Automating Application and Lottery Management: Why It Makes Sense For Your Growing Charter School

Session Objectives Better understand how automated tools can improve application and lottery efficiency and parent/staff experience Discuss best practices that can improve your application and lottery management process Share with and learn from your colleagues

Agenda About You… About Atlanta Classical Academy Why Go Online? How To Go Online? How To Measure Success? Single school, 2-4 schools, larger / Yrs in existence / Multiple Cities / Geography,Region

About You Partner Share Your school’s fast facts: sites, size, years in existence, geography How do you currently manage your application process? How do you currently manage your lottery process?

About Atlanta Classical Academy Year four, classical, single site, K - 12 in 2018 - 2019 with ~700 students Our Journey Online Our Solution

Why Automate? Efficiency and Time Savings One system for application processing, lottery & waitlist, registration Cut down on data (re)entry for paper applications Lottery configuration & preparation Improved Data Quality, Analytics, and Transparency Real-time access and updates Compliance, auditing, accuracy Reporting & forecasting Paper - piecemeal offline process - human error - time - validating priorities, multiples, duplicate apps, Data at fingertips for Monthly Board reports, District Annual Report, Metrics for Prospective Parents Map visual of applicants and outreach Targeted communication, by grade, by priority, by stage in process - a new process for many is made less overwhelming/disconnected with regular communication at each step Parent experience on mobile devices - translated forms Transparency for parents - happy, informed parents even in an emotional, random process

Why Automate? Paper - piecemeal offline process - human error - time - validating priorities, multiples, duplicate apps, Data at fingertips for Monthly Board reports, District Annual Report, Metrics for Prospective Parents Map visual of applicants and outreach Targeted communication, by grade, by priority, by stage in process - a new process for many is made less overwhelming/disconnected with regular communication at each step Parent experience on mobile devices - translated forms Transparency for parents - happy, informed parents even in an emotional, random process

Why Automate? (cont.) Expanded Access for Families Mobile & multilingual access Real time access to application status – 24/7 Communications - text, email, and voice Paper - piecemeal offline process - human error - time - validating priorities, multiples, duplicate apps, Data at fingertips for Monthly Board reports, District Annual Report, Metrics for Prospective Parents Map visual of applicants and outreach Targeted communication, by grade, by priority, by stage in process - a new process for many is made less overwhelming/disconnected with regular communication at each step Parent experience on mobile devices - translated forms Transparency for parents - happy, informed parents even in an emotional, random process

How To Automate? Considerations: Change Management Identify and engage all stakeholders Secure buy-in Understand your families’ digital literacy and potential inhibitors Anticipate changes that will occur Family Training and Support Consider additional support via hotline or email Provide laptops or devices to assist with application completion Offer multilingual systems and support Prepare families for how an automated lottery and offer process works Return on investment - offline time spent ensuring data accuracy and communicating v. time spent selling message/philosophy of school within community. Time for additional responsibilities outside of enrollment - many hats one salary. Computers available on site, parent trainings, user guides Peace of mind that comes with data integrity

How To Automate? (cont.) Anticipate Time For Data Validation Allow time to validate data especially after open enrollment period and before lottery takes place Run reports to check for errors and inconsistencies Return on investment - offline time spent ensuring data accuracy and communicating v. time spent selling message/philosophy of school within community. Time for additional responsibilities outside of enrollment - many hats one salary. Computers available on site, parent trainings, user guides Peace of mind that comes with data integrity

How To Measure Success? Applications counts Staff and parent satisfaction School leadership satisfaction Lottery timing and efficiency Reporting turnaround time Compliance and audit metrics Time saved and redirected into other areas Return on investment - offline time spent ensuring data accuracy and communicating v. time spent selling message/philosophy of school within community. Time for additional responsibilities outside of enrollment - many hats one salary. Computers available on site, parent trainings, user guides Peace of mind that comes with data integrity

Additional Online Modules to Explore Integration with SIS Online registration Intent to Return / Re-enrollment Online forms with online payment Return on investment - offline time spent ensuring data accuracy and communicating v. time spent selling message/philosophy of school within community. Time for additional responsibilities outside of enrollment - many hats one salary. Computers available on site, parent trainings, user guides Peace of mind that comes with data integrity

Questions?