What’s Your Bus?

This week we welcome Communications Officer (and former Assistant Director of Admission) Becky Tankersley to the blog. Welcome, Becky!

Last month a piece of Atlanta history came crashing down. In case you missed it, the city imploded the Georgia Dome. As with most demos, news crews from all over the city were there to cover the action. After all, who doesn’t love to see a good building implosion? But The Weather Channel’s coverage easily won the internet that morning.

I’ll be honest—when this video came out, I couldn’t get enough of it. I laughed until I cried… over and over. Never in a million years could you have timed this better– a MARTA bus rolls in and completely blocks the biggest moment of the day (which only lasted around 30 seconds at most). The frustration, disappointment, and angst in the videographer’s voice is priceless!

In full disclosure, much of my fascination with this video has to do with my background in local TV news. Before I started in education, I worked as a television news producer. My experience gives me a little bit of insight into what likely happened behind the scenes that day:

1 – The videographer scouted out the ideal spot to capture the action weeks ahead of time.

2 –  He arrived at said location in the early, early morning hours on a very cold day, probably around 3 a.m. or 4 a.m., testing his equipment and making sure he had a clear connection back to the news station.

3 – Meanwhile, back in the newsroom, a whole host of staffers—including producers, reporters, and anchors—were all waiting for this video and had created their newscast around it. (Note: the bus part was not part of the plan or script).

What should have been an easy live shot turned into a completely botched effort, and the outcome wasn’t anywhere close to what they expected. And as for the videographer, I’m sure in that moment, he’s thinking, “You have to be joking? This bus literally ruined everything. Why me?!”

MARTA Buses and Admission Decisions

Last week a host of EA/ED colleges and universities across the nation released their admission decisions. While I don’t know all of the details on percentages, it’s likely that many of you got more bad (or uncertain) news than good. A lot more of you received a decision beginning with the letter D (defer or deny) rather than A (admitted).  You could say you had a MARTA experience, as the bus came rolling into your frame at a crucial moment, completely blocking what you’ve worked so hard to attain.

It’s easy to feel defeated—and that is totally understandable. Nothing says “Happy Holidays” like being put off for another few months, or flat out rejected.

So how can you handle it when a bus rolls into your live shot? Take a couple of lessons from the MARTA bus incident:

Trust. There’s two ways to look at the bus: you can fight it, get mad, shout, yell, and throw in the towel. Or, you can fight it, get mad, shout, yell, and… wait. The bus in front of you will eventually move, and you’ll be left with a completely new perspective. Once the bus moves, you’ll have some great choices—so get ready.

Reassess. While you can’t go back in time and change your application, you can look back over the process and see if there’s anything you can do differently going forward. If you were deferred, is there a piece of information you can add into your deferred applicant form? Will their admission office accept an updated transcript with fall grades? If you have other open applications at other schools, have you ensured you’re working towards your deadlines and getting what they need to make a decision? If you were denied, do you have applications in at other schools that fit what you’re looking for in a college? There are still schools whose applications haven’t closed yet—get those apps in!

Accept. Sounds a little harsh on the outset, but bear with me. You’re probably asking yourself “what does she know? She doesn’t know how it feels to get shot down by your dream school.” But actually, I do. When I was a senior one of the Southern Ivy’s was at THE top of my list. I was smitten with this school in every way coming and going. I applied ED and was deferred to Regular Decision. Then, a few months later, I was denied. I remember getting the letter (ahem, because back in those days you actually had to wait on the mail to arrive to get a decision—so think about how much anxiety that created!), and sitting down with my parents and crying for three solid hours. So yes, I actually do know how you feel, and I remember how disappointed, sad, and betrayed I felt. I allowed myself time to mourn what I wasn’t going to experience, and the end of a dream. A couple of weeks later I chose to attend another school and never looked back. I’m sure the videographer allowed himself a pity party as well. But then, he picked up his equipment, jumped in the truck and headed to the next shoot. One step at a time, my friends.

Turning Abject Failure into a Big Win

MartaHere’s the key: at the end of the day, what felt like abject failure to the guy behind the camera actually turned into a huge win for him, and The Weather Channel. The station posted the video on YouTube and as of today it has more than 1.2 million views. No way would it have gotten so much mileage if everything had gone right that morning. The video trended on social media all day. National news outlets picked it up, and before long spoofs were made of the incident (my personal favorite was this one created by Sports Illustrated).

