Admissions is often a family’s first real interaction with a Catholic school. Long before an open house or meeting a principal, families engage with forms, emails, requirements, and timelines. Those early interactions shape how they feel about the school and whether they continue forward.
When I work with admissions teams, I often hear: “We have to a follow a process" or "We need all of this information from the family.” Sometimes that’s true. Often, it isn’t. More often, the issue isn’t what schools ask for, but when and how they ask for it.
This leads to a simple but important question: 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 the result of neglect. More often, it builds slowly over time.
A new form is added to solve a problem. A required field appears after a challenging year. A deadline shifts to meet an internal need. Individually, these choices make sense. Together, they can create a process that feels overwhelming to a family-especially early in the exploration process. It's like getting too personal in an initial conversation with a stranger. The result isn’t just frustration. It’s awkward. Families quietly disengage. Some refuse to answer what we ask. Others decide the school isn’t the right fit—not because of mission or academics, but because the process feels intrusive, confusing or unwelcoming from the start.
Simplifying admissions doesn’t mean lowering standards. 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 mindset to a family-centered one.
Internally, each requirement has a purpose. Externally, families experience them as a sequence. They don’t see the logic—they feel the weight.
Families are often navigating multiple school processes at once while balancing work, childcare, finances, and uncertainty. When admissions feels heavy or unclear, families don’t always explain why they step away. They simply do.
Simplification begins with recognizing that experience matters as much as efficiency.
The ICE Framework
To help schools examine their admissions processes, I use a simple tool called the ICE framework: Identify, Clarify, Explore.
Identify the potential barrier. What step, requirement, or communication may be creating friction? This could be a form, deadline, document request, or even the tone of an email.
Clarify the purpose. Why do we ask for this information? Is it needed at this stage? What internal decision does it support? How does it help the family or the school right now?
Explore alternatives. Is there a better time to ask? Is there a simpler way to collect it? Do we need it at ALL?
The ICE framework encourages teams to pause and think critically instead of defaulting to habit.
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 asked to submit detailed documentation before they’ve built a relationship with the school. Even when the information is eventually necessary, early requests can feel transactional rather than welcoming.
A helpful question for admissions teams is this: Is this the moment when we truly need this information? Do we need to ask about faith on the inquiry form? Do we refer to things as Catholic or non-Catholic discounts?
Delaying certain questions or required information doesn’t weaken the process. It often strengthens it by allowing a relationship and trust to develop first.
Admissions as an Expression of Mission
Catholic schools often speak about hospitality, welcome, and accompaniment. Admissions processes should reflect those values as well as the experience of being part of that community.
Every form and message sends a signal. Does it say, “We’re glad you’re here,” or “Prove to us that you belong”? Does it invite conversation or shut it down?
Simplification isn’t about removing discernment. It’s about aligning process with mission.
When admissions is clear and thoughtfully paced, families feel respected and are more likely to engage fully.
Internal Benefits of Simplification
Simplifying admissions doesn’t just benefit families. It benefits schools as well.
Clear processes reduce staff burnout. Fewer unnecessary steps mean fewer follow-ups, fewer exceptions, and less confusion. Teams spend more time building relationships.
It also improves data quality. When families aren’t overwhelmed, they’re more likely to provide accurate information at the right time.
Admissions teams gain clearer insight into genuine interest and engagement.
Start Small and Be Intentional
This endeavor doesn’t require a full overhaul. The most effective changes often start small.
Choose one step and apply the ICE framework. Review one of your forms or the admissions application. Rewrite one email. Adjust the timing of a requirement that isn't needed early in the process.
And this isn’t a one-time project. It’s should be proactive mindfulness and an ongoing practice.
Admissions Sets the Tone
Admissions is more than an operational task. It is pastoral, relational, and strategic.
When schools remove unnecessary barriers, they create space for trust, discernment, and mission alignment. Families feel welcomed rather than tested.
The goal isn’t 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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