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SIS 2000+ Eligibility Reports Eligibility Letters & Labels Last update: 1/21/2001 jmm

1. Open Eligibility Reports Menu
Eligibility Reports are accessed from within the Food Services Eligibility module. From the main SIS 2000+ Food Services menu, open Eligibility, then open the Reports module. Select the report group Eligibility Letters & Labels (Fig. 1).

Fig. 1 - Food Service Eligibility Reports menu

2. About the Eligibility Letters & Labels screen

Fig. 2 - Eligibility Letters & Labels, opening screen

Processing Site -
Defaults read-only to the login site. Normally this is the District, since applications are household-based and therefore district-wide. If, however, a district-wide database is not in use and this is a stand-alone school site, the Processing Site will contain the School name.

Applications -
Selects applications by Approval Status to include in this printing run. Notice (Fig. 3) below that the approval status Temporary 60 Days and Temporary 90 Days are not available. An unused Approval Status is not available for processing Eligibility Letters (no applications are present with that Approval Status).

Count -
Displays the number of applications present that meet the approval type selection criteria (Applications: field).

Include -
Option to include all applications with the above approval type or to include only applications not previously included in a printing run. After printing, a prompt displays to verify if all letters printed to your satisfaction. A "Yes" or "No" response determines whether or not an application is flagged as printed. Place a checkmark in the desired category by clicking on it.

Sort by -
Controls the display sort of retrieved applications, either by Application Number or by Applicant Name.

Only Apps with enrolled students -
Filters applications that meet approval status criteria to include only those applications containing currently enrolled students.

Retrieve -
Click on the Retrieve button to load applications that meet current selection and sort criteria.

Clear -
Removes retrieved applications from the Retrieved and Print Queues.

Proceed -
Moves applications present in the Print Queue to the Document selection and print screen.


Fig. 3 - About the Eligibility Letters & Labels screen

3. Sample Printing Run

How this works -

1. First, identify Who documents will be printed for (which type of Application) - Sec. 3.1
2. Second, identify What will be printed (select the specific document) - Sec. 3.2
3. Third, Print the document - Sec. 3.3
4. Fourth, flag the Applications in the current Print Queue as letter printed

3.1 Retrieve Applications to process

1. Select Applications:
   Click on this field to open and choose the type of application to process (by Approval Status).
2. Set Include and Sort by criteria
3. Check "Only Apps with enrolled students" if desired.
4. Click the Retrieve button. Applications meeting selection criteria load into the Retrieved field.

3.1.1 Move applications / applicants to the Print Queue
The entire proposed list may be moved from the Retrieved list to the print queue, or individual applications may be moved. Records are shifted to the print queue or back to the "Retrieved" screen by using the "mover" VCR buttons placed vertically in the middle of the screen.

3.1.2 Select all retrieved applications for printing
If letters are to be printed for all retrieved applications, click on the double-right VCR button >> to move all to the Print Queue.

3.1.3 Select individual applications for printing
From the retrieved list, highlight each application to be included in this printing run. An application is highlighted by single-clicking on it (Fig. 4). De-select an application by re-clicking to remove the highlight. When all applications have been highlighted, click on the single-right VCR button >.


Fig. 4 - Select and move individual applications


3.1.4 Remove individual applications from the Print Queue
From the Print Queue, highlight each individual application to be removed from the Print Queue, then click on the single-left VCR button < to move the name back to the Retrieved list.

3.1.5 Remove all applications from the Print Queue
Click on the double-left VCR button << to remove all records from the Print Queue and place back in the Retrieved list.




3.2 Document Selection
When all applications to be included in this printing run are present in the Print Queue, the next step is document selection. Click on the Proceed button to continue.




3.2.1 Select the Eligibility Letter to print
Highlight the Document Group Eligibility Statements. Statements present within that Group display in the Document field. Select (highlight) the eligibility statement that matches the Applications selected for printing. For example, in Fig. 5 the print queue contains Applications assigned the Approval Status Temporary Approved - 30 Days (shown at the top of this screen). These applications must receive the matching letter - the Approved Temporary Letter.

The Print to form for this document displays in the Start Print grid at the right of the screen (8 1/2 x 11 for all eligibility letters).


Fig. 5 - Select statement to print


Sheets required -
Evaluates the document Print to form (one per page), and number of consumers in the print queue to calculate the number of sheets needed to complete this printing run.

3.2.3 Display to evaluate statement format (optional but recommended)
Document display is limited to the first ten pages. Click on the exit door icon to close the preview. The Print option does not automatically follow when a previewed document is closed to simplify document format evaluation. If the statement format needs adjusting, close the preview, then use the Edit button to access the Edit Document screen for the selected document (accesses the Edit Document screen for this document. See Eligibility Reports, Letters & Labels, Document Editor Sec. 8, Editing Document Formats).

3.2.4 Print Letters
If the appearance of the letter is acceptable, close the preview, then select Print to send these letters to the printer.

3.3 Tag the Applications as "printed"
When all letters in this run have printed, the prompt in Fig. 6 displays. If all letters printed successfully, select "Yes". Doing so tags these applications as "Printed". The Eligibility Letters & Labels screen will then re-display, and you may continue printing eligibility letters. First select Clear to empty the Print Queue and/or the Retrieved list, then select the next batch of applications (Sec. 3.1).


Fig. 6 - Tag applications as printed


1. If a "printed" application is viewed in the Applications module, the Print checkbox is unchecked. You may always re-check this box.
2. To include previously "printed" applications in a new printing run, choose Include All when setting selection criteria for a print queue Fig. 7).


Fig. 7 - Include all Applications meeting criteria

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