DIRECT CERTIFICATION
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1 DIRECT CERTIFICATION New Jersey Department of Agriculture Division of Food and Nutrition School Nutrition Programs
2 TABLE OF CONTENTS INTRODUCTION 3 ACCESS TO SCHOOL NUTRITION ELECTRONINC APPLICATION & REIMBURSEMENT SYSTEM (SNEARS) 5 STARTING POINT 6 ACCESSING THE CHILD NUTRITION PROGRAMS 7 HOME PAGE 9 HOW TO ACCESS DIRECT CERTIFICATION 10 STATEMENT OF CONFIDENTIALITY AND POLICY 11 NJ SNAP/TANF/FOSTER DATA REQUISITION FORM 12 SELECTING MUNICIPAL CODES 13 MATCHING PROCESSES 17 FILE UPLOAD MATCH 18 EXCEL SPREEDSHEET FORMAT 19 FILE UPLOAD MATCHED STUDENTS 21 PROBABILISTIC CERTIFICATION PROCESS 22 PROBABILISTIC CERTIFICATION MATCHES 23 HOUSEHOLD CERTIFICATION PROCESS 24 HOUSEHOLD CERTIFICATION MATCHES 25 FOSTER CARE CERTIFICATION PROCESS 26 FOSTER CARE CERTIFICATION MATCHES 27 INDIVIDUAL MATCH OPTION 28 INDIVIDUALLY MATCHED STUDENTS 29 DIRECTLY CERTIFIED STUDENTS 30 DIRECTLY CERTIFIED LETTER TO PARENTS 32 DIRECTLY CERTIFIED STUDENTS SEARCH TAB 33 DUPLICATE CERTIFIED STUDENTS 35 DUPLICATE CERTIFIED STUDENTS IN MORE THAN ONE LEA 36 DUPLICATE CERTIFIED STUDENTS WITHIN THE LEA 37 BENEFIT SOURCE CHANGES 38 DIRECT CERT FLOW CHART 39 LOGGING OUT 40 2
3 INTRODUCTION TO DIRECT CERTIFICA TION Welcome to the Electronic Direct Certification process. The Child Nutrition and WIC Reauthorization Act mandated Direct Certification for all districts in a phased in basis beginning with the school year, in districts with an enrollment of 25,000. Currently, the Direct Certification process is mandated for all districts. The Direct Certification process enables Local Education Agencies (LEA s) to match their district s enrollment with the Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance to Needy Families, (TANF) and Department of Children and Families (FOSTER) offices database. There are many benefits to this process. First, students identified through the match are deemed directly certified and are eligible for free meals for the entire school year. A lunch application is not needed for those students identified as directly certified. This can considerably reduce the number of applications that need to be reviewed by the district. Secondly, students that are deemed directly certified do not have to be verified. This, along with the reduction in paper applications, may significantly, reduce the sample of applications to be verified. Additionally, the direct certification process captures students who may not file an application. This is especially true of high school students. Districts are mandated to perform three direct certification matches per school year. The first match must take place between July 15 th and September 1 st, or before the first day of school, whichever comes first. The second match must take place between October 1 st and October 30 th. The third match must be performed between March 1 st and March 30 th. The Direct Certification database information is updated monthly. This is done to facilitate current data for individual matches, which should be performed after October 30 th if new students enroll. The database is available via the Food and Nutrition Electronic Services link until the end of March and will become active again on July 15th, after the new school year s data has been uploaded into the system. This User Manual is designed to help you navigate through the Electronic Direct Certification within the School Nutrition Electronic Application and Reimbursement System (SNEARS), and complete the information required. Each step is illustrated with a snapshot of the computer screen, along with explanations and directions to complete each step. 3
4 If you are having problems accessing the website, review the FAQs (Frequently Asked Questions) and specifically identify the problem before calling the Division of Food and Nutrition. Contact us with any questions or assistance at: IT Help Desk (609) Schedule A/Program Issues (609) FAX Number (609) Contact Us Click on the Contact Us link in the top bar, right side of any SNEARS screen to any questions you may have during the Direct Certification process. 4
