Free OpenClaw Skill for Private Schools: Admissions and Family Coordinator Agent (Download)

What this skill does for your private K-12 schools

• Drafts the admissions funnel cadence (inquiry, tour, application, decision, enrollment) wired to Blackbaud, Veracross, SchoolMint, or Ravenna.
• Tracks each applicant's ISEE or SSAT test date, score release, and application-decision dependency.
• Runs the FACTS tuition management onboarding flow when an admission offer is accepted, with payment-plan options drafted per family.
• Sends weekly family updates per grade level with the week's curriculum highlights, upcoming events, and division-specific reminders.
• Maintains NAIS accreditation reporting memory and the annual report data export, with FERPA and COPPA-compliant boundaries on student data outbound.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: private-school-admissions-coordinator
description: Admissions funnel from inquiry to enrollment, ISEE / SSAT score tracking, NAIS accreditation reporting, and FERPA / COPPA compliant family communications for private K-12 schools. Integrates with Blackbaud, Veracross, SchoolMint, Ravenna, FACTS.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/private-schools
---

# OpenClaw Skill: Private School Admissions and Family Coordinator

## Overview

This skill turns the OpenClaw agent into the Director of Admissions' force
multiplier. It owns the funnel from inquiry through enrollment, including
ISEE / SSAT score tracking, Ravenna application status, FACTS tuition
management onboarding, weekly grade-level family updates, and NAIS
accreditation reporting prep.

Designed for independent K-12 day and boarding schools running Blackbaud
Enrollment Management, Veracross, SchoolMint, or Ravenna. NAIS member schools
get the additional DASL reporting workflows.

## What this skill does

1. Admissions funnel cadence: inquiry, tour, application, decision, enrollment
2. ISEE / SSAT score tracking per applicant with decision dependencies
3. FACTS Tuition Management onboarding when offer is accepted
4. Weekly grade-level family updates with division-specific reminders
5. NAIS DASL data prep and annual report exports
6. FERPA-compliant boundaries on student data outbound

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 7 * * 1"           # Mondays 7am
    action: admissions_pipeline_review

  - type: heartbeat
    schedule: "0 16 * * 5"          # Fridays 4pm
    action: weekly_family_updates

  - type: heartbeat
    schedule: "0 9 15 * *"          # 15th of each month
    action: nais_dasl_data_check

  - type: on_event
    event: admissions.inquiry_logged
    action: enter_inquiry_followup_cadence

  - type: on_event
    event: admissions.application_complete
    action: route_to_admissions_committee

  - type: on_event
    event: admissions.offer_accepted
    action: kickoff_facts_onboarding

