Learn how to configure or update your Lottery Settings
What's included in this article?
Global Lottery Settings
These settings will be used on all of the student's choices across form processes.
Notifications
These settings will apply to guardian notifications/messaging about the lottery.
- Show lottery results on guardian dashboard - This setting shows the guardian if the student was placed on an offered list or waiting list. This setting must be enabled for “Show waiting list number on parent dashboard” and “Allow parents to accept/decline seats from dashboard” to work as intended.
- Show waiting list number on guardian dashboard - This setting shows the student's waiting list placement/position on the parent dashboard.
Accept/Decline Placement
Allow guardians to accept/decline seats from dashboard - This setting must be enabled along with Show lottery results on guardian dashboard for guardians to accept or decline their offered seat placement from their dashboard.
Auto-Decline
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Auto-decline student's other application on OFFERED LIST upon accepting seat into another choice: If the student has more than 1 application on an offered list, if this setting is checked, when they accept the seat at one program then all other offered list applications for other programs will be automatically declined. When this setting is enabled, the platform restricts students from being able to accept seats in multiple schools/programs.
Details on how to configure Auto-Decline / Offer Expiration may be found in this Help Article
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Auto-decline APPLICATIONS if OFFER is not accepted by: [Days from published] and [On This Date]. This is sometimes referred to as Offer Expiration.
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If a student has not accepted their offered list placement(s), this setting will automatically decline lottery placements once the indicated date has been reached. You are able to set a specific number of days from the date the lottery is published and a final date after the lottery run has been published. The auto-decline happens on the earliest date.
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The system begins counting from the date/time of publishing the offer.
- For an offer made at 10am on Tuesday, and set to expire after 7 days not excluding weekends, then the offer will expire and the application will be auto-declined on 10am the following Tuesday.
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Auto-decline APPLICATIONS if REGISTRATION is not submitted by: [Days from Accepting Seat] and [On This Date]
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If a student has not completed and submitted their registration form, this setting will automatically decline lottery placements once the indicated date has been reached. The admin is able to set a specific number of days and a final date from the date the offer is accepted. The auto-decline happens on the earliest date.
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These options affect auto-decline (offer expiration) settings:
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Send a reminder email and/or text message to guardians before an application is auto-declined
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When auto-decline settings are enabled, a reminder email can be sent out to guardians before the auto-decline date is reached. A number of days before and a specific time of day will be entered to determine when this reminder will be sent.
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Exclude Weekends
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When auto-decline settings are enabled, it is possible to exclude weekends from the amount of days entered when calculating the offer expiration timestamp.
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Examples:
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A student has 3 days to accept their seat. They are offered on a Thursday at 12:00pm. When "Exclude Weekends" is...
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Enabled: the offer will expire on the following Monday at 12:00pm
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Disabled: the offer will expire on Saturday at 12:00pm
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Waiting List
These settings will apply to students who have been placed on the waiting list.
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Auto-rollup applications from waiting list to offered list (when another application on offered list is declined): This pulls the first application from the waiting list onto the offered list when an application on the offered list is declined by the system, admin, or parent. The offer for the newly placed student on the offered list is automatically published and notifications are sent out.
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Rollover waiting lists on school year rollover: Waiting lists will save from year to year. When you roll over your system your waiting lists will be saved for the new year.
Post Lottery
These settings will apply to actions that take place AFTER the lottery is run.
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Automatically add eligible applications to lottery list after initial lottery is run: This setting will automatically add applications to the bottom of an existing lottery list when the application is marked as Eligible after the initial lottery run.
- Best practice: individually mark each post-lottery application as eligible in the order you want the application added to the lottery list. If a bulk action is used to mark post-lottery applications as eligible, applications will be added to the lottery list and ordered based on the application id.
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When this option is selected, post-lottery placement will recognize priority groups and date submitted if that is the option that the lottery was run with.
