Sample Set Procedures

Build Sample Set

1. From the Utilities menu, click on the Verification tab and select Sample Sets. 

2. In the Verification Action tab, locate and click on Build New Sample Set.

   You will see the system running a query on the student population.

   

   
   

3. Select the number of applications to pick.

   The system will display the number of approved applications on file and pick the designated percentage (rounded up) for verification. The software will allow you to increase or decrease this amount. This helps ensure a sufficient number of applications are chosen (extra applications can be removed later). To modify the number of applications chosen, click in the Applications to Pick field and type in a different amount. Click OK when you are ready to proceed.

   Error-prone applications are always selected first. An error-prone application is one that is within $100 of qualifying from Free to Reduced or Reduced to Full Pay.

   

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Verify for Cause

Verify for Cause is utilized when you have been asked to include a child in the verification process or choose to select a child for verification.

1. Locate and click on the Home tab, select the Student Lookup menu.
2. Search for the Student using the procedure found in Locating a Student Record.
   
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.)}} 
   
4. Locate and click on the Verification button in the Panels ribbon.
   
5. In the Verification window, click the Verify For Cause button.
   
6. Enter a comment as to why this household is being verified for cause. When you are done, click Ok.
   
   

The Verification button will now have a green flashing checkmark indication the student has been selected for verification status.

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Review and Commit Applications in the Sample Set

Once built, a Sample Set needs to be reviewed. During the review process, students can be removed from the set and additional students added as needed.

To remove a Sample Set, select a row and click the Delete Sample Set button. The option to remove a Sample Set is available in Franklin 2.1.10 or higher. If you do not see the Remove Sample Set button, please update your version of Franklin.

1. In the Verification Sample Sets tab, select a sample set to review by clicking the row and then clicking Review Sample Set.
   

2. To review individual applications, select a row and then click the Review Selected or double-click on a row. This brings up the student's record allowing for application review and editing.
   

   You may choose the Confirm All button if you qualify for the LEAs waiver §245.6a(e)(1)(ii).

   

   
   Review Selected - Opens the Confirm Verification Selection window for the selected student.
   Confirm All - Allows confirmation of all students. This should not be used unless you qualify for LEA waiver §245.6a(e)(1)(ii).
   Reject All - Allows you to reject all students in the Sample Set.

    

3. In the Confirm Verification Selection tab, the student will appear.
   

   The person who originally confirmed the application should not be the person performing the confirmation review.

   

    

4. To further review and/or make changes to a student's application, click the View Student button. Once you have reviewed the student's application, choose if you would like to Confirm and Commit the student or if you would like to Reject and Remove the student from the verification sample set. 

 Confirm and Commit

Confirms the student for verification and marks the student as ready to commit. Enter a comment
in the Confirmed for Verification Comments window.

In the Verification Sample Sets window, the system shows the number of confirmed and rejected applications. The total Confirmed Count from all Sample Sets is located at the bottom of the screen. Make sure that your total Confirmed Count is in compliance with the USDA regulations.

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Verification Reports

Once you have created and committed sample sets, run a Verification Sample report. 

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Verification Letters

Setup Verification Letters

1. Download the files you wish to import. Make sure you take note of the file location.

   Verification Letter Type	Downloadable File
   Verification Letter - Legal	VerificationSelectionLetter_8x14legal.repx
   Verification Selection Packet	VerificationSelectionPacket_Rev2018.repx
   Verification Packet - Folding with Address Window	VerificationPacket-foldingRev.repx
   USDA Verification Letter	USDAVerificationLetter.repx

2. From the Admin and Maintenance tab, locate the Miscellaneous Setup menu. Then, select Letters and choose the Letter Templates option.
3. Choose Add to create a new letter.
   
4. In the Report Designer, click the Folder icon  to open the Windows search window.
   

5. Locate and click on the template file (.repx) you wish to import. After you have selected the file, click Open.
   
   You will see the template in the Report Designer. If you need to make any changes to the template, refer to the Letters section in Miscellaneous Setup.

   You MUST change the date(s) during the letter import process as they are part of the text and not a field.

6. After you have made necessary changes, click the Save icon.

   It is important that you do not choose Save As. The Save As option will save the file to your computer and not in the software.

   

7. In the Save Letter Template as window, assign a name to the letter template.
   
   
   You will notice the new letter appear in the Letter Template Maintenance tab.
   
8. From the Admin and Maintenance tab, select the Miscellaneous Setup menu. Then, select Letters and choose the Letter Batch Kinds option.
9. 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.
      
10. Establish Letter Reasons. 

    Click the (+) next to Normal Letters or another location where Verification Letter Reasons reside. Drag and drop letter reason Verification Selection to the new Custom Batch.

    You can create a separate Letter Batch Kind for additional Verification Letter Reasons if you choose. Make sure you do not select the Verification Packet template. When you are done, click Save Changes.
    

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Print the Verification Notification letters 

1. From the Home tab, locate and click on Print Letters in the Letters ribbon.

2. Choose which letter type to print and how to sort the letters. When you have completed setting up print options, click Ok.

   1. Kinds of Letters to Print - If you have setup a separate template for Verification Letters, use the drop-down menu to select the correct letter, otherwise, leave the Normal Letters default selected.
   2. Letter Sort Order - Use the drop-down menu to choose how letters should be sorted for printing.
      

3. 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 clicking Close 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.

   

4. Review letters in the print preview window. When you are ready to print, click the printer icon. 

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