Page Comparison

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Locate Locate

Locating a Student Record

1. From the Home tab, select Student Lookup.
2. Enter the Search data in the Filter and Search section. Select Refresh or hit the <Enter> key to begin the search.
   

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      FR11739 FR11739

      Name - Student's name (First, Last, or any portion)

      Tip

      You may enter a full or partial name to complete a search. The more complete the name, the fewer the results. (e.g. Tyzea Smith, Ty Smith, T Smith) Complete name may be entered as First Last or Last, First. (e.g. John Doe, Doe, John) Students with (Paternal) Surname-(Maternal) Surname or any variation thereof will appear in the search results when entering all or part of the multiple last name. (e.g. Cruz-Perez, Cruz Perez, Cruz, Perez)

   2. Student # - Student's ID number
   3. SIS Data - Student Information System Data

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      FR15526 FR15526

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      title Application ID - Select the ellipsis icon next to the field to open the Application Search window.
      The application can be located using Application ID, Delivery Bag ID, Reference Number, Batch Code, From School, or Email Address searches. Info title Email Address Search The Email Address search will search for email addresses listed on an application. This differs from conducting a Demographic email address search in the main Student Lookup screen, which searches for results in the student records.

   5. School - Choose a school from the drop-down menu to filter the search by school.
   6. Include Inactive - Includes inactive students in the search.

   7. Verif. Household - Search using Verification Household information. 

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      FR15467 FR15467

      Demographic - Searches for demographic data in a student record such as address, street name, street number, unit number, unit type (apt, ste), phone 1, phone 2, fax, email, and head of household name. 

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      title Advanced Filter - Select the ellipsis icon next to the field to open the Advances Filter window. Double-click filters to add them to the filter expression. Filters can be combined by using keywords such as And, Or, and Not. The order of operations can be specified by using parenthesis.
      Advanced Filter - Select the ellipsis icon next to the field to open the Advances Filter window. Double-click filters to add them to the filter expression. Filters can be combined by using keywords such as And, Or, and Not. The order of operations can be specified by using parenthesis.

      

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Add Add

Adding a New Student Record

It is not of standard practice to add a new student record to the system. Typically, changes to a student's record is completed in the Student Information System (SIS) since the enrollment system performs nightly overrides.

1. From the Home tab, select Student Lookup.
2. Select Add New Student.
   
3. Enter the New Student's data.

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      title Identification and Enrollment
      Student Number - Enter the student's school identification number. Student Name - First, MI, Last Name, Suffix - Enter all fields of the student's name where applicable. Birthdate - Enter the student's birthdate in MM/DD/YYYY format School - Use the magnifier icon to select the school where the student is enrolled. Grade - Use the magnifier icon to select the grade the student is enrolled. Homeroom - Enter the student's homeroom information. Track - Use the magnifier icon to select the student's track (if applicable). Info title Tracks Tracks are attendance periods typically utilized in year-round schools. Feeder School - Use the magnifier icon to select the feeder school where the student receives additional meals. SIS Data - Enter the student's SIS data. Previous School - Use the magnifier icon to select the student's previous school. Note title Previous School Typically a previous school is selected when a student transfers between schools during the school year. Previous School Transfer Date - Click the ellipsis icon and use the calendar tool to select the date the student transferred from the old school.

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      title Address
      Address - Enter the student's address of residence. Note title Advanced Address Option Click the pencil icon to open and enter advanced address information. Then, click Ok. City - Enter the student's city of residence. ST - Enter the student's state of residence. Zip - Enter the student's zipcode.

