Difference between revisions of "Direct Cert Import"

From EDgearWiki
Jump to navigationJump to search
(118 intermediate revisions by the same user not shown)
Line 1: Line 1:
−
'''This program will import the Direct Cert file that the district must get from the DOE site. It will import Free/Reduced lunch codes based on information gathered by the DOE.'''
+
'''This program is for importing the Direct Cert school (SNAP)  LUNCH  file which lists students who qualify to eat free lunch, so the Direct Match is what you need for the SNAP information. It will import Community Eligibility Program (CEP) Free/Reduced lunch codes based on information processed by eScholar. '''
 +
*The district must get the file from the district's Director of Food Service who gets it from eScholar.
 +
*The user must have access to the Direct Cert file via a computer, on a shared drive on a network, or on an external drive.
 +
*The file from eScholar must contain header and footer records. If not, it will not match the correct eScholar 3.0 format.
  
 +
==Menu Location==
 +
On the left navigation panel, select '''Required Reporting''' > '''Import''' > '''Direct Cert Import'''.
  
−
#You must have access to the Direct Cert file via your computer whether it is saved to you computer, on a shared drive on you network, or on an external drive.
+
==Setup Options==
−
#On the left, go to the '''Student Master''' module.
 
−
#Expand '''Loaders''' and select '''Direct Cert Import'''.
 
−
#If you need instructions for setup values to be used, follow the link for '''<span style="background:yellow">[[Standard Setup Options]]</span>'''.
 
−
#Click '''Choose File''' and select the file downloaded from DOE.
 
−
#Indicate whether you want to do each of the following actions by checking the item(s) necessary:
 
−
##Update Lunch Code
 
−
##Skip Students with State/Food Stamp Mismatch
 
−
##Match on two of three elements.
 
−
#Click '''OK''' and you will get a warning that previous lunch codes will be removed.
 
−
#Verify tha
 
  
 +
[[File:directcert.png]]
  
−
'''Definitions of Column Headers'''
+
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
  
−
:'''To find definitions of commonly used columns follow this link:''' '''<span style="background:yellow">[[Common Column Headers]]</span>'''.
+
'''School''' - Default value is based on the user’s security settings. If the user is assigned to a school, the school default value will be their school site code.
  
−
::'''The following column headers are not found on the Common Column Headers document.'''
+
'''District''' - Default value is based on the user’s security settings. The user will be limited to their district only.
−
::'''State ID''' - Student`s new Unique Identification Number (UID)
 
  
 +
'''As of Date''' - This choice will list only those students who are actively enrolled as of the date selected in the date field.
  
−
==='''Buttons at the Bottom of the Report'''===
+
'''File Type'''  - Choose the file that is needed with the most current date. Choose '''DMIndex 3.0''' in this program and when exporting from eScholar for the state choose the File Format '''DirectMatch Index'''. (see Q&A below)
−
#'''Setup''': Click to go back to the Setup box.
+
 
−
#'''Print''': This button allows the user to print the screen information in a variety of formats.  
+
'''Choose File'''  - Select the file that was previously downloaded from DOE via a computer, on a shared drive on a network, or on an external drive.
−
#*Click the '''Print''' button at the bottom of the screen.
+
 
−
#*A popup will appear with a set of document print options--PDF, XLS, CSV, HTML.  
+
'''Update Lunch Code As Free''' - Choose to update the lunch code on JCAMPUS to match the '''DCF''' Free file upon importing. User will only be able to choose the Free option or the Reduced option.
−
#*The default print option will be '''PDF'''.
+
 
−
#*Click the print button on this popup and a print preview window will appear.  
+
'''Update Lunch Code As Reduced''' - Choose to update the lunch code on JCAMPUS to match the '''DCF''' Reduced file upon importing. User will only be able to choose the Free option or the Reduced option.
−
#*'''To get the print icon''' on this window, hover the mouse in the bottom right area of the preview. A grey rectangle will appear with several icons.  
+
 
−
#*Click the print icon at the right end of this rectangle. Another print preview will appear.
+
'''Skip students with State ID Mismatch''' - This option is usually checked so that the program is forced to match the student's State ID to the Louisiana Secure ID.
−
#*Click the print button at the top left to print the report. Close the print preview.
+
 
−
#'''Help''': Opens the JCampus documentation which includes written instructions and/or videos.
+
'''Match on State ID Only''' - Select this option to match only on the State ID - use this if the file does not have student's SSN.
 +
 
 +
'''Remove Free Status for Students not in File''' - Select this option to remove the student's free lunch code if the student is not in the file.
 +
 
 +
'''Set Students with Free Status Removed to LU4''' - This option is only available if the option for "Remove Free Status for Students Not in File" is checked. If this option is checked and a student is missing from the file and that student has a lunch code of LU1, the LU1 code will be replaced with a LU4 code with a start date of the day that the program is run.
 +
 
 +
 
 +
To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
 +
 
 +
'''OK''' - Click to continue.
 +
 
 +
'''The user will get a warning that previous lunch codes will be removed. Respond Yes to proceed; respond No to stop the process.'''
 +
 
 +
===Column Headers===
 +
 
 +
To find definitions of commonly used column headers, follow this link: [[Common Column Headers]]
 +
 
 +
'''Data Changed''' - Identifies the information changed on the student. New data  will be entered and existing data will be replaced.
 +
 
 +
'''Print Options'''
 +
 
 +
[[Standard Print Options | '''Print''']] - This will allow the user to print the report.
 +
 
 +
 
 +
'''Q & A'''
 +
 
 +
'''Q'''  - On the State site when exporting from eScholar, which File Format should be used?
 +
 
 +
'''A''' - Select the "DirectMatch Index" file to import when exporting from eScholar for the state.  This should match the "DMIndex 3.0" file used in our "Direct Cert Import" program.
 +
 
