Welcome to WCASD: Inside the Enrollment Experience

Starting in a new school district can feel like a big step, but it doesn’t have to be an overwhelming one. In this episode, we walk through the WCASD registration and enrollment process with the team who supports families every day.

From what to expect to how to prepare, you’ll hear how we work to make every family’s first experience with WCASD clear, welcoming, and supportive.

Transcript

SPEAKER_02 0:00

Welcome to Talking the WCASD Way, a podcast where we highlight the stories, partnerships, and priorities shaping our district through the voices and people who make our work possible every day. Today's episode focuses on an important first step in the WCASD experience. How we welcome new families into our school community through the central registration and enrollment process. For many families, enrolling their child in a new school district can feel a little exciting, but also a bit overwhelming. Our goal is to make that process clear, welcoming, and supportive as possible. I'm joined today by two members of our team who play a key role in helping families take that first step into the district. Today I'm joined by Miss Nayata Lewis, our student enrollment specialist, and Miss Susan Park, our central registrar. So thank you both for being here and giving us some time today to focus on this process. Let's get to talking. So we know that families coming into the district, whether this is their first child or if this is something where it's been a repeat and it's their third or fourth or or whatever the situation may be. Walk us through the registration process and share what families should expect when they begin enrolling their child in one of our schools.

SPEAKER_00 1:13

Okay, so pretty much you will go to our website, um WCASD. What is it, or net, I can't even remember.net. Um and there is a um register now at the top. So you will click on that to begin the registration application. Um there you will fill out all the questions, upload your documents, and then once you hit submit, it then comes to us where we are reviewing the documents or reviewing the application of documents, and we'll reach out. Um if we have any questions or need additional documentation, or if we have questions, you know. Um families should also feel free to reach out to us as well. Um, you know, if they have questions. For many, it is their first time enrolling students. Um, sometimes it could be a little tricky when they already have students in our school and trying to figure out how to enroll a new student. So feel free to reach out to us with any questions, anything that I'm missing here.

SPEAKER_02 2:12

No. So talk with us about you said that first child or the first interaction they have with the district. If it is your first child, we think about kindergarten registration, that process is coming up soon. What are some things that are important to you as far as in welcoming families to the district and making sure that the registration experience is a smooth one? What are some things that are important to you to keep in mind to help families to know that this is a smooth process?

SPEAKER_01 2:40

For me, um, so for me, a lot of them, because it's done online, that it's very simple, right? So they they go through, it's very easy for them, they upload all the documents, they submit it. Those particular families who do it that way won't technically hear from me. They'll get an automated message stating that uh they have been approved. And then after that, the um school that the child will be attending contacts them. But for anyone else who's is confused or is has a question about I don't have their birth certificate or I'm I'm just moving and I don't I haven't settled yet or my lease doesn't start to this day. Anybody who has an extra question, they'll usually email or call me. And then I basically just go through with them what we can do in lieu of that. So like if you've just moved, you we require two proofs of residency. So if you've just moved, you're really only gonna have one. So then we just keep track of that and we just say, no worries, we can get you in, especially if it's same year. And two or three months later, I'll reach out for your second proof. So it gives you time to get your PICO or your driver's license or something like that updated. Um that definitely stresses a lot of people out, especially if they've bought and it's like the we do accept the agreement of sale. So I kind of just walk them through that. And if they had don't have the birth certificate, what I can send them in lieu of that. Um so those all the special circumstances are a lot of what I get. And then I do also get calls for people who are just concerned about the records going from school to school, like if they've moved into our district. So I just basically assure them that there's a whole process here, especially um students who have IEPs. A lot of those parents are concerned about what's gonna happen. Um but again, I just ensure them that I'm in direct communication with special ed and they'll contact you to set up a meeting depending on and everything like that. So all those really um little questions people usually call me and then we kind of talk it through. Because sometimes it's new to me too. I don't I haven't had every situation, so then I'll check in with Nayata and be like, what do you think about this? And um we just go from there and we just keep in touch. Mostly after that, it's email back and forth with the families. But I think for the most part, they feel pretty included in the whole process. How long does a process usually take? I mean, if it's if it's one, if if a student registers with everything needed, I usually get to that with the exception of maybe like starting now to the summer. Um if it's for that following year, I usually get to their application within two to three days. Okay. If it's same school year, right now I'm getting to them, at least touching base with the family within uh like that next day, like because usually they apply at night or whatever, I'll come in, it'll go in the morning, and that's when I'll reach out. So usually same year families, it'll be 24 hours, and then um following year will really only hear from me if I need something, if I'm questioning something, yeah, or if they've emailed me. Otherwise, if everything is uploaded and perfect, it just goes through and they get the automated email.

