I guess our high school is the poster child for the way things should be done. Of note, it’s a public school with about 3,000 students and 9 guidance counselors. There are advantages and disadvantages to the size. For example, the student body is large enough that the guidance counselors collaborate to disseminate general information, but students don’t get a lot of one-on-one specific information.
We have a “financial aid night” at the beginning of the school year (late August/early September). During this meeting - moderated by the state people in charge of financial aid and open to freshmen on up - the entire financial aid process is discussed, complete with a huge booklet that thoroughly explains the federal and state requirements and private aid resources, as well as a powerpoint presentation. A timeline is distributed and much emphasis was put on the fact that now students will fill out the FAFSA in October and use “prior prior” tax returns. The moderated got specific with “if you graduate in _, use your tax returns.” They also answered general questions (included divorced parents, home equity, and student employment) and distributed business cards for further information. One of my favorite tips: ask everyone you meet about scholarship/aid opportunities. She told a story about someone who received a fairly substantial scholarship from a restaurant as a customer because the restaurant owner happened to be looking for a tax write off.
The guidance counselors also maintain a page on the school’s website. This has a general timeline for what needs to be completed when (by month). A monthly “newsletter” goes into depth as to what needs to be completed THIS month. There is also a list (updated monthly) of several known scholarships, their requirements, their due dates, who is eligible, and how to apply for them. Newly discovered scholarships are added to the school’s daily briefing announcements.
The counselors also give tips on what students need to do (and when) for teacher and counselor recommendation letters.
Because of our large student body, our counselors have experience with in-state schools, OOS public and private schools, Ivies, and an assortment of small LACs. They aren’t going to do the parent’s job, but I do feel they will be able to point us in the right direction.