Importing Direct Certification Data

Importing Direct Certification Data (New Jersey)

New Jersey state should provide your district with a Microsoft XLS file containing the students in your district that get Direct Certification Free Lunch. This file can be loaded into Genesis to aid in the creation of tracking records.

STEP 1: Load the file into Genesis

Navigate to the Student Data.Lunch.Import Direct Certification File.Import DC File screen. Click the Browse button; and locate the file on your workstation. Click the Upload File button to send a copy to the Genesis server.

• Genesis stores this file in a holding table called NJ_DIRECT_CERT_STUDENTS (DCImportStudent). One file can be stored at a time.
• Loading a new file will first erase the data in the holding table from the previous load.
• The following columns are used to import the data: LAST NAME, FIRST NAME, MIDDLE INITIAL, SSN, DOB (MM-DD-YYYY). Make sure that these columns exist in your XLS file. If they do not, you will see no data for those fields on the Map to Genesis Students screen.
• Any other columns in the XLS file will be ignored.
• The order in which the columns appear in the XLS file is not important.

Once your file is uploaded into Genesis, this screen will indicate how many rows it found in the file.

STEP 2: Map the data in the XLS file to Genesis Students

Navigate to the Student Data.Lunch.Import Direct Certification File.Map to Genesis Students screen.

This screen will show you the data in the NJ_DIRECT_CER_STUDENTS table. You must map each row to a student in Genesis. The import process will try to automatically map as many students as possible using these methods:

1. If the Social Security Number matches exactly to a student in Genesis
2. If the First Name, Last Name and Date Of Birth match exactly to a student in Genesis.

For the remainder of the students, you will need to locate the students in Genesis and key in their student id into the appropriate column. Click the save button to save your changes. The easiest way to perform this task is to open a second browser window to use for searching for students.

If you cannot locate a student, it is okay to leave the student id field blank. The process that creates the DC Lunch Tracking Records will ignore them.

STEP 3: Update Lunch Tracking Records

Navigate to the Student Data.Lunch.Import Direct Certification File.Update Lunch Tracking Records screen.

Fill in the Start Date you would like to set the imported records with, then click Create DC Lunch Tracking Records 

The following processes will occur:

• A pop-up will prompt you to indicate how to handle the students who are currently marked 'DC' but who are NOT in the current file being imported: Answer YES to automatically have Genesis cap those records with an end date equal to the day before the Start Date entered in the step above. Answer NO to prevent this from happening. Students who have a 30-day carry over lunch record of 'DC' will not be affected by this logic. 
• If a student has an existing Lunch Tracking record that started BEFORE the Start Date in the above step, that record will be capped with an end date, and the new 'DC' record will be added with the Start Date entered. This process also applies to 30-day carry over lunch records, and students who already have previously created 'DC' records.
• If a student has an existing Lunch Tracking record that starts AFTER the Start Date in the above step, that record will be deleted, and the new 'DC' record will be added with the Start Date entered.
• If the student is NOT in the file, and they have a carry over record for 'DC' then nothing will happen for that student.
• Inactive students to NOT get anything imported.