Daily Operations (Operator)

  Locating a Student Record

Editing a Students Record

Step 1: Search for the Student using the procedure found in Locating a Student Record.
Step 2: Highlight the Student's Record and select View/Edit Student.
Step 3: Select Edit Student.
Step 4: Enter any comments regarding the edit.
Step 5: Enter the Edits. See Adding a New Student for more information.

Adding a New Student

Step 1: From the Home tab, select the Student Lookup menu.
Step 2: Select Add New Student in the Actions sections.
Step 3: Enter the New Student's data.
Identification and Enrollment Student Number - School ID number Student Name - First - MI - Last Name - Suffix - Student's Name Birthdate - Student's Birthdate in MM/DD/YYYY format School - Choose the student's School by selecting the search icon to the right of the field. Grade - Choose the student's Grade by selecting the search icon to the right of the field. Homeroom - Student's Homeroom information Track - Choose the student's Track (if utilized) by selecting the search icon to the right of the field (Tracks are attendance periods normally used by year-round schools). Feeder School - Choose a feeder school by selecting the search icon to the right of the field. SIS Data - Enter the student's SIS data.
Address Address - Select the Pencil Icon and enter the student's address. City - Student's City. ST - Select the State from the drop-down menu. Zip - Student's zip code.
Miscellaneous Data Add Date - Date student was added into the system. Enrollment Date - Date the student was enrolled (Select the Ellipses (...) to access a calendar). Inactive Date - Date the student became inactive (Select the Ellipses (...) to access a calendar). Language - Select the student's language from the drop-down menu. Gender - Select the student's gender from the drop-down menu. Ethnicity - Select the student's ethnicity from the drop-down menu. Student SSN - Student's Social Security Number. Head of Household - Head of household name. Household Key - Phone 1 - 2 - Student's phone numbers Fax - Student's fax number Email - Student's email SIS Key - SIS Overrides -

Merging Student Records

The Merge Student process allows the user to remove duplicate student records.
Step 1: From the Home tab, select the Student Lookup menu.
Step 2: Find the student using the process described in  Locating a Student Record. Select the student's name from the list.
Step 3: Select the Merge Student option.
Step 4: Select the student records to be merged by choosing the Pick option. The top record (Old Student) will be deleted. The bottom record (New Student) will be retained.
There is no undo for this process. Be sure you are deleting the correct record before proceeding.
Step 5: When you are sure you have selected the same student for both records, and they are in the proper order (Keep & Delete), select the I understand there is no undo for this option and click Ok. Click Yes on the Warning window to complete the merge.

  Reviewing Applications

Opening Application Review

Step 1: From the Home tab, select the Application Review option. A Search Section along with a list of all applications will be shown.

Searching For Applications

Specific Applications or groups of Applications can be located utilizing a variety of search options.

Step 1: Enter the Search Terms in the Search and Filter section. Enter more information for a narrow search, or less information for a broad search.

• Work Queue - Searches for Applications within a specific Work Queue (selected from the drop-down menu). Work Queues are user-defined in the Miscellaneous Setup section.
  
  
• Application ID - Locates a specific application by Application ID.
  
  
• Reference # - Locates a specific application by Reference Number.
  
  
• Name Search - Locates a specific student by entering full or partial name.
  
  
• Exception Filter - Locates applications containing a chosen Exception (selected from drop-down menu).
  Select the following options to include in the search:
  
  • Include Student Matches
  • Include Student Non-Matches
  • Include Scanned Apps
  • Include Online Apps
  • Include Keyed Apps

Editing Applications

Step 1: Highlight the application from the list and select the Edit Application option. Specific applications can be located using the Search function described above.

Step 2: Select the Edit option.

Step 3: Enter a Comment regarding the edit being made in the Comment Box (Required).

Step 4: Make any necessary edits to the Application Fields section.

• Signed - First/Last Name - Select if the application is signed and enter the First/Last name of the applicant.
  
  
• Adult SSN- Select an SSN option from the drop-down menu and enter the SSN in the field provided.
  • Normal
  • No Adult SSN
  • Emancipated Child
  • Not Provided
    
    
• Snap Case # / Recp'nt - Enter the SNAP Case number and the recipient's name.
  
  
• Tanf Case # / Recp'nt - Enter the Tanf Case number and the recipient's name.
  
  
• Stated 'I do not qualify' - Select this option if the applicant has stated they do not qualify.
  
  
• Total Mbrs - Enter the total number of household member.
  
  
• Verification / Has Supporting Documentation- Select this option if Supporting Documentation is available. Select a Response Code from the drop-down menu (multiple responses can be selected).
  • Valid Response
  • Select All
  • No Adult SSN
  • Invalid Case Number
  • Missing Proof of Income
    
    
• Ethnicity - Select the Ethnicity of the Applicant.
  
