dr. john d. barge, state school superintendent “making education work for all georgians” dr....
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Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verificationof
Meal EligibilityTrainingSY 2014-15
Review & Technical Assistance Unit Training Series
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Upon completion of this training the learner will be able to: Accurately complete the steps of
verification Identify and complete requirements for
special situations, such as verification for cause and verification extension
Objectives
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification Defined
The confirmation of eligibility for free and reduced price meals
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
• Direct certification
• Extended direct certification
• Foster children on a state agency list
• Homeless
• Migrant
Exceptions to Verification Requirements
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
• Runaway youth• Head Start or Even Start students• Residential Child Care Institutions (except for day students)• Non-pricing Programs • Provision 2 and CEP schools (except in base year)
Exceptions to Verification Requirements
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification TimelineOctober 1 – establish number of approved applications on file
November 15 – complete verification
February 1 – submit Verification Collection Report to State Agency
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification Extension Request
1. Local Education Agency (LEA) may request an extension of the November 15 deadline
2. Must submit request in writing to Area Consultant (AC)
3. Must be approved by State Agency
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification Extension Timeline
October 31 – establish number
of approved applications on file
December 15 – complete
verification
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification Timeline Review Activity
A. Verification MUST be complete unless an extension was approved
B. Verification Collection Report is due to state agency
C. Establish number of approved applications for verification on file
D. State Agency may approve in writing an extended deadline up to this date
1. October 1
2. November 15
3. December 15
4. February 1
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification Timeline Review Activity
A. Verification MUST be complete unless an extension was approved
B. Verification Collection Report is due to State Agency
C. Establish number of approved applications for verification on file
D. State Agency may approve in writing an extended deadline up to this date
1. October 1
2. November 15
3. December 15
4. February 1
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification for Cause
•Obligation to verify questionable applications at any time
•CANNOT delay the approval of applications
•Not part of the required sample
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification for Cause
Scenario
Father reports that he pays child support and mother’s application should not qualify for free benefits. What would you do?
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification for Cause
Scenario
Teacher reports that father drops child off in a new Hummer each morning and family should not qualify for free benefits. What would you do?
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification for CauseScenarioSchool district employee submits application with her income listed. The spouse who also works in the school system has zero income reported on the application. This application was approved for reduced price benefits. What would you do?
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Sample PoolTotal number of applications approved as of October 1
Sample Size Number of applications that must be
verified based on option selected
Determine Sample Size
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Percentage of approved applications being verified for which verification information
was not received
Non-Response Rate Defined
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Qualifying to Usean Alternate Sample Size
Lowered Non-Response Rate
OR
Improved Non-Response Rate
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Sample Size OptionsStandard Sample Size
•Lesser of 3% or 3,000 total applications approved by October 1 (both income and categorical applications)
•Selected from error-prone applications
Alternate One Sample Size (Random)
•Lesser of 3% or 3,000 of all approved applications
•Selected at random
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Sample Size Options (cont.)
Alternate TwoSample Size (Focused)
•Lesser of 1% or 1,000 total approved applications, both income and categorical
•Sample pulled from error-prone applications
Plus•Lesser of .5% or 500 total approved applications with SNAP or TANF case number
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Error-Prone Applications
Identify applications with • Income within $100 monthly
income limitOR• Income within $1,200 yearly
income limit
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Error-Prone ApplicationActivity
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Income Eligibility GuidelinesSY 2014-15
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Standard Sample Size
Lesser of 3% (.03) or 3,000 total approved applications (includes income and categorically eligible) Note: The sample must be pulled from error-prone applications.
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Alternate One Sample Size (Random)
Lesser of 3% (.03) or 3,000 totalapproved applications
Applications selected randomly from those approved by October 1st
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Alternate Two Sample Size (Focused)
Lesser of 1% (.01) or 1,000 total approved income, foster and SNAP/TANF applications
plusLesser of .5% (.005) or 500 SNAP/TANF and foster applications (categorical)
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification SampleGroup Activity
Which type of verification sample will you do this year?• Standard Sample Size Group• Alternate One (Random) Sample Size
Group• Alternate Two (Focused) Sample Size
Group
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Standard Sample SizeGreater Gray
School District
5,723 x .03 = 172 error-prone applications
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Alternate One (Random) Metro Green
School District
4,500 applications
4,500 x .03 = 135 applications
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
4,500 x .01 = 45
Verify 45 error-prone applications approved based on income information
Alternate Two (Focused) Progressive Brown
School District
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
1,000 applications of the 4,500 have case numbers
1,000 x .005 = 5
Alternate Two (Focused) ABC
School District
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification Selection Options• Option 1: Computer Selection
• Option 2: Manual Selection Total number of applications
number to be verified
Ex.: 1,500 total applications = 33.345 applications to be verified
• Select every 34th application
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Post-Selection Procedures
• Confirmation reviews
• Optional replacement of certain applications
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Confirmation Reviews
Timing• During certification• During verification
Type of Approach• Manual, paper-based SFAs• Technology-based SFAs
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Possible Actions Due to Confirmation ReviewsFrom
Reduced Price to Free
• Increase benefits within 3 operating days
• Notify household• Verify application
From Free to
Reduced Price
• Do not change status• Verify application
From Free or Reduced Price
to Paid
• Send notice of adverse action
• Do NOT verify• Select similar
application to verify• Do confirmation
review on newly selected application
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Direct Verification
Use public records to verify income and/or program participation
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Sources of Direct Verification
SNAP or TANF Program or Medicaid
• Most recent info < 180 days
• SUCCESS Database
• When incomplete or inconsistent information, proceed with regular verification
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Using SUCCESS Inquiry
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Using SUCCESS Inquiry
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Using SUCCESS Inquiry
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Using SUCCESS Inquiry
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Using SUCCESS Inquiry
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Using SUCCESS Inquiry
Remember!
Print the screen information to support direct verification
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification NoticePrototype letter includes:
• Acceptable information to confirm current income, ex. check stub
• Documentation may be for any point between month prior to application and time household is required to provide it
• Provide telephone number for assistance at no charge to household
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification Sources
• Written evidence such as pay stub (Name, date, amount and frequency)
• Agency recordso SUCCESS databaseo Award letter
• Collateral contacts
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification Results
• No change in status
• A change of benefit level affects all siblings in household
• Reduce or terminate benefits in 10 calendar days
• Increase benefits within 3 operating days
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Follow-up Procedures
• When to initiate?
• What to do?
• When is verification complete?
• Deadline: November 15th
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Notice of Adverse Action• 10 calendar days written advanced notice• Day 1 is the date the notice is sent• Include change in benefits • Include reason for change• May appeal the decision within the 10
calendar days• Explain how to appeal• Can reapply at any time
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Hearing Procedure
• Follow procedure in policy
• Hearing official not connected with approval or verification
• If appeal is made within 10 calendar day period, student(s) continue to receive benefits during appeal process
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Handy Tools for Verification
• Verification Worksheet
• Steps to Verification
• Record of Action
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
Verification Data Submitted via SNO
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
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Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
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Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
QUESTIONS?
Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org
“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.”
In accordance with State and Federal Law, the Georgia Department of Education prohibits discrimination on the basis of race, color, religion, national origin, sex, disability, or age in its educational and employment activities. Inquiries regarding the application of these practices may be addressed to the General Counsel of the Georgia Department of Education, 2052 Twin Towers East, Atlanta, Georgia, 30334, (404) 656-2800.