High School Counselor Information

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Help your students by submitting their high school grades in a timely manner. Please submit the seven-semester high school grade point average (calculated on a 4.0 scale) for every high school senior by April 30 of each year. Please do not submit grades before the end of the fall semester. Although the application cycle opens on October 1 during the fall term, grades should not be submitted until after January 1 during the spring term. IMPORTANT: Certification of the HELP CORE must be received by April 30 for students applying for the HELP Scholarship.

Generate Student Reports on Demand:

View a YouTube video: How to Generate Mississippi Student Data Reports

View a YouTube video: How to Sort and Filter Mississippi Student Data in Excel

Counselors can generate reports in an easy-to-use Excel format containing state aid application and FAFSA completion data for individual students at their high school. To access the reports, counselors must log in to the Secure Counselor Web Application and select “Generate Student Reports”. Report data is continuously updated, and counselors are encouraged to generate reports as often as necessary. Two reports are currently available:

  1. The State Aid Application Status Report shows which students have applied for state aid, when applications were received, and what documents, if any, are missing.
  2. The FAFSA Completion Status Report shows which students have submitted the FAFSA, when the FAFSA was submitted, whether the submitted FAFSA was complete or incomplete, and whether the student has been selected for verification.

Two Ways to Submit High School Grades:

  1. Secure Document Share Portal – Use this option to submit the high school grade file.
    Follow instructions, available below, to prepare an electronic file; then upload the file to the Secure Document Share Portal. This method requires NO encryption. Step-by-step instructions for uploading to the portal are available HERE. You will need a Username and Password. Your Username* is assigned to you after you apply for your Counselor PIN. Your Password is the same as your Counselor PIN. Follow instructions below for requesting a Counselor PIN. *Note: Usernames assigned to counselors for Share Portal access prior to March 2015 did not change.
  2. Secure Counselor Web Application – Use this option to submit grades or an update for an individual student.
    Step-by-step instructions for utilizing the web application are available HERE. You will need to log in with an Email Address and Counselor PIN. Your login Email Address is the primary email address you provided when you applied for your Counselor PIN. Follow instructions below for requesting a Counselor PIN.

*Do NOT Mail CDs Containing Files.*
*Do NOT Send Files as Email Attachments.*
To ensure the safety of Mississippi student information, the Office will not accept files submitted as email attachments or on CD/USB via regular mail.

Three Ways to Certify the HELP Core Curriculum:

HELP Scholarship applicants must complete a specific HELP Core Curriculum. As required by law, completion of the HELP Core Curriculum must be certified by the high school counselor. The following methods of certification are accepted:

  1. Counselor certifies completion of the HELP Core Curriculum on the Grade File. Follow instructions, available below for preparing the electronic Grade File; then upload the file to the Secure Document Share Portal.
  2. Counselor certifies completion of the HELP Core Curriculum online through the Secure Counselor Web Application. You will be required to log in using your Email Address and Counselor PIN. Your login Email Address is the primary email address you provide when you apply for your Counselor PIN. Follow instructions below for requesting a Counselor PIN. After logging in, select the option to “Submit Student Information.”
  3. Counselor certifies completion of the HELP Core Curriculum on the State Aid Application Status Report. AFTER the March 31 online application deadline for HELP, counselors can log in to the Secure Counselor Web Application and select the option to “Generate Student Reports”. The counselor can generate a State Aid Application Status Report. The counselor can then satisfy the HELP Core Curriculum in the appropriate column and upload the report to the Secure Document Share Portal.

How to Prepare an Electronic Grade File:

The following link provides a template for the information that should be provided in the electronic grade file:

The following documents have been created over time by high school counselors and technical analysts to help counselors extract data from various student information systems.

How to Obtain a Counselor PIN:

The Counselor Certification and PIN Application Process allows the Office to share student-level FAFSA completion data and state aid application data directly with high school counselors.

Two important steps must be taken before the data-sharing can start:

Step 1: A Participation Agreement, signed by the public school district superintendent or the private school headmaster, must be on file with the Mississippi Office of Student Financial Aid (3825 Ridgewood Road, Jackson, MS 39211). This is a federal requirement. A new Participation Agreement must be submitted when the district superintendent or private school headmaster changes. Appendix A of the Participation Agreement must be updated annually.

Participation Agreement for Public School Districts
Appendix A for Public School Districts
Participation Agreement for Private Schools
Appendix A for Private Schools

Step 2: Individual high school counselors must apply for a Counselor PIN by completing the Counselor Certification and PIN Application process through the Secure Counselor Web Application. Upon completion of the online application form, the counselor will be assigned a Counselor PIN.

  • If the school/district has completed Step 1 by submitting the signed Participation Agreement, the PIN will be emailed to the counselor immediately upon completion of the form.

  • If the school/district has not completed Step 1 by submitting the signed Participation Agreement, the counselor will see an error message indicating that the Participation Agreement has not been filed. Once the Participation Agreement is received, the PIN will automatically be emailed to the counselor. The counselor will not need to initiate another PIN application.

The Counselor PIN is used to access the Secure Counselor Web Application and the Secure Document Share Portal.

Check the application status of your students. NOTE: You must have a Counselor PIN to log in.

The following high school grades have been processed. The list is presented in alphabetical order by high school.

Date Processed
High School
02/06/2018
Brandon High School
02/19/2018
Brookhaven Academy
02/19/2018
Carroll Academy
02/02/2018
Columbus Christian Academy
02/02/2018
Copiah Academy
02/06/2018
Corinth High School
02/02/2018
Eupora High School
02/02/2018
Falkner High School
02/06/2018
Florence High School
02/02/2018
Grenada High School
02/19/2018
Hancock High School
02/08/2018
Independence High School
02/19/2018
Jackson Preparatory School
02/02/2018
Lee Academy
02/06/2018
Long Beach High School
02/08/2018
Loyd Star High School
02/19/2018
Madison Central High School
02/06/2018
McLaurin High School
02/02/2018
Mendenhall High School
02/08/2018
Mississippi School Math Sciences
02/06/2018
Northwest Rankin High School
02/09/2018
Oakhill Academy
02/19/2018
Pearl High School
02/08/2018
Pelahatchie Attendance Center
02/06/2018
Pisgah High School
02/08/2018
Puckett High School
02/08/2018
Richland High School
02/02/2018
Saint Patrick Catholic High School
02/19/2018
Southeast Lauderdale High School
02/08/2018
Starkville Academy
02/08/2018
Sylva Bay Academy
02/06/2018
Taylorsville Attendance Center
02/19/2018
Tri County Academy
02/08/2018
Vancleave High School
02/19/2018
West Lauderdale High School