Lottery Publishing

Learn how to publish lottery results to families

What's included in this article?

• Publishing lottery results
• What does each publishing status mean?
• When would a previously "Yes" published lottery run change to "Partially"?
• Where can families find their lottery placement notification?
• Where can admins confirm that lottery placement notifications were sent?

Publishing lottery results

The results of a lottery run will never be sent to families until you choose to publish the lottery. We recommend that your internal process includes time for your team to review and confirm lottery placements before publishing to families.

When the lottery is published, each individual lottery result is published one at a time. Notifications (emails, texts, and guardian message center notifications) are sent only after the lottery is published.

Publishing can be done by program lottery list or by grade within a lottery list:

• the “Publish Lottery Run” button will notify families across all grades included in the program lottery list
• the "Publish by Grade" button will notify families for a specific grade at a program
  • the "Bulk Offer" button is also available by grade, by program above the waiting list if seats are available on the offered list

Publishing can also be done in bulk by selecting the Bulk Actions option after choosing which program lottery lists to publish at the same time:

 

What does each publishing status mean on the Lottery Dashboard?

The published status for each lottery run is located in the Published column on the Lottery Dashboard page.

Published Status	Description
In Progress	Publishing is still taking place; the system is in the process of notifying families, but not yet complete.
Yes	All families included in the program lottery list have been notified of their lottery placement via email/text.
Partially	When a post-lottery application is added to the lottery list and needs to be published to families (via a subsequent lottery pool or via the setting: auto-add eligible applications post-lottery). OR Not all grades have been published for the program lottery list.
No	A lottery was run, but families have not been notified of their lottery placement.
Empty	There were no applications for the program(s) selected when the lottery run took place.

When would a previously "Yes" published lottery run change to "Partially"?

     When do I need to click "Publish" again?

1. If a subsequent (a second, third, etc.) lottery pool is run, you must click one of the "Publish" buttons to send notifications:
   • applications on the offered list that have already been published will remain published
   • applications that have been newly added to the offered list will NOT be published until you click "Publish"
2. If using the post-lottery setting: Auto-add eligible applications to lottery list after initial lottery is run, you must click one of the "Publish" buttons to send out the notification

Where can families find their lottery placement notification?

• Guardians will receive an email and/or text notification in their personal email/text Inbox
  • per the communication preference selected when creating their Family Account
• In the family's Message Center located on the Guardian Dashboard

Where can admins confirm that lottery placement notifications were sent?

1) From within a student's application, you can confirm that a notification was sent by viewing the Application Change History and the Application Communications Log.

Application Change History

Application Communications Log

2) Include these notification fields as columns in a Saved View for your Lottery List: this article will show you how!

• lottery_ranking.notifed: 1 = a notification was sent, 0 = a notification has NOT been sent yet
• lottery_ranking.notified_offered: 1 = the offer notification was sent, 0 = the offer notification has NOT been sent yet
• lottery_ranking.timestamp_notified: date/time initial lottery notification was sent (for waitlist placements and offered placements)
• lottery_ranking.timestamp_notified_offered: date/time offer notification was sent