Child Nutrition Programs Reauthorization Act of 2004 Videoconference

1
Child Nutrition Programs Reauthorization Act of
2004Videoconference

• Sandy Garrett
• State Superintendent of Public Instruction
• Oklahoma State Department of Education
• December 14 and 16, 2004

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New Verification Reporting RequirementsImplementa
tion NOW!!!

• MUST implement new reports this school year.
• Waiver requested from United States Department of
  Agriculture, but denied.
• MUST complete TWO forms by HAND.

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New Verification Reporting RequirementsImplementa
tion NOW!!!

• Every application pulled for verification must be
  recorded.
• State Department of Education will input all data
  and submit final report to the United States
  Department of Agriculture.
• Reports due on Friday, January 14, 2005.

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Verification Summary of ApplicationsForm 1
(MUST COMPLETE HARD COPY)

• Application Identification Number
• Number of Students on Application
• Original Approval Status
• Free Based on Categorical Eligibility
• Free Based on Family Size and Income
• Reduced-Price

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Verification Summary of ApplicationsForm 1
(MUST COMPLETE HARD COPY)

• Verification Result
• Free Based on Categorical Eligibility
• Free Based on Income
• Reduced-Price Based on Documentation
• Full-Price Based on Documentation
• Full-Price Based on No Response

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Verification Summary of ApplicationsForm 1
(MUST COMPLETE HARD COPY)

• If not eligible, re-approved by February 15?
• Check yes if re-approved before form is due in
  State agency.
• Check no if not re-approved before form is due
  in State agency.

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Verification Summary of ApplicationsSHOW FORM
ANDEXAMPLES
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Consolidated Verification SummaryForm 2(MUST
COMPLETE HARD COPY)

• Descriptive Information (at the top of form)
• Type of Free/Reduced-Price Application
• Number of Schools Operating Program
• All Schools
• Provision 2/3 Schools Not Operating a Base Year
• Number of Enrolled Students
• All Schools
• Provision 2/3 Schools Not Operating Base Year

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Consolidated Verification Summary(MUST COMPLETE
HARD COPY)

• Total Free EligiblesNumber of Students
• 4-1. Number Approved Who are not Subject
  to Verification
• A. Number of Students
• 4-2. Number Approved Based on Categorical
  Eligibility
• A. Number of Students
• B. Number of Applications

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Consolidated Verification Summary(MUST COMPLETE
HARD COPY)

• 4-3. Number Approved Based on Family Size and
  Income
• A. Number of Students
• B. Number of Applications
• 4-4. Provision 2/3 Sites Only Number Approved
  Free
• A. Number of Students

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Consolidated Verification Summary(MUST COMPLETE
HARD COPY)

• 5. Total Reduced-Price Eligibles
• A. Number of Students
• B. Number of Applications
• 5-1. Provision 2/3 Sites Only
• A. Number of Students
• 6. Type of Verification Used
• -Random
• -Focused
• -All

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REMEMBER (Consolidated Verification Summary
ReportForm 2)

• Items in Column A come from the October Claim for
  Reimbursement.
• Items 4-1, 4-2, 4-3, and 4-4 must match Item
  4.
• Column B of Items 4-2, 4-3, and 5 should total
  the number of applications on file as of October
  31, 2004.
• This number should be the total of your
  application pool for verification.

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REMEMBER (Consolidated VerificationForm 2)

• Totals on Column B (show example)
• Item 4-2 17
• Item 4-3 99
• Item 5 9
• Total 125 (total verification pool)
• Random Sample 125 x .03 (3) 3.75 or 4
  applications
• to verify.
• FOUR should be the number of applications
  represented on the Verification Summary of
  Applications (Form 1).

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Consolidated Verification Summary SHOW FORM
ANDEXAMPLES
15
Consolidated Verification Summary Changes in
Report Instructions.
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New Milk RequirementsImplementation July 1, 2005

• Requires offering fluid milk in a variety of fat
  contents
• Schools may offer flavored or unflavored milk and
  lactose-free fluid milk.
• Drops prior year preference for schools.

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New Milk RequirementsImplementation July 1, 2005

• 2. Allows schools to substitute non-dairy
  beverages nutritionally equivalent to fluid milk
  at the request of a medical authority or
  parent/guardian
• School must notify State Department of Education
  if substitutions are made.
• School may want to notify parents of substitutes
  provided.

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New Milk RequirementsImplementation July 1, 2005

• School must use substitute(s) as specified by the
  United States Department of Agriculture.
• School shall not be required to provide
  beverage(s) other than beverage(s) school has
  identified as acceptable substitute.
• Expenses incurred in providing substitutes that
  are in excess of expenses covered by
  reimbursement are paid by the school.

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New Milk RequirementsImplementation July 1, 2005

• Schools shall not directly or indirectly restrict
  the sale of fluid milk products by the school at
  any time or any place on the premises or at any
  school-sponsored event.
• School must check all beverage contracts for
  language
• (i.e., exclusive pouring rights).
• May require school to amend beverage contracts.

