Verification School Year 2014-2015 Alabama Department of Education Child Nutrition Programs.

VerificationSchool Year2014-2015

AlabamaDepartment of EducationChild Nutrition Programs

What is Verification?

The confirmation of a students’ eligibility for Free and Reduced-Priced meals under the National School Lunch Program or School Breakfast Program.

Required annually by the USDA

Reauthorization Act of 2004

School Year 2014-15

Verification Deadlines• As of October 1

• Count Total Number of Approved Applications

• November 15

• Verification Process Completed

• February 1

- Track households that were terminated due to verification and reapplied and were reapproved

• Summary Submission to State Department

Selecting Applications for Verification

• First establish the Sample Pool

• The total number of applications approved as of October 1st

• Then calculate the Sample Size

• This is number of applications subject to verification; the minimum and maximum sample size is 3% total

• The Sample Size does not include Direct Certification, Homeless, Runaway, Migrant, or Head Start

Selecting Applications for Verification

Calculate number of applications to be verified using one of the following methods:

• Standard Sample Size

• Alternate Sample Sizes • Alternate One

• Alternate Two

Verification Information is Available:

Eligibility Manual for School Meals (yellow book)

Determining and Verifying Eligibility

August 2014

Part 9, Pages 81-100

SEPTEMBER 23 , 2014

ALABAMA STATE DEPARTMENT OF EDUCATIONCHILD NUTRITION PROGRAMS

Online Verification Tutorial

Authority Levels for Online Verification

Authority levels must be set for Sponsor Users prior to accessing the online Verification Summary

To set authority levels: Log on to the CNP Online Application Click User Account Click Edit User Click the Edit button next to the Sponsor User that is being edited Select the authority level appointed to the Sponsor User Click Update User

There are 3 levels of authority for verification:1. Editor2. Submitter3. Viewer

Accessing the Online Verification Summary

1. Log onto the CNP Online Application 2. Click NSLP3. Click Forms4. Select Verification Summary5. The LEA’s verification summary page opens

Accessing the Online Verification Summary

Sponsor’s agency name, LEA-ID, LEA name, address, and type of LEA are all pre-populated from the system interface.

Use the drop down box to select the school year.

Entering Information Into the Online Verification Summary

After selecting the program year, the verification summary page will load.

Only the cells applicable to the Sponsor are editable.

Editable Cells

Disabled Cells

I. Enrollment, Application, and Pre-Verification Counts


Complete before starting the verification process to identify the correct number of applications to pull for

verification.


Section 1: Total School, Residential Child Care Institutions, and Enrolled

StudentsThe numbers entered in this section should be the enrollment numbers as of October 1st.


Section 2: SFAs with Schools Operating Alternate Provisions

Only SFAs operating under Provision 2, 3, or Community Eligibility Provision (CEP) report under Section 2.


Section 3: Students Approved as FREE Eligible NOT Subject to

Verification. (Direct Certification)


Section 4: Students Approved as FREE or REDUCED PRICE

Eligible Through a Household Application


These cells will populate automatically.


The following cells will be visible only to schools required to conduct Independent Review.

Saving Information Entered

To save the information that has been entered, scroll to the bottom of the form and click the Save button located on the

bottom left corner.

Saving Information Entered

Once the information entered has been saved, a red circle with a white exclamation point will appear beside any cell where an error was found or if no information was entered into the

cell.

Correct the errors and save the verification summary again.

II. Results of Verification


Section 5:All SFAs must report Section 5 (except for No Verification required).

“For Cause” Applications

The LEA has an obligation to verify all questionable applications as “for cause.”

Any verification that is conducted “for cause” is in addition to the sample size required.

Entering Data From Verified ApplicationsClick the “Add New Application” button to add applications.

This button must be clicked every time that a new application is entered.



Enter the File # for Household Application. This is the method the LEA uses to identify the application.

For example: Numerical Last Name


Enter the number of approved students on the application.


Select the benefit type prior to the verification process using the drop down box to select:

• FREE-CATEGORICAL• FREE INCOME• REDUCED PRICE


Select the result of verification by using the drop down box: Responded, no change Responded, changed to free Responded, changed to reduced price Responded, changed to paid Non Response, incomplete documentation provided by household Non Response, household never responded to SFA


This step may not be able to complete before February 15th.

Check the box next to Reapplied & Reapproved by Feb. 15 if the application was resubmitted and reapproved on or before Feb. 15th.


Click the update button located at the bottom right to show the application as entered on the verification summary.


Once updated, the application information is listed below the search fields.

Changes may be made to an application that has already been entered by clicking the Edit link beside the application information. The entire application may be deleted by clicking the Delete link.

