CEP Information WebEx for Food Service Directors

CEP Information WebEx for Food Service Directors Kentucky Department of Education Division of School and Community Nutrition February, 2014

Today’s Agenda • Overview of the CEP • What’s new? • Use of Financial Calculator • Advantages to SFA • District responsibilities with HIF form • How to apply for CEP • Resources • Q and A’s

A little history… • Healthy, Hunger Free Kids Act of 2010 • Out of the 10 States eligible to apply, Kentucky was one of the 3 states chosen. • For SY 13-14, 69 districts and 372 schools implemented CEP. • KY has had zero loss of sponsors for CEP amongst those that have previously participated.

Significant changes • Title 1 guidance has been issued by US Dept. of Education. Here’s the link on KDE’s website for Title 1 Coordinators to access:http://education.ky.gov/federal/progs/tia/Pages/default.aspx • E-rate – Federal Communications Commission has directed schools in Kentucky that are participating in the CEP for the first time to use funding year 2012 data to determine their level of poverty when calculating discounts on services received under the E-rate program.

Overview • Community Eligibility Provision is being implemented nationwide beginning July 1, 2014. • LEA or schools electing the provision agree to serve all students free lunches and breakfasts for four successive school years. • Who can participate? • Sponsors of the NSLP and SBP • RCCIs are not eligible since in most cases, all meals are free District must appoint a FRAM coordinator to process HIF Forms

Overview: Identified Students • Meal program claims are based on the percentage of identifiedstudents multiplied by a factor of 1.6. • Identified students are defined as the students certified for free meals not through the submission of individual applications. • This includes students directly certified through SNAP, TANF, Medicaid and FDPIR participation as well as homeless on the liaison list, income-eligible Head Start, pre-K Even Start, migrant youth, runaways, and non-applicants approved by local officials. Foster children certified through means other than an application are also included. The primary source for DC identification is the monthly DC file from SCN’s direct certification web interface. A district may have missed a month or not captured transferring/new students as DC. The district can always import the ‘History’ file, which contains all DC students from July to the current month. Remember that the start date for DC is always the date that you import the file. Tip!

Overview:Identified Students, cont. Applications with SNAP/KTAP numbers indicated are NOT DC. Applications which indicate homeless, migrant, runaway or foster are NOT DC. DC students are always on a list, not an application.

Overview: School Eligibility Requirements • Provision provides an alternative to household applications for free and reduced price meals in high poverty local educational agencies (LEAs) and schools (40% or above DC). • The 40% threshold may be determined school-by-school, by a group of schools within the LEA, or in the aggregate for an entire LEA. % of identified students = Number of identified students as ofApril 7* Total enrollment as of April 7* This percentage multiplied by 1.6 will be the percentage of total meals served reimbursed at the Federal free rate. * Per USDA to allow for April DC matching, identified students and total enrollment must come from the POS system. .

Example of calculating site eligibility • In a school of 100 children, 40 children are DC. • 40 / 100 = 40% • 40% X 1.6 = 64% • Of the total meals served for a claiming period, 64% would be claimed at the free rate, 36% would be claimed at the paid rate. • Of 1,000 meals, 640 meals would be claimed free and 360 meals would be claimed as paid. • Food service account must be able to cover expenses; otherwise, the district’s general fund must cover the shortfall. • DC percentage must be around 50% or greater for financial viability; use the USDA calculator to determine financial viability.

usda calculator for financial viability(Compare past reimbursement with the calculator’s projected reimbursement)

Advantages to SFA Food Service Benefits • No reporting of October data • No household applications • No verification is required District Benefits • Eases financial burden for households • Potential increase in student achievement • Indirect financial effect due to increased collection of HIF forms

Collecting of socio-economic data becomes District Responsibilities • If District determines that it is necessary to collect socio-economic data by use of HIF forms, they will need to appoint a FRAM coordinator who develops and conducts the processing of HIF forms. This effort is totally separate from and not under the auspices of NSLP and SBP. Because costs associated with obtaining the socio-economic data would not be allowable program costs, nonprofit school food service account funds could not be used for this purpose. • FRAM coordinator training will be conducted by the Division of District Support, KDE.

How to Apply - Kentucky • Collect April DC data (Number of DC students and enrollment) on April 7 to allow for monthly downloads. All NSLP Sponsors will report April data this year in CNIPS no later than April 15. CNIPS will then indicate what sites are not eligible, potentially eligible, and eligible. • Must notify SCN by June 30, 2014 (or before ) of your intent to participate. • Must complete a CEO Schedule for each school or group of schools that will participate through CNIPS in the site application at the time of SY 14/15 application and agreement. SCN would confirm eligibility. • Must have supporting documentation to support eligibility (April roster with identified DC students). • Alternative News Release (prototype)

Program Implementation • 4 Year Cycle (June 30th of each year). • Each April a new percentage is generated based on DC data for the next year. • Can use the new percentage or the “prior to year 1” percentage – whichever is higher. • Household applications do not need to be provided to households of children in CEP participating schools. • A sample letter to households for CEP schools is available on our website at: http://education.ky.gov/federal/SCN/Pages/Community-Eligibility-Option.aspx • If you have any schools that are not participating in CEP, you are required to provide the traditional letter to households, household application and instructions to each of those households and certify applications as usual at those non-CEP schools. • Meal counting and claiming – continue to maintain records of daily counts of the total number of lunches and breakfasts. Complete the CEP Meal Edit Check Worksheet monthly. (found on webpage listed above)

SCN Resources USDA Calculator for Financial Viability SCN CEP Website for Food Service Directors: http://education.ky.gov/federal/SCN/Pages/Community-Eligibility-Option.aspx FRAC School Board Presentation: http://frac.org/federal-foodnutrition-programs/national-school-lunch-program/community-eligibility/ KDE CEP FRAM Coordinator Website: http://education.ky.gov/districts/shs/pages/community- eligibility-option-(ceo).aspx USDA CEP Proposed Rule: http://www.gpo.gov/fdsys/pkg/FR-2013-11-04/pdf/2013-25922.pdf Upcoming SNA Webinars: http://www.schoolnutrition.org/Content.aspx?id=19753 CEP Part 1: Making the Most of Community Eligibility Provision, Feb. 19th CEP Part 2: Eliminating School Meal Applications CEP Part 3: Determining which Schools will be Eligible to Participate in CEP

Questions and Answers • Questions regarding this web-ex can be submitted to the following email address: kyschoolnutrition@education.ky.gov Programmatic Delivery Section Consultants will respond and address all questions. Questions and answers will then be posted: http://education.ky.gov/federal/SCN/Pages/Community-Eligibility-Option.aspx

Have a great day!

CEP Information WebEx for Food Service Directors