How Admissions Officers Read Applications | Episode 015

 

Transcript

Episode: How Admissions Officers Read Applications
Guest: Sawyer Earwood
Host: Chris Bell

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Opening Monologue

Chris Bell:
What do admissions reps actually pay attention to when they read an application?

Students often imagine admissions officers reading every word slowly and meticulously, passing judgment like some kind of Sigmund Freud on a power trip. The truth is, the reading process is fast, structured, and intentional.

Admissions officers don’t judge students. They interpret applications through context, priorities, and institutional needs.

Tonight, I want to pull back the curtain on how admissions officers read applications and how the process really works. Let’s get into it.

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Announcer Intro

It’s The College Talk Show.
Today’s theme: How Admissions Officers Read Applications.
With special guest Sawyer Earwood.
And now, here’s your host—Chris Bell.

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Guest Introduction

Chris Bell:
Today’s guest is Sawyer Earwood. Sawyer is a former admissions officer at Hendrix College, where he read and evaluated applications and gained a deep understanding of how holistic review actually works. He now works as an Independent Educational Consultant with Virtual College Counselors, bringing both sides of the desk together to help students understand what matters most in the admissions process.

I’m grateful he’s here to help us look inside the admissions office and see how applications are truly read. Sawyer, welcome to The College Talk Show.

Sawyer Earwood:
Thank you, Chris. I’m very happy to be here.

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What Happens When an Application Is Read?

Chris Bell:
When an admissions officer sits down to read an application, what actually happens? How does that work?

Sawyer Earwood:
The first thing to understand is that admissions officers at different institutions do things differently. Large public universities, small private liberal arts colleges, and highly selective schools all have their own processes.

Generally speaking, an admissions counselor sits down—often early in the morning with a cup of coffee—and opens a digital queue of applications from their assigned territory. They’re usually working within an application management system and moving through files at a pretty quick pace.

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How Much Time Does an Application Get?

Chris Bell:
So how long does an application actually get when it’s reviewed?

Sawyer Earwood:
It happens quickly. In some cases, it’s very straightforward—what people sometimes call an “auto-admit,” where the GPA and test scores clearly meet the criteria and there are no red flags.

When I was training admissions counselors, we aimed for about five to ten minutes per application. Counselors might read close to a hundred applications in a day. Essays, in particular, are often read in two to three minutes.

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What Does “Holistic Review” Really Mean?

Chris Bell:
We hear the term “holistic review” all the time. What does that actually mean day to day?

Sawyer Earwood:
Holistic review gives admissions officers flexibility to pull together many pieces of a student’s profile. GPA is almost always the most important starting point. Once that box is checked, the process becomes more fluid.

We look at extracurricular involvement, letters of recommendation, essays, and how those pieces fit together within context—things like the student’s background, their school environment, and family circumstances.

I like to think of admissions counselors as painters. If you only give us one or two paints, we can’t create a full portrait. The goal is to build a rich picture of who a student is and who they might become on campus.

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Transcript Context and Rigor

Chris Bell:
High schools vary widely. Some offer dozens of APs; others offer none. How does that factor in?

Sawyer Earwood:
Every application includes a school report, which provides context about what courses are offered and what opportunities were available. Admissions officers look closely at whether a student maximized what they had access to.

When it comes to rigor, I want students to take the most challenging courses they can do well in. Weighted grades help provide context, but every transcript is reweighted internally anyway.

If a student earns a B in an AP or IB class, that’s generally fine. Once grades dip below a B, that’s where concerns can arise. I’d much rather see a student succeed in two or three rigorous courses than overload themselves and struggle academically—or harm their mental health.

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Can Essays Change an Outcome?

Chris Bell:
Can a strong essay change how an application is viewed?

Sawyer Earwood:
Essays matter most for students who are on the border. If a student has excellent grades and rigor, essays and recommendations don’t need to do much heavy lifting.

But for students on the fence, those pieces can be critical. Essays, recommendations, and supplemental information can provide context, explain challenges, and show maturity.

That said, there are colleges where GPA thresholds are firm. If a GPA is too low, there may not be a realistic path to admission due to volume or competitiveness. More holistic colleges, however, often take the time to read deeply, especially when a student explains struggles thoughtfully and takes responsibility.

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Institutional Priorities

Chris Bell:
We hear about “institutional priorities.” What does that really mean?

Sawyer Earwood:
Institutional priorities can include geography, intended major, class balance, and even how many students from a particular high school are already being admitted.

A student might be admissible in one year but not another simply because of how the class is shaping up. These are factors largely outside a student’s control, which is why it’s important to separate what you can control from what you can’t.

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Finding Sawyer

Chris Bell:
If someone wants to learn more or work with you, how can they find you?

Sawyer Earwood:
They can visit virtualcollegecounselors.com. It’s straightforward, and I write frequently about admissions topics there.

Chris Bell:
Thanks so much, Sawyer. I really appreciate your time and insight.

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Sponsor Message

This episode is brought to you by Bell College Consulting.
Visit bellcollegeconsulting.com to learn more.

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Top Tips: How Admissions Officers Read Applications

Chris Bell:
Before we wrap up, it’s time for a rundown of the key takeaways from today’s episode. I call it Top Tips.

Tip #7: Applications are reviewed quickly.
Admissions officers may read around 100 applications a day. Entire files get five to ten minutes; essays about three.

Tip #6: The School Report provides critical context.
It explains what opportunities were available at a student’s high school.

Tip #5: GPA is usually the most important factor.
Grades below a B can raise concerns. Rigor matters, but balance and well-being do too.

Tip #4: Strong essays can add spark in borderline cases.

Tip #3: At some colleges, GPA cutoffs are firm.

Tip #2: Some factors are outside your control—like institutional priorities.

Tip #1: Focus on what you can control.
Your coursework, engagement, and how you tell your story matter most.

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Closing

At the end of the day, understanding how applications are read helps students use their energy wisely and focus on what truly matters.

Thank you to Sawyer Earwood for sharing his experience and insight.

And remember: College is Awesome!