All households must answer entry criteria questions on the Lottery Screening form to enter a lottery. For weighted lotteries, these answers determine the creation of additional entries.
During ranking, the participant’s entries are created and ranked.
The top-ranked participants are invited to complete/update their applications.
- Every participant must submit a Lottery Screening Form within the accepted dates.
- Weighted entries are granted based on Lottery Screening responses at the time of submission. No additional entries may be granted later in the process regardless of new criteria.
- Top-ranked participant must complete/update their application within a specified window of time to be considered. Email and SMS reminders are sent with increasing frequency as the due date approaches. There is no standard mechanism for extension.
- Staff must confirm program eligibility and entry criteria for each top-ranked participant. If the entry criteria is not verified, the weighted entry is removed and the entry with the next best rank is used.
- For initial version, all required documents to confirm entry criteria must be on the application. (not created after lottery)
Entries created from screening
top ranked
- start/complete/update application
No Application - [Request Application] Invited - Due Date Incomplete - Due Date Document Review Document Corrections - Correction Due Date Approved - Approved Date or Out-of-Date, [Request Update] (do we have reminder for this?) Declined - Declined Date
Status
Waiting to be Submitted
Waiting for Approval
Rejected
Name | Entry Criteria | Property Criteria |
|---|---|---|
Lottery Screening Forms
This process ensures the most recent lottery criteria from the participant (for example, an approved applicant may have a new household member since they submitted their approved application.
Each participant indicates they understand the terms and process of the lottery. This is recorded on the archive.
Public Lotteries will have a mix of participants with:
- no application
- an incomplete application
- an approved application
- an out-of-date application
Top-Ranked “invitations”
All top-ranked participants must complete their application in the Program’s Days to Complete in order to qualify. Provide sufficient time to avoid dealing with extension requests.
Do standard lotteries require update from approved applicants? Just don’t send request it..
Participants must enter details, staff must verify.
What about approved applications, how to give them a shorter amount of time?
How many top ranked participants are “invited” is at the digression of the organization and should be based on the opportunity (demand/desirability/cost/% of approved applicants).
Time to
Required Documents
At this time, Public House lotteries do not support req docs..
Invitation time to complete >> Do we use Response Due? Is this field on the screening config?
Standard lottery invite, do approved applicants need to update?
Applicants should be able to manually delete, do we show them the things that are out of date?
Julie
In a lottery, there is an opportunity ready to get filled, you are only considering top ranking households,
approved, we don’t clean out anything
out of date, we need updated docs and balances
incomplete - what if they didn’t finish an update a while ago??
We’ll get pushback on this
Not a way to separate cirteria. We don’t want the most recent, but we don’t want to add a ton of work. Remember unless they are standard with approved only, they will be adding in time. No where else do we need to track this as a parameter.
Araceli, Alyssa
We need the entry criteria on the lottery screening and we need staff to verify it.
You have a rank of # for the {Property} Lottery. To be further considered, {Organization} requires that you complete/update your application.
Due to the time line of the lottery, your application and required documentation must be completed by {Application Due}.
Reminder
Past Due
Your opportunity to submit your application have past. You will no longer be considered for the {Property} lottery. Due to the time line, no extensions are granted. We hope to see you in the next lottery.
The Least Commitment from the Majority
Each step of the process requires the minimum investment in the process. They enter only the amount of information to get them to them trough the step.
- Lottery Screening submitted
- Assigned to Properties
- Rank - Entries created and ranked
- Top ranks - Application complete/update invitation
- Standard numbers of days for updates.
- Criteria Verification
Applications are to meet program requirements, not primarily to collect lottery criteria details.
Public House lottery tools have been built to support lotteries in a standard way. Aspects of the system are configurable but the process is built for scale and use by many organizations to leverage a well developed system without needing to pay for it all.
Version 1 Considerations
Any required documents to confirm the entry criteria must exist on the application?
Otherwise we need to look at adding it in when they come in to check their application.
