Before using the FRAM module, it is important that districts configure and/or review FRAM preferences and tool rights.
Tool Rights
Before using FRAM, tool rights need to be assigned to the appropriate user(s). It is strongly recommended user groups be created with the appropriate rights and individual users be assigned to the group(s).
Tool Rights determine the level of access users have to tools throughout Campus. This article refers to tool rights in abbreviated form (i.e., R, W, A, D or any combination of the four).
Right | Description |
|---|---|
R (Read) | The R right indicates the information on the corresponding tool may be viewed by the user. When applicable, the user is also allowed to print information. The user will NOT have access to the Save, Add or Delete icons in the action bar. |
W (Write) | The W right indicates the user may view and modify the information on the corresponding tool. The Save icon in the action bar will be functional. This right allows the user to modify only existing data in the area since adding new data is controlled by the A right. This right includes the ability to change or remove data from a specific field. |
A (Add) | The A right indicates the user may view, modify and add to the information on the corresponding tool. The New and Add icons in the action bar will be functional. This right allows the user to add new data/records. |
D (Delete) | ASSIGN THIS RIGHT WITH CAUTION. The D right indicates the information on the corresponding tool may be deleted. The Delete icon in the action bar will be functional. This right provides the ability to completely remove an existing record, including all data contained within the record. The ability to change/remove data from a field is controlled through the W right. |
FRAM Tool Rights
Tab | R | W | A | D |
|---|---|---|---|---|
View Only | View and Modify | View, Modify, and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify, and Add | View, Modify, Add and Delete | |
Letters and Messages | View Only | View and Modify | View, Modify, and Add | View, Modify, Add and Delete |
Online Applications Content | View Only | View and Modify | View, Modify, and Add | View, Modify, Add and Delete |
Only R rights apply. This right allows users to update Household Application expiration and Eligibility end dates en masse. | N/A | N/A | N/A | |
N/A | Write rights allow users to edit saved import mappings and create new file imports. | Add rights allows users to create new import mappings, edit saved import mappings and create new file imports. | Delete rights allow users to delete saved import mappings. | |
Scheduled Imports | View Only | View and Modify | View, Modify, and Add | View, Modify, Add and Delete |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
Only R rights apply. This right allows users to see whether the import was successful. | N/A | N/A | N/A | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
View Only | View and Modify | View, Modify and Add | View, Modify, Add and Delete | |
Only R rights apply. This right allows full access to the report. | N/A | N/A | N/A | |
Only R rights apply. This right allows full access to the report. | N/A | N/A | N/A | |
Only R rights apply. This right allows full access to the report. | N/A | N/A | N/A | |
Only R rights apply. This right allows full access to the report. | N/A | N/A | N/A | |
Only R rights apply. This right allows full access to the report. | N/A | N/A | N/A |
FRAM Processors (Suggested Tool Rights)
Infinite Campus highly recommends assigning tool rights to users through user groups. Individual users should NOT be assigned individual rights; rather, they should be made members of the user groups to which their job duties relate.See the Tool Rights (User Group) article for more information.
