The Timeline of Independent School Admissions
The process of applying to independent schools is complex to say the least. I’ve had parents tell me that applying to college was easier! While Test Innovators is best known for helping students prepare for admissions tests (ISEE, SSAT, and HSPT), we also support students and families with other aspects of the application process.
Our Director of Placement, Laurie Geromini, spent over 30 years in independent and private schools before joining our team. She has served as Director of Admissions, Director of Financial Assistance, and Director of Secondary School Counseling in a variety of K-12 environments, including boarding and day schools.
I sat down with Laurie and asked her to “tell me the timeline of the independent school admissions process.” Here’s what she had to say.
One of the first questions families ask is, “When should we start?” Ideally, you would start the process about a year in advance. So if you’re applying to 9th grade, you would start in the spring of 7th grade.
But don’t worry if you didn’t get started a year in advance! (Most people don’t.) You can still have a smooth and successful experience.
Laurie likes to think of the admissions process in 7 phases. You can check out a graphic summarizing each of these phases in our Timeline of the Independent School Admissions Process post.
Remember, if you’re not starting a year in advance, that’s okay! You just have a little catching up to do.
Phase 1: April-June prior to the applying year
Note: The “applying year” is the year that you are applying to schools. If you’re applying to 6th grade, then your applying year is 5th grade.
Phase 1 Checklist
- Identify the reason why you’re applying
- Create a list of things you’re looking for in your next school
- Request materials from schools you plan on applying to
- Take a full length ISEE, SSAT, or HSPT practice test
Applying to independent schools is a big decision. You’re embarking on an important partnership between yourself as a parent/guardian, your student, and the school.
The first thing that you should do is ask yourself why you’re applying to independent schools. In her experience, Laurie has found that families tend to fall into one of four categories.
- The first reason why families may be seeking a new school is because they feel that their current school is failing them in some way. Reasons can range from not having an emotionally supportive environment to not supporting non-traditional learning styles.
- The second reason is because the student is gifted or talented in a certain subject or extracurricular, and the school is simply not challenging them enough. Parents/guardians are looking for an environment that encourages their student to grow in a particular area.
- The third reason is because the parents/guardians want their student to be well-rounded. They’re interested in the co-curricular activities, such as art offerings, athletic programs, and service opportunities, that will ultimately help to build character.
- The fourth reason that leads families to apply to independent schools is to utilize it as a stepping stone to the next school of their choice. For instance, if you want to attend a specific high school or college, it’s important to make sure that your current school has an academic program and matriculation list that matches your family’s goals. However, one of the biggest mistakes you can make is creating a school list based solely on matriculation lists and numbers. Only considering the “best” schools can cause you to lose sight of what’s really important—the best fit for your student.
After you understand what’s driving your decision to apply to independent schools, create a list of the things that you’re looking for in your next school. When creating your list, try to divide your list into “must-haves” and “nice-to-haves.” Do your research with intention by casting a wide net and considering options that you may have initially written off. The size of the school, gender makeup, and options for day and boarding are all great aspects to consider when creating your list.
At this point in the process, you can also request materials from the schools that you’re interested in. Sign up for their email list to stay in the loop about events and other admissions related information.
The majority of independent and private schools require students to take an admissions test like the ISEE, SSAT, or HSPT. After determining which test the schools on your list require, take a practice test to get a benchmark of where you’re at, so that you can make a study plan. You’ll want to give yourself ample time to prepare.
Phase 2: July-August prior to the applying year
Phase 2 Checklist
- Focus on practicing for the ISEE/SSAT/HSPT
- Start creating a financial plan
- Schedule time for open houses, tours, and prospective student events
- Consider taking a high-quality family photo to include in your applications
During this stage, test preparation is the focus. Summertime is a great opportunity to practice because you don’t have the demands of schoolwork.
Laurie shares the story of a family she recently worked with who chose not to do test practice over the summer because they wanted to give their son a break from academics. In the fall, their son had little time to prepare, resulting in lower scores and higher stress.
While it’s important to give your student the opportunity to rest during summer break, it’s also important for them to stay academically engaged, and test practice is a great way to do that.
This is also the stage where families need to create a financial plan. Tuition at independent schools can be quite high, and this often doesn’t include additional costs like technology, uniforms, meals, transportation, and field trips. Make sure you understand not only the cost of tuition but the full financial commitment of each school on your list.
This is also an ideal time to explore payment plan options. Laurie has worked with families who initially thought their dream school was financially out of reach, only to discover that scholarships and financial aid opportunities made it more accessible. Always ask the schools you’re applying to about what financial support they have available. Most independent schools align their financial aid processes with admissions deadlines, but it’s important to check the specific dates for each school you’re considering.
Summer is also a great time to attend school-hosted events such as tours, open houses, and admissions events. Going to these events will help you gain a deeper understanding of the schools, and it will demonstrate your interest to admissions teams.
Taking a high-quality family photo can also make a memorable impression, particularly for schools with competitive admissions processes and many applicants. This personal touch can help your family stand out after interviews are completed.
Phase 3: September-October of the applying year
Phase 3 Checklist
- Finalize the list of schools you’re applying to
- Prepare for and schedule your interviews
- Make the time to attend admissions events
- Register for and take the ISEE/SSAT/HSPT
The fall can be an incredibly busy time, so staying organized with applications is key. It’s important to finalize the list of schools to apply to if you haven’t done so already. Aim to have four to seven schools that have some variety (not just competitive ones). .
If you’re only applying to one or two independent schools, it’s essential that your local public school is a viable option, especially if you’re in a competitive market like New York, Los Angeles, or Washington D.C., where the number of applicants is much higher. Keeping an open mind and applying to a diverse range of schools can alleviate some of the pressure.
