Family (Portal) December 2012

Transcription

1 Family (Portal) December 2012

2 This document is intended for restricted use only. Infinite Campus asserts that this document contains proprietary information that would give our competitors undue advantage should they come into possession of any part or all of it. As such, this document cannot be publicly disclosed unless so ordered by a court of competent jurisdiction Infinite Campus, Inc. All rights reserved. INFINITE CAMPUS and Transforming K12 Education are registered trademarks of Infinite Campus, Inc. The INFINITE CAMPUS logo is a trademark of Infinite Campus, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, by anyone other than Infinite Campus, Inc. without written permission of Infinite Campus, Inc., th Avenue NE, Blaine, MN 55449, tel. (651) , info@infinitecampus.com.

3 1. Family (Portal) Messages (Portal) Household Information (Portal) Family Members (Portal) Family Calendar (Portal) Family To Do List (Portal) Food Service (Portal) Payments (Portal) Making an Online Payment Managing Payment Information Applications Forms (Portal) Meal Benefits Application (Portal)

4 Family (Portal) This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. Overview PATH: Campus Portal > Family The Family section of the Portal contains Messages for the family, Household Information, Family Member information, Calendar information for all enrolled students and a Family To Do List. Additionally, Food Service and Online Payment information is located here. Districts can control what information appears in the Campus Portal, so it is possible that not all of the following tabs will appear for all users. When a tab in the Family section is selected the user will be removed from the context of a student if one was selected in the switch student drop list. Available Tools Use the following links to find more information about each of these areas: Messages (Portal) Household Information (Portal) Family Members (Portal) Family Calendar (Portal) Family To Do List (Portal) Food Service (Portal) Payments (Portal) 4

5 Applications Forms (Portal) 5

6 Messages (Portal) Overview Messages Display This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. Overview PATH: Campus Portal > Family > Messages The Messages tab is selected by default. Its contents are divided into three sections: District Notices, School Notices and the Inbox. If a section contains no information it will be closed by default. Image 1: Messages A count of all messages is noted next to the message type. An indication of new messages since the last visit will appear in the left hand navigation pane. The new message is also noted by a NEW flag and the message toggle field lists the number of new messages in that section. Messages Display Notices are sorted by start date and display until the expiration date is reached. The Inbox displays student related messages ordered from newest to oldest. The type of messages depend on the schools' use of Campus Messenger. Possible messages include missing assignment notices, failing grade notices, attendance 6

7 notices, behavior notices, surveys and general information notices. Users can view notices at anytime by selecting the Messages tab or by clicking the Home button in the top right of the Portal. 7

8 Household Information (Portal) Overview Updating Household Information Updating Household Phone Number Updating Household Address This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. Overview PATH: Campus Portal > Family This tab lists the household phone number and all current addresses of the household. Image 1: Portal Household Information Updating Household Information Depending on district settings, parents/guardians may have the opportunity to review and request changes to household information that includes requesting a change to the household address(es) and a change to the household phone number. 8

9 Image 2: Update Household Information Options Requests to change census data will be reviewed by district personnel and approved accordingly. There may be a short lag time between the time the request for change was submitted and when changes are reflected. Updating Household Phone Number Click the Update button below the Household Phone Number field. A pop-up window will appear. Enter the updated 10-digit household number (i.e., area code plus number). Enter any Comments related to the modified information. These comments are seen by the staff person processing the request. Click the Send Update button. A confirmation message will appear indicating the request has been sent. Click OK to return to the Household Information view. Updating this phone number will update the home phone number for all members of the household. 9

10 Image 3: Update Household Phone Number Updating Household Address 1. Click the Update button next to the Address that should be changed (a household may have more than one address). A pop-up window will appear. 2. Enter the correct address information in the appropriate fields. For definitions on these fields, see the #Address Fields table following these instructions. 3. If mail should be sent to this address, mark the Send mail to this address checkbox. 4. Determine the type of change for this address and select the correct radio button. a. I am changing my address because I moved or will be moving. This selection requires the entry of an Address Effective Date, meaning the address change will not take effect until the date entered (all mail sent between now and the effective date will be sent to the existing address). A calendar pop-up will display to easily select the date the new address should take effect. b. I am correcting my address information because it was incorrect. 5. Enter any Comments related to the modified information. These comments are seen by the staff person processing the request. 6. Click the Send Update button. A confirmation message will appear indicating the request has been sent. 7. Click OK to return to the Household Information view. 10

11 Image 4: Update Household Address Request To cancel these requests, click the Cancel button. When the district approves or denies a request, a message will be visible on the Portal in the Inbox section indicating the request has been processed. 11