SPEAKER_02 6:06

And then the school. It's so nice what you said as far as that voice. Like, hey, if I'm not sure, like you can call it. Right because you think about, you know, if this is your first time, or like you said, if you have an extenuating circumstance or something that's kind of unique, right? You want to make sure you're doing it right. Right. What you don't want to have is your child not going to the right school or having that whole process completed. So just being able to walk parents through that is so important. I think, you know, as you experience that as a parent, you just want to make sure that your child is going to be in a school where they're cared for and supported and you know what the district can offer and provide. Talk with us a little bit about that um the the handoff and the process as far as like everything is done for the student and now they're going to the school. What does what does that look like?

SPEAKER_01 6:51

Um, from what it looks like for your typical gen ed student is basically um, and I tell them this on the phone if I've spoken to them, that you may not hear directly back from me, but you'll get an automated email saying it's approved, the school start date, and the school that the child will be going to. And then I don't I'm not a hundred percent sure about their timeline, but I believe it's pretty quick that they then reach out via email, send them their welcome package, and they get more information. Yes. With the current year students who are enrolling now, it's even faster, right? So for like middle school, um I you I usually am in touch with the middle school, middle school counselor and the um secretary who handles like uh their scheduling. And I usually email the parent, let them know, because I want to know when their start date is when they sometimes they don't want ASAP, they want like three weeks from now, or they're not moving until and I don't know that just from the application. So then I'll just keep everybody in the loop. And um, and then they know because they can see every and I say I've included the school on the email. Um, now that they're approved, everything will come directly from them.

SPEAKER_02 8:10

So this office or your team that's dynamic duo, it sounds like your role is really important because you're a connector between families and the community, and you're a connector between the schools. How do you see that evolving and growing? I mean, this is something that's fairly new for our district. Such a registration, this is the first full year of it. Right. So, how do you how do you find that those partnerships and those connections are are growing?

SPEAKER_00 8:33

I think the biggest thing is communication. Like I'm really big on communicating. So we're getting the information up front and we're making sure we're passing it along to the school so that there's no gaps or someone doesn't know what's happening. Yeah, um, keeping everybody in the loop is is is key. That's important. It's very important, especially because this is new to the district. So I don't want anyone to feel, you know, like they've been left in the dark. Yeah. So um we are really big on communicating, um, especially when we're talking to the families up front. And if there's special circumstances, again, we're making sure the schools or the um admin secretaries at the schools have the information um that's needed because we want the families to feel comfortable. We even want the schools to feel comfortable with this new process that we have here. Yeah, and also just to piggyback on something that you said, I think it's important for families to know that we do have, especially if they're registering current year, they we will um give them a start date within three to five days. So if they're already here, they're looking to start, three to five days is our um time frame in which we will register them and they will be able to start. Depending on busing, you know, if they need busing, it may be pushed out a little bit further, um, but it has to be by that fifth day. Um if families are willing to transport until busing is you know um placed, then they can start sooner. So, yeah and again, it's all communication with the school as well to make sure they're ready for the student to come in and start. That's day one.

SPEAKER_02 10:14

That's important. I just think as far as making sure that families are aware of the process, they they know what they need to have. To your point, the schools are informed and it's smooth. You think about transportation, the classrooms and their schedule, all the things that go into this. Talk with us about what families need to have for that registration process. Like Susan, I heard you say you're going to the website, you're having all of your documents. What are those documents? What are the important things that families need to have for the registration process?

SPEAKER_00 10:43

So they need two proofs of residency. The first proof will be a lease, um, mortgage statement, your 10, what is it called? 1098. 1098. A deed. Um, that would be your first proof. Second proof will be a utility bill, driver's license. Um what else? I'm blinking.

SPEAKER_02 11:06

Um those are the main things.

SPEAKER_00 11:13

We we have um we have a huge list, you know. Right, it's on the website. Um, we will work with families because we know sometimes families may not have certain things. So we'll, you know, try to figure out what's the best proof that we can accept. Yeah.

