Hello Childcare Provider Community!
In our area we have a limited number of childcare options and over the years our waitlist has developed to be 3 years long (over 50 families deep every year). For the past 3 years there have been many families who have been on our waitlist for 3 years and still do not get in. It's heart-breaking.
On top of the families stressing to get in, it's been taking me a lot of my time managing the list. I'm hoping to find a more efficient system/process to reduce how much time is spent. We do chronological enrollment (going in the order of receiving the application and if they're age-eligible) with the exception of giving priority to the children with whom it is their last chance to have preschool experience before Kindergarten (even then many families still do not get in).
This is what I currently do:
The application is a papercopy. Parents fill it out and either email or drop it off.
I mark the date of when I receive it and input all their information in a word doc.
I also input their emails in a group email list according to when they'd be eligible (which year they're turning 3).
I then email the applicant that I received their application and ensure I inputted their information correctly.
When we have a spot open I call and email both parents. If I don't reach them I leave the message that they need to respond within 24hrs (not decide, just respond). Once I reach them (and answer any questions they have) I give 1-2 days for them to decide.
When they respond and say yes, I let them know to come pay the enrollment fee to secure their spot (and pick up their paperwork). I usually give 3-4 days for them to do this.
I'm finding that I feel like I'm wasting time with families that had put their name in years ago, but have since moved/found a daycare, but it takes a few days to find this out. A few years ago I started emailing the waitlists every now and then asking if they still want to remain on the list, but it hasn't really changed anything.
In an attempt to lower the amount of families on our list I'm tempted to require a fee to initially apply, but that doesn't seem very equal opportunity.
For those who have this blessing/curse, what process/system do you use?
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Lorelei van Peborgh
Preschool Director
BOYS AND GIRLS CLUB OF NORTH LAKE TAHOE
CA
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