Basic Needs Ministry
Cleveland Township Emergency Food Pantry
New Applicant Processing

No one may receive food until his client record is completed, accepted, and saved in the computer. It must be updated at each visit, before any food is provided.

  1. Greet the applicant
  2. Ask two questions to determine eligibility for basic food: Do you have food for you and your family? Do you have money to buy food?
  3. If the applicant has food or money, they may not receive food at this time. STOP 
    If the applicant has no food or money to buy food. 
  4. If the applicant has no food or money to buy food, establish service eligibility by asking: Are you a resident of Cleveland Township?
  5. If the applicant lives in Cleveland Township, Johnston County.*
    OR
    If the applicant does not live in Cleveland Township, Johnston County,* he may only receive bread, when we have excess, and should be referred to his local food pantries from the list at http://4042needs.org/resources/food.html. You should print and give the client the selection of the food pantry list, which corresponds to his real home location
  6. Ask for his valid North Carolina Driver's License or N.C. Identification and a current electric bill with the identical name, photo, and street address. Verify that the license is not expired, altered, cut or torn. If the license is expired, altered, cut or torn, it is not valid in North Carolina. Ask again for a valid ID. Children may use school photo IDs or social security cards. Only when everything is correct, procede.
  7. Enter the new applicant's information for basic food service in the computer.
    1. Go to the Start Menu and open Access 2007.
    2. Make it full screen by clicking on the square in the upper right of the screen.
    3. To open the file, click on the correct file name in the "most recently used file" column on the right, or click on the circle in the upper left corner of the screen and find the file.
    4. The screen usually opens blank with the Navigation Pane, a vertical bar along the left edge. Click on the bar and the selection panel will open.
    5. If Forms is not on the bar at the top of the Navigation Panel, click on the small arrow pointing down on the right side.
    6. When the list displays, select the Forms option.
    7. Select Food Distribution Input Form.
    8. The Food Distribution Input Form should open and fill most of the screen. Put the Navigation Pane away by clicking on the bar at the top, which should say Forms - click on the Shutter Bar Close Buttons "<<".
    9. Open the Food Distribution Input Form to full screen by clicking on the square in the upper right corner.
    10. It you want to enter data for an existing client, look up on the top for the blue bar with Home on the left side. Click on Home, which brings down one of your control panels. Go to 12.
    11. If you need a new record form for a new client, look on the bottom bar for the third control button with arrows sitting on the right of the record number. Hover your mouse over it and see "New (blank) Record." Click on it to open the record and put your mouse in the box marked FirstName. Go to 19
    12. Look on the right side of the control panel for the big square Find button. Click on it and the Find and Replace box will appear. Drag the box to your upper right corner so you can leave it open while using the entry form.
    13. Before using, you must match this search box with your record and needs. To search by the client's last name or a part of it, click in the LastName entry box at the top of the entry form and then click in the Find What box in the Find and Replace Box. The Look In box should now match fields and say LastName.
    14. Click and change the selection in the Match Box to Any Part of Field. Search Fields as Formatted should remain checked. By entering snippets of the last name, you save key strokes and make fewer errors.
    15. Enter part of the last name in the Find What box and hit Find Next. Hit Find Next until the correct name pops up - three Johnsons may mean three tries to get the correct name.
    16. If you have a check in the STOP service checkbox or a STOP message in the Comments field, read the Comments to see if and how the STOP can be fixed and the client can be fed.
    17. Review all entry fields until you find one that requires entry.
    18. Enter the necessary data in the field following our guidelines below.
    19. The cursor will go to the first field - enter the FirstName, match with license - Example:  Ronald  Then hit Tab
    20. Enter the MiddleName, match with license - Example:  Lee  Then hit Tab
    21. Enter the LastName, match with license - Example:  Still  Then hit Tab
    22. Enter the Street address, match with license - Example:  1413 Kenbrook Dr.  If the Street address is different from the mailing address, enter the mailing address in this section and the home address in the Comments block. Then hit Tab
    23. Enter the City, match with license - Example:  Garner  Then hit Tab