I’m not telling you to broadcast your defer or deny all over social media (in fact—please don’t). What I am telling you is what looks like, feels like, and is one of the hardest moments of your life to this point will eventually turn into something good. You will find a college to call home… you will find a school that wants you on their campus… and when you ultimately get there in the fall, the sting of this decision will fade away as you make new friends, pursue new dreams, and make new memories.

Hang in there… easy to say, hard to do, but please try. The holidays are here, and you have a couple of weeks to rest, recover, and breathe. Be with family and friends, do something fun, read a good book, and invest in your well-being. You’ve got one more semester to tackle before your life changes… clear your head, and get ready! Great things are ahead!

Becky Tankersley has worked in higher education for more than 10 years. She joined Georgia Tech in 2012 after working at a small, private college in the mountains of Northeast Tennessee. Prior to working in higher education, she worked as a television news producer. Her current role blends her skills in college recruitment and communication. Becky is the editor of  the GT Admission Blog, and also serves as a Content Coordinator for the American Association of Collegiate Registrar and Admission Officers.

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Freshman Application Review – The Nuts and Bolts (part 2 of 2)

This week Senior Associate Director of Admission, Mary Tipton Woolley, returns to complete her two-part series. Welcome back, Mary Tipton!

In part two of our file review series, I’ll focus on how we’re preparing for review this year, especially in light of the changes we are making to our approach. To recap from last week, seeking greater accountability, efficiency, norming and prioritization of staff time, we moved to a new model for file review known as Committee Based Evaluation (CBE). In this model, an admission staff member, the driver, will be paired with a seasonal staff member, the passenger, to review applications.Admission Team

Training for file review every year is a big undertaking, but especially when we are implementing a new model. I am only the encourager and the voice of this implementation in our office, but I can’t take credit for figuring out the schedule for CBE (more on that later) and training staff on the change. I must acknowledge the staff member in our office who has coordinated logistics, worked with seasoned staff members on implementation and ensured all permanent and seasonal staff are trained and ready for reading this week. She has been a superhero in this effort!

Preparing for CBE

To prepare for CBE, we first had to figure out how many teams we could have reading at one time, what schedule worked best for staff, how to cover other office duties (daily visits, phones, emails, visit events, etc.) and where (as in the physical location) we could read. The location piece is more challenging that you may think, given 10 of our staff work in an open, collaborative space we affectionately call the “collabora-dome.” With 12 full-time readers available, we settled on a daily schedule of 8:30a-2:30p in CBE. This schedule ensures we can most effectively utilize our seasonal staff who don’t work a full work day and prevent reader fatigue for everyone. Maintaining this schedule requires knowledge of 42 different calendars and an understanding of each reader’s inherent biases and reading tendencies. In other words, it’s important we pair people who will complement each other and not engage in group think. The result is the color coded spreadsheet you see below!

In two days of “live” CBE and without a full staff (some are still on the road!), we completed over 250 application reviews all the way to a recommended decision stage. That’s compared to less than 200 that had only been first reviewed last year on October 10. These are obviously early returns, but I am beyond pleased with the efficiency gains we are seeing! Once we hit peak reading, we are expecting pairs to read 50 applications in a day for a total of 3,000 per week inclusive of all teams.

Of course, we didn’t just undertake this change for efficiency sake; we wanted to ensure staff felt more confident in their review of a student and their recommended decision because they were discussing the application with a colleague. First, we had to ensure that all staff are normed within a reasonable range of each other (norming means all staff are evaluating the strength of a student’s contribution, fit to Georgia Tech, etc., in the same way). We did this by reading groups of 2017 applications from in- and out-of-state and international. We then discussed their academic and out of class strengths and weaknesses to ensure we were considering items similarly. We got tripped up on a transcript with a strange math class name and a US Citizen in an international high school, but, all in all, we were recognizing and evaluating the nuances necessary to make decisions in a competitive admission environment.

What Does it Mean for You?