5 ACCESS TO SCHOOL NUTRITION ELECTRONIC APPLICATION AND REIMBURSEMENT SYSTEM (SNEARS): The access to the electronic Direct Certification is through the state website and then through the mynewjersey portal. The Food and Nutrition Electronic Services link leads to our online application system SNEARS (School Nutrition Electronic Application and Reimbursement System). 1) Register as a User on mynewjersey -This is one of many applications that allow you to conduct official state business over the Internet. A. Current Users mynewjersey - If you have already registered as a User on mynewjersey, you do not need to re-register-you may use the same LogOn ID and password. Please note: the LogOn ID and password must belong to you not someone else in your office. B. New Users mynewjersey go to enter your authentication code and click on Log In, then click on Sign up to become a new user and follow the instructions. Copy the pertinent information (LogOn ID, password, challenge question and answer) and keep this information in a safe place. 2) Authentication Code Letter - Once your Schedule A has been approved, our office will you an Authentication Code with instruction on how to proceed. An Authentication code is issued to you as an individual, and provides you as the Submitter, Certifier or Other User with appropriate access to SNEARS, through the Food and Nutrition Electronic Services link, located on the left side of the mynewjersey page. These two steps are a one-time only (Once and Done) process. Subsequent access to the SNEARS application requires your mynewjersey logon ID and password only click on the Food and Nutrition Electronic Services link and proceed. Please write down your LogOn ID and Password and keep it in a safe place. 3) SCHEDULE A You must identify yourself as the Certifier, Alternate Certifier or the Other User in order to have access to the direct certification process. 5
6 STA RTING POINT Screen 1 Address Bar Open the Browser to access the internet on your PC (This site is best viewed through Internet Explorer 3.x and above) and type in the address bar as shown in Screen 1. Press the Enter Key. This will take you to the State of New Jersey home page as shown below. Screen 2 State of New Jersey Home Page 6
7 The State of New Jersey home page is your starting point to conduct official state business over the internet. Click on the Login button in the upper left hand side of the screen to go into the SNEARS application through the Food and Nutrition Electronic Services link. You must be a registered user on mynewjersey in order to be able to log into the Food and Nutrition Electronic Services link. See page 5 for Initial Steps. A CCESSING THE CHILD NUTRITION PROGRA MS Screen 3 Links Once you have successfully logged on, screen 3 will appear. You will be able to see a personalized Welcome and Logout located in the upper bar of the page. 7
8 Click on the Food and Nutrition Electronic Services - to access the Child Nutrition Programs link and then the Direct Certification link. Any time you logout, you must logout appropriately by clicking on the logout link, the first link on the bar across from the Welcome greeting. If you exit by clicking in the X on the right corner of the window, you will lose the Food and Nutrition Electronic Services link. Screen 4 Child Nutrition Programs After clicking on Food and Nutrition Electronic Services link this screen will appear. Select Child Nutrition Programs to access areas related to School Meal Programs. 8
9 HOME PAGE Screen 5- Messages and Memos This page is used for important changes and enhancements in the web based system; it contains immediate and important announcements and other information the latest news about program requirements, reimbursement rates, and trainings. This is the only way that the Division of Food and Nutrition will be providing information. There are no hard copy mailings. This page should be read regularly - not just when you go to make a change or file your reimbursement voucher. After reviewing the Messages and Memos scroll down to the bottom of the page and click on the Proceed button. 9
10 HOW TO ACCESS DIRECT CERTIFICATION Screen 6 - Accessing Direct Certification Click on the Direct Certification button to proceed with the Direct Certification process. 10
11 STATEMENT OF CONFIDENTIALITY AND POLICY Screen 7 - Statement of Confidentiality and Policy The Statement of Confidentiality and Policy certifies that the NJ SNAP/TANF/FOSTER information obtained from the web site will be used for no other purpose than to certify students eligible for free meals. The Certifier or Alternate Certifier will read and agree to the statement of Confidentiality and Policy by clicking on the Certify button. 11
12 NJ SNAP/TANF/FOSTER DATA REQUISITION FORM Screen 8- NJ SNAP/TANF/FOSTER Data Requisition Form Fill in your contact information in the Requisition Form. Phone/Fax numbers must be 10 consecutive digits (no spaces, hyphens, or parentheses). The first step of Direct Certification is to determine the municipalities serviced by the Local Education Agency (LEA). Click on the municipal codes list link to determine the correct codes. 12
13 SELECTING THE MUNICIPAL CODES Screen 9 - Selecting the Municipal Codes A listing of the municipality codes index will appear containing the 21 counties in NJ. Click on the county/counties that apply to your schools to see the list of municipalities and their respective codes within each county. 13
