Tips

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Tips before running the P-EBT Tracker report:

  • Make sure the Sponsor Site Editor on the "Programs Offered" tab, has the program code of 49 checked for CEP schools.
  • If the district does not use the DMS Maps system, then the user should review the mailing addresses. If using the DMS Maps system, make sure to clear up the Questionable Address List for most accurate entries.
  • Check the schools current hybrid and virtual codes in the Custom Code Fast Loader. This program will provide the user a way to adjust begin and end dates to match the actual usage if the schools did not update the data.

Tips for easier coding:

  • The Custom Code Fast Loader program has a "Add" column to put additional codes on students. The user can create custom codes for "PEBTH" for Hybrid and "PEBTV" for Virtual. Use these codes like an override for times when everyone was virtual or hybrid along with begin and end dates. Custom codes can overlap. If you have one custom code that ends on 8-10-21 and a different one beginning on 8-10-21, the newer custom code will be honored. The program will always look for a way to make the student virtual for max benefit.
  • On the setup box, choose the Custom and Special codes that the district uses for "Hybrid" and "Virtual" designation.

The program uses the following logic order to determine qualifying students per month:

  1. If student is Free LU1, Reduced LU2 or attending CEP school (as marked in the Sponsor Site Editor Programs Offered page) within the month.
  2. Student is coded in Special or Custom codes as Virtual within the month.
  3. Student is coded in Special or Custom codes as Hybrid within the month.
  4. If the student has a Bell Schedule and if the bell has any Virtual days within the month.
  5. Student has Program codes for Quarantine within the month.
    NOTE that this program will automatically look at quarantine program codes (QAU Quarantine, QCC Quarantine Close Contact) when it computes since there is no filter for program codes for this report.
  6. Student has Attendance code for Quarantine or Virtual Present within the month.
    NOTE that this program will automatically look at quarantine attendance codes 66 (N Medical Quarantine) and 70 (P virtual Present) when it computes. The attendance codes for quarantine can be put in the Out column as well as the DRCD column for students, neither of which is incorrect as the P-EBT will look at both when it computes. The user can select more Absence Codes to use as well. But again, if left blank, codes 66 (N Medical Quarantine) and 70 (P virtual Present) will be used. The Health Codes filter will un-gray only when certain Absence codes are chosen from the "Absence Codes" filter. They are the attendance codes that have asterisks, 02, 10, 15, 26, 32, 34, 35, 36, 66. Then the Health Code Selection box pops up to choose a health code.
  • Calendar Editor is also consulted for instructional days. To determine the number of instructional days per school, per month:

This gathers approximate student counts by month/by tier. The number counts can be clicked on to see a student list. Now the user can report the projected student counts based on the projected rules. This does look at absent codes, program codes, and virtual days in bells.

Summary chart.png

Month - This is the Month and Year.

Tier 1 - Total number of students with 1-5 Quarantine/At Home Learning Days.

Tier 2 - Total number of students with 6-15 Quarantine/At Home Learning Days.

Tier 3 - Total number of students with 16 or more Quarantine/At Home Learning Days.


Uploading Tips:

If the file fails with the error "StudentLevelData sheet is not present in the file", change the name of the sheet which defaulted to “Sheet1” to “StudentLevelData” for the file to upload successfully.


Summer P-EBT Rules for Determining Eligibility

  • Make sure to choose "Year" 2021 and check the "Summer" checkbox. Also, we recommend also having "Physical address when no mailing address" and "Use most recent enrollment address" checked off.
  • Any student enrolled in the month of May 2021 even for one day can qualify for summer (June-July) benefits if:
  • They are free or reduced lunch in school years 2020-2021 or 2019-2020.
  • They apply for free or reduced before August 1st, 2021 (Must apply by July 31st) and are deemed free or reduced lunch.
  • They attended a 2021 CEP school.
  • It does not matter if they were/are Hybrid or Virtual.
  • It does not matter if they attended summer school.
  • It does not matter if they attend all year school.

Tips for communicating

  • JCall can be used to help update parents on the P-EBT situation.
  • Use the School Notes to provide detailed instructions in the SPC.
  • SPC shows the student local id (JCampus sidno) which will be used for the PIN number on the EBT cards.
  • Also use the SPC login screen message to guide parents on EBT card usage.
  • Report Cards also show the student local id.


Q & A


Q - If a student has Free or Reduced Lunch code during these years AND were in school in MAY but did attend a non-CEP school, do they qualify for summer benefits?

A - Yes


Q - Are the From/To Dates used for summer submitting?

A - The From and To Dates will not affect the the program when you use the "Summer" setting.


P-EBT Tracker Main Page

JCampus Main Page

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