Now that you know a little more about how we prepared and implemented CBE, here is what this change means for you. Truthfully, I could stop typing here and say that nothing has changed, but I was told this blog should be no less than 1.5 pages. In all seriousness, let me explain what I mean. There’s been a lot of talk and some consternation about the speed in which applications are read in CBE. As explained last week, the person time on an application has actually increased. Having to only read one portion of an application has allowed us to dive more deeply into school profiles, letters of recommendation and other parts of the application where necessary.

However, there’s a few common sense things I think students and counselors alike should consider, whether the school to which they are applying is utilizing CBE or a traditional application review model.

Fronting Your Application

My biggest piece of advice is to “front” your application (or, for counselors and teachers, the recommendation letter). What do I mean by fronting? It’s a retail term my husband introduced me to from his background working in his dad’s store as a kid. When we first moved in together, I noticed he would go into the cabinets periodically and move all the canned goods and containers to the front of a shelf. I couldn’t understand why he was wasting perfectly good space behind the can of black beans, but he explained to me that it was good merchandising. As I didn’t understand the need to merchandise our cabinets, this was one of the many things we didn’t see eye to eye on when we first moved in together! As an aside, you won’t be surprised to learn that 17 years and a child later, he could care less where the canned goods go in the pantry!

Back to fronting and what it means for you…

Students, front your activities. List your most significant activities first, then put the remainder in descending order of importance to you. It could be descending order of time spent, or significance of impact – you know best what will work for you. We discussed the review of activities in our staff training, emphasizing the importance of looking at both pages of activities in our review, but we all confessed we’d missed significant activities because they were at the end of the list. The same advice goes for the long essay. Just like a book or article, you should work to hook us in the first paragraph. We really do read all essays, but if we aren’t hooked early, we might miss something important in a later paragraph because we are reading quickly.

Counselors, put the most important things we need to know about a student at the beginning of your letter. We don’t need a lead in paragraph—we  need to be directed to the things that are most important for us to understand about a student. More importantly, these should be things the student didn’t tell us, or at least given from a perspective the student does not have about themselves. Many of you are considering using bullet points in your letters. I applaud this move, and it’s really helpful for us to hone in on the information you want to highlight. However, a paragraph with a dot in front of it is not a bullet point! It’s still a narrative. Either format is fine, but put the most significant things early in the letter or at least draw our attention to them with highlighting, italics or the like. The example below is consensus for one of the best formats we’ve seen!

Counselor Recommendations

Above all else, know that we are enjoying reading applications again. Admission is a seasonal profession, and that’s something we all love about it. With this change of season and, more importantly, the change in model, I see a re-energized staff enjoying application review. Reading with a colleague is fun, and the whole process seems less daunting than ever before. I’m excited about the year ahead and look forward to reporting more as the year progresses!

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Freshman Application Review – The Nuts and Bolts (part 1 of 2)

This week Senior Associate Director of Admission, Mary Tipton Woolley, joins us on the blog. Welcome, Mary Tipton!

If you’re reading this blog you’re likely a high school student (or connected to a student!) who is, or soon will be, applying to college. Once you send in your application, you probably wonder what in the world happens between the time you hit “submit” and when you receive your admission decision.

This year we’re changing the way we read freshman applications. This week and next I’ll explain why we made this decision, what we’re doing differently, and, most importantly, what it means for you!

How We Got Here (a little background)

First Year ApplicationLet me start by explaining how we got where we are now. Institutions across the country have seen large increases in applications over the last decade (not news to most of you!). But the growth in applications is rarely followed by an increase in staffing, leaving admission offices with roughly the same number of admission staffers processing and reading applications as we had a decade ago when we received a lot fewer. You can see how this could impact our review of your application and attention to your needs throughout the admission process. From a leadership perspective, we also have to consider how this volume affects our staff members. Admission offices across the country struggle to retain staff, due in large part to the nights and weekends staff are asked to give up to read applications.

Each full-time reading staff evaluates anywhere from 2000-2600 applications over a roughly twelve-week period from October through March. Our expectation was for our staff to read approximately 50 applications per day, or 250 per week. That accomplishment alone would be daunting, but along with reading, our staff is also expected to give information sessions, answer emails, plan events, work with student recruitment teams, and coordinate other responsibilities in our office. Staff are left wondering how to prioritize file review, customer service and project responsibilities throughout reading season. It was clear we couldn’t continue for fear of mass staff defections!

