⬆ Be sure you are running Franklin 13.0 or higher.
Prior to building the sample set, be sure to check the expiration date and correct it if necessary. Follow instructions given in the System Setup space.
Sample Set Information
When creating a Sample Set, the user first chooses the type of sample to generate (Basic, Focused, or Random).
For each choice, the program displays and defaults to the suggested number of applications to pick based on USDA regulations.
The system prompts for a 'Random Seed' value, which is defaulted to a randomly generated number. If a specific random seed value is entered, then a repeatable sample selection is possible, whereby the same sample can be generated in a test database before generating it in a live database (for Advanced Users or troubleshooting only).
The actual selection process works by first analyzing every student to determine whether or not they are eligible for verification. The determination is based on current eligibility and school type.
A student will not be selected if:
They are Inactive or denied - these will not be counted or picked for the sample set.
They were verified last year - unless there are not enough students to meet the criteria.
They are from Provision 2, Non-Participating, or Institutionalized schools. These students will be counted in the application population if an application was indeed processed.
The following eligibilities will not be picked:
No Application
Zero Income Expired
Denied (High Income)
Denied (Incomplete)
Stated "Does Not Qualify"
Direct Certification
Prior-Year Free
Prior-Year Reduced
Free (Special Circumstances) - homeless, migrant, runaway, etc.
Reduced (Special Circumstances) - homeless, migrant, runaway, etc.
Denied (Special Circumstances ) - homeless migrant, runaway, etc.
Free (Special School Type)
Reduced (Special School Type)
Paying (Special School Type)
Denied (Application Special Circumstances)
CEP
Only one student per application will be picked.
If a student is picked and is currently in a grace period status, the future change category will be used in determining the application status for verification purposes (non-categorical or categorical).
If a student is currently on a prior-year status and no application has been received, this student will not be counted in the number of approved applications.
Students will be picked in the following order until the required sample size is met:
Categorical
Error prone
Non-Categorical Error Prone
Non-Categorical
In accordance with USDA regulations, changes made to the student’s eligibility after picking the sample set requires that the student is verified if changed from Reduced to Free or Free to Reduced. If the student changes from Free or Reduced to Paid, remove the student from the sample set and replace with a similar application.
If any of the requested applications cannot be met (case-number, error-prone, or random), a warning message is generated, and the user is prompted whether to accept the sample anyway or to cancel the sample generation process.
Build Sample Set
From the Utilities menu, select the Verification tab and choose Sample Sets.
In the Verification Action tab, locate and click on Build New Sample Set.
Select the number of applications to pick.
The system will display the number of approved applications on file and pick the designated percentage (rounded up) for verification. The software will allow you to increase or decrease this amount. This helps ensure a sufficient number of applications are chosen (extra applications can be removed later). To modify the number of applications chosen, click in the Applications to Pick field and type in a different amount. Click OK when you are ready to proceed.
Note: Error-prone applications are always selected first. An error-prone application is within $100 of qualifying from Free to Reduced or Reduced to Full Pay.
Verify for Cause
Verify for Cause is utilized when you have been asked to include a child in the verification process or choose to select a child for verification.
Locate and click on the Home tab, and select the Student Lookup menu.
Search for the Student using the procedure found in Locating a Student Record.
Highlight the Student's Record and select View/Edit Student.
Locate and click on the Verification button in the Panels ribbon.
In the Verification window, click the Verify For Cause button.
Enter a comment as to why this household is being verified for cause. When you are done, click Ok.
The Verification button will now have a green flashing checkmark indication the student has been selected for verification status.
Review and Commit Applications in the Sample Set
Once built, a Sample Set needs to be reviewed. During the review process, students can be removed from the set, and additional students can be added as needed.
According to the USDA, the confirmation review requirement may be waived if the LEA has a technology-based system that demonstrates a high degree of accuracy. Contact your state agency as your district may be exempt from the review process.
Select a row to remove a Sample Set and click the Delete Sample Set button.
Once a Sample Set has been committed, it cannot be removed from the Sample Set list.
In the Verification Sample Sets tab, select a sample set to review by clicking the row and then clicking Review Sample Set.
To review individual applications, select a row and then click the Review Selected or double-click on a row. This brings up the student's record, allowing for application review and editing.
