child nutrition program regulations “the basics” 2011 – 2012 11
TRANSCRIPT
Child Nutrition Program Regulations
“The Basics”2011 – 2012
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Welcome to “Boot Camp”
Understanding the regulations and requirements for USDA’s Child Nutrition Programs
Orientation
Contract for School Nutrition Programs
Menu Planning
Commodities
Mandatory Health Inspection
Mandatory Wellness Policy
On-Site Evaluations3
ProgramsNational School Lunch Program (NSLP)School Breakfast Program (SBP) Food Distribution Program (Commodities)Federal Special Milk Program (SMP) Wisconsin School Day Milk Program (WSDMP)After School Snacks (ASCSP)Summer Food Service Program (SFSP)
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Permanent AgreementSigning on the dotted line…
Department of Public Instruction (DPI) agrees:
School Food Authority (SFA) agrees:
DPI and the SFA mutually agree:
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DPI agrees to:
Reimburse SFA
Allocate commodities
Inform SFA of regulation changes
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SFA agrees to:
Maintain non-profit food service and limit cash resources
Serve meals each full day of school
Prohibit the sale of foods of minimal nutritional value
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SFA agrees to:
Price meals as a unit
Serve meals meeting the requirements and maintain the required records
Develop and follow the policy statement for free and reduced price meals.
Implement a meal accountability system that protects student confidentiality
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SFA agrees to
Complete an edit check and compile claims
Conduct on-site inspections yearly by February 1 - multi site schools only
Comply with all state/local sanitation and health standards
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SFA agrees to:
Appropriately utilize accepted commodities
Maintain a financial management system – submit annual financial report
Retain records for 3 school years plus the current year or until audit resolution
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SFA agrees to:
Comply with direct certification requirements
Establish a local school wellness policy
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Policy StatementFor Free & Reduced Priced Meals or Milk
Accepting Responsibility…
SFA agrees to:
Provide free or reduced priced meals to all eligible children
Not discriminate based on race, sex, color, age, national origin or disability
Designate officials
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SFA annually agrees to:
Complete direct certification a minimum of 3 times per school year
Distribute applications
Submit a public release
Notify parents of eligibility determination
Conduct verification
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Code of Conduct
Civil Rights &
Procurement
Civil Rights
Civil Rights Compliance Self-Evaluation Form
Public notification
“And Justice For All …” poster displayed at all sites
Special Needs/ Special Diets
Annual training
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Must be completed by/on October 31st each year
Document is kept on file at SFA – Do not send to DPI
Downloaded from DPI website at: http://fns.dpi.wi.gov/fns_fincou1
On Documents and Forms page under “Other Forms and Documents
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All schools must display the most current “And Justice for All” poster:
- in the food service
area
- in each school
- in a location that is
easily visible to
students and the
public.
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Civil Rights Training
Required annually for “front line” school staff and supervisors
Training will be verified during CRE reviews
Questions should be directed to DPI’s nutrition teamSample PowerPoint on DPI website at:
http://fns.dpi.wi.gov/fns_training#SNT
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“Public Release” SFA is required to submit to local news
media - required to submit but not to pay for publication
SFA is required to submit to community and grassroots organizations who work with low-income households
Maintain copies of what was sent out, where it was sent and when
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Special Dietary Needs
Meal accommodations are required for children with disabilities at no additional
charge when documented by a licensed physician
Substitutions may be made but are not required for children who are medically certified as having a special medical or dietary need (must still have a note on file from a recognized medical authority)
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Procurement
Procurement (Purchasing)
Open and free competition
Buy American products
Under $100,000 requires documented price quotes
Over $100,000 requires either
an Invitation for Bid (IFB) or Request for Proposal (RFP)
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Joint Agreement
Agreement between two SFAs solely to provide meals
Prototype located on DPI website
Must submit copy of signed Joint Agreement each year to DPI
Must use DPI prototype agreement
not later than the 2012 -2013 school year
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Vendor Agreement
SFA contracts with an outside company solely to provide meals
Vendor cannot manage any aspect of the food service operation such as point of service meal counts, reimbursement claims or free/reduced meal certification
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Vendor Agreement
Prototype Agreement on the DPI website
Must use prototype not later than the 2012 -2013 school year
Submit signed copy of Vendor Agreement and Wisconsin Restaurant License to DPI annually
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Food Service Management Company Contract
FSMC if they manage any aspect of the food service operation such as point of service meal counts, reimbursement claims or free/reduced meal certification
Contract must be formally bidDPI must review formal bid packet in advance of
contract executionFSMC must comply with all USDA procurement
regulations
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The “Mess” Hall
Menu Planning Systems for Healthy School Meals
Menu Planning Options Food Based Menu Planning
• Traditional • Enhanced
Nutrient Standard Menu Planning (NuMenus)
Assisted Nutrient Standard Menu Planning (Assisted NuMenus)
Alternate Menu Planning Approach
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Food Based Systems
Food ComponentFood Component
▼▼Food ItemFood Item
▼▼ServingServing
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Lunch
COMPONENTS (4) FOOD ITEMS (5)
Meat/Meat Alternate Meat/Meat Alternate
Vegetables/Fruits One serving of vegetable or fruit
One serving of vegetable or fruit
Grains/Breads Grains/Breads
Fluid Milk Fluid Milk
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WHAT MUST BE OFFERED FOR A REIMBURSABLE BREAKFAST?
