Office for Food and Nutrition Programs
Access to Department of Transitional Assistance Direct Certification Information for School Year 2011-2012
|To:||Child Nutrition Program Directors|
|From:||Kathleen C. Millett, Executive Director|
Office for Nutrition, Health and Safety Programs
|Date:||August 31, 2011|
The sorting of students eligible for free meals through the data transfer of Food Stamp Eligibility information from the Department of Transitional Assistance (DTA) has been completed. As a result of this match, these children are categorically eligible to receive free meals in schools. In some cases, you will find that students previously reported as non-eligible or as eligible for reduced price meals are eligible for free meals. For students that we were unable to match, the Department of Transitional Assistance will be mailing notices to households as they did in the past.
The information by school district of students that qualify for free meals through this process has been posted to the Department's security portal. The students listed, as "MFLC" on the direct certification file are eligible for free meals.
|Match Code||Match Code Description|
|MFLC||Match on First Name, Last Name and DOB|
|MFILC||Match on First Initial, Last Name and DOB|
|MFLPD||Match on First Name, Last Name and Partial DOB|
|MFPLC||Match on First Partial Last Name and DOB: the First name and DOB match perfectly and the Last name matches for the first 4 letters.|
Other designations may require additional follow up with student information to confirm the student's status. In some cases, previous information reported by the district technology director for free meal eligibility might need to be updated. To access the DTA direct certification file through the DOE Security Portal, follow these steps:
- You will find the Security Portal on the ESE website at www.doe.mass.edu
- Under the "Select Program Area" drop down box, scroll down and select "Security Portal" You will be prompted to enter your user id and password. (Note: If you have not already been assigned a user id and password, this should be available from your district directory administrator.)
After you log in:
- Select Drop Box Central
- The option you are interested in for the direct certification files is "Nutrition Services". Select that.
- Next you should be prompted to select an "organization "and "your district's name" should be listed.
- Once you select "your district's name", and click "Next", you should be connected with a screen where you can view the Out Box, and the excel file should be listed there.
The files contain the following fields:
|dta_fname||for the Department of Transitional Assistance first name of child|
|dta_lname||for the Department of Transitional Assistance last name of child|
|dta_dob||for the Department of Transitional Assistance Date of Birth|
|dta_city||for the Department of Transitional Assistance city/town information|
|ap_id||for the Department of Transitional Assistance identification|
|org_code||for the Department of Education's organization code|
|sasid||for the statewide student identification code|
|lasid||for the locally assigned student identifier|
|school||for the code of school where the student attends|
|sims_fname||for the student's first name as in SIMS|
|sims_mname||for the student's middle name as in SIMS|
|sims_lname||for the student's last name as reported in SIMS|
|sims_dob||for the student's date of birth as reported in SIMS|
|low_inc||for the student's last reported status in SIMS (01 for free eligible, 00 for not reported low income, 02 for reduced price meals eligible)|
|gender||for the gender of the student|
|grade||for the grade attending|
|town_cd||for the town code|
|sims_town||for the name of the town in SIMS|
|match_tp||for the way the match was completed.|
|match_desc||for the criteria match. In some cases, updates need to be done for students that do not have an "MFLC" designation in the match_tp|
All households of students approved through direct certification must be notified of the determination. A sample letter is available on the Nutrition website. Questions regarding issues related to accessing the information should be directed to the technology hotline at 781-338-3282. Other questions may be directed to the School Nutrition section at 781-338-6498.