How-To: Entering an Application

When you receive a paper application for one or more patrons, you will need to enter the application on the Patron Application screen. Before you begin, make sure that the patron you created is using an enrollment calendar type that has an Application Expiration Date; otherwise, you will not be able to create an Application.

Below are the steps for Creating an Application. If you are already on the Patron Application screen for that Patron, skip to Step 3.

1. Navigate to Patrons > Patron Application.
   
   
   
   
   
2. Use the search tool to locate the desired patron and click the Edit icon to open that patron.
   
   
   
   Note that if you enter sufficient search criteria to return only a single patron in the search results, you will be transferred to that patron's application screen automatically.
   
   
   
3. Click “Add New”.
   
   
   
   
   
4. Select the appropriate School Year and Language. If your system is using Application Batches, also select a Batch number and enter a Batch Detail if necessary.
   
   
   
   If you are using Application Batches, note that you will need to create the application batches for each school year in order to select them from the Batch Number drop-down menu.
   
   
   
5. Enter an Application Number, or leave this field blank to let the system auto-populate the field with a unique number.
   
   
   
   
   
6. Modify the Application Types of any patrons as needed using the drop-down menus provided.
   
   
   
   Additional information about each Application Type is located here.
   
   
   
7. Add additional patrons to the application as needed by clicking “Add Patrons to Application”.
   
   
   
   Note that each patron will begin with an Application Type of "Application". To change the Application Type for additional patrons on the same application, repeat step 6 for each patron as needed. Patrons added to the application will be automatically added to the Household Members table as well.
   
   
   
8. Click the Edit icon to add a Benefit Type and Benefit Number to one or more patrons, as well as change the start and expiration date for each patron’s eligibility as needed.
   
   
   
   A new window will appear, allowing you to alter the Benefit Number, Benefit Type, and Start and Expiration Date for the selected patron.
   
   
   
   Make the desired changes, and then click Save to keep the changes you made to the selected patron. Click Cancel to close this window without making any changes.
   
   
   
9. Add additional household members as appropriate by clicking "Add Household Member".
   
   
   
   A new window will appear, allowing you to enter the household member's name, reported income, and select whether or not the household member is an adult.
   
   
   
   Enter the Wage and select the Frequency type for each Income Type using the fields and drop-down menus provided; or select "No Income" if the household member has reported no income. Note that the household member will only appear in the "Signed By" drop-down list if the "Adult" option has been selected for that household member.
   
   Click Save to add the Household Member to the application; note that the "Household Member" field will update to match the number of household members automatically.
   
   
   
10. Select the appropriate household member from the “Signed By” drop-down menu, and enter the date of the application.
    
    
    
    Note that the only names that will appear in the "Signed By" drop-down list are the household members with the "Adult" option selected.
    
    
    
11. Enter any additional information in the Application Information section as applicable.
    
    
    
    If no SSN was provided on the application, you may select "No SSN". This has no effect on the patron's eligibility.
    
    
12. Enter or select answers to the Questionnaire questions as applicable.
    
    
    
    
    
13. Click Save.
    
    
    
    

When an existing application is saved, a message informs the user that the patrons’ eligibilities on the application will be altered accordingly, giving the user the opportunity to cancel the save if desired.



When an application is saved where one or more patrons have a temporary eligibility due to a reduction in benefits, the confirmation message will inform the user of this fact, giving the user the opportunity to remove the temporary status if desired.



If the patrons on a new application are already on an existing application, the message will display the names of those patrons and ask the user to confirm the new application. Confirming the new application will expire the eligibilities of any previous applications as of one day prior to the current date and create the new application as of the current date.

When you click Save, a Comments section will appear that will allow you to add comments to the current application; the patron's Application Status is also displayed at the bottom of the page. More information on these sections can be found on the Patron Application help page.