ican application and school

National School Lunch And School Breakfast Programs

iCANApplication

Hello! My name is Andrea Theilen, and I am a Program Specialist with Child and Adult Nutrition Services. This training today will be an overview of the Application process for the National School Lunch and School Breakfast Programs as well as the Seamless Summer option. We will be going over the application, the checklist items and make time for questions.

1

Log On Screen

The Log On screen contains the Log On box as well as the main iCAN Message Board. This is a page you may want to check periodically for new announcements.

2

Logging On

1. In the Log On box, enter your User ID.

2. Enter your Password.

3. Click Log On.

iCAN User ID Request form

To Log into the System,In the Log On box, enter your User ID.Enter your PasswordClick Log on.

If you do not have a user ID, you will need to request one. The user ID request form can be found on our webpage, and I have also linked it here. Should you forget your password you can email us at [email protected] and we will reset it for you.

3

Session Conflict Error

Click the Activate button.

In most instances this will take you directly to the iCAN Log On

If clicking Activate does not work, close all open browsers (after saving your work!) and try to log on again

If the problem persists, please send an email to [email protected] or call 605-773-3413

SESSION CONFLICT ERROROccasionally you may encounter a Session Conflict Error when logging into iCAN.

Click the Activate button.In most instances this will take you directly to the iCAN Log OnIf clicking Activate does not work, close all open browsers (after saving your work!) and try to log on againIf the problem persists, please send an email to [email protected] or call 605‐773‐3413

4

Logging In To The System

Actual access to specific program tiles is based on the user’s security rights.

You may not see all tiles displayed.

Once you successfully log on, the iCAN Program's page is displayed. Click on the specific tile you wish to access. In this instance the School Nutrition Programs.You may not see all tiles displayed. Actual access to specific programs tiles is based on the user’s security rights. If you need additional securities for instance if you add the Fresh Fruit and Vegetable program you would need to send in a new iCAN User ID request form indicating that change in order to have access.

5

Navigating The iCAN System

Once you have logged in, the top portion of the iCAN page contains key elements that provide basic information about your location within the system.

6

Navigating The iCAN System

1. Program Name

2. Menu Items

3. Breadcrumb Trail

4. Information Box

5. Year

6. Help

7. Log Out

The Program Name will identify which Program you are in.

The dark blue line contains the Menu items; selecting a menu item will take you to that page.

The light blue line is the Breadcrumb Trail; this identifies your location within the iCANsystem. Selecting a specific portion of the trail will take you back to that particular screen.

Your School or Agency information will be shown in the Information Box.

Year will allow you to select prior Program years to view.

Help will take you to the online help screen where you can search for a specific question or obtain instructions on navigating the iCAN system.

Make sure you Log Out to exit the iCAN system.

7

An Overview Of the Application Process

Sequence is important!

1. Start with your Sponsor Application.

2. Complete the Site Applications next.

3. Complete the Checklist summary and upload documents.

4. Complete any other required sections.

The Application Packet consists of two main sections.

FORM: This contains the Sponsor Application, a Checklist Summary and an Attachment List. The list of forms will vary depending on your particular School/Agency.

SITE APPLICATIONS: There will be an individual application required for each of your sites.

Sequence is important!Start with your Sponsor Application.Complete the Site Applications next.Complete the Checklist summary and upload documents.Complete any other required sections.

8

The Application Packet

Select Applications In The Menu Line.

In order to start working on your application you will need to click applications.

9

Completing A New ApplicationSelect Application Packet.

Select Application Packet

10

Completing A New Application

Your school or agency name should already be listed.

Select the appropriate school year.

Your school or agency name should already be listed. Select the appropriate School Year

11


Select Enroll to begin a new application, or if you do not wish to complete a new application at this time, select Cancel.

Select Enroll to begin a new application, or if you do not wish to complete a new application at this time, select Cancel.

12


For individuals that work with multiple agencies (such as a Food Service Management company), you must first search for the Sponsor. Fill in the Sponsor’s name and select Search.

13


The Sponsor’s Name will appear at the bottom of the screen.

Click on either the Agreement Number or the Sponsors name.

