Cutting-Edge Online Software Solutions
By: Stacy Skitol
Independent school websites have evolved from serving as a one-dimensional source of information to a venue for effective and efficient two-way communication with prospective families, parents, alumni, and donors. Examples include real-time online giving/donation capability, online applications, and password-protected multi-functional parent communities. Schools usually work with third-party specialists to deliver these web-based services.
Christian schools that want to employ best data-collection practices for online inquiries, admissions, and enrollment find it cost-effective to outsource these processes to a company that specializes in data collection, storage, delivery, and user support.
Online Inquiries
Most Christian schools have an inquiry form on their website. These online forms capture all prospective student and parent data needed for effective communication. They make it easy for families to request information and notify your school of their interest. In turn, online inquiry forms allow your school to immediately begin targeted admissions marketing.
When choosing a third party, here are some points you will want to consider:
* Will the form quickly route student interest and other specific information to appropriate school personnel?
* Will information gathered by the online form integrate with Microsoft Office products for quick e-mail communications and reporting?
Online Applications
Forward-thinking schools include an online application (not a PDF) accessed from the school admissions webpage. An online application has become a "must-have" rather than a "nice-to-have" for all independent schools; those schools not offering online applications are truly behind the curve.
Good online admissions providers include more advanced features; applicants are able to track their applications online and schools can not only post their admissions decisions online, but receive applicants' decisions online, as well.
Tracking Applications
Some — but not all — online application providers offer an optional module that enables administrators to communicate the status of each individual student's online application. Admissions trackers allow administrators to eliminate unnecessary phone calls and correspondence by communicating status information (e.g., receipt of transcripts or recommendations) to an applicant.
Online Decisions
Online decision notification is another option that a quality provider should offer to schools. Administrators can relay admissions decisions — accepted, rejected, or wait-listed — online where they can be accessed at the appropriate time by all applicants. Applicants can also respond online.
With these online services, you are able to communicate quickly and effectively with applicants. You've worked hard to market to your applicants. Don't let another school respond to your accepted applicants before you do!
Considerations for Online Applications
When choosing an online admissions provider, consider these points. Will your:
* Applicants be able to save a partially completed application and return to it at their leisure?
* Applicants have the ability to review and edit an application form before submitting it?
* Online form include your Family Faith Statement?
* Form allow embedded PDF files so families can read and agree to your school's Doctrinal Statement?
* Form allow online credit card and/or e-check processing for application fees?
* Administrator be able to electronically cascade applications to the Admissions Committee?
* Data be delivered in multiple formats closely resembling the paper application?
* Paper and electronic application processes comfortably co-exist?
* Families be able to check their application status online?
* School be guaranteed unlimited phone and e-mail user-support for applicants?
Online Re/Enrollment
Online re/enrollment transitions schools' most painful mailing online. Many schools call this the spring/summer mailing. Whether the printing, collating, stuffing, etc. is outsourced or performed in-house, it is costly, inefficient, and extremely time-consuming — especially for Christian schools with many agreements to be considered. Follow-up with families to receive required information for the upcoming school year is laborious. Entering new and updated data into the school databases is an arduous chore.
Online re/enrollment significantly streamlines the effort, and the cost/time savings are significant. With appropriate security, families can view their current information in online forms, pre-populated with the data the school maintains in its database. Good online enrollment solutions allow parents to login and review current information, and they can update biographical and related data (addresses, phone numbers, emergency contacts, etc).
While online, parents can also provide yearly permissions for student participation in school activities (athletic, field trips, computers, etc.) or equipment use (computer policy) and update medical information and permissions (allergies, permission to give over-the-counter medications, etc.).
Considerations for Online Re/Enrollment
When picking a vendor to design and host your online re/enrollment forms, here are some things to consider. Will your:
* Enrollment forms be pre-populated with biographical information from your school's database, so families can review and update information online?
* School be able to collect additional information not currently on record?
* Families have the ability to save a partially completed enrollment (registration) form and later return to it?
* Families be able to review and edit an enrollment (registration) form before submitting it?
* Form accept online credit card and/or e-check processing for enrollment (registration) deposits?
* Contracts be customized with pre-populated information specific to each student ¯ including financial aid?
* Form incorporate electronic signatures and/or physical signatures?
* Solution include administrative tools that enable your school to easily communicate with families who have yet to complete the enrollment (registration) process?
* Solution deliver field-by-field change reports that allow updates to be distributed throughout your school (e.g., school nurse or business office)?
Selecting a Vendor
When choosing a vendor to provide your school with the best online forms, keep these important points in mind.
Be sure your forms can be customized to your school's look, data field requirements, and enrollment (registration) process.
Your forms must be protected by a secure transmission housed on secure servers.
You will save a lot of time/hassle if your family-entered data can be polished to your school's standards prior to import into your Student Information System.
Don't go with a provider that requires a long-term contract. You want your provider to continually implement the latest advances in technology, and the provider has little incentive to innovate if your school is committed to a long-term contract.
Be sure your provider gives you options – not all or nothing for two, three, or four solutions. You want to be able to purchase one or multiple solutions based on your school's needs at any given time.
You get what you pay for. Don't let an attractive price fool you — do your research and be sure that the solution you purchase will meet your school's needs.
Stacy Skitol is the director of sales and marketing, independent schools, for infosnap, inc., a leading provider of online solutions for K-12 schools, www.infosnap.com.