| Reports | |||||
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Tool | Path | Read | Write | Add | Delete |
Allow Unfiltered Search | Student Information > Allow Unfiltered Search | X |
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Summary | Student Information > General > Summary | X |
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General Enrollment Information | Student Information > General > Enrollments > General Enrollment Information | X |
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People > Demographics Selecting only People > Demographics gives the User the ability to Search for All People on the Search Tab. | Census > People > Demographics | X |
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Household Info | Census > Households | X |
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Household Addresses | Census > Households | X |
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Household Members | Census > Households | X | X | X |
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Add Person | Census > People > Add Person | X | X | X |
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Eligibility | FRAM > Eligibility | X | X | X | X |
| FRAM Communication | FRAM > FRAM Communication | X | X | X | X |
Eligibility Import Wizard | FRAM > Eligibility Import Wizard | X | X | X | X |
Eligibility End Date Wizard | FRAM > Eligibility End Date Wizard | X | X | X | X |
FRAM Application Preferences | FRAM > FRAM Preferences | X | X | X | X |
FRAM Verification Preferences | FRAM > FRAM Preferences | X | X | X | X |
Household Applications | FRAM > Household Applications | X | X | X | X |
| Online Applications | FRAM > Online Applications | X | X | X | X |
Income Guide If there are more than 20 people in a household, you can add W/A/D rights as needed so the user may increase the default listing of 20 or less in the Income Guidelines. Infinite Campus recommends removing the W/A tool rights after the update is made. | FRAM > Income Guide | X |
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Verification | FRAM > Verification | X | X | X | X |
| Eligibility | FRAM > Reports > Eligibility | X | |||
| FRAM Letter Batch | FRAM > Reports > FRAM Letter Batch | X | |||
| Household Applications | FRAM > Reports > Household Applications | X | |||
| Lunch Counts | FRAM > Reports > Lunch Counts | X | |||
Edit Check | Point of Sale > Reports > Edit Check | X |
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Log Off |
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CEP FRAM Processor Suggested Tool Rights
Per the USDA, these socio-economic forms must not be entered by the Food Service Department. If the district is a mixed district in that not all schools are CEP-approved, this requires close communication within the district between non-Food Service Department staff who enter socio-economic forms and the Food Service Department staff who enter Free and Reduced Household Applications.
| Reports | |||||
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Tool | Path | Read | Write | Add | Delete |
Allow Unfiltered Search | Student Information > Allow Unfiltered Search | X |
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Summary | Student Information > General > Summary | X |
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General Enrollment Information | Student Information > General > Enrollments > General Enrollment Information | X |
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People > Demographics Selecting only People > Demographics gives the User the ability to Search for All People on the Search Tab. | Census > People > Demographics | X |
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Household Info | Census > Households | X |
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Household Addresses | Census > Households | X |
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Household Members | Census > Households | X | X | X |
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Add Person | Census > People > Add Person | X | X | X |
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Eligibility | FRAM > Eligibility | X | X | X | X |
Letters and Messages | FRAM > FRAM Communication | X | X | X | X |
| Online Applications Content | FRAM > FRAM Communication | X | X | X | X |
Eligibility End Date Wizard | FRAM > Eligibility End Date Wizard | X | X | X | X |
Eligibility Import Wizard | FRAM > Eligibility Import Wizard | X | X | X | X |
FRAM Application Preferences | FRAM > FRAM Preferences > FRAM Application Preferences | X | X | X | X |
Household Applications | FRAM > Household Applications | X | X | X | X |
Income Guide If there are more than 20 people in a household, you can add W/A/D rights as needed so the user may increase the default listing of 20 or less in the Income Guidelines. Infinite Campus recommends removing the W/A tool rights after the update is made. | FRAM > Income Guide | X |
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Household Applications | FRAM > Reports > Household Applications | X |
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Eligibility | FRAM > Reports > Eligibility | X |
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Log Off |
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Preferences
Before using FRAM in Campus, all applicable preferences must be set.
Classic View: FRAM > FRAM Preferences
Search Terms: FRAM Preferences
FRAM Preferences houses all of the functionality related to permission, application, and verification preferences.
Year Preferences
The Year Preferences tab allows districts to enter permission types provided to students within the district and setting the default expiration date. These permission types appear in the online Meal Benefits Application on the Authorization screen and for both Meal Benefits and Educational Benefits applications via the Household Applications editor.
This allows the application signer to approve or deny the permission type to share their child(ren)'s free/reduced eligibility with district staff in charge of other programs for benefits such as free text books, free sports fees, etc. Permissions will also appear in the Eligibility Editor.
Setting up permissions is not required by the district. This is optional. Check to see if your district currently provides permission to share approval via a paper document.
