Invitations (FFVP)

Purpose

This guide provides State Agency users with the steps to send FFVP invitations to eligible elementary schools, manage site-level enrollment data, and initiate new or renewal applications for SFAs that have accepted their invitations.

Step-by-Step Instructions

Configuring the Invitation Wizard and Allocation

  1. Navigate to Program Management module > FFVP > Invitations page. 

Note: Invitations can only be sent during the open and close dates defined in Configuration > Sponsor Edit Controls.

  1. Select the applicable Academic Year and Claim Month from the dropdown menus and click Apply.

Note: The Free/Reduced and Total Enrollment are based on prior NSLP claims.  The Claim Month dropdown lists all months from the previous academic year.

  1. In the Send Invite section, review the Available Allocation. Make any necessary adjustments and click Save.


 

 

Managing Eligible Sites and Sending Invitations

  1. Review the Elementary Schools to Invite table, which populates with eligible sites based on the selected Claim Month. 

Note: The F/R Total and Enrolled Total are pulled directly from the claim data of the month selected in the wizard.

  1. To adjust student totals for a specific site, click the Pencil icon

  1. Update the Totals and add a Comment. 
  2. Click Update.

  1. Check the box in the Invite column to include the site.

Note: Check the box in the Invite column header to select all sites on the page.

  1. Check the box in the Exclude column to remove the site from consideration.

Note: There could be multiple pages of results in the table.  Use the arrow icons, the page numbers and/or the Page Size dropdown to ensure everything has been viewed.

Note: Selecting Exclude requires you to select a reason from the dropdown. Choosing other will trigger a text box for manual entry.

  1. Click Send Invitation to transmit the offers to the selected schools.

Note: A green success message will appear, and the Participate column will display "No Response" until the SFA accepts or declines.  Excluded SFAs will display “Excluded” in the Participate column.

Note: The Participate column will update with the SFAs response to the invitation: Accepted or Declined.

 


 

 

Adding Applications

  1. Once invitations are accepted, navigate to the Add Application step and use the Add Application table to add applications for first-year participants.

Note: The Academic Year listed is set on the Send Invite step.  If this is the incorrect Academic Year, return to the Send Invite step to adjust.

  1. Use the Right-Facing Arrow to expand a Sponsor’s row to view individual site details, allocations, and applications.
  2. Use the checkboxes to select the records to be processed:
    1. Select the checkbox in the header to select all Sponsors and sites.
    2. Select the checkbox in a Sponsor row to select all sites for that specific entity.
    3. Select individual site checkboxes for granular control.
  1. Click Add Application. 

Note: There could be multiple pages of results in the table.  Use the arrow icons, the page numbers and/or the Page Size dropdown to ensure everything has been viewed.

Note: Upon successful processing, a green success message will appear, the checkboxes will change to Green Checkmarks, and the application will be added to the system for completion.

 


 

 

Renewing Applications

  1. Once invitations are accepted, navigate to the Add Application step use the Renew Application table to add applications for participants who have participated in the previous year.

Note: The Academic Year listed is year following the year set on the Send Invite step.  If this is the incorrect Academic Year, return to the Send Invite step to adjust.

  1. Select the Claim Month from the dropdown menu and click Apply.
  2. Use the Right-Facing Arrow to expand a Sponsor’s row to view individual site details, allocations, and applications.
  3. Use the checkboxes to select the records to be processed:
    1. Select the checkbox in the header to select all Sponsors and sites.
    2. Select the checkbox in a Sponsor row to select all sites for that specific entity.
    3. Select individual site checkboxes for granular control.
  1. Click Renew Application. 

Note: There could be multiple pages of results in the table.  Use the arrow icons, the page numbers and/or the Page Size dropdown to ensure everything has been viewed.

Note: Upon successful processing, a green success message will appear, the checkboxes will change to Green Checkmarks, and the application will be added to the system for completion.

 


 

 

FAQs

Q: Why is the Send Invitation button inactive? 

A: Ensure you are within the valid date range configured in Sponsor Edit Controls. The system will not allow invitations to be sent if the window is currently closed.

Q: Where does the system pull the Free and Reduced student counts from? 

A: These totals are automatically pulled from the specific Claim Month selected in the Invitation Step Wizard at the beginning of the process.

Q: Is a reason required if I decide to Exclude an eligible site? 

A: Yes. If the Exclude box is checked, you must select a reason from the dropdown to maintain an audit trail of why the site was not invited.

Q: How can I tell if an SFA has accepted their invitation? 

A: You can monitor the Participate column in the invitation table. Additionally, only SFAs that have accepted will appear as eligible records in the Add Application table.

Q: What does the green checkmark indicate in the Add Application table? 

A: The green checkmark confirms that the application has been successfully generated and transmitted to the SFA’s dashboard for them to begin their portion of the process.