Contract Documents 

Purpose

This guide provides instructions for State Agency users to upload, manage, and assign document templates and required forms that Sponsors must access, complete, or resubmit during the application process.

Step-by-Step Instructions

Navigating and Filtering Contract Documents

  1. Navigate to the Program Management module > Configuration > Contract Documents page.
  2. Select the applicable Academic Year from the dropdown menu to view all documents associated with that year. 

Note: Documents appear in the designated Sponsor application based on the Academic Year to which they are assigned.


 

 

Adding a New Contract Document

  1. Click Add New Record.
  2. Verify the Academic Year, enter a Title for the document and an optional Document ID.
  3. In the Program Association section, select the checkboxes for all applicable programs (e.g., CACFP, SFSP, SNP, FFVP).

Note: Choosing CACFP or SNP, will trigger a Document Life dropdown that is required. Select the number of years.

  1. In the Application Type section, select the checkboxes for all applicable types of applications (e.g., New, Renewal and/or Pre-Application).

Note: The selected program(s) and application type(s) will determine which applications the document will be added to.

  1. Select the Return Method (how the Sponsor should submit the document).

Note: Multiple Program Associations, Application Types and Return Methods can be selected for a single document.

  1. If the document is a permanent agreement, select the Permanent Agreement checkbox in the Document Type section.
  2. Click Browse to select the file(s) from your computer.

Note: Refer to the list of supported file types displayed next to the browse button to ensure compatibility.

  1. Click Insert to save the record and make the document available to Sponsors.

 


 

 

Managing Existing Documents

  1. Locate the document in the grid for the selected Academic Year.
  2. Click the Document Icon to download the file.
  3. Click the Pencil Icon to edit document properties (such as title or associated programs) or to replace the uploaded file.
  4. Click the Trashcan Icon to remove the document from the system. 

Note: A document cannot be deleted once it is actively in use within a Sponsor application.

 


 

 

FAQs

Q: Why can't I delete a specific contract document? 

A: The system prevents the deletion of any document that has already been accessed or used within a Sponsor's application to maintain data integrity.

Q: Is the Document ID field required when adding a new record? 

A: No, the Document ID is an optional field used for internal tracking or specific state-level identification.

Q: Can a single document be assigned to multiple programs, like SNP and FFVP? 

A: Yes. During the setup process, you can select as many checkboxes in the program section as needed to ensure the document appears for all relevant Sponsor types.

Q: How do I update a template that is already uploaded? 

A: Click the Pencil icon for the existing document, click Browse to select the new version of the file, and save your changes.

Q: Will a document automatically show up for all years? 

A: No. Documents are assigned to a specific Academic Year. If a form is required every year, it must be added to each respective year's configuration.