Advancement · School Operations

Every file complete
before the committee meets.

An admissions decision slips for the same reasons every year: a recommendation never arrived, a release never went out, a decision date came and went. Add each application with its decision date. The checklist counts documents against what that file needs, works out the days left and flags the files that will not be ready in time.

Add a fileWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with Caveat Classroom and Whole-school licenses. Or get it in the School operations toolkit, $49 for 52 items.

Application files

The worked example is made up: a sixth-grade file missing a recommendation and a visit nine days before its decision, a kindergarten sibling and a mid-year transfer whose decision date has passed. Applicant codes, not names. Saved on this device only.

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What you get

Advancement · School Operations$5 · included with Classroom and Whole-school licenses

What you finish with
A record per application file: applicant code, grade, entry term, route, date received, decision date, eight documents marked received, missing or not required, status and notes. Works out documents received against required and days to the decision; counts complete files, names the next decision and the document most often missing; flags a close decision with items missing, a passed decision date, a learning plan to read first and a transfer without a records release.
Who it is for
Admissions directors, enrollment managers and office staff at independent, charter and private schools.
Format
Browser checklist with a saved record per file. Prints one file, every file in a table or a blank file checklist; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the School operations toolkit ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The School Operations space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Add each application the day it arrives.
  2. Mark documents that this route does not need.
  3. Send the release and recommendation forms the same day.
  4. Check the flags each Monday.
  5. Print the table for the committee.

Add a file

From application to decision

An admissions file, start to decision1Application inGive it a code; log the date.2Request recordsSend the release to theprevious school.3RecommendationSend the form to the teacherdirectly.4Visit or assessmentSchedule it once records arein.5CommitteeEvery file read the same way.6Decision letterOn the date the family wasgiven.An admissions file, start to decision1Application inGive it a code; log the date.2Request recordsSend the release to the previous school.3RecommendationSend the form to the teacher directly.4Visit or assessmentSchedule it once records are in.5CommitteeEvery file read the same way.6Decision letterOn the date the family was given.
Families judge a school by whether it keeps the dates it gives them. The decision date is a promise.

Ask everyone the same way

Ask every family for the same documents in the same words, including any IEP, 504 plan or learning plan. Read a plan to understand the support a student needs and describe honestly what the school can offer. Schools covered by disability law must consider reasonable changes; ask your counsel what applies to yours.

Health records come later

Immunization records are usually required for enrollment, not for an application, and the required list is set by each state. Mark them not required at application and add them back once a family accepts.

Sources

  1. National Association of Independent Schools. Admission and enrollment management practices (nais.org).
  2. U.S. Department of Justice, Civil Rights Division. ADA Title III technical assistance: private schools (ada.gov).
  3. U.S. Department of Education, Office for Civil Rights. Section 504 and admissions (ed.gov/ocr).
  4. Centers for Disease Control and Prevention. State school immunization requirements (cdc.gov).

The worked example is made up. This checklist keeps your own records; it is not legal advice. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.