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November 14, 2018 Presented by Dolores Alvarado & Maura Daly Enrollment Season Starts Now: CSW & Enrollment Prep
November 14, 2018
Presented by Dolores Alvarado & Maura Daly
Enrollment Season Starts Now: CSW & Enrollment Prep
2018-19 Webinar and Workshop Schedule
Date Time Event Topic
9/5/2018 12:00 Webinar Last-Minute Families and Retention
10/10/2018 9:00 Workshop Networking and Idea Workshopping
11/14/2018 12:00 Webinar CSW and Enrollment Prep
12/12/2018 12:00 Webinar Financial Aid
1/16/2019 12:00 Webinar Tours and Follow-up/Tracking
2/6/2019 9:00 Workshop Branding, Materials, and Websites
3/13/2019 12:00 Webinar Customer Service
4/10/2019 12:00 Webinar Millennial Parents
5/15/2019 12:00 Webinar Summer Marketing Strategies
2019 NCEA Convention
Contact Kurt Lewis for more information and to volunteer
Enrollment Season Starts Now: CSW & Enrollment Prep
November 14, 2018
Presented by Dolores Alvarado & Maura Daly
Since 1974, National Catholic
Schools Week is the annual
celebration of Catholic
education in the United States.
Schools typically observe the
annual celebration week with
events and activities that focus
on the value of the Catholic
education provided to young
people and its contributions to
our church, our communities
and our nation.
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Catholic Schools: Learn. Serve. Lead. Succeed.
January 27 – February 2, 2019
• Catholic Schools Week brings nationwide awareness of the value
Catholic education provides to young people and its contribution
to our church, our communities and our nation
• Time for us to reflect on and celebrate our mission
• Opportunity to recognize students, parents, and staff
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Catholic Schools: Learn. Serve. Lead. Succeed.
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Sunday: Celebrating Your Parish
Catholic schools benefit all year long from the religious
guidance, prayers and support parishes provide. Many parishes
join in the National Catholic Schools Week celebration by
devoting a Mass to Catholic education.
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Monday: Celebrating Your Community
A central aspect of Catholic education is learning the importance of service to
others. When students take part in service activities—both local and
beyond—they demonstrate the values and faith they gain through their
Catholic education and learn how to make the world a better place. When
they observe how others serve the community, they gain an appreciation for
how they can continue to serve others their entire lives.
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Tuesday: Celebrating Your Students
Schools celebrate students during National Catholic Schools
Week by planning enjoyable and meaningful activities for
them and recognizing their accomplishments.
Inspiration and Ideas
• Line school halls with student work
emphasizing the themes of CSW.
• Share a list of high schools,
colleges and universities to which
your graduates matriculate.
• Showcase student exhibits in
Religion, Art, Science, or history
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Wednesday: Celebrating the Nation
On National Appreciation Day for Catholic schools, students,
families, educators and other Catholic school supporters
communicate the value of Catholic education to government
leaders.
They share information with
leaders on the significant
contributions Catholic schools
make to the nation and their
role in preparing students to be
good citizens. They pray for
the nation and recognize all
those who serve it.
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Thursday: Celebrating Vocations
By focusing on faith, knowledge and service, Catholic schools
prepare children to use their God-given talents to the fullest
later in life.
National Catholic
Schools Week offers
an opportunity for
students to explore
the many life paths
that enable them to
use their talents well
in the service of God
and others.
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Friday: Celebrating Faculty, Staff, and Volunteers
Teachers are the backbone of Catholic schools. On this day,
schools honor teachers, as well as administrators and staff
who support teachers in their important work, and thank the
parents, grandparents, alumni, parishioners and school
board members who provide volunteer service.
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Saturday: Celebrating Families
Parents, guardians and other family members play
a vital role in Catholic education. Not only do they
volunteer at the school, they instill values and
expectations for academic excellence in their
children at home. We acknowledge the role of
families in Catholic education and celebrate their
contributions to the success of our schools on the
last day of National Catholic Schools Week, and all
year long.
