1. Federal child nutrition programs
Rosemary O’Connell
Kevin Maskornick
USDA Food and Nutrition Service
Child Nutrition Division
October 22, 2012

2. Objectives
Provide an overview of the Federal Child Nutrition Programs, their administration and structure
Clarify what is expected of those operating the Child Nutrition Programs
Answer questions about the operation of the Child Nutrition Programs
Provide a tutorial on how to access online information resources 2

4. Food and Nutrition Service Special Nutrition (CND, FDD, WIC)
Organizational Chart
Secretary of Agriculture
Under Secretary for Food, Nutrition and Consumer Services
Food and Nutrition Service
Regional Offices
OPS
ROS
SNAP
CGA
Special Nutrition (CND, FDD, WIC)
MTF
Center for Nutrition Policy and Promotion

5. FNS Regional Offices Northeast Region Mountain Plains Region
Midwest Region
Western Region
Mid Atlantic Region
Southeast Region
Southwest Region

6. School Food Authorities – nearly 21,000
Administrative Flow
FNS Headquarters
Alexandria, VA
FNS Regions - 7
State Agencies - 56
School Food Authorities – nearly 21,000
Schools – more than 100,000

7. Respective Duties Headquarters Regional offices Legislation
Write regulations
Develop national policy
Implement regulations
Technical assistance
Program oversight
Management evaluations

8. Flow of Reimbursement Congress appropriates funds
FNS prepares budget for programs
FNS Regions estimate State $ needs
States receive Grant Award Document Estimate of Annual $
Regions give states Letter of Credit 3-month supply to draw down
States receive SFA claims and draw down on the LOC

9. Child Nutrition Programs
National School Lunch Program (NSLP)
Afterschool Snack Service
Seamless Summer Option
School Breakfast Program (SBP)
Special Milk Program for Children (SMP)
Child and Adult Care Food Program (CACFP)
At-Risk Afterschool Meals
Summer Food Service Program (SFSP)
Fresh Fruit and Vegetable Program (FFVP)

10. Child Nutrition Programs FY11
NSLP
SBP
SFSP
CACFP
ADP
31.8 million
12.1 million
2.3 million
3.4 million
About 100,000 schools in NSLP
About 89,000 schools in SBP
Federal Appropriations for NSLP/SBP in FY
2012 are over $13.4 billion

11. Legislative Authority
The National School Lunch Act
National School Lunch Program
Fresh Fruit and Vegetable Program
Child and Adult Care Food Program
Summer Food Service Program
The Child Nutrition Act of 1966
School Breakfast Program
Special Milk Program

12. Regulatory Process

13. Regulatory Process Proposed Rule Evaluate comments
published for comments, not to be implemented
Evaluate comments
read/consider comments
Final or Interim Regulation
implemented; comments taken on Interim Regulation
Notices
announce routine updates

14. Regulatory Process
In order for the regulatory process to work, we need your help!
Your comments help us write our rules

15. The National School Lunch Program Regulations
7 CFR 210
The National School Lunch Program Regulations

16. SFA vs. LEA School Food Authority Local Educational agency
SFA – School Food Authority
Governing body responsible for the administration of one or more schools;
Has legal authority to operate a Program
LEA – Local Educational Agency
Governing body responsible for certifying and verifying F/RP school meal eligibility

17. Non-profit Food Service
Observe limitations on:
food service revenues sec (a)
Competitive foods
210.11(b)
Maintain financial management system and account for all revenue and expenditures
Money must be used for the meal program
Competitive food money must go to food service or school approved group

18. Procurement
Free and open competition in procurement required and follow Federal, State and local bidding and contracting requirements
Geographic preference allowed
Encourages purchases from local farmers
Buy American requirement
Domestic commodity or
Produced in the US
51 % of the final processed product must consist of agricultural commodities that were grown domestically.

