FSSA P-EBT Portal CORRECTIONS Process Guidance V.03.16 - In

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FSSA P-EBT Portal CORRECTIONS Process Guidancev.03.16.2021P-EBT Program and Eligibility Information can be found on the FSSA P-EBT website.This guidance document is specific for the process of making corrections to studentdata from PRIOR eligibility collection windows. Corrections can be submitted to: Update student’s date of birth Update a student(s) total number of eligible days Submit a student(s) missed in the previous collectionP-EBT Portal Access Navigate to the IDOE LINK portalhttps://link.doe.in.gov/ You MUST use either the “Sign in withGoogle” OR the “Sign in with Microsoft”option. Do not enter your email andpassword in the open fields, do notrequest a new password. If you needassistance logging in to the LINK portal,first contact your local SecurityCoordinator. Authorized school staff must have the staff type (role) of Security Coordinatorsand/or Data Administrators to access the P-EBT portal tile within the LINK Portal.Staff types (roles) for the LINK portal have been set by the local SecurityCoordinator for 2020-2021 staff access to various IDOE systems including DataExchange and INtelligrants. To locate your Security Coordinator, please consult withyour local administration. If you require further assistance with the IDOE LINK Portal,please contact link@doe.in.gov. Once logged in to the LINK Portal, select the FSSA P-EBT Portal tile. You will bedirected to the portal webpage.If your educational organization is not configured to access the LINK Portal, you willreceive an invitation to access the P-EBT Portal. Follow the invitation directions tocomplete your account.1Last Updated 03/16/2021

Corrections Submissions in the P-EBT Portal The home screen of the P-EBT Portal will display the name of the Local EducationAgency (LEA) and tiles for the Eligibility Windows. The 2021 January, February, andMarch windows, along with a second round of corrections for 2020 OctoberDecember Corrections will indicate that they are “Open Now.” Click the corresponding button to get started. On the next screen click “Start First School Submission” to begin.NOTE: You only need to make a corrections submission for schools that needcorrections. A submission is a collection of eligible students from one eligibleschool. Users may provide as many submissions as needed during the opencollection window. For example, a school corporation that needs to make correctionsto five schools would create five submissions during the open Collection Window. Aneligible charter school would create at least one submission during the opencollection window if they have corrections to make.Note: Please only submit corrections that meet the following: A school was marked eligible but in fact was not An eligible school had student records submitted previously that need eligibledays added, student had incorrect date of birth, OR student records that weremissed2Last Updated 03/16/2021

On the “Start School Correction” page, use the dropdown menu to select the schoolfor which you are submitting student records. Please note that schools have alreadybeen created within the portal. You should only need to select your school from thedropdown menu, or if your school is not present select “Don’t see your school?Submit a ticket” to have it added to the portal. Verify the school’s Tier 1 of program eligibility AND select the appropriate Tier 2eligibility boxes. If a school is not eligible, select “My school does not meet eligibilityrequirements.” Click submit to proceed.o If the selected school meets eligibility requirements, you will be directed toa page to start your submission.o If the selected school does not meet eligibility requirements, you will bedirected back to your LEA’s collection window page The school submission page will display the school name, LEA, submission number,and the user’s email. A progress bar is displayed across the top of the screen.3Last Updated 03/16/2021

Step 1: Download and Complete the Submission Template Click the “Download Template” button to get started. Complete the template with student corrections following the data field specificationsin the chart below. All required fields must be complete and correct specifications. Only complete the template for the students who need corrections. IMPORTANT NOTE REGARDING ELIGIBLE DAYS: If you ARE correcting a student’s total number of eligible days report theDIFFERENCE, or delta. For example, if a student was reported with 30 eligibledays and is being corrected to 58 total eligible days, you would enter 28 in theeligible days column. If you are NOT correcting a student’s total number of eligible days, report 0 (zero)in the eligible days column.FieldOrder1/AFieldname DescriptionData Field Specification RequirementsSTNREQUIREDOfficial Student Test Number (STN) assigned tostudent; and must match the STN App CenterSTN must be exactly 9 alphanumericcharactersSTN can only occur once for a given eligibility4Last Updated 03/16/2021

Ensure column is formatted as “text” tomaintain leading zeros2/BStudent First Name3/C4/DStudent Middle Name /InitialStudent Last Name5/EStreet AddressREQUIREDStudent’s legal first nameOPTIONALStudent’s legal middle name/initialREQUIREDStudent’s legal last nameMust match student’s last name from STN AppCenterREQUIREDStudent's mailing addressLess than 30 characters in lengthCan't contain a comma.6/FStreet Address 2Please split out Apt, Lot, Unit, Trlr into StreetAddress 2 columnOPTIONALAdditional address information (such asApartment number, Unit, Lot, Trlr)Less than 30 characters in lengthCan't contain a comma.7/GCity8/HState9/IZIP Code10 / JDOB (Date of Birth)11 / KSchool NumberDo not include other address components inthis field such as a PO box or second address.REQUIREDStudent’s mailing address cityREQUIREDAllowable formats: Indiana or INMust be an Indiana addressREQUIREDStudent’s mailing address zip codeREQUIREDAllowable format:MM/DD/YYYY (02/04/2015)REQUIRED5Last Updated 03/16/2021