Milk Juice/Fruit/Vegetable
Grains/Breads(one serving)
Grains/Breads(one serving)
Grains/Breads(one serving)
Meat/Meat Alternate(one ounce)
Meat/Meat Alternate(one ounce)
Meat/Meat Alternate(one ounce)
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Servings Breakfast and Lunch
Minimum quantities for specific age/grade groups
Servings are determined by the school’s selected meal pattern
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Nutrition Requirements for Fluid Milk
New requirement begins at start of school year 2011 - 2012
Applies to schools in NSLP and SBP Also applies to schools in SMPSchool must offer at least 2 choices of milkMilk must be low-fat (1%) or fat-free
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Offer Versus Serve(OVS)
Offer Versus Serve (OVS) allows students to decline a certain number of food items in school meals.
The goals of OVS are to minimize plate waste and to encourage schools to offer more food choices to students.
OVS is mandatory for grades 9-12 at lunch Optional for all other grade levels at lunchOptional at breakfast for all grade levels.
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OVS - The “Regs”Lunch and Breakfast
All food items must be offered to all students
Serving sizes must equal the minimum required quantities
Meal must be priced and sold as a unit Students have the option to refuse any
items. School cannot require student/s to take any particular item/s
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Water Availability
New requirement begins at start of school year 2011 - 2012
Applies to schools in NSLP during meal service
Water must be easily accessible to students without restrictions and at no charge
Must be available in or adjacent to the meal service areas
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Production Records Required for program compliance
DPI Coordinated Review Effort (CRE) School Meals Initiative (SMI)
Management toolDocument daily productionForecast productionStaff communication
Evaluation toolParticipation trendsFinancial management
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The “Commissary”
The Federal Food Distribution Program
USDA Commodities
Purchased by USDA to support
American agriculture
Based on agricultural surplus
Offered to recipients of government
supported programs
20% of a school’s foodservice budget
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meats fruits vegetables dairy grains nuts & oils
What kinds of commodity products are offered?
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Yearly entitlement is determined by the yearly federal assistance rate per meal times the agency’s prior year’s total reimbursable meals served.
For new agencies to the USDA commodity program, the yearly entitlement for the first year only, will be determined by the federal assistance rate per meal times the agency’s estimated number of reimbursable meals.
Entitlement
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The entitlement dollar value of the commodity is the actual cost of the product as purchased by USDA from the market.
Agencies do not directly pay the entitlement dollar value.
This dollar value is subtracted from the agency’s yearly entitlement dollar balance.
What is the entitlement dollar value of a commodity product?
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Commodities are not free. The entitlement value of each product as purchased by USDA, pays for the cost to purchase the product and ship the product into the state of Wisconsin.
However, once the product has been received into the State of Wisconsin, there are costs associated with commodities.
Are commodities free?
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Administrative Fee
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Storage and Delivery Fees
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Processing Fee
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Orders & Delivery
Internet based ordering systemState agencyDirect diversion
Delivery optionsState contracted delivery Commercial distribution
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Depending on when a new agency becomes eligible to participate in commodities determines how many commodities the agency will receive for the first year of participation.
If a participating agency becomes eligible after the annual order period, limited commodities will be received for year one.
