Eligibility > Verification > Tracking

The Tracking function is where to find all the applications selected in the verification sample. Their status will be displayed, along with the dates when notices have been sent out.

Incomplete Applications

The INCOMPLETE APPLICATIONS tab contains applications with an Incomplete Status. You can view the application’s verification details and notify the student that their application is incomplete.

View Incomplete Applications

  1. Ensure that the INCOMPLETE APPLICATIONS tab is selected
  2. Select the Academic Year
  3. Select the Sample Number
  4. Click the APPLY button
    Incomplete applications display in the table below.

View Verification Details

  1. Click the View icon for the desired incomplete application
    The Verification Details page displays.
  2. View the STATUS and LAST ACTION of the application
  3. Click the APPLICATION DETAILS button to view and make edits to the Application Details page
  4. Click the NOTIFY button, and the Send Notify Letter slide deck will display. Select the criteria and click the NOTIFY button to send a notification letter for the application
  5. Click the VERIFICATION RESPONSE button, and the Verification Response page will display. Answer the available questions based on the fields that appear and click the VERIFICATION COMPLETE button once all information is entered
  6. Click the Arrow left of each dropdown to expand the information for each:
  • Milestone Dates
  • Pre-Verification Application Information
  • Notifications and Comments
    • Users can add comments in this section
  • Documents
    • Users can upload documents in this section

Click the BACK button to return to the INCOMPLETE APPLICATIONS tab.

Notify Incomplete Applications

Use the Auto Follow-up Notice toggle switch and select the number of days from the dropdown to allow the system to send notifications automatically. This will increase your likelihood of receiving a response.

  1. Click the Checkbox(es) for the incomplete application(s) you wish to notify
    Click the header checkbox to select all applications.
    The checkbox(es) will illuminate purple for the selected application(s).
  2. Click the NOTIFY button
    The Sending Notice(s) slide deck displays.
  3. Answer the notice question Which letter are you sending? (Selection Notice or Follow-up Notice)
  4. Select from the Email/Print Options
         The number in the parenthesis indicates the number of notices that will be emailed or printed.
     Email notifications require a guardian email address in the student account details.
  • Email/Print: Emails are sent and follow the browser standard for printing.
  • Email Only: The notification is sent to the designated email and a success message will appear.
  • Print All or Print Only: Follow the browser standard for printing.

  5. In the Print Options section, select a Sort By method

  6. Click the NOTIFY button and the system will execute notifications based on the selections
      A confirmation response appears atop the page.
      You are returned to the INCOMPLETE APPLICATIONS tab.

View History of Application

  1. Click the History icon for the desired incomplete application
    The History of Application slide deck displays.
  2. View the history of application information such as the Action, Actioned By, and Action Date
    Click the X to return to the INCOMPLETE APPLICATIONS tab.

No Response Applications

After the Follow Up Notification is sent and there is no response, or if Family Hub users submit a No Response reply instead of providing information in the Family Hub, the applications will move to the NO RESPONSE APPLICATIONS tab.

You can select applications in this tab as No Response to complete the verification and deny the benefits due to no response.

View No Response Applications

  1. Select the NO RESPONSE APPLICATIONS tab
  2. Select the Academic Year
  3. Select the Sample Number
  4. Click the APPLY button
    No response applications display in the table below.

View Verification Details

  1. Click the View icon for the desired no response application
    The Verification Details page displays.
  2. View the STATUS and LAST ACTION of the application
  3. Click the APPLICATION DETAILS button to view and make edits to the Application Details page
  4. Click the NOTIFY button, and the Send Notify Letter slide deck appears. Select the criteria and click the NOTIFY button to send a notification letter for the application.
  5. Click the VERIFICATION RESPONSE button, and the Verification Response page appears. Answer the available questions based on the fields that appear and click the VERIFICATION COMPLETE button once all information is entered
  6. Click the NO RESPONSE button if the application is not complete but has had a notification letter sent to mark it as no response
  7. Click the Arrow left of each dropdown to expand the information for each:
  • Milestone Dates
  • Pre-Verification Application Information
  • Post-Verification Application Information
  • Verification Results
  • Notifications and Comment
    • Users can add comments in this section
  • Documents
    • Users can upload documents in this section

Click the BACK button to return to the NO RESPONSE APPLICATIONS tab.

Notify No Response Applications

Use the Auto Follow-up Notice toggle switch and select the number of days from the dropdown to allow the system to send notifications automatically. This will increase your likelihood of receiving a response.

