RCCI ADMINISTRATIVE REVIEW WEBINAR Presented By the Nevada Department of Agriculture, Food and Nutrition Division Presenter: Edward Coleman, Quality Assurance Specialist Date: January 21, 2016

PRESENTATION OVERVIEW

Webinar Purpose: To address common issues encountered during Administrative Reviews and to promote overall program improvement.

Performance Standard 1: Certification and Benefit Issuance Performance Standard 2: Meal Quantities Resource Management General Areas Questions

PERFORMANCE STANDARD 1: CERTIFICATION AND BENEFIT ISSUANCE

Eligibility determinations and Certification for Residents of RCCIs

1. Day Students 2. Households of One

DAY STUDENTS

Children who attend, but do not reside within an RCCI are considered members of their households and their eligibility is determined using a household application or through direct certification.

HOUSEHOLDS OF ONE

Children who reside within a RCCI are considered a Household of One. Residents classified as a Household of One, use their income to determine their eligibility for the Food and Nutrition Services Programs (FNS) that are offered at the RCCI they attend.

THE ELIGIBILITY DOCUMENTATION SHEET Residents within RCCI’s must have their eligibility status documented. This may be done in one of the following ways;• An application for each resident• Completing an Eligibility Documentation SheetNote: Day students must have an application on file or documentation of their direct certification status.

ELIGIBILITY DOCUMENTATION SHEET- REQUIREMENTS The Eligibility Documentation

Sheet must have the following information;

• Child’s name • Personal income received by the

child • Child’s date of birth • Date of Admission • Date of Release (this can be an

educated guess based on the average length of stay for your particular RCCI)

• Officials title and contact information

 Childs Name

Personal Income

Childs date of Birth

Admission Date

Date of Release

                                                                                                                                                                                                                                                                                       

Facility Official (name/title):___________________________Date:______________________________________

INCOME

Income: any money that is received on a recurring basis. income earned from full or regular part time employment Income personally received by the child while in residence at

the RCCI (SSI Survivors Benefits, Regular disbursements from a trust fund, etc.)

THE INCOME STATEMENT The income statement should meet the following guidelines; A question that asks whether the

child has income A place to mark “Yes” and if yes a

place to mark the amount, source, and frequency of the income

A place to mark “No” indicating the child has no income

Examples of Income Policy Statements

Example 1

The RCCI does not allow any children to have money.

“All our children are wards of the court. They are not permitted to earn, receive, or retain any money while in custody.”

(signed) (dated)

Example 2

Does this child have income from work, either full or part time? Does this child have income from personal sources such as SSI Survivors Benefits or regular disbursements from a trust fund or other similar sources?

If No

If Yes: Amount ___________ Frequency: ____________________

(signed) (dated)

An Explanation of the Necessity of the Income Statement • The Food and Nutrition Programs are income driven.

Participation is based on income. • Free and reduced price meal benefits may only be given to

those who meet the income eligibility guidelines.

MEAL COUNTING AND CLAIMING

The purpose of monitoring meal counting an claiming is to assure the processes the RCCI uses to count, consolidate, and claim meals for the SBP and NSLP are in compliance with Program requirements. Reimbursable meals are correctly counted and recorded at the

point of service The counting and claiming system yields an accurate claim for

reimbursement

RECOGNIZING A REIMBURSABLE MEAL

The first step in accurately counting a reimbursable meal is to recognize what constitutes a reimbursable meal. Straight Serve- a straight serve meal at breakfast and lunch consists of 1 of each component being offered at each service.This is the most common system used in RCCI’s.

COUNTING MEALS AT THE POINT OF SERVICE

At its heart the counting and claiming system must meet the following requirement; Reimbursable meals must be counted when they are served to

the child at the point of service.Each year you must submit a Policy Statement to NDA for approval. This Statement outlines how you will meet the counting and claiming requirement.

COUNTING MEALS IN ALTERNATE LOCATIONS

Residents in RCCI’s are not always able to take their meals at the normal Point of Service. The same guidelines that govern counting meals at the primary point of service apply to meals served in alternate locations. The reimbursable meal served to

children in an alternate location may only be counted when it is served to the child in the alternate location.

Water must be available at each meal service. This includes meals served in alternate locations.

