Opening System Settings
This procedure is used to access all processes in the System Settings section.
⬆ Be sure you are running Franklin 13.0 or higher.
Locate and click the Admin and Maintenance tab. Next, click on the System Settings option.
Verification
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.
The Verification section allows you to set the sample type and application amounts for District Verification.
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 act.
Most districts are required to use the USDA: Standard Rules: 3% of all applications (max. 3000) option. To qualify for the second and third options, please refer to the Verification Activity document mentioned above. It is also recommended that districts confirm the use of this option with their State Department.
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.
Grace Periods
If you choose to allow a grace period for the verification expiration period, it must be selected in the Grace Periods tab.
Select the Grace Periods tab. Select the checkbox next to Give Grace Period for Verification Expiration.
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.
Letter Printing
To print Verification Expiration Letters, you must first ensure the system is set to queue letters.
Select the Letter Printing tab. Set the number of days before the expiration date (established in the Verification tab) that you would like the letters to queue for printing. Then, select the checkbox next to Queue Verification Expiration Letters.
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, Zipcode, Application ID, Name, Languiage, 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.
Scheduled Jobs
After saving Letter Printing options, you must ensure warning letters are scheduled in your daily jobs.
From the Admin and Maintenance tab, select the Advanced Setup menu and choose Scheduled Jobs.
Select a listed job and click the Edit button. You may have to view more than one scheduled job.
In the Edit Scheduled Jobs window, look to ensure the Queue Warning Letters job is listed. Click Ok to keep settings.
If Queue Warning Letters is not established as a scheduled daily job, add it to the scheduled daily jobs by following Scheduled Jobs procedures in the Advanced Setup section.