STUDENT DATA Lunch Applications

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1 STUDENT DATA Lunch Applications I. Quick Fill a Lunch Application II. Locate Existing Lunch Applications III. Edit/Review a Lunch Application IV. Fill Application Student Data Lunch Applications Figure 1 - List of Lunch Applications screen 8/24/2007 Page 1 of 13

2 I. Quick Fill Quick Fill lets you quick create an application. You or someone else will need to review and approve the application later. Student Data Lunch Quick Fill Figure 2 - Quick Fill Lunch Application screen Quick Fill Procedure 1. Enter an application number. The screen will accept any number that has not already been used. 2. Enter the Effective Date for the application must be within the School Year. 3. Select the Lunch Code (e.g. FI Free Income). 4. Search for students in the family. Each search will return a maximum of 10 students. 5. Select the students to add to the Application (see Figure 3 below). a. Check the students you wish to add to the application b. Click the Add Selected Students button to add the checked students to the application. 6. Repeat steps 4 & 5 until you have located and added all students in the family to the application. 7. Click Save to create the application. 8/24/2007 Page 2 of 13

Student Data Lunch Quick Fill This is the list of students on the application. Use this button to add the checked students to the application above.

3 Student Data Lunch Quick Fill This is the list of students on the application. Use this button to add the checked students to the application above. Figure 3 A Quick Fill application after students have been selected and added to it Figure 3 shows a partially filled in Quick Fill application with two students that have already been added to the application. The user has done a second search and additional students are shown in the Search area at the bottom of the screen. The user can now select students from the search list and add them to the application by clicking the Add selected students button. When you click Save you are shown the following verification dialog: Click OK to continue and create the application. Click Cancel to go back and review your choices and the students on the application. 8/24/2007 Page 3 of 13

4 When the Save/ create application operation is successful, you are shown the following confirmation dialog: Click OK to continue. You or someone else will now have to review and approve the Quick Fill application. See Section X below, Edit/Review Applications. If you neglected to fill in the effective date or the effective date is outside the school year, you will be shown the following error dialog: Update the Effective Date to a date within the school year and re-click the Save button. 8/24/2007 Page 4 of 13

5 II. Locate Existing Lunch Applications Use the screen to look up existing application. You can specifically look for applications that require verification (i.e. need to be reviewed). You can look up applications by Application #, Family Code, Status of the application or Needs Verification. Student Data Lunch Applications To Search for Applications: Figure 4 - List of all existing Lunch Applications Search #1: Find all the applications that have been filed for this school year: 1. Simply click the Search button do not enter any criteria. Search #2: Find the applications that need verification: 1. Check the Needs Verification check box 2. Click the Search button. Search #3: Find all the applications for a specific Status (e.g. Denied ): 1. Select the status from the Status drop down. 2. Click the Search button. 8/24/2007 Page 5 of 13

6 Search #4: Find the application(s) for a specific Family Code: 1. Enter the Family Code in the Family Code field 2. Click the Search button. Deleting Lunch Applications You can delete a lunch application by locating it on this screen and clicking the Delete trashcan icon corresponding to the application you wish to remove. 8/24/2007 Page 6 of 13

III. Edit an Application Once you locate an existing lunch application, you can open that application for editing and/or to verify that the data are all present and correct.

7 III. Edit an Application Once you locate an existing lunch application, you can open that application for editing and/or to verify that the data are all present and correct. Student Data Lunch Applications Figure 5 The Student Data Lunch Applications screen after a search has been done. The application can be opened for editing (it can also be deleted from here). Begin Editing the Application 1. Locate the application. 2. Click on the Edit icon corresponding to the application you wish to edit. This will bring up the Student Data Lunch Fill Application Form screen shown in Figure 6 on the next page. There are 4 Fill Application screens: Student Data Lunch Fill Application Form Student Data Lunch Fill Application Students Student Data Lunch Fill Application Income Student Data Lunch Fill Application Calculate 8/24/2007 Page 7 of 13

Student Data Lunch Fill Application Form Figure 6 - The Student Data Lunch Fill Application Form screen The Free and Reduced Lunch Form This is the core of the application process.