Search field

Application Information


Click on “Add New Application” to enter all verified applications” until the correct number of applications have been entered (See 5-5).

Checking for Errors

Verification entries may be sorted in the following ways to check for errors:

Application ID Number Of Students Approved On Application Original Benefit Type

Free – Categorical Free – Income Reduced Price

Results of Verification Responded, no change Responded, changed to free Responded, changed to reduced price Responded, changed to paid Non Response, incomplete documentation provided by household Non Response, household never responded to SFA

Reapplied and Reapproved

Methods for Finding Application Information

Information may be found in two ways:

1. METHOD ONE: To sort alphabetically or numerically, click the column name in the Application Data Header.

2. METHOD TWO: To search for applications with a specific value in any column, enter the desired value in the search fields under the Application Data Header.

Methods for Finding Application Information

Method One

Method Two

Application Data Header

Search Fields


Verification totals will be calculated for you based on the information entered.

Submitting the Verification Summary

Be sure that you have “Saved” information that you have entered.

Once all information has been entered, checked for errors and saved, click the “Submit” button on the bottom left of the screen.


A message from webpage will appear. Click OK to finalize submission of the Verification Summary.


After clicking OK, the Verification Summary will appear with a message below that is highlighted yellow.

The message indicates read only mode with the user name, date, and time of the successful submission.


If there are errors when the Verification Summary is submitted, an error message will appear that is highlighted in red.

The submission was not successful.


Errors will be identified on the Verification Summary by a red circle with an exclamation point inside.

Correct the errors and click the Submit button again.

After Submitting the Verification Summary Report

The Verification Summary Report can be printed by clicking on “File”, then “Print” on the upper left corner of your screen.

After Submitting the Verification Summary Report

The Verification Summary Report may be edited after it has been submitted until March 1st.

Click the Undo Submit button located in the top left corner of the Verification Summary Report below the year selection to

undo the submission.

Civil Rights Compliance In

Child Nutrition Programs

State of AlabamaDepartment of Education

Child Nutrition

Sponsors Receiving USDA Funds Must Follow Civil Rights Regulations And Policy:

• Food and Nutrition Service (FNS) 7CFR 15, 210-252.7 Federal Regulations cover the following Child Nutrition Programs:• National School Lunch, Breakfast and Special Milk Programs• Summer Food Program• Food Distribution Program• Child and Adult Care Food Programs

What Is Discrimination?

Discrimination is defined as different treatment which makes a distinction of one person or a group of persons from others; either intentionally, by neglect, or by the actions or lack of actions based on six protected classes: race, color, national origin, sex, age, or disability.

Discrimination = 4 D’s

…an individual or group is:• Denied benefits or services that others receive.• Delayed receiving benefits or services that others

receive.• Treated Differently than others to their

disdvantage.• Given Disparate treatment something which does

not seem discriminatory, but has a discriminatory impact in practice

Examples Of Discrimination

• Refuse a child’s enrollment based on disability.• Failure to provide reasonable accommodations to disabled individuals.• Serving meals at a time, place, or manner that is discriminatory.• Selectively distributing applications.• Failure to provide the same eligibility criteria to all participants.• Failure to provide foreign language materials regarding Child Nutrition

Programs.

Goals Of Civil Rights

• Equal treatment for all applicants and beneficiaries.

• Knowledge of rights and responsibilities.

• Elimination of illegal barriers that prevent or deter people from receiving benefits.

• Dignity and respect for all.

Public Notification System

• All sponsors in Child Nutrition Programs must display the non-discrimination poster in a prominent area where participants and potential participants have access.

“And Justice For All”

Non-Discrimination Statement

“The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected]. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (in Spanish).

USDA is an equal opportunity provider and employer.”

http://www.ascr.usda.gov/complaint_filing_cust.html

http://www.ascr.usda.gov/complaint_filing_cust.html

mailto:[email protected]

When A Non-Discrimination Statement Is Needed:

Informational

Materials that

require the

Nondiscrimination

Statement include:

•Employee Handbooks

•Enrollment Forms

•Menus

•Newsletters

•Brochures

•Parent Handbooks

•Flyers

•Print or broadcast advertisements

•Photos and other graphics used to provide program or program related information

•Websites

Public Notification

• If material is too small to permit the full civil rights statement then use:• “The USDA is an equal opportunity provider and employer”

Public Notification System

• Include the required nondiscrimination statement on all appropriate FNS and agency publications, web sites, posters, and informational materials.

• Convey the message of equal opportunity in all photos and other graphics that are used to provide program or program related information.

Complaints Investigation

To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish).

Communicating With Others:

• Acknowledge people’s views even when you cannot agree with them.

• Try to identify issues and emotions in the beginning.

• Try to establish rapport.

