NOTE:  The CALPADS Direct Certification process updates the Free and Reduced Meals (FRE) table. For more information, please refer to this article: Free and Reduced (FRE) NSLP Import Information. When syncing/uploading directly from School Nutrition Program software systems, the Direct Cert extract files should be loaded into the Nutrition Software System directly, not into Aeries. This will allow all information to be consistent between the two systems.


The Load Direct Cert form is used to load the CALPADS Direct Certification File into the Aeries Free and Reduced (FRE) table.


Before importing a Direct Certification from CALPADS, the code values for Free and Reduced Meals (FRE.CD) need to be entered in Free and Reduced Meals (FRE) table and cross referenced in CALPADS Extracts | Code Translations for NSLP Code (FRE.CD).



This process will load NSLP Code "F" for NSLP Free students into the FRE table and will update the Eligibility Start Date when needed.  

  • This process will load NSLP codes (F) or (R) for NSLP Free / Reduced students into the FRE table and will update the Eligibility Start Date when needed.
  • This process will automatically create a FRE record coded as (F) in Aeries when importing an (S), (M) or (T) eligibility source code.
  • The Direct Certification file now includes NSLP students with Reduced (R) status.
  • A student can now have multiple Direct Certification records (i.e. Free and Reduced).
  • If FRE records exist in Aeries without an Eligibility Start Date, the date from the Direct Cert file will be used to update the FRE record.
  • If FRE records exist in Aeries with a current year Eligibility Start Date the same as or before the date in the Direct Cert file, the start date in the record will not be updated.
  • If FRE records exist in Aeries with a current year Eligibility Start Date after the date in the Direct Cert file, the record will be updated with the earlier date from the Direct Cert file.
  • The FRE Source field will be updated with the code from the Direct Cert file if a change occurred.
  • The Direct Certification record with a Free (F) status (codes S, M or T) will have precedence over a Reduced record for a student and will extract to CALPADS.
  • A student who has Reduced Meal status for the current school year can change to Free Meal status. 


Source Eligibility Codes
Code
Type
Eligibility Definition
S
SNAPThe student is directly certified for free meals because the student is receiving Supplemental Nutrition Assistance Program (SNAP) benefits (also know as CalFresh). Imports into Aeries as Free (F) code
M
Free MediCal
The student is directly certified for free meals because the student has met the income eligibility criteria through the MediCal program. Imports into Aeries as Free (F) code
R
Reduced MediCal
The student is directly certified for reduced-price meals because the student has met the income eligibility criteria through the MediCal program. Imports into Aeries as Reduced (R) code
  T    
TANF
The student is directly certified for reduced-price meals through TANF, the Temporary Assistance for Needy Families Program (CalWORKS).  Imports into Aeries as Free (F) code
 N       Not Certified    The student is not directly certified for free meals.  Does not Import into Aeries


To load new Direct Certification file into Aeries, follow the steps below.

  1. Click on the Select Direct Certification File button and browse to the file
  2. Click on the Load Selected File button to load the file
  3. Review Direct Certification Import - after the file is loaded, the data can be reviewed. The popup will display the information from the file.   


     4. Update Free and Reduced – This button updates the Free Code (FRE.CD) field and Free Source Code (FRE.SRC) from the loaded data. 


An email will be sent when the update is complete. 


As of the October 20, 2017 update, the Direct Certification Import and SPRG Extract file have been adjusted.


We are importing the Direct Cert records as they are in the file with the following exceptions:


1.  If Reduced start date is PRIOR to Free date:

  • Direct Cert Import - Import Reduced records with start date in the file and end date 1 day prior to the Free start date.
  • SPRG Extract - Send both but close the Reduced 1 day prior to the Free start date


 2.  If Reduced start date is AFTER the Free date:

  • Direct Cert Import - Import both the Free and Reduced record.  Import Reduced with start and end dates the same dates.
  • SPRG Extract - ONLY send the Free keeping original date and program open, never send the Reduced.  Reduced records with same start and end dates will be skipped and will not be included in the SPRG extract. 


3.  If Dates are the same on both records:

  • Direct Cert Import - Import both the Free and Reduced record.  Import Reduced with start and end dates the same dates
  • SPRG Extract - ONLY send the Free keeping original date and program open, never send the Reduced.  Skip Reduced records with same start and end dates.

 

NOTE:  It is important to note that a Free record will always be the reported record, even if the date on the Reduced record is greater.  

As of the October 20, 2017 update, the following options will display:



If selecting the "I LOADED the Direct Certification file before this update. Fix the FRE table" option:

  • The fix will only affect students with existing Free records in the FRE table but a Reduced record in the Direct Certification file.
  • This fix will look for inconsistencies in your data and will fix them, by closing or deleting (del-tagging) records.