14 EXAMPLE OF MUNICIPALITY LIST WITHIN A COUNTY Screen 10 -Example of Municipality List within a County Refer to this list to view the number of municipalities and the codes needed for the Direct Certification match. The selection is based on the municipalities where the students that attend your district reside. 14
15 NJ SNAP/TANF/FOSTER DATA REQUISITION FORM Screen 11 - NJ SNAP/TANF/FOSTER Data Requisition Form Select the number of spaces needed for the municipality codes in groups of 5 to100 from the dropdown box and click on Proceed. The requested number of boxes/spaces will show up on the screen. Fill in the 4 digit municipal codes in each box and click on Submit Codes. 15
16 SELECTED MUNICIPALITIES Screen 12- Selected Municipalities This screen indicates the municipality codes that you have chosen based on the county and the areas where the children that attend your school district reside. Review the municipalities selected and revise, if necessary. Click on Proceed to continue with the matching process. 16
17 MATCHING PROCESSES Screen 13 - Matching Processes There are two ways to perform a match between the student enrollment data and the NJ SNAP/TANF/FOSTER data. They are: File Upload Match Individual Match (These methods are located in the header across the top of the screen). File Upload Match is the required method as it will match the full enrollment against the NJ SNAP/TANF/FOSTER data. All LEAs must complete the file upload match three times each school year as specified on page 1. Individual Match (secondary method) is useful when a child enters the district mid-year after the File Upload Match has been performed. Individual Match will not be available until after October 30 th. 17
18 To review the municipalities selected before performing the match, click on the Selected Municipal Codes tab, located in the header across the top of the screen. FILE UPLOAD MATCH Screen 14 -File Upload Match To begin the File Upload Match, click on the button on the upper left File Upload Match Select the Format of the Excel spreadsheet to be used link under Instructions, which is located in the middle of the page. Download the format of the Excel spreadsheet and save it on your desktop (See Excel Spreadsheet on the next page). Convert your Student Enrollment Data (specified fields only) into Microsoft Excel and save the file to your desktop. 18
19 Now click on the Browse button and select the saved file to be uploaded. Note: The enrollment file that you upload must have less than or equal to 5000 records. For example, if you have student enrollment records, you must upload 3 separate files each containing 5000 records. Please be sure to close the previous file before uploading the next file. Click on the Match button. EXCEL SPREADSHEET FORMAT Local Student ID Number (Optional) SSN Do not Use Student First Name (Required) Student Last Name (Required) Student Date of Birth (Required) (MM-DD-YYYY format) Student Mailing Address (Required) Student Mailing City (Required) Student Mailing Zip (Required) Parent/Guardian First Name (Required) Parent/Guardian Last Name (Required) (If Parent/Guardian names are not collected separately, enter the complete Parent/Guardian name in this column) Student Contact Phone Number (Optional - XXXXXXXXXX -No Hyphens or Parentheses) 19
20 EXCEL SPREADSHEET FORMAT Screen 15 Excel Spreadsheet Format There are multiple identifiers in the spreadsheet (Local student ID number (optional), social security number (this column must be left blank), student s first name, student s last name, birth date, mailing address, mailing city, zip code, parent/guardian name, parent/guardian last name and student s contact phone number (optional). The more information you provide, the more accurate the match will be. It is not necessary to have all identifiers; however, you must at least provide the required information. DO NOT delete columns (even if you did not complete them) or change the order of the columns in the spreadsheet, since the File Upload matching process requires the columns in the given sequence. Convert the Students Enrollment Data (specified fields only) into Microsoft Excel and save the file. 20
21 FILE UPLOAD MATCHED STUDENTS Screen 16 - File Upload Matched Students After clicking on the Match button, the LEA will be able to view a list of students in a grid similar to the one above. This is not the final directly certified student s list. The chart shows the enrollment record and to the right the NJ SNAP/TANF/FOSTER record that matches. Select the students that attend your district by clicking in the check box on the left side of the grid next to the student s name or select all the students by clicking on the Check All button. By doing this, the students are being officially determined as Direct Certified Students. 21
