s website
I had someone else look it up and read it back to me
I went into the bank and verified I had the correct number for domestic transfer
I wrote the information down on the form I needed to send and sent it
I followed up to verify the form had been received and had them read the account number back to me
A little excessive? A tad OCD? Maybe, but these few steps took a short amount of time and prevented what could have been a LOT of follow up work and corrections.
One need to look no further than the application process to understand why checks and balances are an important part of any process or system as a way to ensure it goes smoothly, is executed properly and mistakes are minimized.
And that’s where the portal comes in.
To borrow from James Joyce, when it comes to the application process, mistakes aren’t just the “portals of discovery”, they are the way to discover and prevent mistakes.
If my seniors were reading this right now, they’d definitely be rolling their eyes. “OMG, seriously again with the portal”. But even as they were saying that, each of them could share stories with you about how and why that particular checks and balances item saved their bacon.
Especially this year, when seniors are mostly at home and online and are unable to walk right into their teacher or counselor to get the information they need and confirm it’s been sent.
Basically, the portal is the online account that students create once they’ve submitted their application and IMHO, it is the quintessential checks and balances system for the application process.
That’s why I’m writing an entire blog post about it. Because it is NEVER too early to learn about it nor can you ever mention it too often in the application process.
In addition to the way students receive their admission outcomes, it is utilized in a variety of ways by the colleges:
To verify that all information has been received
To access forms to submit courses and grades or test-optional information
To receive notice that the college needs additional information
To upload supplemental materials
To access scholarship applications
And the best way to maximize the use of the portal as the checks and balances element is to submit your application at LEAST a week before the deadline.
Let’s walk through an example:
Student submits their application 10 days before the deadline.
They receive their email from the college with the info to set up their portal.
A week before the deadline, they check and see that their teacher’s letter of recommendation has not been marked as received by the college
They check in with their teacher, via email, who lets them know it will be submitted the next day
Two days later, they check their portal and see all items are checked off as being received.
They continue to check their portal each week and learn about a scholarship opportunity that is due in a week.
They are able to apply for and submit the scholarship application
Not only has the portal saved what could have been an incomplete application, but it also provided an opportunity to apply for scholarships.
The other reason I love the portal, is that on a grander scale, it emphasizes taking ownership of the process through follow up and accountability, all of which are important skills to enhance as a student prepares for college, setting them up for success in college and beyond.
Just think, when they’re running their own company years from now, they will absolutely know how to ensure that the venture capital funds they raised are successfully wired into their account!