When I work with admissions teams, I often hear a similar refrain: “We need all of this information.” Sometimes that is true. Often, it is not. More frequently, the issue is not what schools ask for, but when and how they ask for it.
This session grew out of a simple question that deserves serious attention: why do we make the admissions process so hard?
Complexity Is Rarely Intentional
Admissions professionals care deeply about their schools and their mission. Complexity is rarely created out of indifference. It often grows slowly, added piece by piece over time.
A new form is introduced to solve a specific problem. A requirement is added after a challenging year. A deadline shifts to meet an internal need. Individually, these decisions make sense. Collectively, they can create a process that feels overwhelming to families.
The result is not just frustration. It is attrition. Families quietly disengage. Some never ask questions. Others assume the school may not be the right fit, not because of mission or academics, but because the process feels confusing or unwelcoming.
Simplifying admissions does not mean lowering standards or removing necessary steps. It means being intentional about design.
Seeing the Process Through a Family’s Eyes
One of the most important shifts admissions teams can make is moving from an internal perspective to a family centered one.
Internally, each requirement has a purpose. Externally, families experience them as a sequence. They do not see the internal logic. They feel the cumulative weight.
Families are often navigating multiple school processes at once. They may be balancing work, childcare, finances, and uncertainty. When admissions processes feel heavy or unclear, families do not always articulate why they step away. They simply do.
Simplification begins by acknowledging that experience matters as much as efficiency.
The ICE Framework
To help schools evaluate their admissions processes, I use a simple tool called the ICE framework: Identify, Clarify, Explore.
Identify the potential barrier. What is the step, requirement, or communication that may be creating friction? This might be a form, a deadline, a document request, or even the tone of an email.
Clarify the purpose. Why do we ask for this information? Is it necessary at this stage? What decision does it support? How does this requirement help the family or the school right now?
Explore alternatives. Is there a better time to ask for this information? Is there a simpler way to gather it? Do we need it at all?
The ICE framework encourages teams to slow down and think critically rather than defaulting to what has always been done.
Timing Matters as Much as Content
One of the most common challenges I see is asking for too much information too early.
Families are often required to submit detailed documentation before they have had a meaningful relationship with the school. While schools may need this information eventually, early requests can feel transactional rather than invitational.
A key question admissions teams should ask is this: is this the moment when this information is truly needed?
Delaying certain requirements does not weaken the process. It often strengthens it by allowing trust to develop first. Families are more willing to share information once they feel confident in the relationship.
Admissions as an Expression of Mission
Catholic schools often speak about hospitality, welcome, and accompaniment. Admissions processes should reflect those values.
Every form and communication sends a message. Does it say “we are glad you are here” or “prove you belong”? Does it invite conversation or close it off?
Simplification is not about removing discernment. It is about aligning process with mission.
When admissions processes are clear, humane, and thoughtfully sequenced, families feel respected. They are more likely to engage honestly and fully.
Internal Benefits of Simplification
Simplifying admissions does not only benefit families. It benefits schools as well.
Clear processes reduce staff burnout. Fewer unnecessary steps mean fewer follow ups, fewer exceptions, and fewer moments of confusion. Teams spend less time managing friction and more time building relationships.
Simplification also improves data quality. When families are not overwhelmed, they are more likely to provide accurate information at the right time.
Admissions teams gain clearer insight into which families are truly interested and engaged.
Start Small and Be Intentional
Simplifying admissions does not require a complete overhaul. In fact, the most effective changes often begin small.
Choose one step in the process and apply the ICE framework. Review one form. Rework one email. Shift the timing of one requirement.
Ask families for feedback. Their perspective is invaluable.
Simplification is not a one time project. It is an ongoing discipline.
Admissions Sets the Tone
Admissions is not just an operational function. It is pastoral, relational, and strategic.
When schools remove unnecessary barriers, they create space for discernment, trust, and mission alignment. Families feel welcomed rather than tested.
The goal is not to make admissions easier for its own sake. The goal is to make it faithful to who we say we are.
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