Miscellaneous Setup

Opening Miscellaneous Setup

This procedure is used to access all processes in the Miscellaneous Setup section.

From the Administration and Maintenance tab, click on Miscellaneous Setup.

Letters

Letters allows you customize various letter types and reasons to send notification to households about a student's eligibility status.

Letter Templates

The Letter Templates section allows you to customize the layout and fields of a letter utilizing the Report Designer. 

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Under the Letters option, select Letter Templates.

2. Choose a letter from the list and select Edit. To create a new letter, select Add.

   You may wish to establish an additional template for letters you plan to email.

   

   For more information on how to create and adjust letter templates, click on the links below to visit DevExpress. Please note that some topics may not apply; however, these tutorials and documentation should give you a better understanding to designing reports.

   Video tutorials: DevExpress Reporting

   Documentation: End User Report Designer Online Help

3. Edit the letter in the Report Designer. You can rearrange, delete or add to the template.

    Report Designer Details - Click here to view details to assist with the Report Designer.

   Icon	Action
   	Open - Allows you to search for an open another file.
   	Save - Saves the report within the system.
   	Save All - Saves all reports currently being edited.
   	Cut - Removes the text or image and saves it to clipboard for pasting.
   	Copy - Copies text or an image while maintaining the original.
   	Paste - Allows text or an image from the clipboard to be added from a previous action.
   	Undo - Allows undoing a previous action.
   	Redo - Allows redo of an action.

   Icon	Action
   	Label - Allows text to be entered or multiple fields to be added in one area.
   	Check Box - Inserts a checkbox.
   	Text Box - Allows text to be inserted.
   	Image Box - Allows an image to be inserted.
   	Table - Allows a table to be inserted and completed.
   	Line - Allows lines to be placed for separation purposes.
   	Shape - Allows a shape to be inserted.
   	Graph - Allows a graph to be inserted if proper data is available and established.

   Icon	Action
   	Font Type/Name - Determines the font style.
   	Font Size - Determines the size of the font.
   	Font Style/Emphasis - Used for bold, italic, underline.
   	Font Color - Determines the color of the text.
   	Highlight - Allows highlighting of words, sentences, or paragraphs.
   	Text alignment - Choose between left-aligned, centered, right-aligned, or justified.

   1. The Report Explorer tab shows the band and band details. Click the plus sign (+) to expand the areas.

      

   2. Locate and click on the Field List tab.

      If you have chosen to print Multi-Child letters (established in Letter Printing of System Setup), do not remove the Sequence field in the "Group and Sort" tab at the bottom of the page. The sequence ties household members together. Removing or changing the field will result in errors and every child in a household will receive a separate letter.

   3. Choose from the list of Field Parameters you would like to include in your letter by left mouse clicking on the parameter and dragging it onto the letter template. If you choose to insert First Name, Last Name, Student Number in the body of your letter, you should do so here and not in the "Group and Sort" tab.

      Some fields contain expansion options. One expansion option to take note of is the User Defined Tokens established in User-Defined Tokens.

      

4. Once you are done creating your letter, click the Save icon and give your letter a name.

5. You should see your new letter.
   

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Letter Batch Kinds

Letter Batch Kinds allows you to customize letter templates with particular letter reasons.

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Under the Letters option, select Letter Batch Kinds. 
2. Create a new Custom Batch.
   
   1. Under the Description column, click in the empty space marked with an asterisk * (typically the last row) and enter a description name.
   2. Choose a Letter Template from the drop-down menu.
   3. Choose an Output type (Print or Export).
   4. Click Save Changes.
      
3. Letter Reasons
   

   1. Click the (+) next to Normal Letters. Drag and drop letter reasons to the new Custom Batch.
      

      Application Processed Incomplete Application (Paying) Ignored Decreasing Benefits Application Verification Completed Invalid Verification Response Missing Verification Response Zero Income Warning Verification Warning

      Prior-Year Warning Zero Income Expired Verification Expired Prior-Year Expired Previous Mistake DC Notification Verification Selection Explanation of Benefits

      Incomplete Application (Already Free) Incomplete Application (Already Reduced) Special Circumstances Changed Area-Eligible Grace Period Processed Economic Survey Incomplete Economic Survey DC Reduced

      
      

   2. Output Rules - Not all districts will choose to use output rules. A good understanding of SQL language and queries are necessary in order to create successful formulas.