Applying to too many schools can also be overwhelming. For example, a family working with Laurie initially wanted to apply to 12 schools, which is far too many. After really considering the needs of their student, they were able to narrow the list down seven. A school list that is too big will add unnecessary stress and work for the entire family.
August to October is the best time to start preparing for interviews. The most common mistakes that families make when it comes to the interview are either not preparing enough or over-preparing. Lack of preparation can leave students feeling lost during the interview, while too much preparation can make them seem unnatural and inauthentic. The goal is to find a balance between the two extremes so your student can come across as confident and genuine when talking to admissions teams.
Once you have some interview practice under your belt, you can begin scheduling your interviews. While many families are eager to get them done as soon as possible, it’s often better to wait until October. This gives students the change to settle into their routine and get back into a school-focused mindset..
Fall is also prime time to attend admissions events. Many schools hold informational sessions and open houses, and it’s important to attend. Keeping a journal of your visits and noting the pros and cons of each school can be helpful for you and your student when it comes time to review applications and make final decisions.
Lastly, this is the time to register for tests like the ISEE, SSAT, or HSPT. Make sure to give your student enough time to take the test twice if needed. Having a second opportunity really helps alleviate some of the pressure. Make sure to give your student ample opportunity in between to improve their score if needed. We recommend students take their first test in October and their second test in December if needed. Setting realistic, long-term goals around both studying and test taking will help ensure better results.
Phase 4: November-January of the applying year
Phase 4 Checklist
- Schedule and attend your interviews (if you haven’t already)
- Request recommendations from your current teachers
- Ask for transcripts from your current school
- Complete and submit school applications
- Complete and submit financial aid applications (if applicable)
The winter months are when everything needs to get wrapped up, as most application deadlines are between mid-December and mid-January. It’s crucial to prepare ahead of time by working backwards from these due dates to avoid any last-minute rushing. Creating a personalized timeline with the deadlines for each school can help keep your family on track. A simple excel sheet can be a big help in staying organized!
If you haven’t already, this is the time to focus on scheduling interviews, asking for teacher recommendations, and requesting transcripts from your current school. If a school offers the option to submit additional recommendations, consider this opportunity carefully. While it might be tempting to submit numerous letters for every activity or talent your student has, it’s usually more effective to choose a few thoughtful recommendations that highlight key strengths. Be sure to notify recommenders of the deadlines to ensure they submit everything on time.
In some cases, students may not need to submit a writing sample, but parents almost always do. Parents play a much larger role in the independent school applications compared to college applications, so it’s essential to stay organized. Be aware of any parent statements or additional materials that are required, and set reminders for both application and financial aid deadlines to avoid missing any important dates.
Phase 5: January-February of the applying year
Phase 5 Checklist
- Consider writing a first-choice letter
- Ensure that all application materials have been submitted
The start of the year marks the final stretch for most independent and private school applications. At this point, your applications should be submitted.
If you’re considering writing a first-choice letter, it’s important to only do so if your student truly has a clear favorite. While writing one can signal to a school that you’re committed to enrolling if accepted, it’s not necessary if your student doesn’t have a definitive first choice. These letters don’t offer any special advantage, but if a school is genuinely your top pick, sending a letter along with your application can be a thoughtful gesture.
Around this time, many schools also wrap up their financial aid process, so keep an eye on your email for any requests for additional tax forms or W2s for verification. And if you haven’t already, double-check that your ISEE or SSAT scores have been sent to the schools on your application list. Staying on top of these details can help ensure a smooth finish to the application process.
Phase 6: February-March of the applying year
Phase 6 Checklist
- If you’re accepted to your first-choice school, submit a deposit to hold your place and complete the necessary enrolment forms
- If you’re waitlisted at your first-choice school, let the admissions team know you’re interested in remaining on the waitlist
- Once you’ve made a decision, notify all the schools that gave you an offer
At this stage, things tend to quiet down significantly as admissions officers work on making their final decisions, which are usually released between late February and mid-March. During this time, you’ll start receiving notifications about acceptances, waitlists, or, in some cases, denials. Receiving an acceptance letter is a great milestone, but it’s also a chance to take a final look at the school. Be sure the school environment is one where you can truly envision your student learning and thriving.
Dealing with a waitlist can be much more challenging. If the school is your top choice, it’s important to let them know that you’re interested in remaining on the waitlist. This shows the admissions team that you’re still committed to attending.
You can also provide updated grades or accomplishments that you’ve received since the application deadline—schools may fill waitlist spots based on specific needs. While being waitlisted can be disappointing, staying engaged can make a huge difference, as many families who express continued interest eventually get admitted.
Sometimes, attending a different school than you originally planned can lead to unexpected success, with your student flourishing in ways you may not have anticipated. Remember, being waitlisted is not the end of the world!
Phase 7: April-May of the applying year
Phase 7 Checklist
- Complete the current school year in good standing
- Stay on top of any forms or schoolwork required by your new school before the fall term begins
At the end of your student’s current school year, the most important thing you can do is encourage them to finish the year in good academic standing. It can be hard to stay focused on school when the summer months are approaching, but maintaining excellent grades is often an important part of making sure the transition from your current school to your new school goes smoothly.
It’s also important to complete any necessary paperwork required by your new school in a timely manner. Many schools assign summer homework, so make sure you’re staying on top of any requirements before the new school year starts.
Final Takeaways
In conclusion, Laurie’s biggest piece of advice is to let your student be themselves in order to find their best fit school. “Try not to fit your child into a school, but to see how the school can fit around your child.” Admissions committees want to meet and admit the real, authentic version of your student, so let them shine. Good luck!
