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May 2017 Direct Certification Extract Delay

 To: Local Educational Agency Representatives

From: California Department of Education – CALPADS Team

Date: May 4, 2017

Subject:May 2017 Direct Certification Extract Delay

DIRECT CERTIFICATION EXTRACT DELAY

During the recent modification of the direct certification match process to include students who are eligible for reduced-price meals through the Medi-Cal Program, we encountered some additional technical issues with the results file. In an effort to ensure that these issues were resolved, the CALPADS Team and the Nutrition Services Division have once again decided to delay the monthly match process by one week. The match was originally scheduled to occur on Tuesday, May 2, 2017 with results made available to local educational agencies (LEAs) no later than May 5, 2017. However, the monthly match process for May is now scheduled to run on Tuesday, May 9, 2017, with results made available to LEAs no later than May 12, 2017. We are sorry for any inconvenience this may cause.

REDUCED-PRICE VALUES AVAILABLE IN MAY

As a reminder, the May 2017 Direct Certification Extract will contain the following values:

Code             

Definition

S

SNAP – The student is directly certified for free meals because the student is receiving Supplemental Nutrition Assistance Program (SNAP) benefits (also known as CalFresh).

T

TANF – The student is directly certified for free meals through TANF, the Temporary Assistance for Needy Families program (CalWORKS).

M

Free MediCal – The student is directly certified for free meals because the student has met the income eligibility criteria through the MediCal program.

R

Reduced MediCal – The student is directly certified for reduced-price meals because the student has met the income eligibility criteria through the MediCal program.

N

Not Certified – The student is not directly certified for free or reduced meals.

Only 14 LEAs who are participating in the Federal Medicaid Direct Certification Demonstration Project will see all students in their LEAs who have been directly certified through the Medi-Cal Program for free or reduced-price meals (M and R values); however, some other LEAs may see these values as well if the student was directly certified at one of the 14 pilot LEAs and subsequently transferred to a non-pilot LEA. Beginning July 2017, the M and R values will be visible for all LEAs.

IMPORTANT BUSINESS RULES TO REMEMBER

As LEAs are importing the direct certification results into their point-of-sale systems, it is important that the point-of-sale systems do not override a free status based on application or any other direct certification with the new reduced-price direct certification value (R). Please ensure that point-of-sale systems enforce the following business rules regarding the new reduced-price (R) value:

Existing Point-of-Sale Value

Incoming Direct Certification Extract Value

Point-of-Sale should be updated to:

Certification Status Date should be updated to:

S (SNAP), T (TANF), or M (Free MediCal)

R (Reduced MediCal)

No update necessary

No update necessary

Free by application

R (Reduced MediCal)

No update necessary

No update necessary

Other source categorically directly certified for free meals (migrant, foster, homeless, runaway)

R (Reduced MediCal)

No update necessary

No update necessary

Locally directly certified through county welfare agency or liaison for free meals through any other program

R (Reduced MediCal)

No update necessary

No update necessary

Locally directly certified through county welfare agency or liaison for free meals through any other program

M (Free MediCal)

No update necessary

No update necessary

R (Reduced MediCal)

R (Reduced MediCal

No update necessary

No update necessary

R (Reduced MediCal)

S (SNAP), T (TANF), or M (Free MediCal)

Add new record with S, T, or M

Update new record with the date the student was certified for free meals


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CARS NewsFlash #49

CARS NewsFlash #49

News Flash 49 was sent to LEA representatives to announce the 2015 ConApp Winter Release; and provide information regarding any changes in reporting.


To:            Consolidated Application Subscription List, CARS LEA User Administrators

From:       Consolidated Application and Reporting System (CARS) Project Team

Date:        December 15, 2015

Subject:    Consolidated Application and Reporting System Update FLASH #49


2015 Winter Release

The Consolidated Application and Reporting System (CARS) is on schedule for a Friday, January 15, 2016 release of the data collections listed in the attached document. All data collections will be due on Monday, February 29, 2016.


Summary of Changes

2013–14 Title II, Part A Fiscal Year Expenditure Report, Closeout 27 Months

  • Added Total Apportionment field, which will be used in calculating unspent funds.

2014–15 Title I, Part A Carryover

  • If “Carryover 15 month percent” is greater than 15 percent, even if the Local Education Agency is not eligible for a waiver, the fields for “Allowable Carryover Amount (15%)” and “Amount of Carryover Funds above the Allowable 15%” will display.

2014–15 Title III, Part A Immigrant YTD Expenditure Report, 18 Months

  • Added display of supplemental entitlement, which be included in calculating unspent funds.

2015–16 Title I, Part Notification of Authorization of School-wide Program

  • Allowable local board approval date must be on or before February 29, 2016.

2015–16 Title I, Part A LEA Allocation

  • The carryover amount must equal the prior fiscal year 12 month carryover amount or, whichever is less, either the prior year 15 month carryover amount or the allowable carryover amount (15 percent of the prior fiscal year entitlement plus transfers-in amount).
  • The carryover amount will be pre-populated with the lesser of either the prior year 15 month carryover amount or the allowable carryover amount (15 percent of the prior fiscal year entitlement plus transfers-in amount).