    24. If North Carolina resident, hit Tab, if resident of another state, enter 2-digit state code and Then hit enter
    25. Enter 9-digit ZIPCode, match with license - Example:  27529-4447  The hit Tab
    26. Enter 10-digit Telephone Number - Example:  919-772-2082, if None, enter None        Then hit Tab
    27. If Johnston County resident, hit Tab, otherwise enter County Name  Then hit Tab
    28. If he has applied for food stamps, type Y; if not, type N; if unknown, type U  Then hit Tab 
    29. If he was approved for food stamps, type Y; if not, type N; if unknown, type U  Then   hit Tab 
    30. If he is approved as a resident, type Y; if not, type N; if unknown, type U  Then hit Tab
    31. If he is filing a letter to permit someone to pick up his federal food (TEFAP) enter   the information here.  Then hit Tab  
    32. If he is bringing a letter to permit a second individual to pick up his federal food (TEFAP) enter the information here.  Only two allowed.  Then hit Tab, Tab  
    33. The date is automatically entered, but if it needs changed, change it.  Then hit Tab
    34. Things which are entered in the Comments box are: cautions on misentered data, blocks for unverified addresses or other disqualifications, special food needs, special service needs, special problems, a home address which is different from the mailing address, missed appointments, Guest notations for unqualified people we have served, etc. Do not hit Tab
    35. If this person is approved for service, manually move the cursor to the Food Recipients block. If this person is not approved for regular service, click in the STOP box and a check will appear.  Manually move the cursor to the Recipients block. Be sure the check box is marked correctly before advancing.
    36. In the Food Recipients section, fill in the information for the individual with identification, who is registering the family - Use full names in Name (first middle last), Tab to Ethnic NOTE:  You must fill in each field before moving on, even if you have to enter the U for unknown and the standard dummy birthdate of 1/11/1111. If you try to move before the line is filled, you will lock up the computer. If you lock up, try closing Access and if that fails, shut off the computer. You should not try to save the record changes. Open and re-enter the data correctly in the same record again, if it was not saved.  
    37. See key to determine which letter you will enter in Ethnic-let your client chose. Tab to Gender
    38. Tab to Gender (enter M or F).
    39. Tab to Date of Birth. Enter date of birth as month/day/year, example: 1/3/2006, which must match with license.  Tab to the next line for the next person in the household and continue until the entire household is entered. When done, do not hit Tab.
    40. Manually move the cursor to Family Size and enter the number of people in the family, which must match or be lower than the number of people you entered above. Then hit Tab
    41. Tab and enter the date of visit Example: month/day/year - 1/3/2006
    42. Use your left mouse to click in the appropriate box for the type of food he will be provided on each visit. Local is food brought in by local churches and residents. Food Bank is food purchased from the Food Bank. Food Shuttle is food acquired through the Food shuttle system. SNAP is State Nutritional Food, which is controlled distribution. Guests do not get SNAP or TEFAP. TEFAP is federal nutritional food, which is very controlled and requires more paperwork. It requires a paper application form signed the first visit of each quarter AND a signed sheet for each additional visit that TEFAP food is provided.  A food stamp card is required or an income statement matching food stamp guidelines. Soup Kitchen is when food is prepared and eaten on the premises.  The individual must be pre-qualified for the food pantry and must be pre-approved to eat on site. This is intended for a food bank client, who is working a full day and needs lunch.
             

*If you do not know the location, you should check the wall map or Johnston County's GIS records. Car registration/tax records may lead to the client's correct address. WARNING:  Johnston County real estate records are not accurate. If the property owner does not live on the property, the property will usually not be not be found by checking street name and number.  You will have to look that property up using the owner's name, or check the neighboring properties. Generally property numbers starting with 06 are Cleveland, but this is not accurate.  When a property spanned two or more townships, it was generally assigned only one township ID number.  When it is subdivided, the portions may all hold the initial township ID, regardless where they actually exist. What may work best is to use the GIS mapping system to locate the property by street and house number.  Even when the property is not precisely indexed by house number, you can check surrounding properties and then select Multiple Overlays and then read the township in the lower right corner.