Nevada School Nutrition Association 2014 Conference -Directors Training
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NSNA Directors Training 2014 presented by Nevada Department of Agriculture Food and Nutrition Division. Presentation covers Direct Certification, Community Eligibility Provision, Verification, Professional Development Standards, New Meal Pattern, USDA Foods, and DoD Fresh
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Nevada School Nutrition Association 2014 Conference -Directors Training
- 1. July 7th, 2014 NSNA Directors Training Nevada Department of Agriculture Food and Nutrition Division
- 2. USDA Foods DoD Fresh Open Session with outside moderator How can NDA help you be more successful? Today’s Agenda Introductions Direct Certification Community Eligibility Provision Verification Professional Development Standards New Meal Pattern
- 3. Jenelle Gimlin Deputy Administrator- Food and Nutrition Division Introduction/Welcome Donnell Barton Administrator- Food and Nutrition Division
- 4. Direct Certification Catrina Peters, MS, RD Nutrition Programs Professional
- 5. Direct Certification The Basics Who, What, Where, When and How What does DC impact? Best Practices Electronic DC matching Reports from Districts using electronic match Questions and Discussion
- 6. Direct Certification The Basics- What is Direct Certification? The process under which School Districts certify children who are members of households receiving assistance (SNAP, TANF, FDPIR) as eligible for free school meals Once a student is directly certified, no application is needed to qualify for free meals https://files.nv.gov/
- 7. Direct Certification The Basics- The Who of Direct Certification Eligibility is extended to all household members, these children are considered directly certified as well Children are Free status for the remainder of the school year plus the 30 day rollover period Districts are required to notify households that are directly certified and also provide information on how notify the district of other children in the household ***Important for reducing application paperwork burden!!
- 8. Direct Certification The Basics- Where does it happen? In Nevada, DC matches are made at the local level Local matches allow districts to have more control over matches Been wondering about those kids on the list that aren’t in your district? DC list divided up according to zip code, there may be overlap with your neighboring county School Districts can share DC list information
- 9. Direct Certification The Basics- When is Direct Certification done? Districts must conduct DC matches at least 3x per year At a minimum those times must be: At or around the start of the school year (July 1) 3 months after the beginning of the school year 6 months after the beginning of the school year Monthly matches are strongly encouraged!
- 10. Direct Certification The Basics-The How Student lists are downloaded off Mustang Child’s names on the DC list are matched to student rosters Students are then entered as Free, Directly Certified Due to changes in Verification Reporting, Districts are required to report the following types of DC matches DC-SNAP DC-Other (TANF, FDPIR, Homeless, Migrant, Runaway, Head Start…) Reported on the FNS 742 form
- 11. Activity Using the sample DC list, how do you know what children are DC SNAP? DC Other? Under “Program” header “FB”, “F” and all others are DC SNAP “A” = TANF On the sample FNS-742 form find the ….. Box where DC-SNAP matches are reported (3-2) Box where DC-Other matches are reported (3-3) Who is entering in DC-SNAP/DC-Other into their POS system? Who is tracking it manually?
- 12. Direct Certification What does it impact? Reduces number of paper applications Lowers number of applications to be verified Lowers workload for processing applications Increased DC match effects eligibility for Community Eligibility Provision (CEP)
- 13. Direct Certification Best Practices Do your matches early and notify households that they are a match Match frequently-monthly is highly recommended Don’t forget about other household members! Work with your homeless coordinator, those count as DC matches too!! Every DC match is one less paper application…….
- 14. Electronic DC Match Reports from the field What districts have used an electronic match? What company did you use? What was your experience like?
- 15. Direct Certification We met the 2013/14 benchmark (95%) Nevada achieved 98% for the 2013/2014 school year Not meeting future benchmarks could result in districts creating and implementing corrective action plans for Direct Certification NDA has explored the possibility of purchasing software that would conduct DC match at the state level Discussion?