12 Image 5: Update Request - Process Message 12

13 Address Fields Field P.O. Box Number Definition Indicates the address is not a street address and mail is sent to the resident Post Office for collection. When a household has a P.O. box as the mailing address, a second address is often listed for transportation (bus) drop offs. House Number of the address, or Box number if the address is a P.O. Box address. In the address 7750 South Barstow Street NE, My Town MN 55555, 7750 is the number. Only enter the number of the address. Prefix Direction of the street in the address. In the address 7750 South Barstow Street NE, MyTown MN 55555, South is the prefix. Street Name of the street. In the address 7750 South Barstow Street NE, My Town MN 55555, Barstow is the street name. Enter only the name of the street. Tag Label of the entered street - Avenue, Street, Blvd., etc. In the address 7750 South Barstow Street NE, My Town MN 55555, Street is the tag. Enter only the tag in this field. Direction Direction indicating the placement of the street within the city limits. In the address 7750 South Barstow Street NE, MyTown MN 55555, NE is the direction. Enter only the direction in this field. Apt Apartment number if this address is for an apartment building location. In the address 7750 South Barstow Street NE, Apt. 101 My Town MN 55555, 101 is the Apartment number. City State Zip Code Postal city for the address. Two-digit state code for the address. Postal zip code (plus 4 if available). County County in which the address is located. 13

14 Family Members (Portal) Overview Updating Family Member Information Updating Contact Information Updating Relationship Information This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. Overview PATH: Campus Portal > Family > Family Members This tab lists demographic information for all household members. Here, parents can review each person's contact information and relationships between all household members. The school can give access rights to all parents/guardians to whom the student has a relationship or only specific rights to one parent or guardian. This authorization structure is established when the custodial parent or guardian informs the schools of the rights of each parent or guardian to this information. Updating Family Member Information Depending on district settings, parents may have the opportunity to review and request changes to Family Member data. Parents can request changes to the following fields: Contact information, including: First Name, Middle Name, Last Name, Suffix and Gender (for non-students only) Cell Phone Work Phone Other Phone Address Relationships Type of relationship Contact Order Legal Guardian Relationship 14

15 Image 1: Update Options for Family Members Requests to change census data will be reviewed by district personnel and approved accordingly. There may be a short lag time between the time the request for change was submitted and when changes are reflected. Updating Contact Information Select the appropriate family member for which to request a change in information. Click the Update button below the Work Phone field. A pop-up window will appear. Enter the updated contact information. For phone numbers, enter the 10-digit number (i.e., area code plus number); for addresses, enter the full address (i.e., name@internetprovider.com). Enter any Comments related to the requested information. These comments are seen by the staff person processing the request. Click the Send Update button. A confirmation message will appear indicating the request has been sent. Click OK to return to the Family view. 15

16 Image 2: Update Contact Information For districts using Campus HR, household and non-household members who are also staff members in the district do not have the ability to update contact information. Contact the district's Human Resources department for these changes. Updating Relationship Information Select the appropriate relationship to request a change in information. Click the Update button to the right of the person's name. A pop-up window will appear. Select the Relationship between the person's information that is currently being viewed and the chosen person. This is a required field. Enter the Contact Order for this relationship. Select whether the relationship is a Legal Guardian Relationship. Enter any Comments related to the requested change in information. These comments are seen by the staff person processing the request. Click the Send Update button. A confirmation message will appear indicating the request has been sent. Click OK to return to the Family view. 16

17 Image 3: Update Relationship Information 17

18 Family Calendar (Portal) Overview Attendance Events Assignments This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. Overview PATH: Campus Portal > Family > Calendar The Calendar tab, when accessed from the Family section displays calender events for each school in which a student is enrolled. The calendar defaults to the current month but users are able to view previous months and future months by clicking the black arrow buttons on either side of the month and year. Image 1: Family Calendar All student assignments and attendance events (such as absences and tardies) also appear on the Family Calendar. The name of the student to whom the event or assignment relates will appear over the assignment or attendance icon, which is also a link to additional content. Note the following information: Events are only displayed for the calendar structures in which a student in the family is actively enrolled. 18

19 If the enrollment ended before the current day, the event for that day does not display. Day events for future enrollments in the current school year do display on the calendar. For additional information on attendance features in the Portal, see the Attendance article. Attendance Events Clicking on an Attendance Event will produce an additional screen over the Calendar which provides the details of the attendance event, including what class periods the event affected and the status of the event. Image 2: Attendance Detail from the Family Calendar Assignments Clicking on an Assignment icon takes the user to another screen which provides details of the student assignment, including a description of the assignment and the date due. Clicking the browser back button will return the user to the calendar. 19