      If emailing letters, the first sequence (1) should be set as Email. The second sequence (2), should be set as Print. This will ensure that hard copies of letters will print for those recipients who do not have an email address or no longer possess a valid email address.

      1. Name the sequence. Sequences must be numeric.
         

      2. Create a formula statement by clicking the ellipsis icon. Once you have created the formula, click Test to make sure it is functioning properly. Click Ok.

         Only Formula tokens may be edited. Rich Text and Plain Text cannot.

         

      3. Choose an Output type. Then, click Save Changes.
         

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Custom Strings

Custom Strings allow you to customize the default text fields used in letters. This text will appear in all letters that use the corresponding string.

1. From the Administration and Maintenance tab, select Miscellaneous Setup. Under the Letters option, select Custom Strings.
2. Select the plus (+) sign next to the desired section to expand.
   

3. Enter the desired text in each Custom Text section. Then, click Save Changes.

    Section - Click here to expand Section details.

   

    Custom: Click here to expand Custom details.

   

    Incomplete Code: Click here to expand Incomplete Code details.

   

    Letter Benefits Explanation: Click here to expand Letter Benefits Explanation details.

   

    Letter Reason: Click here to expand Letter Reason details.

   

    Special Circumstances: Click here to view Special Circumstances details.

   

    Verification Response Code: Click here to expand Verification Response Code details.

   

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User-Defined Tokens

1. From the Administration and Maintenance tab, select Miscellaneous Setup. Under the Letters option, select User-Defined Tokens.

2. Add a Custom Letter Token. Then, click Save Changes.

   Only Formula tokens may be edited. Rich Text and Plain Text cannot.

   1. Select the bottom row with the asterisk (*) to enter a new Token Name
   2. Assign a Token Name. Names cannot have spaces.

   3. Under the Kind column, choose from Plain Text (no special formatting within text), Rich Text (keeps formatting such as bold, italic, underline) or formula.

       Formula Rules - Click to expand User Defined Formulas.

      

      

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Scan Forms

Scan Forms allows you to create multiple form configurations with custom settings for each form. This will typically be setup by Support for each school year.

1. From the Administration and Maintenance tab, select Miscellaneous Setup. Then, select Scan Forms.

2. Select Add to create a new Scan Form or Edit to alter an existing form.

    Importing a Scan Form

   You can import an existing file by clicking on the Import button. Browse to find your file and click Open.

   

   

3. Select if you would like to add a copy of the currently selected scan form or create a new, blank form. Then, click Ok.
    
4. Settings - You can choose to modify the scan form settings. To modify the scan form, click on the Settings tab.
   
   1. Scan Form - Scan Form sets the description of the form, configures your scanner, and lets you choose how the form is printed. You can also choose to designate the form for the upcoming school year.
      
      1. Description - Enter  a description for the scan form

      2. Scanner Configuration - Use the drop-down menu to select a scanner from the list. If you need to add a scanner or edit settings of an exisiting scanner, click the gear icon.

          Scanner Configuration - Click here to expand Scanner Configuration directions.

         • Description - Enter a name for this scanner configuration.
         • TWAIN Source - TWAIN is an interface protocol that regulates communications between applications and devices such as scanners. The TWAIN source is the scanner being configured.
         • Browse - Select Browse to view any available TWAIN sources (scanners).
         • Queue Size - Establishes the number of documents in a queue at one time.
           • Show device UI when scanning - Displays the user interface of the scanner when scanning.
           • Specify expected transfer count to data source when acquiring - Controls whether the user enters the queue size. Some scanners may stop and possibly error if the batch size does not match with expected transfer count.

         

         Show UI - Displays the user interface settings.

         You should select an OCR Quality. Selecting to scan color documents; however, will consume additional hard drive space over black and white scans.

         Test Scan - Performs a test scan to ensure the scanner is configured properly.

