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Verification School Year 2014-2015

Verification School Year 2014-2015. Alabama Department of Education Child Nutrition Programs. What is Verification?. The confirmation of a students’ eligibility for Free and Reduced-Priced meals under the National School Lunch Program or School Breakfast Program.

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Verification School Year 2014-2015

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  1. VerificationSchool Year2014-2015 Alabama Department of Education Child Nutrition Programs

  2. What is Verification? The confirmation of a students’ eligibility for Free and Reduced-Priced meals under the National School Lunch Program or School Breakfast Program. • Required annually by the USDA • Reauthorization Act of 2004

  3. School Year 2014-15 Verification Deadlines • As of October 1 • Count Total Number of Approved Applications • November 15 • Verification Process Completed • February 1 - Trackhouseholds that were terminated due to verification and reapplied and were reapproved • Summary Submission to State Department

  4. Selecting Applications for Verification • First establish the Sample Pool • The total number of applications approved as of October 1st • Then calculate the Sample Size • This is number of applications subject to verification; the minimum and maximum sample size is 3% total • The Sample Size does not include Direct Certification, Homeless, Runaway, Migrant, or Head Start

  5. Selecting Applications for Verification Calculate number of applications to be verified using one of the following methods: • Standard Sample Size • Alternate Sample Sizes • Alternate One • Alternate Two

  6. Verification Information is Available: Eligibility Manual for School Meals (yellow book) Determining and Verifying Eligibility August 2014 Part 9, Pages 81-100

  7. Online Verification Tutorial September 23, 2014 Alabama state department of education Child Nutrition Programs

  8. Authority Levels for Online Verification Authority levels must be set for Sponsor Users prior to accessing the online Verification Summary • To set authority levels: • Log on to the CNP Online Application • Click User Account • Click Edit User • Click the Edit button next to the Sponsor User that is being edited • Select the authority level appointed to the Sponsor User • Click Update User • There are 3 levels of authority for verification: • Editor • Submitter • Viewer

  9. Accessing the Online Verification Summary Log onto the CNP Online Application Click NSLP Click Forms Select Verification Summary The LEA’s verification summary page opens

  10. Accessing the Online Verification Summary Sponsor’s agency name, LEA-ID, LEA name, address, and type of LEA are all pre-populated from the system interface. Use the drop down box to select the school year.

  11. Entering Information Into the Online Verification Summary • After selecting the program year, the verification summary page will load. • Only the cells applicable to the Sponsor are editable. Editable Cells Disabled Cells

  12. I. Enrollment, Application, and Pre-Verification Counts

  13. I. Enrollment, Application, and Pre-Verification Counts Complete before starting the verification process to identify the correct number of applications to pull for verification.

  14. I. Enrollment, Application, and Pre-Verification Counts Section 1: Total School, Residential Child Care Institutions, and Enrolled Students The numbers entered in this section should be the enrollment numbers as of October 1st.

  15. I. Enrollment, Application, and Pre-Verification Counts Section 2: SFAs with Schools Operating Alternate Provisions Only SFAs operating under Provision 2, 3, or Community Eligibility Provision (CEP) report under Section 2.

  16. I. Enrollment, Application, and Pre-Verification Counts Section 3: Students Approved as FREE Eligible NOT Subject to Verification. (Direct Certification)

  17. I. Enrollment, Application, and Pre-Verification Counts Section 4: Students Approved as FREE or REDUCED PRICE Eligible Through a Household Application

  18. I. Enrollment, Application, and Pre-Verification Counts These cells will populate automatically.

  19. I. Enrollment, Application, and Pre-Verification Counts The following cells will be visible only to schools required to conduct Independent Review.

  20. Saving Information Entered To save the information that has been entered, scroll to the bottom of the form and click the Save button located on the bottom left corner.

  21. Saving Information Entered Once the information entered has been saved, a red circle with a white exclamation point will appear beside any cell where an error was found or if no information was entered into the cell. Correct the errors and save the verification summary again.

  22. II. Results of Verification

  23. II. Results of Verification Section 5: All SFAs must report Section 5 (except for No Verification required).

  24. “For Cause” Applications • The LEA has an obligation to verify all questionable applications as “for cause.” • Any verification that is conducted “for cause” is in addition to the sample size required.