20 Image 3: Assignment Detail from the Family Calendar 20

21 Family To Do List (Portal) Overview To Do List Logic Family To Do List This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. Overview PATH: Portal > Family > To Do List The To Do List tab provides a summary of assignments that are due and/or late for all students in the family or for a student (To Do Lists will appear in the Family toolset and in the Student toolset). The summary includes the Student to whom the assignment was given, the Course and Assignment, the Date Assigned, Due Date and the Days Remaining or Overdue. Image 1: Family To Do List To Do List Logic Assignments with a score do not display in the To Do List. Assignments that have been turned in do not display in the To Do List. Assignments marked as missing will display in the To Do List. If there is only one student in the family, the To Do List and the Calendar are not displayed in the Family section. If the student is logged in, the To Do list and Calendar do not display in the Family section. Family To Do List The To Do List can be filtered to show All Dates or only assignments for a specific month. Clicking the Print icon will generate the list in PDF format to be printed. 21

22 Food Service (Portal) Overview Account Types Analyzing Account Information This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. Overview Some Portal users will see the Food Service link in the Portal index, as shown: Image 1: Food Service Tab The Food Service link will not appear to all users, as it depends on specific school operations and settings. Similarly, the Payments link, which allows Portal users to electronically deposit funds into food service accounts, will only be available if that feature is used by the school. The Food Service feature allows parents and students access to food service information, including: Current account balances Transactions (food item purchases, account deposits of cash, check and credit card, when enabled) Account history (historical transaction records) Account adjustments (debits/credits) Account Types Depending on school setup of food service accounts, the organization of the Food Service screen may vary. Most users will have individual accounts, where an account exists for each member of a household. Other users may have family accounts, where one account is shared by all individuals in the household. The Portal Food Service screen will change slightly, depending on account setup. 22

23 Individual Accounts When the Food Service icon is selected from the Portal index, the page will display account summary information. If the school has set up Food Service accounts for individual members of a household, the Account Name column will contain the name of each person with an account. The screen will resemble the following (two, individual student accounts within the same household): Image 2: Student Food Service Accounts Students within a household may have individual accounts. Transactions can be organized by student. Family Accounts When the Food Service icon is selected from the Portal index, the page will display account summary information. If the school has set up one Food Service account per household, the Account Name column will contain one account named as "Family Account." All members of the household will share this account. The screen will resemble the following (one, shared account representing both students in the household): 23

24 Image 3: Family Food Service Accounts Students within a household may share one family account number. Transactions can be organized by student or account. Analyzing Account Information The following features of the Food Service tool will be available to the user: 24

25 Image 4: Account Information Account Information Area The following information is available at the top of the screen: Image 5: Individual Accounts Column Description 25

26 Account Name Account Number Balance as of (Current Date) This column lists the names of household members who have individual Food Service accounts. This column indicates the number associated to the accounts established for the household. This column indicates the balance for each account, as of the current date. Transaction Detail Area The Transaction Detail area, located in the middle of the page, controls which transactions are displayed in the list at the bottom of the page. Information may be filtered based on the fields in this section: Image 6: Transaction Detail Field / Button Description Show Transactions for This dropdown field allows the user to select the person/account to be reviewed or printed. If switching between accounts, click the Go button to refresh the information in the Transaction List table. If accounts are set up as family accounts, the user can choose to view/print specific student transactions or family account transactions. Month When the Month button is selected, the user may select a month from the dropdown list that appears. After clicking the Go button, all transactions posted for that month will display. The Ending Balance to tal at the bottom of the page will be the balance as of the last day of the selected month, OR, the current date, if the selected month is the current month. Date Range When the Date Range button is selected, the user should enter a start date and an end date in the two fields that appear. After clicking the Go button, all transactions posted on and between the specified start and end dates will be displayed in the Transaction List table. Go Clicking on the button refreshes the display of the Transaction List table, based on the criteria Go currently displayed in the Transaction Detail area. 26

27 Print Clicking on the Print button will generate a PDF of transaction data, based on the criteria currently displayed in the Transaction Detail area. Transaction List Table The following types of information may appear in the table at the bottom of the screen, if the account has applicable transactions posted: Image 7: Transaction List Column Date Patron Item Description This column contains dates on which transactions occurred. The patron to whom the transaction directly relates. The transaction type - generally a deposit or (food) purchase, but may also include adjustments, voided items and starting balances. Purchases - each item and/or meal name will be indicated ( e.g., Brkfst Meal, Pizza, Milk, Ala Carte). Deposits - to the account, it will be listed as "Deposit" with a description of the payment method listed in the Comment column. Entries in gray font are posted transactions that have been successfully voided. Entries in red font represent the action of voiding the original transaction (the preceding items in gray font). 27

