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Direct Certification

Direct Certification. Jennifer Otey, Consultant CDE Nutrition Unit. What is Direct Cert?. Direct Cert is the process by which students are certified as eligible for free meals based on a match with Human Services SNAP (Supplemental Nutrition Assistance Program) data.

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Direct Certification

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  1. Direct Certification Jennifer Otey, Consultant CDE Nutrition Unit

  2. What is Direct Cert? • Direct Cert is the process by which students are certified as eligible for free meals based on a match with Human Services SNAP (Supplemental Nutrition Assistance Program) data. • The SFA compiles student data in an Excel or Text file, which is run against a Human Services master file over an Internet connection, to obtain matches. • Mandatory process

  3. Why is Direct Cert Important? • Qualifies children for free meals • USDA requirement to match 95% of eligible students by 2013-2014 ** • Reduces paperwork (for districts and households) **Therefore, updating students’ statuses and accurately reporting them as Direct Cert in Verification is critical.**

  4. User Information • Each district must have between 1-2 users • Training is required before access can be granted • Passwords cannot be shared • A user has access to the system and to the Match Report; so, anyone needing access to one or both of these must be an approved user • Responsibility: to keep confidential the names of children eligible by Direct Cert

  5. Required Paperwork • Attachments E, F, & G • Due to CDE before beginning Direct Cert each year • Direct Cert Match Report • Must be signed and dated • Keep on file for 5 years plus current year • Notification Letters (must be in writing) • Send to parents

  6. The File • Information needed: • SFA agreement number • Student’s first and last name* • Student’s SSN • Birth date* • Address • City • Zip Code* * = required • Student data must be entered in exactly as the provided format, or the interface will not run

  7. The File (cont.) • Excel files must be named DISTRICT.xls • Sheet with student data must be the first in the workbook • Must be formatted as text • Only Excel 2003 and previous versions are supported; Excel 2007 is not supported; you will need to change the file to .xls format

  8. Record Layout

  9. Types of Matches • Social Security Number, Last Name, and Birth Date match 2. Social Security Number and Birth Date match 3. Last Name, First Name, Birth Date, and Zip Code match 4. Last Name, First Name, and Birth Date match

  10. Uploading the File • Log in to the Direct Cert system • Click on Upload District File • Click on Browse and find your file • Click on Upload • If upload was successful • “Congratulations” • 1-10 Errors (your decision on whether to correct them) • If unsuccessful, see next slide

  11. Fixing Errors • File name • Incorrect district code • Maximum number of invalid records • Ensure column widths are correct • Missing first name: singe underscore • Missing birthdate: 01011901 • Missing zip code: 99999 • Missing SSN: spaces

  12. Conversion Formula- For when the file just will not upload - • Open Conversion Formula; in P1, copy the formula • Open district file; in P1, paste the formula; keep this box selected • Scroll down to the last row in the P column; hit Shift and click the mouse in this cell; the entire P column will be highlighted • Ctrl + D; the formula will copy all the way down • Ctrl + C • Start \ Run\ Notepad \ OK • Ctrl + V • Save the Text file as DISTRICT.txt • Upload

  13. Correcting Birthdates- To remove slashes - • In the district file, click at the top of column F to highlight the entire birthdate column • Right click in this column and Copy • Open the birthdate conversion file; go to C1 and paste; all of the birthdates will be pasted here • Click on D7; drag upward until D1; then drag downward until the last row in the file • Repeat for columns E & F

  14. Birthdates (cont.) • Click on F1 and select all of the data in this column; Copy • Back in the district file, right click, and in F1, choose Paste Special \ Values • The dates will now appear with no slashes • Upload

  15. My Upload was Successful. Now what? • Download the district file (check with your IT dept. or software company to see which format you will need) • Download the Match Report • Save to computer and print • Review all * to ensure these are the correct students in your district • Sign and date • Upload information into your F&R software • Notify families (in writing)

  16. Notification to Families • Notice to include: • Statement that children are eligible for free meals; no further application is necessary • If they wish to decline benefits, they need to notify the SFA • If there are other children in the household not listed in this notice, they also qualify for free meals; the family should contact the SFA

  17. Extended Eligibility • Per USDA memo SP 38-2009 • If one child in the household is Directly Certified based on SNAP/FDPIR, all children are categorically eligible for free meals • Can use school district records or an application (if one gets filled out anyway) as a reference of who is included in the household • Keep a list with student name, household matched with, date, and signature

  18. Time Frames • Human Services data is updated four times per year (June, August, November, February) • SFAs must run Direct Cert at least 3 times per year • Summer – September • November – December • February – March • Specific dates will be released each year • SFAs are encouraged to run Direct Cert even more often, to try to match new students

  19. Re-upload Instructions- To create a shorter file with only students not previously matched - • Open your saved Excel file that was obtained after the original file was uploaded (column N will be filled in with matches 1-4) • Save this file in a different folder location on your computer, also naming it DISTRICT.xls • Sort by column N; the students who matched during the last upload will be brought to the top • Delete these rows; you are left with all students who did not match before • Add any new students to this list • Upload

  20. FAQs • Precedence • Direct Cert takes precedence over income eligibility • Precedence can go either way with other forms of categorical eligibility (homeless, migrant, runaway, Head Start, foster), but keep in mind that Direct Cert with SNAP/FDPIR allows for extended eligibility to other siblings, whereas the other forms do not • If a family calls and says they do not receive SNAP: • Students are still allowed to have free meals • Family can decline benefits if they wish

  21. FAQs (cont.) • Direct Cert is through Mom, but Dad doesn’t want benefits. Now what? • Who has custody? • If shared custody, greater benefit will stand • If shared custody, benefit could be different for each parent, but this is very difficult to track; the benefits of the eligibility should be explained to Dad

  22. Verification • Direct Cert students (and students extended eligibility through them) are not subject to Verification • If they are also on an application, the Direct Cert list takes precedence over the app; do not report the app in Verification • All Direct Cert and Extended Eligible students should be reported in the box that says, “Students approved by Direct Certification”

  23. Example • File example • Moving around the Direct Cert system • Website resources

  24. Thank you!!

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