Maintain a roster and waitlist using Jovial
Answer the school’s phone calls and emails promptly
Save emails of families interested in the following school year to email in February about open house
Contact interested families, give them info about the school, and hand out paperwork
Collect registrations and registration packets, making sure everyone has everything turned in
Give info forms to teachers
Give Immunization and Medical Consent forms to Health and Safety
Keep Bates forms to send to Bates
File registration, photo release, and child release forms in red binder
File old forms from last year in garage
Report enrollment numbers at board meetings
Fill out Bates tracking form that is emailed to you before it is due
Mail in Bates forms
Contact the webmaster with enrollment dates and class info.
Be the representative for the school. New families will enroll or not enroll based on a lot of factors, but your presentation and promptness will make a big impression on what they think of the school!
January: Bates will email you the tracking form to fill out and email back. Interest will pick up for next year. Use intake forms to keep track of who you have talked to on the phone, making notes to jog your memory as you will talk to a lot of people. Have one list of names of interested families divided up by class and whether they contacted you by email or phone as a reference. Have the webmaster post the date and time for the open house. As well as the classes being offered next school year. Check phone messages and emails.
February: Enrollment for returning students/families begins. Create new classes on Jovial and use to create rosters for the incoming year. Take registration forms and give yellow copy and registration fee to treasurer. Priority is: returning families, alumni of SCP, alumni of other Bates co-ops. Return any calls or emails for interested families letting them know about the open house in March. Email families you saved that contacted you awhile ago about enrolling to confirm the open house date and time. Familiarize yourself with the FAQ’s page on the website as well as the “Tuition and Fees” page and “About Learning.” If there is anything you don’t know, contact a board member who can help you.
March: Attend open house. Open enrollment begins at open house. Take registration forms on a first come, first served basis. Any registration forms in the PO Box from new families are added after open house. If a class fills up, start a waiting list with parent name/phone number/email and child’s name/birthday using Jovial. Make sure to turn Jovial Family Portal to off until they are enrolled. Have the webmaster post “Now Enrolling” on the website with how many spots available in each class. Bates will email you the tracking form to fill out and email back. Return phone messages and emails promptly.
April: Open enrollment continues. If a potential family wants to observe a class, schedule them on a day for that class that a board member can be there to show them around and hand out the registration form. Return phone messages and emails promptly.
May: Open enrollment continues. Make sure to get summer park playdates on the calendar at the board meeting this month. Have the webmaster post the dates, times, and locations. Return phone messages and emails promptly.
June: Attend membership workshop at Bates. Forward phone calls to your phone or begin checking messages remotely on a regular basis. Return phone messages and emails promptly.
July: Summer park playdate #1. Meet potential families and bring extra paperwork. Introduce families of the same classes to each other. Answer phone calls and emails.
August: Summer park playdate #1. Meet potential families and bring extra paperwork. Introduce families of the same classes to each other. Answer phone calls and emails promptly. Have webmaster post date and time for orientation night.
September: Orientation Night - Get there early, bring several folders to collect paperwork in (1 folder per form), set up a table and collect registration packets. It is helpful to have another board member at a separate table to help collect forms. If there are any withdrawals, contact waitlist families and get them caught up on paperwork, etc. Clean out binders from last year, file new paperwork in red binder above cubbies and health & safety binder in black filing cabinet in art room. Give the health & safety binder to the incoming health & safety chairperson to track down missing immunization forms. Check phone messages and emails. Stop call forwarding for the school phone.
October: Bates will email you with a tracking form and instructions. Email the count back by the due date and mail off the forms. Check phone messages and emails.
November: Check phone messages and emails.
December: Check phone messages and emails. Make sure a date is set for open house at the board meeting. Discuss classes to be offered the following school year at the board meeting.