Communicate Lottery Results

You can communicate the lottery results to parents through emails or printed letters. At least one communication template must be in place for each communication method. You can create multiple templates based on communication needs. For example, you can create a template to communicate to parents their child was awarded a seat and create a different template to notify parents whose students were waitlisted. To access the templates, click Manage Communication Templates in the School Choice workspace tools.

You can initiate communications from the Students page or the Seated List/Waitlist page.

Students Page

In the School Choice Students section, select the Processed link to open the Students page. 

To send an email:

1. Select the Send Custom Email to Selected Students link.
2. Select an email template.
3. Choose the records you want to send an email to (Selected Only or All Found).
4. On the Preview page:
   1. You have the option to Exclude records for which this email has previously been sent.
   2. Use the arrows to preview emails to recipients.
   3. Click Send All.
5. Click Close.

To print a letter:

1. Select the Print Custom Letters for Selected Students link.
2. Select a letter template.
3. To skip previewing the letters before printing, click Skip Preview.
4. You have the option to Exclude records for which this letter has previously been printed.
5. Choose to print letters for Selected Only or All Found.
6. If you chose to preview the letters, on the Preview page:
   1. Use the arrows to preview emails to recipients.
   2. Click Print All.
7. After processing completes, click View Letters.
   1. A PDF version of the letters opens in a new browser window.
   2. Use the PDF viewer tools option to Print or Download the PDF.
   3. When finished, close the browser window.
8. Click Close.

Seated List / Waitlist Page

In the School Choice Schools section, select the school and grade level links to open the Seated List / Waitlist page.

Communication options apply to records on the Seated List (Seated) or Waitlist.

To send an email:

1. Select the Send Custom Seated / Waitlist Emails link.
2. Choose an email template.
3. Click Send Custom Seated / Waitlist Emails. 
4. On the Preview page:
   1. You have the option to Exclude records for which this email has previously been sent.
   2. Use the arrows to preview emails to recipients.
   3. Click Send All.
5. Click Close.

To print a letter:

1. Select the Print Custom Seated / Waitlist Letters link.
2. Choose a letter template.
3. To skip previewing the letters before printing, click Skip Preview.
4. You have the option to Exclude records for which this letter has previously been printed.
5. Click Print Custom Seated / Waitlist Letters.
6. If you chose to preview the letters, on the Preview page:
   1. Use the arrows to preview emails to recipients.
   2. Click Print All.
7. After processing completes, click View Letters.
   1. A PDF version of the letters opens in a new browser window.
   2. Use the PDF viewer tools option to Print or Download the PDF.
   3. When finished, close the browser window.
8. Click Close.