child nutrition programs 101
DESCRIPTION
Child Nutrition Programs 101. CSNA Fall Conference 2012. Objectives. To provide an overview of the Federal Child Nutrition Programs & their administration and structure To create an understanding of what is expected of those operating the Child Nutrition Programs - PowerPoint PPT PresentationTRANSCRIPT
Office of School Nutrition
Presenters:Jane Brand, RD, SNS Director
Jennifer Otey, BA Senior ConsultantCSNA Fall Conference 2012
Office of School Nutrition
Objectives
To provide an overview of the Federal Child Nutrition Programs & their administration and structure
To create an understanding of what is expected of those operating the Child Nutrition Programs
To answer questions about the operation of the Child Nutrition Programs
Office of School Nutrition
USDAOrganizational
Chart
Office of School Nutrition
Six Directors,i.e. , Inspector General
Under Secretary for Natural Resources and Environment
Under Secretary for Farm and Foreign Agricultural Services Under Secretary for Rural Development
Under Secretary for Food Safety Under Secretary for Research, Education and Economics
Under Secretary for Marketing and Regulatory Reforms
Under Secretary for Food, Nutrition, and Consumer Services, Dr. Janey Thornton
Deputy Secretary
Secretary of Agriculture,Thomas J. Vilsack
President of the United States,Barack Obama
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FNS Regional Offices
WesternRegion
Mountain Plains Region
SouthwestRegion
MidwestRegion
SoutheastRegion
Mid AtlanticRegion
NortheastRegion
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Administrative Flow
Schools
School Food Authorities
State Agencies
FNS HeadquartersAlexandria, VA
FNS Regions
Office of School Nutrition
State of Colorado and School Nutrition Programs
Administered by Colorado Dept of Education (CDE) Office of School Nutrition (OSN) CDE OSN administers school district and charter school
SFAs and RCCIs
School Food Authority: a governing body responsible for one or more schools and has the legal authority to operate the Program
Office of School Nutrition
Office of School Nutrition (OSN)
Provides oversight and management of Colorado School Nutrition Programs
SUCH AS: Pay reimbursement/manage claimsProvide technical assistance and trainingReview the operation of all public school,
charter school, and RCCI SFAs
Office of School Nutrition
School Nutrition Programs
National School Lunch
Program
Afterschool Care Snack
Program
Fresh Fruit and Vegetable
Program
School Breakfast Program
Summer Food Service Program
Special Milk Program
Office of School Nutrition
Big Picture: How We Work
SFAs receive reimbursement and continue to feed children
CDE OSN reimburses SFA claims
SFA enters into agreement with CDE
CDE OSN receives annual funding
Congress appropriates funds
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Regulatory Process
Office of School Nutrition
Regulatory Process
Regulations change because: A law is passed amending the NSLA Other updates - i.e., meal pattern changes
Proposed Rule - published for comments, not to be implemented
Evaluate comments - read/consider comments Final or Interim Regulation – implemented
(comments taken on Interim Regulation) Notices – announce routine updates
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210The National School Lunch Program
Regulations
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http://www.fns.usda.gov/cnd/governance/regulations.htm
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National School Lunch Program - Agreement
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Non-profit Food ServiceMAINTAIN A NON-PROFIT SCHOOL FOOD SERVICE
AND OBSERVE THE LIMITATIONS…ON FOOD SERVICE REVENUES IN SEC. 210.14(A) AND
LIMITATIONS ON COMPETITIVE FOOD SERVICE AS SET FORTH IN 210.11(B)
Food Service Funds may be used only for program expenses or program improvements
Accounting procedures must accurately record all revenues and expenditures in the Child Nutrition Program (Fund 51)
Office of School Nutrition
Limit Cash Resources
LIMIT NET CASH RESOURCES TO 3 MONTHS’ AVERAGE OPERATING EXPENSES, OR
HIGHER IF APPROVED BY STATE
If over 3 months operating expenses: oConsider food qualityoOther improvementso State can lower reimbursements
Office of School Nutrition
Financial Viability: Break Even
Total expenditures/revenue must break even or have a positive balance
Negative balance must be brought up to “0” by a transfer from the general fund
Positive cash balance carried over cannot exceed 3 months’ operating expenses (Notification from CDE)
Office of School Nutrition
Paid Lunch Equity (PLE)
Sufficient funds must go to the food service account for paid lunches Involves pricing of ala carte, adult meals, and paid
student lunches Compliant if current paid student lunch price is
>$2.51 OR if nonfederal funds are provided PLE Lunch Pricing Tool located at CDE Website
Office of School Nutrition
Non-Program Food Revenue
Percentage of revenues of non-program foods (a la cart, beverages, etc.) Must be at least equal to the % of the cost of
that food Must stay in the non-profit food service
account
Track non-program food revenue separately from all other revenue items
Office of School Nutrition
Procurement (Purchasing)
ALL PURCHASES IN SCHOOL NUTRITION PROGRAMS MUST FOLLOW USDA REQUIREMENT
FOR “FREE AND OPEN COMPETITION”
Small purchase procedures depend on the size of the purchase
Federal limit of $100,000 requires a formal bid process
District small purchase threshold requires formal bid process
Include a “Buy American” clause in all bids
Office of School Nutrition
Free or Reduced Price Lunches
Serve lunches free or at a reduced price to all children who are determined eligible under 7 CFR 245 --determining eligibility for free and reduced
price meals
This is to ensure that schools provide for children from qualifying households.
