Student Housing Lottery Number Assignment
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
When students submit their housing application (or it is submitted by an admin), they are automatically assigned a room selection lottery number. This number can be used in conjunction with time slots to determine the order in which students can select their room. Administrators can sort and reorder lottery numbers to prioritize groups of students, allowing them earlier time slots. This can be useful if your school allows certain students the privilege of first choice of rooms based on seniority, grades, or other criteria. Using the lottery feature, you can assign specific time slots to students that give them earlier access to select rooms.
Warning
You can only change lottery numbers before they have been published to students. Once a student has received their lottery number, it cannot be changed.
Default lottery numbers are assigned to students when their application is submitted, but you can change and reassign lottery numbers based on several different criteria. To set up the room selection lottery, go to the Lottery Number Assignment tab. You can access it from the applicant group summary page.
Applicant Lottery Assignment Page
To set up the room selection lottery, go to the applicant group summary page and click the Lottery Number Assignment tab. Default lottery numbers are assigned to students as they are added to the applicant roster, but you can change and reassign lottery numbers based on several different criteria.
Lottery numbers are automatically assigned when a housing application is submitted for a student, either by the student in Campus Portal or by an administrator on the Lottery Number Assignment tab.
From the Applicant Group summary page, click the Applicant group options drop-down menu and select Manage housing application and assignment.
Click the Lottery Number Assignment tab.
Select the checkbox for the applicants you want to reorder and select Reassign lottery numbers from the Options drop-down menu. The Reassign Lottery Numbers pop-up window opens.
In the Reassign Lottery Numbers pop-up window, you can:
Move the selected group of applicants to the top or bottom of the list. Just select the option you want from the Move Group of Selected Applicants to drop-down menu.
Select a sort option from the Re-sort the Selected Applicants drop-down menu. You can re-sort the selected applicants based on:
First come first serve: Sorts in the order that applicants were added to the roster.
Classification: Sorts based on seniority—fourth-year students first, then third-year, etc. Applicants with the same classification are sorted by highest GPA. Applicants with the same GPA are sorted alphabetically.
Athletics: Sorts based on participation in athletic program first. Applicants with the same classification are sorted by highest GPA. Applicants with the same GPA are sorted alphabetically.
GPA: Sorts based on applicant's GPA, highest first. Applicants with the same GPA are sorted beginning with your school’s fourth year classification. Applicants with the same classification are sorted alphabetically.
Query: Allows you to use a customized query to sort applicants and reassign lottery numbers. Jenzabar provides the default query (q_select_reassign_lottery_num); you can customize it as needed. Contact your campus support team for more information on customizing default queries.
Note
Custom queries must start with the default "q_" filename and must be stored in the Jenzabar Reports directory. This directory is set up as a part of the upgrade\installation process that defaults to C:\Jenzabar\Reports\.
Note
You cannot access InfoMaker directly from J1 Web to edit your queries. See the InfoMaker Resource Center on MyJenzabar.net, or contact your campus support team to learn more about customizing queries.
Do not re-sort: Does not change the order of the selected applicants, only moves them to top or bottom.
After you make your selection, click Update. Whichever sort option you chose, the other lottery numbers in the list are adjusted accordingly.
Change the lottery number for a single student
To change the lottery number for one student:
Click the Actions button on that student's row and select Reassign lottery number. The Reassign Lottery Number pop-up window opens.
In the Reassign Lottery Number window, you can:
Move the selected student to the top of the list.
Move the selected student to the bottom of the list.
Assign the selected student a specific lottery number.
After you make your selection, click Update. Whichever one you choose, the other lottery numbers in the list will be adjusted accordingly.
Change the lottery number for multiple students:
You can also change the lottery number for selected students.
Select the checkbox for all the students you want to reassign.
Select Reassign lottery numbers from the Options drop-down menu. The Reassign Lottery Numbers pop-up window opens.
In the Reassign Lottery Numbers window, you can:
Move the selected students to the top or bottom of the list.
Resort the list based on specific criteria, such as classification, athletic participation, or GPA.
After you make your selection, click Update. Whichever sort option you chose, the other lottery numbers in the list are adjusted accordingly.
On the Manage housing application and assignments page, click the Lottery Number Assignment tab.
Click the Actions button for the student whose application you want to submit and select Submit application. The Submit Application pop-up window opens.
Complete all required information. Required fields are indicated by a red asterisk.
Click Submit.
In the Lottery Number Assignment tab, select the checkboxes of the students you want to send an email.
Click the Options button and select Send communication from the drop-down menu. The Create New Communication drawer opens.
The Communication Type defaults to Email and the Interaction Code, Name/Description, From, To, and Contact Type fields autofill.
Enter your email subject in the Subject field.
Type your message in the Body field.
If you want to include bedroom assignment information, select the Attach the bedroom information for students who have been assigned bedrooms checkbox. The email subject and message will be the same for all recipients, but the bedroom assignment information will be specific to each student.
Click Send.
Lottery numbers are automatically assigned when an application has been submitted. If the student did not submit an application form, you may have to manually apply for them. You can do this on the Lottery Number Assignment tab using the Actions button.