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Catholic Schools Week: Planning Tactics & Tools
Catholic Schools Week is a celebration of faith, families and our children’s
future. You can use it as an opportunity to engage the community and
demonstrate what makes your school stand out by:
• Communicating Your School’s Value
• Engaging the Pastor and/or Principal to invite parishioners and families
to participate
• Spread the word through local media
• Join the momentum by sending your event schedule to the diocesan
newspaper, or contact Anne Maselli
• Bring curb appeal to your community with banners and posters
• Get social with the online community by providing and sharing content,
NCEA provides Twitter and Facebook graphics for you to use. Don’t
forget the hashtag #CSW19
•
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Catholic Schools Week
Learn More About Catholic Schools Week by visiting the National
Catholic Education Association or NCEA Website.
Follow NCEA on Facebook.Follow NCEA on Twitter.
You can download templates &“snaps” like the one found
below and review highlights from 2018.
NCEA, in partnership with FACTS
Management, launched the inaugural
Many Gifts, One Nation: A Day of
Giving to Catholic Schools.
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CSW: Daily Themes
During Catholic Schools Week there is a Daily Theme. You can
learn more about the daily themes and find ideas for celebrating
them on the NCEA Website.
Sunday: Celebrate your Parish
Monday: Celebrate your Community
Tuesday: Celebrate your Students
Wednesday: Celebrate the Nation
Thursday: Celebrate Vocations
Friday: Celebrating Faculty, Staff & Volunteers
Saturday: Celebrating Families
Preparing for Enrollment Season
• Locking in current families helps inform how many new families
you need
• Think of parents as differentiated learners: What are the
different ways we can reach them?
• Use your all-call system, mass email service, and good old
fashioned personal outreach to ensure families are registered
• If you offer a referral incentive, remind families of this as often as
possible
• Provide families the materials they need to make referrals
• Remind current families of the TCS expectations which may lead
to an increase in new student registration and as a result waiting
list. It better for them to register now to avoid being added to the
waiting list
Early Re-Enrollment is Key
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Re-Enrollment - Current Practices in Place
Automatic Manual
• Current Families are asked to
complete a letter of intent
• Families are then automatically
Re-enrolled through
PowerSchool and FACTS
Management
• Account fee may added to final
tuition payment
• Account is placed on hold until
tuition agreement/plan is in
place.
• Current families must complete
a registration packet for the new
year to update contact
information or add a sibling
• Facts Fee is paid via card or
invoice.
• Accounts and payment plan set
up by parents.
How is re-enrollment “driven” at your school?
✓ Set Tuition and Fees
• Contact your VFM to begin the tuition setting process
• Update your materials and website with the new tuition and fees
• Drafting language that supports your tuition and explains the value of the
education you provide
• Send new tuition and fees message to current families
✓ Work with Principal to implement PowerSchool Re-Enrollment (Current
Families)
• Saves time, ensures accuracy of information as families input data themselves
• Webinar and guides can be found on the portal
• http://ocs.archchicago.org/CurriculumPrograms/PowerSchool.aspx.
• Set dates the school will be open for families to come re-enroll at the school
Before Christmas Break…
✓ Plan for re-enrollment incentives
• Timebound incentives to encourage families to re-enroll early
• Monetary incentives
• Reduced registration fees
• Classroom parties
• Raffles
• February Freeze – if re-enrolled by end of February pay last year’s tuition
• Free incentives
• Out of uniform
• Premium parking, drop off, sign-out (early childhood) etc.
Before Christmas Break…
✓ Communicate Enrollment / TCS Dates
• Capitalize on TCS interest by
including re-enrollment and FACTS
Grant & Aid applications in the
overall process
• Have the school open and available
for all online applications
✓ Paperwork and Forms
• Update all registration forms and
admissions paperwork for new
families
• Update the website as needed with
the latest forms
• Ensure that your school has an
online interest form
Before Christmas Break…
Financial Aid
Financial aid is an integral part of the re-enrolment and recruitment process.
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Availability of Financial Aid
The value of Catholic Education should make it a necessity, not a luxury and for many of the communities we serve - it is.