It also requires that the same meals be made available to all children.
Office of School Nutrition
Meal ServiceServe lunches, during the lunch period, which meet the minimum requirements
prescribed in § 210.10
The lunch period is between 10:00 a.m. - 2:00 p.m.
§ 210.10 describes the minimum nutrition requirements that must be met by the lunches
Office of School Nutrition
Point of Service Counts
Count meals where you can accurately determine: o If the meal meets nutritional
requirementso The eligibility status of the
child
Count the number of free, reduced price, and paid reimbursable meals served to eligible children at the point of service, or through another system approved by the state
Office of School Nutrition
Nondiscrimination
Comply with requirements of the Department’s regulations regarding nondiscrimination 7 CFR parts 15, 15a and 15b FNS 113 – 6 (replaced by FNS 113-1)
SFA will not discriminate on the basis of race, color, national origin, sex, age, or disability
Office of School Nutrition
Civil Rights Requirements
Public Release“And Justice For All …” posterSpecial Needs/ Special DietsAnnual training
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Public Release Required to submit to local media -
but not required to pay Prototype in the F&R Packet Keep copies: where, when, and what
is sent Send to:
o Community/grassroots organizations o Local employers reducing hours or
planning layoffs, etc.
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“And Justice for All”
All schools must display
the most current “And
Justice for All” poster:
In each school In a location that is
easily visible to students and the public in the food service area
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Special Dietary Needs
Disability: Meal accommodations are required for children with disabilities at no additional charge when documented by a licensed physician
Non-disability:Substitutions may be made but are not required for children who are medically certified as having a special medical or dietary need with a note on file from a recognized medical authority
Information on CDE Nutrition Website
Office of School Nutrition
Civil Rights Training
Required annually for “front line” school staff and supervisors
Training will be verified during reviews Questions should be directed to the CDE OSN
All staff involved in all levels of the administration of FNS programs must receive
training in order to understand civil rights laws, regulations, procedures, and
directives to assist them in performing good customer service and avoiding
complaints.
