The Online Applications tool allows district FRAM Processors to process online Meal Benefits Applications submitted to the district via the Portal.
Setting Up Online Applications
Before using online Meal Benefit Applications, there are specific steps that need to be completed to ensure the proper setup. This topic will show the setup required.
To properly enable and manage online Meal Benefit Applications, the following setup steps must be completed:
Household income guidelines are effective on July 1. As a result, the online meal benefit application for the new school year should be made available to parents on July 1st. Your district should not allow online applications to be submitted prior to July 1st. Paper applications can be submitted at any time.
Step 1. Assign Proper Tool Rights and District Assignment Values
Tool Search: Tool Rights
In order for Campus application users to properly manage and process Meal Benefit Applications, proper tool rights must be assigned to appropriate user groups.
Along with proper FRAM tool rights, users responsible for processing applications must have the FRAM Processor checkbox marked on their District Assignment.
Step 2. Set Up Messenger Email Settings
Tool Search: Email Settings
For online Meal Benefit Applications to function correctly, Messenger Email Settings must be established. See the Email Settings article for more information.
Step 3. Enable Password Reset
Tool Search: Password Reset
Password Reset functionality must be enabled for online Meal Benefit Applications to function correctly. See the Password Reset Configuration article for detailed instructions on how to enable this feature.
Step 4. Enable E-Signature
Tool Search: E-Signature
E-Signature is a functionality that allows application signers to submit a legally-binding signature with their application.
See the E-Signature article for instructions on setting up E-Signature functionality.
If you do NOT Activate E-Signature Functionality
- It is ultimately the responsibility of each CNP SA (Child Nutrition Program State Agency) and local agency to review their state’s statutes and policies regarding what is required for the electronic transfer of information in state-administered Federal programs. Know the requirements before activating or deactivating E-Signature.
Step 5. Create Year Preferences and Permissions
Tool Search: FRAM Preferences
Permissions allow parents to determine what additional programs may have access to their child's eligibility in order to receive Free and Reduced benefits.
- Campus Product Permissions: Specific tools within Campus will adjust item pricing based on if the parent has selected to share or not. Subject to any additional Free and Reduced preferences within the tool.
- Custom Permissions: Custom Permissions are permissions that may be needed for programs outside of Campus, such as free textbooks, weekend food backpack programs, etc
If your district provides additional educational benefits (i.e. reduced or no charge sports fees, text books, etc.) to students who have a free or reduced meal benefit, then permissions can be established on the Year Preferences. Year Preferences allow the application signer to give the district permission to share their child(ren)'s free or reduced meal benefit with staff in charge of other school programs.
Once permissions are established, application signers will be asked whether or not they authorize the district to share their student's meal benefit information with relevant district staff.
Establishing permissions will also enable permissions to appear within the Household Applications tool, where the user can decide whether or not the child(ren)'s meal benefits are shared with relevant district staff members.
Step 6. Establish Online Application Templates
Tool Search: FRAM Communication
Once permissions have been entered, Online Application and Inbox Message templates must be reviewed and filled out accordingly. These templates allow districts to dictate what text is provided to the Portal user during the online Meal Benefits Application process.
For more information, see the following articles:
- Online Application Content
- FRAM Communication
You must have at least one English (Portal) Portal Inbox Messages letter on the Letters and Messages tab. If the letter is not set up, the error message "Online Application Letters must be set up" will display on the FRAM Preferences.
If this is the first time you are enabling Online Applications and you are setting up the Approval/Denial Letter for the upcoming school year before July 1, Approval and Denial Letters must be set up for both the current and future years, even if you do not intend to use the current year's letters.
Step 7. Establish Application Preferences
Tool Search: FRAM Preferences
Users must establish Application Preferences related to Meal Benefit Application functionality.
For more information about each field, see the FRAM Preferences article.
Step 8. Enable Online Meal Benefit Application Functionality
Tool Search: FRAM Preferences
To enable online Meal Benefit Application functionality, mark the Meal Benefits checkbox on the Application Preferences. Once this checkbox is marked and saved, the Applications/Forms section of the Portal will become available, allowing users to select the Meal Benefits Application link and begin submitting their applications to the district.
This checkbox is not available unless Steps 1 - 6 are complete.
