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: LOCAL ID, LAST NAME, FIRST NAME, MIDDLE INITIAL, Date of Birth, PROGRAM SOURCE, and ELIGIBILITY TYPE. Make sure that these columns exist in your XLS file. Local ID, Eligibility Type, and Program Source are required for importing.
• 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.

PLEASE NOTE: The holding table is just retaining the data from the previous import. Once you import a new file, that then becomes the data in the holding table until the next upload.

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 Local/District ID 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.

What Genesis Lunch Codes get Assigned to Students?

The located students will be mapped to a Genesis Lunch Code automatically, based on values in the Program Source and Eligibility Type columns.  The system takes the following steps to assign the student their appropriate Direct Cert. lunch code:

1.  Students with Program Source=SNAP in the file will be imported with lunch code DC
2.  Students with Program Source=TANF in the file will be imported with lunch code DCT
3. Students with Program Source=FOSTER in the file will be imported with lunch code DCF
4.  Students with Program Source=MEDICAID and Eligibility Type=FREE will import with lunch code DMF
5.  Students with Program Source=MEDICAID and Eligibility Type=REDUCED will import with lunch code DMR

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 you answer YES:

• 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.

If you answer NO:

• Students in the file will be imported with the start date entered. Students who are NOT in the file will not have their lunch tracking records updated at all.