FBS Enrollment Management Playbook_ Operational Guide & Team Handbook
THE STRATEGIC ENROLLMENT SPECTRUM
The Enrollment Management Association’s Strategic Enrollment Spectrum provides a framework for defining enrollment management and illustrates the range of functions the Enrollment Management Team either leads directly or supports in partnership with colleagues across the school.
KEY PARTNERSHIPS
Head of School
Director of Lower School
Director of Upper School
Resources
Guide
Shift fromAdmissions → Enrollment Mgmt Mindset
Director of Finance
Director of Diversity, Equity, & Community
Director of Development
Communications Manager
Associate Director of Special Events/Marketing Manager
THE ENROLLMENT YEAR: AT A GLANCE
FALL
Explore & Connect
● SEEDS School Fair (early fall)
● Small Group Tours begin For all divisions
● Admissions Events begin Neighborhood, Affinity, & Curriculum Coffees
● Webinars
Virtual Open House & DEC Webinar
SPRING
Decisions & Next Steps
● Admissions Decisions
● Sneak Peek & Webinars
For newly admitted families
● 8th Grade Led Tours
For newly admitted families
● Binding Contract Deadline April 1
● Onboarding Emails begin For newly admitted families
WINTER
Engage & Experience
● Small Group Tours continue For all divisions
● Winter Celebration
● Application Deadline
● Applicant Playgroups
● Admissions Events continue
Neighborhood, Affinity, & Curriculum Coffees
Welcome & Prepare
● Community Events Eg. North Jersey Pride festival
● Onboarding Emails continue For newly admitted families
● New Family Events
● Admissions Continues
As space permits…
ADMISSIONS OFFICER ONBOARDING:
FIRST 90 DAYS SUCCESS PLAN
By the end of the first 90 days, the Admissions Officer will:
✓ Independently conduct Far Brook tours for all grades
✓ Manage prospective family communications within established response timelines
✓ Maintain accurate and timely records in Finalsite Enrollment
✓ Conduct family interviews confidently
✓ Manage tour and interview scheduling through Finalsite
✓ Serve as a knowledgeable ambassador for Far Brook's mission and programs
✓ Function as an integrated member of the Enrollment Management Team
Days 1-30: Learn & Observe
Systems & Technology
Complete Account Setup
❏ Finalsite Enrollment
❏ Clarity Tuition
❏ Google Calendar Access
❏ Admissions Shared Drive
❏ Google Workspace
Finalsite Enrollment Basics
Learn how to:
❏ Navigate applicant records
❏ Add notes to family files
❏ Log interactions
❏ Review inquiry forms
❏ Access reports
❏ Access email templates
❏ Review communication history
❏ Review calendars
The FBS Experience
Learn / Review
❏ Mission & philosophy
❏ Four pillars
❏ Progressive education
❏ Key differentiators
❏ Common parent questions
Tour Training
❏ Shadow tours
❏ With the EM team, establish protocols for
● Dos & Don’ts
● FAQs & handling difficult questions
● Connecting observations to mission
Begin to set up space
ADMISSIONS OFFICER ONBOARDING: FIRST 90 DAYS SUCCESS PLAN
Days 31-60: Practice & Participate
Finalsite Enrollment
Learn to
❏ Build email templates
❏ Schedule communications
❏ Create event calendars
❏ Set calendar availability
Inquiry Management
Setup
❏ Inquiry notifications
Establish
❏ Who responds to what inquiries
❏ Expected response times
❏ Follow-up procedures
❏ Documentation
The FBS Experience
Tour Training
❏ Begin leading portions of tours
Parent Meetings
❏ Review purpose of meetings
❏ Compliance training:
❏ Questions we should ask
❏ Questions we should not ask
❏ Confidentiality
❏ Documentation standards
❏ Parent meeting calendar set up:
❏ Add times
❏ Sync with Google Cal
Dashboards & Data Mgmt
Learn / Review
❏ Internal dashboards
Days 61-90: Lead & Launch
The FBS Experience
Tours
❏ Lead tours independently
Observe
❏ Sit in on early parent meetings
Prepare
❏ Lead parent meetings in October
❏ Prep office for parent meetings
(eg. interview seating – not across a desk)
Community Connections
Tour Prep
❏ Visit & observe classrooms
❏ Understand class schedules
❏ Build relationships with faculty
Fall Event Preparation
Participate in Planning
❏ Small Group Tours
❏ Webinars
❏ Admissions events
Weekly Learning Topics
During weekly team meetings, we will explore topics as they arise throughout the admissions cycle, including:
● Progressive education FAQs
● Tuition Assistance overview & prep (~Nov/Dec)
● Competitive landscape
● Enrollment data & metrics
● Retention & family experience
● Diversity, equity, and community practices
● Confidentiality
● Review challenging scenarios
● Admissions event planning and execution, including:
○ Timelines
○ Responsibilities
○ “Divide & conquer” strategies before, during, and after
● Continuous reflection & debriefs following tours, interviews, and admissions events
● Eighth Grade Ambassador program prep & handoff
PD Opportunities
There are often virtual & in person PD Opportunities through the following organizations:
