What Is The Teacher Evaluation Form In The Common App?

Frequently Asked Questions

My teacher’s evaluation is submitted in the Common App, but the college portal shows it as ‘missing.’ What should I do?

This is a standard occurrence caused by a delay between the Common App’s system and a college’s internal application processing. Your ‘Submitted’ status in the Common App is the official timestamp and proof of submission. Do not panic; instead, follow this diagnostic protocol:

1. Understand the Document Ingestion Cycle: Colleges do not receive documents in real-time. They perform batch downloads to pull materials from the Common App, typically once every 24-72 hours. After this download, an internal process called ‘indexing’ must occur, where staff or an automated system links each document to the correct applicant file. This entire cycle can take several business days, especially during peak deadlines (e.g., Nov 1, Jan 1).

2. Implement the 10-Business-Day Rule: As a strategic best practice, wait a minimum of 7-10 business days after the ‘Submitted’ date in the Common App before contacting an admissions office. Applicant portals are often the last system to reflect updates.

3. Verify College Policy with the Common Data Set (CDS): Before taking action, confirm the college actually considers recommendations. Find the school’s Common Data Set (search for ‘[College Name] Common Data Set’) and look at Section C7. If ‘Recommendations’ are marked as ‘Not Considered,’ the college will never download the document, and the ‘missing’ status is irrelevant to your application’s completion.

4. Execute the Action Plan (After 10 Business Days):

• Step A: Confirm Submission: Double-check the ‘Recommenders and FERPA’ section in the Common App to confirm the teacher’s status is ‘Submitted’ and note the date.
• Step B: Wait Patiently: Adhere strictly to the 10-business-day waiting period. Premature inquiries can overwhelm admissions offices and delay responses for all applicants.
• Step C: Contact Admissions (If Necessary): If the document is still marked ‘missing’ after 10 business days and the CDS confirms it is ‘Considered’ or ‘Required,’ send a single, polite email to the general admissions office. Include your full name, application ID (e.g., Common App ID), and state the specific issue (e.g., ‘Teacher evaluation from [Teacher’s Name] submitted on [Date] is not yet reflected in my applicant portal.’).

How do I assign a teacher evaluation to a college where it’s listed as ‘Optional’? The ‘Invite’ button is missing.

This common issue arises from the Common App’s user interface design, which hides certain controls on pages for colleges with fewer requirements. The solution is to use the ‘Invite-then-Assign’ Framework, which separates the action of inviting a recommender to your general pool from assigning their letter to a specific school.

• Why This Happens: The Common App streamlines the ‘My Colleges’ page by only showing necessary controls. If a college lists recommendations as ‘Optional’ or ‘0’, it hides the ‘Invite Recommender’ button, assuming you may not need it. The full invitation interface is only guaranteed to be visible on a page for a college that requires a recommendation.
• Step-by-Step Solution:
  • Navigate to a ‘Required’ College: Go to the ‘My Colleges’ tab and click on any college on your list that Requires at least one Teacher Evaluation. This will serve as your setup portal.
  • Complete the FERPA Release Authorization: In that college’s ‘Recommenders and FERPA’ section, you must first complete the FERPA waiver. This is a mandatory, one-time action that applies to all colleges on your list for the current application season.
  • Invite Your Teacher to the Central Pool: After waiving FERPA, use the ‘Invite Recommender’ button in this same section to send an invitation to your teacher. This action does not link them to this specific college; it adds them to your account-wide pool of potential recommenders.
  • Wait for Submission: Your teacher will receive a link and upload their letter. Their status in your ‘Recommenders and FERPA’ list will change to ‘Submitted’.
  • Assign to the ‘Optional’ College: Now, navigate back to the college where the recommendation is ‘Optional’. Go to its ‘Recommenders and FERPA’ section. Because the teacher’s letter is now in your central pool, you will see their name listed with a dropdown or checkbox, allowing you to select and assign their submitted evaluation to that school.

How do teachers handle recommendation letters for multiple schools and different application systems like SCOIR or Naviance?

Teachers write one versatile, comprehensive letter per student. This single letter is then distributed via multiple submission channels depending on your colleges’ requirements. Your role is that of a project manager, ensuring the teacher knows which channel to use for each application.

