The One Person Admissions Office - PowerPoint Presentation

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The One Person Admissions OfficeSetting priorities and getting the job done September 15, 2015Slide2

Sharing what works from outside experts and internal success storiesSlide3

The (OCS Resource) Portal:

http

://ocs.archchicago.org/SchoolVitality/MarketingEnrollment.aspx

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Enrollment Management NewsletterKeeping you up to date on:Current topicsHelpful hintsSpotlight on success storiesReminders Subscribe to the monthly Newsletter to stay in the loop: http://bit.ly/EM-Newsletter Slide5

Month

Topic

Date

September

The One Person Admissions Office

:

Setting priorities and getting the job done

September 15

October

Parent Power:

Utilizing Parent Ambassadors to harness the power of parent engagement and referrals

October 20

(tentative)

November

Communication is Key:

Auditing your current communications and creating a plan

November 17

December

You are Your Brand: Creating or reviving your school’s brand.December 15JanuarySpend Money to Make Money: Creating a plan and setting your marketing budget January 19FebruaryFirst Impressions Matter: Revamping your School’s Website aka the 24-hour CampusFebruary 9 (tentative) MarchRetention is a Yearlong Commitment: If you only focus on one thing this year, make it retention.March 15AprilYour Families are your Customers: Creating a culture committed to customer serviceApril 19MayRecruit ‘Em and Keep ‘Em: Developing a targeted early childhood marketing and retention planMay 17Slide6

Month

Topic

Date

October

Parent Power:

Utilizing Parent Ambassadors to harness the power of parent engagement and referrals

October 14

February

Technology

in Enrollment Management:

A look into the various technology resources that will enable you to improve Enrollment Management Strategies

(tentative)

February 17Slide7

Meet Our TeamKurt Lewis: Vicariate 1 and 3Megan Beenblossom: Vicariate 2Juana Graber: Vicariate 4 and 5Maria Ippolito: Vicariate 6Yasmin Quiroz: Marketing Assistant

More in Depth BioSlide8

Services We ProvideThe OCS Enrollment Marketing Team is happy to provide the following services to your school:Comprehensive Enrollment Management Diagnostic Development of detailed Enrollment Management Planning DocumentValue Proposition presentation and assistance in crafting your value propositionTraining and support for Parent AmbassadorsSlide9

Services We Provide Customer Service training and support for your Faculty and StaffCommunications 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 topicsSlide10

What You Can Expect From Us…Smiles & Support A Diagnosis and a PlanA Team ApproachSlide11

What We Expect From YOU…Communication & PositivityAccountability A Team ApproachSlide12

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 SCHOOLSSlide13

Marketing

Building

interest inenrolling in the schools

New Family Sales

Getting

new

families to enroll

Retention Sales

Getting

existing

families to re-enroll

Enrollment Management FrameworkSlide14

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

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The One Person Admissions OfficeSetting priorities and getting the job done

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The One Person Admissions OfficeJob descriptionQualities:• 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

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The One Person Admissions OfficeJob descriptionSummary:• 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

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The One Person Admissions OfficeJob descriptionSummary:•

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

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One Person Admissions OfficeQuestion: How can one person possibly handle it all? Slide20

One Person Admissions OfficeYOU CAN’T, but we have a solution!Slide21

Create a TeamSlide22

All great leaders must delegate.Who is on your team? Do they know it? Do they own it?

YOU

PastorFaculty

Parent(s)Receptionist

Board/Committee?

Staff – Marketing/Admissions?

Your TeamSlide23

Delegate

responsibility Hold members accountable

FOCUS enrollment effortsBuild on marketing efforts currently in place

Increase enrollment

Why form a team?Slide24

Usually

about an hourTask oriented

Time/Location determined by team leaderMeeting frequency varies

Typical MeetingSlide25

Recipe for a Successful TeamSlide26

Time Management

Set Priorities

Set a Calendar

Set Expectations

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5 Easy Steps to G

et StartedStep One: Identify the areas of Enrollment Management where you shine and where there is room for growth…and there is ALWAYS room for growth!

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How do we do that?

By now you should have completed the

Enrollment Management Diagnostic

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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.

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Let’s Plan!

Step Four: Review

and begin to fill our the Enrollment Management

Plan Slide31

Let’s Plan!

Step Five: Bring the plan to your team.

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Time Management

Set Priorities

Set a Calendar

Set Expectations

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Set a CalendarSlide34

Set a Calendar

Fill out a year long and monthly calendar

Set monthly and weekly priorities

Set regular meetings with leadership and

KEEP

the meetingsSlide35

Set a Calendar

Story:

Students participate in service project

1. Take photos during the service project2. 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 email, send short note to prospects/donors

ALL from ONE StorySlide36

Time

Management

Set Priorities

Set a CalendarSet Expectations

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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?”

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Setting

Expectations

Review job d

escriptionEnsure clarity around focus of job

Meet regularly and keep open communication

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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?

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Questions?Maria Ippolito: mippolito@archchicago.orgKurt Lewis: klewis@archchicago.orgSlide41

Thank you!