      3. Application Form Type - Use the drop-down menu to select an application form type.
         
         1. Meal Benefits Application - Select this option for Meal Benefits Applications scan forms.
         2. Household Economic Survey - Select this option for Household Economic Survey scan forms.
         3. (Auto) Meal Benefits App - Automatically considers all applications as Meal Benefits; however, will revert to Economic Survey if all students are enrolled in CEP schools.
         4. (Auto) Economic Survey - Automatically considers all applications as Economic Surveys; however, will revert to Meal Benefits if at least one student is enrolled in a non-CEP school. 
      4. Print Landscapes - Prints applications in landscape format.
      5. Rotate 90° after scan - Rotates the scan 90 degrees.
      6. This scan form is for next school year - Select if the scan form being created if for the next school year.
   2. OMR Thresholds - Optical Mark Reader (OMR) sets the percentage in each field so a mark can be interpreted by the program. You may choose to increase or decrease the percentage.
   3. Q/A Human Verify Mode - The Q/A Human Verify Mode allows you to designate areas of verification within the application. You can set the areas to Always, NonBlank, Suspicious, or Never.
   4. Default Case Types - Use the drop-down menu to establish default case types.
      
      1. None
      2. SNAP
      3. TANF
      4. FDPIR
   5. Options - Options allows you to specify a date format, set the Suspicion and Zone Tolerance levels and the area of tolerance, choose how you want to look up students, if you want to keep a scan in color, set the dots per inch (DPI) and set unzoned income frequencies.
      
      1. Date Format - Establish a date format. e.g MM/DD/YY

      2. Suspicion Tolerance - Use the slide bar to increase or decrease the level of text recognition suspicion.

         Suspicion Tolerance

         The higher the bar is set, the more tolerant/relaxed the text recognition and the less likely an application is to be flagged as suspicious.

      3. Zone Tolerance (inches) - The padding distance around the perimeter of each zone to include when performing handwriting recognition allowing the size around each zoned area to be adjusted without having to rezone the entire application.

         Zoning

         It is recommended to precisely define zones to match the boxes on the application and adjust/increase the Zone Tolerance as needed in order to accommodate applicants who write outside boxes and lines.

      4. Student Lookup Trigger - Use the drop-down menu to determine an application scan is complete when reaching a certain field and then begin a student lookup.
      5. Drop-Out Color - Establish which color should be dropped during the scanning process. (Meal Benefit Apps = 255,0,0. Economic Surveys may vary depending on color.)
      6. Keep Color Scan - Keeps a copy of the colored application scan. Then, establish the Dots Per Inch (DPI) for the scanned image.
      7. Unzoned Inc. Freq - Use the drop-down menu to select if frequency of unzoned income is (missing), Annually, Monthly, Twice per Month, Every two-weeks, or Weekly.

   6. Row Counts - Row Counts designate the number of rows in the student and parent sections of the application.

      Row Counts

      These could vary by District. By default, all information in the student row is set to count members for the household.

   7. Frequency Codes - Frequency Codes are designated by a letter and can be changed from default settings.
   8. Income Source Mapping (Family Members) - Income Source Mapping allows you to choose the order and types of income a household receives.
      
      1. (not listed)
      2. Earnings from Work Before Deductions
      3. Public Assistance
      4. Pension/Retirement/IRA
      5. Miscellaneous/Other
      6. Child Support
      7. Alimony
      8. Social Security
      9. Interest (Savings,Bonds,CDs, etc)
      10. Dividends/Securities Income
      11. Unemployment
           
5. Zone Definitions - Zone Definitions allow you to change the area size of a zone. To modify the scan form, click on the Zone Definitions tab.
   
   1. Use the Zoom In/Zoom Out button to change the size of the scan form.

   2. To modify or add a zone, double-click on the area you wish to modify in the Zone window. Use your mouse to create a zone on the scan form.

       Scan Form Zone Definition Fields

      Anchors
      Anchor Lower-Left Anchor Lower-Right Anchor Misc 1	Anchor Misc 2 Anchor Upper-Left Anchor Upper-Right

      Contact Info
      Address Line 1 Address Line 2 City State Zip Code Phone 1 Phone 2	Phone 3 Email Address Fax Number Address Street Number Address Street Name Address Unit Type Address Unit Number

      Ethnicity
      Ethnicity (American Indian/Alaska Native) Ethnicity (Asian) Ethnicity (Black/African American) Ethnicity (Native Hawaiian/Pacific Islander)	Ethnicity (White) Ethnicity (Hispanic/Latino) Ethnicity (Not Hispanic/Latino)

