We currently have families that are applying for entry up until the year 2030. There are a few factors that we consider when connecting with prospective families:
Pipeline stage
Desired entry year
Frequency of communication
When a family first enquiries, we have an automated system that invites them to a school tour and directs them to your website. After a tour, a series of automated messages provides follow up information.
For families who submit an application for a future year (beyond 2027), we regularly send invitations to school events like musicals, galas and showcase nights as well as keeping them updated on any major announcements such as new building projects. We also host information evenings approximately 2 years prior to commencement.
We we begin the application review process, typically 18 months before the desired start date, we contact families to a) inform them the process has begun and invite applications if not already received and b) request updated information for applications received.
We found in the past that if we have too many touch points with families it can create a) unrealistic expectations b) annoyance and the perception of spam. I would not contact them any more that 1-3 times per year if you are not actively reviewing their applications.
In the past, we found that too many touchpoint could create unrealistic expectations or lead to families feeling spammed. To avoid this, we contact the families 1-3 times per year if we are not actively reviewing their applications and if they remain in ‘enquiry stage’ we will close the lead after 3 touchpoint if no actions have been taken (opened emails, tour booked etc)
Waitlists/Waitpools
We recently shifted our terminology from ‘waitlist’ to ‘’waitpool’ to more accurately reflect our process regarding waitpools and helps us avoid the common question, ‘Where is my child on the list?’
Managing the waitpool is a key strategic focus over the next year. We want to make sure it accurately reflects engaged families who are ready to enrol if a spot becomes available, without creating the false expectation that a place is guaranteed. To achieve this, we will be contacting families at the end of the academic year with an update, informing them that we’ll roll their application over to the next year, providing school updates and given them the option to withdraw. We have also preemptively interviewed 1 family for a key entry points where we typically experience a cancelled enrolment to ensure we can immediately offer them a place.