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Direct CertificationImplementation Next Three
Years

• School districts shall certify a child who is a
  member of a household receiving assistance under
  Food Stamps as eligible for free meals without
  further application
• -July 1, 2006 Any district that had an
  enrollment of 25,000 or more in the preceding
  school year.
• -July 1, 2007 Any district that had an
  enrollment of 10,000 or more in the preceding
  school year.
• -July 1, 2008 All other districts.

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Direct Certification

• Cartridge and Zip Code List will be used through
  School Year 2005-06.
• State Department of Education is investigating
  ways to accomplish future years requirements.

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Requirements for Household ApplicationsImplementa
tion July 1, 2005

• Electronic signatures may be used if
• Applications are submitted electronically.
• Electronic application filing system meets
  confidentiality standards, according to USDA.
• School districts may not request a separate
  application for each child in a household
• Districts may have to implement centralized
  application approval process.

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Requirements for Household ApplicationsImplementa
tion July 1, 2005

• School districts will be required to attend
  annual training concerning application approval
  and benefit issuance
• One person per school district.
• Anticipate training to be every August,
• for one full day.

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Requirements for Household ApplicationsImplementa
tion July 1, 2004

• Duration of Free/Reduced-Price Eligibility
  Determination
• Once approved benefits remain for the remainder
  of the school year 30 operating days of next
  school year.
• Households are no longer required to report
  changes in circumstances.

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Requirements for Household ApplicationsImplementa
tion July 1, 2004

• Does not apply when initial determination was
  incorrect.
• Does not apply when verification of households do
  not support level of benefits initially approved.
• Does not apply when households are given
  temporary approval.

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Requirements for Household ApplicationsImplementa
tion July 1, 2004

• Migrants, Runaways, and Homeless Students
• Now categorical eligibility to receive free meals
  automatically, without further application.
• Categorical eligibility remains for entire year,
  and into the first 30 operating days of the next
  year.

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Requirements for Household ApplicationsImplementa
tion July 1, 2004

• Local Migrant Education Program Coordinator,
  Runaway Youth Service Provider, or Homeless
  Education Liaison will identity students.
• Documentation Necessary
• Students name or a list of names.
• Effective date.
• Signature of staff identifying the students.

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Food Safety Program Implementation July 1, 2005

• The State Department of Health shall conduct food
  safety inspections twice per school year at each
  school site.
• The State Department of Education shall annually
  audit the food safety inspections.

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Food Safety Program Implementation July 1, 2005

• Each district shall implement a school food
  safety program in the preparation and service of
  each meal served to students that complies with
  any hazard analysis and critical control point
  system established by the United States
  Department of Agriculture.

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TRAINING

• Anticipate 1-1/2 day workshops across the State.
• Target Date April 2005.

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Wellness Policy Implementation July 1, 2006

• Each school district must establish a local
  School Wellness Policy
• Include goals for nutrition education, physical
  activity, and school-based activities that are
  designed to promote student wellness.

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Wellness Policy Implementation July 1, 2006

• Include nutrition guidelines for all foods
  available on entire school campus during the
  school day with the objectives of promoting
  student health and reducing childhood obesity.
• Provide an assurance that guidelines for
  reimbursable meals shall not be less restrictive
  than regulations.

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Wellness Policy Implementation July 1, 2006

• Involve parents, students, child nutrition staff,
  the school board, school administrators, and the
  public in the development of the policy.

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Federal Requirement for Wellness Policy vs.
State Requirement for Healthy and Fit Committee

• Federal Wellness Policy
• Implementation Date July 1, 2006.
• One policy required per school district.
• State Healthy and Fit Committee
• Implementation Date 2004-2005.
• Committee required for each school site.

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VerificationImplementation July 1, 2005

• BIG CHANGES
• for the 2005-2006 school year!!!

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VerificationImplementation July 1, 2005

• BIG CHANGES
• Procedures
• Deadlines
• New Definitions

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VerificationImplementation July 1, 2005

• 3 of all applications must be verifiedFocused
  Sample only
• Application selections is based on number of
  applications on file as of OCTOBER 1.
• Focused sample must be selected from
  Error-Prone applications.

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VerificationImplementation July 1, 2005

• Error-Prone applications Applications which
  indicate monthly incomes within 100 of monthly
  income scale, or annual incomes within 1200 of
  annual income scale.

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VerificationImplementation July 1, 2005

• If there are not enough error-prone
  applications, district must randomly select
  additional applications to fulfill the 3
  requirement.
• District may decline up to 5 of its
  verification sample and replace it with other
  error-prone applications.