19. Price Lunch as a Unit A single reimbursable meal is priced as a unit
charges for reimbursable meals cannot be assessed based on individual components

20. Point of Service Counts
Count the number of reimbursable meals served by type at the point of service or through another system approved by the State
Count meals where you can accurately determine:
if the meal meets component requirements
the eligibility status of the child

21. Meal Service The lunch period is between 10:00 a.m. - 2:00 p.m.
Some exceptions apply
Schools must display signage explaining the components that constitute a reimbursable meal

22. Overt Identification
Make no discrimination against any child because of his or her eligibility for F/RP meals in accordance with the approved policy statement
SFA will not overtly identify students based upon their eligibility status
FNS recently circulated memo SP clarifying the prohibition on overt identification

23. Sanitation and Health Obtain two food safety inspections per year
Develop food safety program/HACCP
Inspections satisfy the requirements for all child nutrition programs operating in the same service area

24. Retain Your Records
Upon request, make all accounts and records pertaining to school food service available to the State and FNS
Keep records for 3 (+) years
Records must be available for audit or review at a reasonable time and place

25. How You Get Your $$$
Claim reimbursement at assigned rates. The SFA official signing the claim is responsible for review and analysis for accuracy. Failure may result in withholding, suspension or termination
SFA official takes responsibility for accurate claims
Edit checks verify accuracy of claims

26. How You Get Your $$$ Cot’d
File claims within 60 days
SA can shorten this period
Consolidated claims are OK
each school’s data is retained
Claim is for 1 month
combine months with 10 or less operating days (but do not cross fiscal years)
Report number of F/RP children and total enrollment on last operating day of Oct

27. Equity in School Lunch Pricing
Seeks to ensure that sufficient funds are provided to the food service account for paid lunches
Must be calculated annually
Information and PLE Tool updated in Spring for the upcoming School Year ool
Non-program Revenue Tool

28. National Average Payment Factors
The average per lunch rates for reimbursement of free, reduced price and paid meals
Adjusted annually – the rates of reimbursement change every year
New rates become effective every July 1
Additional 6 cents reimbursement available this SY

29. Coordinated Review Effort - CRE
Now defunct---new administrative review process under development
Also covers general areas:
civil rights
reporting/recordkeeping
food safety...
State agency conducts reviews with occasional help from FNS staff
3-year review cycle begins SY

30. NSLP meal requirements

31. Updated Meal Requirements
The Healthy, Hunger-Free Kids Act of 2010 mandated USDA to update school meals
Changes are effective:
July 1, 2012 (SY 2012/13) for lunches
July 1, 2013 (SY 2013/14) for breakfasts

32. New Dietary Specifications
Calorie minimums and maximums
More fruits and vegetables
Limit on sodium (gradual reduction over time)
Limit on trans fat (zero grams per serving)
Limit on saturated fat (less than 10% of calories)
Weekly averages
Nutrient analysis of meals conducted by State agency during administrative review

33. New Meal Pattern Food-based meal pattern
Fruits and vegetables are separate components
Vegetable subgroups must be offered over the week
Dark Green
Red/Orange
Beans/Peas (legumes)
Starchy
“Other”
Fruits must be offered at breakfast and lunch
Skim milk (unflavored/flavored) and low fat milk (unflavored)

34. New Meal Pattern Whole grain-rich requirement
In SY 12/13, at least ½ of grains offered during the week must be whole grain-rich
For breakfasts: SY 13/14
In SY 14-15, all grains offered must be whole grain-rich
Lunches and breakfasts
“Whole grain-rich” = at least 50% whole grains and the remaining grains in the product must be enriched

35. Competitive Foods
Foods sold in competition with lunches during lunch periods (e.g., a la carte)
State agencies and SFAs must have rules to control the sale of competitive foods
Income from the sale of such foods must benefit nonprofit school food service
Foods of Minimal Nutritional Value are prohibited in food service area during lunch
See list in Appendix B of 7 CFR 210 (soda, gum, certain candies, candy coated popcorn...)

