FRAM Coordinator Training for Community Eligibility Option (CEO) Schools

Presented by the KY Department of EducationJune 21 and 27, 2013

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Introduction…The intent of this training is to provide guidance to FSDs and FRAM Coordinators on the processing of HIF forms for students who are not directly certified (DC) and who attend Community Eligibility Option (CEO) schools.

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SES – Socioeconomic statusCEO – Community Eligibility OptionHIF – Household Income Form

Objectives of the Training

•Overview of CEO• Role & Responsibilities of FRAM Coordinator •Getting started•HIF workflow•Useful tips• Training and information

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Why is this important?

- Information on students who receive a FREE lunch is still needed for SEEK!

- Other programs will still require that individual SES data be processed for students, such as:

- E-rate- Textbook/fee waivers

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School District Personnel Relationships

The FSD will still manage the NSLP program, so the FRAM Coordinator will not process SES data for all students (typically <60% of students)

- Directly Certified students will not have to be processed

- Mixed CEO/non-CEO Districts - NSLP applications can be shared with FRAM Coordinators

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Direct Certification

- Directly Certified (DC) students are “free” automatically and are entered into FRAM by the Food Service Director (FSD)

- FSDs are responsible for the record keeping requirements of DC students

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FRAM will be uploaded with DC students so a HIF is not required.

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HIF Processing ResponsibilitiesFRAM Coordinator Food Service Director

Distribute, collect and process the HIF forms

N/A

Provide any HIF form marked as Homeless, Migrant or Runaway to FSD

Provide determination on runaway/migrant/homeless status

Review DC list; no HIF processing necessary for any DC student

Import DC file on a monthly basis

(Mixed CEO only) Omit processing any “mixed households” with a meal status already in IC

(Mixed CEO only) Process household apps in POS—and then synchronize with IC

Before you start

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The FRAM coordinator should have a process for collecting Household and Income Forms (HIF). Some FRAM coordinators collect the HIF forms from a central location in each school. Some ask for help from the FRYSCs, others send the forms with a stamped, self-addressed envelope, making it easy for the parent to mail the form back to them. The FRAM coordinator should choose a process that will work best for their school district and communicate it clearly before schools begin to enroll students. As students are pre-enrolled or enrolled in a CEO district a HIF form should be included in each registration packet with clear instructions and contact information. The HIF form is posted on the KDE CEO website. A Spanish version of the HIF form is also available.

Beginning of school year • There is a 30-day carryover period at the beginning of each

school year when districts are updating information for student meal status. The bulk of the work for the FRAM coordinator should be accomplished during this period. HIF forms should be collected for all students who are not directly certified and reviewed for eligibility. Student eligibility information should be updated in the FRAM tab. All students should have a correct/updated lunch status by the end of the 30-day carryover period.

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•Throughout the school year

• Constant communication is required between the FSD and the FRAM coordinator during the school year. Each month, the FSD receives a Direct Certification (DC) list. The FSD should immediately import this information into the POS, ensuring that it also is available within the FRAM module as well. If a student that was qualified for a free or reduced price meal via a HIF appears on the DC list at any time throughout the school year, the FRAM coordinator should locate that student’s HIF and make a note on the form that includes the date that the student switched over to DC.

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•End of the school year • The FRAM coordinator should purge their records each year. HIFs do not have to be maintained past the end of each school year. Monitoring will only occur on current HIFs. KDE recommends that the HIF forms from the previous school year be shredded to protect student information.

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•How is the program monitored?

• The HIF should be kept on file and made available for review by KDE staff as part of the Attendance Review process. The FRAM coordinator should be available in the event of an Attendance Review.

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HIF Processing

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Required information for income HIFs:• Name(s) of child(ren)• Names of all household members• Current income & frequency• Signature of adult household member

HIF Processing

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If the HIF is not complete….(missing info), it can NOT be processed!

The FRAM Coordinator must contact the household:• Name of person contacted• Information received• Initials of person who contacted household• Date of household contact

HIF Processing

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For approved HIFs, the FRAM coordinator must:• Indicate the approval date• Indicate the level of the benefit• Sign or initial the HIF

HIF Processing

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For denied HIFs, the sponsor must:• Indicate the denial date• Indicate the denial and the reason for denial• Sign or initial the HIF

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Record Keeping

• Keep records for the current year only. • Shred previous year’s records to protect

privacy.• Be specific in documenting contact with

households. • Make notes on the HIF forms during the

year (and initial them) if DC information changes.

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Confidentiality

Keep it Secure HIF data is confidential info and should be kept in a secure location (locked filing cabinet).

Requests for Information CEO only: DPP responsibilityMixed CEO: joint responsibility of FSD and DPP

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FRAM Coordinator Tips

Tips from past FRAM Coordinators: Get started early Involve the FRYSC staff in collecting forms Offer incentives Include as part of registration packet Emphasize importance to parents on

qualifying for additional educational benefits

Look for CEO

posters!

FRAM Coordinator TrainingThere will be two live FRAM Coordinator Training sessions this summer:

• EKY - June 21 in Hazard, sponsored by KVEC• Register • WKY - July 27 in Madisonville, sponsored by the

Hopkins County Board of Education• Register• You may pre-register online via the web page

through each organization.• 6 hours of EILA credit will be available

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ResourcesQuestions from FRAM Coordinators

• Lori Davis or Cheri Meadows• Phone: (502) 564-5279• CEO Web site:

http://education.ky.gov/districts/SHS/Pages/Community-Eligibility-Option-(CEO).aspx

Infinite Campus University (http://icu.infinitecampus.com) •Free online WebEx training

Campus Community (https://id.infinitecampus.com )•Help manuals, forums, and other resources

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