nsna breakout session administrative review 6.22.15
TRANSCRIPT
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Administrative ReviewJUNE 2015
PRESENTER: EDWARD COLEMAN
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Presentation Outline
The Administrative Review
Administrative Review Time line
Performance Standard 1- Meal Counting and Claiming
Performance Standard 2- Meal Pattern and Nutritional Quality
Resource Management
General Program Compliance
Other Federal Programs
Fiscal Action
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Administrative Review Timeline
Pre Review- occurs four to six weeks prior to the onsite review
1. Notice of Administrative Review Letter
2. Off Site Assessment
3. Resource Management Risk Indicator Tool
4. Dietary Specifications Analysis
5. Site Selection Worksheet (to be completed by each SFA)
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Documents for the Pre Review
Certification Worksheets for those schools that are $0.06 Certified
Benefits Issuance Document
1. Must include the school the student is enrolled in, the method of certification and the date of certification
Menu, production records, recipes, and CN labels
Nutrient Analysis if available
Copies of the Public Release, Civil Rights Policy, Policy for recording Racial and Ethnic Data , Wellness Policy, Health Inspections, Onsite Reviews (if done after February 1 or as available)
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Certification Worksheet
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Administrative Review Onsite Review
Onsite Assessment can last from a day to weeks
1. Counting and claiming system
2. Applications- Verified and at least 10 Denied Applications
3. Claim validation
4. Meal Components and Quantities
5. Offer vs Serve
6. Nutrient Analysis
7. General Areas: Civil Rights, Water, On Site Monitoring, School Wellness, Food Safety, Reporting and Record Keeping
8. Other Federal Programs: Special Milk Program, After School Snack, Fresh Fruit and Vegetable
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Documents for the Onsite Review
These documents should be gathered for review in a central location
1. The applications for free and reduced priced meals and any required supporting documentation
2. The direct certification lists
3. The denied applications
4. The verified applications
5. Consolidated count reports for the month of review
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Post Review
The exit conference
1. Will lay out a general overview of the major findings of the Administrative Review onsite assessment
Within 30 days of the exit conference a formal letter will be sent detailing all of the findings and proposing a list of corrective actions.
The corrective actions letter will give you a time frame to complete and submit all of the required corrective actions.
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Performance Standard 1
Meal Counting and Claiming
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Purpose
The Purpose of Performance Standard 1 is to ensure that all free, reduced priced, and paid meals claimed for reimbursement are served only to children eligible for free, reduced price, and paid meals respectively and are counted, recorded, consolidated, and reported through a system that consistently yields correct claims.
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Meal Access and Reimbursement
Certification and Benefit Issuance
Verification
Meal Counting and Claiming
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Certification and Benefits Issuance
Assess certification documentation- applications, DC lists, etc.
Application review includes; time frames, required information, income computations, and accurate benefits levels.
10 denied applications for benefits from the current school year.
Supporting documentation for specific cases; homeless and migrant youth
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Verification
Validates the Verification Process
1. Including timeframes for applications in the verification process
2. Required statements in letters (approval and denial letters for benefits)
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Meal Counting and Claiming
Verify that reimbursable meals are correctly counted, consolidated, and recorded
School Level
1. Determine site level procedures
2. Observe meal service at the point of service
3. Signage indicating what is a Reimbursable Meal is present
4. Review meal counts for day of review
SFA Level
1. Determine meal consolidation procedure
2. Review meal count claims for the review period
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Performance Standard 2
Meal Pattern and Nutritional Quality
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Purpose
The meal pattern is the foundation of the federal school nutrition programs. To qualify as reimbursable, all meals served must meet the meal requirements for the age/grade group being reviewed. In addition, meal service lines must meet the daily and weekly meal pattern requirements for the age/grade group served.
