P-EBT Tracker
This program will determine if students qualify for P-EBT Hybrid or Virtual status per month.
- Tips before running
Make sure sponsor records have program code 49 checked for CEP schools.
Check your schools current hybrid and virtual codes in the custom code fast loader. This program will allow you to adjust begin and end dates to match your actually usage if the schools did not update the data.
If you do not use our MAPS system you should review the mailing addresses.
If using our MAPS system make sure to clear up your Questionable Address List for most accurate entries.
- Tips for easier coding
The custom codes fast loader program has a "Add" column to put additional codes on students You 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. The program will always look for a way to make the student virtual (for max benefit).
- On the setup box you can choose the custom and special codes your district uses for hybrid and virtual designation. The program uses the following logic to determine qualifying students per month:
If student is Free, Reduced or attending CEP school in the month then,
Student is coded in special or custom codes as Virtual within the month.
Student is coded in special or custom codes as Hybrid within the month.
If the Student has a bell and if the bell has any virtual days within the month.
Student has program codes for Quarantine or Homebound within the month.
Student has attendance code for Quarantine or Virtual Present within the month
- To export the generated results you will click the "Export" button and choose the "CSV" option. You can then upload the CSV file to the FTP site.
Tips for communicating
JCall can be used to help update parents on the EBT situation. You can use 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. You can also use the login screen message to guide parents on EBT card usage. Report cards also show the student local id.
Menu
On the left navigation panel, select Student Master > Lists > P-EBT Tracker.
Setup Options
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.
District - Default value is based on the user's security settings. It will be limited to the user's district only.
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. For Administrators, each school has to be run separately. (700 does not mean all schools like it does in Student Master)
Custom Codes to use as Hybrid - Click inside the box to choose "Custom Codes" from the list.
Custom Codes to use as Virtual - Click inside the box to choose "Custom Codes" from the list.
Special Codes to use as Hybrid - Click inside the box to choose "Special Codes" from the list.
Special Codes to use as Virtual - Click inside the box to choose "Special Codes" from the list.
From Date and To Date - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range.
Show SSN on Report - Check this box to show SSN on report.
Show Last 4 SSN - Check this box to show only the last 4 numbers of SSN.
Do Not Show SSN - Check this box to not show SSN.
Physical Address When No Mailing Address - Use physical address for mailing address when no mailing exists.
OK - Click to continue.
To find definitions for standard setup values, follow this link: Standard Setup Options.
Main
Column Headers
S. No - Total number of rows in table.
First Name - Student's first name.
Middle Name - Student's middle name.
Last Name - Student's last name.
Date of Birth - Student's date of birth.
Student SSN - Student's Social Security Number.
Gender - Student's gender.
Parish Code - Student's district of residence.
Mailing Address Line 1 - Student's mailing address line 1.
Mailing Address Line 2 - Student's mailing address line 2.
Mailing City - Student's mailing address city.
Mailing State - Student's mailing address state.
Mailing Zip Code - Student's mailing address zip code.
Residential Address Line 1 - Student's physical address line 1.
Residential Address Line 2 - Student's physical address line 2.
Local Student ID - Student's identification number.
State Student ID - Student's state assigned identification number.
Site Name - Name of school.
Method of Instruction - Method of instruction (Hybrid or Virtual).
Month Enrolled (Benefit Month) - Month enrolled (Month Benefit Received).
Reason for Qualification - Reason (Compilation of why the student qualified for the month).
To find definitions of commonly used column headers, follow this link: Common Column Headers.
Bottom
Setup - Click to go back to the Setup box.
Print - This will allow the user to print the report.
Export - Prints without the 'Reason for Qualification' column.
Help - Click to view written instructions and/or videos.
