Updating Cutoff Numbers Post Lottery Run

Learn why and how cutoff numbers are updated after the initial lottery run.

What's included in this article:

• Why would I update my cutoff numbers after running my lottery?
• How do I update my cutoff numbers for existing lottery lists?
• How do I run another lottery pool to use an updated cutoff number?
  • Find Lottery Run Settings

Why would I update my cutoff numbers after running my lottery?

Lottery cutoff numbers may need to be updated after running the initial lottery due to changes in seats available in a class/program/school. This number can either go up or down and is dependent on the physical seats available at your organization. 

How do I update my cutoff numbers for existing lottery lists?

An option is available when updating cutoff numbers post-lottery: a modal will display with new options when you click Save Cutoff Numbers. 

• Note: this updated functionality is not available when importing cutoff numbers.

Steps to update cutoff numbers:

1. Go to Settings > Manage Lotteries > Lottery Cutoff Numbers
2. Use the Filters to find the programs that need to be updated
3. Update any cutoff numbers for each program grade level that need to be updated.
4. Upon clicking Save Cutoff Numbers, you will see a modal with the choice to:

• Save cutoff numbers and update lottery list: This option (which is selected by default) will save and move applications from the waiting list to the offered list and notify guardians for the new placements.
  OR
• Save cutoff numbers but do not update lottery list: This option will only save the updated the cutoff numbers without moving applications and without sending notifications.

The modal will only appear for Programs/Grades where a lottery has been run + an update to the Cutoff Numbers is made.

Important Notes:

• When selecting “Save cutoff numbers and update lottery list”, the following conditions (bullets seen in image above) must be met for applications to be moved and guardians to be notified:
  •  
    • Waitlisted applications will be moved to the Offered List in existing placement order.
    • If an offer expiration deadline is in the past, the lottery list update will NOT occur.
    • If the lottery list has been published, guardians will be notified of the change.
    • This only applies to grades were the lottery has been run in that school year.
• The Assigned/Available Seats display above the Offered List will be updated to reflect the new cutoff numbers and availability.
• The modal will permit you to decrease a cutoff number (and select Update Lottery List), but students will never be automatically removed from the Offered List and no notifications will be sent to guardians.
• Based on the number of seats added, and the number of programs/ grades being updated, the process of moving applications and notifying guardians may take a few minutes.
  • A future enhancement to this feature will prompt the system to send an admin notification once the updates are complete.

Two permissions are required to make updates to Lottery Cutoff Numbers:

• Manage Cutoff Numbers
• Run Lotteries

 

How do I run another lottery pool to use an updated cutoff number?

If I choose to Save cutoff numbers but do not update the lottery list, a new lottery pool must be run to trigger the lottery list to use the newly updated cutoff number.

To rerun your lottery, you will follow the same steps you used to run your original lottery. There are no further actions that need to take place in order to successfully run a lottery to update the cutoff numbers.

• When running the new lottery pool, use the same Lottery Run settings (sorting method, Merge, and Wait List functions) as you used for the prior lottery run. 
  • The date range used may change in cases where applications submitted late are accepted.
• This new lottery pool will NEVER re-sort or change any existing offered list results. Once a seat has been offered to a student, the Enroll platform will never automatically revoke that seat. 
• The only changes that will be made to the lottery list will be to add any previously unplaced applications to the waiting list OR to move waiting list placements to any newly available seats on the offered list. 

Find Lottery Run Settings

Use the walkthrough below to find the settings used for your lottery run!