Import a Direct Certification or Exempt File

This is where you set up your Direct Certification file import.

FILE CONFIGURATION SETTINGS

• Select the format of your Direct Cert file from the File Format dropdown list.

• Browse to the location of your Direct Cert file in the File Name section. Indicate if your file contains a header row.

  • A warning message will appear when the user imports a Direct Certification file that tells the users that a percentage of students from the file they are importing will be marked as “Direct Certified (free).” Customers will need to click Yes if this is correct and they want to continue with the import. Please ensure the correct file is being imported before continuing.

  • A warning message will appear when the user attempts to import a Direct Certification file where an invalid DOB exists: 'Your import data is outside the expected values. Please fix the data in your file and re-import.’

    • The user can either edit the invalid Birth Dates in the original import file, or skip the column in the File Preview (and remove any Confidence Rankings including it) if invalid data exists.

FILE PREVIEW

• Set the headings in the grid to correspond to the data in your Direct Cert file.  For detailed instructions, please refer to Import Students in System Management documentation.

CONFIDENCE

The confidence rank is a value used to indicate the strength of a potential match between the student in the DC file and the student in the student table.

• Field 1 can be either Full SSN or Student Number.  A match on either of these is considered a 100% match. This row can be edited and is the only one that can be 100%.

• User defined ranking can be set up as additional Confidence Ranking based on a combination of Last Name, First Name, Address1and Birth Date. At least two of the fields must be included in each row. 

  • You will assign your own confidence ranking for each row that you set up. For example, if all four fields match, you would probably assign a high confidence ranking. But if only two fields match, the likelihood of a true match would be lower, so you would assign a lower percent.
  • These records will not be Direct Certified automatically. They will go into the Unmatched list and you can review based on their ranking. This makes the review process easier since you can look at the most likely matches first.

Example:The user has decided that if all four fields (LastName, FirstName, BirthDate and Address1) all match, it will be considered a 99% match.

If only three or two fields match, it will be assigned a lower ranking.

IMPORT SETTINGS

• Select the date to use as the application date from the Application Date dropdown list.

  • If nothing on the application changes, the application date will not update.

  • When importing a DC file, if an existing case type is SNAP or SNAP Equiv. and case type does not change, the applications will not update.

  • If an existing case type is not SNAP or SNAP Equiv., and the new case type is SNAP or SNAP Equiv., the case type and application date will update.

• Select an option from the Import Type dropdown list to import different types of files individually.  An error will display if no Import Type is selected.

  • Direct Certified is for importing students from the Direct Certification file provided by the state.
    • This option is how the utility previously functioned for (free) status 2 students.
    • Select Direct Certified as the Import Type if a ‘Reduced’ (for Medicaid Demonstration participants) case type was created in the Administration: Control File: Household Categorical Case Types Tab.
      • This will create a Reduced-status Direct Certified application.

      • Students already certified for free meals through the application process or directly certified for free meals through other means will not be adversely affected and will remain a status 2.

  • Direct Certified Foster is for imported students that are Foster, as well as Direct Certified.
    • This option is how the utility was functioning previously when Foster Child box was checked.
  • Direct Certified Kin-GAP is for importing students from a separate file with Kin-GAP children.
    • Students imported as Kin-GAP will be added to a new application if they are not already on an existing application and there is a match in the database, and then marked as Directly Certified and Kin-GAP.
    • If students imported as Kin-GAP are already on an existing application, the student will be marked directly certified and Kin-GAP.
    • After they are imported, the student will be a status 2, unless the guardian declines benefits, their status will then be set to status 4.
  • Homeless is for importing students from a separate file with Homeless children.
  • Migrant is for importing students from a separate file with Migrant children.
  • Runaway is for importing students from a separate file with Runaway children.
  • Headstart is for importing students from a separate file with HeadStart children.

  NOTE: A case type is not needed when Homeless, Migrant, Runaway or Headstart is selected, so that section will not display.

• Check the Use Address from DC File box to use the address from the Direct Certification file instead of the student address when creating the application.  

NOTE:  If there is not an address in the Direct Certification file and the Use Address from DC file is checked, the application will be created with a blank address.

• Select a case type from the Use Case Type Mapping dropdown list. A box will appear to add case types.

  

   

• Select a case type from the Case Type dropdown list.

• Enter a value in the Mapped Value field. 

Or,

• Select a case type from the Default to Case Type dropdown list if you want to set a default. 

  • If this selected, all map case types will default to this selection.

• Click Import when you are ready to run the process.  If any students can be grouped on an application, the Direct Certification Match screen will appear.  If there are no students to be matched for groupings, you will be taken to the Direct Certification: Review Unmatched Students screen.

  • When extending Direct Certified, Case # and Case Type, ‘Extended Benefit’ will be set as Yes.
  • If an application has multiple students, and more than one of those students is in the Direct Certified file, the ‘Extended Benefit’ will not be set as ‘Yes’ if the student has their own Case #.
  • If the student being imported as Direct Certified is currently marked ‘Extended Benefit’, ‘Extended Benefit’ will be set as No, and apply their own Case #, unless it is an adverse change.

• You may see several different progress bars as it runs the import.

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Student Eligibility, revised 7/2018