Times Are Changing…

Last spring we surveyed our (very burned out) staff to find areas for improvement. Several themes emerged for file review, including a desire for more accountability, efficiency, norming and clear office priorities. Let me unpack these:

Accountability – We all remember “that person” on a group project who we didn’t think pulled their weight. The same perception was happening in file review, and, true or not, it’s a hit on office morale. Additionally, from a leadership perspective, there is nothing fun about pressuring/nagging/cajoling staff to read the applications assigned to them.

Efficiency – We had some big technology hurdles and we’re addressing those while implementing our new review system, making it much easier for us to adopt a new model.

Norming – Staff felt the evaluation they gave an application initially carried too much influence throughout the process. In other words, in committee we relied heavily on the notes from the initial reviewer. While there were additional eyes on the application, advisors felt the decision they made without anyone else’s perspective carried too much weight later on.

Office Priorities – When staff were left to read on their own, when and how it was done varied widely and some people managed their time better than others. Not being seen reading at your desk (even if you were reading late into the evening at home) contributed to the accountability issues mentioned above.

Two Heads are Better than One

All of this leads up to our adoption of Committee Based Evaluation (CBE). What is CBE, and how can it address these concerns? First and foremost, we cannot take any credit for the concept. We tip our hat to the ingenious staffers at the University of Pennsylvania who developed the CBE model, and to their leadership for supporting the concept and willingness to share with colleagues around the country. I encourage you to read this article about CBE (or this one) if you want to dig in even more.

The overarching concept: together, two staffers can do better and more efficient work than one alone. To get into the weeds a bit, it means having two staff members spend an individual 8-10 minutes on an application (16-20 total review minutes) is not as efficient as having two people review and discuss one application for 8-10 minutes. The time in which an application is reviewed is the same, but it is accomplished in roughly half the time because two people look at it together.

You may be thinking this is not saving time because you cut the staff to file ratio in half. We’re getting around that in two ways. First, the 18 seasonal review staff we hire each year will make up one half of our CBE pairs. They are invaluable to our file review effort and are here training as I type to prepare for this change in our process. CBE also saves us time by allowing us to take a file to a final decision earlier in the process. If two people have reviewed and discussed an application, we can feel more confident in the decision they recommend than we could with the input of only one person.

The team approach to file review also addresses accountability because staff are assigned a partner and times to read, and must ask permission of their supervisor to be excused. It’s a bit of micromanaging their time, but, as I’ve said to staff, we’re only asking to do this for about 12 weeks out of the year. The benefits outweigh the negatives in our minds and also send a clear signal about prioritization of our office and individual time during file review season.

Drivers and Passengers

It’s also important for you to know who is doing what in the review. Here at Tech, the driver will read the school report/profile, transcript and recommendation letters. The passenger will read the application, including the activities and essays. Both the driver (permanent staff and territory managers) and the passenger (seasonal staff) will open an application and review a summary sheet together.

The driver has inherent knowledge of the school and is expected to provide a summary to the passenger. For example, the driver might say something like, “This is a school in an affluent, suburban part of Atlanta where most students will attend college. They offer a robust AP program, and students admitted to Georgia Tech in the past took an average of six of those courses. Because they are in such a heavy technology corridor, students have lots of opportunities for internships at technology firms.” Our goal is to allow the driver, who has more knowledge of an area and school, to manage this part of the application.

The driver and passenger will read their assigned portion of the application file and discuss an applicant’s strengths and weaknesses and fit to Tech. After CBE is complete an application can move on to an additional committee. So, yes, committee reviews still exist, but we hope to narrow the focus of committee to the applicants needing further discussion the most.

Now that I’ve explained why we adopted CBE and what it will mean for our file review process, tune in next week to learn how we are preparing for file review this year and what our change to the CBE model means for you!

Read part 2 now!

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They’re off to great places!

This week Senior Associate Director of Admission, Mary Tipton Woolley, joins us on the blog. Welcome, Mary Tipton!

My daughter started kindergarten this week, and it seems like only yesterday she was born. Such a cliche, but oh so true! In preparing for the start of school, I decided to write her a letter. When I finished, I realized the feelings of a parent sending their child to kindergarten are likely similar to those felt by parents sending their child to college. Sure, she’s still sleeping across the hall, but I suspect those other feelings are not so different.