22 Click the Direct Certify button at the bottom of each page. Review all pages by clicking the Next button at the bottom of each page. PROBABILISTIC MATCHING PROCESS Screen 17 Probabilistic Match Link After completing the file upload match, this summary page will appear if probabilistic matches are available. Probabilistic or fuzzy matching is performed to give provisions for errors in the data used, such as typo s/misspellings, letters out of order, fused or split words, missing or extra letters, and abbreviations. The Probabilistic function matches data using Synonyms and Soundex. Synonyms are abbreviated data having the same meaning as another word. Direct Certification uses the first names of students and their nicknames (or synonyms) as part of the probabilistic search criteria. For example, the name William has a synonym stored as Bill, the name Jonathan has a synonym stored as John. 22
23 Soundex is a phonetic algorithm which helps to compare words that are spelled differently, but sound alike. For example, there are multiple spellings for the names Aliyah, Jayden, and Christopher. Click on the Probabilistic Match button to see other possible matches. PROBABILISTIC CERTIFICATION MATCHES Screen 18 Probabilistic Match Screen with Instructions The probabilistic search results of the matching students are shown 50 per page. The user can validate and direct certify the eligible students. You will not have the option to check all as in deterministic match, as these matches need to be closely reviewed by the LEA and checked off individually before hitting the Direct Certify button. All other students in the same household as the student certified as a result of the Probabilistic match will be eligible for direct certification. This excludes the eligibility for foster children, as well as homeless, runaway or migrant children who are already eligible for direct certification based on a different category. 23
24 HOUSEHOLD CERTIFICATION PROCESS Screen 19 - Household Match Link Once the Probabilistic student matches are certified, the Household link will be displayed if Household matches are available. Click on the Proceed to Household Match link to search for additional household members that did not appear on the original direct certification list. This screen will allow you the opportunity to find other students that could also be added to the direct cert list. 24
25 HOUSEHOLD CERTIFICATION MATCHES Screen 20 - Household Match A possible list of students that may reside with the original directly certified students (gray row) is provided. Check the box to the left of the name for those students if they are enrolled in your district (white row). Click the HOUSEHOLD CERTIFY link and those students will be added to your direct certification list. 25
26 FOSTER CARE CERTIFICATION PROCESS Screen 21 Foster Care Match Link You will be able to access the Foster Care Match Link only after file upload, probabilistic, and household matches are completed. If there are no foster matches, the Foster Care Match Button will not show up. If you do have the Foster Care Match Link Button available, proceed. Click on the Foster Care Match button to see all possible matches for students based on Foster Care Search. 26
27 FOSTER CARE CERTIFICATION MATCHES Screen 22 Foster Care Match The Foster Care Search results of the matching students are shown 50 per page. The user can validate and directly certify the eligible Foster Care students by checking the box to the left of the name for those Foster Care students, if they are enrolled in your district. 27
28 INDIVIDUAL MATCH OPTION Screen 23- Individual Match Screen Individual Match is helpful to check an individual status, such as a transfer. Individual match searches within the municipal codes you provided. Please note that Individual Match should not be used until after October 30 th. Enter at least two of the three search criteria (last name, first name, date of birth) and click on Search. If the student s record exists in the NJ SNAP/TANF/FOSTER database, the information will appear. If the exact information is not found, the system will provide the closest match. 28
29 INDIVIDUALLY MATCHED STUDENTS Screen 24 - Individually Matched Students After initiating an individual match using any criteria, (last name, first name, and/or date of birth), and clicking on the Search button, the result or closest match will appear on the screen as shown above. Select the student by clicking on the check box on the left side of the grid next to the identified student s name. Click on the Direct Certify button. 29
