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

2. 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

3. 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

4. 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?

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

6. 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

7. 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

8. Why Automate? (cont.) Expanded Access for Families
Mobile & multilingual access
Real time access to application status – 24/7
Communications - text, , 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

9. 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
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

10. 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

11. 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

12. 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

13. Questions?