But I worry that in the midst of applying to college, and the focus on getting in, getting out, success, and achievement, overshadow the natural feelings of a family getting ready for a big transition and the opportunities that come with it. If your house was like mine this summer, there were some extra tears and arguments – no doubt a sign of underlying nervousness on all our parts of what is to come (or maybe it’s life between a mother and daughter!). It’s yet another reminder that as parents we learn and grow right along with our kids!

You’re off to great places! You’re off and away!

Here are some of the thoughts I shared with her in my letter….Kindergarten

Monday you start Kindergarten, and I am so excited for you! The hair is cut, the first day dress chosen (thanks, Lulu), lunches planned and backpack broken in. Over the next several years, you will learn and grow in many ways, and I look forward to sharing the experience with you. To paraphrase Dr. Seuss, “[Monday] is your day! You’re off to great places! You’re off and away!”

I hope you will arrive at school every day with your ears and eyes open for learning. Your teacher will put her energy into helping you learn and grow, but it’s your responsibility to take advantage of all that she is offering you. You’ll also have to practice what you learn – after all, none of us learned to read or spell or excel at anything without practice! I hope you will continue to respect your teachers, and not be afraid to ask questions about matters that are confusing or contrast with what you think/believe. It’s okay to do that, so long as your mind and heart are open to understanding perspectives that might challenge your own.

Your friends will also push you to grow and learn. You’ll keep some of your old friends and make new ones. Frankly, you’ll probably learn more from them than in your classes (but don’t tell your teachers I said that!). They will make you happy and sad, excited and frustrated! That’s okay too…you’ll do the same to them. Remember there’s a heart inside everyone you meet that deserves to be respected, no matter how much they make you mad or how much you disagree with them. Sometimes your friends will be better at things than you are. Cheer them on and celebrate their successes with them, because at some point the tables will turn and you’ll be better at things than they are. Then you’ll have them to celebrate with you too!

Some other thoughts on my mind:

  • Don’t stop asking questions. Your dad and I will continue to be open and honest with you, even when we know you may not like the answer we’re giving you or it makes all of us uncomfortable!
  • Don’t be afraid to fail! We’ll be there to cheer you on when you succeed and when you fail – there’s as much to be learned from failure as being successful!
  • Don’t let fear stand in your way of trying something new. You’ll miss out on some amazing lessons in life if you do.

I’m proud of the person you are – the value you place on love and friendships and your fearlessness in expressing it. I’m proud of the excitement you show for things both small and large. I’m proud of the confidence you have to be your own person. Keep this up and you will succeed, “98 and ¾ percent guaranteed!”

Oh, the places you'll goTrust the Transition

Now that our family is a few days in to this new season of life, I have a few other thoughts on this transition:

Trust – We are trusting a school community with our children. That takes a lot of trust – even more so when you’re sending your child to college! It’s a great reminder of the responsibility we have as educators to embrace those in our charge and work to help them have a smooth transition. The communication from her teachers and school has helped me gain trust in them. Parents, take advantage of all the ways a college wants to communicate with you – parent newsletters, parent program offerings, and family weekend are just a couple of examples. I searched several university and military academy websites, and all have parent programs featured prominently in search results. Go find yours!

Logistics – I’m thinking about what my daughter is doing throughout the day. Did she find her way to her classroom? Could she open her lunch thermos? Was the spaghetti still hot? Did she make it to her after school bus? I’m sure these feelings are amplified when you don’t see your child every day. Before you drop off your child at college, set some parameters surrounding your expectations for communication. My parents suffered through a child who would go a week without checking in (sorry, mom… I get it now!). The only way to ensure all parties are satisfied, and not stifled, by communication is to keep talking about it.

Tears (or no tears!) – I had none, nor did my daughter. I’m excited for this next step for her and know we’ve done all we can to prepare her for it. Parents, you have too, so celebrate with your child! Because they’re “off to great places! [They’re] off and away!”

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Waiting Well

This week we welcome Communications Officer (and former Assistant Director of Admission) Becky Tankersley back to the blog. Welcome, Becky!

Q: “Mommy, what eats a hyena?”

Me: “I don’t know, maybe a lion…?”

Q: “Well, let’s get your phone and I’ll look it up.”

