Entering New Household Applications

PATH: FRAM > Household Applications

The Household Applications editor displays both Meal and Educational Benefits applications for a single household in chronological order. If more than one application exists, the applications are sorted chronologically by the Ref # column with the most recent reference number listed first. Selecting an application record displays additional application details.

Parents can submit Household Applications via the Applications/Forms section of the Portal.

When one household has two separate household applications (different signers and different students included in the applications), to include both application in the Verification Pool, the district must create two households in Campus but give them the same address. This way, the households can file two separate applications if they are considered two economic units at the same residence.

This article includes the following topics:


General Information

Refer to the Screen Examples and Field Definitions article for more information about wording used in the following bullets.


Entering a New Application

PATH: FRAM > Household Applications

  1. Click the New button.
    A New Application editor displays.
  2. Select the Application Type - Meal Benefits Application or Educational Benefits Application.

    The Educational Benefits Application is only available if one or more schools in your district participates in Provision programs. A school must have Provision fields entered on the School tab and the Educational Benefits Applications Processed preference enabled on the FRAM Preferences tool. This functionality was added in the E.1210 Release Pack.

  3. Use the information in the following table to enter new application details.

    Field

    Description

    Application Date

    The date on which the application was signed by the parent/guardian.

    Effective Date

    The eligibility effective date based on the approval of the application.

    Expiration Date

    The expiration date of the eligibility. This field is auto-populated with the Default Expiration Date entered in the FRAM Application Preferences, typically 30 days into the next school year. 

    It is recommended not to change the auto-populated Default Expiration Date.

    Determining Official

    The name of the district employee (FRAM Processor) who processed the Meal and/or Educational Benefits Application. 

    The FRAM Processor must be identified by selecting the check box in District Assignment. Only one district assignment record is needed with FRAM Processor checked to have FRAM Processor appear in the Determining Official field.

    School Year

    The year to which the application applies.

    Opt Out Medicaid

    If Yes is selected, the guardian does NOT want to be contacted by Medicaid regarding Medicaid benefits.

    This option only displays if the Display Medicaid Opt Out checkbox is marked in the FRAM Preferences. This is a state requirement, not required in all states.

    Opt Out SCHIP

    If Yes is selected, the guardian does NOT want to be contacted by SCHIP (State Children's Health Insurance Program) regarding insurance benefits.

    This option only displays if the Display SCHIP Opt Out checkbox is marked in the FRAM Preferences. This is a state requirement, not required in all states.

  4. Use the information in the following table to enter student information.

    This section is only available if Permissions have been created within the Permission Preferences tab. 

    In this field...

    Enter or select...

    Permission Name

    The name of the established district permission(s).

    Share Permission

    This indicates whether or not the parent/guardian allows the district permission to share their child(ren)'s benefits eligibility with other district staff members and programs. 

  5. Select Ethnicity and/or Race information.

    Responding to this section is optional and does not affect eligibility for free or reduced price meals. The race and ethnicity information is linked to the Household application and not to a specific person.

  6. Use the following information to enter student information.

    Each student currently included in the application signer's household display. You may add or remove students as necessary. The Current Eligibility column is most likely blank; however, if a value appears, the student currently has an eligibility assigned. The student's current eligibility status should be verified, as processing this application may override the existing eligibility shown in this column. 

    Field

    Description

    Current Eligibility

    The student's current eligibility status as processed in the current school year.

    If there is an eligibility displayed here, the FRAM Processor should investigate the existing eligibility before processing the application. If the application is processed, the existing eligibility may be overwritten or end dated depending on the existing eligibility dates. Point of Sale customers should keep in mind that this could create a discrepancy between eligibilities on Point of Sale transactions processed to date.

    Remove (button)

    This button removes selected students from the New Student(s) in Household section.

    Homeless/Runaway/Migrant/Foster/Head Start

    Select the appropriate option for Homeless, Runaway, Migrant, Foster or Head Start student(s)

  7. Enter the case number for SNAP/FDPIR/TANF benefits in the Case Number field.

    This number is issued to a household member by the agency and indicates student members are eligible for free benefits based on participation in the program. If a case number is entered, the application can be processed without an SSN being entered.

  8. Use the information in the following table to enter household income information.

    Per USDA policy, income may only be whole dollar amounts.

    Field

    Description

    App Sign

    This radio button indicates the household member who signed the application. An application must be signed to be processed. If a signer is not selected, the application will be denied because it has not been signed. The application signer must be a person that is a household member in Census.

    Checkbox

    The checkbox allows you to select household members to remove or to add to the student section of the application.

    Name

    The names of household members included on the application.

    DOB

    The date of birth for the listed household members. 

    As of the E.1222 Release Pack: If Human Resources functionality is enabled, date of birth information does not display for staff members unless they have a current student enrollment for the reporting year.

    SNAP/FDPIR/TANF #

    Campus does not currently use this field.

    No Income

    This checkbox indicates that the household member does not generate any income.

    Work

    The household member's regular earnings from employment. The amount is followed by a letter in brackets [ ] to indicate how often the amount is received:

    • M Monthly (12 payments annually)

    • SM Semi-monthly (24 payments annually)
    • BW Bi-weekly (26 payments annually)
    • W Weekly (52 payments annually)
    • A Annual (1 payment annually)

      This option is only available if your administrator has not chosen the Hide Annual (Yearly) option on the Application Preferences tab.

