kentucky administrative review training
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Kentucky Administrative Review Training. Reinvention Goals. The Healthy, Hunger-Free Kids Act of 2010 calls for a more effective and efficient review process: Consolidate the Administrative Review processes - PowerPoint PPT PresentationTRANSCRIPT
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Kentucky Administrative
Review Training
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Reinvention Goals• The Healthy, Hunger-Free Kids Act of 2010 calls
for a more effective and efficient review process: Consolidate the Administrative Review processes
• Incorporate school breakfast, the new meal pattern and dietary specifications, and the 6-cent performance-based reimbursement
• Implement a 3-year review cycle • Provide for off-site monitoring approaches • Provide effective training and ongoing technical
assistance
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New Administrative Review Areas
Meal Access and Reimbursement
Meal Pattern and Nutritional Quality
Resource Management
General Program Compliance
Other Federal Program Reviews
• Certification and Benefit Issuance
• Verification
• Meal Counting and Claiming
• Meal Components and Quantities
• Offer vs Serve
• Dietary Specifications and Nutrient Analysis
• Risk Assessment
• Nonprofit School Food Service Account
• Paid Lunch Equity
• Revenue from Non-Program Foods
• Indirect Costs
• USDA Foods
• Civil Rights
• SFA On-site Monitoring
• Local Wellness Policy
• Competitive
• Water
• Food Safety
• SBP and SFSP Outreach
• Afterschool Snack Program (ASCP)
• Seamless Summer Option (SSO)
• Fresh Fruit and Vegetable Program
• Special Milk
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Administrative Review Areas
• Meal Access and Reimbursement• Meal Pattern and Nutritional Quality• Resource Management• General Program Compliance• Other Federal Programs
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Administrative Review Steps
1. Letter to Superintendent and School Nutrition Director (SND)
2. School Selection form completed by State Agency (SA)
3. Off-Site Assessment Tool completed by SFA and SA NEW
4. Review schools are selected by SA
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Other Site Selection Factors
Based on results of:• Meal Compliance Risk Assessment Tool (NEW)• Resource Management Off-Site Assessment Tool
(NEW)• Other Federal Programs that are in use, such as
Fresh Fruit & Vegetable Program (FFVP), Seamless Summer Option (SSO), etc.
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Other Site Selection Factors (cont.)
• Breakfast Review o ½ of all breakfasto Minimum of 1
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Section II: Meal Access and Reimbursement
• Certification and benefit issuance
• Verification
• Meal counting and claiming
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Certification and Benefit Issuance
• SFA provides benefit issuance documents (used at POS) system-wide, for free and reduced price eligible students (NEW)
• SA selects:o Statistical sample based on the number of eligible students in
the SFA (NEW) oro 100% of students on system-wide benefit issuance documents
(NEW)
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Certification and Benefit Issuance (cont.)
• SA validates based on:o Free and reduced documentation applications, DC list,
homeless list, migrant list, extended eligible student documentation, etc
• Validation will include at least 10 denied applications
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Certification and Benefit Issuance Review Process
SFA provides benefit issuance lists for all
free and reduced eligible students in
district
SA reviewer selects sample of
free/reduced eligible students from benefit
issuance lists
SA reviewer validates accuracy of
certification for sampled students
SA reviewers assesses certification
documents – applications, DC lists,
etc.
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VerificationOff-Site Assessment Tool• A most recent 742 report will be reviewed
by SA
On-Site Assessment Tool• SA will validate verification process
o Including dateso Number selectedo Required statements in letters
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Meal Counting and Claiming
• System(s) in use for the SBP and NSLP must provide accurate counts of reimbursable meals, by category.
• Reimbursable meals are correctly counted, consolidated and recorded at each school and at the SFA
• Counting and claiming system yields an accurate Claim for Reimbursement
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Meal Counting and Claiming
On-Site Assessment Tool, School Level• Determine site level procedures• Observe meal service• Review meal counts for review month and
day of reviewOn-Site Assessment Tool, SFA Level• Determine meal consolidation procedure• Review meal count consolidation for all
schools in SFA for accuracy
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Section III: Meal Pattern and Nutritional Quality
• Meal components and quantities
• Offer vs Serve
• Dietary specifications and nutrient analysis
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Meal Components & Quantities
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Review Documentations
• Targeted Menu Reviewo Menuso Production Recordso Standardized Recipeso CN Labelso Nutrition Fact Labels
• Off-Site Review Periodo Menuso Production Recordso Standardized Recipeso CN Labelso Nutrition Fact Labels
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Offer vs. Serve
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Offer vs. Serve Monitoring
• Adequate amount of food• Signage identifies reimbursable meal• Students select reimbursable meals• Staff are trained and can recognize a
reimbursable meal
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Dietary Specification and Nutrient Analysis
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Off-Site Procedures for Selected Sites
• Menu certification worksheet(s) submission in InTeam for selected sites (components and pattern) – Not required to complete the Simplified Nutrient Assessment portion of Menu Planning Tool
• Menu Risk Assessment Tool (assess risk)
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Off-site Review Procedures for Targeted Menu Review
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4 Options to Assess Dietary Specifications
Option 1
Complete Dietary
Specifications
Assessment Tool (risk-
based approach)
Option 2
Validate Existing Nutrient Analysis
Option 3
Conduct Nutrient Analysis
Option 4
SA Proposed Process using
Approved 6 Cents Cert.
Tool
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Section IV: Resource Management
• Risk Assessment completed by SA• Non-profit School Food Service
Account• Paid Lunch Equity• Revenue from Non-program Foods• Indirect Costs• USDA Foods
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Review Approach1-2 Risk Indicators 3-7 Risk Indicators
• Corrective action and/or technical assistance for the area(s) where risk was identified
• Resource Management Comprehensive Review
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Section V: General Program Compliance
• Civil Rights• SFA On-site monitoring• Local Wellness Policy• Competitive Foods• Water• Food Safety• SBP and SFSP Outreach
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Off-site: Civil Rights • Information on the number and
description of complaints alleging discrimination in FNS programs for the current and prior school year.
• Procedures in place for accommodating students with special dietary needs
• Documentation of civil rights training for staff who interact with program applicants or participants
• How the SFA collects racial/ethnic data and the frequency for collecting the data.
• Non-discrimination statement
• SFA’s public release• Information on services for
Limited English Proficient households
• Procedures for receiving and processing complaints alleging discrimination within FNS programs
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On-Site: Civil Rights• “And Justice for All” poster placed in visible
location• Children are receiving equal benefits without
discrimination at each school during each meal service reviewed
• Program materials contain the correct non-discrimination statement
• Determine if denied applications are disproportionately submitted by minority households
• If applicable, the SA validates corrective action for noncompliance identified through the Off-site Assessment Tool
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Local Wellness Policy• Submitted off-site• Areas of Review
o Each site must have a policy or documentation of stakeholder input to the development, implementation and evaluation or review of policy
o Documentation of public notification of updates to policy and implementation to policy
o Review for minimum required goals for nutrition, physical activity, etc.
o Review procedure for LWP assessment and evaluation as well as public notification of ongoing process.
o Documentation of oversight person or persons• More information to come
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Food Safety• Includes:
o Written food safety plano Food safety inspectionso Record-keepingo Storage
• Food Safety Inspectionso Assessed at each siteo Two food safety inspections per school yearo Posted in a publicly visible location
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Section VI: Other Federal Program Reviews
• Afterschool Snack Program
• Seamless Summer Option
• Fresh Fruit and Vegetable Program 100313