8 Student Data Lunch Fill Application Form Figure 6 - The Student Data Lunch Fill Application Form screen The Free and Reduced Lunch Form This is the core of the application process. This must be filled out to capture the family s current status. The following fields are required: 1. Application number (already filled in during the Quick Fill or Create Application process) 2. I wish to apply for the free meals/mild or reduced meals - Defaults to Yes 3. Receives Food stamps for children yes or no Defaults to No 4. Has NJ Family Care yes or no Defaults to No 5. Household Size Defaults to 0. This is a crucial field and is used to determine eligibility. 6. Exempt (Temporary Benefits) yes or no Defaults to No 7. Application Needs Verification yes or no 8. Error Prone yes or no 9. Last Updated by automatically fills in user id of the user who last updated the open application. 10. Last Updated by automatically fills in today s date The following fields are optional: 1. Application Status defaults to Application Pending. 2. Date of Application- Date there is no default. 3. Food Stamps Case Number No default 4. Head of Household Name No default 5. Head of Household Social Security Number No default 6. Exempt Thru Date The date is not defaulted. 7. Date verified Date The date is not defaulted. 8/24/2007 Page 8 of 13

Student Data Lunch Fill Application Students Figure 7 - The Student Data Lunch Fill Application Students screen Students in the Family The US Government defines a Family for the purposes of the

9 Student Data Lunch Fill Application Students Figure 7 - The Student Data Lunch Fill Application Students screen Students in the Family The US Government defines a Family for the purposes of the Free/Reduced Lunch Program as living in the same location. Children living in other locations cannot be counted on the same application. The students listed on an application must meet the following criteria: 1. They all live at the same address 2. They all attend district schools Locating Students and Adding Them to the Application The search features on this screen are virtually identical to the Quick Fill screen described above. Students already on the application: These students are listed in the top section of the screen. Adding Additional Students to the application: The bottom section of the screen is used to search for students to be added to the application. 8/24/2007 Page 9 of 13

10 Updating Student Information The following pieces of information can be entered or updated for each listed child: Is the child a foster child in the household What is the child s monthly income (e.g. foster payments) Is the child homeless? Is the child a migrant? Is the child a runaway? The child s TANF# To update the child s entry on this application, fill in any of the needed information and click the Save button. Removing a Child from the Application To remove a child from this application, click the Delete trashcan icon corresponding to that child s entry. 8/24/2007 Page 10 of 13

Student Data Lunch Fill Application Income Figure 7 - The Student Data Lunch Fill Application Income screen Income Screen This screen captures information about the number of income earners in the

11 Student Data Lunch Fill Application Income Figure 7 - The Student Data Lunch Fill Application Income screen Income Screen This screen captures information about the number of income earners in the family and the income they are earning. There is space for indicating up to two jobs per earner. Name of the earner Job 1 dollars amount their first job pays per pay period Job 1 pay period select the length of the pay period (weekly, biweekly, month, etc.) Job 2 dollars amount their first job pays per pay period Job 2 pay period select the length of the pay period Monthly Assistance dollars Any other monthly income The total annual income is computed. Multiple earners can be added to this screen. 8/24/2007 Page 11 of 13

Student Data Lunch Fill Application Calculate The calculated status is shown here. This status is a result of the information collected on the previous 3 screens. It cannot be directly updated.

12 Student Data Lunch Fill Application Calculate The calculated status is shown here. This status is a result of the information collected on the previous 3 screens. It cannot be directly updated. Figure 8 - The Student Data Lunch Fill Application Calculate screen Reviewing the Calculation and Eligibility Status Information entered on the prior three screens - Fill Application Form, Fill Application Students and Fill Application Income - is compiled and a determination of the family s eligibility status is automatically made. The family s eligibility status is displayed on the upper left section of the screen. You may not update the eligibility status here it is a result of the data entered on the other screens. The Eligibility Chart is displayed to illustrate exactly where this family falls. Accept Eligibility Status and Update Student Records To accept the calculated status and to update the students records, fill in the Start Date field and click the Create button at the bottom left of the screen. This will do the following: 1. Removes current lunch tracking records for the listed students 2. Creates new active lunch tracking records as of the entered start date 8/24/2007 Page 12 of 13

IV. Fill Application The Fill Application mechanism is used in lieu of Quick Fill. It steps you through the four application screens described in the Edit Application Section.

13 IV. Fill Application The Fill Application mechanism is used in lieu of Quick Fill. It steps you through the four application screens described in the Edit Application Section. Figure 9 Start of the Fill Application process is the choosing of an Application Number Initiating an Application 1. Enter an application number. 2. Click on the Accept button. This begins the application fill process and brings up the Student Data Lunch Fill Application Form screen shown in Figure 6 on page 8 of this document. There are 4 Fill Application screens: Student Data Lunch Fill Application Form Student Data Lunch Fill Application Students Student Data Lunch Fill Application Income Student Data Lunch Fill Application Calculate These screens are fully described above in the section on Editing Applications above, pages 8 to 12. 8/24/2007 Page 13 of 13

Payschools Parent Portal User Guide Electronic Free or Reduced Meal Application Tracking

Payschools Parent Portal User Guide Electronic Free or Reduced Meal Application Tracking Welcome to the Payschools Parent Portal. In just a few steps, you can create a Free and Reduced Meal application