Magnet/Special Assignment

The Magnet/Special Assignment screen is used to view a student's current and previous choice, magnet, or special placement application information. As on the School Choice Reports screen, the student's application status and other application information can be modified. This report should be viewed in the current school year before and/or after the lottery has been run.

Viewing and Modifying a Student's Application Information

1. In the Students menu, click Magnet/Special Assignment.

2. On the Search Screen, enter search criteria to locate the student and click Search.

3. In the search results, click the applicable student.

The Magnet/Special Assignment screen can also be accessed for a student by clicking the Choice link at the top of the student's record in Student Info.

Student Info

4. At the top of the screen, click Choice to view the student's choice application information, Magnet to view the student's magnet application information, or SPA to view the student's special placement application information.

The student's current and any previous applications are listed.

Column
Description
School Year Displays the school year the application was submitted for.
Choice Displays the rank the applicant gave the program. 
Applying Program Displays the application school and program title.
Status Displays the application status (Lottery Accepted, Pending Acceptance, Cancelled, Lottery No Space, or Waiting). 
Applying Gradelevel Displays the grade level the student will enter in the program. For new entries, this field will populate with the student’s grade level as of the selected school year. This field is required. 
Status Date Displays the date the status was last updated. 
End Date If applicable, enter the student’s end date in the program. 
Reason If applicable, select a reason.
Deadline Met Indicates if the application met the application deadline. 
Priority Displays the student’s priority ranking. 
Priority Overwrite To overwrite the student’s priority ranking, enter the value. 
Wait Seq If the student was waitlisted, this displays the student’s waitlist sequence designation. 
Document Click Scan, Upload, or Take Photo to add documents to the record. This field is only enabled after the row is added to the table.

Note: This is not the same as the View Files field on the School Choice Reports. That field is used to track documentation the parent submitted along with their application. 
Last Modified By Displays the user who last modified the application.
Last Modified Date Displays the date the application was last modified. 

5. Edit any of the information as needed.

The field will turn yellow to indicate a change has been made.

6. Click Save.

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.

Evaluating Placement

The Evaluate Placement screen is accessed by clicking the "View Evaluate Placement" link on the Magnet/Special Assignment screen. The Evaluate Placement screen displays any programs the student is eligible for, based on grade level, zoning, ESE restrictions, and other program restrictions that were set up in School Choice Setup. From this screen, a singular lottery can be run for the student to give them a potential placement in a program based on seats available, choice, and priority. You can then accept or cancel the student's placement.  If the student has siblings defined in the Linked Siblings logging field in the Student Info screen who are in the same school level (elementary, middle, high) as the student, the student's siblings are available for selection on the Evaluate Placement screen. The siblings can have their lotteries run together to place them into programs at the same school. In order for siblings to be placed into programs at the same school, the applying schools in common between the siblings must be ranked the same.

Evaluating Placement for One Student

1. Click View Evaluate Placement.

The Evaluate Placement screen is displayed for the application type (Choice, Magnet, SPA) that was selected on the Magnet/Special Assignment screen. All of the programs the student qualifies for are listed. Any information from the student's application, as well as information added or changed on the School Choice Reports or Magnet/Special Assignment screen, will be populated.  

If a choice application or entry has already been processed for a student, their existing Status value will display. If no application or previous entry is present, the Status will default to Waiting for all programs. In order to run an Evaluate Placement for a student, the Status must be set to Waiting. 

Evaluate Placement

Click the student's name to open the student's record in Student Info in a new tab.

Evaluate Placement

2. To change the school year being viewed, select the school year at the top-left corner of the screen and click Update.

Evaluate Placement

3. Make any edits to the fields, as needed, and click Save.

For example, if Choice entries have not been made for the desired programs, you can enter and save the student's rankings.

Press Enter after adding a value in the Choice column to navigate the cursor to the Choice column in the next row. This allows you to quickly enter Choice values for the student.

Evaluate Placement

4. To run the lottery for this student and view potential placement, click Finalize this enrollment.

The system will attempt to place the student in the highest ranked choice program where seats are available.

