Adding post-lottery applications to your lottery list in date submitted order

Learn two options for adding post-lottery applications in date submitted order.

What's included in this article?

• Option 1: Auto-add setting + mark applications as eligible in Date Submitted order
• Option 2: Run a second lottery pool to move post-lottery applications to the lottery list in date submitted order

In your SchoolMint legacy enrollment system, all "Post Enrollment" type applications were automatically added by the system to the lottery list in date submitted order (with a choice of honoring or ignoring priorities). Enroll does not have this same default system behavior.

In Enroll, there are two options to add post-lottery applications to the lottery list in date submitted order.

Option 1: Enable the the post-lottery setting “Auto-add eligible applications to lottery list after initial lottery is run setting" + mark applications as eligible one at a time in order of Date Submitted

The post-lottery setting below may be enabled:

• at the Global level for all programs under Settings > Manage Lotteries > Lottery Settings, or
• at the Program level under Settings > Schools/Programs > Programs > edit > Lottery Settings

When "Auto-add eligible applications to lottery list after initial lottery is run" setting is enabled:

• Applications will be added to the lottery list in the order that they are marked as eligible by an admin. Admins should mark them as eligible one at a time in date submitted order
  • IMPORTANT NOTE: When applications are marked as eligible IN BULK, applications are added to the lottery list in the order of Application ID lowest to highest. Application ID is generated when an application is started and will not keep your applications in Date Submitted order
  • To maintain control and determine the order that applications are added to the lottery list using the Auto-Add setting, applications should be marked as eligible one at a time in the order they should be placed on the lottery list (i.e Date Submitted order).
• Applications will go to the offered list if seats are available to be filled, and the waiting list if there is are no seats available on the offered list.
• If using Auto-Add + Always Keep Lottery Lists Grouped by Lottery Design
  • Applications will be inserted into the proper sub-lottery of the list, but behind applications that were run in the initial lottery and in date submitted order. Read this article for exceptions to this placement behavior.
  • The setting: "Always Keep Lottery Lists Grouped by Lottery Design" must be enabled by SchoolMint. Please reach out to your Customer Experience Manager or Technical Support with any questions or to enable/disable this setting.
• If only using the Auto-Add setting (not "Always Keep Lottery Lists grouped by Lottery Design")
  • Each auto-added application will be added to the very end of the lottery list in the order it is marked as eligible

Recommendation: Create a Saved View to manage your applications in Date Submitted order.

 

Option 2: Run a second lottery pool to move post-lottery applications to the lottery list in date submitted order.

• This second lottery pool will "create a copy" of the existing lottery list and add any newly eligible post-lottery applications to the list in date submitted order 

Steps:

1. Confirm that the post-lottery setting “Auto-add eligible applications to lottery list after initial lottery is run setting" is OFF: 
   • at the Global level (under Settings > Lottery > Lottery Settings > Post-Lottery) 
   • or by Program (under Settings > Schools/Programs > Manage Programs > Edit Pencil > Lottery Settings tab > Post Lottery)
2. Mark post-lottery applications as eligible (individually or in bulk) so they can be included in a second lottery pool 
3. From the Lottery Dashboard page, click the `Run New Lottery` button to configure your settings for this second lottery pool as seen below

4. Select a Date Range that encompasses the submitted dates for ONLY the post-lottery applications

5. Select the Sorting method:

• Date Submitted (No Priority Groups) - this is the legacy system's equivalent of ignoring priorities on post-lottery applications. Post-lottery applications will be added to the waiting list in date submitted order AFTER ALL applications that were run in the initial lottery. 
• Date Submitted (Within Priority Groups) - this is the legacy system's equivalent of honoring priorities on post-lottery applications. The post-lottery applications are added in date submitted order after the applications from the initial lottery within each sub-lottery. Exceptions are explained in this article.

7. Enable the Merge Waitlist setting to create one list that includes both the original and post-lottery applications> "Merge new applications into existing priority groups" = ON

8. Enable "Save Waiting List": Waiting lists will be saved after cutoff is reached = ON

9. Add the same Programs and Grades as were included in your initial lottery pool

10. Select your Placement Order, click Run Lottery for Selected Programs

• Type in RUN LOTTERY to confirm

11. From the Lottery Dashboard page, click View to review your lottery list results before publishing to ensure the list is order as desired

• You can publish the entire Lottery Run at once or by Grade. This Help Article provides an in depth look at Lottery Publishing in Enroll 

As always, test, test, test in your Sandbox site before taking actions in production!