1. MASBO Institute of School Business Management Student Nutrition A Presentation by Sherri Knutson, Rochester Public Schools Barb Mechura, Hopkins Public Schools

2. TOPICS COVERED TODAY 1.Introduction 2.Annual MDE Application Process – Community Eligibility Provision (CEP) 3.Regulations for the Applications for Educational Benefits – Processing – Verification 4.Reimbursement Rates 5.Reimbursable Meal Requirements – Meal Patterns – Smart Snacks 6.Meal Claims – CliCs 7.Wellness Policy

3. USDA GOALS OF STUDENT NUTRITION PROGRAMS School nutrition programs as the major source of foods and beverages offered at school Serve school children quality, appealing and nutritious meals Provide nutrition education Promote student/parent involvement Encourage the use of nutritious agricultural commodities Provide financial assistance to all families

4. WHO CAN PARTICIPATE IN USDA PROGRAMS? Any public school, nonprofit private school, or public licensed or nonprofit private residential child care institution is eligible to participate in school meal or milk programs. Schools must…

5. WHAT PROGRAMS ARE AVAILABLE TO SCHOOLS? USDA Student Nutrition Programs National School Lunch Program (NSLP) School Breakfast Program (SBP) Federal Special Milk Program (SMP) MN Kindergarten Milk Program (MKMP) After School Snacks (NSLP or CACFP)

7. SCHOOL FOOD AUTHORITY AGREEMENT FOR CHILD NUTRITION PROGRAMS This form must be completed and kept on file; it is often referred to as your “Permanent Agreement”.

8. WHAT IS THE ANNUAL APPLICATION FORM? Your Annual Application provides information about the organization (sponsor) and information for each site (location) where meals are served that is updated each year. Submit Annual Application on or before June 1, 2015.

9. WHERE DO I FIND THE ANNUAL APPLICATION FORM? Minnesota Department of Education’s CLiCs Website

10. WHERE DO I FIND THE ANNUAL APPLICATION FORM?

11. HOW DO I ACCESS THIS ANNUAL APPLICATION FORM? Complete a CLiCs User ID/Password Request Form

12. WHERE DO I FIND THIS ANNUAL APPLICATION FORM? CLiCs 2 – Sponsor Page

13. CLiCs 2 – SCHOOL SITES You will receive an email when your application has been approved.

14. SITE IDENTIFICATION NUMBER REQUEST FORM Mapping… To determine program eligibility of school sites

15. PROVISION 2 OR PROVISION 3 SITE Provision 2- requires that the school serve meals to participating children at no charge reduces application burdens to once every 4 years simplifies meal counting and claiming procedures by allowing a school to receive meal reimbursement based on claiming percentages. Additional 4-year extensions to Provision 2 are possible when certain conditions are met. Provision 3 - basically the same as Provision 2 except that: The school agrees to receive a comparable level of Federal cash and commodity assistance as they received in the last year in which free and reduced price eligibility determinations were made, adjusted for enrollment, inflation and operating days if applicable, for a period up to 4 years. Additional 4- year extensions to Provision 3 are possible when certain conditions are met. These provisions are DISTRICT-based

16. COMMUNITY ELIGIBILITY PROVISION Community Eligibility Provision (CEP) allows schools that serve predominantly low-income children to serve school breakfast and lunch at no charge to students. It is an alternative to collecting, approving, and verifying household eligibility applications. An individual school, group of schools or district must have an identified student percentage of at least 40% F/R. This provision is SCHOOL OR district-based.

