Eligibility > Direct Certification > Files

The Files function allows district users to manage their Direct Certification list.

The Files function allows the district to

  • Search for Direct Certification Files by
    • Approval
    • Student
  • View the Direct Certification Summary
    • Unmatch students
    • Delete files
    • Add or Remove documents
  • Add a new file by
    • Importing files in bulk
    • Manually entering the files and then process

Search Files

The Files page displays all Direct Approval Files uploaded to your system.

If a file status is not Processed, contact Customer Support. If information on the file is incomplete or if there was an issue in the system when the file was uploaded, it can cause a different status to display. Make sure the status for all files is Processed.

Districts can search for Direct Certification Files received by

  • Approval
  • Student

Search by Approval

  1. Select the Academic Year from the dropdown
  2. Select the Approval radio button
  3. Select the ApprovalType from the dropdown
    Additionally, you can enter a File Number to locate a specific direct approval file.
  4. Click the APPLY button
    Files display below.

Search by Student

  1. Select the Academic Year from the dropdown
  2. Select the Student radio button
  3. Enter the student’s First Name, Last Name, Date of Birth, or Student ID#
         At least one field must be used to look up a direct approval file by student.
  4. Click the APPLY button
         Files display below.

Direct Certification Summary

  1. Identify the file you wish to view the Summary of
  2. Click the Summary (Paper) icon for the desired file
    The Direct Certification Summary page displays.
  3. View the Direct Certification Summary page

Unmatch Students

  1. Click the UNMATCH button for the student in the Students table
    The Confirmation pop-up window displays.
  2. Enter required Comments
  3. Click the checkbox to block this student from being directly certified for the rest of the academic year if needed
  4. Click the OK button
    A confirmation response displays, and the student is unmatched.
    Repeat this process to unmatch additional students from the file as needed.

Delete Files

Deleting a file resets all students in the selected file to their previous eligibility statuses.

  1. Click the DELETE button to the right on the Direct Certification Summary page
         The Confirmation pop-up window displays.
  2. Enter required Comments
  3. Click the checkbox to block this student from being directly certified for the rest of the academic year if needed
  4. Click the DELETE button
    A File deleted Successfully! message displays, and the file is deleted.
    The status changes to DELETED.
    Repeat this process to delete additional files as needed.
    Click the BACK button to return to the Files page.

Documents

Documents can serve as an audit trail to supplement the reasoning behind matched or unmatched students.

  1. Scroll down to the Documents section on the Direct Certification Summary page
         Or you can click Documents on the right side of the page.
  2. Click the ADD/REMOVE button
    The Add Document slide deck displays.
    Previously added documents and comments display in the Documents & Comments table.

Add Documents

  1. Use the Drag & Drop File Here option or click the SELECT FILE button to upload documents
    Uploaded files are displayed below and can be removed.
    The checkmark icon indicates that the document was correctly uploaded.
  2. Enter a required Comment
  3. Click the SAVE button
    The file will appear in the Documents section on the Direct Certification Summary page.

Remove Documents

  1. Identify the file you wish to remove in the Documents & Comments table
  2. Click the Delete (Trash Can) icon for the desired file
    The Warning pop-up window displays.
  3. Click YES
  4. Enter a required Comment
  5. Click the SAVE button

Add Files

Direct certification entries can be imported or manually entered and then processed.

Add Students by File Import

Files must be mapped before using this function. Refer to Imports & Exports in the System module for more information.

  1. Click the +NEW button in the top right corner of the Files page
    The New File page displays.
  2. Select the File Import radio button
  3. Select the Program from the dropdown
  4. Select the approval Type from the dropdown
  5. Enter the Approval Date
    The approval date can be backdated.
  6. Select the Current Configuration Name from the dropdown that matches the layout of your file
    If this is a new file format, it can be added to the Imports Dashboard page.
  7. Import files using the Drag & Drop File Here option or click the SELECT FILE button
  8. Click the SUBMIT button once the file has been successfully uploaded
    A confirmation response displays, and the direct certification file is added.
    Repeat this process to add additional direct certification files as needed.

Add Students by Manual Entry

  1. Click the +NEW button in the top right corner of the Files page
    The New File page displays.
  2. Select the Manual Entry radio button
  3. Select the Program from the dropdown
  4. Select the approval Type from the dropdown
  5. Enter the Approval Date
    The approval date can be backdated.
  6. Enter the student’s Name or ID to generate the results
  7. Click the checkbox for the student you want to add
  8. Click the +ADD button
    The selected student displays in the Selected Students table.
    Use the Delete student (Trash Can) icon to remove a selected student.
    The student is now on the list to be submitted.
    Repeat steps 6 through 8 to add additional students as needed.
  9. Enter optional Comments
  10. Click the SUBMIT button to save the entry for processing
    A confirmation response displays, and the direct certification file is added.
    You are returned to the Files page.
    Repeat this process to manually add additional direct certification files as needed.