- 17. Community Eligibility Provision Catrina Peters, MS, RD Nutrition Programs Professional
- 18. Community Eligibility Provision The Basics Must serve breakfast and lunch for no charge to all students Count number of breakfasts and lunches served to student daily Must cover, with non-federal funds, the costs above the federal reimbursement School Meal benefit applications cannot be taken and processed by staff paid out of the non-profit food service account No student level Free/Reduced price lunch information is collected Can group schools, schools not be physically near each other to be grouped
- 19. Identified Student Percentage Low income children who are certified for free school meals without the use of a household application All Direct Certification matches! Students certified based on documentation of benefit receipt or categorical eligibility as described in 7 CFR part 245 (e.g. directly certified with SNAP, TANF, FDPIR, categorically eligible – migrant youth, homeless, etc)
- 20. Identified Student Percentage Identified Student % # of Identified Students (All DC Matches) Total # of Enrolled Students with access to NSLP/SBP The identified student percentage may be determined by: an individual participating school a group of participating schools in the School District entire District if all schools participate
- 21. Identified Student Percentage Must be at least 40% for an individual school, the group of schools, or entire SFA if all schools participate Grouping schools: divide the total number of identified students for all grouped schools by the total enrollment for all grouped schools to determine eligibility Not all schools in the group or in the SFA, if electing for the entire SFA, have to meet the 40% threshold Schools do not have to be adjacent to each other or be in close proximity
- 22. What About The Claiming Percentage? Identified student percentage multiplied by a factor of 1.6 equals the % of total meals served reimbursed at the Federal free rate The remaining % of total meals are reimbursed at the Federal paid rate Any meal costs in excess of the total Federal reimbursement must be covered through non-Federal sources You cannot claim more meals than were served (62.5% of greater ISP)
- 23. Where Did the 1.6 Come From? Analysis showed that on average for every 10 Direct Cert match students there were 6 more students certified based on an income application If you multiple the identified student percentage by 1.6 you are approximating the free and reduced price percentage On average means that some schools will be on the higher end and some on the lower but it serves as a proxy across many low income schools
- 24. Community Eligibility Provision How Do I Estimate Reimbursement? USDA Reimbursement Estimator http://www.fns.usda.gov/school-meals/community-eligibility-provision
- 26. Community Eligibility Provision Timeline for the Coming Year Extensions for pursuing CEP can be granted Deadline extended to August 31st, 2014! Numbered Memo #2014-54 Watch numbers carefully for next year April 1, reporting of DC match rate will continue CEP data will continue to be posted on our website annually, similar to the Free and Reduced Price Eligibility report
- 27. Community Eligibility Provision Title I Guidance was issued by US DOE NDA Staff presented to NV Title I Coordinators in May NDA is in communication with NDE about how student level data will be handled, will continue to work with NDE to work out issues related to CEP implementation Other states have reported Title I as a significant challenge Identify your Title I coordinator and work with them if you are considering pursuing CEP
- 28. Community Eligibility Provision-Resources USDOE Guidance http://www.fns.usda.gov/sites/default/files/SP19-2014os.pdf USDA CEP Resource Page http://www.fns.usda.gov/school-meals/community-eligibility-provision Food Research and Action Council http://frac.org/federal-foodnutrition-programs/national-school-lunch-program/ community-eligibility/ School Nutrition Association http://www.schoolnutrition.org/uploadedFiles/School_Nutrition/104_C areerEducation/ContinuingEducation/Webinar_Wednesdays/Commu nityEligibilityOptionresources.pdf
- 29. Community Eligibility Provision Questions? Discussion from the field Who is opting to pursue CEP? What are you concerns/challenges?
- 30. Verification Catrina Peters, MS, RD Nutrition Programs Professional
- 31. Verification The Basics Annual Process to verify what is submitted on paper applications FIRM DEADLINES ONLY 3% of total number of applications are selected No more, no less Select from error prone first, then select randomly Within $100 of income limit
- 32. Verification-Timeline Sample pool- # of applications on file as of October 1 If no response, must make at least one follow up attempt If no response after second attempt, must provide 10 days notice before reducing benefit level (changing to paid status) Don’t forget to include information on how to appeal—Hearing Official All activates must be complete by November 15th
- 33. Verification-The Notification Letter Include all required information What timeframes are acceptable for documentation to be submitted What kind of information is acceptable Part of USDA template application http://www.fns.usda.gov/school-meals/family-friendly-application-translations All required information on page 87 of Eligibility Manual
- 34. Verification-Common Questions What about verification for cause? Do I include that in my 3%? NO What if I know more people live in that household with income that isn’t reported? Mom and dad don’t live together. Mom qualifies for free but Dad doesn’t. Dad doesn’t want free meals. What do I do?