Household income guidelines are effective on July 1. As a result, the online meal benefit application for the new school year should be made available to parents on July 1st. Your district should not allow online applications to be submitted before July 1st. Paper applications can be submitted at any time.
Step 9. Assign Emancipated Students to the Campus Parent Portal Homepage
To access the online application, emancipated students must be assigned the Campus Parent Portal homepage on their user account and given the Campus Parent Portal URL to fill out the online application.
Emancipated students who are assigned the Campus Parent Portal homepage in their user account can access their information in Campus Student and Campus Parent. If the emancipated student is assigned as a guardian to other students, information for the other students can be viewed by the emancipated student. For more information about emancipated students, see the Emancipated Students article.
Submitting Meal Benefit Applications via Portal
Once the Meal Benefit Application setup is complete, users can access and submit applications via the link within Portal: More > Meal Benefits Application.
For more information about the Portal application process, see the Meal Benefits Application (Portal) article.
Manage Application Letter Templates
The Online Application Editor contains formatted letter templates that districts may customize to use for communicating with parents/guardians who are using the online Meal Benefits Application. This topic show how these letters may be customized and maintained.
Classic View: FRAM > Letter Editor > Online Application Editor
Search Terms: Online Application Letter Editor
The Online Application Editor provides formatted templates for districts to customize communications to parents/guardians using the online Meal Benefits Application within the Campus Portal.
Online Application Letter Editor
Important Information about this Tool
- The Campus Portal provides the parent/guardian the option of selecting one of four languages including English (default), Spanish, Traditional Chinese and Simplified Chinese. There are four portal languages provided in the Portal Language dropdown list when creating a new letter template. If the parent/guardian selects a language other than default English, the Portal is translated to the selected language. If the district chooses to provide the Online Meal Benefits Application in languages other than default English, it is the districts responsibility to have the templates translated.
- To enable Meal Benefits in FRAM Preferences > Application Preferences you must have at least one English (Portal) template created for each letter type.
- Templates can be copied from one year to the next. However, it is recommended that once copied, the templates be updated with current information for the new school year.
E-Signature Decline Statements
E-Signature Decline Statements provide the parent/guardian information to follow when declining to set up an Electronic Signature or declining to enter a PIN at the end of the application process. Any additional communication the district would like to provide to the parent/guardian should be added to the decline statement templates.
- The first decline statement appears if the parent/guardian declines the Electronic Signature set up at the beginning of the application process.
- The second decline statement appears if the parent/guardian declines to enter their Electronic Signature PIN at the end of the application process.
The E-signature Decline Statements must be saved annually even if E-signature is not activated for your district.
Letter to Household
The Letter to Household is available as a PDF in the Online Meal Benefits Application in the Portal. The USDA and your state require specific information to be provided in the Letter to Household for Meal Benefits Applications.
This template is based on the USDA template Letter to Household. If your State or district requires additional communication to the parent/guardian it should be added in the Letter to Household Content section. Districts are required to maintain the content of the Letter to Household with any changes put forth by the USDA and your state.
The image below indicates where the header instructions to the parent/guardian display in the Online Meal Benefits Application in the Portal. Campus recommends maintaining the intent of the instructions as these are meant to serve as a guide for the parent/guardian as they advance through each step of the online Meal Benefits Application.
Application Instructions
The Application Instructions template includes multiple sub-templates that are used in the online Meal Benefits Application on the Portal. Districts are required to maintain the Application Instructions content with any changes put forth by the USDA and your State.