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Overt Identification
Make no discrimination against any child because of his or her eligibility for free or reduced price meals in accordance with the approved policy statement
SFA will not overtly identify students based upon their eligibility status
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Food Distribution and Donated Goods
Enter into an agreement to receive donated foods as required by 7 CFR 250
Part 250 Food Distribution
Regulations
Food Distribution Programs
Accept and use, as much as possible, foods donated by the Department
Encourage the domestic consumption of agricultural products
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Maintain Facilities
Ensures proper maintenance of facilities to safeguard against theft, spoilage, or other loss
Maintain necessary facilities for storing, preparing, and serving food
Sec.210.13(c)
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Sanitation and Health
Maintain proper sanitation and health standards in conformance with all applicable state and local laws and regulations• Comply with the food
safety inspection requirement of sec. 210.13(b);
Obtain two food safety inspections per year
Develop food safety program/HACCP
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Retain Eligibility Records
Retain each household’s application for free and reduced price meals
Keep applications & Direct Certification match reports for at least 3 years + current
Complete Direct Certification at least 3 times per school year
Distribute meal benefit applications Notify parents of student eligibility Conduct Verification
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Make Records Available
Records are available for audit or review at a reasonable time and place
Upon request, make all accounts and records pertaining to school food service available to the state and FNSKeep records for at least 3 years + current
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Claim Reimbursement
SFA official takes responsibility for accurate claims
Claim reimbursement at assigned rates. The SFA official signing the claim is responsible for review
and analysis for accuracy. Failure may result in withholding, suspension, or
termination
Office of School Nutrition
210.8 Claims for Reimbursement
On-site visit - counting & claiming before Feb 1 (if more than 1 serving site in the SFA)
Claims review process– Edit checks: AF x the number eligible, F/R/P
Follow-up - fix the problems Recordkeeping – keep
claims at least 3 years + current File claims monthly
Office of School Nutrition
OSN Online Claim System - Applications
Each year before claims can be entered, the claim system must be set up by SFAs (site and sponsor applications and required forms) – Afterschool Care Snack Program - apply using the claim system – Special Milk Program - apply using the claim system
CDE OSN will approve the application packet once everything in the claim system is correct and the following have been completed: – Annual Free and Reduced Training – Direct Certification – Paid Lunch Equity Tool
Office of School Nutrition
OSN Online Claim System - Claims
Once the application packet is approved, claims can be entered on a site basis
Claim system is currently comprised of Lunch (including the PK-2 Reduced Lunch Program), Breakfast (including Start Smart), Afterschool Snack, & Special Milk
Claims are due 60 days after the end of the claim month
The OSN makes payments twice per month
Office of School Nutrition
OSN Online Claim System – Further Information System will eventually also include Food Safety Inspection Reports,
Certification, Fresh Fruit & Vegetable Program, Summer Food Service Program, Direct Certification, Verification, Administrative Reviews - for a "one-stop shop" for reporting to the OSN
Critical Information is posted at http://www.cde.state.co.us/cdenutritran/nutriprogramrenewal.htm – Link to claim system – Renewal Overview (for beginning of the year requirements) – Simplified Step-by-Step Instructions for Applying – How-to Steps to Upload Forms in the System – Steps for Revising Online Applications – Claiming Instructions
For questions, please contact Jennifer at [email protected]
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A Brief Overview of NSLP Nutrition
Standards
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Participating schools must follow the nutritional guidelines set forth by USDA
Meals patterns follow the Dietary Guidelines for Americans
Nutrition Standards
Office of School Nutrition
Food-Based Menu Planning1)
Frui
t
2) V
eget
able
s
3) G
rain
s
4) M
eat/M
eat A
ltern
ates
(P
rote
in)
5) M
ilk (D
airy
)
5 components
Office of School Nutrition
Breakfast
Component K-12
Fruit or Vegetable ½ c Grains + Grain 1 oz + 1 oz
Meat/Meat Alternate 1 oz + 1 ozGrain + Meat/Meat Alternate 1 oz
Milk 1 c *Meal patterns changing for school year 2013 – 2014*
Office of School Nutrition
Lunch
Component K-5 6-8 9-12
Fruits ½ c ½ c 1 cVegetables ¾ c ¾ c 1 c
Grains 1 oz 1 oz 2 oz
Meat/Meat Alternates 1 oz 1 oz 2 oz
Milk 1 c 1 c 1 c
Offer at least one serving each
Office of School Nutrition
Competitive foods are those foods sold in competition with the reimbursable meal during lunch periods
Part 210 prohibits the sale of Foods of Minimal Nutritional Value infood service areas during thelunch period
Specific list of foods Found in Appendix B
of 7 CFR 210
Competitive Foods
Office of School Nutrition
Milk and Substitutes
Non-disability: Milk substitutes (Ex: soy milk) may NOT be
counted in a reimbursable meal if they do not meet the USDA Nutrient Standards, including fat content. SFA NOT required to provide for non-disability reasons
Disability: Physician statement must identify substitution. SFA MUST provide substitute at no cost to the student.
Office of School Nutrition
OVS - General RulesStudents need to take at
least 3 componentso One must be ½ cup Fruit or
VegetableRequired in high school
luncho Optional K-8
Optional for all grade levels for breakfast
Office of School Nutrition
Production Records Required for program compliance
CDE reviews adequate food is prepared
Management toolHow much to plan?What should staff prepare? How much?
Evaluation toolTrends: Popular? Tried it 20x? Forget it?Throwing away food and money?