28 Comment Entries in this column provide additional details on the transaction listed in the Item column. These are a standard set of labels applied to the transaction. Comments on Purchases - If the transaction was a meal or food item purchase, the school's internal method of processing may be indicated (e.g., Cafeteria Serve, Class Serve). Comments on Deposits - If the transaction was a deposit, the payment method is indicated as "Cash," "Check #," "Credit Card #," "Online Checking" or "Online Savings" (the last three options are only applicable if a school allows that type of payment method). Voided Transactions - If the purchase or deposit transaction has been voided, it will be indicated. Comments on the voided transaction will display, if entered. Entries in gray font are posted transactions that have been successfully voided. Entries in red font represent the action of voiding the original transaction (the preceding items in gray font). Debit This column indicates a purchase or adjustment amount that reduced the current account balance. Credit This column indicates a deposit or adjustment amount that increased the current account balance. Below the Transaction List table are two three totals: Total Debits, Total Credits, Ending Balance as of [Date]. These totals are for the Month or Date Range currently displayed in the Transaction Detail area. 28

29 Payments (Portal) This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. Overview PATH: Portal > Payments The Payments tool provides Portal users with the ability to pay fees/services or deposit food service money online using a major credit card, checking or savings account. This tool helps eliminate the need to send cash or checks with a student to school and provides parents a simple way to stay on top of school fees and services. The following pages describe the online payment process: Managing Payment Information Making an Online Payment 29

30 Making an Online Payment Entering Fee Payments Fee Payments Food Service Transactions Viewing Family Account Details Viewi ng Individual Account Details Analyzing Account Details Printing Account Details Account Deposits This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. PATH: Portal > Family > Payments The Payments tool allows Portal users to make online payments to fees and/or food services incurred by members of a household. If this feature is used by a school, the Payments link will appear in the Portal index as shown: Image 1: Online Payments The Payments link will not appear to all Portal users, as it depends on specific school operations and settings. Similarly, the Food Service link, which allows Portal users to view Food Service account activity, will only be available if that feature is also used by the school. When both features are enabled, the Payments tool allows parents to pay incurred fees, deposit money into Food Service accounts, and generate a food service transaction report. Entering Fee Payments Unpaid fees from All Years are listed and can be selected for Payment. This does not apply for Food Service payments. To begin the online payment process for a fee, select Payments from the Index. The online payment editor will appear, displaying outstanding fees for all students within the Household. 30

31 If the ability to contribute to Food Service accounts is not allowed by the school, the Food Service payment section will not be shown. Similarly, if the students of the household do not have any pending fees, no fees will display in the Fees area. To view comprehensive detail on a student's fee payment activity, select the View All Fee Transactions link. The Fee Statement window will appear, with details on fee transactions. 31

32 Image 2: View All Transactions The columns on the Fee Statement screen can be defined as follows: Column Description Due Date Fee The date on which the fee was due. If a fee has past its due date, but has not yet been paid, the Due Date will appear in red font. The name of the fee. Type The category to which the fee is assigned ( e.g., activity, course). Debit Credit Balance The total owed for the fee. The shaded row indicates the total due for the fee. The payments that have been made toward the fee. The shaded row indicates the current total of payments made toward the fee. If partial payments have been made, they are listed on the unshaded rows below the fee to which they apply. The amount of the fee remaining to be paid. Fee Payments Fee payments allow users to pay fees for each student within a household. Users can also view the details of a fee by selecting the plus sign ( + ) next to the fee name. A fee shown in red indicates that a payment for the full amount has not been made before the due date assigned by the school. Before a user can successfully make an online payment, Payment Information must first be registered with the payment vendor. This can be done by selecting the Register your credit cards and banking information. Once a form of payment has been registered, choose the amount of the fee payment by: Entering the the fee payment amount in the Payment field, OR Clicking the Select Full Amount button to quickly auto-fill the full fee amount due. 32

33 Image 3: Making a Payment Payments made through the portal cannot be voided. If a applies, it will be shown and included in the. Click to proceed to the Payment Convenience Fee Total Continue Method screen: 33

34 Image 4: Payment Selection Select the appropriate payment method (previously registered). Click Continue to proceed to the fees Confirmation page: Image 5: Make Payment Review the payment information. If the district has ing of payment receipts enabled, the user will be notified on this screen of the address the receipt will be sent to. To modify this address, select the Change the address for the receipt hyperlink. An editor will appear, allowing users to insert a new address. 34

35 Image 6: Receipt Details Enter the correct address within the address field and select Okay when finished. The confirmation screen will now display the correct address and the payment receipt will be sent accordingly. Image 7: Final Payment Review Review the payment information again to ensure accuracy. To exit without making the transaction, click Cancel. Otherwise, click Make Payments to process the fees payment. When the transaction has been processed, the Payment Receipt screen will display: 35

36 Image 8: Payment Made To print a copy of the receipt, click Print/View in the lower right-hand side of the screen. To return to the main Payments screen, click Back To Payments. Food Service Transactions PATH: Portal > Payments The Payments tool allows deposits to be made to Food Service accounts. The Payments screen will display current account balances for each member of a Household. If the ability to contribute to Food Service accounts is not allowed by the school, the Food Service payment section will not be shown. Similarly, if the students of the household do not have any pending fees, no fees will display in the Fees area. Depending on the way a school has set up its Food Service accounts, the appearance of the Food Service transactions area will differ. Family Account Setup - If all Food Service patrons in the household share the same account number, a "Family Account" Payment field will appear, as shown: 36

