When running a District Match, a file is sent from the state to the District. Once the file is imported, the District has the option of choosing a 3-point, 2-point, or 1-point match (Name, SSN, DOB) to designate a student for Direct Certification. Check with your District if you are unsure which match point option you should run.
Before running the Direct Certification process for your district, click on the appropriate link below to view file format details. The file format you received from the state should be in the noted format to ensure no errors in the Direct Certification procedure.
Step 1: From the Utilities tab, select the Direct Certification menu and choose the Import File option.
If you already have DC Import Configurations established, you may be asked to select which one to use. Choose an Import Configuration and click Ok if this is the case.
(The Import DC File window configurations will vary from the image below.)
Step 2: Select the ellipses (...) and locate the DC Filename on your computer or network. Select Ok to begin the import.
Step 4: In the District/Manual DC Matching window, select Run Auto-Match.
(Notice in the example below that some symbols are included in the list. Those students will likely need to be manually matched.)
Step 5: The District/Manual DC Matching window will appear.
There is NO UNDO available.
- Select a matching criteria
- Strict 3-Point Match (SSN, Name, and DOB)
- Normal 2-Point Match (at least two: SSN, Name, and/or DOB)
- Name 2-Point Match (Name plus either SSN and/or DOB)
- SSN 2-Point Match (SNN plus either Name and/or DOB)
- Check off the box to queue letters. You will be informed that "DC letters WILL print" or "DC letters will NOT print." Letter printing options are setup in System Settings.
Click Ok when you are ready to proceed with running the district match process.
- You will see the Auto-Match process run.
- The number of matched records will be indicated in the District/Manual DC Matching window. Click Ok.
Run Manual Match
After you have run the District Match process, you may now choose to run a manual match.
Step 6: Select a student by clicking on a row and then click Manual Match or double-click on the student to bring up the Student Match window.
Step 7: A fuzzy match will run and open the Student Match window. The higher the number, the better match. If you are sure you have found a match, click Match Found and the student in question will be directly certified. If you have not found a match, click No Match Found and the student will remain in the District/Manual Matching list.
Perform this action on remaining students in the list.
Print DC Notification Letters
Step 1: From the Home tab, locate and click on Print Letters in the Letters ribbon.
Step 2: 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 setup a separate template for DC 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 clickingClose Print Preview prior to 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.
