FBS Enrollment Management Playbook_ Operational Guide & Team Handbook

ENROLLMENT MANAGEMENT PLAYBOOK Operational Guide & Team Handbook 2026-2027 Edition last updated 6/15/2026

WELCOME & PHILOSOPHY Welcome!

The Enrollment Management Team plays an essential role in shaping the culture, experience, and sustainability of Far Brook’s community. We are thrilled to have you join our team.

Enrollment Management is about far more than recruiting students – it is about creating and cultivating a thriving, mission-aligned community. As the first point of contact for many families, our team plays a unique role in introducing Far Brook’s progressive philosophy, building meaningful relationships, and guiding families through one of the most important decisions they will make for their children.

Our Philosophy We believe enrollment management is equal parts strategy, relationships, and stewardship. Our work is grounded in three guiding principles: Relationships First Families choose schools where they feel known, welcomed, and understood. Every email, phone call, tour, interview, and event is an opportunity to build trust.

Mission Matters Our goal is not simply to fill seats. We seek to enroll students and families who will thrive in Far Brook's progressive learning environment while contributing to a diverse and vibrant community.

Continuous Improvement Enrollment management is constantly evolving. We rely on data, reflection, collaboration, and professional learning to strengthen our practices and enhance the family experience.

THE ENROLLMENT FUNNEL TRADITIONAL FUNNEL

ENROLLMENT RINGS

The traditional enrollment funnel measures how families moves from awareness to enrollment. While this remains an important framework for tracking recruitment and conversion, it only tells part of the story.

The enrollment rings model recognizes that enrollment management doesn’t end when a student enrolls. Families move from awareness to enrollment and then retention, alumni engagement, and ultimately advocacy.

Prospects / Leads Inquiries Applicants Admits Enrolls

Enrollment management is not simply about filling seats—it is about building a thriving community of families who become lifelong ambassadors for Far Brook School.

Resources Enrollment Rings We Admit! Enrollment Podcast (from AISAP – Association of Independent School Admissions Professionals)

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

Director of Finance

Guide

Director of Diversity, Equity, & Community

Shift from Admissions → Enrollment Mgmt Mindset

Director of Development Communications Manager Associate Director of Special Events/Marketing Manager

THE ENROLLMENT YEAR: AT A GLANCE

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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

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WINTER

Engage & Experience ● ● ● ● ●

Small Group Tours continue For all divisions Winter Celebration Application Deadline Applicant Playgroups Admissions Events continue Neighborhood, Affinity, & Curriculum Coffees

SPRING

SUMMER

Decisions & Next Steps

Welcome & Prepare

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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

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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

The FBS Experience

Team Integration

Complete Account Setup ❏ Finalsite Enrollment ❏ Clarity Tuition ❏ Google Calendar Access ❏ Admissions Shared Drive ❏ Google Workspace

Learn / Review ❏ Mission & philosophy ❏ Four pillars ❏ Progressive education ❏ Key differentiators ❏ Common parent questions

Establish ❏ Weekly EM Team Meeting

Tour Training ❏ Shadow tours ❏ With the EM team, establish protocols for ● Dos & Don’ts ● FAQs & handling difficult questions ● Connecting observations to mission Office ❏ Begin to set up space

External Resources

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

Learn ❏ WFH / Out of office procedures

Browse/subscribe ❏ AISAP ❏ E3N (formerly EMA) ❏ NAIS Admission board ❏ Enrollment Catalyst ❏ ISM

ADMISSIONS OFFICER ONBOARDING: FIRST 90 DAYS SUCCESS PLAN Days 31-60: Practice & Participate Finalsite Enrollment

The FBS Experience

Learn to ❏ Build email templates ❏ Schedule communications ❏ Create event calendars ❏ Set calendar availability

Tour Training ❏ Begin leading portions of tours

Inquiry Management Setup ❏ Inquiry notifications Establish ❏ Who responds to what inquiries ❏ Expected response times ❏ Follow-up procedures ❏ Documentation

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

Community Connections

Tours ❏ Lead tours independently

Tour Prep ❏ Visit & observe classrooms ❏ Understand class schedules ❏ Build relationships with faculty

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)

Fall Event Preparation Participate in Planning ❏ Small Group Tours ❏ Webinars ❏ Admissions events

ONGOING PROFESSIONAL DEVELOPMENT Weekly Learning Topics During weekly team meetings, we will explore topics as they arise throughout the admissions cycle, including: ● ● ● ● ● ● ● ● ●

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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: ● ● ● ● ● ● ●

AISAP E3N NJAIS NAIS Finalsite Clarity Tuition ISM