1:00 – 2:00 (call in 12:45)
Please MUTE your microphones!
We will not be taking roll call, so please email a list of VTC attendees at your
site to:
stucoord@esd101.net
30 Day Application Expiration
The complete set of process sheets can be found on the North East
Washington ESD101 Web Site
Go to www.esd101.net/nerdc
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Choose Student Records Resources
Choose Training Material Libraries
Choose Food Service
Choose 30 Day Application Expiration
This process consists of 4 steps
1.
2.
3.
4.
Prior Year Application Report
Letters to Families
Expire Applications
Inform Families of Status Change
Prior Year Payor Applications
This report can be used to determine which Payors returned an
application last year, but have not yet returned one this year.
All processes should be run from entity 000.
At the beginning of each school year, families must re-apply for free and reduced
meals. They have 30 serving days to make this application. During the 30day window, the prior year’s lunch code will be in effect. After 30 serving days,
any student who does not have a new application entered into the system
must be changed back to paid status.
A district may choose to send letters home to those families who qualified for free
or reduced priced meals in the prior year, but have not turned in a new
application for the current school year.
This program looks at the Payor Status to determine whether to select a record.
Consequently, if a customer is inactive (student has been withdrawn), but the
payor status is still active, they will be printed on the report.
Prior Year Payor Applications
Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer
Customer/Report/Prior Year Applications
Sample Letter
Reminder Letters to Families
Run letters for those who have not returned an Application
For Free and Reduced Price Meals, for the current school Year.
Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer
Customer/Report/Prior Year Application Letters by: Guardian
Reminder Letters to Families
Sample Letter
Reminder Letters to Families
Expire 2010 Applications
This process should not be run, until on or after the specified expiration date.
Student Mngmnt/Food Service/Utilities/Mass Changes/Change Customers’
Lunch Code Using Payer Application Date
Expire 2010 Applications
Calendar Selections
Expire 2010 Applications
The process will place the words ‘MASS CREATED ’ in the
TANF\Food Stamp Nbr:
Student Mngmnt/Food Service/Payer Customer Maint./Maintain
Payer Customer
Create Letters
(Predefined Version)
Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer
Customer/Report/Payor Application Letters by: Guardian
Create Letters
(Predefined Version)
Letters to Families
Predefined Version
Create Letters (Mail Merge)
Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer
Customer/Report/Payor Application Letters by: Guardian
Create Letters (Mail Merge)
Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer
Customer/Report/Payor Application Letters by: Guardian
Letters to Families
Verification of Income Eligibility
The purpose of this presentation is to demonstrate how to use Skyward to
create the Verification Sampling and the Verification Summary Report.
This demonstration is not intended to provide you with the OSPI’s specific
requirements and process instructions.
Detailed information was provided at the Child Nutrition Summer
Workshop.
OSPI did not put out a bulletin this year. Instead information was sent via
e-mail on 9/21/2010.
OSPI Bulletin 058-09 – November 2, 2009 for the 2009-2010 school year is
still accurate for this year’s verification process.
Reminder: If you use Skyward and are choosing not to do the
confirmation review, your must request approval from OSPI/Child Nutrition
before going through the verification process.
Verification of Income Eligibility
Verification Timeline:
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October 1st:
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Count applications
Early October:
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Select Sample
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Do Confirmation review
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Send 1st notices
Later October:
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Second 2nd notices for those who have not responded
Until November 15th:
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Determine Eligibility
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Document Results
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Send adverse action letters
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Change benefits as needed
March 1st:
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On-line Summary must be completed prior to this date
Verification of Income Eligibility
Make sure all categorically eligible student applications say ‘Yes’ in the
Exclude from Random Option. Categorically eligible students are:
1. Those found on the Direct Cert. list
2. Siblings qualified by “household membership” to students found on
the Direct Cert. list
3. Homeless students
4. Migrant students
5. Head Start or ECEAP students.
Foster children are not considered categorically eligible. They are a
household size of 1. The student’s personal income must be provided to
determine meal code eligibility.
Make sure all hand entered direct certification applications say ‘Yes’ in the
Exclude from Random Option
All direct certification applications imported from DSHS will automatically
be excluded
Verification of Income Eligibility
The complete set of process sheets can be found on the Northeast
Washington ESD101 Web Site
Go to www.esd101.net/nerdc
•
•
•
•
Choose Student Records Resources
Choose Training Material Libraries
Choose Food Service
Choose Verification of Income Eligibility
Verification of Income Eligibility
The Skyward Verification of Income Eligibility Process meets the reporting
requirements for the School Food Authority Verification Summary
Report.
