Application Maintenance

Owned by Robin Rodrigue
Last updated: Aug 12, 2020 by Nora Kinal
8 min read



Overview

Overview

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. 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:

  • Include Student Matches

  • Include Student Non-Matches

  • Include Scanned Apps

  • Include Online Apps

  • Include Keyed Apps

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 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 Special Circumstance applications.)

  1. 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.

  2. Click Edit.

  3. Enter a Comment regarding the edit being made in the Comment Box (Required). Click Ok when you have finished entering comments.

  4. Complete the necessary application fields. When you are done, you may click Preview Approval to preview application statuses. Then, click Save Changes & Process before exiting.

Form Type - Use the drop-down menu to select the type of form you received.
Meal-Benefits Application - Select for Meal Benefits Application.
Household Economic Survey -  Select for Household Economic Survey.
(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.
(Auto) Economic Survey - Automatically considers all applications as economic surveys; However, will revert to meal benefit if at least one student is enrolled at a non-CEP school.
Reference # - The number of the application provided reference numbers on the application forms.
Signed - Mark this box if the application has a valid signature from the household member.
Address - The household address listed on the application. Click the ellipsis button to enter or clean-up an address.
Email Addx - The email address(es) provided by the signer.
Adult SSN - Use the drop-down menu to select the correct choice. If the SSN has been provided, enter the last 4 in the blank to the right.
Case Number/Alt Case # - Enter the case number if a member received benefits.
Stated 'I do not qualify' - Mark this box if a household has indicated they do not qualify for benefits.
Child Income - Enter the total child income. Then, use the drop-down menu to select an income frequency.
Total Mbrs - Enter the total number of household members. The counted and Total Income fields will be calculated by information submitted in the Students and Household Members fields.
Special Circumstances - Use the drop-down menu and select on ro more of the special circumstance reasons (as applicable).
Language - Use the drop-down menu to select the primary language spoken in the household.
Ethnicity (Household level) - Check now, one, or more depending on the information provided and your District's requirements.

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.

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.


STUDENT INFORMATION
Student Number - Enter the student number.
Name - Enter the student's name under the Name column and click the Enter key to bring up the Student Lookup/Fuzzy Match window.
Matched - If the student has been matched in the system, a checkmark will appear in the matched column.
DC - If a student has been directly certified for benefits, a checkmark will appear in the DC column.
Case # - Enter the case number or person receiving benefits.
Case Type - Use the drop-down menu to select the case type.
No Income - Place a checkmark in the box if the student has no income.
Foster - Place a checkmark in the box if the child is a foster child.

STUDENT INCOME
Amount - Enter the reported amount of income. Do not use the dollar ($) sign.
Frequency - Use the drop-down menu to select the frequency the income is received.
Source - Use the drop-down menu to select the source of the income.

STUDENT ETHNICITY
Place a checkmark in the box for each ethnicity indicated for the student.

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.


HOUSEHOLD MEMBER INFORMATION
Name - Enter the household member's name under the Name column.
No Income - Place a checkmark in the box if the household member has no income.

HOUSEHOLD MEMBER INCOME
Amount - Enter the reported amount of income. Do not use the dollar ($) sign.
Frequency - Use the drop-down menu to select the frequency the income is received.
Source - Use the drop-down menu to select the source of the income.

Comments/Work Log

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

  1. 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.

  2. Complete necessary actions.

    • Add Comment - Click Add Comment to add a new comment to the student record. Then, click Ok.

    • Log Action - 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.

    • Edit - 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

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

  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 application: Contact Info, General, Online Application, Review/Processing Data, Scanned Application Data, and Online Application Data.

    • Zoom to Phone - Zooms to phone number field on the application.

    • Preview Approval - Calculates a preview of the benefit level students on the application would receive "now."

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

  1. From the Print option, select Application Details.

  2. Establish report criteria. Then, click Ok.



Tracking

From the Print option, select Tracking.

Moving Applications to the Review Queue

  1. While still in the Edit Application tab, click Move to Review Queue.

  2. 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.