The One Person Admissions Office Setting priorities and getting the job done September 15, 2015

Sharing what works from outside experts and internal success stories

The (OCS Resource) Portal:

Enrollment Management Newsletter Keeping you up to date on: Current topics Helpful hints Spotlight on success stories Reminders Subscribe to the monthly Newsletter to stay in the loop:

Meet Our Team Kurt Lewis: Vicariate 1 and 3 Megan Beenblossom: Vicariate 2 Juana Graber: Vicariate 4 and 5 Maria Ippolito: Vicariate 6 Yasmin Quiroz: Marketing Assistant More in Depth Bio

Services We Provide The OCS Enrollment Marketing Team is happy to provide the following services to your school:  Comprehensive Enrollment Management Diagnostic  Development of detailed Enrollment Management Planning Document  Value Proposition presentation and assistance in crafting your value proposition  Training and support for Parent Ambassadors

Services We Provide  Customer Service training and support for your Faculty and Staff  Communications Audit and development of Communication Strategy  Admissions protocols and procedures  Strategies and incentives to improve Retention  Satisfaction Survey development, implementation, and analysis  Development and ongoing support for your Enrollment Management/Marketing Team  One time consultations or presentations on Enrollment Management topics

What You Can Expect From Us…  Smiles & Support  A Diagnosis and a Plan  A Team Approach

What We Expect From YOU…  Communication & Positivity  Accountability  A Team Approach

Mission of OCS To increase Catholic school enrollment and provide every student desiring a Catholic education with excellent academics, strong faith formation and vibrant community in a sustainable way through a strong and coherent system of high performing schools. MORE KIDS IN GREAT CATHOLIC SCHOOLS

Marketing Building interest in enrolling in the schools New Family Sales Getting new families to enroll Retention Sales Getting existing families to re-enroll Enrollment Management Framework

MORE KIDS IN GREAT CATHOLIC SCHOOLS This is ultimately your job… but where do you start?

The One Person Admissions Office Setting priorities and getting the job done

The One Person Admissions Office Job description Qualities: Empathetic and warm yet competitive and energetic Proven leadership ability Strong project management experience Strong writing and communication skills Able to manage and honor discreet and confidential information Capable of creating collaborative working relationships with school and parish leadership along with parent constituents

The One Person Admissions Office Job description Summary: Assist in strategic planning efforts, long range goals and policy development and set enrollment goals Clearly establish the school's value proposition relative to our key competitors Develop a marketing plan and oversee development of all admission materials (brand identity collateral, brochures, fact sheets) Coordinate yearly admission advertising & help promote schools’ visibility within community Manage retention efforts of current parents/coordinate re- enrollment Manage and coordinate schools’ social media and internal communication needs

The One Person Admissions Office Job description Summary: Manage and coordinate schools’ social media and internal communication needs Maintain annual admission and marketing budgets Organize admission tours and orientation for prospective families Organize all admission events: Admission Open Houses and special recruitment/enrollment events Maintain admissions database and all admission records and files Assist in the yearly revision of the Enrollment Contract Coordinate Financial Assistance effort Deliver annual Admission report to the Board and OCS as needed Facilitate Parent Ambassador Program

One Person Admissions Office Question: How can one person possibly handle it all?

One Person Admissions Office YOU CAN’T, but we have a solution!

Create a Team

All great leaders must delegate. Who is on your team? Do they know it? Do they own it? YOU Pastor Faculty Parent(s) Receptionist Board/Committee? Staff – Marketing/Admissions? Your Team

Delegate responsibility Hold members accountable FOCUS enrollment efforts Build on marketing efforts currently in place Increase enrollment Why form a team?

Usually about an hour Task oriented Time/Location determined by team leader Meeting frequency varies Typical Meeting

Recipe for a Successful Team

Time Management Set Priorities Set a Calendar Set Expectations

5 Easy Steps to Get Started Step One: Identify the areas of Enrollment Management where you shine and where there is room for growth…and there is ALWAYS room for growth!

How do we do that? By now you should have completed the Enrollment Management Diagnostic

What’s Next? Step Two: Identify the Priority Areas by highlighting any item where you scored a “1.” Step Three: Looking at all the highlighted fields pick the top 3 priorities for you this year.

Let’s Plan! Step Four: Review and begin to fill our the Enrollment Management Plan

Let’s Plan! Step Five: Bring the plan to your team.

Time Management Set Priorities Set a Calendar Set Expectations

Set a Calendar

Fill out a year long and monthly calendar Set monthly and weekly priorities Set regular meetings with leadership and KEEP the meetings

Set a Calendar Story: Students participate in service project 1. Take photos during the service project 2. Write a brief description of the event story Then….. Post on website, send to local paper, share in bulletin, add to weekly newsletter, send a short photo and write up via , send short note to prospects/donors ALL from ONE Story

Time Management Set Priorities Set a Calendar Set Expectations

Setting Expectations Take a moment to think about your day. How often are you being asked to do things that take you away from your “day job?”

Setting Expectations  Review job description  Ensure clarity around focus of job  Meet regularly and keep open communication

Final Thoughts  Be a team player, but it is OK to say NO  “Thank you” goes a long way  Open communication with staff and faculty is key  Does everyone in the building know your job description?

Questions? Maria Ippolito: Kurt Lewis:

Thank you!