The Household Applications tool is used to process applications for free and reduced price school meals.
View Household Applications
This topic explains the different sections of the Household Application.
Tool Search: 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 the following application details:
- Application Detail
- Permission Detail
- Student(s) in Household
- Income in Household
- Application Status
- Application Eligibility Approved by Student
Example Household Application with an amended application selected.
Field Descriptions
Household Applications
| Field | Description |
|---|---|
Sch Yr | The year to which the application applies. |
Household Application | The name of the household or the name of the application's signer (per the setting of the Auto Fill Application Name field of the FRAM Preferences ) for reference purposes. |
App Type | Displays the type of household application.
|
Ref # | The application number that is used for reference purposes. |
Eligibility | The eligibility assigned to the students listed on the application.
|
Eff. Date | The first day on which the Approved Eligibility status applies. |
Exp. Date | The last day on which the Approved Eligibility status applies. This field will usually contain the default date set in the Default Expiration Date field of the FRAM Preferences , unless otherwise modified during the application process. |
Process Date | The date on which the FRAM application was processed or modified. |
Determining Official | The name of the official who processes FRAM applications and determines final student eligibilities (per the default set in the Determining Official Name field of the FRAM Preferences ). |
Exclude | An "X" in this column indicates that the application is no longer relevant because it has been excluded. Information on an excluded application should not be considered current or accurate. Excluded applications will not be included in the verification process. |
Online App | Indicates the application was completed and submitted by the parent via the online Meal Benefits Application found on the Parent Portal. |
Application Detail
| 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. |
| Ethnicity/Race | Identifies the household's ethnicity and race. 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. |
Permission Detail
| Field | Description |
|---|---|
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 children)'s benefits eligibility with other district staff members and programs. |
Student(s) in Household
| Field | Description |
|---|---|
Current Eligibility | The student's current eligibility status. If there is an eligibility displayed here, the "Best Practice" recommendation would be for the FRAM Processor to 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 only: This could create a discrepancy between eligibilities on Point of Sale transactions processed to date. |
Name | The name(s) of students included on the application. |
DOB | The date of birth for the listed student(s). |
School | The school in which the student is enrolled at the time of processing. |
Grade | The grade level in which the student is enrolled at the time of processing. |
Homeless /Runaway/Migrant/Foster/Head Start | This column indicates whether the student is considered homeless, runaway, migrant, foster, or head start. |
Remove (button) | This button removes selected students from the New Student(s) in Household section. |
Case Number for Household
| Field | Description |
|---|---|
| Case Number | The case number for SNAP/FDPIR/TANF benefits. 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. If one member in a household participates in one of the benefit programs listed, all students within the household are automatically considered eligible for free benefits. |
Income in Household
| 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. |
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 will not display for staff members unless they have a current student enrollment for the reporting year. |
| 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:
|
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:
|
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:
|
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:
|
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. |
Application Status
| Field | Description |
|---|---|
Household Income | The sum of all income for all people in the household, as reported on the application and displayed in the Work Earnings; Welfare, Child Support, Alimony; Pension Retirement, Social Security; and Other Income columns for all household members. The amount is followed by brackets that indicate how frequently the income is received. Household income totals and household size are compared with federal income guidelines (according to values set on the tool) to determine the outcome of the household application. Income is annualized if there are multiple frequencies entered. If all income frequencies entered are the same, it is not annualized. |
Household Size | The number of people in the household (based on the application). |
Approved Eligibility | The eligibility assigned to a student listed on the application.
|
Application Status | The value in this field indicates the status of the household Meal or Educational Benefits application. The following statuses may apply:
|
Reference Number | The application number that is used for reference purposes. |
Application Name | The name of the application's signer or the household name under which the application is filed (per the setting of the Auto Fill Application Name field of the FRAM Preferences). If online Meal Benefits Application is enabled the default value will be the name of the Application Signer. |
Override Status | This dropdown list allows you to override the Eligibility status. The application will be approved based on the Override Status selected. The Override Status does not apply to Foster children and is not available for Categorical application. |
Override Reason | The reason why the Determining Official (FRAM Processor) chose to override the original Eligibility, determined by the application, with the value shown in the Override Status field. |
Application Eligibility Approved by Student
| Field | Description |
|---|---|
Name | The name(s) of students included on the application. |
Approved Eligibility | The eligibility assigned to a student listed on the application.
|
Certified Type | The criteria determining the value in the Approved Eligibility column.
|
Entering and Processing a New Household Application
Learn how to manually enter household applications.
