Essential Private School Admissions Prep Checklist

The next few months represent the most important period for your K-12 private school's enrollment success. Between now and May, thousands of parents in your area will search online for the right school for their children. When they find your website, will it give them the information they need to take the next step?

Your website is often the first impression prospective families have of your school. Before parents ever visit your campus, they're researching online - comparing schools, reading testimonials, checking tuition information, and looking for what makes each school unique. If your website doesn't clearly communicate your value or makes it hard to schedule a tour, those families will move on to a competitor.

The good news? You have time right now to make sure your school stands out during this peak enrollment period.

We've created this comprehensive checklist to help you gather everything we need to position your school for success during the 2025-26 admissions season. By providing us with updated content, photos, and information about what makes your school special, we can ensure that when parents land on your website, they:

• Find current, accurate information about tuition, programs, and the application process
• See compelling photos and videos that showcase real student experiences
• Read authentic testimonials from parents who chose your school
• Understand what makes you different from other educational options
• Know exactly how to take the next step - whether that's scheduling a tour, attending an open house, or starting an application

The more complete information you provide, the better we can tell your school's story and turn website visitors into enrolled families. Schools that give us comprehensive content, updated visuals, and clear messaging consistently see higher inquiry rates and more tour bookings during admissions season.

This checklist covers everything from basic website updates to optional paid advertising campaigns that can amplify your reach during peak enrollment months. Review each section, gather what applies to your school, and send it our way by the dates listed. We'll handle the rest - building landing pages, creating content, optimizing for search, setting up email campaigns, and ensuring your online presence works as hard as you do to attract mission-appropriate families.

Let's make this your strongest enrollment year yet. Start with the checklist below, and reach out if you have any questions along the way.

2025-26 Admissions Season Prep Checklist

Your Action Items

Website Content Updates (Due by January 15)

Tuition & Financial Information

• Finalized tuition rates for 2025-26 school year
• Updated financial aid information and deadlines
• Payment plan options and terms
• Scholarship opportunities (sports, arts, sciences, need-based)
• Sibling discount information
• Early-bird enrollment discount details (if applicable)

Academic Programs

• New or updated course offerings
• Changes to the academic calendar
• Special programs or enrichment activities (STEM, arts, sports, etc.)
• Before/after school care updates
• Unique program differentiators (What makes your school different?)
• Innovation in education - unique teaching methods or programs

Admissions Process

• Application deadlines for 2025-26
• Step-by-step application requirements
• Required documents checklist
• Online application portal login information (if we need to update anything)
• Application fee information (and any limited-time discounts)
• Open house dates and times
• Shadow day/"Student for a Day" availability
• Tour scheduling information (standard and VIP options)
• FAQ answers about admissions process

Staff & Faculty

• New teacher hires or staff changes
• Updated faculty bios and credentials
• Teacher teaching philosophies or spotlights
• Administration contact information

School Traditions & Culture

• Unique school traditions worth highlighting
• School values and mission statement (if updated)
• What makes your school different from competitors
• Student clubs and extracurricular offerings
• School spirit elements or mascot information

Visual Content (Due by January 20)

Photography

• Recent classroom photos (current school year)
• Student activity images (with parent permissions)
• Campus facility updates or improvements
• Sports/extracurricular activities photos
• Staff headshots (for new hires)
• Images that showcase your unique programs
• Student artwork or projects we can feature
• Behind-the-scenes photos of school events

Video Content

• Virtual tour footage or 360-degree tour materials
• "Day in the Life" videos showing authentic school environment
• Parent testimonial videos
• Student showcase videos
• Alumni success story videos
• Teacher interviews or classroom footage
• School traditions footage

Marketing Materials to Provide

Testimonials & Success Stories

• Recent parent reviews or testimonials (written quotes)
• Student success stories we can feature
• Alumni success stories and where graduates attend next
• Graduate school placement information (if applicable)
• Parent experiences we can turn into case studies

Competitive Advantages

• Unique programs or offerings that differentiate your school
• Recent awards or accreditations
• Standardized test score improvements
• Enrollment growth data we can share
• Community involvement highlights
• Innovation in teaching methods or curriculum

Events & Engagement Opportunities

• Upcoming open house dates and details
• Virtual tour or webinar availability
• Shadow day program details
• Q&A sessions with faculty dates
• Any special events during admissions season
• VIP tour experience details

Alumni Information

• Notable alumni achievements or career highlights
• Alumni who are willing to participate in "Where Are They Now?" features
• Alumni testimonials about their school experience
• Distinguished alumni we can highlight

Partnership & Community Information

• Local business partnerships we can mention
• Nonprofit partnerships or community programs
• Educational consultant relationships
• Nearby preschool partnerships
• Recent charity drives or community involvement

Target Audience Information (Due by January 10)

Ideal Family Profiles

• Description of "mission-appropriate" families you want to attract
• Geographic areas you want to target
• Grade levels with available openings
• Key decision factors for your ideal families
• Parent pain points your school solves

Referral Programs

• Do you have a current family referral program? If yes, provide details
• Do you have an alumni referral program? If yes, provide details
• Are you interested in setting up or improving referral incentives?
• Student referral incentive program details

Current Materials to Share

Existing Marketing Assets

• Current brochures or flyers (digital files)
• Any existing promotional materials
• Social media content you'd like us to repurpose
• Existing downloadable guides or resources for parents

Paid Advertising Campaigns

Why Run Ads During Admissions Season?

