Lottery Publishing for Auto-Rollup and Auto-Add Eligible Applications Post-Lottery

Learn how publishing works when using the lottery settings: Auto-Rollup or Auto-Add Eligible Applications Post-Lottery

What's included in this article:

• Publishing when the auto-rollup setting is enabled
• Publishing when the auto-add setting is enabled
• How to confirm a notification has been sent

The Enroll system handles lottery publishing differently for each of the lottery settings below. Note: these lottery settings may be enabled at either the Global or Program level.

• Auto-rollup applications from waiting list to offered list (when another application offered list is declined)
• Auto-add eligible applications to lottery list after initial lottery is run

Publishing when the auto-rollup setting is enabled

This setting activates when an offered list placement is declined (by the guardian, admin, or system auto-decline). It automatically moves the first student from the waitlist onto the offered list. When this automated movement happens, the new placement is automatically published and notifications are sent to the student's guardian(s).

No further admin action is required to notify families.

Publishing when the auto-add setting is enabled

This setting moves a post-lottery application to the lottery list once an admin marks it as eligible (note: marking a post-lottery application as eligible should only be done one application at a time, not in bulk).

If the lottery list has been published, the placement of the auto-added application is NOT automatically published and no notifications are sent. This allows time to review and confirm where the auto-added application lands on the lottery list before publishing the result to the family.

The Lottery Dashboard column "Published" will change from "Yes" to "Partially" to indicate that action is needed.

To re-publish the lottery list, select either the "Publish Lottery Run" button or the "Publish by Grade" button. Families who already have a published lottery placement will NOT receive a new email/text during this publishing action; only newly added placements will receive notifications.

How to confirm a notification has been 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