Classic View: FRAM > Household Applications
Search Terms: Household Applications
- Click the New button.
A New Application editor displays. 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.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.
Use the information in the following table to enter student information.
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.
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.
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)
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.
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.
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.
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.
This video shows how to process household applications for free and reduced meal benefits.
Manage Processed Applications
There may be times that an application may need to be updated to reflect the household's current situation. This topic covers making these updates.
Review and Replace Applications:
Classic View: FRAM > Verification
Search Terms: Verification
Once a verification has been saved, the Free Reduced Verification Status Detail editor (which displays all pending applications included in the verification sample) should be reviewed. Applications may be reviewed and replaced at this time.
Reviewing Applications
All applications pending verification (appearing in the Free Reduced Verification Status Detail Editor) should be reviewed.
- Select the application number link from the Reference Number column to review an application.
- Review the application (this view is a read-only copy).
- Click the Back button to the Verification tool.
Repeat these steps to review each application in this editor. If an application should be removed/replaced for any reason, please see the next section before proceeding.
Replacing Applications
When appropriate, applications in the verification sample may be replaced.
The Total Applications Allowed for Removal field (on the Free Reduced Verification Application Detail editor) indicates how many applications can be removed/replaced. If an application is removed, it is replaced by a new application from the verification pool.
Mark the checkbox next to all application(s) to be replaced in the Replace App column.
These applications will be removed/replaced when the page is saved and cannot be verified or edited once removed.
- Click the Save button.
Result
Changes are saved and the Verification tool is refreshed with new information. Each removed application is replaced with a new application from the verification pool. New applications should be reviewed. Removed applications display at the bottom of the screen in the Replaced Applications editor. 
If you need to replace an application after printing pre-notice letters, click the Delete button next to the application. The checkbox in the Replace App column is only available before pre-notice letters are printed. This should only be used if a household leaves the district prior to verification being completed and verification information cannot be gathered.
Adding Household Members as Students:
Tool Search: Household Applications
This scenario usually applies to young children residing in a household who have just started attending school and who do not currently appear in the Student(s) in Household editor.
- Select the checkbox to the left of the student's name in the Income in Household group.
- Click the Add Student button.
Result
The student appears in the Student(s) in Household group indicating that they will be included in eligibility determinations made for the processed application.
Removing People from a Household Application:
Tool Search: Household Applications
| If the student... | Then... |
|---|---|
| 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.
- Select the checkbox next to the person who should be removed from the application in the Income in Household section of the editor.
- Click the Remove button.
Result
The person is removed from the application.
Amending Household Applications:
Tool Search: Household Applications
The Amend icon on the Household Applications tool allows you to amend existing Meal and Educational Benefits applications. You may update student, household and/or income information. An application may be amended for a variety of reasons.
Examples
- Household income changes
- Completion of previously incomplete applications (such as adding a signature or Social Security Number)
- Amending household members
- If student categorical information changes (e.g., student starts/ends participation in SNAP, FDPIR or TANF programs or becomes/discontinues status as a homeless, runaway or migrant student)
- Data entry mistakes/typos
Point-of-Sale users only: If the change made to the application through the Amend process changes the eligibility of students in the household, existing meal purchases made by those students may be updated.
When the Eligibility start date on an application is earlier than the date the application is processed, Point of Sale can automatically void and re-enter transactions at the approved eligibility rate. For this to happen, a preference called "Autocorrect transactions for backdated applications" on the POS Preferences tool must be selected. When the preference is selected, Campus automatically updates eligible transactions. Any transaction(s) that occurred between the Eligibility Start Date and the application date are voided and the transaction is re-entered at the new rate. See the Backdated Adjustments Report for a summary or detailed report of the transactions that were updated when an application was backdated.
If the autocorrect option is not enabled and purchases exist under an eligibility that has changed, a district staff member can manually modify those purchases on each student's account Journal.
If you make an amendment to an application in a previous school year, all of the the student's food services purchases for the amended year are changed and recalculated as non-reimbursable meals.