• Try to remain calm and open.

Communicating With Others Cont’d:

• Be careful with words you use.

• There are no right or wrong answers, just differences in perspectives.

• One of the reasons parents from different cultural, economic, and religious backgrounds are not involved in their children’s schools is they feel there is a lack of understanding about their culture by others.

• LEAs have a responsibility to be aware of the language needs of Limited English Proficient (LEP) families and ensure these households have access to the same information other parents have in a manner they can easily understand.

• Once an LEA becomes aware of a household’s communication needs, the LEA must provide meaningful access to information that is furnished to non-LEP households.

Communicating With Others Cont’d:

Food For Thought

In order to reduce the risk of a civil rights discrimination complaint, ask yourself the following questions each time an applicant and/or participant comes to your program.

• Am I treating this person in the same manner I treat others?

• Have I given this person the opportunity to clarify all relevant factors or inconsistencies?

• Have I told this person exactly what information I need to make a determination on the application?

• Have I provided the person with the information he or she needs to make necessary decisions?

PLATINUM RULE:

“Treat others the way you want to be treated”

Cultural Knowledge Test

Laughter is a universal symbol of humor.

False.

Laughter, for many people, is a sign of embarrassment symbolizing that they do not know what is being discussed or the answer to an inquiry.

Cultural Knowledge Test

For most Native Americans, when a child is being reprimanded by an adult, eye contact with the adult is a sign of honesty and respect.

False.

In some Native cultures, a child is being defiant if she looks an adult or authority figure in the eye while being reprimanded or corrected.

•Remember that:• They may be valid and important, but some are not covered by the rules for Civil Rights complaints.

67

Is This A Civil Rights Complaint??


o A complaint is received from a site that someone who came to conduct a review was rude and disrespectful. The complaint states that the reviewer’s tone was demeaning and generally unpleasant.

o Is this a civil rights complaint and should it be reported?

o Depends, needs to be investigated to see if rude behavior was because of a protected class. People can discriminate someone of their own race.

o When in doubt of whether it is a civil rights violation, always provide complaint information.


o To meet the annual training requirement for site supervisors, the sponsor develops a computer based training program that everyone will be required to complete.

o Is this a civil rights violation and should it be reported?

o No


o A community group approaches a SFSP sponsor and asks for a list of Hispanic children so it can provide holiday presents to them.


o Yes, This is a confidential list and raises issues of national origin.

o You can give the name of the organization to providers or have providers sign a waiver. Example: Free/reduced meal benefits. You may receive information that your household might be interested.


o A parent of a child alleges program discrimination by a site and wants to file a complaint. You know that the site does not discriminate.


o Yes, if discrimination is alleged, you must provide the complaint information.


o A sponsor is very angry that someone filed a frivolous discrimination complaint and took up a lot of her time and made her look bad. She tells her site supervisor to watch out for this “troublemaker.” The next time the person visits, he encounters “attitude” from the co-provider.


o Yes, this is reprisal and retaliation. There is also a confidentiality issue.


o A parent complains about the choices provided during breakfast and demands that gluten-free products be provided for her child.


o Yes, This relates to civil rights if it is a disability defined by a physician special rule that provides accommodating food when there is a disability.


• An autistic middle school student forgets her lunch money for the fourth time. The teacher tells the cashier to give the child two packages of saltine crackers and tells the child that “This will teach you not have your lunch money again”. The child’s mother writes a letter to the Secretary of Agriculture alleging discrimination based on the child’s autism. Is this a civil rights complaint and should it be reported?

• Yes. It should be considered a complaint even if it appears

to be a program related issue.

• The results of the investigation determined that it was a program complaint. Improper application of the SFA charge policy and a potential violation of the FNS Instruction 791.1 Prohibition Against Denying Meals and Milk to Children as a Disciplinary Act


o A parent contacts the School Food Service Director and says their child is being denied their religious right to be able to eat only vegetarian meals.


o No. Religion is not a protected class in Child Nutrition Programs under FNS Instruction 113-1 Civil Rights Compliance and Enforcement – Nutrition Programs and Activities .

o It would be suggested that the SFA try to work with the complainant and try to accommodate there religious needs.


o A minority high school football player approaches the cafeteria manager and says he isn’t getting enough food when he selects a reimbursable meal and would like larger servings.


o No. Just because the student is a minority student does not mean he automatically is considered to be alleging discrimination. He did not state that he was not getting adequate servings because of his minority status. He only wants a larger serving.

o If he had said that he was not getting a large enough serving because of his racial/ethnic background, then, Yes, it would be a complaint and you would need to report it.

Questions?

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Verification School Year 2014-2015 Alabama Department of Education Child Nutrition Programs.

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