If a Permission is added after the Application Instructions Template has been created, the template will need to be recreated for the permission information to populate correctly and for it to display properly in the online Meal Benefits Application.
Preference | Definition | Areas Affected |
|---|---|---|
Default Expiration Date | This is the date on which current student eligibilities should expire. Typically, this date is set to 30 days into the next school year. The date set in this field will auto-populate Meal Benefits Application expiration/end date fields. |
The image below is an example of how permissions are established on a Meal Benefits Application. Permissions also appear for Education Benefits Applications.
Permission Preferences in a Household Application
The image below is an example of how permissions are set by the application signer when filling out the online Meal Benefits Application via Portal.
Application Preferences
Settings on the Application Preferences tab allow the user to set default values for letter configuration and to configure options available during Meal Benefits and Educational Benefits application processing.
Preference | Definition | Areas Affected | |||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| Eligibility Import Preferences | |||||||||||
| Include Medicaid in Extend Direct Certification | If this checkbox is marked, the Extend Direct Certification Status to Additional Students in Household checkbox will also include Medicaid when using the Eligibility Import Wizard to import a direct certification file. If all students in the same household as the import student should be assigned a Direct Certification eligibility status (even when not included in import file), users can mark the Extend Direct Certification Status to Additional Students in Household checkbox. Marking this checkbox will compare the student in the import file to the student(s) listed in the primary household or at the same address. Students in the household who do not have existing eligibilities will be assigned the same eligibility status as the student included in the import file. | ||||||||||
| Non-Direct Eligibility Overwrite | If this checkbox is marked, new non-direct eligibilities imported from the Eligibility Import Wizard will overwrite existing non-direct eligibilities. This checkbox is marked by default. | Eligibility Import Wizard | |||||||||
| General Letter Preferences | |||||||||||
Hide Breakfast Program | If this checkbox is marked, the breakfast-related fields will be hidden on default and custom Approval/Denial letters. | ||||||||||
Hide Eligibility Expiration Date | If marked, the Eligibility Expiration Date will be hidden on default and custom Approval/Denial letters. | ||||||||||
| Default Signature | Information entered in the Default Signature box is used when new custom letter templates are created in FRAM Communication and is inserted on canned pre-application, direct certification, and verification letters. | FRAM Communication | |||||||||
| Custom Letter Preferences | |||||||||||
Use Custom Approval/Denial Letter | If this checkbox is marked, custom approval/denial letters are used instead of canned letters. See the FRAM Communication article for more information about custom letters. This option must be selected for districts utilizing Online Meal Benefit Applications. | ||||||||||
| Canned Letter Preferences | |||||||||||
Hearing Official Name | The name of the person who conducts Meal Benefits Application appeals. This field will insert the Hearing Official's name into default Approval/Denial letters. This option is not used in Custom letters. | ||||||||||
Homeless Coordinator | The name of the person to be listed as a contact in verification letters for questions related to homeless student eligibilities and the verification process. | ||||||||||
Migrant Coordinator | The name of the person to be listed as a contact in verification letters for questions related to migrant student eligibilities and the verification process. | ||||||||||
Runaway Coordinator | The name of the person to be listed as a contact in verification letters for questions related to runaway student eligibilities and the verification process. | ||||||||||
| General Application Preferences | |||||||||||
Auto Fill Application Name | This field designates how Meal and Educational Benefit applications will be named for identification purposes. Based on the value chosen, household applications will be listed under the Signer's Name (e.g., Johnson, Sally) or the Household Name (Johnson Household). | ||||||||||
Auto Fill Reference Number | This field assigns a number to applications for identification purposes. This field is a read-only information field to show the next reference number to be assigned to a submitted application. This is not the exact number of applications processed to date. This includes any applications that have been started and not finished, deleted, excluded, etc. This number increments each time an online application is started (even if it's not finished) and each time New is selected in Household Applications. This number will continue to increase and does NOT restart with new school years. | ||||||||||