37 Image 9:Food Service Family Account Users who see a Family Account shown in this area should jump to the Family Account Deposits section of this document. Individual Account Setup - When individual Food Service accounts exist, the name of each household member will be displayed, and each person will have his/her own Payment field, as shown: Image 10: Individual Food Service Accounts 37

38 Users who see the names of household members with food service accounts should jump to the Individual Account Deposits section of this document. View Details Link To view the details of the households food service activity, select the View Details link. A separate window will appear to display the account activity details, including deposits and meal item purchases. This information is also available through the Food Service tool of the Portal Index. This screen will differ depending on the type of Food Service account setup for the household ( i.e., family or individual). Viewing Family Account Details When a family account is setup, clicking the View Details link will generate the account details as shown: Image 11: Family Account Detail The Show Transactions for field allows Portal users to view the full "Family Account" details, or only view transactions attributed to a specific patron. 38

39 Deposits made to a family account are equally available to all patrons of that account. However, Portal users should be aware that this screen will show deposit transactions as a credit to one patron (not each). Viewing Individual Account Details When individual accounts are setup, clicking the View Details link will generate the account details as shown: Image 12: Individual Account Detail 39

40 Analyzing Account Details The page Food Service (Portal Users) does not exist. Printing Account Details To generate a PDF of Food Service account activity, select the Print button. 40

41 Account Deposits Before a user can successfully make an online payment, his/her {*}Payment Information{*} must first be registered with the payment vendor. This can be done by selecting the *Register your credit cards and banking information* link. Once a form of payment has been registered, choose the amount of the deposit by: Entering the deposit amount in the Payment field, OR Clicking the Select Estimated Amount button to quickly auto-fill the Payment field. The Estimate total suggests a deposit amount based on a patron's transaction history. After a student has built a history of transactions, an estimated is calculated and displayed in the Estimate area. This is a feature designed for convenience. If a applies, it will be shown and included in the. Click to proceed to the Payment Convenience Fee Total Continue Method screen: 41

42 Select the appropriate payment method (previously registered). Click Continue to proceed to the deposit Confirmation page: Review the payment information. If the district has ing of payment receipts enabled, the user will be notified on this screen of the address the receipt will be sent to. To modify this address, select the Change the address for the receipt hyperlink. An editor will appear, allowing users to insert a new address. 42

43 Enter the correct address within the address field and select Okay when finished. The confirmation screen will now display the correct address and the payment receipt will be sent accordingly. Review the payment information again to ensure accuracy. To exit without making the transaction, click Cancel. Otherwise, click Make Payments to process the food service deposit. When the transaction has been processed, the Payment Receipt screen will display: 43

44 To print a copy of the receipt, click Print/View in the lower right-hand side of the screen. To return to the main Payments screen, click Back To Payments. 44

45 Managing Payment Information Overview Registering Payment Information Modifying Payment Information Deleting Payment Information Viewing Online Payment History This document is written for use by parents. Districts can choose to provide this information to their parents or use it as a guide for creating district-owned documentation. Overview Online Payment functionality allows the ability to register, modify and delete payment methods. These tools enable a transaction to occur and provide users with the ability to manage their online accounts. Image 1: Registering / Modifying / Deleting Payment Information Registering Payment Information PATH: Portal > Payments Before a user is able to make an online payment, a payment method needs to be established. Users have the option of paying by credit card, checking account or savings account. To begin registering a payment method, select the Register Your Credit Cards and Banking Information hyperlink. 45

46 Image 2: Registering a Payment Method Registering Checking Information Users have the ability to register and make payments via a checking account. To begin the registration process, select the Checking radio button. Image 3: Registering a Checking Account Payment Method Enter all required Billing Information as well as the checking account's Routing Number and Account Number. Once information has been entered, select the Save button. Users will be directed to a confirmation screen. 46

47 Image 4: Registered Payment Method Confirmation Carefully read and determine if all displayed information is correct. If so, select the Save button. The payment method is now saved within Infinite Campus and can now be used to make transactions. If information is incorrect, select the Back button. Users will be redirected back to the previous page, allowing for information to be adjusted. Registering Savings Information Users have the ability to register and make payments via a savings account. To begin the registration process, select the S avings radio button. Image 5: Registering a Savings Account Payment Method Enter all required Billing Information as well as the saving account's Routing Number and Account Number. Once information has been entered, select the Save button. Users will be directed to a confirmation screen. 47

