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Administrative Review

Administrative Review

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Administrative Review

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  1. Administrative Review Child Nutrition Maine Department of Education SY 2013-2014

  2. Parts of a Review • Off site component • All programs reviewed • Implement 3 year review cycle • On site review • On-Site Training & Technical Assistance • All on-site 2 days minimum

  3. Review Period • Most recent month claim submitted • Week of on-site review • Can look further back

  4. Programs Reviewed • SBP • ASSP • NSLP • FFVP • Seamless Summer Option if participating

  5. Pre-Visit Procedures • Receive off-site assessment form and return by specified date • Submit menu documentation, labels, production records for specified week • Complete any remaining questions via phone appointment

  6. Off-Site assessment tool • More time prepping = more time to for TA on site • Be accurate! • Involve central office staff in filling out

  7. On-Site Procedures • Entrance Conference (optional) • On-site Review at school and central office • Exit Conference

  8. Sample Schedule For Single Unit • Arrive before breakfast to review • Head to central office to review applications • Observe lunch • Verify accountability • Review Financials at central office • Exit interview • *FFVP and ASSP will be review if applicable

  9. Sample Schedule For Multi-School Day One Day Two Arrive at first school around 9am and review applications and verification Head to the kitchen to observe documents, production, and meal service Verify accountability Review financials at central office Arrive at second school before breakfast to review Head to central office to finish finance and paperwork Review FFVP is applicable Observe lunch Exit interview

  10. Review Areas

  11. Breakfast in the Classroom • Train teachers • If they cannot properly count a reimbursable breakfast you need to pull the program • A lot of counting and claiming errors found • THIS IS YOUR RESPONSIBILITY • Two types of milk

  12. Breakfast Meal Pattern • Meal Components and Quantities • 3 items at breakfast • Daily/weekly minimums • Whole-grain rich • Offer two types of milk • Dietary Specification and Nutrient Analysis • Calories • Saturated fat • Sodium • Zero grams trans fat per serving

  13. Student Applications and Master List • Certification of benefits • Household applications • Direct certification • Benefit issuance • Roster • Medium of exchange Guidance: Eligibility Manual for School Meals

  14. Student Applications and Master List Cont. • Looking for overt identification • Miscategorizations • Master List document updated • F/R counts match our count • Denied applications • Applications/DC match POS document • Applications approved correctly • DO NOT THROW AWAY DUPLICATE APPLICATIONS

  15. Application/ Master List Errors • Sign and date! • Take care with your math • Annual income if income reported in various forms • Data entry into electronic systems • Make sure the Master List in the office matches the check list used during meal service • Make sure you update Master List as needed • Missing household size when approving based on income • EBT card numbers are not acceptable • Maine Care numbers are not acceptable • Missing SS# of parent or checking no SS# • 30 day carryover of benefits ---30 operating days • Make sure they are switched to paid if no paperwork arrives at the 30 day mark!

  16. Direct Certification Errors • Check at least 3x year • Manual search matches must be printed or saved • Increase DC numbers by searching applications with TANF/SNAP# • Must send a letter to DC households notifying them of their benefits • SAVE ALL DC LISTS

  17. Verification Reporting • Free DC - SNAP • Free DC – TANF, Homeless, Migrant • Free income • Free Food Stamp # on application

  18. Verification • Compare report to documents • Completed on time • Look over confirmation materials • Used correct method • Provide TA • May be prior years if you have not submitted report yet • Follow-ups were made • Required notifications • Notification letter met standards • Timeliness of any eligibility status changes

  19. Verification Errors • Use the correct method • Error prone • Mark the Error prone applications when approving • Double check your math • A family application who is on direct cert is NOT included in the number of applications • Follow protocol/timeline • Not properly identifying error prone application ($100 below/above free or $100 below reduced) • Not keeping documentation (copies of letter to households, application copies, copies of income) • Not reporting DC students in section 3 • Reporting SNAP letter method students when there are none • Must wait 10 days to decrease benefits and increase benefits immediately

  20. Lunch Meal Pattern

  21. Lunch Meal Pattern • Meal Components and Quantities • 5 components at lunch • Daily/weekly minimums • Vegetable subgroups • Whole-grain rich • Grain based desserts • Offer two types of milk • Dietary Specification and Nutrient Analysis • Calories • Saturated fat • Zero grams trans fat per serving

  22. Lunch Meal Pattern Review • Access to all components on all serving lines • Records reimbursable meals correctly at POS • Alternate meals must meet all requirements • Access to vegetable subgroups • Calculating weekly grain/meat minimums • Whole grain rich criteria must be met! • Two types of milk must be offered • Pre-K—if you claim the meal you must meet NSLP or CACFP meal pattern

  23. Meal Pattern Documentation • Standardized recipes • Production records • Accurate information • Completed • Substitutions documented and followed • Food crediting • Need labels, CN labels, etc

  24. Production Record A Major Source of Errors • Lack of training • Lack of following directions • Not taking it seriously • Everyone’s job but nobody is responsible • Reporting ½ cup for vegetables when more is really offered • Only entrée listed (missing milk, veg, fruit) • Alternate meal not listed • Leftovers not recorded

  25. OVS • Menu must be posted with instructions on how to select a reimbursable meal • Staff must be able to recognize a meal • Two full components and ½ cup fruit/vegetable for all age/grade groups

  26. Point of Service (POS) • Salad bar after POS requires a waiver from DOE if you would like to use items to meet the meal pattern • Student must have a reimbursable meal BEFORE POS • CANNOT MARK A STUDENT DOWN UNTIL YOU SEE THEM WITH A REIMBURSABLE MEAL (cant count a meal until the student has a meal….)

