Administrative Review
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 offsite monitoring approaches • Provide effective training and ongoing technical
assistance
New Administrative Review Structure
• 5 Monitoring Sectionso Access and Reimbursement (PS1)o Nutritional Quality/Meal Pattern (PS2)o Resource Management (General Area)o General Program Compliance (General Areas)o Other Federal Program Reviews (General Areas)
• Several Modules within each Section• Pre-Visit and On-Site Visit Materials
New Administrative Review Areas
Meal Access and Reimbursement
Meal Pattern & Nutritional Quality
Resource Management
• Certification & Benefit Issuance
• Verification
• Meal Counting and Claiming
• Meal Components & Quantities
• Offer versus Serve
• Dietary Specs & Nutrient Analysis
• Nonprofit School Food Service Account
• Paid Lunch Equity
• Revenue from Non-program Foods
• Indirect Costs
• USDA foods
New Administrative Review Areas
General Program Compliance Other Federal Program Reviews
• Civil Rights
• SFA On-Site Monitoring
• Local Wellness Policy
• Competitive Foods
• Water
• Food Safety
• SBP & SFSP Outreach
• Competitive Foods
• Afterschool Care Snack Program
• Seamless Summer Option
• Fresh Fruit and Vegetable Program
• Special Milk Program
Meal Access and Reimbursement
Overview
Administrative Review
Performance
Standard 1
Certification & Benefit Issuance
Meal Counting
and Claiming
General Areas
Verification
Most Notable Changes(Certification and Benefit Issuance)
Free and Reduced Eligibility Review:
SFA LEVEL
Two Part Review Process:Off-Site Assessment ToolOn-Site Assessment Tool
SFA LevelSample of All F&RP Eligible
Students at SFA
Verification
Performance Standard 1 General Area
• Verification Process Accuracy
• Verification Reporting
• Verified Application Sample
• Certification & Benefit Issuance
• Verified Application Included
Administrative Review
Most Notable Changes(Verification)
Free and Reduced Eligibility Review:
SFA LEVEL
Two Part Review Process:Off-Site Assessment ToolOn-Site Assessment Tool
SFA LevelSample of Verified
Applications
General Areas Section:No Fiscal Action
**unless verified application is part of Certification/Benefit Issuance
Review
Meal Access and Reimbursement
Summary• No longer limited to selected sites
• Encourage use of a statically valid sample selected from benefit issuance list(s) across all SFA sites or a review of all applications
Meal Pattern & Nutritional Quality
• Meal Components & Quantities
• Offer versus Serve
• Dietary Specs & Nutrient Analysis
Performance Standard 2
Administrative Review
Critical Areas
General Areas
Performance Standard 2
Performance Standard
1
Dietary Specifications
Meal Components
OVS
Pre-Visit Review Procedures
Step 1
• SFA review sites are selected for the Administrative Review (7 CFR 210.18 (e)(2))
Step 2
• Complete Meal Compliance Risk Assessment Tool to select ONE site for a targeted menu review
Step 3
• SA Select 1 of 4 options to assess the Dietary Specifications
Dietary Specs/Nutrient
Analysis• Select school for nutrient analysis using risk-
based site selection tool option that drives in-depth menu review to most at-risk site
• An in-depth menu review for site deemed highest at risk by tool
• In-depth menu review options include a nutrient analysis or a application of a dietary assessment tool which may or may not result in a nutrient analysis
Meal Pattern & Nutritional Quality: Summary of New
Approach• Meal components and quantities assessed
at all reviewed siteso Menu/production record reviewo Meal observation
• Evaluate Offer vs. Serve implementation• Nutrient analysis for each menu type only
required at high-risk sites
Resource Management• SFAs will complete pre-visit questions
on the following resource management elements:oMaintenance of the Nonprofit School
Food Service Accounto Paid lunch equityoRevenue from Non-program foodso Indirect costsoUSDA Foods
Resource Management – Review Process
SFA Off-Site Assessment
State Agency Risk
Assessment
Review Approach
Technical Assistance & Corrective
Action
Comprehensive Review
≥3 risk on off-site assessment will determine comprehensive review
Resource Management: Summary of New
Approach• A pre-visit risk indicator will indicate which
SFA’s need a more comprehensive review of:o Resource Managemento Nonprofit School Food Service Accounto Paid Lunch Equityo Revenue from Non-program Foodso Indirect Costso USDA Foods
• Documentation will be required to be sent to the SA by the SFA prior to the Administrative Review.
General Areas9 Modules• Civil Rights• SFA On-Site Monitoring• Local Wellness Policy• Competitive Foods• Water• Food Safety• SBP and SFSP Outreach• Reporting and Recordkeeping
Overview of General Program Compliance
• CRE Approach (Previous)o Monitored on-site during the course of the review ORo Not part of the CRE process
• New Approacho Mix of off-site and on-site responsibilitieso Some exclusively off-site/Some exclusively on-siteo Some reviews with a combination of both
General Program Compliance: Summary of
New Approach• Civil Rights – Pre-visit questionnaire and on-site• SFA On-site Monitoring – Off-site and On-site• Local Wellness Policy – Pre-visit questionnaire/off-
site/compliance through technical assistance• Competitive Foods – On-site day of review/FMNV
availability/ More restrictive monitoring allowed• Water – On Site only • Food Safety – Pre-visit review and on-site• SBP&SFSP Outreach – Pre-visit questionnaire• Reporting & Recordkeeping – Off site• Procurement – Stand alone
Other Federal Program Reviews
4 Modules• Afterschool Care Snack Program• Seamless Summer Option• Fresh Fruit and Vegetable Program• Special Milk Program
Afterschool Snacks
Seamless Summer • Off-Site and On-site Activities
• Conducted in summer before or after administrative review (this has not changed)
Fresh Fruit and Vegetable Program
• If the SFA operates the FFVP, the Program must be reviewed.
• SA reviewer will observe an FFVP service for at least one site and validate one months claim.
• Claim validation could be completed off-site from the SA office.
Special Milk Program• State Agency will evaluate on an Administrative
Review
Post Review Procedures
• Administrative Review Exit Conference
• Administrative Review Report (i.e. Notification Letter of Review Results)
• Documented Corrective Action