Unifying Enrollment for 51,000+ Students in Rutherford County Schools
Website: Rutherford County Schools
Location: Murfreesboro, TN
Enrollment: 51,000+ students (via NCES)
Schools: 51
For decades, Rutherford County Schools (RCS) has been known for high performance, steady growth, and a culture built around “Every Student, Every Day.” With more than 51,000 students across 51 schools, that growth has been a point of pride — and also a test of systems.
As RCS expanded their school and program options, the enrollment process grew increasingly complicated. By 2024, it was clear the district needed a simpler way to help families apply and a system that reflected the same excellence RCS delivers in every classroom.
The Challenge
For years, RCS had no platform to manage the application and lottery process for choice school programs.
“Those were traditionally handled at the school level, with each school utilizing a different application process,” explains Jeff McCann, Coordinator of Choice and Charter Schools at RCS.
Further, he notes, there was a lack of consistency among each program:
- Each magnet and choice program operated independently, using their own paper or digital application.
- Schools and programs had different criteria, forms, and deadlines.
- Magnet programs relied on score-based lotteries; others used tiered systems.
- Pre-K followed an entirely separate process.
What began as manageable, school-level workflows quickly became a district-wide tangle of forms, spreadsheets, and inconsistent procedures.
In fact, McCann experienced this firsthand during his years as a principal at one of the district’s magnet schools. “I saw it up close,” he says. “Families were frustrated, and we were spending time explaining processes instead of focusing on helping students.”
When RCS introduced its first centralized enrollment system four years ago, the goal was to bring structure to an increasingly complex process, but the experience proved to be anything but simple.
“Unfortunately, the originally purchased platform proved to not be user-friendly,” McCann explains. “Parents, school administrators, and myself were often confused by the hoops one had to jump through to utilize the platform as needed.”
Furthermore, the old system required families to complete separate applications for each program type. As McCann explains, “Multiple applications were necessary with that platform, and that added significantly more burden on applicants, particularly when applying to multiple schools and programs. I spent considerable time and resources assisting applicants who were legitimately confused by the process.”
Unfortunately, the problems with their old system didn’t end there:
- Running reports was cumbersome
- Monitoring the applicant pool was limited
- Technical support wasn’t always timely or helpful
Meanwhile, families still struggled to find clear information about their school and program options. Without a centralized directory, RCS relied on a paper choice pamphlet to communicate available programs, a static resource that quickly became outdated.
With multiple application flows, disconnected lotteries, and families navigating conflicting information, RCS needed more than another software patch.
Instead, they needed a unified system to simplify the process for everyone and a modern way to showcase the district’s outstanding programs to families.
The Solution
The district’s path to a solution began close to home: one of their own charter schools.
“In their first year of operation, one of our charter schools was utilizing SchoolMint as a separate platform,” recalls McCann. “They expressed great satisfaction with SchoolMint and the resources provided to them.”
That positive referral led to RCS adopting SchoolMint Enroll as the district’s new enrollment platform.
A Simpler Process for Families
For families, the change was immediate. The days of juggling multiple applications were over.
“SchoolMint has made the process to apply to multiple schools and programs so much easier for families to navigate,” McCann explains. “They no longer need to complete and submit multiple applications. Applicants simply select the schools or programs of interest within a single application submission. They’re directed to the required uploads for each option. The instructions are clear and complete. It is almost foolproof.”
And when a family does get stuck, RCS’s ability to troubleshoot is just as seamless. With SchoolMint Enroll, administrators can log in as a guardian and view the application exactly as the family sees it, no shared login credentials required.
“It’s proven invaluable in assisting applicants having difficulty with submission,” McCann says.
Simplifying Pre-K Applications and Lotteries
Pre-K admissions processes often involve additional eligibility rules, income verification, and documentation requirements, making them some of the most complex workflows for any district. For RCS, SchoolMint Enroll made integrating Pre-K into the same platform seamless.
“The biggest factor in utilizing SchoolMint for Pre-K is the consistency the district now has in managing all choice programs in one place,” McCann explains. “Enroll made the addition of Pre-K a simple, flawless transition while adapting to any refinements that emerged during the initial phase.”
This consolidation means every family, regardless of the program, now experiences a clear, consistent process, and district staff have complete oversight from start to finish.
Helping Families Explore Program Options with SchoolFinder
Alongside SchoolMint Enroll, RCS also implemented SchoolFinder, SchoolMint’s interactive school search tool that allows families to browse all available programs in one place.
“Previously, applicants had to visit each school’s website and do a deep search just to find the programs offered,” McCann explains. Now they can easily search, compare, and apply all in the same system.
“SchoolFinder is one of the things that sold RCS on SchoolMint,” he adds. “It gives families a clear, convenient way to see what we offer, and it’s been a great addition to our school choice program.”
While the district continues to refine and expand the tool, SchoolFinder has already modernized how RCS shares information, replacing static brochures with a dynamic, mobile-friendly experience that meets families where they are and allows them to start an application.
The Results
Since adopting SchoolMint Enroll and SchoolFinder, RCS has seen improvements across every part of their enrollment process — from family experience to district-wide efficiency.
1. A Smoother Experience for Families
For RCS families, applying to multiple programs is now intuitive and stress-free. The confusion that once surrounded choice and Pre-K applications has been replaced with clear steps, built-in guidance, and a single login that handles everything.
“Ease of application submission has been the biggest pain point solved for us,” says McCann.
Parents can now find, complete, and submit applications in minutes without worrying whether they’ve chosen the right form or missed a required document. And when questions do come up, McCann can quickly help families by viewing the application exactly as they see it.
“Most feedback has been positive as SchoolMint has proven to be much more user-friendly,” he explains. “Challenges have more often than not proven to be user errors that are easily resolved.”
2. Less Confusion, Less Work for Staff
For administrators, the difference is equally clear. The system has dramatically reduced the time spent answering questions, troubleshooting technical issues, or walking parents through confusing processes.
“It has cut down tremendously on the amount of questions I get from across the district and the amount of assistance I was providing previously,” says McCann. Now staff can focus on supporting families instead of managing logistics.
3. Modernized Family Engagement with SchoolFinder
Replacing the district’s old paper pamphlet with SchoolFinder has made it easy for families to learn about RCS’s many programs.
Instead of searching individual school websites or relying on printed materials, families can now explore programs, compare options, and begin the application process all in one place.
SchoolFinder not only saves time but also ensures that every family, no matter where they live or what device they use, has equal access to the information they need to make the best enrollment choice for their child.
4. A Foundation for Continued Improvement
RCS plans to continue refining its enrollment tools and processes, building on the strong foundation they’ve established with SchoolMint.
“We hope to continue to improve SchoolFinder so that families can see all of their options as we expand our dedication to school choice,” McCann says. “After our first year with the platform, we have identified a few key improvements we can make in the application to increase ease and efficiency across the district.”
As RCS refines its processes, leadership remains committed to the same values that have long defined the district’s success: efficiency and putting students first.
Discover How Your District Can Simplify Enrollment
RCS’s success shows what’s possible when great districts pair their commitment to students with the right tools and support. With SchoolMint Enroll and SchoolFinder, RCS transformed a confusing, multi-step enrollment process into one that’s simple and consistent for every family.
If your district is facing similar challenges (e.g., managing multiple programs, balancing different lottery types, or making it easier for families to apply), we’re ready to help.
Take a self-guided tour of the software here — or schedule a free demo with our experts.
Share this
You May Also Like
These Related Stories

Boulder Valley School District: Managing Complex Student Enrollment

Baltimore County Public Schools: Saving Time Managing Student Applications