Display Medicaid Opt Out | If this checkbox is marked, the Opt Out Medicaid checkbox will display on several FRAM tools and reports. When the Opt Out Medicaid checkbox is displayed, it is used to indicate whether or not a parent wishes to be contacted by the Medicaid (Medicaid Program) agency as related to their student's free/reduced eligibility. More information on this checkbox is included on the tools for which it appears. | ||||||||||
Display SCHIP Opt Out | If this checkbox is marked, the Opt Out SCHIP checkbox will display on several FRAM tools and reports. When the Opt Out SCHIP checkbox is displayed, it can be used to indicate whether or not a parent wishes to be contacted by the SCHIP (State Children's Health Insurance Program) agency as related to their student's free/reduced eligibility. More information on this checkbox is included on the tools for which it appears. | ||||||||||
| Hide Annual (Yearly) | If this checkbox is marked, the option to enter a "Annual" income is hidden on the Household Applications and FRAM Online Applications. | ||||||||||
| Benefit Case Number | This field allows you to enter the minimum and maximum number of digits allowed when users enter a Benefit Case Number. | ||||||||||
| Process Inbox Messages |
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| State Agency Name | The name of the agency that makes eligibility determinations. | ||||||||||
| SFA ID | The School Food Authority ID as assigned by Food & Nutrition Services. | ||||||||||
| Provision Preferences | |||||||||||
Educational Benefits Applications Processed | If marked, this indicates Educational Benefits Applications are processed in the district due to one or more schools participating in Provision programs and enables users to create an Educational Benefits Application in the Household Applications tool. This is a district-wide setting.
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| Online Application Preferences | |||||||||||
Meal Benefits | Enables the Application/Forms section to become available within the Campus Portal. This checkbox also enables users to use the Meal Benefits Application within the Applications/Forms section for submitting Household Applications via the Portal. Per USDA guidelines, schools are not permitted to accept Meal Benefit applications for the upcoming school year before July 1. Therefore, if you choose to enable Online Applications for the first time (by selecting the Meal Benefits checkbox), you can set up the Custom Approval/Denial Letters for the upcoming school year before the July 1 but you cannot select the Meal Benefits checkbox until July 1. For example, if you decide to use Online Applications for the first time starting 7/1/2020 and you set up all Approval/Denial Letters in June 2020, you must wait until 7/1/2020 to select the Meal Benefits checkbox. If you do NOT Activate E-Signature Functionality
Please review the Setting up Online Meal Benefit Applications article for a detailed walk-through of the workflow required to enable and properly manage Online applications. | ||||||||||
FRAM Processor Locked Time | Indicates the number of minutes a FRAM Processor can work on processing an Online Meal Benefits Application submitted via the Portal before other FRAM Processors are allowed to open and process the online Meal Benefits application. This functionality ensures no more than one processor is processing the same application at the same time. After an online Meal Benefits application is submitted for approval and the amount of time selected in this field has passed, any processor may process the application. | ||||||||||
Medicaid | Allows schools/districts to enter a different name for their Medicaid benefits. This will be the Alternate Medicaid name used in the Authorizations screen within the online Meal Benefits Application on the Portal. If an alternate name is not entered, the USDA name will be used. | ||||||||||
SCHIP | Allows schools/districts to enter a different name for their SCHIP benefits. This will be the alternate SCHIP name used in the Authorizations screen within the online Meal Benefits Application on the Portal. If an alternate name is not entered, the USDA name will be used. | ||||||||||
SNAP | Allows schools/districts to enter a different name for their SNAP benefits. This will be displayed in the Benefits question in the online Meal Benefits Application workflow. | ||||||||||
TANF | Allows schools/districts to enter a different name for their TANF benefits. This will be displayed in the Benefits question in the online Meal Benefits Application workflow. | ||||||||||
FDPIR | Allows schools/districts to enter a different name for their FDPIR benefits. This will be displayed in the Benefits question in the online Meal Benefits Application workflow. | ||||||||||
Other | Allows users to enter up to three additional meal benefits. These additional benefits will be displayed in the Benefits question in the online Meal Benefits Application workflow. | ||||||||||
Verification Preferences
Settings on the Verification Preferences tab allow you to set default values/options to be used in letters sent to guardians of households whose applications are being verified.
