Purpose:

The purpose of this administrative procedure is to establish a systematic and efficient process for handling prospects enquiries in Manado Independent School. This procedure ensures that all enquiries are addressed promptly, accurately, and in a manner that fosters positive communication between the institution and its stakeholders.

Scope:

This procedure applies to all staff members responsible for receiving, processing, and responding to prospect enquiries at Manado Independent School.

Responsibilities:

• Admission Office: Responsible for receiving and directing student enquiries to the appropriate department or personnel.
• Teachers and Department Heads: Responsible for addressing enquiries related to their respective subjects or departments.
• Principal: Responsible for overseeing the overall process and addressing escalated enquiries as necessary.

Procedure:

1. Receiving Enquiries:
   • Enquiries may be received via various channels including in-person visits, phone calls, emails, or through the school’s online portal.
   • The Admission Office serves as the primary point of contact for receiving enquiries.
2. Initial Assessment:
   • Admission office responds to the inquiry, otherwise refer it to the concerned administrators/Department.
   • Enquiries are categorized based on their nature (academic, extracurricular, administrative/GA).
3. Forwarding Enquiries:
   • Enquiries are directed to the relevant department or personnel based on the subject matter.
   • Teachers or department heads are responsible for responding to enquiries within a specified timeframe, typically within 24-48 hours.
4. Response and Resolution:
   • Personnel responsible for addressing the enquiry gather all necessary information to provide a comprehensive response.
   • Responses should be accurate, courteous, and address the concerns raised by the prospective student, parent or guardian.
   • In case additional information or clarification is required, efforts should be made to promptly reach out to the student or guardian.
5. Documentation and Tracking:
   • All interactions related to prospect enquiries, including correspondence, responses, and actions taken are recorded.
   • Regular reviews are conducted to ensure enquiries are being addressed promptly and efficiently.

Training and Awareness:

• School staff involved in the enquiry handling process receive appropriate training to familiarize them with the procedure and ensure consistent application.
• Prospective students are informed about the enquiry procedure through the school’s website, handbooks, other communication channels.

Compliance:

• All Admission staff and Department Heads are expected to adhere to this administrative procedure to maintain consistency and professionalism in handling student enquiries.
• Any deviations from the procedure should be duly justified and documented.

Approval:

• This administrative procedure is approved by the school’s management and is effective upon issuance.

This Administrative Procedure for Processing Prospective Student/Parent Enquiries establishes a structured framework to ensure that all enquiries are handled promptly, accurately, and with utmost professionalism, thereby fostering positive communication and enhancing the overall experience of prospective student and their families.