Fourth Year Scheduling -Lottery

The Lottery Process in Archivum

The first MCOM process to be completed in Archivum is Lottery.

Every spring, third year medical students participate in a lottery to select and rank desired courses and clerkships for fourth year. Fourth-year curriculum is based on the individual student’s career plans and needs, and is chosen by the student with faculty advice. Here are the steps for the Lottery process: 

1. Students will identify both their desired track and preferred schedule via the USF Archivum lottery wizard. The wizard will walk students through their schedule requirements and allow them to electronically submit the desired site and period for each course.
2.  Once all students have submitted their preferences via Archivum, the system will generate a draft schedule for each student by comparing all submitted preferences with course availability.
3. After interview blocks, track requirements, and externship blocks have been entered, students will have an opportunity to add the remaining general electives to complete their schedule (36 weeks/9 months).
4. Where scheduling conflicts arise, the system will attempt to assign students 1) to the same period, but different site, then 2) the same site but different period, etc. until a slot is found.
5. The system will randomize the list of students each time a substitute period/site must be found so that not only one student is impacted by changes to the preferred schedule. Additionally, the system knows which types of courses should be completed earlier in the year, and will take that into account if any deviations from the preferences must occur.
6. The Registrar’s Office will review the draft schedules for accuracy before registering students in Banner and distributing the official schedules.
7. Students will have an opportunity to make changes via the drop/add system throughout the year, so the schedules are not set in stone.
    

A demo of lottery in Archivum: