Once a household has responded to the Verification Notification letter, you must verify household responses.
Step 1 - From the Home tab, locate and click on Review Verification Households button. You can also access Review Verification Households under Utilities > Verification > Review Verification Households.
Step 2 - From the Verification Households window, select a student and click the Review Verification Holdhold button. Larger districts may have separate departments that enter verification information and complete the verification documentation.
Larger districts may want to customize the status view of the processes seen by editing options under the Show button.
In the action tab, locate and click on Show button. Check or uncheck the status options you wish to have appear in the Application Scanning queue tab. You may also want to choose to remember the settings.
Step 3 - Verify the household by completing the worksheet.
If a student no longer qualifies or needs to be removed from verification, click the Remove Student button. you must enter a comment as to why the student is being removed from verification.
- Adult SSNs Worksheet (Optional)
To make changes to the Adult SSNs Worksheet, you must first click the Edit button at the top of the screen if you have not already done so.
If the household has provided a social security number, enter that number in the SSN column. Use the drop-down menu in the SSN Provided column to choose a SSN response.
- Income Worksheet (Optional)
To make changes to the Income Worksheet, you must first click the Edit button at the top of the screen if you have not already done so.
Evidence Type - Use the drop-down menu to choose between Agency Records, Collateral Contact (Oral), Collateral Contact (Written), Pay Stub, Unacceptable Evidence, or Welfare Agency Award Letter.
Additional evidence types can be added in Miscellaneous Setup > Evidence Types.
- Verified Amount - Type or use the drop-down menu to enter the amount submitted for each household member.
- Verified Frequency - Use the drop-down menu to choose between Annually, Monthly, Twice per Month, Every two-weeks, or Weekly pay frequencies.
- Verified Household Info Worksheet (Optional)
To make changes to the Verified Household Info Worksheet, you must first click the Edit button at the top of the screen if you have not already done so.
- Total Members - Enter the total members within the household.
- Total income - This field cannot be edited.
- Case Number - Enter the case number indicated on agency paperwork.
Case Number Evidence Type - Use the drop-down menu to choose between Agency Records, Collateral Contact (Oral), Collateral Contact (Written), Pay Stub, Unacceptable Evidence, or Welfare Agency Award Letter.
Additional evidence types can be added in Miscellaneous Setup > Evidence Types.
- Linked Students(optional) - Student eligibility cannot be changed; however, double-clicking on a student in this area will being up that student's record.
- If another student has been incorrectly linked to the primary student chosen for verification, select the incorrect student and click Remove Student at the top of the screen. You must enter a comment as to why the student is being removed from the household.
- If a student needs to be added to the household, click the Add Student button at the top of the screen and select the student from the database to add.
- Applications (mandatory)
Double-click on the row to open the Application Response window. Refer to Step 4 for more details.
- Supporting Documents- Supporting Documents for the student's household verification will be listed here.
- To view a supporting document, double-click on a row.
- To add supporting documents, click Add Document in the Supporting Documents ribbon at the top f the screen. Follow the same steps as you would for Viewing Application Attachments in Reviewing Applications.
Step 4 - In the Application Response window, review the primary student's application. Notice at the bottom of the screen, the application is noted as In Verification.
- Click Edit. A warning will appear notifying anyone who is attempting to make changes that one or more student linked to the application is in verification status. Changes must not be made to the application without satisfactory evidence.
- Click Yes to continue editing the application.
- Enter a comment as to why the student's application is being edited. Click Ok when you are done.
In the Application Fields section, click Has Supporting Documentation.
If a household has submitted some, but not all documentation, use the drop-down menu in the Response Code and select which information the household has not yet provided.
Once changes have been made to the application, click Save Changes & Process at the top of the page. This will close the application and return you to the Verification Household window.
Step 5 - Submit for Completion or Mark as Completed
- If you are part of a larger district that has different departments for updating and completing the verification process, click the Submit for Completion button. This marks the record as having verification information submitted for review.
- If one person in your district updates and completes the verification process, click the Mark as Completed button.
Click the red "x" in the Verification Household tab to close the household.
Notice in the Verification Households window that some households have been Submitted for Completion and others have been Completed. Each process will contain a date stamp and the name of the user who completed the process.
Step 6 - Print Verification Notification Letters.
Once you have completed the Verification Households process, print notification letters. Follow the same procedures you did in the Sample Set Procedures.
Households who successfully submitted all necessary documentation, will receive the letter below.