Application Instructions
| Sub-template | Description/Example |
|---|---|
| Application Instructions | |
| Application Instructions Header | The Application Instructions Header provides information to the parent/guardian about how to print the Application Instructions. Campus recommends maintaining the intent of the instructions as these are meant to serve as a guide for the parent/guardian as they advance through each step of the online application. |
Application Instructions Title Application Instructions Content | Application Instructions Content explains to the parent/guardian which school year the application is being submitted for as well as other important information necessary for using the Online Meal Benefits Application in the Portal. |
| Signer Confirmation | |
| Signer Confirmation Instructions Header | The Signer Confirmation Instructions Header provides information to the parent/guardian about the expectations of the application signer. |
| Signer without Self-Service Instructions | The Signer without Self-Service Instructions provides the parent/guardian with information about what they should do if their primary address is incorrect. |
| Signer without Self-Service Instructions | If the district has enabled the Allow Change Requests for Household Data preference (System Administration > Portal > Preferences> Self-Service) the parent/guardian will see the Signer with Self-Service Instructions displayed. If this preferences is not enabled, Signer without Self-Service Instructions will be displayed. Campus recommends both instruction sections be completed in case Self-Service preferences are enabled/disabled throughout the school year. |
| Household Members | |
Household Members Instructions Header | Provides information to the parent/guardian about how to identify household members. |
| Adding Household Members Instructions Header | The Adding Household Members Instructions Header provides information to the parent/guardian about the type of person being added to the household. A student is a person who will be enrolled in the school district during the school year. A non-student is a person who will not be enrolled in the school district during the school year. A student member has required fields including Last Name, First Name, Gender, Date Of Birth, School and Grade. The School and Grade dropdown list includes an "unknown" option if the parent/guardian is unaware what school/grade the student will be enrolled. |
| Adding Meal Benefits Instructions Header | The Adding Meal Benefits Instructions Header provides information to the parent/guardian about how to select the name of the person receiving the benefits and entering the benefit case number. The district may include additional information regarding case # formats, etc. |
| Child Members | |
| Child Members Instructions Header | The Child Members Instruction Header provides information to the parent/guardian about how the Child Members of the household are selected. A child is a person who will be enrolled in the school district during this school year. Non-student members should not be selected. It is not possible to deselect a manually added child. |
| Foster Children Instructions Header | The Foster Children Instructions Header provides information to the parent/guardian about how Foster Children are selected and how to enter foster income. |
| Migrant, Homeless and Runaway Children Instructions Header | Provides information to the parent/guardian about how Migrant, Homeless and Runaway Children are selected. |
Household Income Instructions Header | Provides information to the parent/guardian about how the income must be entered for each household member. |
| Summary Review | |
| Summary Review Instructions Header | provides information to the parent/guardian about reviewing and correcting the entered information. |
| Authorizations | |
| Authorizations Instructions Header | The Authorizations Instructions Header provides information to the parent/guardian about the options available in this step of the online application process. Authorizations may include all or some of the following depending upon State and/or District requirements: Sharing information with Medicaid/SCHIP, Sharing information with Other Programs, Information about Social Security Number entry, and the Authorization Statement. The header should be modified to reflect what the parent/guardian will be required to complete. |
| Sharing Information with Medicaid/SCHIP Statement | The 'Sharing Information with Medicaid/SCHIP Statement' will only appear to the parent/guardian if the States requires this data to be collected. To enable 'Display Medicaid opt out' and/or 'Display SCHIP opt out' options to to FRAM > FRAM Preferences > Application Preferences. |
| Social Security Number Statement | The 'Social Security Number Statement' will only appear to the parent/guardian if it is an income application. |
| Race and Ethnicity Statement | The Race and Ethnicity statement appears to all parents/guardians. However, 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. |
| Sharing Information with Other Programs | The Sharing Information with Other Programs will only appear to the parent/guardian if the State/District requires this data to be collected. This set up needs to be completed prior to creating the Authorization Instructions Template. |
| Authorization Statement | The Authorization Statement will always appear to the parent/guardian. It is the last step of the application process prior to entering the electronic signature. USDA and your State requires specific statements be provided to the parent/guardian. |
| Authorization Declined Statement | The 'Authorization Declined Statement' message will appear to the parent/guardian if they decline the Authorization Statement. Campus recommends the District add appropriate information to the parent/guardian. |
Submitted
The Submitted Response Instructions Header provides information to the parent/guardian about the submitted application, inbox message and how to print the PDF. The Submitted Response Content section provides information to the parent/guardian about the application reference number and any additional information the district would like to provide. This is also available as a PDF in the signer's inbox.
Submitted
You are viewing a previous version of this article. See FRAM Communication - Video for the most current information.
The Online Application Letter Editor allows district staff to customize communications to parents and guardians that use the online Meal Benefits Application. This video demonstrates how to create customized online food service letter templates.