Preference | Definition |
|---|---|
Verification Letter Preferences | Choose either Canned or Custom letters. If Custom is selected, see the FRAM Communication article for more information about custom letters. |
First Pre Notice Letter Due Date | The first Pre Notice Letter includes the due date from this field. |
Second Pre Notice Letter Due Date | The second Pre Notice Letter includes the due date from this field. |
Hearing Date | If parents do not approve of their new eligibility status, they must request an appeal by this date. |
Confirming Official Name | The name of the person confirming the verification of Meal Benefits applications. |
Reverse Charge or Toll Free Information | The phone numbers/contact information of district officials who handle recipient inquiries on Verification Notification letters. |
Secondary Lunch | The standard price of high school lunch. |
Secondary Breakfast | The standard price of high school breakfast. |
Middle Lunch | The standard price of middle school lunch. |
Middle Breakfast | The standard price of middle school breakfast. |
Elementary Lunch | The standard price of elementary lunch. |
Elementary Breakfast | The standard price of elementary breakfast. |
Previous Versions
Application Preferences [.2231 - .2319]
Verification Preferences [.2231 - .2319]
Permission Preferences [.2231 - .2319]
Settings for processing free and reduced applications are defined in FRAM Preferences.
Previous Versions
FRAM Preferences - Video [.2323 - .2351]
Community Eligibility Provision (CEP)
If an LEA and/or school in your district meets the requirements for Community Eligibility Provision, it will need to be set up as a CEP school in Campus.
The Community Eligibility Provision (CEP) is an alternative approach through the United States Department of Agriculture (USDA) for offering free meals for students. Local educational agencies (LEAs) and/or schools must meet the following requirements to be eligible for CEP:
- Meet a minimum level (25%) of identified; i.e., Direct Certified, students for free meals in the year prior to implementing the CEP.
- Agree to serve free lunches and breakfasts to all students.
- Not collect free and reduced price applications from households in participating schools.
- Agree to cover with non-Federal funds any costs of providing free meals to all students above amounts provided in Federal assistance.
Please refer to the USDA’s Estimator to determine whether CEP-approval is a good idea for your school or district.
Setting up CEP in Campus
- Add the CEP Provision to each CEP approved school in System Administration > Resources > School.
- Mark the Educational Benefits Applications Processed checkbox under FRAM > FRAM Preferences > Application Preferences and select whether CEP is approved for All Schools or Individual School(s) in the district.
Consult with the state department of education to determine whether you must collect socio-economic data in place of Free and Reduced Household Applications for state reporting purposes.
If your school is collecting socio-economic forms, the forms are entered in the same location as Free and Reduced Household Applications (FRAM > Household Applications). However, the socio-economic forms are differentiated from Free and Reduced Household Applications by selecting New > Educational Benefits Application rather than New > Meal Benefits Application.
Per the USDA, these socio-economic forms must not be entered by the Food Service Department. If the district is a mixed district in that not all schools are CEP-approved, this requires close communication within the district between non-Food Service Department staff who enter socio-economic forms and the Food Service Department staff who enter Free and Reduced Household Applications.
CEP Purchasable Item Setup Tips
For more information about setting up Purchasable Items, see the Purchasable Items article.
| If the district implemented CEP... | Then... |
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| district-wide |
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| at individual schools |
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Processing Online Meal Benefit Applications
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.
