FRAM Letter Batch Report

 

PATH: FRAM > Reports > FRAM Letter Batch

The FRAM Batch Letter report generates the following letter types: Pre-Application Letters, Direct Certification Approval Letters, and the Approval Denial Letters. Only one letter per household generates.

Due to the amount of applications submitted in some districts, this batch process makes it easier to print Approval/Denial letters.

FRAM Letter Batch Report

Report Editor

The following information provides details on the FRAM Letter Batch Report editor.

Editor Options

Description

School Year

The School Year selection determines which data the report includes. It defaults to the active school year and can be modified to generate letters for past years or future years

Date Selection

FRAM Letters can be chosen to generate for patrons on a daily, period or monthly basis. An effective Date, Date Range or  Month must be indicated, as it is used to find new letters based on the time period chosen for applications since the last time the report was generated.

  • For Daily, enter a date in mmddyy format or click the calendar icon to select a date.
  • For Period, enter a Start Date and End Date in mmddyy format or click the calendar icon to select a date.
  • For Month, select the month within the school year from the dropdown list.
    Dates are entered in mmddyy format, or use the calendar icon to select a date.
    See the Letter Type Date Logic table for additional information.

Type Selection

The FRAM Letter Batch can generate the following types of letters:

  • Pre-Application Letter
  • Direct Certification Approval Letter
  • Approval/Denial Letter
    Templates for these letters can be created in the FRAM Letter Editor tool. 
    See the Letter Type table for additional information

Sort Options

FRAM Letters can be sorted by either the Guardian/Signer, by City of the household address or by the Zip code of the household address.

Include Current Enrollments Only

By marking this checkbox, the report only prints letters for students with an active current enrollment as of the current system date.

Letter Type Date Logic

Depending on the Letter Type chosen, different date logic is applied.

Letter Type

Date Logic

Pre-Application Letter

Use the first day of school where students are considered active. This letter must be sent to every household in the district where students are actively enrolled for the school year.

Direct Certification Letter

This date is based on when the student's eligibility began.  If a household has more than one child in the district and both received direct certification on the same date, only one letter prints.  If there is more than one child and multiple dates were used for the direct certification, two letters print. There must be a Free Eligibility and Direct Certified Type on the student eligibility for the letter to generate.

Approval/Denial Letter

Date logic used in this letter is the Eligibility Effective Date. 

Letter Type 

Letter Type

Logic

Notes

Pre-Application Letter

This letter prints for all households in the district where at least one student has an active enrollment for the upcoming school year.

This letter uses logic included in the Census Mailing Labels report.  One letter per household prints.

In order for this letter to print with addresses, the Use Mailing Address option needs to be selected on the created letter. 

The Pre-Application Letter is a required letter that must be sent to every household in the district. This letter is typically sent in July or August prior to school starting. The letter explains to parents/guardians about the Free/Reduced Application process and how to apply for benefits.

Direct Certification Approval Letter

This letter is sent to households where Direct Certification files have been imported or manually entered and the district must send the household guardian a letter indicating the students in the household were approved for free benefits from the State Agency. 

Guardian and mailing assignments for students determine how letters are addressed and how students appear on the letter.

This letter is meant for sending to households where students are approved for free benefits via a Direct Certification file. The district must send the household guardian a letter indicating the students in the household were approved for free benefits from the State Agency.

This letter is typically printed on a daily basis based on when the Direct Certifications are entered.

There must be a Free Eligibility and Direct Certified type on the student eligibility for the letter to print.

Approval/Denial Letter

This letter is meant to be printed after a Meal Benefits Application is processed via the Household Application Editor . It can also be printed at the end of the day in a batch format to send to households.
    
Mark the Include Letters for Online Applications checkbox to include Online Application Approval/Denial letters. This option is only applicable to schools and districts using Online Meal Benefits Application functionality.

This letter notifies the signer of the application if it was approved or denied.

  • If the Use Custom Approval/Denial Letter FRAM preference is on, a custom letter prints. If the preference is off, a canned letter prints. 
  • The mailing flag must be set for the signer for a letter to generate. This letter is addressed to the application signer and uses that person's mailing address. 
    This letter prints applications processed on the current date or prior date.

Generating the FRAM Letter Batch Report

PATH: FRAM > Reports > FRAM Letter Batch

  1. Select the School Year for which to generate letters from the dropdown list. This selection is defaulted to the school year selected in the toolbar.
  2. Select the Date option (Daily, Period or Month) for the Approval Date. Then enter the specific date, date range or month.
  3. Select the Type of letter to generate from the dropdown list.  
  4. Determine the Sort Option for the report: Guardian/Signer, City or Zip.
  5. Mark the Include Current Enrollments Only checkbox if you want to print letters for actively enrolled students who have an active enrollment as of the current system date. (optional)
  6. Click the Generate Report button. The letter appears in a new window in the desired format. 

Pre-Application Letter, Daily, Sorted by Guardian/Signer

 

 

 

 

 

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