      Family Member (*Repeated for each Family Member Row in Scan Form Settings)
      Family Member First Nam* Family Member Last Name* Family Member Name (Exists)* No-Income checkbox*	Income #1-6 Amount* Income #1-6 Dollars* Income #1-6 Cents* Income #1-6 Frequency*

      Income Frequency Template
      Frequency Template (Annual) Frequency Template (Monthly) Frequency Template (Semi-Monthly)	Frequency Template (Bi-Weekly) Frequency Template (Weekly)

      Info Release
      Information Release - Medical Insurance Information Release - NOT OK for Medical Insurance	Information Release (User Defined 1-30) Information Release Signature

      Language
      Language - English Language - Spanish	Language - Misc 1-20 Language Code (Numeric)

      Misc
      Application Number Application Questionable Date Received Date Reviewed Does Not Qualify for Benefits	Total Household Members Child Income Amount Child Income Dollars Child Income Cents Child Income Frequency

      
      

      "Signer's Name & Signature" Zoning and Application Review Flow Chart

      Signer's First Name and Signer's Last name do not affect the "Signature" status of an application. Only the Signer's Full Name, Signature, or combination of both will result in a Signed status.

      Signer's Full Name	Signature	Result
      Not Zoned	Exists	Pass
      Zoned & Blank	Exists	Pass
      Zoned & Exists	Blank	Pass
      Zoned & Exists	Exists	Pass
      Not Zoned	Blank	Fail

      Signer Info
      Signer's First Name Signer's Last Name Signer's printed name (Exists) Adult Signature (Exists)	Adult Signature Date Adult SSN Last 4 No Adult SSN Checkbox Emancipated Minor Checkbox (No Adult SSN)

      Snap Tanf (*Repeated for each Student Row in Scan Form Settings)
      Alternate Household Case Number Household Case Number Household Case Number Recipient Alternate Household Case Number Recipient Household Case Type: SNAP Household Case Type: TANF	Household Case Type: FDPIR Student Case Number* Alternate Student Case Number* Student Case Type: SNAP* Student Case Type: TANF* Student Case Type: FDPIR*

      Special Circumstances (*Repeated for each Student Row in Scan Form Settings)
      Household Special Circumstances: Homeless Household Special Circumstances: Migrant Household Special Circumstances: Per Administrator Household Special Circumstances: Registered Indian Household Special Circumstances: Runaway Household Special Circumstances: Headstart	Student Special Circumstances: Homeless* Student Special Circumstances: Migrant* Student Special Circumstances: Per Administrator* Student Special Circumstances: Registered Indian* Student Special Circumstances: Runaway* Student Special Circumstances: Headstart*

      Student (*Repeated for each Student Row in Scan Form Settings)

      Student ID Number* Student First Name* Student Middle Name* Student Last Name (or Fullname)* Student Birthdate* Student Birthdate Day* Student Birthdate Month* Student Birthdate Year* Gender (M/F)* Gender (Female)* Gender (Male)* Grade* School Number* School Name*

      Student No Income* Student Income #1-6 Amount* Student Income #1-6 Dollars* Student Income #1-6 Cents* Student Income #1-6 Frequency* Foster Child* Child Row Is Student* Child Row in Non-Student* Student Ethnicity (American Indian/Alaska Native)* Student Ethnicity (Asian)* Student Ethnicity (Black/African American)* Student Ethnicity (Native Hawaiian/Pacific Islander)* Student Ethnicity (Hispanic/Latino)* Student Ethnicity (Not Hispanic/Latino)*

      

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Additional Scan Form Functions

Scan Form
You can import an existing file by clicking on the Import from File button or Import from WinFSFR button. Browse to find your file and click Open.

Zones & Images

Layout Image -  Layout image is the application form. 

1. 1. View - Opens the form image in a separate window for viewing.
   2. Scan - Allows you to scan the new form into the system.

   3. Import - Allows you to import the form from an image file from your local or network drive.

      It is recommended that JPG images are imported for system optimization.

   4. Export - Allows you to export the existing form as an image file to your local or network drive. This is useful if you plan on scanning in black and white and dropping out the red. (Remove all black utilizing an imaging program such as MS Paint or Adobe Photoshop.)
   5. Deskew - Allows you to define what is considered a straight line on the form and adjust the angle of the form image.
       
