Designing an Education Savings Account application for new and renewing families requires thoughtful planning.
Why Getting the ESA Family Application Right Matters
Although the 2025-2026 school year is just beginning, ClassWallet is already collaborating with state partners to plan for next year’s application cycle for Education Savings Account (ESA) programs. Developing a thoughtful, user-friendly application process is critical in removing unnecessary barriers, maximizing program participation, and ultimately ensuring that every dollar allocated is used to empower a family and give them additional education options for their children.
Just like a child’s educational needs, all ESA programs are unique. But one thing they have in common? They need an application process that serves both new and returning families efficiently.
We sat down with Sarah Raybon, ClassWallet’s Vice President of Business Development and in-house ESA expert, to get her insight on what program administrators should consider when developing or refining a family application. With more than 15 years of ESA experience and a background both as a program administrator and ESA parent, Sarah’s perspective is rooted in policy, implementation, and the lived realities of families.
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Flexible Windows Lead to Better Outcomes
Why It Matters: Legislatively mandated application windows can unintentionally limit program participation. For example, what happens when the deadline hits, but funds are still available? Specific application dates that are required by statute only create barriers, not clarity.
Pro Tip: Leave all timeline decisions in the hands of program administrators, including the flexibility to develop a waiting list. This allows states to tailor the process based on input from experts in the field, as well as real-time feedback from families, education service providers, and schools. As Sarah explains:
Timelines should serve the program, not the other way around. Flexibility allows administrators to make data-informed decisions, and be responsive to the families they serve. -
Make Renewals Easy for Families
Why It Matters: Requiring families to reapply every year (especially when not mandated by law) is a headache for both participants and administrators. A lengthy reapplication process creates friction for families and an additional administrative burden that is unnecessary.
Pro Tip: Use an affidavit process for renewing families instead of requiring a complete reapplication. The ability for a family to simply indicate that they will be returning or leaving the program, with the ability to provide updated demographic information (if applicable), gives states insight into current participants and informs planning for the new year. If a family indicates that they’ll be leaving the program, it’s also a good opportunity to gather data related to why the program might not have been a good fit. An affidavit is a small shift that can streamline operations, provide additional insight, and help prevent participant drop-off.
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Use the Application to Gather Strategic Data
Why It Matters: Beyond determining eligibility, applications are a valuable tool for gathering actionable program data. Asking the right questions can support outreach, track demand, and inform marketplace design.
Pro Tip: Include a few optional, non-intrusive questions such as:
- "How did you hear about the program?"
- "What type of services or providers do you plan to use?"
- "Do you anticipate homeschooling or enrolling your student in a private school?"
This kind of insight can help refine your education service provider directory, improve marketing strategies, and support reporting needs. The key is keeping it brief, relevant, and respectful of the applicant’s time.
Expert Insight, Backed by Real-World Experience
Sarah Raybon brings a unique combination of policy expertise and personal experience to her work. As the former Director of Communications and Engagement at the Arizona Department of Education, she helped manage the nation’s oldest ESA program — including through the rollout of universal eligibility. She’s also an ESA parent herself, giving her first-hand understanding of what families need and expect.
If you’re building or refining a family application process for your ESA program, ClassWallet is here to help not just with digital wallet technology and strategic consultation from experts like Sarah who’ve been in your shoes.
Ready to Create an ESA Application That Works for Families and Administrators?
If you’re a state program leader or administrator looking to improve your ESA application process – from renewals to outreach to data insights – let’s talk.