  
• Info Release - 
  
  

Editing and Adding Students to an Application

Step 1: Open the application for editing as described in the Editing Applications section above.

Step 2:   Need info how this works

Adding Household Members

Step 1: Open the application for editing as described in the Editing Applications section above.

Step 2: Enter the member name in the space marked with an Asterisk * (typically the last row).

Step 3: Select the No Income option if this member provides no income for the household.  To enter an income, click the plus + sign next to the name. Multiple incomes can be entered.

• Amount - Enter the amount earned by this household member.
  
  
• Frequency - Select the frequency the amount is earned from the drop-down menu.
  
  
• Source - Select the source of the income from the drop-down menu.
  
  

Comments and Work Log

This section allows you to track the history of a record.

Step 1: Select the Comments / Work Log option. A list of all comments and actions regarding this record is displayed.

Step 2: Make the necessary edits to the Comments and Work Logs.

• Add Comments - Select to add any additional comments to this record.
  
  
• Log Action - Select to log an action related to this record. Choose an Action from the list. New Actions are created in the Miscellaneous Setup Section, Work-Log Types.
  
  
  
  
• Edit - Select to edit the highlighted Comment or Work Log.
  
  
  

Moving Application to Review Queue

Step 1: Select the Application and choose the Edit Application option.

Step 2: Select the Move to Review Queue option.

Step 3: Select which review queue to move the application. Review Queues can be created in the Application Review Section in Miscellaneous Setup.

Viewing Application Attachments

Step 1: Open the application for editing as described in the Editing Applications section above.

Step 2: Select an option from the View section.

• Scanned Image - Displays an image of the scanned application.
  
  
• Raw Source - Displays the raw data extracted from the application
  
  
• Information - Displays information about the scan. General, Contact Info, Review/Processing Data, Scanned Application Data, Online Application Data, and Overrides
  
  
• Zoom to Phone - Zooms to phone number on the application.
  
  
• Preview Approval - Gives a preview of the approval level the application would receive at this point.

Overriding Zero-Income Expiration Date

Step 1: Open the application for editing as described in the Editing Applications section above.

Step 2: Select the Zero-Income Expiration Date option.

Step 3: Enter the Zero-Income Application Override date (only applicable if the application processes as Zero-Income).

Performing Overrides

Overrides

Step 1: Search for the student using the procedure described in Locating a Student Record.

Step 2: Highlight the Student's Record and select View/Edit Student.

Step 3: Select the type of Override from the menu.

Direct Certification

Step 1: Select Direct Certification from the menu.

Step 2: Select the type of Direct Certification evidence available.

• 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.
  
  
  
  
  • Search for a document by Tag or Date Range. Highlight the document and select Ok to attach.
    
    
  • Select Add New to scan in a new supporting document.
    
    
• 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.
  
  
  
  
  
• Manual / Other Evidence - Select to enter a description of Manual/Other DC evidence.
  
  
  
  
  
• 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.

Special Circumstances

Step 1: Select Special Circumstances from the menu.

Step 2: Select Edit to choose the Manual Special Circumstances

Step 3: Select the Pencil Icon (after selecting Edit) to edit the Automated / Imported Special Circumstances.

Status Overrides

Set Temporary Status

Step 1: Select Status Override from the menu and choose the Set Temporary Status option.

Step 2: Set the Expiration Date and the Temporary Status for this student.

Set Prior-Year Status

Step 1: Select Status Override from the menu and choose the Set Prior-Year Status option.

Step 2: Select the Prior-Year Status of this student.

Step 3: Enter any comments regarding the Prior-Year Status change.

Set Legacy Approval Status

Step 1: Select Status Override from the menu and choose the Set Legacy Approval Status option.

Step 2: Select the legacy system's free/reduced status of the student.

Step 3: Enter any comments regarding the Legacy System Approval change.

Refigure Eligibility

Step 1: Select Status Override from the menu and choose the Refigure Eligibility option.

Step 2: Select Yes on the Eligibility Warning Window.

Viewing Panels

Panels allow you to quickly view various information regarding the student. A panel containing information will be marked with a green check mark next to the icon.

Viewing a Panel

Step 1: Search for the student using the procedure described in Locating a Student Record.

Step 2: Highlight the Student's Record and select View/Edit Student.

Step 3: Select the Panel to view.

• 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 file.
  
  
  
  
  
• 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. 
  
  
  
  
  
• Letters - Lists all letters sent to the student.
  
  
  
  
  
• Verification - Displays the student's verification status. Select Review to view the Verification Worksheet.