Paid advertising through Google Ads and Meta (Facebook/Instagram) can significantly boost your visibility during peak enrollment periods when parents are actively searching for schools. These campaigns complement your organic marketing by:

• Reaching parents who are actively searching for "private schools near me"
• Targeting specific geographic areas and demographics
• Promoting time-sensitive events like open houses
• Retargeting families who visited your website but haven't inquired yet
• Generating qualified leads quickly during your enrollment window

Typical Investment: $500-$2,000/month during peak admissions season (February-May)

Google Ads Campaign Setup (Due by January 25)

Budget & Timeline Information

• Monthly advertising budget you're comfortable investing
• Preferred start date for campaigns
• Preferred end date (or if ongoing through admissions season)
• Priority grade levels to promote (if specific grades have openings)

Geographic Targeting

• Specific cities or neighborhoods to target
• Radius around your school (5 miles, 10 miles, 15 miles, etc.)
• Areas to exclude (if any)
• Do parents commute from certain areas more than others?

Key Selling Points for Ad Copy

• Top 3 reasons parents choose your school
• Your most compelling differentiator vs. competitors
• Current promotions or limited-time offers
• Scholarship or financial aid highlights
• Urgent messaging (application deadline, limited spots, etc.)

Campaign Goals

• Primary goal: Tour bookings, application submissions, or general inquiries?
• Which landing pages should ads direct to? (homepage, admissions page, open house page)
• Are there specific programs to promote? (STEM, arts, sports, early childhood, etc.)

Meta Ads (Facebook/Instagram) Campaign Setup (Due by January 25)

Visual Assets for Ads

• 5-10 high-quality photos we can use in ads (campus, students, activities)
• Short videos (15-30 seconds) if available
• Photos featuring diverse students and activities
• Images of your best facilities or unique spaces

Audience Targeting Information

• Age range of parents you want to reach (typically 25-45)
• Household income range of target families
• Interests parents might have (education, parenting, child development, etc.)
• Do your families tend to be professionals in certain fields?
• Religious affiliation (if applicable to your school)

Ad Messaging & Offers

• Special offers for inquiries made through ads
• Application fee discounts or waivers
• Early enrollment incentives
• Open house or tour booking incentives
• Compelling reasons to "learn more now"

Campaign Priorities

• Focus on brand awareness or direct lead generation?
• Priority events to promote (open houses, deadlines, etc.)
• Which social platform do your current families use most? (Facebook vs Instagram)

Tracking & Conversion Setup

Website Access

• Admin access to website (if we don't already have it)
• Confirmation that Google Analytics is installed
• Permission to install Facebook Pixel on website

Lead Tracking

• How do you want to receive leads? (email, phone, CRM)
• Who should be notified when inquiry forms are submitted?
• Response time goal for new inquiries (same day, within 2 hours, etc.)

Success Metrics

• What does a successful lead look like for your school?
• How many tours/inquiries would justify the ad spend?
• Current cost per inquiry (if you know it from past efforts)

Strategy & Planning Discussion

Admissions Funnel Review (Schedule by January 8)

Let's schedule a 30-minute call to discuss:

• Where families dropped off in the last admissions cycle
• Which inquiry sources performed best
• What questions families asked most frequently
• Areas where the process felt unclear or complicated
• Parent expectations based on past surveys or feedback

Schedule this call here

Paid Advertising Strategy Session (Schedule by January 15 - If Running Ads)

If you're interested in running Google Ads or Meta Ads during admissions season, let's schedule a 30-minute call to discuss:

• Budget recommendations based on your goals
• Geographic targeting strategy
• Messaging that resonates with your ideal families
• Landing page optimization for ad traffic
• Expected results and timeline

Schedule this call here

Content Ideas & Lead Magnets

Help us create valuable resources by sharing:

• Common questions parents ask during tours or inquiries
• Topics parents want to learn more about
• Parent concerns or objections you hear frequently
• Information parents request most often

Interactive Content Opportunities

• Would you be interested in an admissions quiz on your website?
• Are you open to hosting live Q&A webinars with faculty?
• Would you like to create a parent decision journey guide?
• Interest in developing an interactive virtual campus tour?