    Welfare, CS, Alimony

    The amount of welfare, child support or alimony the household member receives. The amount is followed by a letter in brackets [ ] to indicate how often the amount is received:

    • M Monthly (12 payments annually)
    • SM Semi-monthly (24 payments annually)
    • BW Bi-weekly (26 payments annually)
    • W Weekly (52 payments annually)
    • A Annual (1 payment annually)

      This option is only available if your administrator has not chosen the Hide Annual (Yearly) option on the Application Preferences tab.

    Pension, Retirement, SS

    The amount of pension, retirement or social security benefits the household member receives. The amount is followed by a letter in brackets [ ] to indicate how often the amount is received:

    • M Monthly (12 payments annually)
    • SM Semi-monthly (24 payments annually)
    • BW Bi-weekly (26 payments annually)
    • W Weekly (52 payments annually)
    • A Annual (1 payment annually)

      This option is only available if your administrator has not chosen the Hide Annual (Yearly) option on the Application Preferences tab.

    Other Income

    The miscellaneous income the household member receives. The amount is followed by a letter in brackets [ ] to indicate how often the amount is received:

    • M Monthly (12 payments annually)
    • SM Semi-monthly (24 payments annually)
    • BW Bi-weekly (26 payments annually)
    • W Weekly (52 payments annually)
    • A Annual (1 payment annually)

      This option is only available if your administrator has not chosen the Hide Annual (Yearly) option on the Application Preferences tab.

    Remove (button)

    This button allows you to remove household members from the application.

    Add Student (button)

    This button allows you to add selected people to the Student section of the application. Only students entered in Census may be added. 

    It is possible to add a non-enrolled child to the student section. If a child will be enrolled in school at some point during the school year or at the start of the next school year consider adding the child to the student section. Upon receiving an enrollment the eligibility will auto-populate for the child.

    Last Name / First Name / Quick Add (button)

    These fields allow you to add household members to the application if a household member is missing from the member list. 

    Before adding a person to the application, perform a thorough search to be sure that the person does not have a record in Campus that can be associated with the application. The Quick Add button does NOT add the person to Campus. Quick add only adds the person to the application. People added via Quick Add cannot be added to the Student section of the application. People added via Quick Add cannot be the application signer.

  9. Click the Process button.
    Result
    A confirmation window displays and asks whether you want to print the Approval/Denial Letter . Click Yes to print the letter or Cancel to return to the Household Applications tab.

    Approval/Denial Letters will only generate for Meal Benefits Applications.


Adding People to a Household Application

PATH: FRAM > Household Applications

If a household member or student is missing from the member list on the Household Application editor, use the People Search tool to locate them in Campus and add them to the Household Application. If the person cannot be located using the People Search tool, the person may be added by using the Quick Add option.

Before adding a person to the application, perform a thorough search to verify the person does not have a record in Campus that you can associate with the application. The Quick Add button does NOT add the person to Campus. They are only added to the application. People added via Quick Add cannot be designated as the Application Signer and cannot be added to the Student section of the application.


If a child will be enrolled in school at some point during the school year or at the start of the next school year, consider adding the child to the student section. Once the child is enrolled in the district, the eligibility will auto-populate for the child.

Adding People using People Search

PATH: FRAM > Household Applications

  1. Click the Find New Person button.
    Result
    The Person Search window displays.
  2. Select whether you want to search by Household or Person.
  3. Enter the search criteria for the method you chose. The criteria available for searching includes the following fields:

    Method 1--Household

    Method 2--Person

    Last Name
    First Name
    Student #
    Birth Date
    Number
    Street
    Apt #
    Household Name
    Phone

    Last Name (required)
    First Name
    Middle Name
    Birth Date
    Gender

  4. Click the Search button.
    Result
    Search results appear on the right-hand side.
  5. Click the checkbox(es) next to the student(s) you want to add.
  6. Complete one or both of the following options:

    Option

    Description

    Click the Add to student list button.

    This option allows you to simultaneously add the selected student(s) to the Income in Household and the Students in Household sections of the Household Application editor. This action does NOT update Census .

    Click the Add to household list button.

    This option allows you to add a person from Census to the Income in Household section of the Household Application editor. This action does NOT update Census.

  7. Click the Update button.
    Result
    The Household Application editor appears.

Adding People using Quick Add

PATH: FRAM > Household Applications

  1. Type the Last Name and First Name in the Income in Household section of the editor.
  2. Click the Quick Add button.
    Result
    The person appears in the member list.

 

 


Removing People from a Household Application


PATH: FRAM > Household Applications

If the student...Then...Example
is still part of the household; e.g., the student graduated

remove the student from the Student's in Household section by selecting the checkbox next to the student and clicking the Remove button.

The student will not be included in the student section of the application and will not be assigned the eligibility determined for the household. However, the student will still count as part of the household size since the student is still a member of the household.

no longer resides in the household

remove the student from the Income in Household section by selecting the checkbox next to the student and click the Remove button.

The student will be removed from the application its entirety and will not be included as part of the household. This does not remove the student from Campus.

Removing Household Members

Household members may be removed from the application. The household members on the Meal or Educational Benefits Application must match what the signer submitted on the paper application.

  1. Select the checkbox next to the person who should be removed from the application in the Income in Household section of the editor.
  2. Click the Remove button.
    Result
    The person is removed from the application.

 

 

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