MEMORANDUM
2004 Memorandums
IM-10     02/18/04
SUBJECT:
ELIGIBLE/INELIGIBLE STUDENT DETERMINATION FOR FOOD STAMPS
DISCUSSION:
Effective immediately, changes are made in FAMIS to allow the entry of student eligibility information for food stamp applicants or participants for prior months and future months.  The changes are:
  • the Education/Student Information (FMAJ) screen is changed to allow the entry of a date up to two months in the future or past in the "Effective Date" field and
  • a new code, code "D"--does not apply, is added for use in the Eligible Student field on the Education/Student Information (FMAJ) screen.
Clarification of Procedure

If an EU member is not enrolled in school, and therefore not a student, enter NE in the Status field on the Education/Student Information (FMAJ) screen.  Do not enter anything in the Eligible Student field.  This field is used only when the Status field entry is full time, half time, or part time.  This is not a change in procedure, but is a clarification.

Many EU members were coded as not enrolled, but had an "N" in the Eligible Student field.  Prior to making this programming change, individuals did not fail with an incorrect code entered in the Eligible Student field.  With the programming change mentioned above, the EU member will now fail due to this incorrect information being entered

Code "D", does not apply, is created for the Eligible Student field to correct those situations where incorrect data has been entered.  Use code "D" only when the information entered and committed in the Eligible Student and Effective Date fields is incorrect and no other code is appropriate.  For example, the worker enters "N" in the Eligible Student field, the current date in the Effective Date field and commits the data for an EU member who is not currently enrolled and will not be enrolled during the certification period.  Spacing out the existing information in the Eligible Student field will not remove the data.  To correct the data,

  • type "U" on the command line, and tab to the Eligible Student field;
  • since neither "Y" nor "N" is appropriate in this situation, type or prompt for code "D", tab to the Effective Date field;
  • type the correct effective date, and
  • press enter.
Future/Past Date Effective Date

System changes have been made to allow the entry of past and future dates for student eligibility on the Education/Student Information (FMAJ) screen.  There is no system limitation on the number of months to go back to enter a past date.  A future date may only be two months forward.  Enter the first day of the month in which an eligibility determination is being completed.

Make a student eligibility determination for up to two months in the future when it is known at the time of determining eligibility that an EU member will or will not be attending an institution of higher education and will or will not be an eligible student.  When an application is left in the controlled flow and picked up in a month following the month of application, a prior date can be entered in the Effective Date field.  Ensure that the student eligibility information entered is correct for each month an eligibility determination is being made.  Entry of an Eligible Student code and a past or future date in the Effective Date field on the Education/Student Information (FMAJ) screen will create an eligibility determination based on when the EU member becomes an eligible or ineligible student as appropriate to the situation.

When an EU member is not currently enrolled in an institution of higher education but will be enrolled within two months from the date of application, complete the Education/Student Information (FMAJ) screen as follows to obtain the correct eligibility determination:

  • type "a" on the command line and tab to the Status field,
  • type or prompt for "NE" in the Status field and tab to the Eligible Student field,
  • type or prompt for the correct eligible student code and tab to the Effective Date field,
  • type the effective date for the code entered in the Eligible Student field and press enter.
EXAMPLE: Mr. L is applying for food stamp benefits in the month of December.  Mr. L is not currently enrolled but is enrolled in an institution of higher education beginning January 5.  Mr. L does not meet any of the criteria to be an eligible student.  By entering 'NE" in the Status field, "N" in the Eligible Student field and 01012004 in the Effective Date field, Mr. L is determined eligible for the month of December and rejected for the months of January and February.

It is necessary to both add and update student eligibility information when an applicant who is an eligible student at the time of application will become an ineligible student within two months from the date of application.  Information on the Education/Student Information (FMAJ) screen can be both added and updated before continuing in the controlled flow.  To both add and update student eligibility information, complete the following steps:

  • type "a" on the command line and enter current information in all fields,
  • press enter to commit the data and tab to the command line (do not flow forward),
  • type "u' on the command line and type over the information that is changing in all applicable fields, and
  • press enter to commit the data.
EXAMPLE: Ms. J. is applying for food stamp benefits in November and is enrolled in an institution of higher education as a full-time student.  Ms. J. is an eligible student at the time of application because she is working 20 hours per week.  Ms. J. will not be working beginning in January and will no longer be an eligible student.  On the Education/Student Information (FMAJ) screen, the worker enters Ms. J’s current student status as full time or half time in the Status field, a "Y" in the Eligible Student field, the current date in the Effective Date field and presses enter.  Before continuing in the controlled flow, the worker tabs to the command line and types "U".  The worker updates the Eligible Student field to "N", types the date of change in the Effective Date field, and presses enter to commit the data.  If Ms. J. is eligible on all other factors, she will be approved for the months of November and December and rejected for the month of January.  NOTE: When there are other EU members, they will be approved without the ineligible student if they meet all other eligibility factors.

Updating Information

At the next certification or next contact, review the data on the Education/Student Information (FMAJ) screen to determine if the information is correct. If a "Y", "D", or "E" is displayed in the Eligible Student field, and that data is not applicable to the current situation, it is necessary to correct that data and update the Eligible Student and Effective Date fields with the current student information to get the correct eligibility determination.  When changing the Effective Date field, enter the first day of the month in which an eligibility determination is being completed.  If the current date is used in the Effective Date field, the system uses the information available on the first day of the month and makes the eligibility determination based on that data.

EXAMPLE: Ms. K is applying for food stamp benefits on December 8, 2003.  She last applied for food stamps in January 2003 at which time she was an ineligible student and a "N" appears in the Eligible Student field.  Ms. K is currently an eligible student.  Ms. K’s Eligible Student code is updated to "y" and Effective Date is updated to December 1, 2003.  The system determines Ms. K eligible for benefits beginning in the month of December.

If the worker had used December 8, 2003, in the Effective Date field for Ms. K, the system would have determined her ineligible in the month of December and eligible in the month of January.

To view the history of an individual EU member’s student eligibility/ineligibility, press F6=ELSTUDTL (eligible student detail)

Active Individual Becomes Student

In addition to updating the information on the Education/Student Information (FMAJ) screen when an active EU member becomes a student, also add the details.  Go to the Education Detail (FMAI) screen and add education details.

The Education/Student Information user guide will contain these changes.

NECESSARY ACTION:
  • Review this memorandum with all appropriate staff.
JKW