17. AFTER SCHOOL SNACK PROGRAM An after-school care program can be operated a schools sites, if the program: 1.operates after school hours. 2.provides regularly scheduled, organized childcare services, including educational or enrichment activities, to enrolled school-age children in a structured and supervised setting. 3.Serves students who are part of School Sports teams. (clubs can receive after school snacks or meals as part of a broad based, overarching educational or enrichment program offered by a school)

18. ADDITIONAL ANNUAL APPLICATION NOTES State mandates National School Breakfast Program (NSBP) participation for sites based on free/reduced lunches served being greater than 33% for 2nd prior year. If you have a Food Service Management Company (FSMC) contract, the contract and supporting documents must be sent to a designated e-mail box before your application can be approved. Vended Meals/Catering Contracts & Joint Agreement, Provision 2 & 3 documents must be uploaded into CLiCs as part of the application process. Claims for reimbursement cannot be submitted until the application approval is complete.

19. A PPLICATION FOR E DUCATIONAL B ENEFITS Approval & Verification Efforts

20. HOW DO FAMILIES BECOME ELIGIBLE FOR MEAL BENEFITS Direct Certification Income Eligible Application SNAP/MFIP/FDPIR Eligible Application Migrant, Homeless & Runaway Youth Foster Child Once approved, students are eligible for the remainder of the school year.

22. DIRECT CERTIFICATION Allows children to be eligible for free meal benefits without having to submit an application Names of directly certified students can be printed or downloaded from CLiCS monthly. If one child in a family is approved, the meal benefit is extended to all members in that household Schools can upload names of new students to be matched with the DHS database.

23. ANNUAL VERIFICATION Schools that participate in School Nutrition Programs are required to verify a percentage of their approved Applications for Educational Benefits each school year and report verification results annually to the Minnesota Department of Education. – This involves obtaining household income documentation – School meal benefits are terminated when the benefit cannot be verified.

24. REIMBURSABLE MEAL REQUIREMENTS Meal Planning

25. BREAKFAST MEAL PATTERN

26. LUNCH MEAL PATTERN

27. LUNCH MEAL PATTERN – Cont’d

28. AFTERSCHOOL SNACK MEAL PATTERN

29. OFFER VS SERVE REQUIREMENT Offer versus Serve (OVS) is a provision in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) that allows students to decline some of the food offered. The goals of OVS are to reduce food waste in the school meals programs while permitting students to decline foods they do not intend to eat. Students must take ½ cup of fruit or vegetable at both breakfast & lunch to meet the reimbursable meal requirement.

30. REIMBURSEMENT RATES Federal & State

31. Federal Non- Severe Need Rate Federal *Severe Need Rate > 40 F/R MN State Reimbursement Rate Paid$.29 $.55 or * $1.30 *Higher rate for Kdg. only Reduced$1.36$1.69$.55 Free$1.66$1.99$0.00 2015-16 BREAKFAST REIMBURSEMENT RATES

32. TOTAL Federal & State Non-Severe Need Reimbursement Payment TOTAL Federal & State *Severe Need > 40 F/R Reimbursement Payment Paid $.84 or $1.59 Higher rate for Kdg only $.84 Reduced$1.66$1.99 Free$1.66$1.99 2015- 16 BREAKFAST COMBINED REIMBURSEMENT RATES

33. 2015 - 16 LUNCH REIMBURSEMENT RATES < 60% F/R Federal Rate < 60% + 6 cents Federal Rate 60% or > F/R Federal Rate 60% or > + 6 Cents Federal Rate MN State Reimbursement Paid$.29$.35$.31$.37$.125 Reduced$2.67$2.73$2.69$2.75$.525 Free$3.07$3.13$3.09$3.15$.125

34. Total Federal & State < 60% F/R Total Federal & State 60% or > F/R Paid$.475$.495 Reduced$3.255$3.275 Free$3.255$3.275 2015-16 LUNCH COMBINED REIMBURSEMENT RATES

35. MEAL CLAIMS CLiCs

36. COUNTING & CLAIMING MEALS FOR REIMBURSEMENT Where it all begins… To receive the correct amount of federal and state reimbursement, student meals must be counted at the point-of-service and claimed in CLiCS in the correct free, reduced-price or paid category.  In Minnesota, lunches served to reduced-price eligible students can not be counted as free meals; however, the meals must be offered at no charge.  Same applies to kindergarten students who eat breakfast and are not eligible for free/reduced-price meals.  Both of these meal types should be claimed by student eligibility