Notes
It may be that there are only a few new required docs to consider for criteria. For example, already established in the application are verification of:
- Household size
- Physical address (live in region - could easily be added for everyone)
- Employer/Occupation (Teachers, EMT, Civil)
- Employer (employed in region)
- % of Income from local employment
- Low income
Most Difficult
- Years residency
- Years employment
These are difficult to establish and require clear policy on acceptable documents for verification and continuous the documents that qualify, These approaches may favor longer term stability and discriminate against vulnerable populations.
Challenges include:
- Definitions of residency
- geographic boundary by city, postal code or county
- documentation for living with family, friends
- informal rent agreements
- free accommodations
- allowable gaps in timeline
- portion of each year
- documents - drivers licenses, bills, leases, etc.
- must be reviewed every year
- Definitions of employment
- outside employers local work
- local employers with outside work
- hour requirements
- employment portion of each year
- allowable gaps in timeline
- documents - pay stubs, taxes or w-2s
- must be reviewed every year
Less Common Criteria
- Displaced - How is this established??
- Disabled -
Note: Any added Req Docs, should be included in PDF.
Version 1 Any required document needed to verify weighted entries needs to be a part of their program. We will not be showing conditional required documents per lottery.
- A household may have specified entry criteria that is different than the application details. There situation may have changed. They will need to defend this in the application.
Everyone should go in and add/update the required docs needed. They can add but not delete? Limits?
You need to access your application and upload details to defend your criteria
Invitations
Standard lottery
Invite to complete application, do approved applicants need to update?
Weighted lottery
Do approved applicants have to go in? Can they skip it?
Or do we just need them to open and submit?
Do we need to show their criteria in the email or on the application?
Be sure you upload any details do defend that you
“Live in area: 3 or more years”
Failure to do so may affect your rank.
Verification of Criteria
Approved Applicants may need only
Options:
- If the required documents and data needed to verify the criteria are already present on the application - no application action is required. Staff should have the option to indicate this for each person. How will they know? Is it lottery level based?
Where does the entry criteria for the approved applications to create the additional entries come from?
Options:
- They fill out details on the lottery screening form
- It is pulled from Service File
- This means criteria needs to be there before
Save Priority JSON on Screening Form? What if in multiple weighted lotteries?
What if they are in two screening?
Application could look for screening campaigns and reference JSON?
At campaign member creation and service matching, copy over Priority JSON
Make sure to save to PDF archive
*Supporting multiple lottery Priority JSON > Add section for each lottery with that lottery priority points.
We aren’t populating their answers on the Service File.
Minimum Income Exemption > Service File, let them around the min income. Shouldn't rely on someone knowing. They know this when they work on service file but won't know it later on. How to track this.
You have best position is #. To be further considered, {Organization} requires that you complete/update your application.
Due to the time line of the lottery, your application and required documentation must be completed by {Application Due}.
n the lottery process, the application request is sent only to top ranking participants as deemed necessary by the staff. The application requests are sent from the Candidate Pool page when the staff clicks Request Application for a top ranking participant.
Lottery Particpants must respond by the Response Due date, and must submit their completed application by the Application Due. Failure to submit their application by the deadline will result in ineligibility and forfeit of priority.
The Application Due deadline is calculated from Days to Complete Application specified in the Program Configuration.
Email and SMS text message reminders begin automatically. The standard reminders are sent for Lottery and Waitlist.
Prospects who begin the application will receive the Application Due Reminder via email and SMS until they submit the application.
This option does not give the applicants the choice to defer. If an applicant does not complete the application by the Application Due deadline, they will be set to Ineligible and no longer considered for the Lottery.
Applicants will receive the Application Due Reminder via email and SMS until they submit the application.
Expiration: The email link does not expire. The Application Invitation expires on the Application Due date. If an applicant logs in after the Application Due date, they will see they have no active application
If your position is reached, you will receive an invitation to submit an application.
Applications must be completed within the deadline provided in the invitation.
Your application must meet all program eligibility requirements.
You will only be considered for opportunities that match your household size and financial profile.