48 Image 6: Registered Payment Method Confirmation Carefully read and determine if all displayed information is correct. If so, select the Save button. The payment method is now saved within Infinite Campus and can now be used to make transactions. If information is incorrect, select the Back button. Users will be redirected back to the previous page, allowing for information to be adjusted. Registering Credit Card Information Users have the ability to register and make payments via a major credit/debit card. To begin the registration process, select the Credit/Debit Card radio button. Image 7: Registering a Credit Card Payment Method Enter all required Billing Information as well as the Card Number, Expiration Date and Name of Cardholder. If the Card Number is incorrect, the field will highlight in red and a red exclamation point will appear. Selecting the red exclamation point will generate a separate window describing the error that has occurred. 48

49 Image 8: Incorrect Credit Card Information Once correct information has been entered, select the Save icon. The credit card is now established within Infinite Campus and may be used for transactions. Image 9: Registered Payment Method Confirmation Modifying Payment Information PATH: Portal > Payments Users have the ability to modify registered payment methods by selecting the Modify Your Credit Cards and Banking Information hyperlink. 49

50 Image 10: Modifying a Registered Payment Method Once selected, users are directed to a new screen displaying all registered payment methods. To edit a payment method, select the corresponding Edit button. Image 11: Editing a Registered Payment Method Once the Edit button is selected, users are directed to the Billing Information editor where information can be modified. 50

51 Image 12: Entering Correct Payment Method Information Once all modifications have been made, select the Save button. Users are directed to a confirmation screen. Image 13: Confirming Edited Payment Method Information Ensure all payment method information is accurate and select the Save button. Users are directed to a screen confirming the payment method update was successful. If information is incorrect, select the Back button. Users will be directed back to the Billing Information editor, allowing for information to be modified. Image 14: Confirmation of Edited Payment Method 51

52 Deleting Payment Information PATH: Portal > Payments Payment methods can be deleted by selecting the Modify Your Credit Card and Banking Information hyperlink. Image 15: Deleting Registered Payment Methods Once selected, users are directed to a screen displaying all established payment methods. Select the Cancel hyperlink for the payment method to be deleted. 52

53 Image 16: Deleting a Registered Payment Method One selected, users are directed to a confirmation screen. To permanently delete the payment method, select the Cancel b utton. To go back to the previous screen and cancel the payment method deletion, select the Back button. Image 17: Confirmation of Payment Method Deletion Once the Cancel button is selected, a screen will appear confirming the payment method has been successfully deleted. Image 18: Confirmation of a Successfully Deleted Payment Method Viewing Online Payment History PATH: Portal > Payments Users can view detailed payment history information by selecting the View Your Online Payment History hyperlink. 53

54 Image 19: Viewing Online Payment History Once selected, users are directed to a screen detailing payment transactions within the date range entered. 54

55 Image 20: Payment History Detail To generate a printable version of this information, select the Download PDF for Printing button. The Online Transaction Report will appear in a separate window in PDF format. Image 21: Online Transaction Report 55

56 Applications Forms (Portal) Overview PATH: Family > Applications/Forms The Applications/Forms tool contains all forms and applications a parent/guardian can fill out and submit electronically to their district. This tool includes the following applications/forms: Meal Benefits Application (Portal) Image 1: Applications/Forms Tool 56

57 Meal Benefits Application (Portal) Overview PATH: Family > Applications/Forms > Meal Benefits Application The Meal Benefits Application allows parents/guardians to electronically submit Meal Benefits Applications to their district. In order to complete the Meal Benefits Application, the application signer must complete the following steps: Step 1. Register PIN Number/Electronic Signature Step 2. Review the Letter to Household Step 3. Review Application Instructions Step 4. Review and Confirm Signer Step 5. Confirm Household Members Step 6. Indicate SNAP, TANF or FDPIR Benefits Step 7. Confirm Student Household Members Step 8. Indicate Foster Children Step 9. Enter Household Member Income Step 10. Review Household Information for Accuracy Step 11. Authorize Household Application Step 12. Electronically Sign the Household Application Step 13. Review and Print Submission Notice Image 1: Accessing the Meal Benefits Application 57

58 Step 1. Register PIN Number/Electronic Signature In order to submit a legally-binding application to the district, an E-Signature PIN must be established. If you already have a PIN, skip to Step 2. The E-Signature PIN allows users to submit an electronic signature along with the application which is treated the same legally as a signature made on the paper application. Image 2: Notification of No E-Signature PIN Established To create an E-Signature PIN, click the Yes button. The Create your PIN editor will appear (see Image 3). Image 3: Creating an E-Signature PIN 58

59 To create a PIN, enter the PIN, Re-enter the PIN, enter your current Campus account Password and select the Submit bu tton. Your PIN is now saved within Campus and available for use with any documents or forms which require a PIN for signature or verification. To change you PIN, go to the Account Management tool. Step 2. Review the Letter to Household The application signer must review the Letter to Household prior to beginning the application process. This letter contains important information and guidance about the online Meal Benefits Application. FRAM Administrators: Letter to Household information and instructions can be modified in the Lette r to Household template within the Online Application Editor (FRAM > Letter Editor, Online Application Editor). Image 4: Reviewing the Letter to Household Once the Letter to Household has been reviewed or printed for reference, select the Next button. To cancel the application, select the Quit button. Step 3. Review Application Instructions The application signer must also review the Application Instructions prior to beginning the application process. These instructions can also be printed and contain important information about the application process and submission. 59

