Use of Prior Year Eligibility Determinations for School Year 2022-2023 Carryover (Waiver 26) allows districts to use the most recent student eligibility on file since the 2019-20 school year to carry over to the 2022-23 carryover period. As many parents did not complete benefit applications during the 2020-21 or 2021-22 school year, many districts have a gap in eligibilities that would cause students to not be covered by a 30 day carryover at the start of the 2022-23 school year.
The processes in this document guide district staff through the process of:
- Export student eligibility data from Campus since the 2019-20 school year.
- Clean up data to find the most recent eligibility status for each student.
- Protect existing records to ensure student eligibilities that cover the 2022-23 carryover period are not updated or overwritten.
- Import data to create eligibilities which carry over 30 days into the 2022-23 school year.
This process will result in the creation of new eligibilities in the 2021-22 school year which carries over 30 days into the 2022-23 school year so students will continue to receive free or reduced meal benefits while applications for this year are submitted and processed. Parents/guardians will still need to submit applications by your district's established processes for the 2022-23 school year.
Create an Ad Hoc Filter for Most Recent Eligibility Data
This process is based on USDA guidance to use the most recent eligibility data. If your state has issued guidance allowing the use of the most favorable or best eligibility status for a student since the 2019-2020 school year, please contact Support.
Classic View: Ad Hoc Reporting > Filter Designer
Search Term: Filter Designer
1. Create a new Query Wizard filter for the Student Data Type, then click the Create button.
2. Give the query a name.
3. Select the following data fields, then click the Next button.
| Ad Hoc Field | Ad Hoc Category |
|---|---|
personID | Student > Demographics |
lastName | Student > Demographics |
firstName | Student > Demographics |
endYear | Student > FRAM > Eligibility |
startDate | Student > FRAM > Eligibility |
| endDate | Student > FRAM > Eligibility |
| eligibility | Student > FRAM > Eligibility |
| eligType | Student > FRAM > Eligibility |
| type | Student > FRAM > Eligibility |
| directType | Student > FRAM > Eligibility |
| optOutMedicaid | Student > FRAM > Eligibility |
| optOutSCHIP | Student > FRAM > Eligibility |
If your state has additional programs that are included in Eligibility data, such as Free Milk programs, include the fields for those additional programs as well. If you wish to reuse an existing eligibility import map that uses a different student identifier, select it as well. | |
4. Set the following data filters. Include the following Operator and Value fields for posElig.endYear, then click Next.
| Field | Operator | Value |
|---|---|---|
| posElig.endYear | IN | 2020, 2021, 2022, 2023 |
Eligibilities for 2021-22 and 2022-23 will be removed from the file prior to importing back into Campus, so this process does not overwrite existing records from last year (which should carry over 30 days into this school year), or impact eligibility records which may already exist for the 2022-23 school year. | ||
5. Set the output file sort parameters
| Field | Sort Order | Direction |
|---|---|---|
| student.personID | 1 | Ascend |
| posElig.endYear | 2 | Descend |
| posElig.startData | 3 | Descend |
6. Click Save & Test to save the filter and be sure results display.
Export Filter Results
Classic View: Ad Hoc Reporting > Data Export
Search Term: Data Export
1. Select All Schools in the Context Switcher.
2. In the Saved Filter list, select the filter you just created.
3. Select all calendars to include all students enrolled in the 22-23 school year.
4. Select the Delimited Values (CSV) export format.
5. Click the Export button.
Remove Duplicate Student Eligibility Records
1. Open the CSV file in Microsoft Excel.
Do not change the sort order of any columns prior to completing these steps.
2. On the Data tab of the Ribbon, select Remove Duplicates.
3. In the Remove Duplicates pop-up window, select student.PersonID.
4. In the Remove Duplicates pop-up window, click OK.
RESULTS: Students with eligibility records from 2019-20, 2020-21, 2021-22 or 2022-23 will have just the most recent record in the file.
Remove 2021-22 and 2022-23 Eligibility Records
Eligibility data from 2021-22 should include an end date 30 days into the 2022-23 school year and will be removed to avoid creating duplicates.
Any student eligibilities that have been created for the 2022-23 school year will also be removed from the file, since students have an eligibility on file for this year already.
1. In Excel, select Sort on the Data tab of the Ribbon.
2. Sort the records by posElig.endYear in descending order (largest to smallest)
RESULTS: Eligibility records for the 2021-22 (End Year 2022) or 2022-23 (End Year 2023) will list at the top of the file.
3. Remove any rows from the extract where the eligibility end year (posElig.endYear) is 2023 or 2022.
4. Save as a CSV (Comma-delimited) file.
Use Eligibility Import Wizard to Import 2021-22 Records
Classic View: FRAM > Eligibility Import Wizard Search Term: Eligibility Import Wizard If you wish to reuse an existing eligibility import map which uses a different student identifier, select the mapping and click Edit. In Step 2 of the Eligibility Import Wizard, choose the student identifier from the Which field(s) in the data file will map to student identifiers dropdown list. 1. Click New Import Mapping. 2.In Step 2, create a new import with the following parameters: 3. Click Choose File and select the file cleaned in Excel. The file name displays after it is selected. 4. Click Upload & Continue. 5. Select which column personID is listed in the data file. This field should be column 1 in the data file. 6. Click the Map Field(s) button 7. Click Next to advance to Step 4. 8. Identify the fields to import from the file. 9. Click Next to advance to Step 5. 10. Select the columns in the file for each element and select how the codes in the column map to values for that element. 11. Click Next to advance to Step 6. 12. Review the import mapping options. 13. Select Include Updated Records Detail on report. 14. Click the Test button. Campus recommends testing the file before importing into the database. 15. Review the import test results carefully. Review the summary totals. If the total of Ended, Removed, Existing or Errors/Warnings is ANYTHING but 0, do not complete the import as existing eligibility records will be overwritten. 16. If the test results are satisfactory, close the PDF and click the Import button. The file is imported into the database.
Prompt Value to Select School Year 21-22 What is the file type? Comma Separated Values (CSV) Which field(s) in the data file will map to student identifiers? PersonID Is this a Direct Certification file? No. Does the file include headers? Yes. 
Option Value to Select Eligibility Yes Eligibility Type Yes Certified Type Yes Direct Type Yes Start Date No End Date No 
Field Location in Data File (Column) Code Mapping Eligibility 7 F= Free
R= Reduced
S= PaidEligibility Type 8 M=Meal
S=SESCertified Type 9 I=Income
C=Categorical
O=Override
R=Runaway
H=Homeless
F=Foster
M=Migrant
ES=Even Start
HS=Head Start
RC=RCCI
EC=Early Childhood
MD=MedicaidDirect Type 10 SP= SNAP
TF=TANF
FD=FDPIR
F=Foster
HS=Head Start
H=Homeless
MD=Medicaid
M=Migrant
R=RunawayStart Date Enter 6/30/2022 as the start date. End Date Select the date the 30-day carryover will end. Medicaid Opt Out 11 0=No
1=YesSCHIP Opt Out 12 0=No
1=Yes