Run this process from Entity 000.
There are 4 separate options under Verification of Income Eligibility:
1.
2.
3.
4.
Create Verification Sampling
Verification Sampling Responses
View/Edit Verification Sampling
Verification Summary Report
Verification of Income Eligibility
Create Verification Sampling
This option is used to select the applications and create the Initial
Verification letter(s) to send to Payors. Only approved applications
with an effective date less than or equal to the date entered in the
‘Count Date’ and greater than or equal to the current Food Service Start
Date (typically August 1st) will be selected for verification.
Note: If the district has been modifying lunch codes by editing the
Customer record and not adding a new application, this will affect the
Verification process as selections are made based on Payor
applications. It’s recommended that the district run the
Payor/Customer Lunch Codes Report (found in the Food Service
Reporting menu) with the option ‘Print differences in lunch code only’
selected. Any differences between Payor/Customer lunch codes should
be reviewed and corrected.
Verification of Income Eligibility
Create Verification Sampling
Error Prone Sampling logic:
For those applications that have a monthly income of within $100.00 of the
upper limits for free or reduced eligibility:
From the error prone applications, the software will select the
smaller of 3% or 3000 of all approved applications. If the number of
error prone is less than 3% or 3000 of all applications, the remaining
applications will be selected randomly from the other applications
(non-error prone).
Verification of Income Eligibility
Create Verification Sampling
Student Mngmnt/Food Service/Payor Customer Maint/Maintain Payor
Cust/Report/ Verification of Income Eligibility/Create Verification
Sampling
Verification of Income Eligibility
Verification of Income
Verification Letter
Sample Report
Verification of Income Eligibility
View/Edit Verification Sampling
This option is used to record the Customer/Payor responses to the
verification letters. When this option is selected, a screen is displayed
listing the payors who were sent verification letters from the Create
Verification Sampling process.
To reprint the verification letter for a payor, highlight the payor’s name
and click Letter. This will display the same letter setup options that were
setup in the Create Verification Sampling process and will allow the user
to re-generate a single letter by payor.
To record a response, highlight the appropriate payor and select Edit.
The Edit Verification Record screen is displayed and the user can enter
the Response Date and assign a Response Action Code. The codes that
are available are: (see next slide)
Verification of Income Eligibility
Verification of Income Eligibility
Verification Sampling Responses
This option generates a report of Payors who received letters and
their responses to the letters. The user has the option to include all
response types or only specified types.
Verification of Income Eligibility
Verification Summary Report
This option generates a summary report of the verification responses. For the Count
Date, enter the date used when creating the verification letters (October 1, 2010). If the
same date isn’t used, you may see conflicting information. Check the box to print student
detail.
Verification of Income Eligibility
Verification of Income Eligibility
New Food Service
Monthly State Claim Report
The National School Lunch and Breakfast Programs – State Claim
is now available in Skyward Web Access.
This report can be used to complete the School Lunch, Breakfast and Special
Milk Program Claim for Reimbursement Form provided by OSPI.
Click on the PURPLE LINE under the Reporting button
to get to the State Claim Report.
New Food Service
Monthly State Claim Report
Scroll down to find the National School Lunch and
Breakfast Programs – State Claim
Click on this Report.
NOTE: If you do not have this option, contact your District
Security Administrator for Skyward.
New Food Service
Monthly State Claim Report
On the Templates Screen Select Add.
Enter a Template Description, be sure the Month and Year are correct and
select SAVE.
NOTE: If you are a Severe Need School, click the Severe Need Schools
Button, check the applicable Schools and Save before printing.
New Food Service
Monthly State Claim Report
With your report highlighted, select PRINT.
Each month, you will have to Edit the Report template and change the Month
and Year, then save again.
New Food Service
Monthly Claim Report
The report is two pages.
 Page one is a summary by entity
 Page two is the numbers that you will use for the claim.
You will still have to verify the totals using the Monthly AccuClaim Report
and the Monthly Participation Data Report. Please continue to keep the
reports you currently are keeping for auditing purposes.
New Food Service
Monthly State Claim Report
Security Needed for State Claim Report:
System: Web Student Management
Feedback
Email Questions, Comments, Suggestions to:
stucoord@esd101.net
Thank You!
Please e-mail a list of VTC attendees at
your site to:
stucoord@esd101.net