self-paced eLearning series Online Applications

Please allow approximately 25 minutes to complete the course. Online Applications During this lesson you will be asked to follow along in your Solana environment and complete a series of exercises. Please allow approximately 25 minutes to complete the course.

In This lesson you will learn How Solana Online manages settings and data How to find and match students on applications to student records in Solana How to search for and run reports for online applications

Have your webmaster post a link on your website for easy access. How Solana Online Works You will have received the web address to Solana Online for your district. If not, call your Horizon Project Coordinator. Have your webmaster post a link on your website for easy access. Solana Online is based on the USDA prototype and designed for intuitive interaction for users. The Application Wizard steps Parents and Guardians through each step of the application. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed

How Solana Online Works FAQs are available by clicking Help Center on the Application Home page. Applications are available in English and Spanish. The Income Eligibility Guidelines (Reduced Only) are available within the application. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed

How Solana Online Works The Parent or Guardian applies online and includes student matching criteria. Student matching criteria ID First Last Middle Date of Birth School Grade Solana analyzes the data to determine whether to process automatically or post to Unmatched Students. Solana will automatically match on ID + 1 match or 5 of the other 6. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed Examples of Matches processed automatically: All others are posted to Unmatched Students ID + Last or First or DOB First+ Last+ Date of Birth+ School+ Grade or

How Solana Online Works You may want to customize your Case entries. Click Admin>Definitions/Setup>Community>Online Applications. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed

How Solana Online Works Edit the: Program Label Description as you want it to display on the app. Uncheck the Case to display it in the application. Enter the CASE # prefix if applicable. The application MUST use the prefix entered. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed Set the minimum and maximum length of the Case # here. Minimum and Maximum MUST have a value. Set Min to 1 and Max to 100 if you’re not inputting your true vales. Uncheck here to hide the Consent for Disclosure (for Medicaid and SCHIP) question.

Configure the Cases as required for your district. How Solana Online Works Time to exercise! Log into Solana, take a self-guided tour and log out again. Repeat 3 times! Configure the Cases as required for your district. Helpful Hints! Admin>Definitions and Setup> Community>Online Applications is the path.

How Solana Online Works Time to exercise! Log into Solana, take a self-guided tour and log out again. Repeat 3 times! Talk to your webmaster about putting a link on your website for Parent/Guardian access (https://frapps.horizonsoftware.com/districtid). Helpful Hints! “Click here to apply for Free and Reduced benefits” is always a favorite.

You can configure Cases to suit your needs. How Solana Online Works Key Takeaways You can configure Cases to suit your needs. Solana Online instantly communicates to Solana and attempts to match students. Solana Online automatically processes where sufficient matching criteria is provided. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed Next up, Matching Students

Time to exercise! For the next topic, you’ll need a mock application. Matching Students Time to exercise! Log into Solana, take a self-guided tour and log out again. Repeat 3 times! For the next topic, you’ll need a mock application. Go to Solana Online and submit an application for Jane Doe (just be sure you don’t have a Jane Doe in your district!). Helpful Hints! While you’re “applying”, take some time to see what your parents/guardians will see on the application.

Now that you’ve entered an application for Jane Doe, log into Solana. Matching Students Now that you’ve entered an application for Jane Doe, log into Solana. Click Community>Free & Reduced>Unmatched Students. A list of all unmatched students is shown. You’ll see Jane Doe, the student you just submitted. Click the Trash Can to delete the record. The # of people in the household will not change. You cannot delete an application if any of the students have already been processed. Click Jane Doe’s record to open the Matching page. If the list is long as it might be at the beginning of the year, you can filter for ALL , Only Foster, Homeless, Migrant and Runaways or exclude them from the list. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed

You’ll see the application info you entered for Jane Doe here. Matching Students You’ll see the application info you entered for Jane Doe here. To apply the match, click on the record and click Process Students. Solana processes the eligibility for Jane immediately. All student records that match 3 or more of the submitted criteria are listed here. The information provided by the applicant is shown here. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed Note that Foster and HMRs require your manual review. Students on the application who were already matched display here.

If you can’t find a match in the list, Matching Students If you can’t find a match in the list, you can use these filters to refine your search. These filters are similar to the ones you practiced with in Student Records. If you determine that Jane is Not a Student, check the box. She will still count as a member of the household. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed

Time to exercise! Delete the Unmatched Record for Jane Doe. Matching Students Time to exercise! Log into Solana, take a self-guided tour and log out again. Repeat 3 times! Delete the Unmatched Record for Jane Doe. Helpful Hints! Go to Unmatched Students and click the Trash Can on her record.

Know the application interface. Parents may be calling with questions. Matching Students Key Takeaways Know the application interface. Parents may be calling with questions. Solana creates a ‘pick list’ of all students matching 3 or more of the submitted criteria. Solana immediately processes eligibility when you match a student. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed Next up, Searching and Reporting

Searching and Reporting Online Applications are the only ones with a Transaction Number, automatically generated by Solana. (The Transaction Number is provided to the applicant prior to submitting the application.) To list Online Applications together sort by clicking on the Transaction Number criteria. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed Non-Online Apps will say Not Applicable.

Searching and Reporting You can run a report for all Online Applications submitted, processed or not. You can filter by All, Date, Application Number or Transaction Number. Then, Run. Click Reports>Standard, then Online Applications. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed

Searching and Reporting Time to exercise! Log into Solana, take a self-guided tour and log out again. Repeat 3 times! Use the Online Applications report to view the application you submitted for Jane Doe. Helpful Hints! In the unlikely event that you wrote down your Transaction Number, use that for your filter. Once in a blue moon, a parent may call with theirs!

Only online applications have transaction numbers. Searching and Reporting Key Takeaways Only online applications have transaction numbers. Use the Transaction Number criteria to group online applications. You can run a report of all online applications submitted, processed or not. Wrap up the topic *User Groups have identical rights that are all ON by default *Rights can be edited for each User Group *New User Groups can be created as needed

Congratulations, You’re an Online Webmaster! You can now: Configure application settings and assist with parent questions Match students for Eligibility processing Search for and report on applications submitted online

Thanks again for your time and effort. It’s appreciated!