Application Maintenance
- Robin Rodrigue
The Reviewing Applications section is designed to step you through various procedures in order to edit applications, attachments, and move them to the review queue.
From the Home tab, select Application Review.
Application Review provides a color-coded system to indicate the age of an application in the queue.
Green - 0 to <5 days
Yellow - 5 to 9 days
Red - >9 days
Locating an Application
Specific Applications or groups of Applications can be located utilizing a variety of search options.
Enter the search criteria in the Filter and Search group. The less information entered, the broader the search results.
Work Queue Application ID Reference # Name Search Exception Filter Additional Search Options | Use the drop-down menu to select a specific work review queue. You may also select (All Queues). Work Queues are user-defined in Miscellaneous Setup. Locates a specific application by Application ID. Locates a specific application by Reference Number. Locates a specific student by entering full or partial name. Locates applications containing a chosen Exception (selected from drop-down menu). Select the following options to include in the search:
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You may also select Find Application to open the Select an Application to Review window and enter search criteria. Select the correct application from the list and click Ok to view the application.
Editing an Application
The Application Review can be accessed at any point. You should note that if you have previously made any edits or changes to a record and saved it, you will need to click on the Edit button and enter an edit reason to make additional changes. Additional fields in the application may also require a comment to be entered. These comment entries greatly assist with auditing by providing a details record of what changes were made and who conducted those changes.
Work Queues
Application Review Queues are established in Administration and Maintenance → Miscellaneous Setup → Application Review Queues. You may then establish a user-defined formula to automatically move applications into various queues for staff to compete daily operations. Default Queue is selected by default; however, you may use the drop-down menu to select (All Queues) or the queue you utilize on a regular basis. (e.g. You have three staff members who process Spanish applications and two staff members who process Zero-Income applications.)
- Highlight the application from the list. Then, select Edit Application or double-click on the selected application. Specific applications can be located using the Search functions described above.
- Click Edit.
- Enter a Comment regarding the edit being made in the Comment Box (Required). Click Ok when you have finished entering comments.
- Complete necessary application fields. When you are done, you may click Preview Approval to preview application statuses. Then, click Save Changes & Process before exiting.
Once an application has had changes saved, problems may exist which prevent the application from completing the process. Refer to the Problems window in the lower left-hand corner to see why an application has been held for review. Some problems require action, such as Missing Income Frequency. Others require verification that the information reported on the application is accurate such as No Signature. For those problems, verify the information is correct and click in the box to place a checkmark to indicate the information is accurate.
Annual Income Manual Review Second Application, Increasing Benefits Currently Declining Benefits Missing Case Number Recipient SNAP/TANF Application DC Student Missing Case Type Special Circumstances DC Students Mixed with Non-DC Missing Household Members List Student at CEP School Duplicate Income Missing Income Student Income Duplicate Student Missing Income Frequency Student is Inactive Email Exists on Another Application Missing Total Members Student Not Found Emancipated Minor Multi-Child TANF Suspicious Income (Low or High) Foster Child Multiple Students on Foster Application Suspicious Total Members In Verification No Application Number Too Many Zero Incomes Invalid Adult SSN No Signature Total Income Mismatch Invalid Case Number Not Receiving Foodstamps Total Members Mismatch Invalid Income Previous Application Already Scanned Unmatched Students on Auto Economic Survey Invalid Language Second Application, Decreasing Benefits Zero Income 
Add a Student - Click on the asterisk * to add a student to the application.
Delete a Bad Student Row - In cases where a student row was imported and no data exists, you may remove the row by right-clicking and selecting Delete Student Row.
Convert Student to Household Member - In cases where an applicant has added a household member to the student field of the application, you may convert that person to a household member by right-clicking and selecting Convert to Household Member. All information associated with the "student" will be migrated to the Household Member section of the application.
Add a Household Member- Click on the asterisk * to add a household member to the application.
Delete a Bad Family Member Row - In cases where a family member row was imported and no data exists, you may remove the row by right-clicking and selecting Delete Family Member Row.
Convert Household Member to Student - In cases where an applicant has added a student to the household member field of the application, you may convert that person to a student by right-clicking and selecting Convert to Student. All information associated with the "household member" will be migrated to the Students section of the application.
Comments/Work Log
This section allows you to track the history of a record.
- While still in the Edit Application window, select the Comments / Work Log option. A list of all comments and actions regarding this record is displayed.
Complete necessary actions.
Click Add Comment to add a new comment to the student record. Then, click Ok.
Click Log Action and select the correct action being performed from the list. Then, click Ok. New actions are created in Miscellaneous Setup → Work Log Types.
Make changes to the comment and then click Ok.
Select the comment you wish to make changes to and click Edit.
Not all comments can be modified.
Make changes to the comment. Then, click Ok.
Views
- Open the application for editing as described in the Editing Applications section above.
- Select an option from the View section.
Displays an image of the scanned application.
Displays the raw data extracted from the application.
Displays information about the scan: General, Contact Info, Review/Processing Data, Scanned Application Data, Online Application Data, and Overrides.
Zooms to phone number field on the application.
Calculates a preview of the benefit level students on the application would receive "now."
Overrides
Performing Overrides allows you to manually control student eligibility when special cases exist.
Zero-Income Expiration Date
- Open the application for editing as described in the Editing Applications section.
- Select Zero-Income Expiration Date.
- Enter the Zero-Income Application Override date (only applicable if the application processes as Zero-Income). Then, click Ok.
- Enter comments for manually extending zero-income expiration.
Attach DC Siblings
During application scanning, the ability to Attach DC Siblings is available if more than one student appears on a scanned application. This option allows DC Sibling attachment to occur during the early stages of processing students for meal benefits. If DC students exist on an application with non-DC students, you will be alerted in the Problem section.
- Select the student you wish to attach to another DC student. Then, click Attach DC Siblings.
- Enter a comment concerning attaching a DC status to the student. Then, click Ok.
- The application will update the application by automatically saving changes and processing.
You may also view the status through Student Lookup and by viewing the student's record once the application has been completed.
Print Reports
You may choose to print Application Details and Tracking reports for a student.
While viewing an application, locate the Print button and select the necessary report. You may Print or Export the report.
Application Details
- From the Print option, select Application Details.
- Establish report criteria. Then, click Ok.
Tracking
From the Print option, select Tracking.
Moving Applications to the Review Queue
- While still in the Edit Application tab, click Move to Review Queue.
Select the review queue where you would like to move the application. Then, click Ok.
Review Queues can be created in Miscellaneous Setup → Application Review.