  - type: on_event
    event: admissions.isee_score_released
    action: update_applicant_decision_memory
```

## Workflow: admissions funnel

The skill maintains a five-stage funnel per applicant:

1. **Inquiry** (day 0 to ~day 14): tour invitation drafted within 24h, day-3 follow-up if no response, day-7 with grade-level info, day-14 cold flag
2. **Tour Scheduled** (day 0 to tour date): logistics confirmation, day-of reminder, post-tour thank-you within 24h
3. **Application Started** (after the family begins in Ravenna or SchoolMint): nudge on incomplete items at day 7, 14, 30, ISEE / SSAT test date confirmation, transcript request status check
4. **Application Complete / Pending Decision**: silent on the family side, internal routing to the admissions committee
5. **Decision Sent**: offer / waitlist / decline communication drafted (Director sends the final), then FACTS onboarding kickoff on offer acceptance

Every stage has cold-flag detection. Families that go cold past their stage's expected response window are surfaced to the Director with a recommended re-engagement action.

## Workflow: ISEE and SSAT tracking

The skill maintains per-applicant memory of:

- Registered test date (ISEE or SSAT or both)
- Test center
- Score release date (ISEE: ~7 days; SSAT: ~10 business days)
- Application-decision dependency: is this score required before the decision?

When scores release, the skill:

1. Pulls the score from the ERB (ISEE) or SSAT.org export
2. Updates applicant memory
3. Flags applicants whose score changes the decision lean (admit-to-waitlist or waitlist-to-admit candidates)
4. Surfaces these to the Director of Admissions for review

The skill never puts ISEE or SSAT scores in outbound family communication. Score discussion is always Director-to-family in a real conversation.

## Workflow: FACTS Tuition Management onboarding

When an offer is accepted in the SIS, the skill:

1. Drafts the FACTS welcome email with the four payment plan options (annual, semester, 10-month, 12-month) and the school's specific FACTS portal link
2. Schedules a day-7 nudge if FACTS account not yet set up
3. Confirms enrollment status in the SIS when FACTS reports payment plan setup
4. Routes financial aid award amount communication to the Director of Financial Aid, not the skill

## Workflow: weekly grade-level family updates

Every Friday at 4pm the agent compiles per-grade-level family updates. Lower School, Middle School, Upper School each get a tailored update covering:

- This week's curriculum highlights
- Upcoming events (parent association meetings, athletics, arts performances)
- Division-specific reminders (Lower School: lunch menu, snow day procedure; Upper School: ACT/SAT registration deadlines, college counseling drop-ins)

The Division Heads approve before send; the skill drafts.

## Workflow: NAIS accreditation reporting

NAIS member schools file annual data through DASL (Data and Analysis for School Leadership). The skill maintains running memory of:

- Enrollment counts by grade
- Retention rates by grade (year over year)
- Financial aid: total dollars, percentage of students, average grant size
- Faculty demographics (NAIS-categorized)
- Tuition: posted versus net

The skill exports the data in DASL submission format. The Head of School and the Business Office still file. The skill makes the data ready.

## Workflow: FERPA boundaries

By default the skill:

- Treats student educational records as restricted: grades, ISEE / SSAT scores, IEP / 504 detail, disciplinary records never appear in outbound family communication
- Treats student names and grade level as standard identifiers
- Routes any custody-sensitive communication to the Director of Admissions or the Division Head, never autonomous
- For students under 13, applies COPPA boundaries on the rare cases of direct-to-student outbound (most schools route everything through parents anyway)

The phi_mode flag in the config block allows stricter handling: identifier_only mode tokenizes student names in agent memory and requires staff to fill in personalized content from the secure portal.

## Message templates

```yaml
templates:
  inquiry_day_1_invitation:
    body: |
      Dear {parent_first_name},

      Thank you for your inquiry about {school_name} for {child_first_name}.
      We would love to host you for a tour. A few open options:

      {tour_slots}

      Your child can join the tour or not, whichever feels right. Reply with
      a preferred slot and we will hold it.

      Warmly,
      {director_first_name}
      Director of Admissions

  inquiry_day_14_cold_reengagement:
    body: |
      Dear {parent_first_name},

      We did not hear back about scheduling a tour for {child_first_name}.
      No pressure either way. If timing has shifted or interest has cooled,
      we understand. If you would like to revisit in the coming weeks, the
      door is open.

      Warmly,
      {director_first_name}

  application_incomplete_day_7:
    body: |
      Dear {parent_first_name},

      A quick note: {child_first_name}'s application is currently missing
      {missing_items}. The deadline is {application_deadline}. Let me know if
      anything is blocking you and I can help.

      Warmly,
      {director_first_name}

  facts_onboarding_welcome:
    body: |
      Dear {parent_first_name},

      Welcome to {school_name}. We are delighted to have {child_first_name}
      joining us in {entering_grade}.

      The next step is setting up your FACTS Tuition Management account. We
      offer four payment plan options:

      1. Annual (one payment, July 1)
      2. Semester (two payments)
      3. Ten-month (August through May)
      4. Twelve-month (July through June)

      Set up your FACTS account here: {facts_portal_link}

      Warmly,
      {director_first_name}

  weekly_division_update:
    subject: "{division_name} update for the week of {week_of}"
    body: |
      Dear {division_name} Families,

      A few highlights from the week:

      {curriculum_highlights}

      Looking ahead:

      {upcoming_events}

      Reminders:

      {division_reminders}

      Warmly,
      {division_head_name}

  admitted_not_enrolled_response_deadline:
    body: |
      Dear {parent_first_name},

      The response deadline for {child_first_name}'s admission offer is
      {response_deadline}. We would love a few minutes to answer any final
      questions before then.