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Meal Pattern
Meal Components and Quantities
Offer vs. Serve
Dietary Specifications and Nutrient Analysis
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Meal Components and Quantities
Documentation that will be reviewed onsite
1. Menus
2. Productions Records
3. Standardized recipes
4. CN Labels
5. Nutrition Fact Labels
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Offer vs Serve
Signage identifies reimbursable meal
Staff are trained and can recognize a reimbursable meal at breakfast and at lunch
Mandatory at the High School Level
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Dietary Specification and Nutrient Analysis
Validates the findings of the dietary specification tool from the offsite assessment
Observe meal preparation procedures
Review food storage procedures on the day of review
Check labels
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Comprehensive Resource Management
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Purpose
The intent of a Comprehensive Resource Management review is to ensure compliance with the program regulations of NSLP in regards to resource management. Comprehensive Management Resource reviews are triggered when the answers provided by school districts to the comprehensive resource management tool classify that school district as high risk. The resource management risk assessment tool aims to assess through the use of known indicators situations that may result in noncompliance.
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Comprehensive Resource Management
Resource Management Risk Indicator Tool; used to forecast and/or assess through the use of known indicators, situations that may result in noncompliance.
1. Consists of 7 areas, with some areas having multiple questions
2. The tool assesses the answers given and determines if a comprehensive resource management review is necessary.
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Comprehensive Resource Management Review
Cover the following areas;
1. Non- profit School Food Service Account- ensuring the SFA is maintaining and using its nonprofit food service account according to regulatory requirements
2. Paid Lunch Equity- Evaluate the prices the SFA charges for paid lunches in relation to the federal paid and free reimbursement rates.
3. Revenue from non- program foods- Assess whether the revenue from the sales of non program foods generate at least the same proportion of revenues as expenditures for the purchase of the non program foods.
4. Indirect Costs- evaluate the charges to the nonprofit school food service account including allowable direct and indirect costs.
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General Program Compliance
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General Program Compliance
Civil Rights
Local Wellness Policy
Competitive Food Services
Water
Food Safety
Reporting and Record Keeping
SBP and SSO Outreach
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Civil Rights
“And Justice for All” posters are visible
Determine if denied applications are disproportionately submitted by a protected group
Documentation of civil rights training
Program materials contain the proper non discrimination statement
Observe the meal service to ensure all children are receiving benefits equally without discrimination
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Civil Rights Policy
The Civil Rights Policy is a policy that is specific to the food and nutrition programs at your school.
1. It should include a log of civil rights complaints by school year for the food programs
2. It should have a system set up for participants in these programs to lodge a civil rights complaint locally and it should explain what that process looks like at each phase of the process from start to finish.
3. Finally it should have a mechanism for the participants to file a complaint directly to the USDA, bypassing the local system entirely.
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Food Safety
Includes
1. Up to date food safety manual with an accurate table of contents
2. Food safety inspection documentation (2 per year)
3. Temperature and Sanitation Logs
4. Storage- proper storage techniques (FIFO)
5. Special Diet Accommodation form
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Local School Wellness Policy
The SFA must have a wellness policy and documentation of stakeholder input to the development, implementation and evaluation of the policy
Documentation of public notification of updates to the policy
Must be compliant with the State of Nevada School Wellness Policy Guidelines
http://nutrition.nv.gov/Programs/Wellness/
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Reporting and Recordkeeping
This general area is evaluated to see if the SFA has maintained all of the required records for the required 3 years plus current year time frame.
The documentation can include but is not limited to the following;
1. Agreements and free and reduced policy statements
2. Approved and denied free and reduced price meal applications
3. Claims for reimbursement and their supporting documentation
4. Documentation of edit checks
5. Menu and food production records
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SBP and SFSP Outreach
The SFA is required to inform eligible families of the availability of breakfasts offered under the School Breakfast Program (SBP).
This is to verify that at the beginning of the year you send the initial notification and then in addition to see if you sent the required follow up notifications informing the families that school breakfast is offered.
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Other Federal Programs
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Other Federal Programs
These programs are assessed for compliance with their governing regulations
1. Afterschool Snack Program
2. Fresh Fruit and Vegetable Program
3. Special Milk Program
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Fiscal Actions
Fiscal Action is the recovery of overpayment through direct assessment or offset of future claims, disallowance of over claims as reflected in unpaid claims for reimbursement, submission of a revised claim for reimbursement, and correction of records to ensure that unfiled claims for reimbursement are corrected when filed.
1. Performance Standard 1 violations
2. Performance Standard 2 violations
3. Egregious or Recurring Infractions
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Questions?