Lottery: The Learner View

The Purpose of the Lottery

The lottery module is one way for administrators to create a rotation schedule in Elentra for a cohort of learners in an unbiased way.
It allows learners to rank potential rotation schedules and anonymously swap rotation schedules and/or rotations if your Elentra administrators have configured swapping stages.
- What you are able to rank or swap is dependent on how your Elentra administrators have configured the stages and rotations schedule options also known as tracks in Elentra.
The lottery module uses an algorithm to try to give the most learners their first choice of rotation schedule.

Accessing Lotteries

To access the lotteries module click on your user profile icon and select “Lotteries”. You will be directed to your Lotteries page where you will see a list of all Lotteries that have been assigned to you. You can use the Search Lotteries input field to find a specific Lottery if there are multiple in the list.
Each Lottery on this page contains the following information:
- The title of the Lottery, as set by the administrator.
- A helpful contextual alert stating the Lottery's status of each stage.
- A View Lottery button that will take you to a page where you can participate in the stage that is open, see your tentative schedule, see unassigned schedules, and see a list of links to the locations and preceptors that are associated with the lottery.

Ranking Stage

The ranking stage is the first stage in a lottery in Elentra. Click on the Participate button on the stage to participate in the stage. You will be brought to a page where you can see all of the potential rotation schedules to rank.

On this page you can filter by locations, rotations, instructors, or curriculum tags in a particular block. To use the filter click on one of the blocks and then choose which criteria to filter by.

The tracks you need to rank are listed below the filter. You can see the name of the track and the name of the rotation. The location and/or preceptor information may also be provided on the rotation booking in a track.

To rank the tracks you need to move your top choices to the top of the list. It is not mandatory to sort the entire list.

The list is always presented in ascending numerical order, with the top track choice first (Rank 1) and the least desired track choice listed at the bottom of the list. You can move the desired tracks into your preferred ranking scale in many ways. To move tracks you can do the following,

Methods for Moving Options into a Preferred Order

Drag & Drop individual tracks. Click on the icon with the 6 boxes on the track you wish to move and hold the click then drag it to the position in the list you want it to be at and release the click.
Select One or More Tracks & Move Them Together: On the left side of each track you can select the checkbox to select the track. You can select multiple tracks to move at one time in bulk. When you select the track or tracks you would like to move, then certain functions will become available to move the tracks.
- If you select just one track you can use the arrows on the track to move it up and down, the Move All to Top or Move All to Bottom button or enter the Rank Number and move it directly to that spot.
  - To use the Rank Number type in the destination rank number and then click move.
- If you select multiple tracks at once then you can use the arrows on one of the tracks to move the block of tracks up and down or use the Move All to Top or Move All to Bottom button. If there are gaps between your selections upon moving the tracks the gaps will be removed.

Click Save to save your ranked schedule preferences. You can return to this stage and update your rank preferences for as long as the Ranking stage is open.

Please note that there are no notifications in the system to tell you when a stage is open or closed. You will receive the dates and times of when stages open or close from your lottery administrators.

Swapping Stages

Swap Track Stage

After the ranking stage you will receive a tentative schedule. If your lottery administrators have set up a swapping stage then you will be able to participate in this stage to either swap your entire schedule or swap out one rotation booking for another within the same discipline in a particular block.

Navigate back to the lottery and click on participate to participate in this stage. You will be directed to a page where you can see your tentative schedule, request swaps, swap with unassigned tracks and see your swap requests.

If you are happy with your tentative schedule and do not want to participate in swapping, then you can choose to opt out of this stage by turning the toggle to on where it says “I don’t want to participate in swapping and would like to hide my tentative schedule from other learners”.

If you do want to participate in the swapping stage then you can browse other participating learner’s tentative schedules under the Available Schedules section on the My Requests tab. You can filter the tracks by clicking on the blocks and selecting the criteria you wish to filter by in the What are you looking for? Section.

Once you find a track you would like to request a swap for click on the Request Swap button on that track. This will send an anonymous request to the owner of that track. The owner of the track may accept or deny the request. Only one request can be made at a time. You can cancel a request you have made while the swapping stage is still open and make another request.

If there are tracks that remained unassigned after the ranking stage you can go to the Unassigned Tracks tab and request to swap with those tracks. You will automatically receive the swap for unassigned tracks.

To see the requests from other learners for your schedule go to the Requests for My Schedule tab. From here you can decide to accept the request or deny the request. Once you accept the request then that track will become your new tentative schedule.

You can return to this stage to participate in swapping for as long as the swapping stage is open.

Swap Rotations Stage

You may also be able to participate in a swapping stage where you are swapping rotations. This stage typically comes after the swapping of rotation schedules but may also follow the ranking stage. You may only swap rotations that are of the same discipline. For example, you can only swap a pediatrics rotation for another pediatrics rotation within the same block. The locations and preceptors can vary across these rotations.

When in the Swapping Rotation Stage you will

see your tentative schedule from the previous stages
Be able to view tags on the rotation such as whether there are residents present or it is an inpatient rotation by switching the Mode on the tentative schedule from simple mode to detail mode.
have the ability to opt out of the stage completely
turn off swapping of particular rotations from your schedule under the Options section.
be able to view the available rotations to swap under the Options section.

If you would like to remove certain rotations from being available to swap turn the Swappable toggle button to off for each rotation option card that you would like to remove. You will see a message letting you know that the block cannot be swapped.

To view available options to swap click on the View Available Options to Swap button on a rotation option card. A pop-up modal will appear and you can then view the list of available options and make your selection. You can decide to view unassigned rotations only. Unassigned rotations will immediately be applied to your schedule upon confirmation.

If there are no available options you will not see any in the list. When you are ready to send the request click on the send request button. This will send a request to the owner of the rotation booking and then they can accept or reject the request.

When you receive a request to swap it will appear below your rotation in the block where it is requested. You can cancel a request before it is accepted.