Getting Ready for Application Approval Time

Summer Workshop June 2007Melanie BrummelerJames Abbey

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Free and Reduced Price School Meals Family Application Application packets cannot

be distributed or signed before July 1

The application packet

provided to households must include: Letters to Parents Free and Reduced Price

School Meals Family Application

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Processing the Application

New applications should be processed within 10 working days

Prior school year applications may be used for the first 30 operating days or until September 30, whichever comes first

Eligibility determinations are valid for the entire school year

If circumstances change, households may re-apply at any time to receive better benefits

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Foster ChildrenPart 1 and Part 3

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Foster ChildrenPart 5

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Foster ChildrenPart 6

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Categorical Eligibility

Homeless/Migrant/Runaway

or

Food Stamps/Family Independence Program (FIP)/Food Distribution Program on Indian Reservation (FDPIR)

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Homeless/Migrant/Runaway Households Guidance on Categorical Eligibility for Runaway

Youth

http://www.fns.usda.gov/cnd/Governance/Reauthorization_Policy_04/Reauthorization_04/2004-09-17.pdf

Migrant Guidance on Categorical Eligibility

http://www.fns.usda.gov/cnd/Governance/Reauthorization_Policy_04/Reauthorization_04/2004-08-16.pdf

Categorical Eligibility for Free Lunches and Breakfasts of Runaway, Homeless, and Migrant Youth

http://www.fns.usda.gov/cnd/Governance/Reauthorization_Policy_04/Reauthorization_04/2004-07-19.pdf

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Homeless/Migrant/Runaway HouseholdsPart 2

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Homeless/Migrant/Runaway HouseholdsPart 4

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Homeless/Migrant/Runaway HouseholdsPart 5

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Food Stamps/Family Independence Agency (FIP)/Food Distribution Program on Indian Reservations (FDPIR) HouseholdsPart 3

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Food Stamps/Family Independence Agency (FIP)/Food Distribution Program on Indian Reservations (FDPIR) HouseholdsPart 5

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Income Eligibility

A student is income eligible if the sum of the reported income for the household is at or below the Income Eligibility Guidelines (IEG)

A student may be eligible for either free or reduced-price meals

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Income Eligibility Guidelines (IEG)

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Income HouseholdsPart 3

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Income HouseholdsPart 4

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Annual Income Conversion

If a household reports income sources at more than one frequency, the preferred method is to annualize all income

Weekly x 52 Every 2 weeks x 26 Twice a month x 24 Monthly x 12

Do not round the values

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Income ApplicationPart 5

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Temporary Approval

Applications indicating zero or no income should be approved for 45 days

After 45 days, the household should be contacted to determine if the household’s circumstances have changed

If there is no change in circumstances, the temporary approval can be extended

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Approving the Application

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Approval-Disapproval Letter to Households

•Households denied benefits must be given written notification of the denial

The notification must include:

•The reason for the denial of benefits

•The right to appeal

•Instruction how to appeal

•A statement that households may re-apply for free and reduced price benefits at any time during the school year

•Households must be notified of their eligibility status

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Technology for Application Approval Local Educational Agency (LEA) is ultimately

responsible to make sure any technology used in the application approval process meets federal regulations

Scanned Income Application SP 04-2007http://www.fns.usda.gov/cnd/Governance/Policy-Memos/2007/SP_04-2007.pdf

Commercial Software used in School Nutrition Programs SP 12-2006

http://www.fns.usda.gov/cnd/Governance/Policy-Memos/Reissued/2006-02-09-R.pdf

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Confidentiality/Limited Disclosure

School Food Authorities may disclose, without parent/guardian consent, participant names and eligibility status to persons directly connected with the administration or enforcement of federal education or state education programs such as Title I, MEAP, or No Child Left Behind

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Sharing Information with Other Programs

•The attachment “Sharing Information with Other Programs” must be used when a school/district plans to use information on free or reduced price applications for purposes other than evaluating eligibility for school meals or for programs authorized by the National School Lunch Act (42 USC 1758 (b)(2)(C)(iii))

•A signature must be on file from the parent or guardian before any information can be released

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Agreement/Memoranda of Understanding

School Food Authority (SFA) should have a written agreement with other entities requesting the free and reduced price information prior to disclosing the student’s eligibility information

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Agreement/Memoranda of Understanding Signed by the SFA and receiving entity Identify the entity receiving the information Describe the information to be disclosed and

how it will be used Describe how the information will be

protected from unauthorized uses and disclosures

Describe the penalties for unauthorized disclosure

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Confidentiality/Limited Disclosure Affirmation of Policy on Limited Disclosure of Children's

Eligibility Information to the National Assessment of Educational Progress (NAEP) Memo SP 33-2006http://www.fns.usda.gov/cnd/Governance/Policy-Memos/2006/SP_33-2006.pdf

Eligibility Guidance for School Meals Manual Part 8-Confidentiality/Disclosure of Eligibility Information

Food Service Administrative Policy #4, SY 98-99: Parental Consent to Release Information for Free and Reduced Price School Meal Eligibility

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Verification

•Verification Confirmation Reviews– Reauthorization 2004 Implementation Memo- SP 18

http://www.fns.usda.gov/cnd/Governance/Reauthorization_Policy_04/Reauthorization_04/2005-09-27.pdf

•A Confirmation Review must be conducted to check the accuracy of the initial eligibility determination

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Questions???????

James Abbey abbeyj@michigan.gov 517-373-3347

Melanie Brummeler brummelerm@michigan.gov 517-373-3347