What We'll Handle

Once you provide the information above, Cube Creative will:

Website Updates

• Update all tuition, fee, and scholarship information
• Refresh admissions process pages with clear step-by-step instructions
• Add new faculty/staff profiles and spotlights
• Update academic program details and unique offerings
• Create or update dedicated landing pages for specific programs (STEM, arts, sports, etc.)
• Create dedicated landing pages for open houses and events
• Add FAQ section addressing common admissions questions
• Ensure all inquiry forms are working and highly visible
• Update online application portal information
• Add testimonials and success stories to homepage
• Highlight school traditions and culture
• Optimize pages for "private school near me" and local searches
• Test mobile functionality on all devices
• Improve website speed and user experience

Content Creation

• Write blog posts about your unique programs and what makes you different
• Create "helpful guides" like "Choosing the Right Private School: A Parent's Checklist"
• Develop student and alumni success story features
• Create "Teacher Spotlight" content featuring teaching philosophies
• Write "Innovation in Education" series showcasing unique programs
• Create location-specific pages for nearby neighborhoods
• Build parent decision journey content
• Develop content targeting common parent search terms
• Write case studies on successful students
• Create FAQ blog series about admissions

Email Marketing Setup

• Create automated email nurture sequences for new inquiries
• Build nurturing campaigns for families who haven't applied yet
• Set up open house reminder sequences
• Develop follow-up emails for tour attendees
• Create monthly newsletter highlighting school news and achievements
• Personalize email campaigns based on family interests

Lead Generation Tools

• Create downloadable parent guides (lead magnets) in exchange for email addresses
• Develop checklists for choosing a private school
• Build forms to capture prospective family information
• Set up chatbot to answer common admissions questions (if desired)
• Create interactive admissions quiz (if desired)

Technical Optimization

• Update Google Business Profile
• Refresh meta descriptions for key pages
• Optimize images for fast loading
• Test all contact forms and application links
• Ensure online application portal is functioning properly
• Implement retargeting pixels for display ads

Social Media Strategy

• Create content calendar for admissions season
• Develop posts featuring student success stories
• Plan "Day in the Life" student takeover content
• Share open house announcements
• Promote unique program offerings
• Highlight parent testimonials
• Feature student achievements and artwork
• Create engaging visual content for Facebook, Instagram, and LinkedIn
• Plan behind-the-scenes school event coverage
• Develop school-branded hashtag campaign

Video & Rich Media Content

• Edit and optimize virtual tour videos
• Create "Day in the Life" video series
• Develop parent testimonial videos
• Produce teacher interview content
• Create school traditions highlight videos
• Develop 360-degree campus tour (if materials provided)

Event Promotion

• Build landing pages for open houses
• Create promotional campaigns for virtual tours and webinars
• Develop marketing materials for "Student for a Day" program
• Set up Google Ads campaigns for key events
• Create retargeting campaigns for website visitors

Alumni Engagement Content

• Feature "Where Are They Now?" alumni stories
• Highlight distinguished alumni achievements
• Showcase alumni career success
• Create content for alumni testimonials

Paid Advertising Management (If Selected)

Google Ads Campaigns

• Research and select high-intent keywords ("private schools near me," "best private school in [city]," etc.)
• Create compelling ad copy highlighting your unique value
• Build geo-targeted campaigns for your service areas
• Set up conversion tracking for tour bookings and inquiries
• Create retargeting campaigns for website visitors
• Optimize campaigns weekly based on performance data
• Provide monthly reporting on leads, costs, and ROI

Meta (Facebook/Instagram) Ads

• Design eye-catching ad creatives using your photos and videos
• Build custom audiences based on demographics and interests
• Create lookalike audiences based on current parent profiles
• Set up retargeting campaigns for website visitors
• Test multiple ad variations to find best performers
• Optimize campaigns weekly based on engagement and conversions
• Provide monthly reporting on reach, engagement, and leads

Landing Page Optimization

• Create or optimize landing pages for ad traffic
• Ensure clear calls-to-action for tour bookings or inquiries
• Simplify forms to increase conversion rates
• Add social proof (testimonials, statistics)
• A/B test different page elements
• Ensure mobile optimization for ad traffic

Timeline

• January 8: Schedule admissions funnel review call
• January 10: Target audience information due
• January 15: All content and information due to Cube Creative
• January 15: Schedule paid advertising strategy call (if running ads)
• January 20: All visual content (photos/videos) due
• January 25: Paid advertising campaign requirements due (if running ads)
• January 31: Website updates completed and live
• February 1: Begin promoting open houses and events
• February 1: Launch paid advertising campaigns (if approved)
• February-May: Peak admissions season content strategy
• February-May: Active paid advertising campaign management (if selected)
• Ongoing: Email nurturing, social media engagement, and lead generation
• Weekly: Paid advertising optimization and adjustments
• Monthly: Campaign performance reporting and strategy reviews

Questions?

If you need help gathering any of this information or have questions about what to provide, contact Adam Bennett or schedule a call with him.

Learn more about how we help schools succeed and see examples of our work with other educational institutions.