In order to run an evaluation, the Status for the available programs must be Waiting, and Choice entries made on the desired programs.

Evaluate Placement

The results of the lottery for the student will display in a pop-up window.

Evaluate Placement

5. Click Cancel if you do not want to proceed with accepting the student into the program. Click Accept to finalize acceptance into the program.

After clicking Accept, the seats for the program are updated. A confirmation message will display to indicate that placement was successful.

6. Click the X to close the confirmation window.

Evaluate Placement

In the Add Enrollment pop-up window, the student's Enrollment record is displayed, with a default record inserted for the school in which the student was accepted. If the student already has an enrollment record for the new school year, a new record will not be inserted.

Evaluate Placement

7. To proceed with adding the enrollment record, click into the row and press Enter to add the row. Make any changes to the enrollment record as needed, and click Save. If you do not want to proceed with adding the enrollment record, close the window without making any changes.

Evaluate Placement

8. Click the X to close the pop-up window when finished.

The Evaluate Placement screen is refreshed, and the Status is updated to Accepted for the program that was accepted. The statuses for the other programs that the student applied to are updated to Declined.

Evaluate Placement
Evaluating Placement for Siblings

In order for siblings to be placed into programs at the same school, the applying schools in common between the siblings must be ranked the same.

1. Click View Evaluate Placement.

The Evaluate Placement screen is displayed for the application type (Choice, Magnet, SPA) that was selected on the Magnet/Special Assignment screen. All of the programs the student qualifies for are listed. Any information from the student's application, as well as information added or changed on the School Choice Reports or Magnet/Special Assignment screen, will be populated.

Evaluate Placement

2. To change the school year being viewed, select the school year at the top-left corner of the screen and click Update.

Evaluate Placement

The student's linked siblings who are at the same school level as the student (elementary, middle, high) are available in the Siblings pull-down.

3. Select the Siblings with whom the lottery should be run and click Update.

Evaluate Placement

The program information for the selected sibling(s) is displayed on the screen.

If a choice application or entry has already been processed for a student, their existing Status value will display. If no application or previous entry is present, the Status will default to Waiting for all programs. In order to run an Evaluate Placement for a student, the Status must be set to Waiting. 

Notes

Click the student's name to open the student's record in Student Info in a new tab.

Notes

4. Make any edits to the application fields for any of the siblings, as needed, and click Save.

For example, if Choice entries have not been made for the desired programs, you can enter and save the student's rankings.

Press Enter after adding a value in the Choice column to navigate the cursor to the Choice column in the next row. This allows you to quickly enter Choice values for the student.

Notes

5. To run the lottery for all of the siblings and view potential placement, click Finalize All Enrollments at the top of the screen.

The system will attempt to place the students in the highest ranked choice program where seats are available. If no seats are available to place all siblings at the same school, none of the siblings will be placed.

In order to run an evaluation, the Status for the available programs must be Waiting, and Choice entries made on the desired programs.

Notes

The results of the lottery for the siblings will display in a pop-up window.

Evaluate Placement

6. Click Cancel if you do not want to proceed with accepting the students into the programs. Click Accept to finalize acceptances into the programs.

After clicking Accept, the seats for the programs are updated. A confirmation message will display to indicate that placement was successful.

7. Click the X to close the confirmation window.

Evaluate Placement

In the Add Enrollment pop-up window, the first student's Enrollment record is displayed, with a default record inserted for the school in which the student was accepted. If the student already has an enrollment record for the new school year, a new record will not be inserted.

Evaluate Placement

8. To proceed with adding the enrollment record, click into the row and press Enter to add the row. Make any changes to the enrollment record as needed, and click Save. If you do not want to proceed with adding the enrollment record, close the window without making any changes, or click the next arrow to proceed to the next sibling's enrollment record.

Notes

9. Click the next arrow to view the enrollment record for the next sibling. Repeat step 8 to add the enrollment record for the student.

Notes

10. Click the X to close the pop-up window when finished.

The Evaluate Placement screen is refreshed, and the Status is updated to Accepted for the program that was accepted for the student. The statuses for the other programs that the student applied to are updated to Declined.

Notes