  27. Menu Errors Missing meal components should not happen • Double check menu as planned against the requirements • Know what counts as a component vs a “thank you for coming” • Teach staff to identify a reimbursable meal at the POS • Teach production/serving staff what to do if they run out of a component

  28. SOPs/Food Safety Plan • Non-existent • Not updated • Download from NFSMI and customize • Have not been reviewed for years • Temperature logs—coolers, freezers, hot/cold food holding • Ghost trays- not required but highly recommended • Ex) A school district blamed for GI tract outbreak—turns out it was the new mulch on the playground. • Hair restraints/beard restraints—WEAR THEM no matter how short your hair is

  29. Health Inspections • Must request 2nd and keep documentation • Must post recent health inspection in visible location

  30. Meal Counting and Claiming • Meal counting and claiming system • Consolidated claims • Accuracy of claimed meals by category • Back up system • Training • POS staff • Alternate POS • Second meals

  31. FFVP • DOCUMENT DOCUMENT DOCUMENT • Keep the menu • Must keep the invoices—highlight method or separate invoice • Review the guidelines ---FRESH not dried, not frozen, not popcorn… • Make sure whoever is running the program has been trained • Advertise/publicize widely within the school • Budgeting/claiming errors—video and tool available to help • What happens when the items are delivered to the classroom?—is the teacher actually distributing them?

  32. ASSP • Menu • Documentation that the snacks meet the meal pattern • Train staff administering/counting and claiming • 2 components = snack • Each site must receive an on-site review in the first 4 weeks by acting director • Must receive a second review by the end of the year—document!

  33. Financial Management • Claim form financial data comparison • Maintenance of the nonprofit school food service account • Net cash resources • Allowable costs • Indirect costs • Paid lunch equity • Revenue from non-program foods • USDA foods

  34. Financial Issues • Is a la carte making a profit? • Take time to understand the Claim Form and the Reports that it generates • Communicate regularly with business manager • If you know the checkbook balance is not correct, call for directions on how to fix it

  35. Charging Policy • If your policy is to give students who don’t have funds a meal you must offer full components in order to claim the meal • If the meal does not meet the meal pattern you cannot claim it! • Ex) Sandwich, Milk, and Fruit does not equal a reimbursable offered meal

  36. Adult Pricing • Must be greater than your previous years per meal cost • Update the price on the online application • The only adults who get free meals are kitchen staff and potentially one janitor –not the principal, not the security guard, not the lunch monitor…

  37. General Areas • Wellness Policy • Civil Rights • SFA On-site Monitoring • Competitive Foods/Chapter 51 • Water Availability at breakfast and lunch • Food Safety/HACCP/SOPs • Reporting and Record Keeping for 3 years plus current • SBP/SFSP Outreach

  38. Wellness Policy • Goals for nutrition education, physical activity, school-based activities, nutrition program • Designated LWP oversight official • Nutrition guidelines • Plan for measuring implementation • Must be available to the public • Must allow physical education teachers/school health professionals to be a part of committee • Must inform stakeholders that they can participate • Provide an assessment of the implementation of the LWP • Inform public of assessment results

  39. Civil Rights • “Justice for All” poster must be visible on serving line • Information on services for Limited English Proficient households • Non-discrimination statement must be on all program documents (menu, notification letters, etc) • Procedures for receiving and processing civil rights complaints within FNS programs • Documentation for civil rights training for staff • Accommodating students with special dietary needs

  40. First item we look for and so should you... • Posted where your customers can see it • Don’t have one? We have copies for you • Translations available on FNS website

  41. USDA Non Discrimination Statement The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal and, where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at, or at any USDA office or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at Individuals who are deaf, hard of hearing, or have speech disabilities and wish to file either an EEO or program complaint please contact USDA through the Federal Relay Service at (800) 877-8339 or (800) 845-6136 (in Spanish). Persons with disabilities, who wish to file a program complaint, please see information above on how to contact us by mail directly or by email. If you require alternative means of communication for program information (e.g., Braille, large print, audiotape, etc.) please contact USDA's TARGET Center at (202) 720-2600 (voice and TDD). .

  42. State of Maine Non-Discrimination Statement This institution is an equal opportunity provider. In accordance with State law this institution is prohibited from discrimination on the basis of race, color, national origin, sex, age, sexual orientation or disability. (Not all prohibited bases apply to all programs.) To file a complaint of discrimination, write Maine Department of Education, Civil Rights Officer, 23 State House Station, Augusta, ME. 04333, or call (207)624-6820. Maine is an equal opportunity provider and employer.

  43. Short Version of Non-Discrimination • “The Maine Department of Education and USDA are equal opportunity employers and providers” • Must be same font as the rest of the document • Can only use the short version when there is not enough room to use long versions of both USDA and Maine

  44. SFA On-Site Monitoring • For districts with 2 or more schools • Lunch counting and claiming system must be monitored by the district at each site by Feb 1st • Implement any needed corrective action • Prototype checklist available on our website

  45. Post Review Activities • Exit Conference • Scope of Review • Corrective Action Plan • Documented Corrective Action • Fiscal Action • Administrative Review Report within 30 days • Documented Corrective Action • Submitted by deadline • Assess potential fiscal action

  46. Questions?