As the mom of small children, I find myself constantly asking my girls one thing: wait. And please, be patient.

Turns out young kids have a hard time with waiting. And who can blame them? Our world is driven by “right now.” If my 6-year old has a question and I don’t know the answer, she simply picks up my phone and Googles it (see conversation above). No waiting, no looking it up in a book. If she wants to watch a TV show she has Netflix (and the Disney Jr. app)… when i was a kid you had one shot at watching cartoons: Saturday morning. If you missed your favorite show, too bad—you had to wait a week to see it.

Llama Llama Red PajamaThe art of waiting (or lack thereof) even filters down to the books I read to my 1-year old. Each night we read Llama Llama Red Pajama–a story about a young llama whose mom tucks him into bed then goes downstairs. He then calls for her and, in the midst of waiting, spends the next few minutes growing increasingly worried (and ultimately panicked) wondering what’s taking her so long. Of course in the end she comes in and offers some good ol’ mom wisdom: “llama llama what a tizzy… sometimes mama’s very busy. Please stop all this llama drama, and be patient for your mama!” (And yes, this slight reprimand is followed with a hug, kiss, and reassurance that everything is okay.)

Still waiting (for the point….)

All of us, as young as 1, and as old as, well, 30-something, could do a bit better with waiting. There will always be something to wait for in life. When you’re in preschool, you wait for kindergarten. When you’re in middle school, you wait for high school. When you’re in high school, you wait for college. When you’re in college, you wait to graduate and get a job. When you get a job, you wait to find the right person to marry… house to purchase… you see where I’m going here. The list goes on and on. Regardless of what stage of life you find yourself in, you will always be waiting for… something.

If you’re a rising senior, you’re likely waiting for August 1 when many applications (including the Common App and Coalition App) open up. Once that happens, you’ll find yourself in motion as you work on your application and line up all of the documents you need and so on. Hopefully you’ll find yourself all done with your application long before the actual application deadline (hint, hint). At that point all you have to do is wait… and the question becomes: how do you wait? And moreover—how do you wait well?

Make a list, check it twice 

Once you hit that magical submit button, there’s still tasks to be completed. Your list of action items will likely vary from college to college. Follow up with your school counselor to be sure he or she knows what you need from them (transcripts to be sent, recommendation letters uploaded, etc.). Your job is to follow up and provide what is asked of you (so keep an eye on that applicant portal/checklist where you can monitor your status!). But here’s the key: don’t follow up every. Single. Day. Don’t camp out outside anyone’s office, don’t make phone calls every day, and don’t send emails multiple times a day pushing for a response. Make the request, give it a couple of weeks, and…. wait. If you’re getting close to a deadline and still haven’t gotten a response, of course be sure to check back in. If you’ve done your part and asked for the info, and the other person assures you they’re doing their part and working on it, then the next thing to do is…. Wait.

Stay in motion

This one may seem contradictory after what I just said. But just because you’ve submitted your application and requested all of your additional information doesn’t mean you get to just sit around. While you wait be sure to stay in motion. Sitting around and worrying isn’t going to benefit anyone, especially you! If your recommendation letters are finished, write a thank you note to each person. Lead a project at school, help out a friend, spend time with your family, and of course keep studying and working hard in class. Be active, and grow where you’re planted. Right now, in this moment, actually BE where you are instead of worrying about where you will be. Easier said than done, but trust me, practicing that now will help keep your blood pressure down in the future.

Find Reassurance

Children's BookIn the end, it’s okay to be a little bit like Little Llama. Sometimes it all becomes too much, and the only option left is to jump, pout, and shout. When that time comes, find your safe place and let it all out. That place could be with a parent, a friend, a teacher, or a coach. It may not be a person, but an activity that is your safe place (music, sports, horseback riding, hiking, etc.). Find a way to get all of the angst, anxiety, and worry out of your system, without judgement. Take a deep breath—actually, take a lot of them. It helps more than you might think. Remember that if you’ve followed the two steps above, then you’ve done all you can do. It’s out of your hands now… and that’s okay.

If you’re like most students, you’ve done your share of waiting this summer. As you head into your senior year you’ll move from waiting-mode into action-mode. But after all the hustle, and the busyness, of a new school year passes, you’ll find yourself back in waiting mode. And I encourage you: find your way to wait well.

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