  1. Click the Checkbox(es) for the no response application(s) you wish to notify
    Click the header checkbox to select all applications.
    The checkbox(es) will illuminate purple for the selected application(s).
  2. Click the NOTIFY button
    The Sending Notice(s) slide deck displays.
  3. Answer the notice question Which letter are you sending? (Selection Notice or Follow-up Notice)
  4. Select from the Email/Print Options
         The number in the parenthesis indicates the number of notices that will be emailed or printed.
     Email notifications require a guardian email address in the student account details.
  • Email/Print: Emails are sent and follow the browser standard for printing.
  • Email Only: The notification is sent to the designated email and a success message will appear.
  • Print All or Print Only: Follow the browser standard for printing.

  5. In the Print Options section, select a Sort By method

  6. Click the NOTIFY button and the system will execute notifications based on the selections
      A confirmation response appears atop the page.
      You are returned to the NO RESPONSE APPLICATIONS tab.

Users can select no response application(s) and click the NO RESPONSE button atop the page if an application(s) is incomplete but has received a notification letter. This means that the user states they have waited a fair amount of time since the first letter and will shift it to Verification Complete because the household did not respond. This will terminate application benefits and move any students to Paid after a time, based on the Adverse Action – Number of Days system setting value.

View History of Application

  1. Click the History icon for the desired no response application
    The History of Application slide deck displays.
  2. View the history of application information such as the Action, Actioned By, and Action Date
         Click the X to return to the NO RESPONSE APPLICATIONS tab.

Completed Applications

The COMPLETED APPLICATIONS tab contains applications with a Completed Status. You can view the application’s verification details and notify the household that verification for their application is complete.

View Completed Applications

  1. Select the COMPLETED APPLICATIONS tab
  2. Select the Academic Year
  3. Select the Sample Number
  4. Click the APPLY button
    Completed applications display in the table below.

View Verification Details

  1. Click the View icon for the desired completed application
    The Verification Details page displays.
  2. View the STATUS and OUTCOME of the application
  3. Click the APPLICATION DETAILS button to view and make edits to the Application Details page
  4. Click the NOTIFY button, and the Send Notify Letter slide deck appears. Select the criteria and click the NOTIFY button to send a notification letter(s) for the application
  5. Click the ROLLBACK TO INCOMPLETE button, and a Confirmation pop-up window appears. This will return the application to incomplete status and may impact eligibility. Enter a comment into the field and click the CONFIRM button
  6. Click the Arrow left of each dropdown to expand the information for each:
  • Milestone Dates
  • Pre-Verification Application Information 
  • Post-Verification Application Information 
  • Verification Results
  • Notifications and Comments
    • Users can add comments in this section
  • Documents
    • Users can upload documents in this section

Click the BACK button to return to the COMPLETED APPLICATIONS tab.

Notify Completed Applications

  1. Click the Checkbox(es) for the completed application(s) you wish to notify
    Click the header checkbox to select all applications.
    The checkbox(es) will illuminate purple for the selected application(s).
  2. Click the NOTIFY button
    The Sending Notice(s) slide deck displays.
  3. Answer the notice question Which letter are you sending? (Selection Notice, Follow-up Notice, or Change / Completion Notice)
  4. Select from the Email/Print Options
         The number in the parenthesis indicates the number of notices that will be emailed or printed.
     Email notifications require a guardian email address in the student account details.
  • Email/Print: Emails are sent and follow the browser standard for printing.
  • Email Only: The notification is sent to the designated email and a success message will appear.
  • Print All or Print Only: Follow the browser standard for printing.

  5. In the Print Options section, select a Sort By method

  6. Click the NOTIFY button and the system will execute notifications based on the selections
      A confirmation response appears atop the page.
      You are returned to the COMPLETED APPLICATIONS tab.

View History of Application

  1. Click the History icon for the desired completed application
    The History of Application slide deck displays.
  2. View the history of application information such as the Action, Actioned By, and Action Date
         Click the X to return to the COMPLETED APPLICATIONS tab.

Deselected Applications

If an application is removed from Verification, it will appear in the DESELECTED APPLICATIONS tab. You can restore a deselected application within this tab.

View Deselected Applications

  1. Select the DESELECTED APPLICATIONS tab 
  2. Select the Academic Year
  3. Select the Sample Number
  4. Click the APPLY button
    Deselected applications display in the table below.

Restore a Deselected Application

  1. Click the View icon for the desired deselected application
  2. Click Restore Application
  3. Leave a Comment to confirm
  4. Click Okay
    The application will appear in the Incomplete Applications tab.

View History of Application

  1. Click the History icon for the desired completed application
    The History of Application slide deck displays.
  2. View the history of application information such as the Action, Actioned By, and Action Date
         Click the X to return to the DESELECTED APPLICATIONS tab.