Programs

Learn how programs are configured and used in Enroll.

What's included in this article?

• What is a Program?
• Create a Program
  • Program Eligibility
  • Application Settings
  • Bulk Update Application Settings
  • Lottery Settings
  • Bulk Update Lottery Settings

What is a Program?

A program refers to the educational program offering that students apply to and where lotteries are run in Enroll (e.g. Choice, Magnet, IB, STEM, etc.). A school may have one program, or many programs, that are available to families at each school.

• Reminder: Programs are what students apply to; schools are where students register/enroll.

Create a Program

To create a program, navigate to Settings > Schools/Programs > Manage Programs. 

The Program Information tab is where general information about the Program is stored.

• School Name: select from the dropdown list of schools in your site
• Program Name: can be the same name of your school if you only have one program for all applicants
• Program Abbreviation: optional field that is displayed on the Manage Programs page
• Program Category: select from the dropdown list of program categories in your site
• Sync Connection: 
• Program Enabled: select this if the program will accept applications
• Seat Tracker Settings: If using Seat Tracker, click "Seat Availability: Guardian View" to configure what seat information is shown to families applying to this program
• Content Snippet & Translations: Create a description of the program that will be visible to families when selecting programs in the application (400 character limit).

Click "Save Program" to create the program and navigate across to each tab to configure other Program Settings.

Program Eligibility

If your program requires that a student meet specific criteria to be eligible to apply, you will attach your eligibility rule using the dropdown menu. Eligibility Rules are created under Settings > Custom Data > Eligibility Rules/Restrictions.

• If a rule is in place for a program and the student does not meet your criteria to apply, the program will not be available on the application for selection.

Application Settings

• Program Grades: Select all grades that exist for this program (including those that may not be accepting applications). 
  • The selected program grades will also be displayed in SchoolFinder (if SchoolFinder is purchased/in use).
• Application Dates: Select “System Default” to use the global system settings or “Program Specific” to use application Start and End dates specific to this program.
• Grades Open for Applications: The grades that are accepting applications for this program. Guardians applying to the grades selected here will be able to choose this program when applying (if they are applying to any unselected grades, the program will not be available). Open for Application Grade selections can be changed as the application season progresses if you need to stop accepting applications for specific grades.
  • Note: The Grades Open for Applications selections will remain after the annual rollover process. Be sure to verify that you have the appropriate grades open for applications at the start of each season.
• Application Form: Select the application form that students will complete to apply to this program. Application forms are created under Settings > Forms > Applications.
• Show Eligibility Status: Enable if you would like the Guardian Dashboard to display the Eligibility status on the Application card (In Processing, Eligible, Ineligible).
• Notifications to Guardians: Notification templates are located under Settings > Content/Letters > Email and Text Templates and should be reviewed/customized per your process.

• Application Submitted: use the dropdown menu to select which template will be sent to guardians upon submitting the application.
  • Note: if no template is selected here, the system will still send out the Application Complete email.
• Application Status Change: use the dropdown menu to select the template (Application Eligibility Status Change - Parent Notification) to be sent when there is a change to the application eligibility status (In Processing, Eligible, Ineligible).
• Notifications to Admins: Enter admin email addresses (comma separated) to be notified when an application is submitted.

Bulk Update Application Settings

Application Settings for a group of programs may be updated via Bulk Action on the Manage Programs page.

• Select the Programs that will be bulk updated and choose "Set Application Settings". 

• A modal will display with the settings available to be bulk updated.
• Click “Change Settings” next to each container/section where you want to make updates.
• For settings that do not require updates, leave the container/section closed.
  • Leaving the container/section open with no options selected will set those settings for all selected programs as unselected.
• Click “Update Programs” to save your changes.

Lottery Settings

Primary Settings

• Lottery Design: select from the designs created under Settings > Manage Lotteries > Lottery Designs
• Lottery Group Design: if using Lottery Groups, select from the design created under Settings > Manage Lotteries > Lottery Group Designs
  • If you are not using Lottery Groups, General Lottery will be displayed as the default value.

Accept/Decline Placement

• Allow guardians to accept/decline placements from Guardian Dashboard: Choose whether to allow guardians to accept/decline seats from the Guardian Dashboard.

Lottery Notifications to Guardians

• Accepted Placement Notification: Confirmation sent when a family accepts a placement offer.
• Declined Placement Notification: Confirmation sent when a family declines a placement offer.
• Offered Placement Notification: Message sent when a seat is offered as a result of the lottery.
  • Note: if no template is selected here, the system will send out: Lottery Results - Offered
• Waiting List Notification: Message sent about placement on a waiting list as a result of the lottery.
  • Note: if no template is selected here, the system will send out: Lottery Results - Waiting List
• OR you have the option to enable a Consolidated Lottery Results Email that uses the template: "Lottery Placement Email Consolidated - Sent to All Students Placed" - this option can be enabled by SchoolMint staff to replace the separate Lottery Results - Offered and Lottery Results - Waiting List email options

Show Lottery Results on Guardian Dashboard: Choose to show lottery results on the Guardian Dashboard.

Show Waiting List Number on Guardian Dashboard: Choose to show the waiting list number on the Guardian Dashboard

Lottery Notification to Admins: Enter admin email addresses (comma separated) to be notified when an offer is accepted or declined for this program.

Lottery Readiness Check: This allows you to configure the elements of the lottery to be displayed in the lottery readiness check.

Auto-Decline Published Offer

• Auto-decline a student's other applications on Offered Lists once a seat is accepted: choose to auto-decline a student’s other program applications that are on offered lists once they accept an offer in this program.
• Global Lottery Settings: global offer expiration settings that impact all programs. This auto-declines an offer if it is not accepted within a specified timeframe/date. Configured globally under Settings > Manage Lotteries > Lottery Settings > Global 
• Custom: offer expiration settings are configured for this program only
• Off: not using offer expiration at this program

Auto-Decline/Offer Expiration Accepted Seat 

• Global Lottery Settings: global offer expiration settings that impact all programs. This auto-declines an offer if the Registration is not submitted within a specified timeframe/date. Configured under Settings > Manage Lotteries > Lottery Settings > Global 
• Custom: offer expiration settings are configured for this program only
• Off: not using offer expiration at this program

Waiting List

Auto-roll up applications from waiting list to offered list (when another application on offered list is declined): automated action by the system to move a student from the top of the waiting list to the offered list (and notification sent to family) when an offered seat is declined, thereby filling the open seat.

Post Lottery 

Auto-add eligible applications to the lottery list after the initial lottery is run

General

Place Multiples Together: this setting is configured on the global lottery setting page, but may be turned off for a program if they do not want to place multiples sequentially in the lottery for this program.

Bulk Update Lottery Settings

Lottery Settings for a group of programs may be updated via Bulk Action on the Manage Programs page.

• Select the Programs that will be bulk updated and choose "Set Lottery Settings" from the dropdown menu
• A modal will display with the settings available to be bulk updated.
• Click “Change Settings” next to each container/section where you want to make updates.
• For settings that do not require updates, leave the container/section closed.
• Click “Update Programs” to save your changes.