Reissuing an Auto Declined (Expired) Offer – SchoolMint Enroll

Learn how to reissue an offer to a family who was auto declined due to missing the offer deadline

What's included in this article:

Scenario One: Family requests that admin accepts an auto-declined offer on their behalf
Scenario Two: Family requests a deadline extension for a pending offer
Scenario Three: Family requests a deadline extension for an auto-declined offer
Steps to reissue an auto-declined offer
When to use (or not use) Auto Decline + Auto Rollup

Click here to learn how to configure the Auto Decline/Offer Expiration settings.

Scenario One: The offer deadline has passed and the placement is auto declined by the system. The family requests that you Accept the Offer on their Behalf.

If your enrollment policy permits (and if there is a seat available), as an admin, you have the ability to Adjust the Placement for a student by updating the status of the offer from Declined to Accepted
From the Offered List or from within the student's Application, use the Adjust Placement action, update the Placement Status from Declined to Accepted, provide a Reason, and Save.
This will trigger the "Lottery Placement Accepted - Guardian Notification" message to be sent to the family confirming the Accepted status.

Scenario Two: The offer deadline is approaching and the family contacts you to request more time / extend the deadline for a pending offer.

The Enroll system does not support extending an existing deadline on a Pending Offer
- once an offer is published with an assigned deadline, the deadline cannot be updated for that pending offer
However, as the admin you have the option of setting a new, future auto-decline date in the system and moving the student's auto-declined placement back to Pending status (effectively re-issuing the offer) and publishing the offer with the new deadline
This option is only available on an individual student basis
See Scenario Three for instructions

Scenario Three: The offer deadline has passed and the family contacts you to extend the deadline for an auto-declined offer.

If your enrollment policy permits (and a seat is available), you have the option of setting a new, future auto-decline date in the system and moving the student's auto-declined placement back to Pending status (effectively re-issuing the offer) and publishing the offer with the new deadline.
This option is only available on an individual student basis

Steps to Re-issue an Auto Declined Offer

Step One: Update the Auto Decline days/date at the Global or Program level to set a new, future deadline. This updated deadline will be used for all subsequent offers globally (or for the program if updating for one program). Updating the auto-decline deadline will not extend or update the deadline for pending offers.

Step Two: Navigate to Settings > Content/Letters > Email & Text Templates and edit the template: "Lottery Placement Pending - Parent Notification"

Insert the timestamp expiration variable in your message to notify guardians of the updated offer expiration deadline: {$lottery_ranking->timestamp_expire}

Step Three: From the Offered list page, click into the Action (three dots) menu for the student and select 'Adjust Placement'

Step Four: Use the Placement Status dropdown menu to select 'Pending' status. This will then display the Notify Guardian(s) checkbox. Keep the Notify Guardian(s) box checked.

This will send out the email template that you configured in Step Two (adding the {$lottery_ranking->timestamp_expire} variable)
Input a Reason for adjusting the placement back to Pending and click Save Placement

Step Five: Confirm that the student's new expiration date displays on your Offered List, and confirm in the Application Communications Log that the message was sent and displays the new deadline.

When to use (or not use) Auto Decline + Auto Rollup

Auto Decline On / Auto Rollup Off

If your organization prefers greater flexibility for families to accept offers and greater control in managing offer deadlines, we recommend that you disable or do not use Auto Rollup in combination with Auto Decline/Offer Expiration. The configuration of using only Auto Decline/Offer Expiration will give you greater control of your offer process. See this article to learn how to configure Auto Decline/Offer Expiration.

Please note that with the greater flexibility to extend deadlines for families comes more manual adjustments of Auto Decline deadlines and manual movements of placements from Declined to Pending status.

Auto Decline On / Auto Rollup On

If your organization prefers a more automated process where Offer Expiration deadlines are not updated/reissued for students who miss their original deadline, then using Auto Rollup could be used in conjunction with Auto Decline.

When both Auto Rollup and Auto Decline are enabled:

When a pending offer is auto declined by the system, if the expiration Date field is NOT in the past (time remains until the deadline date), then the next waitlisted application will be rolled up to the Offered list and auto-published to families with the deadline currently assigned in the system.
- The expiration Date field should be monitored closely as the system will be publishing offers automatically upon auto decline, even if there is < 1 day remaining until the deadline.
  - Example: An offer could be auto rolled up and published to the family, who would have a very limited window of time to accept your offer.
  - Recommendation: Set the expiration Date field well into the future and the system will then use the Days field (earlier of the two) as the expiration deadline. See Best Practice below.

When a pending offer is auto declined by the system, if the expiration Date field IS IN THE PAST, then the next waitlisted application will NOT be rolled up to the Offered list as desired.
- If the expiration Date field is then updated to a future date, the Auto Rollup does NOT re-engage to move the next waitlisted application up to the offered list.
- To move the waitlisted applications into the available seats, you have 3 options:
  - For each application, use the Adjust Placement action and select Move to Offered List
  - Use the Bulk Offer button to select the number of applications to be moved to the Offered List
  - Run another lottery pool for the group of applications to be moved onto the Offered list

Recommended Best Practice: To keep the Auto Rollup from getting blocked/stopped by the Expiration Date field, set the Expiration Date for the very last day you would allow a student to accept a seat for that school year. The system will then look to the "Days After Published" field to drive the expiration timing for offers since it will always come earlier. This allows the Auto Decline > Auto Rollup to continue its automated process without requiring close monitoring of the Date field.