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When an application is moved to a published lottery list using the auto-add setting, the placement is not automatically published and no notifications are sent. If the lottery has already been published, it will revert to partially published for the grade(s) that have had applications added.
- You will need to re-publish the lottery list by selecting the Publish Lottery Run button or publishing in bulk. Important Note: No guardians of students who have placements already published will receive a new email; only newly added placements will receive emails.
Multiples (General)
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Place Multiples Together: This setting is used to ensure that siblings who are multiples (twins, triplets, etc.) are placed sequentially on the lottery list.
- Once enabled, the system will consider a student to be a multiple based on your selection (seen in screenshot below)
- The multiples designation will only apply to students who are: 1) attached to the same parent account, and 2) applying to the same program and grade level
- Note: if there is only one seat remaining on the offered list, the system will place twin1 on the offered list and twin2 first on the waiting list.
Settings By Form Process
These settings will be used on all of the student's choices in the same application form process.
- In this settings area, you are able to choose the specific form process to apply settings to. Each possible setting is listed out with a description of what it does. Read below to see all of the available settings.
- Note: The settings listed below are dependent on the ranking order of applications.
Form Process Selection
Auto-Decline Settings for [select form process from dropdown]
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This setting will allow you to choose a specific form process to update lottery settings for. All form processes available in the system will be listed in the dropdown.
Auto-Decline on Lottery Execution (details on configuring Auto-Decline on Lottery Execution may be found in this Help Article).
Offered List
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Auto-decline student's applications on offered list ranked as LOWER CHOICE if placed on the offered list at a higher ranked choice
Waiting List
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Auto-decline student's applications on the waiting list for a LOWER CHOICE if placed on the offered list at a higher ranked choice
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Auto-decline student's applications on the waiting list for a HIGHER CHOICE if placed on the offered list at a lower ranked choice
Auto-Decline on Offer Acceptance
Waiting List
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Auto-decline student's applications on the waiting list for a LOWER CHOICE once they accept an offered seat for a higher ranked choice
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Auto-decline student's applications on the waiting list for a HIGHER CHOICE once they accept an offered for a lower ranked choice
Program-specific Lottery Settings
The settings found on the Lottery Settings tab for each Program give you the ability to control lottery functionality on an individual program basis (overriding the Global Lottery Settings). You can find these settings by going to Settings > Schools/Programs > Manage Programs and selecting the Edit button for the specific program you intend to edit settings for. You can also set program lottery settings in bulk!
Note: Some settings will be ONLY available in Manage Programs, while others are also available in Global Lottery Settings.
Primary Settings
Under Primary Settings, the Lottery Design and Lottery Group Design that should be associated with the specific program will be selected.
Place Multiples Together can be disabled on a program level.
Waitlist Settings
Admins can choose whether a waiting list for a program will carry over to the new school year during the school year rollover process.
Notification Settings
There are two different options for sending out lottery notifications. These two options will provide different configurations of program-specific notification settings.
- Option 1: send an Offered and Waiting List notification per program, OR
- Option 2: send a Consolidated Results Email that sends one email that includes information all lottery placements
Admins will also choose the Accepted and Declined Placement notification templates to be sent out to guardians.
Please reach out to Technical Support or your CXM if you'd like to update your Offered/Waiting List email type.
Program-Specific Global Settings
Some settings available in the Global Lottery Settings page will be available to set on an individual program specific basis. If you disable/update these program level settings, it will override any enabled global settings! By default, all settings enabled at the global level for the first time will be enabled in the program.
When a setting is disabled on the global level, the program level setting will be hidden entirely and won't be available. This is to prevent confusion about what is enabled vs disabled. There will also be a pop-up alert for admins with a warning that disabling the setting may affect individual program settings.
This pop-up will appear warning you that you'll be changing a lottery setting and that this change may affect program-level lottery settings:
This helps admins to be aware of the actions they are taking within the system.
Here is what program lottery settings look like when global lottery settings are disabled:
Global lottery settings disabled...
...program lottery settings not available!
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