Enrollment & KPI’s - Closing The Loop | Experience Community
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Enrollment & KPI’s - Closing The Loop

  • April 21, 2025
  • 2 replies
  • 122 views
Enrollment & KPI’s - Closing The Loop
LWillits19
Qualtrics Employee
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Hi Everyone! 

 

With the end of the school year coming, I’d love to get a gauge of how you as a school district, close the loop with students and parents pertaining to enrollment. 

 

Specifically, what strategies are you using to close the loop with parents enrolling their students? What other close-the-loop strategies are you using to address dropout rates? How have these strategies affected your enrollment rates at your district?

 

Recognizing the key touchpoints that students and parents have with a district are crucial. They help us further understand the key issues that parents and students face. 

    2 replies

    scottke
    Level 1 ●
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    • scottke
    • Level 1 ●
    • April 21, 2025

    We use PowerSchool for our SIS and purchased an added service called PowerSchool Enrollment which helps: 1.) Digitize our New and Returning Student Registration Forms (which can be electronically delivered to SIS, minimizing “hand entry” by office staff) and 2.) School Choice Requests (students seeking programs outside of their address-zoned neighborhood school). 

    Seems like identifying K-12 Data Sources and processes to see how it can all be combined as your questions branch into numerous data sources. 

    Some Examples:
    - Current and Historic course taking files (HS Students) to track graduation progress for classes/credits

    - Add any relevant test scores that are required for HS Graduation

    - Set parameters for “on-time” graduation ranges by grade level (i.e. Students with less than 5 credits as a 10th grader are off track to graduate (with a 24 credit diploma)

    - **One unique aspect that might be relevant for others is the “technical” side of high school graduation rates - i.e. if a student doesn’t actually enroll at their next school (self-reported vs. an official records request coming from the “receiving” school) then it negatively effects the “sending” school for not confirming their transfer. 

    Any of the data sources above would help tell the story of the student’s progress toward “on-time” graduation with potential communication being generated to parent/guardian and student based on missing info in SIS or thresholds not being met (as applicable to grade-level thresholds)

    Scott Kerwien / Chief of Student Success
      J
      Level 1 ●
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      • JRiedemann
      • Level 1 ●
      • April 21, 2025

      We roll forward our student enrollment in our SIS every January so that principals can start planning for the next school year.  Online enrollments opens in February, which we ask all parents to complete.  However, many who are simply returning don’t think to do so, and those who are leaving may not notify us of the change.  So for the past 2 years we’ve been sending a simple text message survey via conversational SMS to those parents who have not yet completed registration for next fall.   That way parents can simply type their response via text message to let us know whether they plan to return or will be enrolling elsewhere.  We send this at the start of each month, and it has greatly improved our registration completion rate, which in turn helps us better plan for the right number of classrooms at each school.

       

      Basically we ask:

      1. Are you planning to return, yes or no?
      2. If Yes, the custom End of Survey message sends them a link to the registration website.
      3. If No, there’s a follow-up question asking where students will attend instead.
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