60 FRAM Administrators: Application Instructions information can be modified in the Application Instructions template within the Online Application Editor (FRAM > Letter Editor, Online Application Editor). Image 5: Reviewing the Application Instructions After the Application Instructions have been reviewed or printed for reference, select the Next button. To go back to the previous step, select the Previous button. Step 4. Review and Confirm Signer Once both the Letter to Household and Application Instructions have been reviewed, the person completing the online application must confirm their identity as the application signer. FRAM Administrators: Signer Confirmation instuctions can be modified in the Application Instructions template within the Online Application Editor (FRAM > Letter Editor, Online Application Editor). 60

61 Image 6: Verifying the Signer's Identity If the identity information is correct, select the Next button. To go to the previous step, select the Previous button. To quit the application, select the Quit button. If the address shown is incorrect and your district has Self Service functionality enabled, you can updated it using the Household Information tool. Step 5. Confirm Household Members The application signer must confirm all people living within their household. FRAM Administrators: Household Members information can be modified in the Application Instructions template within the Online Application Editor. 61

62 Image 7: Verifying Household Members Mark the checkbox next to the name of each person within your household. Once all members have been marked, select the Next button. If a person is listed that should not be considered a household member, do not check the checkbox next to their name. This will not remove them from the household within Campus, but will not include them as a member on the application. 62

63 Image 8: Adding Additional Household Members If a household member does not appear in the list, click the Add Household Member button. The Add Student/Non-Student Member editor will appear (see Image 9). This often occurs when someone has just moved into the household or the person filling out the application does not have access to a specific family member within Portal. The manually added student household member must exist in Campus at the time the FRAM Processor processes the application. If the manually added student member does not exist within Campus, the application cannot be processed and will need to be suspended if the district cannot confirm the validity of the student member. 63

64 Image 9: Adding a Household Member If a household member is being added, select whether the person is a or and click the button. Student Non-Student Save A Student is a household member who will be enrolled in the district during the school year. A Non-Student is any household member who will not be enrolled in the district during the school year. 64

65 Image 10: Adding Information for a Student Member Enter information about the household member in all required fields and select the Save icon. Required fields are denoted with a red asterisk. Once Cancel or Save is selected, you will be redirected back to the Household Members confirmation screen (see Image 11). The School and Grade (and Student Number, if known) fields are important for application processing as the FRAM Processor will use these fields to better identify and match this student to records within Campus. 65

66 Image 11: Example of Added Household Member The added household member will appear on the Household Members screen with the words (Manual Add) appearing after the person's name. To remove the person from the household, select the black X on the far right of the screen. Once all household members have been identified, select the Next button. To go back to the previous step, select the Previ ous button. In order to complete the remaining steps of the application process, it is critical Household members are identified in Step 5. Step 6. Indicate SNAP, TANF or FDPIR Benefits Once household members have been identified, the application signer will be asked whether or not any household members receive SNAP, TANF or FDPIR benefits (see Image 12). If no household members receive benefits, skip to Step 7. FRAM Administrators: Acronyms for SNAP, TANF and FDPIR are USDA-specific and can be changed to meet state-specific needs using the FRAM Preferences tool. 66

67 Image 12: Identifying SNAP, TANF or FDPIR Benefits If no household members receive SNAP, TANF or FDPIR benefits, select No. You will be directed to the Students screen (see Step 7). If a household member does receive SNAP, TANF or FDPIR benefits, select Yes. The screen shown below (Image 13) will appear. 67

68 Image 13: Identifying Household Members Receiving SNAP, TANF or FDPIR Benefits Select the name of the household who recieves a SNAP, TANF or FDPIR benefit, enter their benefit case number and select the Next button. Select the Previous button to go back to the previous step. It is critical household members are identified correctly as members who are not identified cannot be added to the application once it is processed. Step 7. Confirm Student Household Members Now that household members have been established, student household members must be identified. FRAM Administrators: Student Members information can be modified in the Application Instructions template within the Online Application Editor. 68

69 Image 14: Identifying Student Household Members Mark the checkbox next to the name of each student household member and select the Next button. To go back to the previous step, select the Previous button. Step 8. Indicate Foster Children Once student household members have been identified, the application signer must indicate whether or not any of the student household members are foster children. 69

70 Image 15: Identifying Student Foster Children If a student household member(s) is a foster child, select Yes. If no student household member(s) is a foster child select o and continue to Step 9. N 70