37. STANDARD POLICIES AND OPERATING PROCEDURES Schools/districts must have standard policies/operating procedures for the meal counting and claiming system for school meals. These policies & operating procedures should identify procedures and responsibilities for the following areas: 1.Student Meal Payments – Collecting & processing student lunch payments – Meal Charge Policy 2.Meal Service – Train staff on Offer vs Serve Provision – Train staff on operation of meal count software 3.Meal Counting & Claiming – Totaling & summarizing daily meal counts by category (Edit Checks) – Tabulating meal counts at the end of each month & submitting on CLiCs – Conducting on-site reviews (applicable to sponsors with more than one site)

38. MONITORING FOR REIMBURSABLE MEALS Ten Things the Point of Service Monitor Must Know 1. Know which meal pattern the school has in their application and the rules of that pattern. 2. Know what’s on the menu for that day and which items count towards the required components. 3. Determine if a menu component is missing on the menu or during the time of service. 4. Be aware of the planned serving size for each component and if it is appropriate for the age/grade group being served. 5. Be able to recognize when a tray is not reimbursable. 6. Know what to do when faced with a non-reimbursable tray and how to document it. 7. Know how to document meals so that free/reduced-price/paid eligibility can be correctly determined for the claim. 8. Know that under Offer versus Serve, smaller portions of a declined item are encouraged but it cannot count towards a reimbursable meal. 9. The meal must be priced as unit. 10. Know and adhere to the school’s meal charge policy.

39. MONTHLY CLAIMS EDIT CHECKS Compare daily counts of free, reduced price and full price to: If number of meals claimed in a category is higher than number allowable, then justification must be kept on file Number of eligible students in category (F/R/P) x Attendance factor = Maximu m number of daily meals allowed for category (F/R/P)

40. MEAL CLAIMS After edit checks are reviewed and approved, meal counts are entered into an on-line worksheet on a MDE website called CLiCS to file meal claim for reimbursement. Important deadline 60 days from the last day of the month

41. ANNUAL ON-SITE REVIEWS Conducted by Sponsor for each school year by February 1st Conducting on-site reviews (applicable to sponsors with more than one site) Required for both lunch and after-school snack program

42. MINNESOTA ATTENDANCE FACTOR The state attendance factor for use by school food authorities for school year 2015-16 is 93.9 percent. Apply this percentage to the number of students enrolled to estimate average attendance for monthly claims for reimbursement.

43. LOCAL WELLNESS POLICY REQUIREMENTS

44. LOCAL WELLNESS POLICY The 2010 Healthy Hunger Free Kids Act legislation strengthens wellness policies by emphasizing ongoing implementation and assessment. This provision also supports a robust process at the community level, including the expansion of the team of collaborators participating in the wellness policy development.

45. The Act requires the local education agency (LEA) to inform and update the public (including parents and students) about the content and implementation of the local wellness policies. LEAs are also required to measure and make available to the public periodic assessments of the local wellness policy, including: The extent to which schools are in compliance with the local wellness policy. The extent to which the LEA’s local wellness policy compares to model local school wellness policies. The progress made in attaining the goals of the local wellness policy. MONITORING YOUR WELLNESS POLICY

46. WELLNESS Components of the Wellness Policy Law: Sets goals for nutrition education, physical activity and other school- based activities. Establishes nutrition guidelines for all foods available on each school campus during the school day. Establishes guidelines for reimbursable school meals that are no less restrictive than those issued for the National School Lunch Program. Identifies the implementation and evaluation plans of the local wellness policy. Includes community involvement. Includes nutrition promotion.

47. Bye Bye from your presenters – Barb Mechura, Hopkins Public Schools Sherri Knutson, Rochester Public Schools