• The ‘One Letter, Multiple Paths’ Model: Think of it as one core document with three potential delivery paths. The teacher uploads the same PDF to each system; you must provide clear instructions for each path.
• Path 1: Common App Direct
  • Process: You invite the teacher directly through the Common App interface. They receive one link and upload their letter once. You can then assign this uploaded letter to any of your Common App schools.
  • Your Action: Provide the teacher with a list of your Common App schools and confirm you have invited them via their official school email through the Common App portal.
• Path 2: Integrated High School Platform (Naviance, SCOIR, MaiaLearning, etc.)
  • Process: This platform is the single source of truth for your official school documents. You request the recommendation inside Naviance/SCOIR. The teacher uploads the letter only to that platform. Your school counselor then transmits the letter and your transcript to colleges after you have matched your accounts.
  • Your Action: CRITICAL: DO NOT invite the teacher in the Common App. Follow your school’s specific protocol for requesting letters via its platform. Ensure your Common App and school platform accounts are matched.
• Path 3: Standalone Application Portals (e.g., Coalition App, UC Application, institutional apps)
  • Process: For each application outside the Common App, you must generate a new, unique request from within that specific application portal. The teacher will receive a separate email and upload link for each one and will need to upload the same letter multiple times.
  • Your Action: Prepare a ‘Recommender Logistics Brief’ for your teacher. This document should be a clear, one-page checklist listing every non-Common App school, its application platform (e.g., ‘UT Austin ApplyTexas Portal’), and the deadline. This is a crucial professional courtesy.

How many teacher evaluations should I submit if they are listed as ‘optional’?

Treat ‘Optional’ as ‘Recommended,’ but only if the submission passes a rigorous value-add test. Submitting a generic extra letter can dilute your application’s impact. Use this three-step Optional Rec Decision Matrix:

1. Policy Check: First, verify the college’s specific policy. Use the Common Data Set (CDS) for that institution (search ‘[College Name] Common Data Set’) and review Section C7. This official document will state if recommendations are ‘Required,’ ‘Recommended,’ ‘Considered,’ or ‘Not Considered.’ If they are ‘Not Considered,’ do not submit one, as it will be ignored.

2. Strategic Value Assessment: If the letter is ‘Recommended’ or ‘Considered,’ it must provide a new, compelling dimension to your profile. Do not submit a second letter that says the same thing as the first. A high-value optional letter:

• Adds Academic Breadth: An engineering applicant with two required STEM letters submits an optional letter from a history teacher praising their research and writing skills.
• Demonstrates Growth: A student who earned a B- in the first semester of a class but a strong A in the second asks that teacher to write about their resilience and improvement.
• Highlights a Different Skill Set: A letter from a debate coach or research mentor that speaks to leadership, collaboration, or advanced technical skills not visible in a traditional classroom.

3. Quality Control: An admissions officer’s time is limited. One phenomenal, insightful letter is exponentially more powerful than two or three lukewarm ones. Submitting extra letters that are not deeply personal and anecdotal can signal poor judgment. If a college allows ‘0 Required, 2 Optional,’ submitting one truly outstanding letter is an excellent and often superior strategy to submitting two average ones.

What information should I provide to my teachers to help them write a strong evaluation?

To transform a generic letter into a powerful, specific endorsement, you must equip your teacher with a professional ‘Recommender Packet.’ Ideally, deliver this packet (digitally or physically) before the end of junior year as some teachers will work on LORs over the summer. If not, provide it at the beginning of senior year. A high-impact packet contains:

• Professional Cover Note: A brief, courteous note that thanks the teacher and clearly states: (a) your earliest deadline, and (b) the submission method (‘I will be inviting you via the Common App,’ or ‘I will be requesting this through my SCOIR account.’).
• One-Page ‘Highlight Reel’ Resume: A concise summary of your most significant activities, awards, work experience, and skills. Do not provide a multi-page list; curate it to show your proudest accomplishments.
• The ‘Anchor Memory’ Paragraph: This is the most critical component. Write a short (3-5 sentence) paragraph that respectfully reminds the teacher of a specific, positive interaction. This gives them a concrete anecdote to build their letter around. Examples:
  • ‘I particularly valued my experience in your class working on the Rube Goldberg project, where I learned how to collaborate and troubleshoot under pressure.’
  • ‘I wanted to thank you again for the time you spent with me after class discussing the ethical implications of CRISPR, which sparked my interest in bioethics.’
• Concise Future Goals: A few bullet points outlining your intended major(s) and your academic ‘why.’ What questions do you want to explore in college? This helps the teacher connect your past performance to your future potential.
• Completed School Forms: If your high school requires you to fill out a specific ‘brag sheet’ or questionnaire, include the completed version in your packet.

Can a teacher write one letter for all my colleges?

Yes, absolutely. The U.S. college application process is structured around the ‘One Letter Model.’ Teachers are expected to write a single, high-quality, and comprehensive letter that focuses on your enduring academic and personal qualities. This letter is then distributed to all the colleges to which you apply.