   6. Rotate 90° - Allows you to rotate the form image.
   7. Image Properties - Displays layout image properties.
       

Zoning Utilities

1. 1. Clone Student Rows -Allows you to clone the information on the first student row to all subsequent student rows.
   2. Clone Family Member Rows - Allows you to clone the information on the first family member row to all subsequent family member rows.
   3. Repair Sequences - The Repair Sequence will repair the gaps or duplicate sequences within the form.
   4. Automatic Sequences - Replaces existing zone sequences with automatically assigned values based on zone layout.
      

Overlay Image - The image overlay is the form image with black removed that overlays the original form.

1. 1. View - Opens the red form image in a separate window for viewing.
   2. Scan - Allows you to scan the form with no dark ink (if applicable).

   3. Import - Allows you to import the overlay form from an image file from your local or network drive. (Once you have removed all black utilizing an imaging program such as MS Paint or Adobe Photoshop.)

      It is recommended that JPG images are imported for system optimization.

   4. Export - Allows you to export the existing overlay form as an image file to your local or network drive.
   5. Clear - Removes the overlay image completely.
   6. Image Properties - Displays layout image properties.
      

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Schools

Displays a list of all schools within the District. Basic information can be entered regarding the individual schools, along with a Prior-Year Expiration Date override.

Schools

Schools displays a list of all schools in your District.

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Under the Schools options, select Schools.
2. A list of the schools in the District is shown in the School Maintenance tab. Edit information for each school. Then, click Save Changes.
   
   1. School Number - The District-assigned school number. (Imported from Datacenter - not editable.)
   2. Site Code - The code used by the Central Office. (Imported from Datacenter - not editable)
   3. School Name - Name of the school. (Imported from Datacenter - not editable.)
   4. Inactive - Displays if the school is currently inactive. To make a school inactive, click inside the box. Make sure to save your changes.
   5. Prior-Year Expiration Date Override - A Prior-Year Expiration Date Override for applications can be entered for a specific school. This date will override the date entered on the District level in System Settings.
   6. School Type - A School Type can be selected from the drop-down menu - Normal, Non-Participating, Institutionalized, Provision 2, Provision 2 Base Year, Disaster Relief, Do Not Include in Enrollment.
   7. Export Code - Customer created code to be read by an external program.
   8. Email Address - Contact Email address of the school.
   9. Custom School Fields - Enter information in each Custom School Fields column as applicable.
      

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School Categories

School categories allow you to place schools into specific groups to aid in filtering and searching.

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Under the Schools options, select School Categories.
2. Enter a School Category in the space provided.
   
3.  To enter Category Items, select the plus + sign next to Category Description and enter a Category Item in the space provided. Then, click Save Changes.
   

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School Types

School Types can be created to categorize the schools into groups containing default settings for all schools within that group. Once School Types have be established, they are then applied to Schools.

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Under the Schools options, select School Types.
2. Select the appropriate options for each School Type. Then, click Save Changes.
   
   1. Description - Describes the type of school. New Descriptions can be entered in the blank space next to the asterisk * (typically the last row).
   2. Force Meal Benefits Status - Select the Force Meal Benefit Status from the drop-down menu - Free, Reduced, Paying.
   3. Queue Notification Letters - Select this option to queue Notification Letters for students at this type of school.

   4. Verification Mode - Use the drop-down menu for each School Type to establish Verification Mode.

      Cannot Be Picked and Cannot Be Picked, Can Lose Benefits

      If a School has a School Type where the Verification Mode is set to "Cannot be picked" or "Cannot be picked, can lose benefits", the system will not select students at the school to be the primary for Verification. This does not mean a student at one of these schools cannot end up in verification. As verification applies to the entire household, a student enrolled in a "Normal" school may be selected for Verification as well as other students listed on the application, regardless of School Type.

      1. Normal - School Type can be picked for verification.
      2. Cannot be picked - School Type cannot be picked for Verification and benefits cannot be lost at the end of verification.
      3. Cannot be picked, can lose benefits - School Type cannot be picked for Verification; however, benefits may be lost at the end of the verification process.
   5. Allow Pick for Verification - Select this option to allow students at this type of school to be picked for Verification.
   6. Exclude from Enrollment Reports - Select this option to exclude students at this type of school from Enrollment Reports.
      

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Custom School Fields

Custom school fields have been added and are used in custom reports/exports. For additional assistance, please contact Support.