CEP FRAM Processor Suggested Tool Rights
The following are suggested tool rights for CEP FRAM Processors.
| Reports | |||||
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Tool | Path | Read | Write | Add | Delete |
Allow Unfiltered Search | Student Information > Allow Unfiltered Search | X |
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Summary | Student Information > General > Summary | X |
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General Enrollment Information | Student Information > General > Enrollments > General Enrollment Information | X |
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People > Demographics Selecting only People > Demographics gives the User the ability to Search for All People on the Search Tab. | Census > People > Demographics | X |
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Household Info | Census > Households | X |
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Household Addresses | Census > Households | X |
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Household Members | Census > Households | X | X | X |
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Add Person | Census > People > Add Person | X | X | X |
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Eligibility | FRAM > Eligibility | X | X | X | X |
Letters and Messages | FRAM > FRAM Communication | X | X | X | X |
| Online Applications Content | FRAM > FRAM Communication | X | X | X | X |
Eligibility End Date Wizard | FRAM > Eligibility End Date Wizard | X | X | X | X |
Eligibility Import Wizard | FRAM > Eligibility Import Wizard | X | X | X | X |
FRAM Application Preferences | FRAM > FRAM Preferences > FRAM Application Preferences | X | X | X | X |
Household Applications | FRAM > Household Applications | X | X | X | X |
Income Guide If there are more than 20 people in a household, you can add W/A/D rights as needed so the user may increase the default listing of 20 or less in the Income Guidelines. Infinite Campus recommends removing the W/A tool rights after the update is made. | FRAM > Income Guide | X |
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Household Applications | FRAM > Reports > Household Applications | X |
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Eligibility | FRAM > Reports > Eligibility | X |
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Log Off |
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Income Eligibility Guidelines
This article shows how to view and add lines to the Income Guide.
You are viewing a previous version of this article. See Income Eligibility Guidelines for the most current information.
Classic View: FRAM > Income Guide
Search Terms: Income Guide
The Income Guide allows a user to set gross income levels for acceptance of free and reduced applications. These guidelines are based on federal standards provided by the USDA in early July of each year. Infinite Campus maintains the income guides and provides updates to them as they are published by the USDA.
Income levels based on the number of people actively living in a household are available. Levels are created for both free and reduced applications and must be made in numerical order. The Application Wizard will use income levels appearing on this tool to determine application statuses.
Districts can edit values in the Income Guides, but be aware that incorrect Free and Reduced applications may be processed with the wrong eligibility status.
Income guidelines are provided for Free and Reduced Meal Status settings. To change the view of household incomes, select the appropriate Meal Status and School Year from the Household Income Guide editor
Manage Templates for Letters and Online Content
FRAM Communication defines letter templates districts customize to use for communicating with parents/guardians and instructions for guardians who are using the online Meal Benefits Application.
Tool Search: FRAM Communication
FRAM Communication allows users to modify and print letters and send messages using pre-defined templates, as well as provides formatted templates for districts to customize communications to parents/guardians using the online Meal Benefits Application within the Campus Portal. The FRAM Communication templates are used for paper and online Meal Benefits Applications, Approval/Denial Letter, and portal messages. These templates are formatted after the USDA letter templates.
Important Information about this Tool
- Letters are created for the school year. Only one letter per language type can be created per year. FRAM letters can be created or copied from previous years to prepare for the upcoming school year.
- If you would like to send a letter to notify people when they are reaching the end of their eligibility period, see the following article: Eligibility Ending Letter.
- You MUST create custom approval/denial letters if:
- You marked the Use Custom Approval/Denial Letter checkbox on the FRAM Preferences tab,
- And/or you are using the Online Meal Benefits Application. Letters must be created for non-Portal AND Portal language types when using the Online Meal Benefits Application.
- For information about creating custom online Food Service letters, see the Online Applications Content.
- To enable Meal Benefits in FRAM Preferences > Application Preferences, you must have at least one English (Portal) Portal Inbox Message letter on the Letters and Messages tab. If the letter is not set up, an Online Applications error message will display on the FRAM Preferences.
