Please Note: You must first enter all students in to your food program.
- Download the excel sheet containing the list of all people on food stamps from https://portal.nysed.gov.
- Add two new column’s called StudentCheck and StudentNum at the end of the excel sheet. You must add these columns to all sheets in the excel document.
- Go To the Report Screen, Additional Info Tab and Click on Direct Cert/NPSIS tab. Now choose Direct certification from the options on the right. If you are using the medicaid sheet choose Direct Certification - Medicaid.
- Click on Load Excel File and select the excel file from where it has been saved.
- Enter the Information on the right hand side. Choose the Program period (2011-2012), the program name for school food, the Free Meal Status Type that you use (A or F) and the Flag for Lunch Form (If you want it should become auto flagged.)
- Click on Process.
It will now go thru the list to make the Certification Match. It will insert a mark in the StudentCheck column only for the students that are in the selected period and program. It will insert the student number in the StudentNum Column. It will also insert the correct Meal Status to the Family for the current period. It will also save the line where the match was found for the account. It will also record the current Month and Year.
If you have selected a flag, it will flag the account with the flag chosen. When looking on the meal status tab by the account you will see the Direct Certification Line Number. Clicking on the green area will open the excel file to the line of the match.
The Excel file will be saved by the attachments folder.
- If your excel sheets contains more than one sheet it will now ask you if you want to continue processing the next sheet. Click on YES. If You can click on YES it will now process the second sheet.
Once you have correctly matched everyone you are required to send out in the mail a notice to the parent. To send this notice follow the instructions below.
- Go To the program screen from the main menu.
- Select the period and program on the top of the screen. Select the current date in the from box on top of the screen.
- Select Direct Certification letter from the report dropdown. (If you do not see the report please email us with the following info so we should be able to create a copy of the report for your school. [Legal School Name, Contact Name, Phone, Address, Email]. To view a sample of the direct certification report u can view the attached sample.)
- Once the report is displayed print it out (or you can mass email the report if you have the parents email addresses.)
- If correct go to the sort tab and click on “Mark as Printed” button. This will save a copy of the letter on the server and will create a record in the accounts correspondence history.
This process will have to be repeated every three/four months. The Child Nutrition Program will keep you informed when there is an updated list.
If you manually find someone and want to add him to the Directly Certified List you should follow the following instructions.
- Go to account of the family certified.
- Go to the Meal Status Tab by additional Info.
- Enter the Period and Free Meal Status.
- By DC enter the File, Sheet and line number of the excel sheet. For Example, If the record match is on the third sheet line number 16543 of the second file imported you should use “2-3/16543” without the quotes. If it’s the first file and first sheet you can just enter the line number.
- Now Enter the month check by the DC Month Column. For Example Oct 2011.
- Now click on the green button next to DC Line Num and the excel sheet will open by the correct line. Fill in the StudentCheck and StudentNum column manually.
- Now rerun the Direct Certification Letter report from the print menu and mark it a s printed.
