Overview:
Parts to the process
- ParentVUE - Parent applies
- Lottery Application Queue Screen - School office staff verifies, approves or denies applicants
- Lottery Engine Screen - Process to tumble approved applicants randomly, or based on factors such as grade or other conditions as defined by the school. Creates Placed and Waitlisted students.
Applications will be in one of these status throughout the process:
Lottery Application Queue Screen
- 1 = Pending - App is in Lottery Application Queue waiting to be Approved or Denied
- 2 = Approved - App is in Lottery Application Queue and Approved to move to Lottery Engine
- 3 = Denied - App is in Lottery Application Queue and Denied to move to Lottery Engine
Lottery Engine Screen
- 4 = Placed - App has run through Lottery Engine and student has gained placement
- 5 = Waitlist - App has run through Lottery Engine and student isi waitlisted. They may gain placement in future lottery runs, if slots open.
ParentVUE
- 6 = Parent Accepted - Parent has accepted student placement.
- 7 = Parent Declined - Parent has declined student placement OR waitlist.
ParentVUE
Parent will fill out the Online Registration (OLR) for desired Lottery and submit via ParentVUE.
NOTE: Lottery application not available for student with pending registration.
- Parent will sign in and open Online Registration.
- Select the Online Registration to complete.
- Answer all questions and submit the Online Registration.
- (Feature coming soon) Once submitted the parent can monitor the process in the Status screen.
- After the lottery run date parents can navigate to Online Registration to see status. Possible status:
- if the student is placed you will be required to 'Accept' or 'Decline' the placement within a timeframe. Schools will communicate this timeframe.
- if the student is 'Waitlisted' you will see WAITLISTED in the Status screen. If you choose to Decline you will have that option at this time.
- At this point expect more communication from the school regarding next steps.
Lottery Application Queue
Where school sees applications submitted and approves or denies applications.
- School Admin will need to review each application and 'Approve' or 'Deny' in the Lottery Queue.
- Verify that all non-MSBSD applicants (they will show up with no linked Student ID) are not past students. Use the Person Search screen to verify.
- When reviewing new students you will need to print, or get a screenshot, of their application. This is the only place to connect new students to their parents (which is the contact info). This info will be needed later, and you will not have access to it then. This will be fixed in an update.
- Verify the parent who submitted the application has Ed Rights to the student. THIS IS IMPORTANT. You will not be able to do this step after running the lottery.
- Flags may need to be reviewed/verified before an application can be 'Approved' or 'Denied'.
- If the validation is a Yes/No scenario a negative validation will result in the student not getting the advantage when the lottery is run. (Ex. Staff member children are auto accepted. Student answers yes. You validate with a No, so the student is treated as a regular applicant and not auto accepted.)
- If the validation is based on an answer in app that was answered wrong then you have to edit the app in order for the lottery to evaluate them accurately. (Ex. Question asks if student is Intensive, Resource or BSP. Student answers BSP, but you verify they are Intensive. You will need to review the application and change the answer in their application.)
- Remember to consider students who may be affected by each other. Ex) when siblings apply, if one sibling is denied the other sibling wouldn’t be verified for a Sibling Apply flag.
- Boxes at the top will show total numbers for 'Pending', 'Approved' and 'Denied'. All applications must be 'Approved' or 'Denied' prior to running the lottery.
- Schools can verify the information here as they need or they can choose to go on to Run the Lottery and place students.
TIPS:
- Filters:
- SIMPLIFYING THE GRID LAYOUT: Using the three dots at the top right of the grid, you can filter the grid columns to show only the flags you are verifying. This makes it visually easier.
- FILTERING GRID RESULTS: You can also filter by the grid headers to get a specific group of students. Ex. 9th Grade Students, SE Student Flag, etc.
- Below you see the grid colums filtered for only the SE flags and the headers filtered for applications with SE Student checked. You can see what needs verified easily.
- Person Search: When verifying students who are not at your school use review and Person Search
After Parent Acceptance - Registration Queue
When parents accept placement an application is complete and the student moves to the Registration Queue.
Process these registrations like you would an OLR enrollment registration.
- Review if necesary, then Click Find.
- Look for duplicate students, add Enter Code and FTE, then click Accept.
- Accept Options screen may appear. In this case the lottery is for Next Year and the student already has a next year enrollment record that needs dropped. If the lottery is for the current year you may need to drop their current enrollment to enroll at your school. Complete the screen as needed.
- This process only creates an enrollment record for the student. The parent will still need to complete an OLR form to attend the new school when registration opens.