36. A School Store

37. Local Wellness Policy
Policy developed at the local level to enhance the school nutrition environment
Nutrition education and physical activity
Nutrition guidelines for foods available on campus during school day
Reimbursable school meal guidelines
A plan for measuring implementation
Community involvement

38. Children with Disabilities
SFAs must accommodate a child whose disability prevents him/her from consuming the school meal as prepared
Request a statement from a licensed physician’s that identifies:
Child’s disability
Why disability restricts diet
Major life activity affected
Foods to be omitted & offered

39. Children with Special Dietary Needs
Food intolerances or allergies are not considered, by law, a disability
SFA has discretion to make meal accommodations on a case-by-case basis
A medical statement from a recognized medical authority (as identified by the State) is required
For milk substitution only, a parent statement is allowed

40. Offer versus Serve Intended to reduce food waste
Mandatory for senior high schools in NSLP
Optional for SBP and for NSLP at lower grades
Students may decline 2 food components at lunch, but must select a fruit or a vegetable

41. Free and Reduced Price Meals
A Brief Overview
Free and Reduced Price Meals

42. Eligibility Household Application Direct certification
Income eligibility
Categorical eligibility
Direct certification

43. Categorical Eligibility
Receipt of SNAP, TANF or FDPIR benefits
Eligibility extended to all children in household
“Other Source” status such as foster child or enrolled in Head Start
Individual eligibility
May be determined by application or direct certification

44. A Comparison of Applications
Income application
Categorical application
Last four digits of the SSN of signing adult
Current income
Frequency of income
Source of the income
Household members, including child
Signature of adult household member
Child’s name
Case number or indication of status
Signature of adult household member

45. Income Eligibility Guidelines (IEGs)
Used to determine eligibility for free or reduced price meals based on the family’s income
FNS makes these calculations based upon the Federal poverty guidelines as determined by the Department of Health and Human Services

46. IEGs Calculations
Children from families whose income equals 130 percent of poverty or less are eligible for free meals
Children from families whose income equals between 131 and 185 percent of poverty are eligible for reduced price meals

47. Reduced Price Meals (185 Percent)SY
Household Size
Reduced Price Meals (185 Percent)
Free Meals (130 Percent)
Annual
Month
Week 1
20,665
1,723
398
14,521
1,211
280 2
27,991
2,333
539
19,669
1,640
379 3
35,317
2,944
680
24,817
2,069
478 4
42,643
3,554
821
29,965
2,498
577 5
49,969
4,165
961
35,113
2,927
676 6
57,295
4,775
1,102
40,261
3,356
775 7
64,621
5,386
1,243
45,409
3,785
874 8
71,947
5,996
1,384
50,557
4,214
973
For Each
Additional
Person, Add
+7,326
+5611
+141
+5,148
+429
+99

48. Income and Household Income Household
before any deductions (such as taxes, Social Security taxes, insurance premiums, charitable contributions and bonds)
Household
a group of related or non-related people living under one roof as one economic unit

49. Migrant, Runaway or Homeless Children
Migrant children in the Migrant Education Program
Runaways in the programs under RHYA
Homeless children under the McKinney-Vento Act

50. Foster Children/Head Start
Any foster child whose care and placement is the responsibility of the State
Any foster child who is placed by a court with a caretaker household
Head Start
All children enrolled in Head Start are categorically eligible

51. Mandatory Direct Certification for SNAP Households
Requires the LEA to directly certify as eligible for free meals any child who is a member of a household receiving SNAP benefits
State agency must enter into an agreement with their SNAP agency establishing direct certification procedures

52. Discretionary Direct Certification
An LEA may certify a child for free meals without further application by directly communicating with officials to determine if the child is :
a TANF family member
homeless
served by certain runaway or homeless youth programs
a migrant
a Head Start enrollee 52

53. Documentation for Direct Certification
SNAP or TANF officials relay documentation to schools that a child is part of a household certified to get those benefits
Documentation may include:
Name of child
A certifying statement
Identifiers (e.g., SSN and DOB)
Signature of SNAP/TANF official
Date

54. Direct Certification Improvement Plans
SY – 90%; SY – 95%
CIPs should include:
The specific measures the State will use to identify more children who are eligible for direct certification based on SNAP data
A multiyear timeline for the State to implement these measures
Goals for the State to improve direct certification results.
Should also address progress in complying with requirements to phase out SNAP “letter method” and conduct multiple direct certification matches with SNAP

55. Confidentiality
Individual children’s eligibility status and Information protected by NSLA
Law allows limited disclosures
Any direct certification system or data exchange must ensure limited disclosure within statutory requirements

