1. 12twenty Support
  2. Career Services Management (CSM)
  3. OCI/Interviews

OCI with Lottery

Updated

On-Campus Interviews (OCI) on 12twenty supports a full lottery selection for applicants.

Lottery configuration requires a separate set of OCI Periods to enable the behavior. This resource will guide you through configuration, setup, and testing OCI with Lottery. 

Sections

  1. Lottery Overview
  2. Configuring OCI Periods for Lottery
  3. Configuring OCI Rounds for 100% Lottery
  4. Configuring OCI Rounds for Partial Lottery
  5. Running Lottery

Lottery Overview

  1. Configure OCI Periods to Support Lottery
    • For OCI Rounds that will contain a full or partial Lottery, certain criteria must be met when creating OCI Period. 
      1. Employer Registration - This will remain as the normal Employer Registration OCI Period
      2. Student Application - The Student Application OCI Period must have the "Lottery: Allow ranking" value set to "yes."
      3. Employer Decision - If your OCI Round is a partial lottery, you will include the normal Employer Decision Period
      4. Run Lottery - Admins will run the Lottery via the "OCI Management" page. To do so, an OCI Period with "Lottery: Allow admin to run lottery" set to "yes" must be included

  2. Configure the OCI Round
    • Create an OCI Round and set the value for "Will this round be 100% Lottery?" to "yes."
    • The OCI Round must contain an OCI Period where Students can rank their applications and an OCI Period where Admins can run the Lottery.

  3. Running the Lottery
    • Once the OCI Round has reached the OCI Period where Admins can run the Lottery, the Admin User will navigate to the "OCI Management" page through the OCI and Job Listing Module. From there, the Admin User can run the Lottery and select which Lotter outcome they would like to move forward with. 

Configuring OCI Periods for Lottery

Partial and 100% Lotteries require a specific OCI configuration for OCI Periods. In this section, we will cover the required OCI Period configurations. OCI Rounds that do not contain OCI Periods that have Lottery permissions will not be recognized as an OCI with Lottery and will be unable to run. Please configure OCI Periods as described below and ensure the OCI Periods with Lottery rules are included in the OCI Round where you intended to use Lottery.

Student Application Period
The Student Application Period must provide Students with the ability to rank their applications.; regardless of whether or not you plan to have a partial or 100% Lottery. Unless your University only runs OCI with 100% Lottery, we highly recommend creating a separate Student Application with Ranking OCI Period.
Student_Application_Period_with_Ranking.png

Run Lottery Period
An OCI Period that allows Admins to run the Lottery must be included in the OCI Round.
Run_Lottery_Period.png

Configuring OCI Rounds for 100% Lottery

100% Lotteries require a specific OCI configuration for OCI Rounds. In this section, we will cover the required OCI Round configurations. OCI Rounds that do not contain OCI Periods that have Lottery permissions will be unable to run. Please configure the OCI Round as described below.

OCI_Round_with_Lottery.png

  1. Set the OCI Round to 100% Lottery by selecting "Yes" for "Will this round be 100% Lottery?"
  2. Configure OCI Periods within the Round Timeline (note: we are using example OCI Period names. Yours may differ).
    • Employer Registration: This period allows Employers to submit their request to participate in your Lottery OCI and submit their Job Listing(s).
    • Student Application - 100% Lottery: This period allows Students to apply to Jobs Listings in an active OCI round and rank their applications.
    • Run 100% Lottery: This period allows Admin Users to use the "OCI Management" tool to run Lottery, review Lottery outcomes, and select/publish the final Lottery decision. 

 

Configuring OCI Rounds for Partial Lottery

Partial Lotteries require a specific OCI configuration for OCI Rounds. In this section, we will cover the required OCI Round configurations. OCI Rounds that do not contain OCI Periods that have Lottery permissions will be unable to run. Applicants are automatically configured to accept Employer's Interview Decisions ("Will students who are extended interviews automatically accept the interviews?") within an OCI Round that includes Lottery; this cannot be altered. Additionally, the Employer Decision Period (where Employers make decisions about which students they would like to invite to interview) must occur before Admins "Run Lottery." Please configure the OCI Round as described below.

  1. Set the OCI Round to 100% Lottery by selecting "No" for "Will this round be 100% Lottery?"
  2. Configure OCI Periods within the Round Timeline (note: we are using example OCI Period names. Yours may differ).
    • Employer Registration: This period allows Employers to submit their request to participate in your Lottery OCI and submit their Job Listing(s).
    • Student Application - Partial Lottery: This period allows Students to apply to Jobs Listings in an active OCI round and rank their applications.
    • Employer Decision: This period allows Employer to select students to interview.
    • Run Lottery: This period allows Admin Users to use the "OCI Management" tool to run Lottery, review Lottery outcomes, and select/publish the final Lottery decision. 

Once Employers begin selecting your Partial Lottery OCI Round and submit OCI Registrations and OCI Job Listings, ensure that  "# of Lottery Slots" is lower than the "# Total of Interview Slots." For example, if you have a 50% Lottery and an OCI Registration with a total of 20 Interview slots, the "# of Lottery Slots" should be 10. This is configured in the OCI Job Listing's page and can be accessed by selecting "Edit" on the Job Listing.

  1. Select "Edit" via the Job Posting for for the OCI Job Listing
  2. Enter the # of Total Interview Slots and a # of Lottery Slots. Ensure that the value for Lottery Slots is lower than the value for Total Interview Slots

 

Running Lottery

Once the OCI Period where Admins can run the Lottery is active, Admin Users will use the "OCI Management" tool to run the Lottery. The Lottery Tool provides:

  • Tags to provide key information
  • Multiple Lottery Solutions
  • Feedback on the Lottery Success

When you're ready to run your Lottery and the OCI Period that allows Admins to run Lottery is active, please follow the steps below:

  1. Navigate to the "OCI Management" tool:
    OCI_Management.png

  2. Select the active OCI Round and "Run Lottery & Schedule":


  3. "Run Lottery" to continue the process:


  4. Make a selection to avoid scheduling students while they are busy with class or personal events. Please note, this will only affect students who have updated their Interview Availability and use Calendar Sync:


  5. Allow Lottery to run:


  6. Review Lottery Solutions via "View Details":
  7. Find the solution that best fits your expectations and select "Accept Solution."


  8. "Notify Students":

    Note: "Notify Students" can only be completed once all OCI Job Postings' Schedules are assigned a Room in the "Schedule" tab.
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