Opening System Settings
This procedure is used to access all processes in the System Settings section.
⬆ Be sure you are running Franklin 1314.0 or higher.
Locate and click the Admin and Maintenance tab. Next, click on the System Settings option.
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Verification
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Districts who have schools set to Disaster Relief will need to create and set those schools to a new school type prior to starting the Verification process. Note: Applications at schools set to Disaster Relief will not be considered for Verification. |
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Select the Verification tab to enter the appropriate Verification data.
Sample Types | |
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USDA: Standard | Defaults to 3.00 Percent of Eligible Applications to Pick and 3000 Maximum of Eligible Applications to Pick of error-prone applications. |
USDA: Alternate 1 | Defaults to 3.00 Percent of Eligible Applications to Pick and 3000 Maximum of Eligible Applications to Pick at random. |
USDA: Alternate 2 | Defaults to 1.00 Percent of Eligible Applications to Pick, 1000 Maximum of Eligible Applications to Pick of error-prone applications PLUS 0.50 Percent of Case-Number Applications to Pick and 500 Maximum of Case-Number Applications to Pick in lieu of income information. |
Additional Changes to Note In order to maintain existing functionality, the terms Basic, Focused, and Random has been updated to Custom: Basic, Custom Focused, and Custom: Random. To reduce confusion, the existing functionality has been modified in the following ways:
The new USDA Sample Types are as follows:
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Franklin includes the USDA Verification sample set options as amended in Section 105 of the re-authorization reauthorization act. |
Expiration Date - Enter the date to expire the Verification samples. Verification grace periods (if any) will begin on this date.
Sample Type - Select the type of sample verification to generate (USDA: Standard, USDA: Alternate 1, USDA: Alternate 2).
Percent of Eligible Applications to Pick - The percentage of eligible applications Franklin will pick for verification (in addition to case-number applications for a USDA: Alternate 1 sample type).
Maximum of Eligible Applications to Pick - The maximum number of eligible applications Franklin will pick for verification (in addition to case-number applications for a USDA: Alternate 1 sample type).
Percent of Case-Number Applications to Pick - The percentage of case-number applications Franklin will pick for verification (USDA: Alternate 1 Sample only).
Maximum of Case-Number Applications to Pick - The maximum number of case-number applications Franklin will pick for verification (USDA: Alternate 1 Sample only).
Sample Populations As-Of - Set the month and day cutoff to use when evaluating the verification pool to help Franklin determine the required sample size.
At the beginning of the day - Select this option if the sample size is to be based on the beginning of the day chosen above.
Count Non-Pickable Applications in the Sample-Pool - Includes non-pickable applications, such as a DC student with an application on file, towards the sample pool.
For-Cause Expiration Days - The number of days that applications selected for verification are given to respond before expiring. Grace periods (if applicable) begin at expiration.
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Grace Periods
If you choose to allow a grace period for the verification expiration period, it must be selected in the Grace Periods tab.
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Grace Period Days - Enter the number of days to allow students to remain on their old status when benefits are decreasing.
Give Grace Period on Edit Application - Choose an action from the drop-down menu regarding Grace Periods for application edits that result in decreased benefits (Yes, No, Prompt).
Give Grace Period for Verification Expiration - Select this option to give a grace period for applications expiring due to incomplete/incorrect verification responses.
Apply Grace-Period when Decreasing Benefits - Select the starting date to begin the grace period before decreasing benefits.
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Letter Printing
To print Verification Expiration Letters, you must first ensure the system is set to queue letters.
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Overwrite Notification Letters - Replace unprinted notification letters if a newer letter is placed in the queue.
Multi-Child Letters - Place all students on a single application on the same letter (when possible).
Sort Order - Select the order that the letters in a batch will be printed from the drop-down menu (School, Grade, Homeroom, Name, Feeder/School, Grade, Homeroom, Name, ZipcodeZip code, Application ID, Name, LanguiageLanguage, Name).
Batch Size - Set the maximum size of a letter batch (enter a number in the field or use the up/down arrows).
Zero-Income Warning Days - Set the number of days before expiring a Zero-Income application to queue a warning letter (set to 0 to disable this option).
Prior-Year Expiration Warning Days - Set the number of days before expiring a Prior-Year Eligibility Status to queue a warning letter (set to 0 to disable this option).
Verification Expiration Warning Days - Set the number of days before expiring a Zero-Income application due to incomplete/incorrect verification information to queue a warning letter (set to 0 to disable this option).
Queue Application Processed Letters - Automatically generate a letter when an application is processed.
Queue Economic Survey Processed Letters - Automatically generate a letter when an economic survey is processed.
Queue Economic Survey Incomplete Letters - Automatically generate a letter when an economic survey is incomplete.
Queue Zero-Income Expiration Letters - Automatically generate an expiration letter when a Zero-Income Status expires.
Queue Prior-Year Expiration Letters - Automatically generate an expiration letter when a Prior-Year Status expires.
Queue Verification Expiration Letters - Automatically generate an expiration letter when a Zero Income Status expires due to incomplete/incorrect verification information.
Queue Stated-Does-Not-Qualify Letters - Automatically generate a letter if a household marks the selection that they "Do Not Qualify" for benefits.
Queue Area-Eligible Grace Period Letters - Automatically generate a letter if a student is enrolled in an area eligible school.
Once you have completed all Verification, Grace Period, and Letter Printing options, click Ok.
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Scheduled Jobs
After saving Letter Printing options, you must ensure warning letters are scheduled in your daily jobs.
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