  25. II. Results of Verification Entering Data From Verified Applications Click the “Add New Application” button to add applications. This button must be clicked every time that a new application is entered.

  26. II. Results of Verification Enter the File # for Household Application. This is the method the LEA uses to identify the application. • For example: • Numerical • Last Name

  27. II. Results of Verification Enter the number of approved students on the application.

  28. II. Results of Verification Select the benefit type prior to the verification process using the drop down box to select: • Free-Categorical • Free Income • Reduced Price

  29. II. Results of Verification Select the result of verification by using the drop down box: • Responded, no change • Responded, changed to free • Responded, changed to reduced price • Responded, changed to paid • Non Response, incomplete documentation provided by household • Non Response, household never responded to SFA

  30. II. Results of Verification This step may not be able to complete before February 15th. Check the box next to Reapplied & Reapproved by Feb. 15 if the application was resubmitted and reapproved on or before Feb. 15th.

  31. II. Results of Verification Click the update button located at the bottom right to show the application as entered on the verification summary.

  32. II. Results of Verification Once updated, the application information is listed below the search fields. Changes may be made to an application that has already been entered by clicking the Edit link beside the application information. The entire application may be deleted by clicking the Delete link. Search field Application Information

  33. II. Results of Verification Click on “Add New Application” to enter all verified applications” until the correct number of applications have been entered (See 5-5).

  34. Checking for Errors Verification entries may be sorted in the following ways to check for errors: • Application ID • Number Of Students Approved On Application • Original Benefit Type • Free – Categorical • Free – Income • Reduced Price • Results of Verification • Responded, no change • Responded, changed to free • Responded, changed to reduced price • Responded, changed to paid • Non Response, incomplete documentation provided by household • Non Response, household never responded to SFA • Reapplied and Reapproved

  35. Methods for Finding Application Information Information may be found in two ways: METHOD ONE: To sort alphabetically or numerically, click the column name in the Application Data Header. METHOD TWO: To search for applications with a specific value in any column, enter the desired value in the search fields under the Application Data Header.

  36. Methods for Finding Application Information Method One Method Two Application Data Header Search Fields

  37. II. Results of Verification Verification totals will be calculated for you based on the information entered.

  38. Submitting the Verification Summary Be sure that you have “Saved” information that you have entered. Once all information has been entered, checked for errors and saved, click the “Submit” button on the bottom left of the screen.

  39. Submitting the Verification Summary A message from webpage will appear. Click OK to finalize submission of the Verification Summary.

  40. Submitting the Verification Summary After clicking OK, the Verification Summary will appear with a message below that is highlighted yellow. The message indicates read only mode with the user name, date, and time of the successful submission.

  41. Submitting the Verification Summary If there are errors when the Verification Summary is submitted, an error message will appear that is highlighted in red. The submission was not successful.

  42. Submitting the Verification Summary Errors will be identified on the Verification Summary by a red circle with an exclamation point inside. Correct the errors and click the Submit button again.

  43. After Submitting the Verification Summary Report The Verification Summary Report can be printed by clicking on “File”, then “Print” on the upper left corner of your screen.

  44. After Submitting the Verification Summary Report The Verification Summary Report may be edited after it has been submitted until March 1st. Click the Undo Submit button located in the top left corner of the Verification Summary Report below the year selection to undo the submission.

  45. Civil Rights Compliance InChild Nutrition Programs State of Alabama Department of Education Child Nutrition

  46. Sponsors Receiving USDA Funds Must Follow Civil Rights Regulations And Policy: • Food and Nutrition Service (FNS) 7CFR 15, 210-252.7 Federal Regulations cover the following Child Nutrition Programs: • National School Lunch, Breakfast and Special Milk Programs • Summer Food Program • Food Distribution Program • Child and Adult Care Food Programs

  47. What Is Discrimination? Discrimination is defined as different treatment which makes a distinction of one person or a group of persons from others; either intentionally, by neglect, or by the actions or lack of actions based on six protected classes: race, color, national origin, sex, age, or disability.

  48. Discrimination = 4 D’s …an individual or group is: • Denied benefits or services that others receive. • Delayed receiving benefits or services that others receive. • Treated Differently than others to their disdvantage. • Given Disparate treatment something which does not seem discriminatory, but has a discriminatory impact in practice

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