SPEAKER_01 11:30

Um bank statements. Thank statements.

SPEAKER_00 11:33

Um, um, but yeah, car insurance, um, vehicle registrations. Yeah. Yeah.

SPEAKER_01 11:40

Everything has to be signed though. A lot of times they forget to sign that vehicle registration. Invalid. It needs to be valid.

unknown 11:48

Yeah.

SPEAKER_00 11:49

So as I mentioned, like your mortgage statement, your PICO bills, we're asking that they're dated within the past 90 days. Gotcha. So that's that's important as well. It has to be current documents.

SPEAKER_01 12:00

So because to touch on that, sometimes when families are registering another child, and they'll be like, Well, my other child goes. So you already have that, and we have to explain. Yeah, we can we understand that, but we need current starting mission. Yes.

SPEAKER_02 12:16

Yes. Right. So you have an office here. When do you find that families are best supported or serviced by coming to you instead of doing anything online? Is there a circumstance that makes it easier for families to come here to do that?

SPEAKER_00 12:31

Well, I think if they don't have access to like a computer or internet, um, they are always welcome to come here. We have our iPad that they can sit down and do the um complete the application on. Families will come with documents. We're we have the tools here to make copies and upload the documents um right for right here for them. So yeah, they're always welcome here. We have kids.

SPEAKER_01 12:58

Yeah, with them. Right. Also, I just to add to that, sometimes I my experience with some of the families that I that have come in, they're also confused. Like they're like, they obviously they know what a birth certificate is, they know what a lease is and everything, but just like getting it all together, I think they feel overwhelmed. So like having it here, having us be able to scan and upload rather than them at home trying to take pictures and then upload. Like, I know sometimes I get confused, and and then there's a difference between uploading a one-page document versus a three or four page document. Yeah. So sometimes families like that um also it it really benefits them to come in.

SPEAKER_02 13:40

I think it's so important that you said that because just as parents, I'm just thinking about when we moved um recently. That was just something for my two kids. I've been in schools all my life, all my professional life, all my you know, real life. And it's one of those things of like having everything, having like there's certain things that it just makes it easier. You can have someone walk you through if you have questions to call, or to know I can come somewhere to scan and make sure that I have my documents taken care of. And you think about it for families that have had a major transition, if they're coming from another country or from another place, that's the least of your worries. So I think it's so important that you share just we're here to support you, right? Whatever you need to, you know, to get a question answer or to have a copier or a scanner at your disposal. It's it's such a good space.

SPEAKER_01 14:25

And just a friendly space, like a friendly voice, right, and demeanor where they're like, okay, you know, I feel like I can I can get this done. That's important easily. Right.

SPEAKER_00 14:35

Yeah. And another key piece too is that I know we have a lot of Spanish-speaking families, so we do have our dear Sandra Bradley.

SPEAKER_02 14:42

I know, I was thinking about Sandra because she's just like we see so many families in the sport. Yeah.

SPEAKER_00 14:49

So she is able to support those families. She'll ask us questions in terms of their enrollment documents and can we accept this? And, you know, is this sufficient? So we work really well with Sandra as well for our Spanish-speaking families.

SPEAKER_02 15:04

Well, it goes along with your your through line of communication, like making sure that everyone has what they need, that we're working in partnership with each other. And if there's any questions that people have, it's like I'm sharing with you along the way. Right. We're all on the same page throughout the process. I think that that helps people to feel a sense of calm and ease because they know what's required, they know the timeline for their child starting. And you think about it for us at a as a district, these are things that we're working to making sure that we are a coordinated effort and we're all working together on one team. So that's so important. Talk with us about the timeline for families. So we have kindergarten registration, and I know sometimes we we try to make sure that families know, like, it's it's fine to get started now. You can go ahead and enroll your child for next year for kindergarten. When's the ideal time that you want families to know, like, hey, we can begin the registration process now? Is that like, hey, we're waving our flag? Like, come, come, come. Um, or are you finding that families are are a little bit reluctant to do it, what may be considered too soon for this part of the year? What are you finding for families and what timing feels right for their uh registration process? Let me know.