12 / LEligible DaysState Assigned School IDMust be 4 alphanumeric characters*Note: School name is NOT required.REQUIRED Must be between 1 – 58 for OctoberDecember 2020 Must be between 1 and 20 forJanuary 2021 Must be between 1 and 20 forFebruary 2021 Must be between 1 and 23 for March2021*If correcting eligible days, report only thedelta, or difference, of eligible days.*If NOT correcting eligible days, report 0(zero) eligible days.BEFORE UPLOADING THE TEMPLATE: Verify all required fields contain data. Do not edit the header row or add additional data beyond the requirements. Save the template in comma delimited format (csv). The csv format is stronglyrecommended, however, excel files will be accepted. Do not save multiple filesas a zip file.Step 2: Template Upload, Errors, and Failed Records Click “Choose File” and select the saved file. Then click “Upload File.” The file will process the submissions and display the results on the next page.Errors6Last Updated 03/16/2021

If your file contains errors, you will be notified via email and in-app notification afterprocessing has completed. An error is an issue with the format of the fieldspecification.An Error Summary will display the specific errors.To correct errors, click the “Download File with Errors” button and the file willdownload. This file will only include the records that contain errors.Open the file and review the column titled “Error Messages” to resolve errors withthe records. Make the necessary corrections directly in this file and save the file.Example Error File Back on the Errors page, click “Upload File” and select the saved error file withcorrections. The number of successful and erroneous records will update. If needed,download the new error file, make corrections, and upload the corrected error file.Continue this process until all errors are resolved.Should you need assistance with an error, note the “Error ID” from the first column ofthe download file.Step 3: Review and Confirm Submission7Last Updated 03/16/2021

Once all records are accepted, the progress bar will turn green and indicate“Submitted.” The results of the submission will be displayed with the total number ofsuccessful records. NEW: Address Validations On this screen, you will be notified if any addresses you submitted could notbe validated with the USPS. Please click the “View Addresses” button in thered box to view these addresses.o If you are certain these addresses are correct, no further action isrequired. Cards will still be sent to these addresses.o If you discover incorrect addresses, please update them on yoursubmission template. Close the Unconfirmed Addresses pop up anduse the red “I would like to start over” button at the bottom of the priorscreen to start this school’s submission over and resubmit with theupdated template.8Last Updated 03/16/2021

Valid addresses are compared to the USPS recommended address format,and any suggested changes are presented in the table on the confirmationscreen.o In the example above, you may notice that the system recommended acorrected ZIP Code for the addresses provided, as well as using theUSPS-recommended abbreviation for “Suite”.o For each address, the system defaults to using the user-providedaddresses. However, if you see that the system’s suggestions arecorrect, you may click “Accept” next to the correction, or use the“Accept All Address Recommendations” button.o If you do not wish to make any adjustments, you do may ignore thissection.After reviewing any address concerns, you must click the box to confirm youruploads are correct and select “Complete Submission”, as circled in the“Confirmation” screenshot above.You will then be redirected to the confirmation page, where you must click the box toconfirm your uploads are correct, and select “Complete Submission”, as circledbelow.9Last Updated 03/16/2021

The portal will now display “Completed” and the accepted submissions.10Last Updated 03/16/2021

Click “Back to submission” at the very top of the page to return to the main page forthis Collection Window.All submissions for the LEA will be displayed with the school name, submissionnumber, user, and status of submission.For additional corrections submissions for any window, select “New SchoolSubmission” and repeat the process.When submissions are complete, logout of the portal.Common Problems with SubmissionsBelow are some common issues with submissions and potential solutions to the errors. STN must be 9 digitso If a student’s STN has leading zeros, they may be dropped if the STN columnis converted to a number. Ensure that your submission template and datasource file have the STN column formatted as a text field, and that Excel doesnot automatically change it as you copy data. Invalid Column Errorso If you receive an error message about invalid columns, it is possible that youmodified the column headers. The submitted file’s headers must exactlymatch the template’s default headers. Try copying the column headers from ablank template onto your completed version and resubmitting.o If you still receive an error message, it is possible that you inadvertentlyadded columns with whitespace to the template. These columns will need tobe deleted but can be difficult to find. To easily remove them, try saving yourtemplate file as a .CSV file and copying it back into an Excel file. This will stripany whitespace columns. Issues with Date of Birth formato The only acceptable format for the Date of Birth column is MM/DD/YYYY. Themonths, days, and years must be separated by a forward slash (/). A dash willnot be accepted.Help Contact Information Help with access to the LINK Portal: https://help.doe.in.gov/ P-EBT Mailbox: PEBTQ@fssa.in.gov Help with submission in the P-EBT portal: Select “Need Help?” from the PEBT Portal navigation bar and complete the form. Help with P-EBT Eligibility: FSSA P-EBT website11Last Updated 03/16/2021

assistance logging in to the LINK portal, first contact your local Security Coordinator. Authorized school staff must have the staff type (role) of Security Coordinators and/or Data Administrators to access the P-EBT portal tile within the LINK Portal. Staff types (roles) for the LINK portal have been set by the local Security

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