Free and Reduced Price Applications

1. Free and Reduced Price Applications Eligibility Manual for School Meals (October 2011) (Orange Book) Pages 10-16 & 27 Spring CNP Director’s Workshop March 29, 2012

2. Application Design • The application and all supporting materials must be clear and simple in design and in an understandable and uniform format. • The application must also conform to the requirements issued by USDA.

3. INFORMING HOUSEHOLDS • Information letters must be distributed to households. • Letters must inform households which programs are available (NSLP/SBP). • All LEA’s must be able to provide paper applications and materials. (Page 10)

4. FOREIGN LANGUAGE TRANSLATIONS • FNS Website http://www.fns.usda.gov/cnd (Prototype applications and materials in a number of different languages can be found at this website) LEA’s have a responsibility to be aware of the language needs of LEP households. (Page 10)

5. TYPES OF APPLICATIONS • COMPUTER OR WEB-BASED APPLICATIONS • ELECTRONIC/SCANNED APPLICATIONS • CUSTOMIZED APPLICATIONS • USDA PROTOTYPE APPLICATIONS

6. TYPES OF APPLICATIONS • COMPUTER OR WEB-BASED APPLICATIONS Submitted electronically to CNP for eligibility determination. - Applications and supporting materials may be made available electronically via the internet. - LEA may accept applications electronically and may provide for electronic signatures for submission.

7. COMPUTER OR WEB-BASED APPLICATIONS-CONTINUED • All disclosure restrictions must be met and acceptance of the applications and electronic signatures must be in accordance with guidance issued by FNS. The web site is: (http://www.fns.usda.gov/cnd/governance/ Policy-Memos/2007/SP 10-2007.pdf

8. COMPUTER OR WEB-BASED APPLICATIONS-CONTINUED Letter Requirements to Households - Inform parents how to access the system to apply for benefits. - Explain how households may obtain and submit a paper application. - Include a phone number or a form to return requesting that a paper application be sent to the household (SEND TO SDE FOR APPROVAL PRIOR TO GIVING SOFTWARE COMPANY PERMISSION TO PRINT)

9. TYPES OF APPLICATIONS (CONTINUED) • ELECTRONIC/SCANNED APPLICATIONS Paper applications evaluated and eligibility determinations made by a computerized software program. - LEA’s may scan the paper applications submitted. - The scanning process must meet all regulatory requirements as well as perform functions as outlined in the guidance in the Eligibility Manual (Example-the software/scanner system must be able to recognize and accept less than whole dollar amounts). (SEND TO SDE FOR APPROVAL PRIOR TO GIVING SOFTWARE COMPANY PERMISSION TO PRINT)

10. TYPES OF APPLICATIONS CONTINUED • CUSTOMIZED APPLICATIONS LEA’S may request additional information from households other than what is required and the wording (language) may be changed from the USDA Prototype (Application and/or Letter to Household) (SEND TO SDE FOR APPROVAL PRIOR TO PRINTING)

11. TYPES OF APPLICATIONSCONTINUED • USDA PROTOTYPE APPLICATIONS LEA’s may ask households to include teacher’s name and student’s grade on the Free and Reduced-Price Application. (DO NOT SEND TO SDE FOR APPROVAL) WE HAVE NOT RECEIVED THE PROTOTYPE APPLICATION FROM USDA

12. Applications • LEA’s cannot require an application for each child in a household. Only one (1) application per household is required. (Page 13) • LEA’S cannot require households to submit an application. (Page 13)

13. PRIVACY ACT STATEMENT • The Privacy Act Statement is no longer required because of the changes requiring only the last four (4) digits of the social security number. • Privacy Act Statement - This explains how we will use the information you give us. (Page 14)

14. CATEGORICAL ELIGIBILITY BASED ON ASSISTANCE The application must provide: • Space for household member receiving assistance to write their name and case number. (Page 15) • When a case number is listed for any household memberALLchildrenin the household are eligible for free meals. (Page 15)

15. APPROVAL OF APPLICATIONS • The LEA must not delay approval of applications, both on-line and hard copies, if the household fails to provide any information that is not required. For example, if the household fails to include its street address or birth date. (Page 16 - Question 4)

16. TEMPORARY APPROVAL • Temporary approval of an application is no longer applicable because ofthe year long duration of eligibility provision. (Page 27) • A child’s eligibility is in effect from the date of eligibility for the current school year and up to the first 30 operating days of the new school year. (Page 27)

17. LETTER TO HOUSEHOLDS(INFORMATION LETTER) If you are using a Free and Reduced-Price Application that has to be approved by the SDE please submit your Letter To Households also. The letter must contain the information listed on the handout. Numbers 2 and 3 applies to Special Milk only. When submitting your letter to the SDE place the corresponding number on your letter.

18. COMMUNITY ELIGIBILITY OPTION • Section 104 (a) of the Healthy, Hungry Free Kids Act of 2010 of the Richard B. Russell National School Act provides an alternative to household applications for free and reduced price meals in high poverty areas. • The following states were given the option to apply for consideration for SY 2011-2012: Alaska Michigan District of Columbia Mississippi Illinois Oklahoma Kentucky South Carolina Louisiana Tennessee

19. COMMUNITY ELIGIBILITY OPTIONCONTINUED After this year (2011-2012) FNS will reassess the criteria and use updated data to identify other states that may be eligible to apply.

20. QUESTIONS ????