SPEAKER_01 16:19

Um so really the sooner the better, because obviously there's so many coming into kindergarten. So for me, um, I would say the sooner the better. Really, any time is great, anytime before the summer is great, the summer's also great. We'll just get it done. But the biggest thing that I think families should know is when I think some of them put it off because say that it's January, February, but their child doesn't turn five till June, they sometimes wait, want to wait because of that five-year checkup. They don't have to to get it registered, they can register with their four-year checkup, the immunizations, and then the nurses will follow up with that in in the um before starts because that seems to hold up a lot of people. So immunizations are important, you can't register without them how or the exclusion letter, like we have that as well. But you can use the four-year checkup. And that's just your most recent is perfectly fine. Yeah. And that I think will help some of them do it sooner.

SPEAKER_02 17:25

Oh, yeah. I think that that's an important point that you noted because that would, as a parent, that would make sense of like, well, let me just wait till everything is current. I have all my documents. And as a parent, you're thinking like, I have months until school's acts. Right.

SPEAKER_01 17:37

So it's fine and it will get done. But you don't have to wait. You know, you definitely don't have to wait. And it would it makes it a little bit easier if you get it in sooner, but um that that would be my biggest thing. You don't have to wait for that five-year checkup. Because you figure a lot of people fall into that May, but even May birthdays, they don't end of May, and then it leads into the summer, then they forget, they go on vacation, you know. Yeah. So it makes it easier to know just your most recent will work.

SPEAKER_02 18:08

I wonder, because I know our district has a preschool partners or we have community partners that once a month they convene and meet and do stuff for families and kids to come together. Is there an opportunity for like the springtime convenings for the partners for there to be a time for families to have their questions answered for registration? Are you finding that just going to the website and taking calls as people need them is is sufficient? I wonder if you're finding for particularly for our kindergarten families that they need something unique or special to just to them.

SPEAKER_00 18:41

No, I haven't noticed any of that. Um if they give us a call, if they have particular questions, then we can always answer them.

SPEAKER_02 18:49

That's great.

SPEAKER_00 18:50

Um, I do think it's important to note too that for kindergarten, the student must be five on or before September 1st.

SPEAKER_01 18:56

No exceptions.

SPEAKER_00 18:58

Because we do get that question a lot. So on or before September 1st, if they're five, they can register for kindergarten of the upcoming school year. Yeah, yeah. That's that's important.

SPEAKER_02 19:11

Yeah. Depending upon where you've come from, different states.

SPEAKER_01 19:15

There's always different dates for families. And some some families feel if they're September 2nd, they're close to dump. Yes. Right. But really, we can't. I mean, I think I think everyone says it's like once we went to a full-day kindergarten, we we have so many students, it would just when would that stop?

SPEAKER_00 19:31

Yeah. You know, you have to have a cover. You have to have a date. You have to have and the same rule applies to for first grade.

SPEAKER_01 19:37

First grade, six.

SPEAKER_00 19:38

Ah, yes. Six, yes. So on a before September.

SPEAKER_01 19:42

Unless you went to an accredited kindergarten. Right. That's the other thing that people sometimes think they're in an accredited, but they're really just in a certified kindergarten. But it has to be accredited with the state in order to for them to go into first grade before six. Wow.

SPEAKER_02 20:00

Well, you have shared so much great information with us. I think it this time of the year is really important for families to just be reminded, particularly that are coming new to us. And I think we would be remiss if we didn't say we love being able to support our families. That's why we're here for our district office, for our schools. And the thing that I appreciate is just watching you together be this dynamic duo, this team, because it's such a support for our schools. They can really focus on making sure that families have what they need from the school side. You're taking care of all that before they get to us. So I think that that's a really good benefit because families can have what they need and start their relationship and their partnership with the school, knowing like we're off to a strong start. Right. Right. Um, we we just want to underscore for our kindergarten families, like, now is the time. You said don't waste that those.

SPEAKER_01 20:51

January 1.

SPEAKER_02 20:59

I mean, we try to make sure that family Don't worry about it.

SPEAKER_01 21:01

Get your four-year check.

SPEAKER_02 21:06

Well, thank you so much for your time today. Thank you for having us. And then for a registration process, we want to make sure the families know that go to our website and it's all there.

SPEAKER_01 21:15

All our emails, our contact information, everything is there.

SPEAKER_02 21:19

That is awesome. Thank you so much. Thank you. See you next time.