56. Recipient of Information
What May be Disclosed         
Requirements
Programs under the National School Lunch Act or Child Nutrition Act
All eligibility information
Prior notice and consent not required
Federal/State or local means tested nutrition programs with eligibility standards comparable to the NSLP
Eligibility status only
Federal education programs
State education programs administered by a State agency or local education agency
Local education programs
NO eligibility information, unless parental consent is obtained
Parental consent
Medicaid or the State Children’s Health Insurance Programs (SCHIP), administered by a State or local agency authorized under titles XIX or XXI of the Social Security Act to identify and enroll eligible children
All eligibility information unless parents elect not to have information disclosed
Must give prior notice to parents and opportunity for parents to decline to have their information disclosed
State health programs other than Medicaid/SCHIP, administered by a State agency or local education agency
Prior consent not required
Federal health programs other than Medicaid/SCHIP
Local health program
Comptroller General of the United States for purposes of audit and examination
Federal, State, or local law enforcement officials investigating alleged violations of any of the programs under the NSLA and CNA or investigating violations of any of the programs that are authorized to have access to names and eligibility status 56

57. Eligibility Manual Available on our website
Incorporates all memos and changes regarding F/RP policies
Updated annually

58. The Verification Process

59. Verification
Local responsibility, though the State may conduct the process
Use number of applications approved as of October 1 as pool
LEAs must verify a minimum number of applications by November 15 every year

60. Standard Sample Size
3% or 3000, whichever is less, of “error prone” applications
Error prone is income within $100 per month ($1200 per year) of the threshold established through the IEG.

61. Verification Process Confirmation Review Replacing Applications
Made by someone other than person who made initial determination to check for errors if no electronic data system used in initial determination
Replacing Applications
Up to 5% on case-by-case basis
Notifying Household
Request documentation
Provide contact information

62. Completing Verification
With non-respondents, one follow-up attempt is required
LEA should document the follow-up attempt, perhaps on the application
If benefits reduced or terminated, inform household in writing and provide appeal rights
Unless appealed, change the child’s eligibility status within 10 days

63. Verification Summary Report
FNS-742, Verification Summary Report
LEA submits annually to SA, by March 1
SA consolidates reports and submits to FNS by April 15
Electronic submission available

64. Special Provisions 1, 2 & 3 and the community eligibility Option

65. Provision 2 Simplified Counting & Claiming
Schools make eligibility determinations and count meals by type (F/RP/P) in the first year (Base Year)
Use claiming percentages from base year in non-base years, take total meal counts only.
Schools certify children for F/RP meals for up to 4 school years
All students receive meals at no charge

66. Base Year Example September 2011: 80 free meals 15 reduced price meals
+ 5 paid meals
= 100 total meals per day
80/100 = 80% Free
15/100 = 15% Reduced
5/100 = 5% Paid

67. Non-Base Year Example
September 2012 Total meal count for the month: 150 Reimbursement claim: .80 x 150 = 120 free rate .15 x 150 = 23 reduced price rate .05 x 150 = 7 paid rate

68. Provision 3 Simplified Counting & Claiming
Schools follow procedures similar to those under Provision 2
Schools receive the same level of federal cash and commodity assistance each year, with some adjustments, for a 4-year period

69. Provision 3 Simplified Counting & Claiming
Base Year
Outside of the 4-year cycle
Offer meals either at no charge, or charge students eligible for RP/P meals
Make eligibility determinations andcount daily meals by type
Establish base year socioeconomic data
Claim reimbursement from these counts

70. Provision 3 Simplified Counting & Claiming
Non-Base Years
Offer all meals at no charge
Count total meals
Claim reimbursement according to Base Year numbers adjusted for:
Inflation
Change in enrollment
Change in number of operating days

71. Extensions
Provisions 2 and 3 can be extended for 4-years if the income level of the school’s population:
Remained stable
Declined
Had negligible improvement (5% or less)

72. Community Eligibility Option
LEA or schools electing Community Eligibility option serve all students free lunches and breakfasts for 4 successive school years.
Must have a percentage of Identified Students greater than or equal to 40% to qualify.
Reimbursement claims are based on the percentage of Identified Students multiplied by a factor of 1.6.
The remainder of meals not covered under the Identified Student percentage multiplied by the factor will be reimbursed at the paid rate.

