Advice sought on very specific weird application question

One of the colleges has a November 1 deadline, but if you want the college to consider a portfolio, you need to submit the portfolio via SlideRoom 2 weeks in advance (e.g., by yesterday). However, you can’t submit via SlideRoom until you submit the common app, and his school hasn’t/won’t upload his transcript and counselor/teacher recommendations until closer to the November 1 deadline (very large public school). I’m think we should just send the portfolio today via email to the admissions department (thoughts on this?). And, should we mention why he’s not following instructions (e.g., the common app is not ready because the school recs aren’t in), which sounds a little whiny to me? Appreciate any input on this convoluted story.

Thanks.

Why not ask the college’s admission office directly what to do in this case?

Can’t he submit his portion of the Common App without regard to the high school submitting their portion?

Edit: just looked at the Common App FAQs and he can submit now. From the Common App website:

"Can I submit my application before my recommenders submit their forms?
You are allowed to submit your online application before your counselor or teachers submit their school forms whether they choose to do so online or on paper. The Common Application system allows recommendations to be submitted even after the application has been submitted.

Before you submit your application, please follow up with your teachers and counselors to ensure they will be able to complete and submit a recommendation prior to the school’s stated application deadline."