Using the Elentra Lottery for Students

1. From your Elentra dashboard, click the user profile icon, and click Lotteries.

    a. This will take you to a screen that shows the stages and the status of each stage.

2. Click the View Lottery button.

3. Click the Participate button.

4. You will be taken to a screen that will show the listing of different rotation tracks with the following information:

    a. The Option Track number

    b. The dates associated with each rotation option

    c. Your ranking of your tracks

***The tracks do not necessarily align vertically by date. Be sure to pay attention to the listed dates above each block. Additionally, empty slots (for electives, vacation, etc.) are also not shown. A gap in the dates will indicate that the time in-between is unused.*** 

5. Rank your tracks using one of the following methods:

    a. 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.

    b. Click the checkbox to select the track you want to rank.

        i. Use the arrows on the track to move it up and down 

        ii. Move All to Top or Move All to Bottom button 

        iii. Enter the Rank Number and move it directly to that spot. 

6. Click the Save button to save your ranking choices. 

    a. Clicking the Save button does not submit the your requests.  You can go back in and adjust requests after clicking the Save button. 

    b. After the ranking stage is complete and closed, the swapping stage will open. 

 

After the ranking stage, you will receive a tentative schedule. The next stage is the swapping stage, which will allow you to swap an entire schedule with another user participating in the swapping stage. If you are happy with your schedule, follow the directions below on opting out of the swapping stage. The directions below will walk you through how to perform the following swapping stage actions:

1. Opting Out of the Swapping Stage
2. Swap Unused Tracks
3. Sending a Blind Swap Request
4. Accepting a Blind Swap Request 
 

Opting Out of the Swapping Stage

1. From your Elentra dashboard, click the user profile icon, and click Lotteries.

    a. This will take you to a screen that shows the stages and the status of each stage.

2. Click the View Lottery button.

3. Click the Participate button.

    a. 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.

5. If you are happy with your tentative schedule and do not want to participate in swapping, toggle on where it says “I don’t want to participate in swapping and would like to hide my tentative schedule from other learners”. 

 

Swap Unassigned Tracks

These are tracks that were not chosen by anyone or the tracks that did not hit their capacity threshold. 

1. Click the Unassigned Tracks option.

2. Navigate to the track that you want to swap and click the Swap button .

    a. The new track will now be your tentative schedule. Your previous track will now listed as an unassigned track. 

 

Sending a Blind Swap Request

1. Click the My Requests button.

2. Navigate to the track that you want to swap and click the Request Swap button.

      a. Requesting a swap sends a blind request to every other student that has that track tentatively assigned to them. You may only have one active request at a time.

 

Accepting a Blind Swap Request 

1. You will receive an alert in the notifications module. 

2. Click on the notification or navigate to the lottery module to view the request.

3. Click on the Requests for My Schedule option.

     a. This will show the track the requester is offering.

4. If you Accept the swap, you will trade tentative tracks.

    a. The requester will be notified on the acceptance in their notifications module.

The Lottery is complete once the swapping stage is close.  Once your schedule is officially published, it will populate to your Elentra Dashboard Calendar. It will display as a running bar indicating the periods of time you will spend in each clerkship. 

The My Rotation Schedule button will appear once you have a rotation schedule. 

 

My Event Calendar View

 

My Rotation Schedule by Month View 

 

My Rotation Schedule by Block View 

Q: How do I know if my swap request has been rejected (especially so I can submit a swap request for a different track)? 

A: You will receive a notification if your swap request has been rejected by ALL students that the request was sent to. Since track capacity is 5, that means all 5 people with the track you have requested either need to manually reject the request or need to opt out of the swapping phase entirely. Since the swapping phase will take place over only a few days, if you have multiple tracks that you’d like to try to submit swap requests for, you may wish to “cut bait” on a request after 24 hours and try another.