Direct Certification Regional Trainings

1
Direct Certification Regional Trainings

• Summer 2008

2
Agenda

• Introductions
• Direct Certification Purpose
• Direct Certification through CSIS
• Security and Confidentiality
• Data Requirements
• Periodic Enrollment Update
• Error Reports
• Retrieving the Results
• What to do next

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Introductions

• Whos Here?
• Food Service Directors
• CSIS Coordinators
• Handouts
• Presentation
• Postal Guidelines
• Sample PEU Reports
• Sample Notification Letter

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Whos Here?

• What type of student information system (SIS)?
• Who is here from districts or charter schools
  with an automated SIS?
• Who is here from districts or charter schools
  that use the CSIS Extended Client application?
• What type of reporting?
• Who is here from a CSIS State Reporting district?
• Who is here from an SSID-only district, charter
  school or county office?

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Purpose of Direct Certification

• Increase participation in the school meal
  programs by directly certifying student
  eligibility
• Reduce paperwork burden on schools and parents

6
Legal Requirements

• Federal law requires all public school
  districts, charter schools, and county offices of
  education that participate in the school lunch or
  school breakfast programs supported by the United
  States Department of Agriculture (USDA) to
  implement a system of Direct Certification for
  Food Stamps by the start of the 2008-09 school
  year.

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Implementation of the Direct Certification Law

• 2007-08 All districts gt 10,000 enrollment
  required to participate
• 2008-09 All districts, regardless of size,
  required to participate

Yes, this law applies to you!
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Considerations for Direct Certifications

• Certification is good for one school year
• Certification is for FREE meals only
• Matching rate will vary
• Will not get 100 match on eligible students
• Will need to provide paper applications to those
  not matched
• Will need to notify parents of eligibility
• http//www.cde.ca.gov/ls/nu/sn/documents/eligltrdi
  rectcert.doc

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Overview of CSIS Process

• LEAs get appropriate digital certificates
• LEAs submit post enrollment and address data to
  CSIS through Periodic Enrollment Update
• CSIS sends data to California Dept of Health Care
  Services (DHS)
• DHS matches CSIS student demographic data to
  CalWorks food stamps recipient data
• DHS returns match results to CSIS
• CSIS posts the results LEAs retrieve data

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Security and Confidentiality

• Data is always confidential
• LEA staff need a digital certificate when they
  send data to CSIS
• SSIDs are encrypted when sent to DHS
• LEA staff who will retrieve results need a Direct
  Certification digital certificate

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Data Needed for Direct Certification Match

• Name
• Birth date
• Gender
• Address

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Address Standards

• LEA has option of submitting addresses
• Individual address fields parsed
• If there is no street type than you must use the
  unparsed format
• Complete address unparsed Postal standards
• Use the postal standards for addresses
• http//pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf
• Remove all special characters and periods in
  addresses

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Sample Addresses

• Street Address
• 123 MAGNOLIA ST
• LOS ANGELES CA 90005-1196
• Secondary Addresses
• 102 MAIN ST APT 101
• 1356 EXECUTIVE DR STE 202
• 1600 CENTRAL PL BLDG 14
• Directional Abbreviations
• 234 NW SMITH ST
• 678 MAIN DR S
• 101 N BAY DR
• 599 BAY BLVD SW

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Data Needed for Periodic Enrollment Updates

• Data used for Enrollment Update
• SSID
• Name
• Birth date
• Gender
• Grade level
• Program participation data
• Exit date
• Exit reason
• Refer to Data Submission Requirements

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• Direct Certification For
• SRRTS Users
• CSIS Process Detail and Demo

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Direct CertificationSRRTS Process Flow
Check or apply for Digital Certificate
Import Validate
Update Records
Extract Files
SIS
SIS
CSIS Website
Send
Retrieve
Direct CertificationResults
LocatorDatabase
DataGate
ReviewReports
Post
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Digital CertificateSRRTS Users

• To apply for a Digital Certificate
• http//www.csis.k12.ca.us/support/CSIS-Digital-Cer
  tificate-Form.pdf
• To apply for a Direct Certification Digital
  Certificate, go to
• http//www.csis.k12.ca.us/support/CSIS-Digital-Cer
  tificate-Form-Direct-Cert-20070605.pdf

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• SRRTS Demo

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Report ContentSRRTS Users

• Import Report
• Validation Report
• Data Submission Summary Report
• EU Validation Error Listing
• Enrollment Update Summary

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• Direct Certification For Extended Client
• CSIS Process Detail and Demo

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Direct CertificationExtended Client Process Flow
Check or apply for Digital Certificate
Update Records
Process Periodic Enrollment Update
Extended Client
Extended Client
CSIS Website
Retrieve
Direct CertificationResults
LocatorDatabase
Extended Client
ReviewReports
Post
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Digital CertificateExtended Client Users

• To apply for a Digital Certificate
• For Maintaining Student Data
• http//www.csis.k12.ca.us/library/EC/ec-docs.asp
• To apply for a Direct Certification Digital
  Certificate
• For Retrieving Direct Certification Results
• http//www.csis.k12.ca.us/support/CSIS-Digital-Cer
  tificate-Form-Direct-Cert-20070605.pdf

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• Extended Client Demo

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Extended ClientMain Page
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Extended ClientUpdate Student - 1
26
Extended ClientUpdate Student - 2
27
Extended ClientUpdate Student - 3
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Extended ClientUpdate Student - 4
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Extended ClientUpdate Student 5
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Extended ClientSubmit Enrollment Update
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Extended ClientLocator Maintenance Tab
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Extended ClientDirect Certification Tab
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• Retrieving
• Direct Certification
• Results

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Retrieving ResultsExtended Client AND SRRTS Users

• Wait for CSIS notification that the Direct
  Certification results are ready for download
• Retrieve Results
• Extended Client - Use Locator Maintenance, Click
  on Direct Certification tab
• SRRTS Users - Click on Direct Certification
  button
• Click the Generate Download button
• Use Refresh to see filename
• Click on filename and save file on local system

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Download File Format
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Direct Certification Planning Timelines

• Now
• Check Digital Certificates apply or renew
• Review Postal Standards
• Get SSIDs for New Students
• Review and Update Student and Address Data
• SRRTS Users contact SIS vendor for updates
• ASAP (no later than September 12th)
• Submit Periodic Enrollment Update(s) with
  address data
• Review Results and Error Reports
• Once Notified (mid-September)
• Retrieve Results

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Direct Certification Documents

• Users Guide Supplemental Users Guide
• http//www.csis.k12.ca.us/library/statewide-identi
  fier/SSID-User-Guide-Supplement-v-2-2-2008514.pdf
• SSID Maintenance Quick Reference
• http//www.csis.k12.ca.us/library/statewide-identi
  fier/SSID-Maintenance-Quick-Reference-Guide-v-1-2-
  20070717.pdf
• Periodic Enrollment Update Data Submission
  Requirements (DSR)
• http//www.csis.k12.ca.us/library/reporting-requir
  ements/DSR-Periodic-Enrollment-Update-FY0809-v9-0-
  1-20080403.xls

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What to do Next

• Decide who will retrieve direct certification
  results
• Send in Direct Certification Certificate
  application
• SRRTS Users
• Contact SIS Vendor for extract documentation
  training, if needed
• Submit enrollment updates and Post in DataGate
  before the cutoff (September 12, 2008)
• Login with LEA DirectCert role and retrieve
  Direct Certification results

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Where to Get More Information

• Contact CSIS Support at
• Phone [phone]
• E-mail support_at_csis.k12.ca.us
• CSIS Website
• http//www.csis.k12.ca.us