When Discussing the availability of Financial Aid, note:
• It is available• There is an objective, confidential process, the application is
required as a part of our due diligence and good stewardship• The numbers only tell a part of the story - communicate to
families that we will work with them when life’s challenges arise• Recognize that customer service is a major part of the process,
show them that we want them at our school!
• FACTS
• Any family applying for aid should be entered into FACTS
• Floor
• Ensure that you have set a minimum amount that every family will pay
• Financial Aid Committee
• Typically a group of three to five including the principal and pastor but no school parents
• Financial Aid Reward
• Offer appropriate financial aid but ensure that norms such as a tuition contract are followed
http://ocs.archchicago.org/Portals/23/6_7_18%20-%20Five%20Fundamentals%20of%20Financial%20Aid_1.pdf
Understand the Four F’s of Financial Aid
Tuition Discounting Tool
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❶
Applicant (Parent/Guardian) Sample, Dale# Payments Payment Amount
K-8 Students 2 9 $497.78 ❹
List Tuition $7,300.00
Low Median High$2,665.00 $4,480.00 $6,420.00
❷
Family Self Reported Ability to Pay $3,000.00 ❺
Household Size 4 # Payments Payment Amount
9 $472.22 ❻
Number of Children/Dependents 2
Adjusted Gross Income $0.00 ❼
Total Family Income $35,000.00 # Payments Payment Amount
9 $400.00 ❽
Comments:
❸
❿
If working with the applicant(s) more than once, click this button to load into
this form the most recent data collected.
Following each meeting with the applicant(s) click this button to save the
most recent data collected in this form.❶
Recommended Tuition Range
❾
Financial Information
Tuition Rate Calculator
Family Information Recommended Tuition Offer
$4,480.00
Please do not share this form with applicants. Use this form to determine the most appropriate need-based, discounted tuition rate to
offer a family that is either new to your school for the 2018-19 school year or has been attending your school prior to the 2018-19 school
year but has not previously applied for financial aid.
Initial Tuition Offer
Final Agreed Tuition Amount
$3,600.00
$4,250.00
Applicant rejected the initial offer of $4250. Applicant felt that he could pay $400/month during the school year. Financial aid committee agreed
that this would be an acceptable amount. Talked to applicant about the referral program and he had some ideas of students from his previous
school who might be interested.
Re-Load Most Recent Decision Save Decisions
http://ocs.archchicago.org/Po
rtals/23/6_7_18%20-
%20Tuition%20Discounting%
20Tool%20Webinar.pdf
Customer ServiceA school-wide customer service strategy impacts both retention of
current families and recruitment of new families.
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Customer Service
“I've learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel.”
Customer Service Tips:• First Impressions Matter• Courtesy Counts• Attitude is Everything• Do The Right Thing• Say What You Mean & Mean What You Say• Enhance Your Message with Nonverbal Techniques• Putting Words Together• Listen Attentively
-Maya Angelou
http://ocs.archchicago.org/Portals/23/2017-11-15%20AMEN%20Webinar%20-%20Customer%20Service%20FINAL.pdf
Questions?
Thank you!
Additional Resources
• Kurt Lewis
Director of Enrollment Marketing
• Katie Walleck
Marketing and Enrollment Manager, Vicariates 1 and 2
• Maura Daly
Marketing and Enrollment Manager, Vicariates 3 and 4
• Felicia Horton
Marketing and Enrollment Manager, Vicariates 5 and 6
• Dolores Alvarado
Marketing and Enrollment Manager, Turnaround Schools NW
• Debbie Campos
Marketing and Enrollment Manager, Turnaround Schools SE
Meet Your Enrollment Marketing Team
• Anne Maselli
Director of Marketing and Communications
• Yasmin Quiroz
Communications Assistant
• Sue Bordenaro
Legislative Action and Family and School Associations
• Daniela Polanco
Marketing Project Coordinator
Meet Your Enrollment Marketing Team
The OCS Resource Portal: bit.ly/OCSResourcePortal