You may choose the Confirm All button if you qualify for the LEAs waiver §245.6a(e)(1)(ii).
Review Selected - Opens the Confirm Verification Selection window for the selected student.
Confirm All - Allows confirmation of all students. This should not be used unless you qualify for LEA waiver §245.6a(e)(1)(ii).
Reject All - Allows you to reject all students in the Sample Set.In the Confirm Verification Selection tab, the student will appear.
The person who originally confirmed the application should not be the person performing the confirmation review.To further review and/or change a student's application, click the View Student button. Once you have reviewed the student's application, choose if you would like to Confirm and Commit the student or if you would like to Reject and Remove the student from the verification sample set.
Confirms the student for verification and marks the student as ready to commit. Enter a comment
in the Confirmed for Verification Comments window.
Removes the student from the sample set. The Remove Eligible Application window will appear with a notification stating that at least one student who is eligible for verification will be removed from the sample set. Click Yes to remove the students from the sample set. Next, the Reject household during confirmation review Comments window will appear. Enter your comments for removing the student from verification, then click Ok.
Review Application - Click the see the application.
View Application Image - Click to view a scanned application image.
Online Application (Click to View) - Click this link to be taken to the application in MySchoolApps (for MSA users only).
Keyed Application (No image available) - There may not be any associated application in the system for a keyed application. Supporting documentation may be attached to a Student's record; however, you should contact your District for guidance.
In the Confirm Verification Sample tab, students who have been committed for verification will have a status
of Awaiting Documentation.
In the Verification Sample Sets window, the system shows the number of confirmed and rejected applications. The total Confirmed Count from all Sample Sets is located at the bottom of the screen. Make sure that your total Confirmed Count is in compliance with the USDA regulations.
Verification Reports
Once you have created and committed sample sets, run a Verification Sample report.
Verification Letters
Setup Verification Letters
If you do not wish to utilize the Verification Packets, legal-size Verification letter, or a custom template specific to verification, skip to Print Verification Notification Letters.
📅 You MUST change the date(s) during the letter import process as they are part of the text and not a field.
From the Admin and Maintenance tab, locate the Miscellaneous Setup menu. Then, select Letters and choose the Letter Templates option.
Choose Add to create a new letter.
In the Report Designer, click the Folder icon to open the Windows search window.
Locate and click on the template file (.repx) you wish to import. After you have selected the file, click Open.
You will see the template in the Report Designer. If you need to change the template, refer to the Letters section in Miscellaneous Setup.
📅 You MUST change the date(s) during the letter import process as they are part of the text and not a field.After you have made the necessary changes, click the Save icon. It is important that you do not choose Save As. The Save As option will save the file to your computer and not in the software.
In the Save Letter Template as window, assign a name to the letter template.
You will notice the new letter appears in the Letter Template Maintenance tab.
From the Admin and Maintenance tab, select the Miscellaneous Setup menu. Then, select Letters and choose the Letter Batch Kinds option.
Create a new Custom Batch.
Under the Description column, click into the empty space marked with an asterisk * (typically the last row) and enter a description name.
Choose a Letter Template from the drop-down menu.
Choose an Output type (Print or Export).
Click Save Changes.
Establish Letter Reasons.
Click the (+) next to Normal Letters or another location where Verification Letter Reasons reside. Drag and drop the letter reason Verification Selection to the new Custom Batch.
You can create a separate Letter Batch Kind for additional Verification Letter Reasons if you choose. Make sure you do not select the Verification Packet template. When you are done, click Save Changes.
Print the Verification Notification Letters
From the Home tab, locate and click on Print Letters in the Letters ribbon.
Choose which letter type to print and how to sort the letters. When you have completed setting up print options, click Ok.
Kinds of Letters to Print - If you have set up a separate template for Verification Letters, use the drop-down menu to select the correct letter. Otherwise, leave the Normal Letters default selected.
Letter Sort Order - Use the drop-down menu to choose how letters should be sorted for printing.
The print batch window will appear notifying you of the number of letters that remain to be printed. Click OK to open the print preview screen. Selecting Cancel in the Print Next Batch window or clicking Close Print Preview before printing letters will leave the unprinted letters in the queue. Letters will only move out of the print queue when a print job is executed.
Review letters in the print preview window. When you are ready to print, click the printer icon.
Verification Letter Templates