50
Office of School Nutrition
Sample Production Record
Office of School Nutrition
Wellness Policies
Objective: Promote student health and reduce childhood obesity
Goals: Nutrition education Physical activity School based activities that promote wellness
Nutrition guidelines for Reimbursable meals All food sold on campus during school day
Office of School Nutrition
Wellness Guidelines
Encourage involvement from PE teachers, school health, and the community
Inform and update the public
Review, evaluate, and update policy regularly
Stakeholders must participate in implementation of plan
*CDE Website for Resources*
FNS Wellness Policy Information
Office of School Nutrition
Colorado Healthy Beverage Rules 1 CCR 301-79: Beverages sold to
Students on school grounds during regular/extended school day must meet nutritional standards.
– Extended school day includes before/after school activities
– Includes: school cafeterias, vending machines, school stores, fund-raising activities, on school campuses, etc.
Office of School Nutrition
Bottled Water
Unflavored Milk
Flavored Milk
100% Juice No/Lo- Cal
Bevs*
Other
Elementary ≤8oz ≤8oz<150 cal/8oz
≤8oz<150 cal/8oz
X X
Middle ≤10oz ≤10oz<150 cal/8oz
≤10oz≤120 cal/8oz
X X
High School ≤12oz ≤12oz
<150 cal/8oz≤12oz
≤120cal/8oz<10
cal/8oz≤66
cal/8oz
*Diet soda is not allowed
Colorado Healthy Beverage Rules
Office of School Nutrition
Water Availability
Water must be easily accessible to students without restriction at no
charge
Available in or adjacent to the meal service areas
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Free and Reduced Price
Meals: A Brief Overview
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Income Eligibility GuidelinesUsed to determine eligibility for free or reduced price meals
FNS makes these calculations based upon the federal poverty guidelines as determined by the Department of Health and Human Services
To Determine Eligibility Status: Household Application
‾ Income eligibility‾ Categorical eligibility
Direct Certification
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Direct Certification
Easier for households and schools Increases participation Enhances accuracy of the
certification process Not part of verification Online CDE-OSN training and
resources available on webpage
Direct Certification confirms a child’s categorical eligibility for free school meals through his or her SNAP or FDPIR participation, without the need for
a household application.
Office of School Nutrition
The Verification Process
By law, a sample of applications must be verified (3% of all verification-eligible applications) Income applications Categorical eligibility
Directly certified households not subject to verification
Online training on CDE OSN webpage
Verification is the confirmation of eligibilityfor free and reduced price meals under the
NSLP and SBP.
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The materials and tools to help guide your program down the road of success
RESOURCES
Office of School Nutrition
Reference Guide– Questions & concerns– Available on CDE Website
http://www.cde.state.co.us/cdenutritran/
nutriadministrators.htm
Office of School Nutrition
Reference for federal requirements to:
Determine Verify Disclose (or not!)Student eligibility for
free and reduced price meals
(Available on CDE Website)
Office of School Nutrition
Tool to Determine:
How much to purchase
How much to prepare
Creditable Foods
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OSN Webpage http://www.cde.state.co.us/cdenutritran/nutriprograms.htm
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OSN Webpage
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OSN Webpage
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OSN Webpage
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OSN Webpage
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OSN Webpage
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OSN Webpage
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OSN Webpage
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Let’s practice navigating the OSN website!CDE OSN Website Activity
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CDE Monitoring
• Every 3 years• Focus = accountability; following federal
and state regulations? following appropriate program operations?
• More information to be released in the near future
• Overclaim could be assessed as a result of errors (i.e., inadequate records to support a claim for reimbursement)
Administrative Review
Office of School Nutrition
Reviews
Purchasing Food Safety Competitive
foods Commodities
Wellness Financial
Management Civil Rights Other Programs
Other Programs Special Milk Program (SMP) School Breakfast Program Afterschool Care Snack Program Fresh Fruit & Vegetable Program
Regulatory Evaluation of Operations
Office of School Nutrition
In Summary: USDA Child Nutrition Programs
Reimbursement is claimed by SFAs that meet regulations and:
1.Serve reimbursable meals/snacks to students
2.Record reimbursable meal/snack content
3.Record who receives the meal/snack
4.Claim meals/snacks by eligibility status of
students who receive them
Office of School Nutrition
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