The Sponsor’s name will appear at the bottom of the screen. You can select either the Agreement Number or the Sponsors Name.

14

Completing A New ApplicationSelect Modify

You will notice a list of forms with red arrows next to them. This indicates that these forms have not yet been completed.

The first form you will need to complete is the Sponsor Application. Select Modify next to this form.

15

Completing a New ApplicationComplete All Open Boxes Of The Application.

Complete all open boxes of the application.Renewing agencies will have some of their application information carried forward from the prior year. Update information as needed.

A common error for the sponsor application is not updating the start and end dates. It automatically fills to July 1st and June 30th, so it needs to be changed. You want to enter in your first and last day of school.

The other most common error for the sponsor application is not answering number 39 correctly. It auto populates the answer of yes, so people often don’t notice that they need to change it to no. Only say yes if your meal count and collection procedures really have changed.

16

The authorized representative is the person at the SFA responsible for the program. Then you will put in your street address which is your physical location and your mailing address.

Then you will put in your food service Directors information. This is the person that is responsible for the food service portion of the program. Next will be the claim representative who is the person that submits your monthly claims for reimbursement. And finally fill in the second contact information. The second contact is a back up to the claim representative and should be a person of authority who will double check all claim submissions.

Keep in mind that correct email addresses for the Authorized Representative, Claim Representative and Food Service Director are very important. These addresses are used by the CANS office for email lists and standard communications with your school/agency.

17

Complete all open boxes.Determining Official is the person that establishes eligibility (when applicable), completes Direct Certification (when applicable), and/or the person that files your claims for reimbursement. The Hearing Official is the person that handles grievances. The Verifying Official is the person that completes the 742 Verification Report. Confirmation Reviewer reviews all applications chosen for verification prior to verification being conducted.

for RCCIs, CEP and Provision schools only: Verification is not required but Questions 35‐38 must be answered.

18

Completing a New Application

Continue to complete all open boxes.Note that answering yes or no to some questions will open up an additional field that will need to completed. Since we answered Yes to 43 the box underneath opened up and then we could now enter in our online application system.

19


If your agency is an RCCI, complete questions #46 ‐ 49

20


If your school or agency contracts with a Food Service Management Company (FSMC), complete questions 49 – 53.

If your school or agency contracts with a Food Service Management Company, complete questions #50‐54

21


If you have a vended meal contract, complete questions #55‐58.If you have any other food service‐related contracts, complete question #59.

22


Specially Needy Lunch – this section automatically populates using the second prior school year claimed lunch counts for your school/agency.Yes = your school/agency served 60% or more of the lunches during the second preceding school year at free or reduced‐price rate.No = your school agency did not serve 60% or more of the lunches during the second preceding school year at free or reduced‐price rate.

Comments from Sponsor – is there any additional information you wish to provide? If so, please add your notes and comments in this box.

23


At the bottom of the application there is a Certification Statement. After reading the statement, be sure to check the box as this is a required field. Click save when finished. If you do not click this box, you will receive an error.

24


Once saved, you may see the application contains errors. You will need to edit your application before you can submit. Click the Edit button to see what your errors are and to make corrections. Or you can click Finish to save and go back to edit later.

25

Completing a New ApplicationExamples of Errors

Here we see a list of some common errors. Make corrections as needed and click SAVE when you are finished.

26


If you receive the following message, your application has been saved without errors or

warnings. Click Finish

If you receive the following message, your Sponsor Application has been saved without errors or warnings. Click finish.

27

Attestation Statement

Attestation Statement: click the blue Add link.

Read the Attestation Statement and click the Certification box. Then, click Save and Finish.

28

Site Applications

Click on the blue Seamless Summer Option

Once you have completed your Sponsor Application, you will be taken back to the Application Packet Menu. Notice the green check mark next to the Sponsor Application. This indicates that this section is now complete. If you have a red arrow instead of a green checkmark that means there is an error. The error indicates the section is not complete and your Application Packet cannot be submitted for approval until all errors are corrected.

Next you will need to complete the Site Applications.Click on the blue Seamless Summer Option.