When an application is amended, student eligibilities are updated accordingly. A Process Date appears on the Household Application editor. This is the date the application was processed; it is not the application’s actual Effective Date.
Select the application to be amended.
If the application is currently selected for the Verification process, the "amend" action is not allowed. When amending or copying a Meal or Educational Benefits Application, the Application Type cannot be changed. If the Application Type must be changed, a new application must be processed (see image below).
- Click the Amend button on the action bar.
Result
The application displays. - Make changes to the application and click the Process button on the action bar.
Result
Copying Household Applications:
Tool Search: Household Applications
The Copy Application feature is a shortcut/alternative to re-entering and re-processing an existing household's information. Existing Meal and Educational Benefits applications may be copied, modified then processed as a new application with a new reference number. This feature is often used in transitioning household applications from the current school year into the next.
If the autocorrect option is not enabled and purchases exist under an eligibility that has changed, a district staff member can manually modify those purchases on each student's account Journal.
When the Eligibility start date on an application is earlier than the date the application is processed, Point of Sale can automatically void and re-enter transactions at the approved eligibility rate. For this to happen, a preference called "Autocorrect transactions for backdated applications" on the POS Preferences tool must be selected. When the preference is selected, Campus automatically updates eligible transactions. Any transaction(s) that occurred between the Eligibility Start Date and the application date are voided and the transaction is re-entered at the new rate. See the Backdated Adjustments Report for a summary or detailed report of the transactions that were updated when an application was backdated.
Example application with Copy Application button
Copy an Application
Select the application to be copied.
When copying a Meal or Educational Benefits Application, the Application Type cannot be changed. If the Application Type must be changed, a new application must be processed.
- Click the Copy Application button located in the action bar.
Result
A copy of the original application displays for editing.
Deleting Household Applications:
Tool Search: Household Applications
Infinite Campus recommends caution in deleting existing free/reduced applications. No historical record is retained when an application is deleted. As an alternative, applications can be excluded. Please refer to the Excluding Applications article.
When an application is deleted, its associated eligibility is revoked. Campus changes student eligibilities to those assigned by the most current application or other existing eligibility. If no current application exists, student eligibilities are considered a default status of "Paid."
If the application is currently selected for the Verification process, the "delete" action is not allowed.
Example of an application selected for deletion and the confirmation window that displays after selecting the Delete button.
Excluding Household Applications:
Tool Search: Household Applications
You may exclude existing Meal or Educational Benefits applications if they are no longer relevant, but should be retained for historical purposes. Excluded applications are not considered by the application verification process and may not be accurate representations of current student eligibilities or household information.
If students have purchased meals using the eligibility assigned by the application, it should NOT be excluded.
Warning message that displays after the Exclude button is selected
Example of an excluded application with an "X" in the Exclude column of the Household Applications editor.
Exclude an Application
- Select the application to be excluded from the Household Applications editor.
- Click the Exclude icon located in the action bar.
Result
A confirmation window displays. - Click OK on the confirmation window.
Manage Processed Free/Reduced Applications - Video:
This video demonstrates how to amend, copy, delete, and exclude a processed Free/Reduced meal application using the Household Applications tool.
Generate Notification Letter for a Household Application
After a household's application has been processed, an approval/denial letter may be printed. This topic explains how to print the letter.
Tool Search: Household Applications
You can generate a letter to send to parents/guardians, indicating whether a household was approved (eligible) or denied (not eligible) for meal benefits. Immediately after processing a household application, Campus prompts you to print the approval/denial letter. You can also print the approval/denial letter directly from the Household Applications editor.
- FRAM letters are addressed and sent to the address that has the Mailing checkbox flagged on the household Addresses tab.
- See the FRAM Communication article for modifying and printing FRAM letters using pre-defined letter templates.
- See the FRAM Letter Batch Report article for batch printing notification letters.
Printing from the Household Applications Editor
To print an approval/denial notification letter, select the active household application and click the Print button located in the action bar.
Users cannot print Educational Benefits Applications.
Example application with Print button
The letter is generated in PDF-format, in a new window, and automatically populates the names and the eligibility of students in the household.
Example Approval/Denial Letter
Example eligibility letter
This video shows how staff can generate a letter to send to parents/guardians, indicating whether a household was approved or denied for free or reduced meals.
