ocs resource portal - february 17, 2016ocs.archchicago.org/portals/23/amen workshop february...
TRANSCRIPT
February 17, 2016
AGENDA
9:30 Prayer, Welcome, Introductions, Overview
9:45 eCommunications
10:30 Break and Networking
10:45 Website Best Practices
11:30 Group Discussion
12:00 Adjournment
PRAYER
Mission of OCS – More kids in great Catholic Schools
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.
You are not alone!
The Office of Catholic Schools
is here to support all of your efforts.
Office of Catholic Schools
Marketing Enrollment Team
Kurt Lewis
Megan Beenblossom
Juana Graber
Vicariate 1, 3 and 6
Vicariate 2
Vicariate 4 and 5
Our team brings you best practices from
outside experts and internal success stories
• Early childhood marketing
• Parent ambassadors (word of mouth)
• Working with Pastors – Enhancing parish support
• Enrollment and revenue growth (tuition tracker)
• Value Propositions: Proving Catholic School Success
• Website / Social Media
• Customer Service
One thing we will need from you…
Your numbers!
• Beginning in March, we will once again begin
requesting enrollment numbers from you each month
• If your numbers are up-to-date, we will be able to
provide you historical information on your enrollment
trends and year-over-year comparisons.
http://ocs.archchicago.org/MarketingOperations/EnrollmentManagement.aspx
The Office of Catholic Schools Portal
Month Topic Date
March Retention is a Yearlong Commitment:
If you only focus on one thing this year, make it retention.
March 15
April Your Families are your Customers:
Creating a culture committed to customer service
April 19
May Recruit ‘Em and Keep ‘Em:
Developing a targeted early childhood marketing and retention plan
May 17
Enrollment Management Newsletter
Current topics • Helpful hints • Spotlight on success stories • Reminders
Subscribe to the monthly
newsletter to stay in the loop:
http://bit.ly/EM-Newsletter
Using Technology
to Communicate
with Families
eCommunications
Electronic Communications
and Newsletters
It’s more than just sharing the school calendar.
It’s about spreading your brand awareness.
By building regular communication with families,
you enable them to recognize your brand and
associate it with a positive sentiment
Parent newsletters should be an essential part
of every school leader's communication plan
An integral piece of your school-to-home
communications plan
Important to consider:
What resources do you have available
to you — budget, time and internal support?
Who does your newsletter or
social media now?
Effective school newsletters
• E-mail Services
• Effective and attractive design
• Content
• Effective photos and videos
E-mail Services most used by our schools
• Mailchimp
• Constant Contact
What other services have you had
success with?
Mailchimp
Note: This is also a very clean
website that is easily navigated
mailchimp.com
Choose a template - lots of options
Simple is best (and usually easier)
Effective Design =
Direct Marketing
Start with the
most important
news at the top
Important tactics
• Compelling headlines
• Bold most important information
• Use bullets to make easier to read
• Links should be easy to find
• White space
• Is your e-newsletter mobile friendly
Electronic Emails
Content – What do your readers like?
Are you sharing photos of students?
On Facebook too?
Videos that parents can easily click on and share on their
own Facebook page – don’t forget to tell them to do so…..
https://www.youtube.com/watch?v=N90VyUmgLWE
Make sure
somewhere in
your newsletter a
parent can easily
find these things
Include information that parents
can forward to promote your
school
Be thinking about your own audience.
What do you really know?
Share the good news in your newsletter and social
media – it’s what makes our Catholic schools unique!
And electronic communication has made reaching
our parents easier than ever
A happy family is our best retention tool
• Paper copies are nice for the younger students who like
to see their class in action.
• Older students could receive one to their school email
Encourage teachers to do newsletters for
their individual class
Don’t forget to track your emails…
This way you can see what’s working
Why is it important for our schools to
communicate electronically with our parents?
For schools it is about storytelling and getting our
stakeholders (teachers, students, administrators, parents,
community) to spread these stories
The average person spends 4 years looking
down at their cell phone over a lifetime?
If resources are few (when aren’t they)…
Consider sending a weekly “necessary news” email
and a more robust one on a monthly basis
Having a newsletter parents look forward to =
A better Brand Experience
The Children…
that’s why we’re here!
15-Minute
Break
Best Practices for
School Websites
Services to Consider
• Wordpress.com
• Weebly.com
• Squarespace.com
• eCatholic.com
• Drupal.com
• Others?
Ideally, you should be
able to edit your
website in-house and
in real time.
Minimum Information
Contact Information
• Physical and/or mailing address
• Phone and fax numbers
• Email address for the principal, secretary, or monitored
“general” mailbox
School Information
• Mission and vision
School Information • Application link
• Donation link
• Map/directions
School Information
• Link to AoC/OCS
• Link to social media sites
Directories
• Principal information and message
Directories
• Faculty and staff information
Directories
• Classes (course offerings)
News and Announcements
• Upcoming events
• Recent achievements, celebrations, and events
• Reminders, invitations
Resources
• Student handbook
• Parent handbook
• Enrollment/admissions
information
• Other school policies
• School forms
Calendar
• Holidays
• Picture day
• P/T conferences
• Standardized testing dates
• Student performances
• Board meetings
• Social events
• Registration deadlines
• Report card days
• PTA meetings
• Fundraising events
• Book Fairs
Optimal Information
Contact Information
• Parish information
School Information • Profile
• Parent volunteer information
School Information
• Link to inquiry form for school tours
Information on Using Forms
• Google Forms
• Today’s sign-in
Directories
• Teams/clubs
• Departments
News and Announcements
• Newsletters
• Requests for participation/support
Resources
• Schedule
• Lunch menu
• Athletic schedule (or in calendar)
Resources
• Alumni information (request form)
Resources
• Dress code
• Library/media center
• Guidance and counseling
• Graduation requirements
Other Great Options
• Website translation: St. Pius V
• School video: Holy Cross
• Facebook widget: St. Zachary
• Doodle scheduling tool
Group Discussion:
What Can We Do
Right Now?
http://ocs.archchicago.org/
MarketingOperations/EnrollmentManagement.aspx
OCS Resource
Portal
Enrollment
Management
Calendar 2015-16
Enrollment Management Checklist: FEBRUARY
• Communicate referral program for current families to bring new families to
school
• Has your school website been updated recently? Is it branded? Does it
reflect your value prop?
• Follow Up with families from Open House
• Enlist Parent Ambassadors to help with Spring recruiting
• Set date and begin promoting Spring Open House or Admissions Event
• If you are in the city of Chicago, consider sponsoring “Movies in the Park”
or if you are outside the city, begin planning a summer event or activity
• Plan “step up” days for Pre-K and K students and invite their parents
Enrollment Management Checklist: MARCH
• Advertise Spring Open House and summer programs
• Participate in a community service project
• Sponsor your neighborhood team or advertise with sports program in the
area
• Time for a Spring Clean-up of Electronic Media- Look at website, Facebook,
Twitter and if necessary redesign a plan for outreach
• Host a Curriculum Night
• Create new family "manual" to address any FAQs
• Send letters from teacher (next grade level) to current families
• Check out your profiles on Privateschoolreview.com and Greatschools.org
Enrollment Management Checklist: Retention and Recruitment Tips and Tricks
• Phone Bank
• NUT Card
• Ice Cream Party
• Free Gym Uniform
• Referral Incentive
What are Your Great Ideas?
Best of Luck this
Enrollment Season!
The Children…
that’s why we’re here!