29

Site Applications

Click Modify next to the Site application you wish to fill out.

Renewing School/Agency Sites: much of the prior year program information will roll forward into the site application; please review and make changes/additions as needed. Complete any unanswered questionsNew School/Agency Sites: your new site will be blank. Please complete all unanswered questions.

30

Site Supervisor and Address

Site supervisor is most likely your FSD.

Make sure to use your Physical location NOT your mailing address for the street address.

31

New schools or agencies, you will need to check the

boxes next to each program you wish to participate in.

Site Eligibility

Select Closed Enrolled and type USDA Waiver 85 in both boxes.

32

Site Eligibility

Choose other. In the box below type in Waiver 85.

33

Period Of Operation

Period of Operation 1. #12: SFA must enter start and end dates 2. #13: Enter corresponding number of days they will serve for each month 3. #14: Field Trips Dates is optional

34

Meal Participation

Meal Participation 1. SFA must indicate which meals they will be serving 2. Estimated Number to be Served 3. Time Meal Begins and Ends 4. Days of the week they will serve 5. OVS – if checked, means yes

35

Meal Planning and Service

Meal Planning and Service #16: Indicate menu planning for all service as indicated above #17: SFA should answer accordingly #18: SFA should answer accordingly #19‐21 should all be No

36

Advertising

SFA should indicate date advertisement will be sent and how they will advertise

37

Sponsor Monitoring Plan

38

Severe Need Breakfast Qualification

Leave this blank!

Because we are using the SFSP rates there is no severe need breakfast reimbursement.

Breakfast: $2.4625Lunch/supper: $4.3175Snack: 1.0200

39

Saving Your Site Application

40

Forms And Attachments

List of forms than need to be completed or attached

Click on Details to take action

You will see from the list on this page that there are other forms that need to be completed, after your Site Applications. The list of required forms will vary, depending on your particular school or agency. Click on the Details of the form you wish to complete. In this instance, we will complete a Food Service Management Contract.

41

Forms And Attachments

Food Service Management Company Contracts

Click Create New Contract

Click Create New Contract

42


#4 – the most current renewal date should be entered here. DO NOT enter future renewal dates. Add any additional information in the comments box #7.

If you terminate one contract before the school year is done, complete #8‐9 and explain the early termination in #10. If you choose not to renew the contract for the upcoming school year, check box #11. You will then either have a new contract beginning with the new year, or you returned to self‐operating and will have no additional contracts, or you have other vended meal arrangements.

43


Complete All Open Fields

Click SAVE

Complete all open fields.Click Save.

44

Forms And AttachmentsFood Service Management Company Contracts

Notice the green check mark next to the FSCM Contract List. This indicates that this section is now complete.

Next, we will complete the Checklist Summary. Click on the blue Details for the Checklist Summary.

45

Forms And AttachmentsChecklist Summary

Click on your school or agency name.

Click on your school or agency name.

46

Forms And AttachmentsChecklist summary

Your list of required forms/documents will vary depending on your school or agency.

Click on the “title” for the document you wish to download to fill out.

47

Checklist SummarySSO site app.

You will also need to fill out the checklist items for your SSO sites. Most will have 3 checklist items here, civil rights, disaster response feeding plan and SSO public release. The Civil rights form is racial and ethnic data that usually comes from infinite campus/NASIS.

48

Checklist Forms:

Audit Requirements

Meal Count Method

Verification & Monitoring

Notification Letters

Civil RightsAnnual

Information Update

Paid Lunch Equity Parent Packet

Production Records

Non-Program Food Tool

PLE: just check the box document submitted to CANS. Not doing the form this year. Production Records: Attach what you use. Examples on our webpage: https://doe.sd.gov/cans/snp.aspx under the School meal documents area.

49

Forms And AttachmentsChecklist Summary

When you are done filling out the document. Save it to your computer or one drive and then click on the paper clip to upload it into iCAN.

50

Forms And AttachmentsUpload Your Forms/Documents

Select Browse so you can select the appropriate document from your computer.

Upload your file and Save.

If your file was successfully uploaded, you will see this message.

Click Finish.

