1. Administrative Reviews at the District Level
Quache Spencer | Compliance Director | Office of School Nutrition

2. Objectives Introduction/overview Changes to the 2017-18 review process
What is the administrative review (AR) process?
Before the review
The week of review
After the review
Responding to corrective actions
Frequent findings
Questions

3. Changes in the ARs
Final rule (81-FR 50170): Administrative Reviews in School Nutrition Programs
Resource management—risk flags
Procurement reviews

4. What are ARs?
A comprehensive evaluation by state agencies (SAs) of school food authorities (SFAs) participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP), and includes both critical and general areas of review.

5. What is the AR process? Before the review Notification Site selection
Contact from lead reviewer
Completion of off- site module
The week of the review
Review begins
Entrance meeting
District review
Site reviews
Exit meeting
After the review
Begin working on corrective action documents (CADs)
Receive the letter of finding and review summary
Complete CADs by agreed upon deadline
Approve CADs and close review

6. Dos and Don’ts
Do:
allow yourself plenty of time to prepare for the AR;
include proper staff;
contact the lead reviewer and the compliance director with AR questions;
complete the 700 Module off–site at least four weeks before the review;
organize documentation; and
be present the week of review.

7. Dos and Don’ts (Cont’d.)
wait until last minute to prepare;
force reviewers to “dig” for information that should readily available; and
plan meetings and overbook yourself the week of the review.

8. Frequent Findings

9. After the Review Procedures: Documentation: Begin working on CADs
Receive the letter of finding and review summary
Complete CADs by agreed upon deadline
Approve CADs and close review
Documentation:
Documentation needed to respond to findings
Pictures
Fliers
Letters
Menus
Signage
Corrective actions must have already happened
The beginning of the corrective action phase
Documentation is determined by findings
Lead reviewer will discuss with you what documentation is expected for findings
Documentation should be uploaded inside of the actual finding
There must be documentation for each finding

10. Responding to Corrective Action
Will start on the compliance section of the module
Scroll down and click on the Corrective action documents

11. Responding to Corrective Action (Cont’d.)

12. Responding to Corrective Action (Cont’d.)
When you open that link you will find all of your findings that require corrective action
When you click on the finding itself, you will see where the reviewer documented your finding and the required corrective action
Here is where the SFA responds.
Here is where you upload your documentation; just like any other attachment, you click on the link, browse for your document and and upload it

13. Responding to Corrective Action (Cont’d.)
Let’s look at a response and what it may look like
Talk through the document and what makes it a good response

14. Responding to Corrective Action (Cont’d.)

15. Responding to Corrective Action (Cont’d.)
The staff will receive training. The training topics will cover:
Introduction to school nutrition
Providing safe food
Forms of contamination
The safe food handler
Acceptable response? Why or why not?
No—Future actions are not acceptable; actions should have already taken place.
So let’s see if we can spot a well written response

16. Responding to Corrective Action (Cont’d.)
Since our administrative review, we have included the latest civil rights short statement on all correspondence and documentation. Please find attached copies of our May calendar menu and our revised notification letter.
Acceptable response? Why or why not?
Yes—The response is in past tense and indicates that there are attachments to demonstrate compliance.

17. Responding to Corrective Action (Cont’d.)
We were unaware of the requirement. We will do better on our next review.
Acceptable response? Why or why not?
No—Offers no documentation of corrective action.

18. Questions?

19. Quache Spencer Compliance Director Office of School Nutrition Quache
Quache Spencer Compliance Director Office of School Nutrition (615)

20. Mission Statement
Develop extraordinary school nutrition professionals and provide strategies to increase consumption of healthy school meals.

22. Nondiscrimination Statement
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) Additionally, program information may be made available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) Submit your completed form or letter to USDA by:
(1) mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C ;
(2) fax: (202) ; or
(3)
This institution is an equal opportunity provider.