- 35. Verification It’s October 1 and I need help, what do I do?!?!? 1. Eligibility Manual 2. Verification Webinar- posted on the web 3. Call your assigned NPP
- 36. Break
- 37. Professional Development Standards Catrina Peters, MS, RD Nutrition Programs Professional
- 38. Professional Development Standards The Basics What is required of who? What Directors need to know Documentation Requirements Resources Available
- 39. Professional Development Standards Mandated by Section 306 of the Healthy, Hunger Free Kids Act of 2010 Currently under Proposed Rule Comment period closed April 7th, 2014 Final Rule to be published USDA gathered a large group of stakeholders to get input on this rule State Agency staff, School District staff, SNA members
- 40. Professional Development Standards Why are we doing this? School nutrition programs are complex- on-going training is necessary just to keep up Training requirements will build skills Enhance the image of school nutrition employees Training of food handlers is crucial for the health of our students Doesn’t just effect site staff, requirements for Stage Agency Directors as well Requirements for States to provide annual training opportunities for Districts and school nutrition personnel
- 41. Professional Development Standards What’s it look like out there? For directors in LEAs with an enrollment of 10,000 or more students, more than 80 percent of current directors have a bachelor’s or graduate degree. For directors in districts with an enrollment of 2,500 to 9,999 students, nearly 70 percent have an associate’s, bachelor’s or graduate degree, and another 22 percent have some college 34% of current directors in districts of 2,499 or less possess an associate’s degree or higher An additional 27 percent have completed some college without a degree 27 percent only possess a high school diploma. Only 8 percent of current directors possess only a high school diploma **SNDA IV (2011-12) data
- 42. Professional Development Standards School Food Service Director requirements for new hires Divided into three LEA size categories recognizing increasing responsibility and complexity 1. Fewer than 2,500 students 2. 2,500-9,999 students 3. 10,000 or more students **In proposed rule, broken into 10,000-24,999 and 25,000+ students
- 43. Food Service Director Requirements for Districts with < 2,500 students Must have 1 of the following: A Bachelor’s degree/equivalent in specific majors A bachelor’s degree/equivalent in any major, plus a State-recognized certificate An associate’s degree/equivalent plus at least 1 year of relevant experience A high school diploma (or GED) and 5 years of relevant experience
- 44. Food Service Director Requirements for Districts with 2,500-9,999 students Must have 1 of the following: A bachelor’s degree/equivalent in specific majors A bachelor’s degree/equivalent in any major, plus a State-recognized certificate An associate’s degree/equivalent plus at least one year of relevant experience
- 45. Food Service Director Requirements for Districts with 10,000 or more students Must have 1 of the following: A bachelor’s degree/equivalent in specific majors A bachelor’s degree/equivalent in any major, plus a State-recognized certificate
- 46. Food Service Director Preferred Standards for Districts with >10,000 Students A master’s degree, or willingness to work toward a master’s degree At least 3 college credits in food service management and at least 3 college credits in nutrition At least one year of management experience, preferably in school nutrition
- 47. Food Safety- District Directors At least 8 hours of food safety training would be required either within 3 years prior to their starting date or completed within 30 days of employee’s starting date
- 48. Food Service Directors 15 hours of annual training must be completed A variety of formats are allowed Training conducted by directors or staff may count toward their own training Proposed Topics- Administrative practices including: Application, certification Verification Meal counting Meal claiming procedures
- 49. School Nutrition Managers Managers are those individuals directly responsible for the management of the day-to-day operations of school nutrition programs for a participating school(s) No education requirements Annual Training Requirement 12 hours annually must be completed Proposed Topics identification of reimbursable meals at the point of service nutrition health and safety standards
- 50. Other School Nutrition Employees School nutrition program staff are those individuals without managerial responsibilities Involved in routine operations of school nutrition programs for a participating school(s) 8 hrs of training each year must be completed Employees who work less than 20 hrs per week will have training requirements proportional to hours worked Possible Topics: free and reduced price eligibility application, certification, and verification procedures identification of reimbursable meals at the point of service nutrition health and safety standards
- 51. Professional Development Standards What is my responsibility as a Director? 1. Make a training plan 2. Track employee training Sign in sheets and agendas Tracking each employee’s training progress Could combine training progress with annual employee performance review Optional tool being developed by FNS Encourage training opportunities States will review compliance with the professional standards at the time of their normal administrative review
- 52. Professional Development Standards Does this mean I need to get a degree? Does this mean I need to re-write managers position descriptions? Should I be communicating this to my supervisor?
- 53. Professional Development Standards Resources Available 1. National Foodservice Management Institute-Lots of free, online modules http://www.nfsmi.org/Templates/TemplateDefault.aspx?qs=cElEPTM= 2. School Nutrition Association http://www.schoolnutrition.org/ 3. USDA Team Nutrition-Resource Library http://healthymeals.nal.usda.gov/resource-library/child-nutrition-program-resources/national-school-lunch- program 4. Get Creative! Smarter lunchroom movement --SAMPLE TRAINING HANDOUT https://www.youtube.com/watch?v=w0ggTZ25osU http://smarterlunchrooms.org
- 54. Professional Development Standards Questions? Discussion How do you plan on providing training? How do you plan on tracking trainings? How can we work together on this?