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Under the Schools options, select CustomSchool Fields.
2. Select the appropriate options for each School Type. Then, click Save Changes.
   
   1. Description - Enter a short description for the field.
   2. Field Name - Enter a field name or field code.
   3. Data Type - Use the drop-down menu to select the correct data value.
   4. Full Description - Use the drop-down menu to enter a full description of the field.
      

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Grades

Grades allows you to review, add and edit which grades apply to your District. Additionally, you may inactivate a grade and select which grades to exclude from enrollment reports.

1. From the Administration and Maintenance tab, locate the Miscellaneous Setup menu. Then, select Grades.
2. Review grades and make any necessary changes to enrollment reports exclusions.Then, click Save Changes.
   1. Description - The District-assigned grades. (Imported from Datacenter - not editable.)
   2. Inactive - Denotes which grades are inactive (Imported from Datacenter - not editable.)
   3. Exclude from Enrollment Reports - Place a checkmark in the appropriate box to exclude grade(s) from enrollment reports.
      

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Tracks

Tracks are utilized by schools operating on a year-round basis. Track maintenance is centralized in Datacenter. The Prior-Year Expiration Date will override the date set at the school level.

1. From the Administration and Maintenance tab, locate the Miscellaneous Setup menu. Then, select Tracks.
2. The Track information is displayed. You can set the Prior-Year Expiration Date by clicking on the column and choosing a date from the calendar. Then, click Save Changes.
   

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DC File Sources

1. From the Administration and Maintenance tab, locate the Miscellaneous Setup menu. Then, select DC File Sources.
2. Enter the name of the DC file Source in the row with the asterisk *. Then, click Save Changes.
   

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DC Import Configurations

The Direct Certification section allows you to choose DC options, including Letter Queuing and State Match Fields. (The Plugin configures to read the format of the DC file supplied by the District.)

1. From the Administration and Maintenance tab, locate the Miscellaneous Setup menu. Then, select DC Import Configurations.
2. Click Add to select a file to import DC configurations into the system. To modify existing configurations, select the description of configuration you wish to make changes to and click Edit. You may also choose to Import Settings from another file or Export Settings after you have made necessary changes.
   
3. Configure the Plugin settings. Then, click on the Configure Plugin button.
   
   1. Description - Enter a description for the Import Configuration.
   2. Plugin - Use the drop-down box to choose the type of plugin to utilize.
   3. DC File Source - Use the drop-down menu to select a DC File Source.
      

4. Setup the DC Import functions. Knowledge of SQL language is required in order to define formulas. Contact someone familiar with SQL language or your IT department to assist you if you choose to utilize this function.
   To setup formulas, click on the Formula column of the appropriate Field Name row.

    Formula - Click here to expand Formula options.

   Setup the formula and click the Test function to ensure it is working properly. Then, click Ok.

   

   

5. Setup File Format information for export. Then, click Ok.

    File Format - Click here to expand File Format details.

   

   

6. Click the Test button to ensure everything is working.
   
7. Save your import file configuration changes by clicking Ok.
   
8. Save your DC Import configurations by clicking Ok.
   

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Application Review Queues

Applications can be organized into user-defined queues which is useful when sorting large amounts of received applications. Specific queues can be created for different situations related to the applications (e.g. missing data, etc.)

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Then, choose Application Review Queues.
2. To create a new Queue, enter it in the blank space next to the asterisk * (typically the last row). The new Queue will now be available for sorting applications. Click Save Changes when you have made the necessary edits.
   

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Special Circumstances

The system comes with 12 predefined Special Circumstances and the ability to create user-defined Circumstances. By selecting Categorical Eligibility for a special circumstance, the remainder of the application will be ignored once the system recognizes a positive response in the selected box on an application if Apply Special Circumstances from Application has been selected.

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Then, select Special Circumstances.

2. Establish Special Circumstances options. Then, click Save Changes.

   The predefined Special Circumstances are listed (not editable).

   1. Description - New Special Circumstances can be added in the blank space next to the asterisk * (typically the last row).
   2. Meal Benefits Status - Use the drop-down menu to establish a meal benefit status (Free, Reduced, Paying).
   3. Queue Letter on Change - Place a checkmark in the appropriate box for letters to automatically queue after a change has been made.
      