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      title Miscellaneous Data
      Add Date - Date student was added into the system. Defaults to today. Enrollment Date - Click the ellipsis icon and use the calendar tool to select the date the student was enrolled. Inactive Date - Click the ellipsis icon and use the calendar tool to select the date the student became inactive. Typically used when Editing a Student. Language - Use the drop-down menu to select the student's primary spoken language. (Utilized when printing letters if letters with additional lanugaues are establsihed at your District.) Gender - Use the drop-down menu to select the student's gender. Ethnicity - Use the drop-down menu to select one or more ethnicity in which the student identifies. Student SSN - Enter the student's Social Security Number. Head of Household - Enter the name of the head of household member. Household Key - Phone 1/2 - Ent er the household or student's phone number(s). Fax - Enter the household or student's fax number. Email - Enter the household or student's email address. SIS Key - Enter the Student Information System (SIS) Key. The SIS number is typically the same as the student number; however, may differ from District to District. The SIS number is typically pulled into the system from DataCenter. SIS Overrides - Use the drop-down menu to select which information entered in Franklin should overwrite the SIS information pulled from DataCenter.

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      title Information Release
      Information Release - Use the drop-down menu to select which information the head of household has selected to share with additional programs.

      

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Edit Edit

Editing a Student Record

It is not of standard practice to make changes in an individual student record. Typically, changes to a student's record is completed in the Student Information System (SIS) since the enrollment system performs nightly overrides.

1. From the Home tab, select Student Lookup.
2. Search for the Student using the procedure found in Locating a Student Record.
3. Select the student's name from the list and click View/Edit Student.
   ^{_{(The names, student numbers, and birth dates have been blurred in the below screenshot to protect identities.)}}
   

4. Select Edit Student.
   

   Info
   title Comments Button Flashing
   If notifications have been established in Worklog Types and comments exist, you will see the Comments button flashing.

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   FR11738 FR11738

   Info
   title Applications Button Flashing
   If the student has been matched with an application on file and the application is still in the review queue (problems still exist), you will see the Applications button flashing.

   

5. Enter any comments regarding the edit. Then, click Ok.
   

6.  Make any necessary changes to the record. Then, click Save Changes before exiting from the record.

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Merge Merge

Merging Student Records

1. From the Home tab, select Student Lookup.
2. Locate the student using the process described in Locating a Student Record. 
3. Using the search function, select the student you wish to merge/overwrite from the list and click Merge Student.
   

4. Select Pick next to New Student (student record to keep). 
   

   Info
   title Merging Students
   The top record (Old Student) will be deleted.

   Tip
   If the Old (top record) is incorrect, you can click Pick next to the Old Student (student record to be deleted) and conduct a search by typing the name and clicking Refresh.

   

5. The Old Student's name will be truncated/shortened in order to narrow possible matches in the search process. Select the student from the list and click Ok. 
   

   Info
   You may also enter the name of the new student and click Refresh.

    

6. When you are sure you have selected the correct students and they are in the proper order (Keep & Delete), click I understand there is no undo for this. Then, click Ok. 
   

   Warning
   There is NO undo for this process. Be sure you are deleting the correct record before proceeding.

   

7. Click Yes on the Warning window to complete the merge.
   
   You should now see only one record for the student.

   Tip
   When you access the student's record, you may select Tracking to view the changes made to the student's record.

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Overrides Overrides

Performing Overrides

Performing Overrides allows you to manually control student eligibility for Direct Certification, Special Circumstances, and Status Overrides when special cases exist.

1. From the Home tab, select Student Lookup.
2. Search for the student using the procedure described in Locating a Student Record.
3. Select the student's name from the list and click View/Edit Student.
4. Select the type of Override from the ribbon.
    

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DCOverride DCOverride

Direct Certification

1. Select Direct Certification from the ribbon.
2. Select which Direct Certification evidence type you are using to perform the override and complete the necessary steps. Then, click Ok.

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      title DC File/Direct Verification
      If a student is contained in the Direct Certification file, selecting this will detach the file from the student. To link a student, use the Direct Certification utility.

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      title Supporting Documentation
      Select to attach supporting documentation to this record. Then, click Ok. Note Only one piece of documentation can be added for Supporting Documentation. Any attempt at adding another piece of documentation will lead to a prompt to remove the current document link from the student. Search for an existing document attached in the system or add a new document. Enter a document that has been previously scanned - Enter a Tag or Date Range in the Search for Document section and then click Refresh. Highlight the correct document and select Ok to attach. Add a new document - Select Add New to scan in a new supporting document. Follow the same procedures as you would when using Add Supporting Document. For more information on how to Add Supporting Document, click the link.

