Send a Ready Records Request

To send an email to the parent/guardian requesting that they complete the Food Program paperwork:

• Click on Participants & Rosters
• Click on the name of the Parent/Guardian
• Select from:
• Generate Request Link: if you would like to receive a link, for example, in order to send onto to a parent using your own email account.
• Send Request for Form: if you would like the software to send the link via email and/or text automatically.

• Once you click “Send Request for Form” three things will happen:
• If there are multiple parents that are marked as "primary" then the system will prompt the user to decide which parent should receive the email.
  

• You will get a confirmation message at the top of the page that says, “Email Request Sent”.

• You will see the request listed under Ready Records Request with the date the request was sent and the email address to which the request was sent.

An email will be instantly sent to the parent/guardian email address. Instruct them to look for an email from “[email protected]” and click the link. The module will walk the parent/guardian through the process step-by-step.

Generate Request Link

• Once you click “Generate Request Link”:
• You will see the Link to Form listed under Ready Records Requests at the bottom of the screen.
• Copy this link and send it onto the parent/guardian. 

Primary Guardian Confirms Enrollment

The parent clicks on a unique link within their email and they are taken to the Ready Records web app.

Primary Guardian Completes Form

The primary guardian completes the Ready Records web form (our web form is based off of the prototype for school meal applications created by USDA with modifications for the CACFP). For household address and phone number and children’s names, dates of birth and typical schedule, the web form is populated with the data from My Food Program and the parent is asked to confirm the information but is not able to edit those fields. This is to create consistency between the income and enrollment forms and the information within the system.

Primary Guardian Provides Case Number or Income

The parent is then able to provide a case number for qualifying programs.

If they do not participate in programs that automatically place them in the A-Free income eligibility category, the primary guardian is offered the opportunity to provide their household size and income.

Form is Certified and Signed by Primary Guardian

At the end of the Ready Records web form, the information provided is presented in a summary screen. The primary guardian certifies the accuracy of the information provided and signs their name using a touch screen or mouse.