Daily Operations (Operator)

Overview

Locating a Student Record
Editing a Student Record
Adding a New Student
Merging Student Records
Reviewing Applications
Performing Overrides
Viewing Panels

Locating a Student Record

Step 1: Locate and click on the Home tab, select the Student Lookup menu.

Step 2: Enter the Search data in the Filter and Search section. Select Refresh or hit the <Enter> key to begin the search.

Name - Student's name (First, Last, or any portion)
Student # - Student's ID number
SIS Data - Student Information System Data
Application ID - Select the ellipses next to the field to open the Application Search window.

Application ID - Click here to expand Application ID advanced search details.

The application can be located using Application ID, Delivery Bag ID, Reference Number, Batch Code, or From School searches.

School - Choose a school from the drop-down menu to filter the search by school.
Verif. Household - Search using Verification Household information
Advanced Filter - Select the ellipses next to the field to open the Advanced Filter window. Double-click filters to add them to the filter expression. Filters can be combined by using keywords And, Or, and Not. The order of operations can be specified by using parenthesis.

Advanced Filter - Click here to expand Advanced Filter details.

Editing a Student's Record

Step 1: Locate and click on the Home tab, select the Student Lookup menu.

Step 2: Search for the Student using the procedure found in Locating a Student Record.

Step 3: Highlight the Student's Record and select View/Edit Student.

^{(The names, student numbers, and birth dates have been changed in the below screenshot to protect identities.)}

Step 4: Select Edit Student.

If notification has been established in Worklog Types, you may see an exclamation point flashing indicating comments have been made to the record.

Step 5: Enter any comments regarding the edit. Next, click Ok. Make sure to click Save Changes from the Student ribbon before exiting from the record.

See Adding a New Student for additional information.

Adding a New Student

This section demonstrates how to add a new student directly into Franklin. Typically, this information comes from your Student Roster and should not be entered at this level.

Step 1: Locate and click on 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 number

Fax - Student's fax number

Email - Student's email

SIS Key - The Student Information System (SIS) Key is pulled from DataCenter. It is the same as the student number.

SIS Overrides - Choose which SIS override(s) to include for the student.

Additional Options from the Ribbon

Student Ribbon

Comments

You may want to add comments to the student record. Click the Comments button in the Student ribbon. Next click Add Comment.

Enter your comments. When you are done, click Ok.

You will see the new comment displayed. After you have added all comments, click the Ok button in the Student Comments window.

Additional Supporting Document

You may want to add an additional supporting document to a student record. Click the Add Supporting Documents in the Student ribbon.

Click Add New to scan a new document. Choose the type of image scan to conduct and click Ok. Next, select the correct scannner.

You will see a copy of the image. Add a tag (description) of the scan. Then, click Ok.

Finally, choose which type of document you have added. Then, click Ok.

To edit or delete a previously scanned document, search for it by clicking Search for Tag or Scan Date Range. Next, click refresh to see a list of scanned documents. Notice the image is displayed in the right half of the window.
Select the document you wish to edit or delete and click the appropriate button.

Application

Review Current Application

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View Image

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Overrides

Direct Certification

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Special Circumstances

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Status Override

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Panels

Applications

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Siblings

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Images

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Tracking

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Letters

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Verififcation

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Merging Student Records

The Merge Student process allows the user to remove duplicate student records.

Step 1: Locate and click on 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 and click the Merge Student button.

Step 3: Select the student records to be merged by choosing the Pick option.

If the top record is incorrect, you can click Pick and conduct a search by typing the name and clicking Refresh. The top record (Old Student) will be deleted.

Enter the name of the New Student and click Refresh. Choose the student from the list and click Ok. The bottom record (New Student) will be retained.

Step 4: 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.

There is no undo for this process. Be sure you are deleting the correct record before proceeding.

You should now see only one record for the student.

Reviewing Applications

Locate and click on 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.

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.Snap Case # / Recp'nt - Enter the SNAP Case number and the recipient's name.
- Normal
- No Adult SSN
- Emancipated Child
- Not Provided
SNAP Case # / Recp'nt -
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 - Select to release Medical Information or other information (e.g. UserDefined1).

Editing and Adding Students to an Application

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

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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.

Any changes made to the automated special circumstances will likely be overwritten the next time the import runs.

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.

A temporary status override allows you to temporarily increase a student's benefits. The status override will only take affect if there are no special circumstances, DC approval, or special school circumstances. If the temporary status is less than the student's actual status, it will be ignored. After the expiration date, the status will revert back to the student's original status.

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.

This Refuge-Eligibilty utility examines all applications, special circumstances, and other fields and determines the eligibility of this student based on your current system configuration settings and rules. Would you like to perform this operation now?

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.