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SIS 2000+ Food Services

Sec. 11a, Add / Edit a Patron Record 
 

 Fig. 1 - Add New Patron record
 

11a.1 Add a Patron Record
Use the New button to open a new patron record.  Complete each field, using the Tab key to move through the fields.  Save when finished.

About the Patron screen -

Standard SIS 2000+ command buttons are used in the Patron Editor.

Delete -
Only Patron records without activity may be deleted.  Account activity is shown in blue at the lower left of the screen.  Patrons with ala Carte, Meal or Payment activity present are removed during New Year procedures.

Undo -
Removes unsaved changes.

New -
Presents a new patron record with default data.

11a.1.1 Patron Record - Data Fields that determine Patron Eligibility

School -

This designates a specific school as the primary eligibility site for this patron and is required if Eligibility = Every Day.  If a student  patron with this configuration receives a meal from a different school, his eligibility for the meal is deducted from the first school and added to the second school.

School = Unset indicates the patron does not have an established "home" school for meal eligibility purposes.  If School = Unset, Eligibility may be:
 

1. When Served -  this patron's eligibility is included only when a meal is received, or
2. Never - this patron is never included in eligibility figures.
 
Type -
The Patron Consumer Type determines if a patron's meal eligibility is included in the school's eligibility.
 
1. Temporary Students and Off-site Students may be Free, Reduced or Paid
2. Meals served to Temporary Student and Off-site Student Consumer types are included in Eligibility figures unless Eligibility = Never.
 
Temporary Student -
Use for students who will be enrolled in the school but who are not yet present in the Student Editor.  When enrollment is completed for a Temporary Student Patron, food service activity is transferred from Patron Accounts to Student Accounts.  Patron records and Patron Account data are deleted (see Accounts, Tools, Transfer Patron Activity).
 
Off-site Student -
Use for students who are enrolled in an off-site school, such as a HeadStart school.  If a district-wide database is not in use, also use for students enrolled in other district schools.
 

Fig. 2 - Patron Consumer types
 
 
Remaining Consumer types define meals for reporting purposes.  Meal eligibility does not apply to the following consumer types.
 
Temporary Faculty -
Use for student teachers, substitute teachers, or temporary faculty who may potentially transfer to a permanent faculty position.
 
Off-site Faculty/staff member -
Use this consumer type for district staff, or for faculty assigned to other schools in the district (if a district-wide database is not in use).
 
Faculty family members (adult, child) -
Use for faculty relatives as appropriate.
 
Other Adult, Other Child -
Use these consumer types as appropriate.  Examples might be transportation or custodial staff, groundskeepers, safety staff, parent volunteers, etc.
 
Eligible -
The Eligibility setting controls how student patron eligibility is calculated (Fig. 4).  Eligible = Never for all other patron consumer types (default setting, read-only).


Fig. 3 - Patron Eligible settings
 
 

Every day -
Student Patron is eligible for meal service every day, and is included in enrollment before the enrollment is adjusted by the attendance factor.  Patrons designated as Type = Temporary Student and Eligible =  Every Day are essentially the same as enrolled students for food service eligibility purposes.
If a Student Patron is Eligible = Every day, and receives a meal from a different location, that student's eligibility is deducted from the first school's attendance factor adjusted eligibility (for the meal only), and added to the other school's attendance factor adjusted eligibility (for the meal only).

When served -
This Student Patron is eligible only when a meal is served.  Student Patron eligibility is added to the school's attendance factor adjusted eligibility each time a meal is served.  These patrons are eligible only if a meal is received, and only for that meal at the service site.  This setting is designed for student patrons who are served by multiple sites.  A specific school may not claim them as eligible every day, therefore the site that provides the meal receives the eligibility for the meal.

Never -
Meals are not eligible for reimbursement.
 


Fig. 4 - Daily Eligibility Summary with Student Patron eligibility

 
Student Patron Eligibility formula -

        Enrollment
+    Adjustments to Enrollment (Patrons Eligible Every Day)
=    Adjusted Enrollment

Adjusted Enrollment x Attendance Factor
=    Eligibility

Adjustments to Eligibility:

(- minus)    Students from here who ate at another school
(+ plus)    Students from another school who ate here
(+ plus)    Roving Student Patrons who ate here
(- minus)    Daily Eligible Student Patrons who ate at another school

=    Adjusted Eligibility
 
 

11a.1.2 Patron Record - Patron Demographic Fields
 
Ident -
The next available ID number (highest plus 1) is supplied automatically but may be overwritten.  If a district-wide database is in use, Patron ID numbers are district-wide and are unique through-out the district.
 
Remaining Patron demographic fields.  Address information is not required, however it is recommended if you intend to print documents for patrons.  Gender and Ethnic are used for reporting purposes.  Patron Language is referenced when Patron documents are printed.  If a patron's language remains Unset, the English template is used to print a document for that patron.


Fig. 5 - Completed Patron record

11a.2 Other Patron Information

Notes -
An optional text entry field for notes specific to this patron

Activity -
Patron Account Activity is displayed at the bottom of each patron record.  Total ala Carte, Meal and Payment records present are shown in blue.


Fig. 6 - Patron Notes and Activity
 
 

1. If this is a Student Patron, a default Account status record "Paid" is inserted into that Patron Account.  See Sec. 11.b, Free/Reduced Student Patrons for information about changing and maintaining Student Patron Account status records.  Also see Sec. 6h, Patron Accounts.
2. You may wish to print Patron meal cards or bar code ID labels.  See Sec. 16, Food Service Reports, Letters & Labels.

 11a.4 Find a Patron -

If a district-wide database is in use, Find locates Patrons throughout the district.  ID number, last and/or first names may be used to locate a Patron.


Fig. 7 - Patron Find
 
 

1.  Enter search criteria.  Some or all of the patron ID number, first or last names may be used, separately or in combination.
2. Use the Find button to initiate the search.
3. Select from the list of patrons meeting search criteria by:
1. Highlight the patron name and then use the Select button, or
2. Double-click on the patron name.
 

11a.5 Edit a Patron Record
Locate the record using the Find utility or the VCR buttons.  Click on the Edit button to place this record into edit mode.  If no activity is present for this patron , then all fields in the patron record may be edited.  If activity is present (ala Carte, Meal or Payment records), patron School and Type may not be changed.

Fig. 8 - Edit an existing patron record