30 DIRECTLY CERTIFIED STUDENTS Screen 25 - Directly Certified Students Tab After you have performed the match, either by file upload (required method) or by individual match (secondary method intended for use after October 30 th ), and saved the list of students, you can view the list of students who have been directly certified by clicking on the Direct Certified Students header, on the upper menu bar. 30
31 DIRECTLY CERTIFIED STUDENTS Screen 26- Listing of Directly Certified Students Convert the entire list of students into Microsoft Excel by clicking on the Generate EXCEL file of Direct Certified Students button. Save this file to your desktop. Generate letters for all the students who are directly certified by clicking on the Generate PDF Letters for Direct Cert Students button. OR Generate letters for individual students by clicking on the Print link, which appears on the last column on the right of the grid. 31
32 FREE MEAL/MILK DIRECT CERTIFICATION LETTER Screen 27 - Free Meal/Milk Direct Certification Letter Above is the template of the Letter to Parents notifying them that their child is directly certified to receive free meal/milk benefits. After the direct certification process is completed, sponsors will be able to generate this letter with the date of approval and each child s name and address, as it appears in the NJ SNAP/TANF/FOSTER database. The letters should be printed on the district s letterhead. 32
33 NEW DIRECTLY CERTIFIED STUDENTS SEARCH TAB Screen 28 Direct Certification Search Tab New for SY : After the direct certification process is completed, sponsors are now able to search for a specific student within their entire direct certification list. To perform a search, click on the Direct Certification Search header, on the upper menu bar. Enter information in the three search criteria fields (last name, first name, date of birth) and click on Search. If the student is on the direct cert list, the record will be shown on the screen. 33
34 DIRECTLY CERTIFIED STUDENTS SEARCH LIST Screen 29- Listing of Directly Certified Students Matched Under Search Criteria After searching for a specific student within the entire direct certification list using the three search criteria (last name, first name, and date of birth), and clicking on the Search button, the result will appear on the screen, as shown above. Generate letters for individual students by clicking on the Print link, which appears on the last column on the right of the grid. OR Select the student by clicking on the check box on the left side of the grid next to the identified student s name. Click on the Delete button to remove the student from your list. 34
35 DUPLICATE CERTIFIED STUDENTS Screen 30- Duplicate Certified Students Screen This screen will appear by clicking on the Duplicate Certified Students Tab on the upper right menu bar. To search for duplicate certified students in the current school year who are either directly certified by more than one Local Education Agency (LEA) or within your own LEA, click on the last header at the top of the screen. 35
36 DUPLICATE CERTIFIED STUDENTS IN MORE THAN ONE LEA Screen 31- Duplicate Certified Students in more than one LEA To view those students that may have been directly certified in more than one LEA, click on the first option (Screen 30). Review the list of students (Screen 31), then check the box on the far left column if the student is not enrolled in your district and click on the Delete button to un-certify the selected student(s). If the student is enrolled in your district, do nothing. 36
37 DUPLICATE CERTIFIED STUDENTS WITHIN THE LEA Screen 32- Duplicate Certified Students Within the LEA To view the list of students that may be duplicate certified within the LEA, click on the second option on the Duplicate Certified Students Screen (Screen 30). Review the list of students (Screen 32), then check the box on the far left column of the student who is incorrect and click on the Delete button to un-certify the selected student(s). 37
38 NEW BENEFIT SOURCE CHANGES Screen 33- File Upload Matched Students With Benefit Source Changes Highlighted in Orange New for : Beginning with the second round of Direct Certification (October 1 st to October 30 th ), if the source of the benefit has changed, the student record containing the new change will be highlighted in orange, and the new program source will be displayed in the far right column under Match Type/Program Source. 38
39 RECAP OF THE DIRECT CERT PROCESS Screen 34- Direct Cert Flow Chart 39
40 LOGGING OUT Screen 35- Logging Out Be sure to log out of the application once you have completed the Direct Certification process. You can log out by clicking on the Logout link, on the top right side of each screen. Always save the current directly certified list of students back to your system before logging out. 40
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