School Choice Reports

School Choice Reports should be viewed in the application year; for example, for applications for the 2020-2021 school year, be sure 2020-2021 is selected at the top-right of the screen.

Viewing the Student List Tabs and Verifying Application Information

The Student List tabs are used to view students' application information, including whether deadlines and requirements have been met, and to view the students' application status. Custom field information on the application can also be verified on this screen.

1. In the Setup menu, click School Choice Reports.

There are three student list tabs, one for each application type.

2. Click Magnet Student List, SPA Student List, or Choice Student List, depending on the application type you want to view.

School Choice Reports - Google Chrome

3. In the Select Programs pull-down, select the programs to view. One or multiple can be selected.

4. Select Requires Verification to view only those students who have information that requires verification.

5. Click Load Report.

The students who applied to the selected programs are listed. The first several columns display information from the application.

Column
Description
Name Displays the student associated with the application.
Student ID Displays the student’s ID.
Submitted by Displays the name of who filled out the application, typically the parent.
Submitted Date Displays the date the application was submitted. 
Zoned School Displays the school the student is zoned for (value derived from Zoned School on Enrollment record).
Current School Displays the student’s current school.
Current Program Displays the student’s current program, if applicable.
Current Grade Level Displays the student’s current grade level.
Applying School Displays the school the student applied to.
Applying Program Displays the program the student applied to.
Projected Grade Level Displays the grade level the student will enter.
Next Year Zoned School Displays the school the student is zoned for next school year.
Choice Displays the rank the student gave to the program on the application.
Priority Displays the student’s priority amongst the other applicants, as determined by priority charts set up in School Choice Setup.

A value of -1 indicates a “regular” applicant; the student did not meet any of the criteria for priority rankings (military family, district employee, etc).

Address Displays the student's address
Amer. Indian/Alaska Native, Asian, Black/African Amer., Native Hawaiian/ Pacific Is., White, Hispanic/Latino
Displays a Y or N for the student's race/ethnicity. 

6. To overwrite the priority ranking, enter a value in the Priority Overwrite field.

School Choice Reports - Google Chrome

7. Select the Deadline Met check box to indicate the student's application was received prior to the deadline.

The selection is auto-saved.

School Choice Reports - Google Chrome

8. Select the Course Reqs. Met check box to indicate the student has met the course requirements for the program.

The Course Reqs. Met check box will be automatically selected if Focus is able to determine the student has met the course requirements for the program.

School Choice Reports - Google Chrome

The Tour/Audition Met column will display a check mark if the student has completed the required tour/audition for the program as documented in Setup > Tours and Auditions. If the requirement was not met, the column will be empty. A red X indicates there was no tour/audition requirement for the program.

School Choice Reports - Google Chrome

9. To verify that the student's listed siblings attend the program, click the icon in the Verify Siblings column.

The Verify Siblings pop-up window displays the siblings listed on the application. Focus will display students found at the same address as the applicant student.

10. To manually search for the student's siblings, click the Students in Applying School pull-down and search for and select the sibling.

11. Click Verify or Deny at bottom of the window.

A green check mark will display in the Verify Siblings column if the siblings were verified, and a red X will display if the siblings were not verified or if no siblings were included on the application.

12. Each of the custom fields included on the application can be verified by selecting the applicable check box.

If the custom field was associated with a priority qualifier option, verifying the field will update the student's Priority ranking. If the field is not verified, the student will not receive the higher priority when the lottery is run.

The Status column displays "Waiting" by default. After the lottery is run, the Status column updates to Accepted, Declined, or Waitlisted. If the preference "Use Pending Acceptance Status Type" is enabled for the application, the "Pending Acceptance" option is also available. If the student is waitlisted, their position in the list is displayed in the Waitlist column. The student will remain in the applicant pool for subsequent lottery runs unless the parent accepts an offered seat for one of their other choices. The Status and Waitlist number can be manually modified at the district's discretion. The Status Date indicates the date and time the status on the application was changed.

13. If desired, select a Reason.

14. Enter any Notes related to the verification process.

School Choice Reports - Google Chrome

15. To view any files uploaded to the application, click the icon in the View Files column.

A green check mark will display next to the file icon if there are any files that were uploaded.

16. Click the file to download the file for viewing.

Additional files can be added to the application in the Uploaded Files window as needed.

17. Click Close when finished.

18. To email the parent, click the icon in the Email Parent column.

School Choice Reports - Google Chrome

An email to the parent's email address contained in Focus is opened in your default email client.

The last two columns of the report, Last Updated Date/Time and Last Updated By, display the date and time when the application was last updated and the user who updated it.

School Choice Reports - Google Chrome

Values on the report can be mass updated by clicking the Mass Update button, selecting the Column and Value to update, clicking Update, and then clicking Save.

School Choice Reports - Google Chrome
Refreshing Choice Data

A student’s priority ranking is calculated upon application submission. The assigned Priority value will greatly affect the student’s chance at winning a seat via the lottery process. While some Priority values are assigned via verification, other are calculated based upon Student Information, which can change over time (e.g. Zoned School, Primary Address, SocioEconomic Status etc.). The Refresh Choice Data function allows you to recalculate all students' priority values to ensure they are accurate.

1. From the report in the Magnet Student List, SPA Student List, or Choice Student List, click Refresh Choice Data.

School Choice Reports - Google Chrome

Refreshing School Choice data will recalculate the priorities of all applications with submitted values for the school year selected in the top-right, as well as perform additional School Choice cleanup operations.

2. In the pop-up window, click Yes.

Depending upon the number of school choice applications, the process can take several minutes to complete. A status bar will appear when the function is running.

When the process is complete, the School Choice Reports will reload.

Viewing the Program Report

The Program Report tab displays a breakdown of available seats for each program at any given school. The Program Report is a helpful  once seat counts have been added to programs, and the rollover data process has been completed.

1. In the Setup menu, click School Choice Reports.

2. Click the Program Report tab.

School Choice Reports - Google Chrome

The school, program title, and program category are displayed. For each grade level, the total seats available (T), the rollover students accounted for (R), the new students enrolled (N), and number of available seats (A) are listed.