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      title Link to Sibling
      Select to link student with a sibling's DC record. The system will search for students with similar names. Select the sibling's record from the search results and click Ok.

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      title Manual/Other Evidence
      Select to enter a description of Manual/Other DC evidence.

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      title SIS System/Datacenter
      This Direct Certification evidence is controlled by your Student Information System. In order to change the evidence, you must first change the student information system override flags for this student to override Direct Certification.

      

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SpecCirc SpecCirc

Special Circumstances

1. Select Special Circumstances from the ribbon.
2. Select Edit to choose the Manual Special Circumstances or Automated / Imported Special Circumstances.
   

3. If you are making changes to the Automated/Imported Special Circumstances, click the Pencil icon.

   Warning
   Any changes made to the automated special circumstances will likely be overwritten the next time the import runs.

   

4. Enter any comments concerning edits to Special Circumstances. Next, click Ok.
   

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Status Status

Status Overrides

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Panels Panels

Cross-Reference Panels

Panels allow you to quickly view Applications, Siblings, Images, Tracking, Letters, and Verification information for a student. Additionally, you may select a student to very for cause. A panel containing information will be marked with a green check mark next to the icon or blink.

1. From the Home tab, select Student Lookup.
2. Search for the student using the procedure described in Locating a Student Record.
3. Select the student's name from the list and click View/Edit Student.
4. Select the type of cross-reference information you would like to view from the ribbon.

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      title Applications - Lists all applications on file for this student. The button will blink if a student has been matched but the application is still held in the review queue for any reason.
      Double-click on an entry to open the file.

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      title Siblings - Lists all siblings on record of the student.
      Double-click on a sibling to open their student record.

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      title Images - Lists any images (scanned documents, etc.) associated with this record.
      Double-click on an entry to open the file.

   4. 
      

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      FR422 FR422

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      title Tracking - Tracks all changes made to the student record.
      Additional Tracking Options View - In additional to viewing current school year tracking, You may review tracking for a student for a prior year. i. In the Tracking screen, click View. ii. Click on Prior-Year Tracking. Note Once Prior-Year Tracking has been selected, it will remain selected until you click on Prior-Year Tracking a second time to deselect the option. Image Added Include Fields - The Include Fields option allows you to select and deselect which field types are displayed in the Tracking window. i. In the Tracking screen, click Include Fields. ii. Deselect/select fields by clicking on the checkmark. Image Added

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      title Letters - Lists all letters sent to the student.
      Note title Reprint Letters To reprint a copy of a previously printed letter, right-click in the row of the necessary letter and choose to reprint or queue for later printing. (You can also review the entire batch containing the original letter by clicking Review containing letter batch.)

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      title Verification - Allows you to place a student in verification for cause and view the student's verification status.
      Verify for Cause If a child has been selected for verification auditing, the status will be posted in Verification Status. Additional verification information appears in the Verification Response and Expiration Date boxes. To manually select a student for verification, click the Verify For Cause button. Enter a comment about why a student was chosen for Verification by Cause. Then, click Ok. Review Select Review to view the Verification Worksheet. The Verification Household window will open allowing you to review or update information. Click Save Changes when you are done.

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      FR16788 FR16788

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      title Status Backdate - Allows you to change the eligibility status (if applicable) of a student for a specific date range.
      Click the Add button. Note title Editing and Removing Status Backdates If you need to make changes to a student backdate record or delete an incorrect student backdate record, right-click on the correct backdate log and select the appropriate option. Complete Status Backdate options. Then, click Ok.

      

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AdditionalDetails AdditionalDetails

Additional Record Details

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Student Student

Student Group

Save Changes - Saves any changes made to the student's record.

Close - Closes the current record tab.

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Application Application

Application Group

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