The NSLP Import process will use the NSLP Data file from the location defined in the NSLP Import page, or by the data file provided in the one-time upload. When doing an automated upload, it is important to remember to refresh the file location with a new file before the next scheduled run; otherwise, the same file will be processed over and over again.
When the data file is processed, the system will first use the SSID data in the file to match with a student in the Aeries system. If the NSLP Data file record does not have an SSID, then it will match on Student Permanent ID. If the NSLP Data file record does not have a Student Permanent ID, then it will finally attempt to match on Student Last Name, Student First Name and Birthdate.
- Once a match is found, active Free and Reduced (FRE) records for the student are evaluated. Aeries considers the FRE record “active” if the Eligibility End Date (FRE.EED) is NULL or falls on or after July 1 of the current academic year.
- If an active FRE record has no Eligibility Start Date (FRE.ESD), it is deleted.
- If an active FRE record overlaps the record in the NSLP Data file, the FRE record will be adjusted so that the dates do not conflict. The record in the data file is always considered “better” than the existing FRE data in Aeries.
- If an active FRE record's Eligibility Start Date (FRE.ESD) is in a prior academic year, it will be ignored. It will not be updated or closed out.
- If needed, a new FRE record will be added for the student containing the information from the NSLP Data file record, and the Source field (FRE.SRC) will be set to “Import”.
- If the NSLP Data file record is missing the End Date, then June 30 of the current academic year will be used as the End Date.
- If the NSLP Data file record End Date is greater than June 30 of the current academic year, then June 30 of the current academic year will be used as the End Date.
- The student’s identifying information is also added to the NSLP_ImportedRecords.csv report.
- If no match can be made, then the student’s identifying information is added to the NSLP_UnmatchedRecords.csv report.
Tip: It's important to not have any overlapping dates in the import file, otherwise duplicate FRE records may be created.
Completion Results Email
Once the NSLP import has completed, an email will be sent to the email address(es) defined in the NSLP Import page.
The body of the email will report summary information such as the date and time the NSLP Import completed, and the number of records matched, unmatched, active FRE records not in the data file, and records with errors. The email will also contain completion report attachments for the NSLP Data file.
- NSLP_ImportedRecords.csv – lists all the records from the NSLP Data file that were matched to students in the Aeries system. The OriginalLineNumber is the record number in the NSLP Data file.
- NSLP_UnmatchedRecords.csv – lists all the records from the NSLP Data file that could not be matched to students in the Aeries system. The OriginalLineNumber is the record number in the NSLP Data file.
- NSLP_NotInFile.csv – lists the active (i.e., current school year) records in the Aeries Free and Reduced (FRE) table that were not updated during the NSLP Import because either no matching records or no overlapping records were present in the NSLP Data File. The SSID, Student ID, First Name, Last Name, Birthdate, NSLP Code, Start Date and End Date are from the Aeries system.
In the below example, the Aeries system has an active FRE record for Alice Abdo in the 2015-16 school year with a Start Date of 7/1/2015 and an End Date of 9/30/2015, but the NSLP Data File either does not have a record for her at all, or it does have a record for Alice but with a completely different date range that does not include the date range in Aeries (for example, 10/2/2015 – 6/30/2016).
- NSLP_Errors.csv – lists records from the NSLP Data file that have errors and cannot be processed. Corrections should be made in the system that houses the NSLP data, and a new NSLP Data file should be extracted so that these students can be matched in the Aeries system. The OriginalLineNumber is the record number in the NSLP Data file. The Error column gives a description of the error.
- The NSLP_Errors.csv file also lists existing Aeries FRE records that were deleted by the NSLP Import either because they were overwritten by the NSLP Data file record or because they had no Eligibility Start Date. No corrective action is needed for these entries; they are informational only.
In the below example one record has an invalid NSLP Code, one FRE record was deleted because it was overwritten by the NSLP Data file record, and two FRE records were deleted because they had no Eligibility Start Date.