Overview
Eligibility documents are the supporting records that back up a student's Free or Reduced meal status — direct certification files from the state, approved Free & Reduced applications, household correspondence, and other paperwork your district keeps for audit and reimbursement purposes. Gaia stores these documents alongside each student's eligibility record so reviewers can see why a status was granted and when.
Where to Find Eligibility Documents
Student profile: Each student profile shows the documents attached to their eligibility records.
Eligibility Documents Library: A district-wide view of every eligibility document uploaded across students, useful for audits and bulk review.
Uploading a Document
Open the student's full profile.
Go to the eligibility section and choose Upload Document.
Select the document type (e.g., Direct Certification, Application, Household Letter).
Attach the file and submit.
Gaia processes the upload and links it to the relevant eligibility record. You can also upload documents through the Eligibility Documents Library page for bulk handling.
Processing Outcomes
Each uploaded document carries a processing outcome that tells you whether Gaia was able to match and apply it:
Matched — the document was successfully linked to a student's eligibility record.
Needs Review — Gaia couldn't match the document automatically. A reviewer needs to open it and assign it to a student.
Failed — the document couldn't be processed. Re-upload or contact Gaia support.
Why This Matters
During a USDA review or state audit, you may be asked to produce the documentation behind each Free or Reduced student. Keeping eligibility documents in Gaia (rather than in separate folders) means the eligibility timeline and the supporting record are in the same place.