Annual Order Timelines
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Laura Sime – Distribution Specialist
Phone: 608-267-9119
Email: [email protected]
Lynne Slack – Processing Specialist
Phone: 608-266-2596
Email: [email protected]
Antonio Ante – Contract Specialist
Phone: 608-266-3615
Email: [email protected]
Commodity Contacts
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Sanitation and
Wellness Policy
Sanitation Inspections… Avoiding Sick Bay
Two inspections per year – reported to DPI
Required implementation of food safety plan/HACCP
Inspections reports must be publicly posted
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Wellness Policies Objective
Promote student health Reduce childhood obesity
Required under 2004 Reauthorization All Schools NSLP Special Milk Program (SMP) only schools
Policy components Nutrition education Physical activity Other school based activities designed to promote
wellness Periodic Monitoring required
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Wellness PolicyImplementation
Policy must be developed by a local coalition which includes: students parents school board school administrators community members
Policy must be reviewed, evaluated and updated regularly
Wellness resources are included on the DPI website
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Financial and
Annual Financial Report
Non-Profit Food Service
♦ Funds must be used only for program expenses or improvements to the program
♦ Accounting system documents non-profit status
♦ Accounting procedures must accurately record all revenues and expenditures by Child Nutrition program operated
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Total expenditures/revenue must break even or have a small profit
Negative balance must be brought up to “0 by a transfer into the program from other non-federal school funds
Positive balance can be carried over for use in program next school year
Positive balance cannot exceed 3 months operating expenses
Financial Viability: Break Even
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Paid Lunch Equity (PLE)
PLE is effective July 1, 2011 Intent is to ensure sufficient funds provided to
the food service account for paid lunches Free – Paid reimbursement = $2.46 Paid meal average should be $2.46 or greater Increase by maximum of $.05 - $.10 per year PLE Lunch Pricing Tool located at:
http://fns.dpi.wi.gov/fns_cnrsnp
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Non-Program Food Revenue
Non-program Food Revenue regulations are effective July 1, 2011
Revenues from sales of non-program foods (such as ala carte, beverages, etc.) must be at least equal to the cost of that food
Revenue from sale of non-profit foods must stay in the non-profit food service account
Track non-program food revenues separately from all other revenue items
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Child Nutrition Programs Annual Financial Report is due to DPI each year by August 31
Report expenditures/revenues by program (NSLP, SBP, Ala Carte (includes SMP and WSDMP) from July 1 – June 30
Report expenses by categories: labor, food, equipment, purchased services, and other
Financial Viability: Break Even
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Annual Financial Report
Types of Food Service expenditures included in each category reported.
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A la CarteWisconsin School Day MilkElderly Nutrition ProgramSpecial Milk ProgramFresh Fruit & Veg Prog
Afterschool CareSnack Program
Ala Carte, WSDMP,EN, SMP ProgramNSLP
SBP
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Other “Branches” SMP
WSDMP
ASCSP
SNBP
Other ProgramsFederal Special Milk Program (SMP)
Wisconsin School Day Milk Program (WSDMP)
After-School Care Snack Program (ASCSP)
Severe Need Breakfast Program (SNBP)
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Special Milk Program (SMP)
For students who do not have access to NSLP or SBP
Milk must be consumed by childrenMonthly federal reimbursement Claimed by 8 ounce portions servedNew requirement begins at start of
school year 2011 - 2012
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Special Milk Program (SMP)
Pricing Options
Pricing – with free milk to eligible students
Non-pricing – provided free to all students
Pricing – all students pay
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Wisconsin School Day Milk Program (WSDMP)
State funded
Available only to PK – grades 5
Cannot claim milk served at the same time as breakfast or lunch
No double dipping!
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Wisconsin School Day Milk Program (WSDMP)
Reimbursement for one 8 oz. milk per day and must be milk produced in Wisconsin
ONLY reimburse for milk for free/reduced eligible students
Annual claim Actual cost of dairy invoice May be prorated by DPI if insufficient funds
are available
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After-School Care Snack Programs (ASCSP)
School must also participate in NSLP Children must be age 18 or younger (or
disabled) Must be served as part of an organized
approved educational programMust be served after the end of the regular
school day SFA must review program 2 times each year
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After - School Care Snack Programs (ASCSP)
Area Eligible
50% or more of enrolled children are F/R eligible
All snacks claimed at free rate
Non-Area Eligible
less than 50% are F/R eligible
snacks claimed by category
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Severe Need Breakfast Program (SNBP)
Qualifying schools serve 40% or more of the lunches to children who are eligible for free or reduced priced meals in the second preceding school year
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Inspections
USDA Coordinated Review Effort (CRE)
School Meals Initiative for Healthy Children (SMI)
The ProcessCRE focus is accountability
Federal regulationsProgram operations
SMI focus is nutritional integrityNutrient analysisDietary Guidelines and USDA
nutrient standards
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CRE – Critical Areas
Performance Standard 1Part A – eligibility and benefit issuancePart B – counting and claiming
Performance Standard 2Meal components
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CRE - GeneralRegulatory Evaluation
of Operations
Purchasing Student involvement Competitive foods Commodities Wellness Financial Management
Other Programs
Federal Special Milk Program (SMP)
Wisconsin School Day Milk Program (WSDMP)
School Breakfast Program (SBP) After School Care Snack
Program (ASCSP) Elderly Nutrition Program (EN)
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SMI
Measures compliance toward meeting the Nutrient Standards currently using
1 week of menus
SMI Review (with nutrient analysis) is done during the CRE
No fiscal action for SMI at this time
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CONGRATULATIONSYou’ve Graduated from
DPI Boot Camp!
Thanks for supporting Wisconsin’s school children
through USDA’s Child Nutrition Programs! fns.dpi.wi.gov/fns
In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. 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). USDA is an equal opportunity provider and employer.
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