• Why the ‘One Letter Model’ is Preferred: Admissions officers want an authentic assessment of your intellectual curiosity, character, work ethic, and classroom contributions. This is best captured in a holistic letter, not one tailored to a specific school’s marketing points. The student’s specific interest in a college is demonstrated in the ‘Why Us?’ supplemental essay, not the teacher evaluation.
• Distribution Process:
  • Centralized Platforms (Common App, SCOIR, Naviance): The teacher uploads their single letter once to the platform. You then assign that letter to your various colleges within the system.
  • Other Applications (Coalition, Institutional): For colleges using their own application portals, the teacher will need to upload the same letter again for each unique request they receive. Your job is to provide them with clear instructions and links for these.
• The Rare Exception: In very specific cases, such as applying to a highly specialized combined-degree program (e.g., B.S./M.D.) or for a particular named scholarship, there might be a prompt asking a recommender to address the student’s fitness for that unique program. In these rare instances, you would communicate this special request to your teacher, but for over 99% of applications, one letter is the standard.

What is the difference between the Teacher Evaluation and the School Report?

These are two distinct and complementary components of your application that provide admissions officers with a ‘Micro’ and ‘Macro’ view of your candidacy.

What happens if my high school uses a platform like Naviance or SCOIR?

If your high school uses an integrated platform like Naviance, SCOIR, or MaiaLearning, that system becomes the single source of truth for all official school documents, including transcripts and recommendations. You must follow a precise workflow to prevent critical submission errors.

• The Critical Rule: You must NEVER use the ‘Invite Recommender’ button in the Common App for your counselor or for teachers from your high school. Doing so creates a duplicate profile that will cause technical failures in the document delivery process.
• Correct Workflow:
  1. Complete FERPA in Common App: First, log in to your Common App account. Under the ‘Recommenders and FERPA’ section of any college, complete the FERPA release authorization. This is a prerequisite for linking your accounts.
  2. Match Your Accounts: Log in to your Naviance/SCOIR account and follow the specific instructions for matching it with your Common App account. This one-time sync enables the two systems to communicate.
  3. Request via School Platform ONLY: Formally request your teacher and counselor recommendations exclusively through your school’s Naviance or SCOIR portal, following your counselor’s instructions.
• Why This is Critical: Inviting a teacher in both the Common App and Naviance/SCOIR creates two separate digital identities for that teacher. When the college receives documents from both systems, they often cannot merge them, leading to an application being marked ‘incomplete’ and potentially being rejected for missing required materials.

What should I do if a teacher who agreed to write my recommendation is leaving the school?

This is a time-sensitive logistical challenge that requires immediate and precise action. The correct procedure depends entirely on your high school’s submission system.

• Proactive Strategy: When asking for a recommendation in the spring, it is a wise practice to respectfully ask the teacher, ‘Do you have any plans to leave or retire before the fall submission season?’ This allows you to anticipate and manage the logistics.
• Scenario A: Your school uses Naviance or SCOIR.
  • Problem: Once a teacher leaves, their access to the school’s system is revoked, making it impossible for them to upload a letter.
  • Action Plan:
    • Contact Your Counselor IMMEDIATELY: Before the teacher’s last day, you must speak with your school counselor. They are the only person who can resolve this.
    • Discuss Options: The counselor may ask the teacher to submit the letter to them directly before they leave, so the counselor can upload it on their behalf. Or, they may have an alternative technical workaround.
    • Do Not Delay: This conversation cannot wait. Once the teacher’s account is deactivated, it becomes a significant problem.
• Scenario B: Your school does NOT use an integrated platform (i.e., you invite teachers directly in the Common App).
  • Problem: You need a reliable, long-term email address for the teacher and must ensure they can still be listed as affiliated with your school.
  • Action Plan:
    • Secure Personal Email: Before the teacher leaves, thank them for their support and ask for a personal email address you can use for the Common App invitation in the fall.
    • Confirm Willingness: Reconfirm that they will still be willing and able to upload the letter after they have left the school.
    • Invite Correctly: When you send the invitation from the Common App (after August 1), use their personal email address. In the teacher’s title/details section, you should still list them with their title at your high school (e.g., ‘English Teacher, Lincoln High School’), as that is the context in which they knew you.

The Teacher Evaluation is more than just a form; it’s a vital endorsement of your academic journey. Key takeaways are to ask teachers early, provide them with a helpful ‘brag sheet,’ and always waive your FERPA rights to ensure colleges view the letter as candid. Whether your school uses the Common App directly or a platform like SCOIR, the process is designed to have one strong, general letter serve for all your applications. Navigating the requirements for teacher evaluations is a critical component of the overall Common App process, and ensuring these documents are submitted correctly and on time prevents unnecessary stress and strengthens your candidacy.