2015–16 Title I, Part A Reservations, Required

  • Added prior year “Unallocated Choice/SES” field to the Program Improvement reservations.
    • The amount entered will be included in the district reservation and subtracted from the adjusted allocation amount.
    • The amount entered cannot be greater than the prior year reported carryover.

2015–16 Title I, Part A School Allocations

  • Changed the definition of the Eligible column from “School low income percentage is equal to or greater than the District-wide low income percentage” to “School is eligible for Title I, Part A funds if its low income percentage is equal to or greater than district-wide low income percentage, or greater than 75%”.
  • Changed the definition of Funding Required from “equal to or greater than 75%” to “greater than 75%”.
  • Changed exception code “h - Locally Funded Charter (LFC) Opt In” functionality. For locally funded charters only, exception code “h” can be used in lieu of exception code "a". A LFC must meet all ranking and funding requirements.

2015–16 Title II, Part A LEA Allocations and Reservations

  • Removed the prior year carryover field.

2015–16 Title III, Part A Immigrant LEA Allocations

  • Removed the prior year carryover field.

2015–16 Title III, Part A LEP LEA Allocations

  • Removed the prior year carryover field.

2015–16 Consolidation of Administrative Funds

  • Removed Title II, Part A (Administrator Training), SACS Code 4036.


Additional Information

Additional information about the CARS is available on the CDE CARS Web page.

If you have any further questions regarding CARS, please contact the Consolidated Application Support Desk by e-mail at .

If this e-mail was forwarded to you and you wish to subscribe to the Consolidated Application email list, please send a blank email to .



Questions:   ConApp Support Desk | | 916-319-0297 


Last Reviewed: Tuesday, December 15, 2015

CARS NewsFlash #49

News Flash 49 was sent to LEA representatives to announce the 2015 ConApp Winter Release; and provide information regarding any changes in reporting.

To: Consolidated Application Subscription List, CARS LEA User Administrators From: Consolidated Application and Reporting System (CARS) Project Team Date: December 15, 2015 Subject: Consolidated Application and Reporting System Update FLASH #49 2015 Winter Release

The Consolidated Application and Reporting System (CARS) is on schedule for a Friday, January 15, 2016 release of the data collections listed in the attached document. All data collections will be due on Monday, February 29, 2016.

Summary of Changes

2013–14 Title II, Part A Fiscal Year Expenditure Report, Closeout 27 Months

  • Added Total Apportionment field, which will be used in calculating unspent funds.

2014–15 Title I, Part A Carryover

  • If "Carryover 15 month percent" is greater than 15 percent, even if the Local Education Agency is not eligible for a waiver, the fields for "Allowable Carryover Amount (15%)" and "Amount of Carryover Funds above the Allowable 15%" will display.

2014–15 Title III, Part A Immigrant YTD Expenditure Report, 18 Months

  • Added display of supplemental entitlement, which be included in calculating unspent funds.

2015–16 Title I, Part Notification of Authorization of School-wide Program

  • Allowable local board approval date must be on or before February 29, 2016.

2015–16 Title I, Part A LEA Allocation

  • The carryover amount must equal the prior fiscal year 12 month carryover amount or, whichever is less, either the prior year 15 month carryover amount or the allowable carryover amount (15 percent of the prior fiscal year entitlement plus transfers-in amount).
  • The carryover amount will be pre-populated with the lesser of either the prior year 15 month carryover amount or the allowable carryover amount (15 percent of the prior fiscal year entitlement plus transfers-in amount).

2015–16 Title I, Part A Reservations, Required

  • Added prior year "Unallocated Choice/SES" field to the Program Improvement reservations.
    • The amount entered will be included in the district reservation and subtracted from the adjusted allocation amount.
    • The amount entered cannot be greater than the prior year reported carryover.

2015–16 Title I, Part A School Allocations

  • Changed the definition of the Eligible column from "School low income percentage is equal to or greater than the District-wide low income percentage" to "School is eligible for Title I, Part A funds if its low income percentage is equal to or greater than district-wide low income percentage, or greater than 75%".
  • Changed the definition of Funding Required from "equal to or greater than 75%" to "greater than 75%".
  • Changed exception code "h - Locally Funded Charter (LFC) Opt In" functionality. For locally funded charters only, exception code "h" can be used in lieu of exception code "a". A LFC must meet all ranking and funding requirements.

2015–16 Title II, Part A LEA Allocations and Reservations

  • Removed the prior year carryover field.

2015–16 Title III, Part A Immigrant LEA Allocations

  • Removed the prior year carryover field.

2015–16 Title III, Part A LEP LEA Allocations

  • Removed the prior year carryover field.

2015–16 Consolidation of Administrative Funds

  • Removed Title II, Part A (Administrator Training), SACS Code 4036.

Additional Information

Additional information about the CARS is available on the CDE CARS Web page.

If you have any further questions regarding CARS, please contact the Consolidated Application Support Desk by e-mail at .

If this e-mail was forwarded to you and you wish to subscribe to the Consolidated Application email list, please send a blank email to .

Questions: ConApp Support Desk | | 916-319-0297 Last Reviewed: Tuesday, December 15, 2015

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