Letter Formats
- Each letter type uses a standard font size of 10. This cannot be modified. The font type is defaulted to Arial; this can be changed by the user to Times New Roman, if desired. Letters will print on standard size paper (8.5 x 11) and will fit into standard #10 window envelopes when tri-folded.
- The top margin, commonly used to leave space for district letterhead, can be increased or decreased by selecting the Letterhead Margin option. Side and bottom margins cannot be adjusted.
- For more information about each letter format, see the Generating Letters section.
Letter Languages
Letters can be created in any supported language as desired. A letter will generate in the designated language for guardians who have that preferred language set in the Preferred Language field on the Demographics tab.
The Preferred Language dropdown list is populated from the Attribute/Dictionary preferred language list (System Settings > Custom Data and Links > Core Attribute/Dictionary > Contact > Preferred Language). This list can be modified to fit district needs.
The following languages are supported in the PDF rendering of a letter:
- Cambodian
- English
- French
- Haitian Creole
- Hmong
- Portuguese
- Samoan
- Somali
- Simplified Chinese
- Spanish
- Tagalog
- Traditional Chinese
BabelStone Han is the font type to select for the Language Type of Chinese and Simplified Chinese. This will allow the Print Sample to display the correct characters.
Create a Letter
The following provides information on creating, generating, and copying FRAM letters.
When first using this tool, Letters and Messages will not contain any letters. A new letter will need to be created for each letter type.
- Click New. The New Letters And Messages screen will appear.
- Select the School Year from the dropdown list, indicating the year for which this letter will be printed.
- Select the Type of letter to create from the dropdown list.
- Select the Language option from the dropdown list.
- Click Next.
- Select the Font Type of the letter from the dropdown list.
- If printing the letters on district letterhead, mark the Letterhead Margin checkbox. This is not available for portal messages.
- Mark the Use Mailing Address checkbox (for the Pre-Application Letter only) if the letter should be sent to the mailing address designated for the household.
- Make appropriate changes to the letter details:
- Modify all text fields, as desired.
Carefully review the fields you want to modify. For example, be sure to keep the free/reduced portions of the Direct Certification Approval Letter
- Modify all text fields, as desired.
Click Save & Next.
The information included in the body of the FRAM Letters must be populated completely by the end user. Sub-reports and Campus Data Fields are not available.
- Verify the USDA text in the Footer.
- Click Save & Next.
- Review the document and click Close. The new letter will appear as a PDF icon below the Letter Type.
Each text box within the letter must be populated. If text is removed and the letter saved, the default text from the template will be repopulated.
Copy Letters
- Select the desired letter to copy by selecting the letter below the letter type.
- Click the Copy icon in the action bar.
- Select the appropriate School Year from the dropdown list.
- Select the desired Language of this new letter from the dropdown list.
- Select the desired Font Type from the dropdown list.
- Mark the Use Mailing Address checkbox (for the Pre-Application Letter only) if the letter should be sent to the mailing address designated for the household.
- Mark the Allow Margin for Letter Head checkbox if the letter should be formatted to print on district letterhead.
(This option is not available for all letter types.) - Make appropriate changes to the letter details:
- Modify all text fields, as desired.
Carefully review the fields you want to modify. For example, be sure to keep the free/reduced portions of the Direct Certification Approval Letter
- Modify all text fields, as desired.
Click Save & Next.
The information included in the body of the FRAM Letters must be populated completely by the end user. Sub-reports and Campus Data Fields are not available. FRAM Preference information is not used in the FRAM Letter editor.
- Verify the USDA text in the Footer.
- Click Save & Next.
- Review the document and click Close. The new letter will appear as a PDF icon below the Letter Type.
Delete Letters
To delete a letter:
- Select the desired letter to delete by selecting the letter below the letter type.
- Click Delete in the action bar. A warning message will appear indicating the letter is about to be deleted.
- Click Delete to continue with the deletion process or click Keep to not delete the letter.
