Page Comparison

By the end of Section 1: Program Layout training, the user should be able to:

•  Know the difference between tabs and ribbons
•  Locate the Home tab and tell its primary function
•  Perform a student lookup
•  Define Application Review
•  Successfully key an application

The application review process allows you to work though the list of scanned applications. During the process you can:

• Make edits
• Edit/add additional students to the application
• Adding household members and his/her information
• Enter comments
• View users who have worked on the application
• View/add attachments
• Move the application to a review queue (if applicable)

1. Locate and click on the Home tab, select the Application Review option. A Search Section along with a list of all applications will be shown.
2. Searching for Applications
   

   Enter the Search Terms in the Search and Filter section. Enter more information for a narrow search, or less information for a broad search.

   • Work Queue - Searches for Applications within a specific Work Queue (selected from the drop-down menu). Work Queues are user-defined in the Miscellaneous Setup section.
   • Application ID - Locates a specific application by Application ID.
   • Reference # - Locates a specific application by Reference Number.
   • Name Search - Locates a specific student by entering full or partial name.
   • Exception Filter - Locates applications containing a chosen Exception (selected from drop-down menu).
     Select the following options to include in the search:
     
     • Include Student Matches
     • Include Student Non-Matches
     • Include Scanned Apps
     • Include Online Apps
     • Include Keyed Apps
       
       
       
3.  Editing Applications
   
   1. Highlight the application from the list and select the Edit Application option. Specific applications can be located using the Search function described above.
   2. Select the Edit option.
   3. Enter a Comment regarding the edit being made in the Comment Box (Required). Click OK when you have finished entering comments.

   4. Make any necessary edits to the Application Fields section. Make sure to Save Changes & Process before exiting.

      • Reference # - Refers to a specific application by Reference Number.
        
      • Signed - First/Last Name - Select if the application is signed and enter the First/Last name of the applicant.
      • Adult SSN- Select an SSN option from the drop-down menu and enter the SSN in the field provided.
        • Normal
        • No Adult SSN
        • Emancipated Child
        • Not Provided
          
          
      • SNAP Case # / Recp'nt - Enter the SNAP Case number and the recipient's name.
      • Tanf Case # / Recp'nt - Enter the Tanf Case number and the recipient's name.
      • Stated 'I do not qualify' - Select this option if the applicant has stated they do not qualify.
      • Total Mbrs - Enter the total number of household members.
      • Verification / Has Supporting Documentation- Select this option if Supporting Documentation is available. Select a Response Code from the drop-down menu (multiple responses can be selected).
        • Valid Response
        • Select All
        • No Adult SSN
        • Invalid Case Number
        • Missing Proof of Income
      • Ethnicity - Select the Ethnicity of the Applicant.
        
      • Info Release - Select to release Medical Information or other information (e.g. UserDefined1).
      • Problems - Check any problems associated with the application. 
        
        
4.  Editing and Adding Students to an Application
   1. Open the application for editing as described in the Editing Applications section above.

   2. In the Students section, click on the asterisk * to add a student to the application.

      • Enter the SIS number or the student's name and then the Enter key.
   3. Locate the correct student and click Match Found to add the student to the existing application.
   4. Make sure to Save Changes & Process before exiting.
      
      
5.  Adding Household Members
   

   1. Open the application for editing as described in the Editing Applications section above.

   2. Enter the member name in the space marked with an asterisk * (typically the last row)

   3.  Select the No Income option if this member provides no income for the household.  To enter an income, click the plus + sign next to the name. Multiple incomes can be entered.

      • Amount - Enter the amount earned by this household member.
      • Frequency - Select the frequency the amount is earned from the drop-down menu.
      • Source - Select the source of the income from the drop-down menu.
        
        

6. Comments / Work Log

   1. While still in the Edit Application window, select the Comments / Work Log option. A list of all comments and actions regarding this record is displayed.
   2. Make the necessary edits to the Comments and Work Logs.
      1. To add a new Comment, click the Add Comment button. When you have entered your comment, click Ok.
         Select a Log Action related to the record from the Action list and click Ok.
         Enter a comment in regards to the Log Action and click Ok to submit the comment.
      2. To edit a comment or work log, select the appropriate comment and click the Edit button.
         Make changes to the comment and then click Ok.
      3. To remove a comment or work log, select the appropriate line and click the Remove button.
   3. After you have completed making changes, click Ok.
      
      

7. Moving Application to Review Queue

   1. While still in Edit Application window, click the Move to Review Queue button.
   2. Select the review queue where you would like to move the application. Review Queues can be created in the Application Review Section in Miscellaneous Setup. Click Ok once you have selected a review queue.
      
      
8.  Viewing Application Attachments

   1. Open the application for editing as described in the Editing Applications section above.

   2. Select an option from the View section.
      
      
      

Keying an application is easy.

1. From the Home tab, click the Add Keyed Applications button.

2. Compete each section with the details provided by the household.

   1. Application Fields - Complete the following fields where applicable.

      • Reference # - The number of the application provided to the household. Not all Districts provide reference numbers on the application forms.
      • Signed - Mark this box if the application has a valid signature from the household member.
      • First Name
      • Last Name
      • Email Addx - The email address provided by the household member.

      • Adult SSN - Use the drop-down menu to choose options. If the SSN has been provided, enter the last 4 in the blank to the right.

      • SNAP Case# / Recp'nt - Enter the case number and person receiving benefits.
      • Tanf Case # / Recp'nt - Enter the case number and person receiving benefits.
      • Stated 'I do not qualify' - Mark this box if a household has indicated they do not qualify for benefits.
      • Total Mbrs - Enter the total number of household members. The Counted and Total Income fields will be calculated by information submitted in the Students and Household Members fields.
      • Verification/Response Code - This should only be completed if a student is in verification. For more information, refer to Verification Process instructions.
      • Special Circumstances - If the student has special circumstances, use the drop-down menu and select one or more of the special circumstance reasons:
        • (Select All)
        • Severe Need
        • Homeless
        • Indian Reservation
        • Migrant
        • Per Administrator
        • Runaway
        • Institutionalized
        • Headstart Free
        • Headstart Reduced
        • Disaster Relief
        • Foster Child
        • Declining Benefits - Check this box if the household has chosen not to accept benefits.
      • Language - Use the drop-down menu to select the primary language spoken in the household. Setting a language informs the system in which language various letters should be printed (if the additional language letters have be setup by the District).
      • Ethnicity - Check none, one, or more depending on information provided and your Districts requirements.
      • Info Release - If the household member has agreed to share information collected with other agencies, select which agencies information is allowed to be shared.

   2. Students - Complete the following fields where applicable.

      • Enter the student's name(s) under the Name column and click the Enter key to bring up the Student Lookup page.
      • If the student has been matched in the system, a check mark will appear in the Matched column.
      • If a student has been directly certified for benefits, a check mark will appear in the DC column.
      • Snap Case # - Enter the case number and person receiving benefits.
      • Tanf Case # - Enter the case number and person receiving benefits.
      • No Income - If the student has no income, click on the box to mark it.
      • Foster - If the child is a foster child, click on the box to mark it.

   3. Household Members - Complete the fields for each household member on the application that is not a current student.

      • Name - Enter the name of a household member and click the Enter button. Then, click the plus button to expand the household member income details.

      • No Income - If the household member has no income, click on the box to mark it.

3. After you have completed keying all information from the application, click Save Changes & Process.

An application number and batch number will be assigned to the keyed application. If the application had any problems, it will be held for review.