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Rosemary O’Connell Kevin Maskornick USDA Food and Nutrition Service Child Nutrition Division October 22, 2012.

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Presentation on theme: "Rosemary O’Connell Kevin Maskornick USDA Food and Nutrition Service Child Nutrition Division October 22, 2012."— Presentation transcript:

1 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


4 Organizational Chart Secretary of Agriculture Under Secretary for Food, Nutrition and Consumer Services Food and Nutrition Service Regional Offices OPSROSSNAPCGA Special Nutrition (CND, FDD, WIC) MTFCenter for Nutrition Policy and Promotion

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

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

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 NSLPSBPSFSPCACFP ADP 31.8 million12.1 million2.3 million3.4 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


13 Regulatory Process  Proposed Rule  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 7 CFR 210

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 (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


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 36

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 A Brief Overview

42 Eligibility  Household Application  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 Household Size Reduced Price Meals (185 Percent) Free Meals (130 Percent) AnnualMonthWeekAnnualMonthWeek 120,6651, ,5211, ,9912, ,6691, ,3172, ,8172, ,6433, ,9652, ,9694, ,1132, ,2954,7751,10240,2613, ,6215,3861,24345,4093, ,9475,9961,38450,5574, For Each Additional Person, Add +7, , SY

48 Income and Household  Income  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  Foster Children  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

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 SLI DE 54

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 InformationWhat 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 Prior notice and consent not required Federal education programsEligibility status only Prior notice and consent not required State education programs administered by a State agency or local education agency Eligibility status only Prior notice and consent not required 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 Eligibility status onlyPrior consent not required Federal health programs other than Medicaid/SCHIP NO eligibility information, unless parental consent is obtained Parental consent Local health program NO eligibility information, unless parental consent is obtained Parental consent Comptroller General of the United States for purposes of audit and examination All eligibility information Prior notice and consent not required 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 All eligibility informationPrior notice and consent not required

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


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  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


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.


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


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


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


81 What does CACFP do?  Provides reimbursements for:  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

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

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

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


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

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


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 SLI DE 95

96 Thank You!

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