1. self-paced eLearning series
Processing
Free & Reduced Applications

2. Processing Free & Reduced Applications
There are no exercises in this lesson because you will be most likely be working with real applications.
Please allow approximately 30 minutes to complete the course.
‘Getting Started in Free & Reduced’
was the previous lesson in the series.

3. Following This lesson you will Be able to:
How to build households.
How to process an Income Applications.
How to locate applications In Review.
How to process Case Applications.

4. Navigate to >POS >Student Records and
Building a Household
In our example, we have an income application with Emily Alemu and Richard Cheek as siblings. We’ll begin by looking up Emily.
Navigate to >POS >Student Records and
look up Emily and Click the record to open the snapshot.
Click on the Eligibility to access her
Free and Reduced 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

5. We need to add Richard to the application. Click Add Another Student.
Building a Household
Because she does not have a processed application, we’re taken to the 1st screen of the wizard, Household Members.
We need to add Richard to the application.
Click Add Another Student.
Note: If Emily and Richard were on an application together in Solana the previous year, they will remain in the same 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

6. The search defaults to the Match By value of Guardian.
Building a Household
The search defaults to the Match By value of Guardian.
Any application with the same Guardian name as the one you’re working on will appear in the list.
(You’re job will be easier if you are importing Guardian in your Student Import file.)
Use Match By to pre-select a list matching the Address or Last Name 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
Or, select ALL from Match By and choose a search criteria. I could simply type Cheek into Last Name.
Use the filter function as needed. The default is Contains. In the example, typing in “C”, selecting Starts With then Entering on your keyboard will bring up all Last Names beginning with “C”.

7. Save to add the student to the household.
Building a Household
Save to add the student to the household.
Checkmark the student you’re looking for.
You will get this message if the student is already on an 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
The selected student(s) is now a member of the household.

8. Building a Household
You can Add a Non-Student Household Member by clicking the function and inputting the member name and other appropriate information.
Or Remove a Household Member by checking the box and clicking the function button.
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

9. Begin by looking up a student on the application.
Building a Household
Key Takeaway
Begin by looking up a student on the application.
Use Match By Guardian, Address or Last Name to auto-create a list.
Use Match By All to enable the Search 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
Next up, Processing an Income Application

10. Processing an Income Application
Click Next to proceed.
With your Household complete,
Indicate the signer and the last 4 of the Social Security or No SSN.
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

11. Processing an Income Application
Click Next to review and save the application.
Input Income amount and frequency for each type of income.
$28,000
Input Income amount and frequency for each type of income.
Enter the combined student income and click Next to review, edit or process the application.
Click Next
Enter the combined student income.

12. Processing an Income Application
When all information matches the submitted application, click Save and Preview.
Here, we can preview and edit all application data.
Open the sections by clicking the name to edit Household Members, Benefits, Income and Ethnicity and Race.
Here, we can review and edit all application data.
Open the sections by clicking the Arrow to edit Household Members, Benefits, Income and Ethnicity and Race.
When all information matches the submitted application, click Save and Preview.

13. Processing an Income Application
You will be provided a Preview that will not take effect until you Process Application.
You will be provided a Preview of the Application #, Eligibility, Reason and Effective Date.
These will not take effect until you Process Application.
If you don’t Process Application, the data saved previously to the application remains and may result in putting the application In Review.
To find all Applications In Review, browse to >Community>Free and Reduced>Applications and Filter By In Review
If you Cancel, the data saved previously to the application remains and may result in putting the application In Review.

14. Applications In Review
The Pending Eligibility of Reduced-Income is due to a reduction of benefits and requires approval.
You will be provided a Preview of the Application #, Eligibility, Reason and Effective Date.
These will not take effect until you Process Application.
If you don’t Process Application, the data saved previously to the application remains and may result in putting the application In Review.
To find all Applications In Review, browse to >Community>Free and Reduced>Applications and Filter By In Review
Because of the potential reduction of benefits, this application will be In Review.

15. Applications In Review
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
In Review and the reason are shown here.
In our example, you could Process to a Reduction in Benefits.

16. Applications In Review
To find all Applications In Review, browse to >Community>Free and Reduced>Applications.
Filter By In Review.
You will be provided a Preview of the Application #, Eligibility, Reason and Effective Date.
These will not take effect until you Process Application.
If you don’t Process Application, the data saved previously to the application remains and may result in putting the application In Review.
To find all Applications In Review, browse to >Community>Free and Reduced>Applications and Filter By In Review
In Review Reason appears on the right.
Double click the record to open the Application for processing.

17. Processing a Case Application
To process an application with a case, such as Food Stamps (SNAP) , TANF or Foster, Migrant, Runaway, repeat the Student lookup process and click on the record to open the snapshot view.
You will be provided a Preview of the Application #, Eligibility, Reason and Effective Date.
These will not take effect until you Process Application.
If you don’t Process Application, the data saved previously to the application remains and may result in putting the application In Review.
To find all Applications In Review, browse to >Community>Free and Reduced>Applications and Filter By In Review
Click the eligibility, in this example, No Application, to begin the application process.

18. Processing a Case Application
For this example, Elliot is applying with the SNAP case. Use the Case dropdown arrow to select SNAP.
When finished, click Next.
You will be provided a Preview of the Application #, Eligibility, Reason and Effective Date.
These will not take effect until you Process Application.
If you don’t Process Application, the data saved previously to the application remains and may result in putting the application In Review.
To find all Applications In Review, browse to >Community>Free and Reduced>Applications and Filter By In Review
Because this is an application, you’ll need to indicate the signer and Social Security # information.
For Foster, check the box.
Use the HMR dropdown for Homeless, Migrant and Runaways, etc.

19. Processing a Case Application
Input the Case # and select Next.
Enter Income and select Next.
You will be provided a Preview of the Application #, Eligibility, Reason and Effective Date.
These will not take effect until you Process Application.
If you don’t Process Application, the data saved previously to the application remains and may result in putting the application In Review.
To find all Applications In Review, browse to >Community>Free and Reduced>Applications and Filter By In Review
If no income is entered you’ll see this pop up. Click Continue or Enter Income to proceed.

20. Processing a Case Application
Complete the application just like the Income application.
You will be provided a Preview of the Application #, Eligibility, Reason and Effective Date.
These will not take effect until you Process Application.
If you don’t Process Application, the data saved previously to the application remains and may result in putting the application In Review.
To find all Applications In Review, browse to >Community>Free and Reduced>Applications and Filter By In Review
This application will not be marked as Directly Certified because it was processed from an application, not from the state Direct Certification List.
Your notification letter will be an Application Letter.

21. In Review applications require action on your part.
Processing a Case Application
Key Takeaway
Income and Case applications are processed in the same way and require a Signer.
In Review applications require action on your part.
Applications processed with a Case are not marked as Directly Certified.
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

22. Congratulations, You are Application Eligible!
You can now:
Build Households
Process an Income and Case applications
Locate and process your applications In Review

23. ‘Creating and Printing Application Letters’
Thanks again for your time and effort. It’s appreciated!
‘Creating and Printing Application Letters’
is the next lesson in the series.