Application and Lottery
      Back to home
      1. Help Center
      2. Online Student Registration
      3. Application and Lottery

      Application & Lottery/Setup Process & Policies /Video

      Application & Lottery is a paid addition to our current Enrollment Interest Forms and REG-Online features. This module will allow schools to run a lottery to submit a limited number of applicants from their pool, using customizable rules.

      If you are interested in purchasing this product please reach out to School Pathways,  this is a premium addon module.

      This module is built to run on top of the Enrollment Interest Report and will enable schools to include options such as pre-qualifying students based on their currently enrolled siblings or if they are a child of a teacher or staff member of the school. Lottery winners will be pushed to REG-Online, and the rest have the option to be pushed to an ordered Wait List.

       

      There are 3 places to update for the school year you want to appear on enrollment interest from:

      1. Be sure to have the new school year added to your "school years"
      2. Add what school year you want to show on your enrollment interest form under page policies "page policy public/registration/enrollment_interest.php".
      3. Under student registration be sure to show the upcoming school year as well "Admin/reports/enrollment_interest_report.php"

       

      Step 1: Define Users

      Staff who will be working with App & Lottery also will need the "Lottery Administrator" Permission Group added to their profile  

      Go to Admin > Settings > Security > Security 

      Click Define Users

      Add Lottery Administrator to who needs access

       

      Step 2: School Policies

      School Policy Added (Admin > Settings > Policy > Online Registration

      Be sure to go through all policies in this section, and read all the policies: There is one policy where you can send a notification to the families who fill out an enrollment interest form, (you must set up the trigger email for this if you have this policy on)

       

      This Policy Is very Important:

      Policy #33: that will add checkboxes to the Enrollment Interest Form asking if the applicant currently has a sibling enrolled or is a child of a teacher or staff member to work with this pre-qualification.


      • Schools can also choose to limit the number of winning applicants based on Grade level or City to match what their school policies and capacity can work with.
      • Students that win the lottery will then be given the option to be sent to the Online Registration module if the school has this enabled. 

       Step 3: Set Policies

      Admin > Settings > Policies

      Student Registration

      Policy Numbers 23-26 (all others are for Reg online) Please double check the numbers yours might be a tad different

      Policies/Settings/Reports



      		 Maximum available slots for students
                                                                                                  		 This let's the lottery know how many to push as accepted, and how many should be waitlisted
        Auto approve for siblings and students of staff

      If enabled, students who qualify are pre-selected before the lottery is run.
       

      Approve additional siblings if one sibling wins

      If enabled, students who qualify are selected at the same time as their siblings.
       

      Set limits on number or % of winners based on factors within the student record

      Factors to limit by:

      • Gradelevel

      • City
       

      Enable questions on Enrollment Interest form for Siblings and Staff Children

      		 When enabled, a checkbox for this question will appear on the Enrollment Interest form

       

      Push winners to REG-Online

      When enabled, students who are selected via the lottery are sent to REG-Online automatically.

      Add losers to ordered Waitlist

      When enabled, students who are not selected by the lottery are added to a waitlist. This waitlist should be ordered for the school to see who the next eligible student should be if a space opens up

      COMING SOON Allow for option to Live stream winning results shown with applicant ID

      COMING SOON This option provides a webpage that allows viewers to see the results of the lottery using lottery #'s to identify the students.

      Review unverified sibling and staff student claims, and accept or reject them

      If an applicant claims to be a sibling of a current student or a child of a teacher/staff member, there should be a place where schools can check this claim and approve or reject it.

      View ordered wait list and push students to REG-Online

      Administrators should be able to see a waitlist in an order to show which student should next be submitted if a spot opens up.

      Run supplemental lottery

      If a lottery is run, a supplemental lottery can be run and people can be added to the end of the ordered waitlist in the order of the lottery results.

      Notifications

      Email notifications should be sent to the applicants with the following results:

      • Form submitted

      • Lottery Completed - with results

      This should be a customizable message for both cases (also customized for win and wait list)

       Coming out at a later date:

      Configure colors and font

      Users should be able to configure the following:

      • Font

      • Header/Footer Color

      • BG Color

      • Font Color

      Coming at a Later Date: Set Introduction Text

      Users should be given limited HTML editor capabilities to set an introductory text for the top of the page. The current text should be provided by default.

      Coming at a Later Date:Add/Remove Questions

      Users should be able to add and remove questions on the form. The set of questions is limited to the current set on the form.

      Coming at a Later Date: Set Footer Text

      Users should be given limited HTML editor capabilities to set text for the footer of the page. The current text should be provided by default.

      Coming at a Later Date: Preview Page

      Users should be able to preview the page to see what their applicants will see.

       

      Coming at a Later Date: Query Page

      Users should be able to enter their submission ID to see a status of their student's application.

      Previous Lotteries

      Users should be able to see a full list of previous lotteries, with an overview of the lottery settings.

      View/Export Results

      Users should be able to see a list of which applicants were accepted into the lottery and which were waitlisted (or left unaddressed). This should also be exportable to a CSV file.

      Rollback Results

      In case of an error, users should be able to "roll back" a lottery, and have the status of all applicants be what they were before the lottery was run.

      Step 4: Configure Enrollment Interest Form

      Reports > Students > Enrollment Interest Report

      Click on the Configure Enrollment Interest Form 

      Click Save Settings once Completed

      The other three tabs on this page are not part of the set-up, they are used later once the process has started to gather information.

      Set Up Trigger Emails

      Admin>Settings>Trigger Email

      Application & Lottery (3 in this section)

      • Winner
      • Non - Winner
      • Waitlist

      REG - Online (1 in this section)

      •  Click in status section to Enable 
      • Click Edit Body Of Trigger Email to edit
      • This Trigger email will go out automatically once the Enrollment Interest form is filled out

      To view who filled out interest form:

      Reports>Students>Enrollment Interest Report

      Step 5: Manage Pre Qualification Request Section:

      Pre Qualification Set Up User Guide Click Here

      Step 6: How to Run the Lottery

      Prior to Running the lottery be sure your TRIGGER EMAILS are set set up for

      winner , non winner, and waitlist

      Scroll down in the user guide,to see how to set up Trigger Emails

      • Admin > Student Info > Enrollment Interest Reports
      • Place a mark in the box next to each student that should be included in the lottery
      • Click Run Lottery

       

      Be Sure the Following Sections are Complete Prior to Running the Lottery:

      1. Application Lottery Settings Review

      2. PreQual Settings

      App & Lottery Pre-Qualification Settings User Guide

      3. Trigger Emails Set Up

      Admin > Settings > Trigger Email

      Emails can be sent out to the families once the process is complete, to let the families know if their student has won a spot in the lottery. You need to set up the Trigger Emails as part of the Setup Process.

      This section is used to send automated emails to the families based of of what type of letters your school desires to send.  

      This should be done during setup

       

      Link to the User Guide for Parents

      Reg -Online Household Info

       

      School Enrollment Interest Form View from the Families Side

      This is what your families will fill out if they are interested in attending your school. 

      The link for this is sent from your School, the link comes from the Enrollment Interest Form Setup as shown above. (URL LINK) Copy and Paste this in the body of a Trigger Email.