Step by step lottery process

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Step 1

ASD Communications Department announces lottery dates to the community defining the application window, the lottery and parent notification dates.

 

Step 2

New applications are submitted through the lottery website. Parents will log-in using their existing Zangle ParentConnect PIN & password. Parents not on Zangle ParentConnect have the ability to create their own online lottery account.

 

Step 3

Each school/program will review new applications that have been submitted for accuracy and to determine if applicants have a sibling or area preference.

  • Errors
    If inaccuracies within the application are found upon review, the parent is notified to make the necessary corrections.
  • Sibling preference
    Sibling preference is granted to those with a sibling currently enrolled in that specific school or program. To qualify for a preference, the enrolled student must still be in the program at the time the sibling would enter. For the K-12 language immersion programs, a sibling preference is granted so long as the enrolled student will still be enrolled at any level of the program (elementary, middle or high) regardless of the entrance level of the sibling.
  • Area preference
    Area preference is given to students who live in the attendance area for a neighborhood school and who wish to enroll in that school’s alternative program. If a student has sibling or attendance area preference, their name will be grouped with other preference students in the same grade level according to board policy.

 

Step 4

Students with approved applications are placed into the school/program applicant pool.

 

Step 5

The lottery application window closes per the dates announced by the superintendent and published by the ASD Communications Department.

 

Step 6

The Instructional Division Executive Directors (IDED) will then run the lottery according to board policy 322.3.

 

Step 7

The lottery system adds new applicants to each programs’ existing wait list from previous lotteries. This placement data is then verified by ASD administrators.

 

Flow chart of the online lottery process

Online lottery process

 

Step 8

Five school days after the lottery has been run, parents will receive automatic system notification of placement results via email or phone communication. At this time, parents can also log into their lottery account to view placement data.

 

Step 9

Two placement categories are created: “Accepted” or “Wait List”

  • If “Accepted,” the parent has the ability to accept or decline entrance in the program.
  • If “Wait List,” the student is placed onto the program-specific wait list.

 

Step 10

A parent of an “Accepted” student must do the following

  • If the program is desired, the parent must accept placement within two school days of notification.  Additionally, the parent must call the school within 5 days of accepting to commence the registration process. 
  • If the program is declined or if the parent fails to accept within two school days of notification, the student is removed from the “Accepted” list. The next student on the “Wait List” will then be notified of his/her acceptance.

 

Step 11

A parent of a “Wait List” student will be notified by automatic communication and will be asked to confirm if they want their child to remain on the school/program wait list.

  • If yes, the student will then remain on the wait list for the next lottery event.
  • If no, the student will be removed from the program wait list.

 

Step 12

Parents of a “Wait List” student who fail to confirm their desire to remain on the wait list are subject to board policy 322.3f which allows Instructional Division Executive Directors to remove that student from the school/program wait list.

 

 

Understanding the wait list

The following is a simplified example version of the wait list for each grade:

 

Grade Five
NumberStudent nameLottery datePreferenceSex
1 John Aug. 10, 2009 None
2 Kelly March 30, 2010  Attendance area 
3 Dawn  March 30, 2010  Sibling 
4 Carlos  March 30, 2010 None 
5 Harold Aug. 12, 2010 Sibling M
6 Frank Aug. 12, 2010 Sibling M
7 Mary Aug. 12, 2010 None F
8 Shawna Aug. 12, 2010 None F
9 Ted Aug. 12, 2010 None M

 

Assume Harold, who is in the lottery for grade 5, also has a sister, Sarah, in the lottery for grade 1. Harold and Sarah have sibling preference because their brother is already enrolled in the same alternative program. Once the drawing is complete for grade 5, Sarah’s name would be pulled from the grade 1 lottery pile. She would be immediately entered on the grade 1 wait list. Her name would be placed after students who were entered on the list during the March 30, 2010 lottery but she would be the first grade 1 student for the August 12, 2010 lottery:

 

Grade One
NumberStudent nameLottery datePreferenceSex
1 Max Aug. 10, 2009 None
2 Kevin March 30, 2010  Attendance area 
3 Amber March 30, 2010  Sibling 
4 Paul  March 30, 2010 None 
5 Sarah Aug. 12, 2010 Sibling F

 

If Frank, who was drawn after Harold in grade 5, also has a sibling in the grade 1 lottery, Frank’s sibling would be placed immediately after Sarah on the grade 1 list. Both Sarah and Frank’s sibling would be placed above the current lottery applicants for grade 1 whose names have yet to be drawn.

 

At the end of each school year, the wait list becomes the list for the next higher grade. For example, the wait list for grade 4 during the 2010-11 school year will become the wait list for grade 5 for the 2011-12 school year.

 

Preempting the Lottery Process

The lottery process may be preempted for the following reasons:

  1. Grade level balance
  2. Documented hardship (extenuating circumstances, medical, safety, psychological, or curriculum considerations)
  3. Gender balance

All preemptions require advance approval of the appropriate Instructional Division Senior Director.

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