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VerificationImplementation July 1, 2005

• NEW Verification Deadline
• NOVEMBER 15

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VerificationImplementation July 1, 2005

• 3 of all applications must be verifiedNo more
  random samples
• Total Applications on File as of October 1,
  2005 3103
• 3103 x .03 93.09 applications
• 93.09 must be rounded up 94
• Every application selected must be from
  error-prone applications.
• No categorical
  applications may be selected.

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VerificationImplementation July 1, 2005

• Error-Prone applications Applications which
  indicate monthly incomes within 100 or annual
  incomes within 1200 of income scales.
• Example Family of 4 must have a monthly income
  of 2,043 or less to qualify for free meals.
• Error-Prone application would be one for a
  family of 4 that has an monthly income of between
  1,943 and 2,043 OR between
• 2,043 and 2,143.

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VerificationImplementation July 1, 2005

• Error-Prone applications Applications which
  indicate monthly incomes within 100 of monthly
  income scale, or incomes within 1200 of annual
  income scale.
• Example Family of 4 must have an annual income
  of 34,873 or less to qualify for reduced-price
  meals.
• Error-Prone application would be one for a
  family of 4 that has an annual income of between
  33,673 and 34,873.

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VerificationImplementation July 1, 2005

• District may decline up to 5 of its
  verification sample and replace it with other
  error-prone applications
• 94 applications x .05 4.7
• (DO NOT ROUND UPTHIS WOULD CAUSE MORE THAN 5
  TO BE DECLINED)
• FOUR applications may be declined and replaced
  with other approved error-prone applications.
• Reasons for Declining If district has reason
  to believe the family is fragile and would
  have a hard time responding.

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VerificationImplementation July 1, 2005

• Direct Verification To verify eligibility for
  free or reduced-price meals of approved
  applications selected for verification by
  obtaining and using income and program
  participation information from other means tested
  programs in other public agencies
• 1. Food Stamp Program
• 2. Food Distribution Program on Indian
  Reservations
• 3. State Medicaid Program
• 4. Temporary Assistance for Needy Families

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VerificationImplementation July 1, 2005

• Prior to conducting any other verification
  activity for approved applications selected for
  verification, the district must
• Provide a toll-free phone number that households
  can call for assistance with the verification
  process. The toll free number must be included
  in the written notice to the household.
• Ensure that the initial determination is reviewed
  for accuracy by an individual other than the
  individual making the initial eligibility
  determination.

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VerificationImplementation July 1, 2005

• Correct Eligibility DeterminationIf review
  indicates the initial eligibility determination
  is correct, the district shall verify the
  approved application.
• Incorrect Eligibility DeterminationIf review
  indicates the initial eligibility determination
  is incorrect, the district shall
• Correct eligibility status.
• Notify the household of the change, including
  appeal rights.
• Notify the household of the reason for the
  ineligibility and how the household may reapply
  with income documentation.

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VerificationImplementation July 1, 2005

• If the second review of an application indicates
  the initial eligibility determination is
  incorrect, the district must replace this
  application with another application to meet the
  percentage requirement.

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VerificationImplementation July 1, 2005

• Follow-up to Initial Notice Required
• If a household does not respond to a verification
  notice, the district shall make at least one
  attempt to obtain the necessary documentation
  from the household.
• Districts may contract with a third party to
  assist with follow-up.

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Reduced Verification AlternativeImplementation
July 1, 2005

• If a district has a non-response rate of less
  than 20 in the current school year for
  verification contacts, the district could reduce
  number of applications verified the following
  year.

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Reduced Verification AlternativeImplementation
July 1, 2005

• A non-response rate of less than 20 means a
  district must have a response from at least 80
  of the applications selected for verification.

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Reduced Verification AlternativeImplementation
July 1, 2005

• Response Rate Example
• (MUST HAVE AT LEAST 80 RESPONSE FROM ALL
  APPLICATIONS)
• 94 applications selected for verification.
• 94 x .80 75.2 applications
• (DO NOT ROUND DOWNTHIS WOULD CAUSE LESS THAN 80
  REPONSE RATE)
• If district had response from at least 76
  households, then reduced verification could be
  done the next year.

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Reduced Verification Alternative Old Way of
Conducting Verification

• Random Sample
• 3 or 3,000, whichever is less, of ALL approved
  applications on file as of October 1.
• Focused Sample
• 1 or 1,000, whichever is less, of ALL approved
  INCOME applications, with incomes within 100
  monthly or 1200 annually of income scale PLUS
• .5 (one-half of 1) or 500, whichever is less,
  of ALL approved CATEGORICAL applications on file
  as of October 1

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Child Nutrition Programs Reauthorization Act of
2004

• QUESTIONS
• ???
• (CONCERNING THE VIDEOCONFERENCE)

55
Child Nutrition Programs Reauthorization Act of
2004

• Contact Person for Questions
• louise_betche_at_sde.state.ok.us

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Child Nutrition Programs Reauthorization Act of
2004Videoconference

• THE END