Application & Lottery : Waitlist Process

This guide provides a detailed, step-by-step process to help manage waitlisted families effectively.

Table of Contents

• Communication is Key
• Prioritize and Review
• Offer Enrollment
• Managing Waitlist Offers
• Waitlist Policy 

Communication is Key

Effective communication is crucial when managing families on the waitlist. It is vital to reach out to each family personally to inform them of their waitlist status and provide any relevant instructions or documentation. Keeping families updated throughout the process is essential, and your school should be readily available to address any questions or concerns they may have.

If your school has automated trigger emails set up for when the lottery is conducted, this can streamline the communication for families placed on the waitlist.

Admin>Settings>Trigger Emails>Application Lottery

Prioritize and Review

When processing waitlisted families, it is crucial to prioritize them based on your school's specific criteria and requirements. Factors such as the date of application, program availability, and any special circumstances should be considered. This will allow you to determine the order in which families will be offered enrollment when spots become available.

To manage this process, use the Enrollment Interest Review Report and filter to view the Waitlist.

Offer Enrollment

When spots open up, begin offering enrollment to waitlisted families. If a family originally offered a spot declines, update their status to reflect the change, ensuring that the spot becomes available for others. This involves navigating to the Enrollment Interest Review Report, filtering for Accepted families, and adjusting their status to Rejected as needed. Comments can be added to track the reason for the rejection. Be sure to update the system accordingly.

Once the status has been updated, the next screen will prompt you to save the new status.

Managing Waitlist Offers

As you extend enrollment offers to families on the waitlist, it is important to track their responses carefully. An accurate and up-to-date waitlist will ensure that spots are offered to the correct families in a timely manner.

From the Enrollment Interest Review Report, filter to view the Waitlist and search for enrollment interest applicants.

Select the first person on the waitlist, then change their status to Accepted using the dropdown menu.

You will have the option to either manually update the status, requiring you to email the family about their offer, or to use Set to Accepted and Send Reg - Online Invites, which will trigger an automatic invitation through the REG Online system if applicable.

Waitlist Policy: Lottery Non-Winner Application Status

This policy enables the automatic assignment of a designated application status for non-winners, thereby streamlining the workflow and enhancing communication following the lottery process.

To configure this policy:

1. Navigate to: Admin > Settings > Policies > Application & Lottery:
2. Set the Lottery Non-Winner Application Status for applicants who were not selected by the lottery:

This setting guarantees that applicants who are not selected in the lottery are systematically categorized for efficient processing following the lottery results.