Print a Sample Letter
Since this is a template of a letter, modify the page breaks or other formatting before generating the actual letter.
- Select the desired letter from the appropriate letter type.
- Click the step labeled Review.
- Click Print from the action row. The letter will appear in a new tab in PDF format. This sample will resemble how the printed letter will look. From this sample view, users can determine if additional changes need to be made to the body text.
Generate Letters
Once a letter is created in the FRAM Communication, it can be generated from other FRAM tools. The table below lists from where letters can be generated.
Letter Type | Generated From | Logic | Notes |
|---|---|---|---|
Pre-Application Letter | This letter will print for all households in the district where at least one student has an active enrollment for the upcoming school year. | In order for this letter to print with addresses, the Use Mailing Address option needs to be selected on the created letter. If this is not selected, the letter will print without an address so it can be used in a bulk mailing where the district may send a generic letter to households using mailing labels. | |
Direct Certification Approval Letter | This letter will be sent to households where Direct Certification files have been imported or manually entered and the district must send the household guardian a letter indicating the students in the household were approved for free benefits from the state agency. | Guardian and mailing assignments for students will determine how letters are addressed and how students appear on the letter. Text within brackets, such as [free/reduced], functions as fields that will populate with Infinite Campus data when the letter is generated and should not be modified. | |
| Approval/Denial Letter | This letter can be printed from multiple locations: | The Approval/Denial Letter can be printed after the paper or online Meal Benefits Application has been processed via the Household Applications Editor or the Online Applications Content. It can also be printed at the end of the day in a batch format to send to households. Another optional method of delivery is to send the letter electronically via a Portal Message. This feature is enabled in FRAM Preferences > Application Preferences > General Application Preferences. If the letter signer is missing on the application, Campus will use the Head of Household as the name on the letter. | This letter notifies the application signer whether the application was approved or denied.
|
Verification Letters Pre-Notice 1 Pre-Notice 2 Post Notice | All three verification letters (Pre-Notice 1, Pre-Notice 2 and Post Notice) will ONLY print from the Verification tool. |
| |
Portal Inbox Messages | Messages (Portal) | Portal Inbox Messages provide information to the application signer informing them their online Meal Benefits Application has been submitted and processed. An optional message can be sent informing the application signer if their paper application has been processed. | Portal Inbox Messages templates need to be created if using Online Applications for Meal Benefits or if the optional Portal Inbox Message selections have been marked in FRAM Preferences > Application Preferences for paper Meal Benefits Applications. |
Online Applications Content
Save
The Online Applications Content tab provides formatted templates for districts to customize communications to parents/guardians using the online Meal Benefits Application within the Campus Portal.
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.
| 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 before 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 before 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.
Districts manage letter templates and online application instructions used in the free/reduced application process in FRAM Communication.
Previous Versions
Letter Editor - Video [.2231 - .2351]
Online Application Letter Editor - Video [.2231 - .2351]
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
Classic View: System Administration > User Security > Users > Tool Rights
In order for Campus application users to properly manage and process Meal Benefit Applications, proper tool rights must be assigned to appropriate users.
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
Classic View: System Administration > Messenger > Messenger Preferences > 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
Classic View: System Administration > User Security > User Preference Management > Password Reset Configuration
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
Classic View: System Administration > User Security > 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
Classic View: FRAM > FRAM Preferences
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 tab. 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
Classic View: FRAM > 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 Letter 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
Classic View: FRAM > FRAM Preferences
Users must establish Application Preferences related to Meal Benefit Application functionality. The fields highlighted below must be reviewed and entered appropriately.
For more information about each field, see the FRAM Preferences article.
Step 8. Enable Online Meal Benefit Application Functionality
Classic View: FRAM > FRAM Preferences
To enable online Meal Benefit Application functionality, mark the Meal Benefits checkbox on the Application Preferences tab under Online 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
Portal: More > Meal Benefits
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.
