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Direct Certification Direct Certification Training v1.0

Direct Certification Direct Certification Training v1.0

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Page 1: Direct Certification Direct Certification Training v1.0

Direct Certification

Direct Certification Training v1.0

Page 2: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.02

Agenda

Security Access

Overview Obtain Results

Evaluate Results

ResourcesImprove Address Matches

Page 3: Direct Certification Direct Certification Training v1.0

Direct Certification is the federally mandated process through which students are certified as eligible for the

NSLP program without further application.

CALPADS provides the pupil data used for the Direct Certification

statewide matching process.

Direct Certification Training v1.03

Overview

Page 4: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.04

Overview

The CALPADS Direct Certification matching process

*The direct certification status of a pupil is valid for one school year.

Extracts Data Matches Data Shares Results

• Student ‘s name• Student’s date of birth • Student’s gender• Student ‘s address

The  CALPADS data is compared with data from CalFresh and CalWORKS recipient list.

Each month, the “DHCS Match” results are uploaded to CALPADS as a directly certified or not directly certified free meal eligible record per student.

Page 5: Direct Certification Direct Certification Training v1.0

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CALPADS

Overview

Direct Certification Training v1.0

Direct Certification Process

Upload files to the ODS Automated Process

Creates DC File (Monthly) from the SENR & SINF Data

Data extracted from local

SIS

DHCS match results

Return results to CALPADS

Local Student Information

System

Pull data from CALPADS for matching with DHCS2

Results are available

Return Results to CALPADS

CALPADS data matched with DHCS

Page 6: Direct Certification Direct Certification Training v1.0

The CALPADS Direct Certification (DC) process occurs once a month. Generally, the CALPADS student data will be pulled from CALPADS on the second of each month. A Direct Certification notification will be posted on the CALPADS Home when the results are available..

Direct Certification Training v1.0

Overview

6

Direct Certification Schedule

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Page 7: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.07

• The LEA Administrator must assign the Direct Certification role to the appropriate staff

• LEA users with Direct Certification Roles are able to view student(s) direct certification status online or can request an extract file containing the direct certification results.

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Security Access

Direct Certification Roles

Page 8: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.08

Obtain Results

1. Log into CALPADS and navigate to the Admin menu2. Select View Direct Certification Status3. Manage results displayed by updating the filter options and

clicking on the Apply Filters button

View Direct Certification Status online

Page 9: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.09

Obtain Results

Request DC Extract Navigate to the Reports menu

Select Extracts

Navigate to the Reports menu

Filter Options

Page 10: Direct Certification Direct Certification Training v1.0

Select Download button

Direct Certification Training v1.010

Obtain Results

Retrieve DC Download Navigate to the Reports menu

Select Extracts

Navigate to the Reports menu

Specify additional filters

Save file

Page 11: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.011

Evaluate Results

The CALPADS Direct Certification results contain a Certification Status code for each active student record within your LEA. The Certification Status are defined in CALPADS User Manual.

Direct Certification Results Codes

Future Codes

Page 12: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.012

Evaluate Results

Direct Certification Results Layout

# CALPADS File Element Field Type Max Length1 Academic Year ID CS 9

2 Reporting LEA CS 7

3 School of Attendance CS 7

4 Local Student ID CS 16

5 SSID CS 10

6 Student Legal First Name CS 30

7 Student Legal Middle Name CS 30

8 Student Legal Last Name CS 50

9 Certification Date DT 8

10 Certification Status CS 1

Page 13: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.013

Converting an Extract CSV file to Excel Columns makes the extracts easier to view.

Evaluate Results

How to Importing-CALPADS-Extract-To-Excel –Quick Self-Paced

• Use excel filtering to refine a list of the student records that need the Household Application Form administered.

• Use excel filtering to export a list of student records that require an address correction or update.

• Use excel filtering to export a list of student records that can be import into the Local SIS.

Mini clip:

Analyzing Direct Certification Results with Excel

Page 14: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.014

Improve Address Matches

Verify the student address data using the USPS-Zip lookup https://tools.usps.com/go/ZipLookupAction!input.action

Enter the student address data and click the Find button

Correct DC Address Data

Page 15: Direct Certification Direct Certification Training v1.0

Direct Certification Training v1.0

Resources

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CALPADS System Documentation

http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

Document Description Sections

CALPADS Extract Specifications File layout and requirements for DC extract

Direct Certification

CALPADS Flash Changes to State-level Direct Certification Process and Additional Functionality coming soon

Flash #76 and #92

National School Lunch Program Documentation

Document Description SectionsNSLP Fact Sheet Equity in School Lunch Pricing Nutrition Services Division Information

CalFRESH County Contacts for Direct Certification

List of local welfare or social service office contacts

CalFresh County Contacts for Direct Certification

National School Lunch Program Information about applying for and administering the National School Lunch Program (NSLP).

Program Information

Nutrition Services Fiscal information to aid nutrition sponsors and to provide information about claiming meal reimbursements.

School Nutrition Program (SNP)

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Page 16: Direct Certification Direct Certification Training v1.0

Support

Web: http://www2.cde.ca.gov/calpadshelp/default.aspx

Phone: 916-325-9210

E-mail: [email protected]

Listserv: https://csis.fcmat.org/Pages/Listserv.aspx

Direct Certification Training v1.016