Quick Start Guide: Missing IDs and Held Applications

Quick Start Guide: Missing IDs and Held Applications

Exceptional applications that either show incomplete or incorrect information will be sent to RocketSCAN’s Held Applications tab. Applications in which RocketSCAN cannot locate a student id are placed in a Missing Id tab. Both the Missing ID and Held Applications tabs are located within Applications Management, which can be found within the toolbar located in the Admin Module.
It is important to correct these applications as frequently as possible to ensure that all students are provided with a meal status in a timely manner.
If you have not already done so, you should refresh the student database or update the student lookup before attempting to manage applications in Missing IDs or Hold.

Accessing Missing ID or Held Applications

You can access your Missing IDs and Held Applications queues from Application Management as well as the Mission Control Screen under the boxes labeled Missing ID or Hold in the Admin module.
RocketSCAN launch pad with a red arrow pointing to the Admin button.

Or

From the Application Management screen, you can select the individual tab you’d like to access. The selected tab will have a darker background than the other tabs. Indicators are shown to relay the time frame in which an application has been within a said tab. These indicators are labeled within the top left of the Application Management screen. Additional indicators would be a blue circle or a red circle to determine that a specific application can be located in more than one tab. The blue circle seen in the Held Applications tab refers to applications that can also be located within the Missing IDs tab. The red circle seen in the Missing IDs tab refers to applications that can also be located within the Held Application tab.
RocketSCAN Application Management Missing IDs tab with red boxes highlighting the locations of the Missing IDs tab label, the Held Applications tab label, and the indicator icons legend.

How to manage a student in Missing IDs

To open an application in the Missing IDs tab, double-click on the student’s name or right-click them and select "Open".
Close up of the Missing IDs list with a student highlighted and the context menu open.
If the RocketSCAN system locates a potential match, the student’s name will be in blue within the Missing IDs tab before opening the application.
Once the application is open, you’ll see the image of the application and the data entry pane below the image. The data entry fields for the student's birth date, first name, and last name can be used like a search engine to locate the student’s ID number. Once a match has been determined, double-click on the matching student’s information to have the information transferred to the data entry fields. For students that have a potential match found, RocketSCAN's best guess for a match will already be listed so you will need to determine if it's correct and then double-click the match to transfer the information into the data entry field.
RocketSCAN Missing IDs application viewer with red arrow pointing to the student information that best matches the student displayed in the application image.

Close-up of the data entry fields with the student match highlighted and the data entry fields filled with the selected student's information.

After applying the match for that student, click the Save and Close button to close the application viewer and remove the student from the Missing IDs queue. If a match isn’t determined, then clicking Save and Close will save any changes made to the data entry fields and close the application viewer, but the student will remain in the Missing IDs queue. Click "Cancel" to close the application without saving changes; this will also keep the student in the Missing IDs queue.
Close up of the buttons that can be clicked in the Missing IDs application viewer.

How to manage an application in Held Applications

If you hover over a student’s application, you will see a brief summary as to why the application was sent to hold. To open an application within Held Application Tab, double-click on the application you’d like to edit or right-click it and select "Open".
RocketSCAN Application Management screen with Held Applications list displayed. An application is highlighted and the tooltip shows the summary of reasons why the application is in Hold.

Once the application is open, you’ll see the image of the application with the list of fields on the left and the data entry pane at the bottom. 

A field with a broken rule will be indicated with an icon ⁠— either a red stop sign or a caution sign. The red stop sign indicates a broken rule that is set to "Mandatory", which means that field must be corrected before the application can be removed from Hold. The caution sign indicates a broken rule that is NOT "Mandatory", so correcting those fields are optional. 

In addition to viewing notes on an application, you can make a new note at any time by right-clicking on the image of the application and selecting "Add Note".
All changes made to an application should be followed by an added note.
Edits can be made by selecting a field from the list on the left or by selecting the highlighted section on the image of the application.  Once the field has been selected, the data entry pane at the bottom of the screen can be used to edit the data.
RocketSCAN application viewer interface with red arrows pointing to fields that have broken rules. There is a red box to highlight the editable field in the data entry pane.

If there are no broken rules, then you should check the notes on the application. You can click on a sticky note icon on the application image to view that note. If you do not see any note icons on the application image, you may need to click the “Toggle Notes” button.

Click Save and Close to save any changes and close the application. If the application does not break any rules, it will no longer be in the Held Applications queue and will move on to Ready for Export. If it still breaks a non-mandatory rule, you will be asked if you simply want to save the application and leave it in Held Applications or if you are ready to send it to Export.

Click Cancel to close the application without saving any changes. This will keep the application in Hold.

Close up of some of the buttons that can be used in the Held Applications application viewer.

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