reinvention of the administrative review (the overview) beginning school year 2013-2014

REINVENTION OF THE ADMINISTRATIVE REVIEW

(The Overview)

BEGINNING SCHOOL YEAR 2013-2014

INTRODUCTION

The objective of this training is to provide an overview of the new administrative review (AR) process

The AR process is changing to provide a more comprehensive evaluation of school meal programs.

Further training and technical assistance will be provided to LEAs scheduled for an AR

NEW TERMINOLOGY

OUT WITH THE OLD: Coordinated Review Effort (CRE) IN WITH THE NEW: Administrative Review (AR)OUT WITH THE OLD: Reviews conducted primarily on-site IN WITH THE NEW: Reviews conducted off-site and on-site

MORE NEW TERMINOLOGY

OUT WITH THE OLD: School Meal Initiative Review (SMI) IN WITH THE NEW: Dietary Specifications & Nutrient Analysis (Included in AR)OUT WITH THE OLD: Master Eligibility List (MEL) IN WITH THE NEW: Benefit Issuance Document (BID)

THE NEW AR PROCESS

Reviews conducted every 3 yearsAll programs reviewed, including School

Breakfast, After School Snack, Special MilkReviews will be a team effort-State Agency

(SA) reviewers and Local Education Agencies (LEAs) working together

Follow Up reviews will no longer be conductedAdditional Administrative Reviews (AAR) will

continue for targeted schools

WHO’S UP FIRST?

An AR Will Be Conducted in 2013-2014 For: LEAs who were due for a CRE review in 2012-2013LEAS who did not apply for the 6 cent certification process or whose 6 cent certification request was deniedLEAS who are new sponsors of School Nutrition Programs

ON-SITE AR PROCEDURES

State Agency (SA) will collect detailed information and review documents during on-site entrance conference, (with a few exceptions)

Results of the entrance conference assessment will determine the scope of monitoring during the on-site review.

Example of documents that must be available: Edit Check Worksheets Benefit Issuance Documents Menus, Production Records & Related Materials (i.e.

CN Labels, Standardized Recipes)

ON-SITE PROCEDURES (Cont.)

SA will observe and review the operation of the school nutrition programs at the LEA level and in selected schools.

SA will determine at the entrance conference: Specific schools that will be visited and reviewed.

Breakfast and lunch will be observed Specific applications/DC documents that will be

reviewed Additional documents may be required for review.

Documents required will vary depending on results of the assessment

OFF-SITE ASSESSMENT

Some AR areas will be reviewed off-site. SA will collect detailed information and documents from LEA prior to the on-site review for:

Resource ManagementFresh Fruit and Vegetable Program (if

participating)

FAMILIAR TERMINOLOGY

The AR will still encompass:CRITICAL AREAS (Fiscal Action Required)Performance Standard 1 (PS 1): Certification Counting, ClaimingPerformance Standard 2 (PS 2): Meal Pattern Requirements GENERAL AREAS (Fiscal Action Not Required)

Administrative Review Areas

Meal Access & Reimbursement

(PS 1)

Meal Pattern & Nutritional Quality

(PS 2)

Resource Management

(General)

General Program Compliance

(General)

Other Federal Program Reviews

(PS &General)

• Certification & Benefit Issuance

• Verification

•Meal Counting & Claiming

•Meal Components & Quantities

• Offer versus Serve

• Dietary Specs & 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

Foods•Water• Food Safety• SBP & SFSP

Outreach• Reporting &

Recordkeeping• Other State Regs

• Afterschool Snacks

• Seamless Summer Option

• Fresh Fruit & Vegetable Program

• Special Milk Program

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PERFORMANCE STANDARD 1(Meal Access & Reimbursement)

Areas of Review Certification & Benefit Issuance/VerificationApplications, BID and DC documents must be correct. Random sampling of applications will be selected, including verified applications Meal Counting Meals must be correctly counted at the point of service. Meal service will be observed and records reviewed to determine if meal counting system is accurate.

PERFORMANCE STANDARD 1

ClaimingMeals must be counted, recorded and

consolidated correctly at each school and at the LEA level

The claiming system from daily meal counts to monthly edit checks to reimbursement claim will be reviewed for accuracy

PERFORMANCE STANDARD 2(Meal Pattern & Nutritional Quality)

Areas of ReviewMeal Components & QuantitiesBreakfast and lunches must meet meal pattern requirements for the appropriate age groups on all meal service lines Compliance will be assessed through:Review of production recordsReview of menusObservation of meals

PERFORMANCE STANDARD 2

Offer versus Serve

LEA must offer enough food on all reimbursable meal service lines and have signage posted

Students must select required components to make a reimbursable meal

Food service staff must be trained and able to recognize a reimbursable meal

PERFORMANCE STANDARD 2

Dietary Specifications & Nutrient AnalysisMeals must meet standards for:CaloriesSaturated FatTrans FatSodium (Starting School Year 2014-2015)A determination will be made by SA whether a

weighted nutrient analysis is required

NEW AR AREA

Resource Management Maintenance of Non Profit School Food Service Account Paid Lunch Equity Revenue from Non Program Foods Indirect Costs USDA Foods

GENERAL PROGRAM REQUIREMENTSSAME OLD CATEGORIES, NEW REVIEW PROCEDURES:Verification process Bio SecurityCivil Rights Non-DiscriminationReporting & Recordkeeping Potable waterSanitation Annual On-site reviews Competitive Foods Wellness PolicyOffer vs. Serve Process HACCP

NEW REQUIREMENT: School Breakfast Program & Summer Food Service Program Outreach

OTHER FEDERAL PROGRAMS

Included in AR Review:

Fresh Fruit Vegetable Program (FFVP)

Seamless Summer Option (SSO)

After School Snack Program (ASSP)

Special Milk Program (SMP)

FISCAL ACTIONRequired For All Performance Standard Violations, Including:Incorrect/Incomplete ApplicationsIncorrect BID Or Verification DocumentsUnacceptable POS Meal CountsMissing Or Incomplete MenusMissing Or Incomplete Production RecordsIncomplete MealsFiscal action may be assessed for violations found when Other Federal Programs reviewed.

POST REVIEW

Exit ConferenceAR Written ReportCorrective Action Plan (CAP) Submitted by LEA

For Any Program ViolationsFiscal Action Assessed, If ApplicableWithholding of Reimbursement, If Applicable

WHAT NOW?RELAX-We will help you prepare for the ARAttend trainings and view webinars planned by SA,

including: Determining Officials VerificationMenu Planning/Production Records/OVSNew Recordkeeping And Policy RequirementsAR Preparation (By Invitation Only)Contact us with questions at 609-984-0692