 +
[[File:Direct Cert file creation.png]]
 +
 
 +
 
 +
 
 +
'''Q''' - I have cleared near matches in eScholar’s Direct Match and generated the file extracts for Medicaid 'Free' Lunch K12 and Medicaid 'Reduced' Lunch K12. I have always been told to upload the “Reduced” file first, and then upload the “Free” file since these are two separate files. Do I import the Medicaid 'Reduced' file first, and in the setup box do I check the box for 'Update Lunch Code as Reduced' before clicking OK? And then should I check the box 'Update Lunch Code as Free' when I upload the Medicaid 'Free' file next?
 +
 
 +
'''A''' - Yes, that is the correct order. Also, yes to checking the boxes to match the "Reduced" file and the "Free" file.
 +
 
 +
 
 +
'''Q'''- I received an email that the July SNAP file is ready for matching. It also shows that I will get zero matches if I have not submitted my 2020-2021 expected student enrollment.
 +
 
 +
'''A''' - You will need to send a complete eScholar student file and resolve near matches.  
 +
 
 +
This can be done by going to Required Reporting> Exports> LA UID Mass Export File program.
 +
 
 +
Click the "Export" button not the print button. It will export in the correct format.
 +
 
 +
You can pass the file to food service and they can process it.
 +
 
 +
We usually get the lunch statuses from the lunch system.  
 +
 
 +
We do have the program "Direct Cert Import" for importing, if needed, for state reporting.  
 +
 
 +
 
 +
----
 +
[[Required Reporting|'''Required Reporting''' Main Page]]
 +
----
 +
[[WebPams|'''JCampus''' Main Page]]

Revision as of 08:39, 17 April 2024

This program is for importing the Direct Cert school (SNAP) LUNCH file which lists students who qualify to eat free lunch, so the Direct Match is what you need for the SNAP information. It will import Community Eligibility Program (CEP) Free/Reduced lunch codes based on information processed by eScholar.

  • The district must get the file from the district's Director of Food Service who gets it from eScholar.
  • The user must have access to the Direct Cert file via a computer, on a shared drive on a network, or on an external drive.
  • The file from eScholar must contain header and footer records. If not, it will not match the correct eScholar 3.0 format.

Menu Location

On the left navigation panel, select Required Reporting > Import > Direct Cert Import.

Setup Options

Directcert.png

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

School - Default value is based on the user’s security settings. If the user is assigned to a school, the school default value will be their school site code.

District - Default value is based on the user’s security settings. The user will be limited to their district only.

As of Date - This choice will list only those students who are actively enrolled as of the date selected in the date field.

File Type - Choose the file that is needed with the most current date. Choose DMIndex 3.0 in this program and when exporting from eScholar for the state choose the File Format DirectMatch Index. (see Q&A below)

Choose File - Select the file that was previously downloaded from DOE via a computer, on a shared drive on a network, or on an external drive.

Update Lunch Code As Free - Choose to update the lunch code on JCAMPUS to match the DCF Free file upon importing. User will only be able to choose the Free option or the Reduced option.

Update Lunch Code As Reduced - Choose to update the lunch code on JCAMPUS to match the DCF Reduced file upon importing. User will only be able to choose the Free option or the Reduced option.

Skip students with State ID Mismatch - This option is usually checked so that the program is forced to match the student's State ID to the Louisiana Secure ID.

Match on State ID Only - Select this option to match only on the State ID - use this if the file does not have student's SSN.

Remove Free Status for Students not in File - Select this option to remove the student's free lunch code if the student is not in the file.

Set Students with Free Status Removed to LU4 - This option is only available if the option for "Remove Free Status for Students Not in File" is checked. If this option is checked and a student is missing from the file and that student has a lunch code of LU1, the LU1 code will be replaced with a LU4 code with a start date of the day that the program is run.


To find definitions for standard setup values, follow this link: Standard Setup Options.

OK - Click to continue.

The user will get a warning that previous lunch codes will be removed. Respond Yes to proceed; respond No to stop the process.

Column Headers

To find definitions of commonly used column headers, follow this link: Common Column Headers

Data Changed - Identifies the information changed on the student. New data will be entered and existing data will be replaced.

Print Options

Print - This will allow the user to print the report.


Q & A

Q - On the State site when exporting from eScholar, which File Format should be used?

A - Select the "DirectMatch Index" file to import when exporting from eScholar for the state. This should match the "DMIndex 3.0" file used in our "Direct Cert Import" program.

Direct Cert file creation.png


Q - I have cleared near matches in eScholar’s Direct Match and generated the file extracts for Medicaid 'Free' Lunch K12 and Medicaid 'Reduced' Lunch K12. I have always been told to upload the “Reduced” file first, and then upload the “Free” file since these are two separate files. Do I import the Medicaid 'Reduced' file first, and in the setup box do I check the box for 'Update Lunch Code as Reduced' before clicking OK? And then should I check the box 'Update Lunch Code as Free' when I upload the Medicaid 'Free' file next?

A - Yes, that is the correct order. Also, yes to checking the boxes to match the "Reduced" file and the "Free" file.


Q- I received an email that the July SNAP file is ready for matching. It also shows that I will get zero matches if I have not submitted my 2020-2021 expected student enrollment.

A - You will need to send a complete eScholar student file and resolve near matches.

This can be done by going to Required Reporting> Exports> LA UID Mass Export File program.

Click the "Export" button not the print button. It will export in the correct format.

You can pass the file to food service and they can process it.

We usually get the lunch statuses from the lunch system.

We do have the program "Direct Cert Import" for importing, if needed, for state reporting.


Required Reporting Main Page

JCampus Main Page

Retrieved from EDgear Wiki