Removing Students on the Lottery List and Correcting Placements for Wrong Grade or Program

This article will guide you in the steps to remove students from the lottery list, as well as next steps needed if you have to correct a placement for students in the wrong program or grade.

Remove a Student from the Lottery

Correct a Placement in the Wrong Program

Correct a Placement in the Wrong Grade

 

Remove a Student from the Lottery

Scenario: A guardian submitted an application for their student and the student was placed on a lottery list, but an administrator needs to rescind the placement. How do you remove the student from the lottery list?

When to Withdraw an Application

If a guardian is no longer interested in placement, has moved, or does not want their student considered, and an admin wants to remove the application entirely rather than marking it as declined:

• Withdraw the application.

  • This keeps the record accessible for reporting but removes it from active processes.

  • Withdrawing the application will also remove the student from the lottery list.

  • Learn more about withdrawing forms here.

When to Remove a Lottery Placement

If the student's application was placed on the lottery, but the lottery administrator wants to rescind the student’s current placement:

1. On the student’s lottery list placement, click the Actions column (three dots).

2. Select Remove Placement.

   • Note: By default, Super Admins will have this permission enabled. You can grant access to this feature for additional Admin User Groups under Users > User Groups & Permissions > Edit > In the Lottery section, enable Remove Individual Placements. 

3. Input a reason for removal.

4. Choose whether to notify the guardian of the change.

   • Note: The template for this notification can be found under Settings > Content/Letters > Email and Text Templates > Titled Application Removed from Lottery 

Next steps depend on the reason for removal:

• Application is not qualified: Mark the application as Ineligible to prevent the student from being placed again.

• Future consideration desired: Update the application status back to In Processing to allow the student to be reviewed for placement in future lottery runs.

• An adjustment to their lottery placement is needed: See below for guidance on next steps

 

Correct a Placement in the Wrong Program

Scenario: A guardian submitted an application for their student for a program, but changed their mind and would like to be placed in a new program. That student was already placed on a lottery list. How do I correct this so that the student can be placed on the lottery list for the new program?

If a guardian has submitted an application for their student with the incorrect program and that student was placed on a lottery list, there are a few steps that will need to take place:

1. The existing application must be withdrawn to remove the incorrect lottery list placement.
2. The application should be resubmitted with the correct program selection and marked as eligible.
   1. If the post-lottery setting Auto-add eligible applications to lottery list after the initial lottery is run is enabled, the new application will move to the correct lottery list as soon as the application status is set to Eligible.
   2. If this setting is not enabled, another lottery pool must be run to place this new application on the correct lottery list.

Important Notes:

• If your lottery list is sorted by Date Submitted, be sure to set the submission date of the new application to the same submission date as the original application. This should be done before setting the application status as Eligible if the setting to auto-add eligible applications to the lottery is enabled.
• If a new lottery pool needs to be run, the "Merge Waitlist" setting should be disabled if the waitlist should NOT be re-ordered.
  • 
• It is up to school or district policy on how administrators would like to treat this new application once it's been placed in the new program (ie: moving them to a higher placement on the waitlist, or offering a seat).

 

Correct a Placement in the Wrong Grade

Scenario: A guardian submitted an application for their student for the wrong grade. That student was already placed on a lottery list. How do I correct this so that the student can be placed on the lottery list for the right grade?

If a guardian has submitted an application for their student with the incorrect grade and that student was placed on a lottery list, there are a few steps that will need to take place:

1. On the student's lottery list placement, click the Actions column (3 dots)
2. Select Remove Placement, input your reason for removal, and choose if you would like the guardian to be notified of this change
3. The application should then be updated by an administrator with the correct grade.
   
   • If the post-lottery setting Auto-add eligible applications to lottery list after the initial lottery is run is enabled, you will need to change the status to In Processing, click Save, then update the status back to Eligible, and click Save again. The new application will move to the correct lottery list as soon as the application status is set to "Eligible".
   • If this setting is not enabled, another lottery pool must be run to place this new application on the correct lottery list.

Important Notes:

• If a new lottery pool needs to be run, the "Merge Waitlist" setting should be disabled if the waitlist should NOT be re-ordered.
• 
• It is up to school or district policy on how administrators would like to treat this new application once it's been placed in the new grade (ie: moving them to a higher placement on the waitlist, or offering a seat).