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 Work-Log Types

The Work-Log section allows for the tracking of specific actions that occur when working with applications, creating a record of the application's history.

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Then, select Work-Log Types.
2. Set the following options for the different Work Logs. New Work Logs can be added in the blank space next to the asterisk * (typically the last row). Then, click Save Changes.
   
   1. Description - Enter a work-log description.
   2. Section - System sections have been imported from DataCenter. For new work-logs, enter General.
   3. Allow for Application - Select to log when editing an Application.
   4. Allow for Students - Select to log when editing a Student.
   5. Allow for Verification Households - Select to log when editing a Verification Household.
   6. Flash Comments Button- Select a Flash Comments Button option from the drop-down menu - Always, When Comments Exist, Never. When a comment is present, the Comments icon will flash.
   7. Comment Prompt - Select a Comment Prompt option from the drop-down menu - Prompt, Required, Do Not Prompt.
      

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Languages

Sets the languages being utilized within the system.

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Then, select Languages.
2. Establish Language settings. Then, click Save Changes.
   
   1. Choose which Languages are Inactive by selecting the corresponding check box (leave unchecked if Active).
   2. Enter the scanning code for active languages. 
   3. New languages can be added in the blank space next to the asterisk * (typically the last row)
      .

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Rejected Application Reasons

The system comes with four predefined Rejected Application Reasons (not editable) and the ability to create new Reasons. These will be available when processing the applications.

From the Administration and Maintenance tab, locate Miscellaneous Setup. Then, select Rejected Application Reasons.

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Verification Evidence Types

Verification Evidence Types are available as selections during the Application Review process. New evidence types can be created by the user.

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Then, select Verification Evidence Types.
2. Select if the Evidence Type Is Acceptable or is Inactive. New Evidence Types can be added in the blank space next to the asterisk * (typically the last row). Then, click Save Changes.
   

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Income Eligibility Guidelines

1. From the Administration and Maintenance tab, locate Miscellaneous Setup. Then, select Income Eligibility Guidelines.
2. Locate and click the Automatic Values button.
   
3. Load Federal Income Eligibility Guidelines for your state.
   
   1. You will be prompted to load Federal income eligibility guidelines for the upcoming school year. Select Yes to proceed.
   2. When the guidelines have been updated, you will receive a message to verify if the values are correct. Click OK.
   3. Click the Save Changes button before proceeding.
      
      
4. Click on the Verify Figures button and enter your name and title as the person confirming figures. Click Ok. Then, click Save Changes.
   
   

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Report Layout Customizations

In the Report Customization section, you can change the layout of report items.

From the Administration and Maintenance tab, locate Miscellaneous Setup. Then, select Report Layout Customizations.

Mailing Labels

Mailing Labels allow you to edit label information in order to attach labels to paperwork. The default layout is set for Avery 5160^TM labels. 

1. Select Mailing Labels from the Report Layout Customizations menu.
2. Enter a description name and click Edit.
   

3. In the Report Designer window, you can add, delete, or remove fields using selections from the field column.

   Adjustments to the size should not be altered unless you are using labels other than Avery^TM 5160.

4. Once you have made adjustments to the Mailing Label template, click the Save  icon. Then, click the red X to close the window.
   
5. Select the description you want to use for all Mailing Label templates and click Set As Default. Then, click Close.
   

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Verification Paper Worksheets

Verification Paper Worksheets allow you to edit verification worksheet information for verification worksheets.

1. Select Verification Paper Worksheets from the Report Layout Customizations menu.
2. Enter a description name and click Edit.
   
3. In the Report Designer window, you can add, delete, or remove fields using selections from the field column.
4. Once you have made adjustments to the Verification Paper Worksheet template, click the Save  icon. Then, click the red X to close the window.
   
5. Select the description you want to use for all Verification Paper Worksheet templates and click Set As Default. Then, click Close.
   

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Verification Final Documents

Verification Final Documents allow you to edit the final verification tracker used at the school location.

1. Select Verification Final Documents from the Report Layout Customizations menu.
2. Enter a description name and click Edit.
   
3. In the Report Designer window, you can add, delete, or remove fields using selections from the field column.
4. Once you have made adjustments to the Verification Final Document template, click the Save  icon. Then, click the red X to close the window.
   
5. Select the description you want to use for all Verification Final Document templates and click Set As Default. Then, click Close.
   

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