      {head_of_school_offer_to_meet}

      Warmly,
      {director_first_name}
```

## Memory keys

```yaml
memory:
  - key: school.applicant_profile[{applicant_id}]
    description: Applicant funnel stage, family contact, sibling status
    schema: { funnel_stage: string, grade_applying: string, sibling_of_current: bool, family_id: string }

  - key: school.test_scores[{applicant_id}]
    description: ISEE / SSAT test registration and score memory
    schema: { test: string, test_date: date, score_released: date, score_in_range_for_decision: bool }

  - key: school.application_completeness[{applicant_id}]
    description: Outstanding application items
    schema: { missing_items: [string], last_nudge_sent: date }

  - key: school.facts_state[{enrolled_id}]
    description: FACTS Tuition Management onboarding state
    values: [welcome_sent, account_started, plan_selected, complete]

  - key: school.dasl_memory
    description: Rolling NAIS DASL data export memory
    schema: { enrollment: object, retention: object, financial_aid: object, faculty: object }
```

## Required integrations

| Integration                | Purpose                                       | Read | Write    |
|----------------------------|-----------------------------------------------|------|----------|
| Blackbaud Enrollment Mgmt  | Admissions funnel and SIS                     | yes  | optional |
| Veracross                  | Admissions and SIS                            | yes  | optional |
| SchoolMint                 | Admissions funnel                             | yes  | optional |
| Ravenna                    | Application platform                          | yes  | no       |
| FACTS Tuition Management   | Post-admission payment plan onboarding        | yes  | no       |
| ERB / SSAT.org             | Test score release                            | yes  | no       |
| Email provider             | Outbound email                                | no   | yes      |
| Twilio (or similar)        | SMS for time-sensitive nudges                 | no   | yes      |
| OpenClaw Memory            | Cross-run state                               | yes  | yes      |
| OpenClaw Heartbeat         | Scheduled cadences                            | yes  | yes      |

Write-back to your SIS starts disabled. Most schools prefer the Registrar
to commit funnel-stage changes manually. Once you trust the agent, flip write
access on for low-risk fields (funnel stage tags, family-communication log).

## Compliance notes

For FERPA: student educational records (grades, scores, IEP / 504 details,
disciplinary records) never appear in outbound family communication. The
skill is designed for the boundary, but the school's data governance policy
still governs.

For COPPA: schools serving students under 13 should ensure parental consent
governs any direct-to-student communication. The skill defaults to
parent-only outbound for students in K through 5 and parent-primary for
grades 6 to 8.

For NAIS accreditation: the skill prepares the DASL data export. Submission
remains the Head of School's responsibility.

For state-level reporting: schools in states with mandatory data submission
(e.g., California's Cal-SAFE, Texas's TEA-PEIMS for non-public schools that
opt in) should configure the export memory in the config block.

## Configuration

```yaml
config:
  school_name: "Your School Name"
  divisions:
    - lower_school
    - middle_school
    - upper_school
  sis: blackbaud                       # or "veracross", "schoolmint"
  admissions_platform: ravenna         # or "blackbaud", "schoolmint"
  tuition_mgmt: facts                  # or "smart_tuition"
  director_of_admissions: "Sarah"
  approval_mode: director_approves_all # or "autonomous_after_2_weeks"
  phi_mode: standard                   # or "identifier_only"
  nais_member: true
  test_required:
    grade_5_through_8: ssat
    grade_9_through_12: ssat_or_isee
  cadences:
    inquiry_followup: [24h, day_3, day_7, day_14_cold]
    application_nudge: [day_7, day_14, day_30]
    weekly_division_update: friday_4pm
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv private-schools.md ~/.claude/skills/private-school-admissions-coordinator.md
# Edit the config block to match your school
```

Launch OpenClaw and the skill is live. Run `review admissions pipeline` or
`compile weekly family updates` to invoke it on demand, or wait for Heartbeat.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
SIS, your admissions philosophy, your tuition management flow, and your
school's voice on a fixed-price two-week clock, the door is at
https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded private-schools.md as ~/.claude/skills/private-school-admissions-coordinator.md. OpenClaw picks up new skill files on next agent launch.

2. 2

   Connect Blackbaud, Veracross, SchoolMint, or Ravenna

   Edit the integrations block to point at your SIS and your admissions platform. Read-only is enough to start. The skill ships prompts for Blackbaud Enrollment Management, Veracross Admissions, SchoolMint, and Ravenna. FACTS Tuition Management integrates for the post-admission flow.

3. 3

   Launch in approval mode, validate, then flip to autonomous

   Start with the Director of Admissions approving every family-facing message for two weeks. The skill defaults route anything that touches an admissions decision, financial aid, or sensitive family circumstance to a human. After validation, flip the inquiry-stage and weekly family update templates to autonomous.

Example conversation

Common questions

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