71 Image 16: Selecting Foster Children Mark the checkbox next to the name of each student household member that is a foster child, enter their Monthly Income and select the Next button. To go back to the previous step, mark the Previous button. Step 9. Enter Household Member Income Now that household members have been identified, income must be entered for each member. Users will be asked to add income if they fall under one of the following scenarios: No Benefits Number was entered in Step 6 and at least one household member is considered a foster child and another member is considered migrant/homeless/runaway. No Benefits Number was entered in Step 6 and no household member is considered foster or migrant/homeless/runaway. FRAM Administrators: Household Income Instructions information can be modified in the Ap plication Instructions template within the Online Application Editor. 71

72 Image 17: Indicating Household Member Income Indicate each household member income by selecting the Add Income button and entering their income amount. Mark the No Income checkbox for each household member that has no income. 72

73 Image 18: Indicating Household Member Income In the image above (Image 18), the incomes entered are of different frequency thus, total income amounts have an annualized (1,500 Twice a Month to meet the frequency of the other two incomes which are monthly). Once all household member income has been entered, select the Next button. To go back to the previous step, select the P revious button. Step 10. Review Household Information for Accuracy Now that household members (and their benefits) have been identified, household information must be reviewed for accuracy. FRAM Administrators: Review information can be modified in the Application Instructions template within the Online Application Editor. 73

74 Image 19: Reviewing Household Information for Accuracy The Total Income column lists the total amount of money each household member makes based on the frequency noted (i.e., monthly, yearly, etc). Frequencies listed in this column are automatically annualized across all members. The Total Household Income field indicates the total amount of income the household (all members included) earns per year. The Total Household Size indicates the total amount of members within the household. Review all the information on the screen and if it is accurate, select the Next button. If this information is incorrect, select the Previous button to go back to the previous step and correct inaccurate information. Step 11. Authorize Household Application Now that all household information has been entered and confirmed as accurate, the household application must be authorized. Authorization is a four part process. FRAM Administrators: Authorization information can be modified in the Application Instructions te mplate within the Online Application Editor. 74

75 Image 20: Authorizing Sharing Information with Medicaid/SCHIP The first step in the authorization process is to indicate whether or not you give your district permission to share your Medicaid or SCHIP information with Medicaid and SCHIP. Select the Yes or No radio buttons for each question shown in the image above (Image 20). 75

76 Image 21: Authorizing the Sharing of Information with Other Programs If your district has created benefit permissions, you will be asked whether or not you consent to the district sharing your child's name and meal eligibility with each benefit program. Select the Yes or No radio button for each question shown in the Sharing Information with Other Programs section (see Image 21). 76

77 Image 22: Entering Your Social Security Number In order to verify stated household income, the last 4 digits of your Social Security Number must be entered. If you do not have a Social Security Number, mark the I do not have a SSN checkbox. 77

78 Image 23: Reviewing the Authorization Statement Review the Authorization Statement. If you agree with this statement, believe all entered information is accurate and would like to complete the application process, select the Accept button. If you do not agree with the application and Authorization Statement, select the Decline button. If the Decline button is selected, a message will appear warning you the application process will be cancelled and all application information entered will be deleted. To go back to the previous step, select the Previous button. Step 12. Electronically Sign the Household Application Once you have reviewed the application and agreed to the Authorization Statement, you must review the Terms of Use. 78

79 Image 24: Terms of Use and Entering E-Signature PIN If you agree to the Terms of Use and would like to sign the document with you legally-binding E-Signature, Enter your E-Signature PIN and select Submit. If you do not want to electronically sign the application, select the Do not use E-Signature button. This action will cancel the application due to the need for the application to have a legally-binding electronic signature in order to meet state and federal guidelines If you forgotten your PIN, click the Forgot you PIN button. You will be redirected to the Reset your PIN editor where you can reset your PIN (see Image 25). 79

80 Image 25: Resetting a Forgotten PIN Step 13. Review and Print Submission Notice The application has now been submitted to the district for processing. FRAM Administrators: Submission Notice information can be modified in the Submitted template wit hin the Online Application Editor. 80

81 Image 26: Application Submission Notice You may print and/or save the Confirmation Submission Notice and the Benefits Application Summary Report for your records. You may also access this information in your Process Inbox (see Image 27). 81

82 Image 27: Process Inbox Message Indicating Meal Benefits Application Submission Your Process Inbox will contain a message indicating submission of the Meal Benefits Application. Select the link to review the Confirmation Submission Notice and the Application Summary Report (the same information provided in Image 26). The FRAM Processor(s) will also receive a Process Inbox notice indicating your application has been submitted. After the FRAM Processor has processed the application, you will receive a Process Inbox message indicating the application has been processed. If your district has enabled the Include Approval/Denial Letter FRAM Preference, you will receive a Process Inbox message containing a PDF copy of your Approval/Denial Letter which indicates whether or not the application was approved or denied. 82