Student Record Maintenance will assist you with locating a student. Additionally, you may add, edit, and merge student records; however, these actions should typically be performed in your Student Information System (SIS) file as nightly syncs will override any changes.
Locate a Student Record
From the Home tab, select Student Lookup.
Enter the Search data in the Filter and Search section. Select Refresh or hit the <Enter> key to begin the search.
Name - Student's name (First, Last, or any portion
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)
Student # - Student's ID number
SIS Data - Student Information System Data
Application ID - The application can be located using Application ID, Delivery Bag ID, Reference Number, Batch Code, From School, or Email Address searches.
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.
School - Choose a school from the drop-down menu to filter the search by school.
Include Inactive - Includes inactive students in the search.
Verif. Household - Search using Verification Household information.
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.
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.
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.
From the Home tab, select Student Lookup.
Select Add New Student.
Enter the New Student's data.
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). 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. 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.
Address
Address - Enter the student's address of residence.
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.
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 languages are established 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 - Enter the number associated with the household.
Phone 1/2 - Enter 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.
Information Release - Use the drop-down menu to select which information the head of household has selected to share with additional programs.
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.
From the Home tab, select Student Lookup.
Search for the Student using the procedure found in Locate a Student Record.
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.)
Select Edit Student.
Note: If notifications have been established in Worklog Types and comments exist, you will see the Comments 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.
Enter any comments regarding the edit. Then, click Ok.
Make any necessary changes to the record. Then, click Save Changes before exiting from the record.
Merging Student Records
From the Home tab, select Student Lookup.
Locate the student using the process described in Locate a Student Record.
Using the search function, select the student you wish to merge/overwrite from the list and click Merge Student.
Select Pick next to New Student (student record to keep). 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.
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. You may also enter the name of the new student and click Refresh.
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.
Note: There is NO undo for this process. Be sure you are deleting the correct record before proceeding.
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.
Performing Overrides
Performing Overrides allows you to manually control student eligibility for Direct Certification, Special Circumstances, and Status Overrides when special cases exist.
From the Home tab, select Student Lookup.
Search for the student using the procedure described in Locate a Student Record.
Select the student's name from the list and click View/Edit Student.
Select the type of Override from the ribbon.
Direct Certification
Select Direct Certification from the ribbon.
Select which Direct Certification evidence type you are using to perform the override and complete the necessary steps. Then, click Ok.
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.
Supporting Documentation - Select to attach supporting documentation to this record. Then, click Ok. 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.
Link to Sibling (see section below)
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.
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.
No Primary Sibling detected
Primary Sibling selected
Primary Sibling is already linked
Manual/Other Evidence - Select to enter a description of Manual/Other DC evidence.
Special Circumstances
Select Special Circumstances from the ribbon.
Select Edit to choose the Manual Special Circumstances or Automated / Imported Special Circumstances.
If you are making changes to the Automated/Imported Special Circumstances, click the Pencil icon. Any changes made to the automated special circumstances will likely be overwritten the next time the import runs.
Enter any comments concerning edits to Special Circumstances. Next, click Ok.
Status Overrides
Set Temporary Status -
From Status Override in the ribbon, select Set Temporary Status.
Set the Expiration Date and the Temporary Status for this student. Next, click Ok.
A temporary status override allows you to temporarily increase a student's benefits. The status override will only take affect if there are no special circumstances, DC approval, or special school circumstances. If the temporary status is less than the student's actual status, it will be ignored. After the expiration date, the status will revert back to the student's original status.
Enter comments concerning setting temporary status. Next, click Ok.
Clear Temporary Status
From Status Override in the ribbon, select Clear Temporary Status.
Ensure you want to remove the temporary status from the student. Then, click Yes.
Set Prior-Year Status
From Status Override in the ribbon, select Set Prior-Year Status.
Select the Prior-Year Status for this student.
Enter any comments regarding the Prior-Year Status change. Next, click Ok.
Set Legacy Approval
From Status Override in the ribbon and select Set Legacy Approval Status.
Select the legacy system's free/reduced status of the student.
Enter any comments regarding the Legacy System Approval change.
Clear Grace Periods
Area Eligible and Verification Non-Response grace periods may not be cleared.From Status Override in the ribbon and select Clear Grace Periods.
Ensure you want to remove the grace-period from the student. Then, click Yes.
Enter a comment as to why you are clearing the grace period for this student. Then, click Ok.
Refigure Eligibility
From Status Override in the ribbon, select Refigure Eligibility.
Read the warning on the Refigure Eligibility window. If you understand and agree to the terms, select Yes.
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.
From the Home tab, select Student Lookup.
Search for the student using the procedure described in Locating a Student Record.
Select the student's name from the list and click View/Edit Student.
Select the type of cross-reference information you would like to view from the ribbon.
Applications - Lists all applications on file for this student.
Double-click on an entry to open the file.
Siblings -Lists all siblings on record of the student.
Double-click on a sibling to open their student record.
Images - Lists any images (scanned documents, etc.) associated with this record.
Double-click on an entry to open the file.
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. 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.
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.
Letters - Lists all letters sent to the student. 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.)
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.
Status Backdate - Allows you to change the eligibility status (if applicable) of a student for a specific date range.
Click the Add button.
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.
Meal Benefits Status - Select which status should have been applied during the date range. By default, the student's current status is selected.
Date Range - Use the calendar tools to select the From and To date range in which the status should be adjusted for the selected meal benefit status.
Explanation - Enter an explanation as to why a status backdate is being applied.
Additional Record Details
Student Group
Edit Student - Make a change to a student record once it has been created.
Click Edit Student.
Enter a comment in regards to why the record is being modified. Then, click Ok.
Save Changes - Saves any changes made to the student's record.
Comments -Add comments to a student's record and provide an activity trail. If the comment icon is flashing, it indicates comments exist for the student's record.
Click Comments.
Click Add Comment.
Enter comments. Then, click Ok.
Additional Supporting Document - Add an additional supporting document(s) to a student record. Supporting documents must be scanned on a separate scanner that has not been configured for application scanning. When adding supporting documents, they must be in an image format (.jpg, .jpeg, .bmp, .png, .tif, .tiff, .gif). Other files types (such as .doc, .docx, .pdf) are not supported.
Click Add Supporting Documents.
Click Add New to scan a new document.
Choose the type of application programming interface (API) to use and click Ok.
Choose the correct scanner. Then, click Select.
You will see a copy of the image. Add a tag (description) of the scan. Then, click Ok.
Select which type of document you have added. Then, click Ok.
To edit or delete a previously scanned document, search for it by clicking Search for Tag or Scan Date Range. Next, click refresh to see a list of scanned documents. Notice the image is displayed in the right half of the window.
Select the document you wish to edit or delete and click the appropriate button.
Print Tracking - Print Tracking allows provides a comprehensive audit log that merges student tracking, application tracking, and additional tracking records into a single report.
Close - Closes the current record tab.
Application Group
Review Current Application -
Allows you to review the student's current application. Please note that some students may not have a current application on file for review.
Click Review Current Application.
View Image - Displays student's scanned application.