Reviewing and Processing Online Applications
Applications may be submitted by parents/guardians via the Portal for processing. This topic shows how the online applications can be reviewed and processed.
Classic View: FRAM > Online Applications
Search Terms: Pending
The Online Applications tool allows district FRAM processors to process online Meal Benefits Applications submitted to the district via the Portal.
| What can I do? | What do I need to know? |
|---|---|
Pending Online Applications
Important Information About This Tool
- District employees marked as a FRAM Processor are allowed to process Educational Benefits and Meal Benefits Applications. FRAM Processors will receive a Process Alert message indicating an application is ready for processing. Selecting the link within the message directs the user to the application.
- The FRAM Processor Locked Time FRAM Preference indicates the number of minutes a FRAM Processor is able to work on processing a Online Meal Benefits Application submitted via the Portal before other FRAM Processors are allowed to open and process the online Meal Benefits application.
- The FRAM Processor should suspend the application if:
- the signer submitted multiple online applications.
- the signer submitted an online application and a paper application and the paper application was already processed.
- students in the household already have an eligibility for the current school year (i.e., directly certified).
- Campus considers the Eligibility Effective date when populating the student's school in the Verify Student(s) in Household section of the application. If there are overlapping enrollments within the same calendar year, Campus uses the school from the most recent enrollment.
Inbox Messages for Application Signers
Once the application signer submits their application to the district they receive an Inbox message indicating the action as well as information about the application reference number and any specific district-entered instructions.
Once the application is processed by a district FRAM Processor, the application signer receives an Inbox message indicating their application has been processed as well as an Approval/Denial Letter, if established within FRAM Preferences.
View Pending Online Applications
Application processors can view and sort pending applications in the Pending Application tool. Once an application signer submits their Meal Benefits Application to the district, the application appears in the Online Applications window in the Pending Applications tool.
To view details about a pending application, select the application within the Online Applications window.
Pending Applications
Print a Detailed Report of the Application
To generate a PDF version of application details, click the Detail Report button.
Pending Application Detail Report
Search for a Specific Pending Online Application
You can search for a specific pending application by entering the application Ref # or Signer Name and pressing Enter. Matching search results appear in the Online Application window.
Searching for a Specific Pending Application
Process an Online Application
Once an application is submitted to the district, the application must be processed by a FRAM Processor.
- Select an application from the Online Applications window or search for a specific application using the Ref # or Signer Name fields in the upper right-hand corner then click the Begin Process button.
Result
All application details are presented for review. - Review the application and if necessary, modify the Effective Date, Expiration Date and manually add students to the household by selecting the Find Person button next to their name.Community Eligibility Provision (CEP)
When at least one school has a provision like CEP set within System Administration > Resources > School in addition to having Provision Preferences set up in the FRAM Preferences tool, FRAM Processors must first verify the application type when processing an online application.
If a person was added to the household by the application signer during the application process, the person must be identified within Campus before the application can be processed.
To find the added household member within Campus, select the Find Person button next to the person's name. The Person Search tool appears. Enter search criteria and select the Search button. People matching search criteria appear to the right. Select the person and click the Replace Student button. The person manually added to the application is now tied to their Campus account.
- Once the application is reviewed, select the Process button.
Result
A confirmation window displays. Click OK if you want to print the Approval/Denial Letter.
The processed application now appears in the Processed Application tool by year where users can review application details and print a detailed report of application information. The processed application indicates the application was processed and the Processed Status. The information displayed is the original information submitted by the application signer. By law, this information cannot be deleted or edited. To see more information about the processed application, the FRAM Processor can view the application on the Household Applications tool.
Result
Suspend an Online Application
If an application is incorrect or a duplicate submission, the application can be suspended.
Once an application is suspended it cannot be processed. The suspended application is only accessible in the Processed Applications tool.
To suspend an application, select the application from the Pending Applications window, click the Suspend button, enter a Suspending Comment, then click Save. Once an application is suspended it is moved to the Processed Applications tool where it can no longer be processed.
Processing Online Applications
This video shows the steps to process an online application for meal benefits using the Pending Online Applications tool.
Viewing Online Applications
After an online application for meal benefits has been processed, it can be viewed using the Processed Online Applications tool.