73. School Breakfast Program

74. Severe Need Schools
Schools receive higher reimbursement in SBP if at least 40% of lunches served in the 2nd preceding year were free or reduced price
Schools without 2nd preceding year history may be eligible

75. Fresh Fruit and Vegetable Program

76. School Selection Criteria
Must be elementary school
Must operate NSLP
Must submit an application
Must have at least 50% F/RP
Priority given to schools with highest % of low-income students
Total enrollment of all schools must result in a per-student allocation of $50-$75
Provided apart from lunch or breakfast

77. SNACKS UNDER THE NSLP

78. AFTERSCHOOL SNACK SERVICE
Sponsored or operated by school district
Located in district where at least one school participates in NSLP
All snacks served free at area eligible schools
Free, reduced price, and paid snacks at all other schools
Children age 18, or under, at start of school year
On regular school days

79. USDA Reimbursement One afterschool snack per child per day
Meal pattern (2 of 4 items):
fluid milk
Vegetable or fruit
Grains/bread
meat/ meat alternate
School must keep records

80. Child and adult care food program and Summer food service program80

81. What does CACFP do? Provides reimbursements for: Operates year-round
Nutritious meals to eligible children 12 years and under* in non-residential child care
Afterschool meals and snacks to children 18 and under in low-income areas
Meals in emergency shelters to residents 18 and under
Nutritious meals to eligible adults in non-residential day care centers
Operates year-round 81

82. At-risk afterschool meals
Reimbursable supper, or another meal, and snack
Located in low-income areas
All suppers and snacks served free
Children age 18, or under, at start of school year
After school, week-ends, and holidays

83. What does SFSP do?
Provides reimbursement for nutritious meals and snacks during the summer months and other extended school breaks in areas of economic need
Draws children to supervised activities that are safe, fun, healthy and educational
Fills the nutritional gap for children who rely on free and reduced price school meals
Schools can be sponsor sites when not in session 83

84. SFSP advantages Receive maximum rates of reimbursement
Pay for any allowable cost, whether operating or administrative
Plan and budget more reliably
Waive review of experienced school sponsors’ budgets
SFSP vs. Seamless Summer Option (SSO)

85. How can schools participate in SFSP?
Become a sponsor: organize meal services for children at local schools, as well as recreation centers, playgrounds, parks, and camps
Host a site: supervise children’s meals at the local school
Be a vendor: prepare and sell meals to another sponsor

86. Seamless Summer Option
Combines NSLP, SFSP, SBP
Available to SFAs in any State
Operates much like the NSLP
Serves meals at summer site
Goal is to encourage schools to provide summer meals 86

87. Seamless Summer Option
Serve all meals free to children
May be used over long breaks in year around schools
Same recordkeeping/claim/documentation as NSLP/SBP
Receive NSLP/SBP rates

88. Team nutrition overview and online resources88

89. Team Nutrition
Goal
To improve children’s lifelong eating and physical activity habits by using the principles of the Dietary Guidelines for Americans
Objectives
Provide Foodservice Training and Technical Assistance
Provide Nutrition Education and Promotion Materials
Involve School and Community Partners in Promoting Healthy Eating and Physical Activity

90. Be a Team Nutrition (TN) School
Why Enroll?
Encourages partnerships between teachers, school foodservice staff, principals and parents
Receive notification FIRST of new materials
Receive materials given ONLY to TN Schools
It’s EASY!
It’s FREE!!

91. Team Nutrition Resources
Resources for schools
MyPlate Resources
Eat Smart. Play Hard.TM Resources
Power of Choice
Empowering Youth
Nutrition Essentials

92. HealthierUS School Challenge
Voluntary initiative
Schools must meet specified criteria
Certified for 4 years
Local and National recognition
To date, 3098 elementary and secondary schools in 46 States are currently certified as Bronze, Silver, Gold, or Gold of Distinction awardees 92

93. HealthierUS School Challenge Resources
Visit
Online Interactive Applications
Online Competitive Foods Calculator
Online Technical Assistance Tools
Application Kit
Submit applications electronically
Simplified district application process

94. What is the web address for the FNS Child Nutrition Programs? 94

95. Web Resources Tutorial
During this tutorial, we will:
Acquaint you with the layout of the FNS website
Direct you to valuable online information resources
Show you how to enroll your school as a Team Nutrition school and join the HealthierUS School Challenge

96. Thank You!