Click on Choose file so you can select the appropriate document from your computer. Upload your file and Save.If your file was successfully uploaded, you will receive a message telling you that the File Upload Detail has been processed. Click finish.

51


Audit Requirements was submitted.

You will be taken back to the SNP Checklist screen and you will see that the attachment Method for Audit requirements was submitted.

52


Proceed to the next form/document on your checklist.

check the box for each item.

the current date will automatically fill in

Click Save at the bottom of the page.

Proceed to the next form or document on your checklist.When all forms and documents have been uploaded, make sure to check the box next to each item. When you check the Document Submitted to CANS box, the current date will automatically fill in the Date Submitted to CANS.Once all boxes have been checked, Click Save at the bottom of the page.

53


You will then see that your checklist has been saved. Click Finish.

You will then see that your checklist has been saved. Click Finish.To return to your Application Packet, click the Back button.

54

Application Packet

Your Application Packet is now complete! Click Submit for Approval.

55

Application Packet

A “pop‐up” will appear asking you to verify that you wish to submit your application.

A “pop‐up” will appear asking you to verify that you wish to submit your application.If you are sure you are ready to submit your application, Click OK. Once you click OK, you will be unable to make changes to your application.If you do not wish to submit your application at this time, click Cancel. Your application will be saved and you can submit it at another time.

56

Application Packet

Once our application has been submitted, you will be unable to make changes. If you submitted your Application Packet in error, please contact the CANS office for instructions.

57

Incomplete Or Returned Applications

Upon reviewing the submitted Application, the CANS Office may have additional questions or require additional documents be submitted. If this happens, you will receive an email notification from South Dakota Help Desk [email protected] advising you that your Application has been returned.

The person listed as the Authorized Representative (AR) in your iCAN SNP Sponsor Application will receive the automated iCAN email notifications. If someone other than the AR is completing your iCAN SNP application, please make arrangements to ensure that your AR is forwarding these very important emails to the appropriate person.

58

Corrections

If you receive this email notification, Log into iCAN SNP Application packet.

Look for Notes from your CANS Program Specialist or red arrows. Notes can be found at the top section of the Sponsor Application and Site Application(s) pages.

59

Corrections

Other Application Packet notes can be found in the Application Packet Notes to Sponsor. You will see a number next to the Application Packet Notes for Sponsor. Typically, these notes will refer to Checklist Items. Click View to read the notes.

Make all required changes. Click Save, Finish when required. Resubmit your application by clicking the red Submit for Approval button.

TIP: It is worth carefully reviewing your complete application before submitting to avoid several Application returns for edit before approval.

TIP: If you think your Application is complete and the Submit for Approval button is not red, try this: click Modify next to the Sponsor Application, scroll to the bottom, click Save, Finish.

60

ApprovedApplications

Once your application has been approved by the CANS Office, you will see your Application Packet Status shows Approved.

The Authorized Representative (AR) will also receive an email notification from the iCANsystem.

61

Changing Your Password

If you have forgotten your password or are locked out of the system, please send an email to [email protected] or call 605‐773‐3413. Please request an iCAN password reset, as we do have other programs that we reset password for. A confirmation with your temporary password will be sent to the email address on file. No password information will be provided to you over the phone.

You can change your password dafter you have already logged into iCAN.Click Security in the blue menu bar.

Type a new password in both fields.

TIP: Passwords must contain a combination of the following:at least 10 charactersat least 1 numberat least 1 special character ($, %, ^, &, +, =, !)

Click Save. Your password has been changed. Please write down your iCAN password and save it in a secure location for future reference.

62

Questions?

63

Contact us!

Email: [email protected]

Phone:

605-773-3413

64

Non‐Discrimination Statement

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877‐8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD‐3027) found online at: How to File a Compliant, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632‐9992. Submit your completed form or letter to USDA by:

(1) Mail: U.S. Department of AgricultureOffice of the Assistant Secretary for Civil Rights1400 Independence Avenue, SWWashington, D.C. 20250‐9410;(2) Fax: (202) 690‐7442; or(3) Email: [email protected].

This institution is an equal opportunity provider.

65