WCDJS – Wittenberg Hall In-Room Meal Delivery

Confirmation Sheet BREAKFAST

Date: 11/24/2014

Number of Meals Sent Out from Kitchen Number of Meals Delivered to Youth Number of Meals Delivered to Staff

If a meal sent out by the kitchen was not delivered to a youth, please explain: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ *The term “delivered” means giving youth the opportunity to eat the In-Room Meal, and does not refer to whether or not it was actually consumed.

WCDJS – Wittenberg Hall In-Room Meal Delivery

Confirmation Sheet LUNCH

Date: 11/24/2014

Number of Meals Sent Out from Kitchen Number of Meals Delivered to Youth Number of Meals Delivered to Staff

If a meal sent out by the kitchen was not delivered to a youth, please explain: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ *The term “delivered” means giving youth the opportunity to eat the In-Room Meal, and does not refer to whether or not it was actually consumed.

CONSOLIDATING THE CLAIM

The claim for reimbursement must be based on the daily count sheets from the point of service. It cannot be based on the following; The daily roster A daily bed count sheet Similar documents that would provide a pre count but not

actual reimbursable meals served

PERFORMANCE STANDARD II- MEAL COMPONENTS FLEXIBILITY

According to memorandum SP 38-2012; RCCI’s that are juvenile detention centers may meet the milk

variety requirement over the week rather than daily if there are potential legitimate safety concerns regarding offering different milk to students. For example the RCCI may offer all students flavored nonfat milk on some days of the week, and unflavored low fat milk on other days.

COMPREHENSIVE RESOURCE MANAGEMENT- STAFF MEALS

Federal funds are to only be used for meals for qualifying program participants. Staff meals must be paid by the staff member or reimbursed to the nonprofit school food services account. Staff meals must be counted separately and the cost per meal

must be determined. There must be documentation to support these transactions. For more information please see RCCI Memorandum 2016-19

COMPREHENSIVE RESOURCE MANAGEMENT

Note: For some county and state run facilities, this information is not always handled by the Food Service staff at the site level and is often part of the local county or state agency that oversees the operation of the facility. This information will have to come from those staff.

COMPREHENSIVE RESOURCE MANAGEMENT- REVENUE FROM NON PROGRAM FOODS

Non-program foods are those foods and beverages sold in a participating RCCI other than reimbursable meals and meal supplements that are purchased using funds from the nonprofit school food service account. Within RCCI’s that can include the following items; Commissary items Items sold at events hosted by the RCCI Adult visitor meals A la carte items

COMPREHENSIVE RESOURCE MANAGEMENT- INDIRECT COSTS Indirect costs are costs that are incurred for the benefit of multiple

programs, functions, or other cost objectives. There must be a documented methodology that accurately allocates indirect costs. They typically support administrative overhead functions such as;

Fringe benefits Accounting Payroll Purchasing Facilities management Utilities

CIVIL RIGHTS- CIVIL RIGHTS POLICY The Civil Rights Policy, as mandated by the USDA must have the following elements; It must have a detailed step by step process for filing the civil

rights compliant Each step must be detailed. There must be a mechanism for the child to completely bypass

the local system and file their complaint directly with the USDA It should include the USDA nondiscrimination statement A log to track any Civil Rights Complaints within the Food and

Nutrition Programs must be kept whether you receive any of these complaints in a year or not.

CIVIL RIGHTS- PUBLIC RELEASE RCCI’s must have a public release which may appear on their website or as part of intake program materials, or as part of a residents/parents handbook. It has to have the following elements;It must notify the public that it is participating in the Food and Nutrition ProgramsIt must indicate which programs it is participating inIt must state that these meals will be served free to residents of the facilityIt must contain the USDA nondiscrimination policy

WELLNESS POLICY- FOOD AS A REWARD

Most RCCIs operate on a level system for the residents who attend. Those who maintain improving levels of behavior or compliance with RCCI program rules are allowed certain additional benefits and sometimes this can include access to additional food items. As noted food cannot be used as a reward.Sample RCCI Wellness Policy http://nutrition.nv.gov/uploadedFiles/nutritionnvgov/Content/Programs/Wellness_documents/RCCI%20Sample%20Wellness%20Policy1.pdf Nevada Wellness Policy Website http://nutrition.nv.gov/Programs/Wellness/

QUESTIONS?