Coordinated Review Effort (CRE)

1. Coordinated Review Effort (CRE) Krista Jackson Distance Learning October 6, 2011

2. CRE Review • CRE is the administrative review mandated by the United States Department of Agriculture. Each District is reviewed at least once during the five year cycle. • The 4th CRE Cycle will run from SY2008-09 through SY2012-13. • SY2011-12 is the fourth year of the 4th cycle

3. CRE Review • The CRE review covers two periods: • the review month(the most recent month in which a claim has been submitted) and • the review day (the day or days of the actual review)

4. Announcement Letter for the Review • The announcement letter for the CRE review is mailed to the district about one month prior to the date of the CRE. • The CRE letter is addressed to the Superintendent and copied to the Child Nutrition Director.

5. Announcement Letter • In the CRE letter the Child Nutrition Director is asked to mail or fax copies of each school’s daily record for breakfast and lunch used to back up the most recent claim for reimbursement submitted to the CNU office. • Enclosures with CRE Letter • List of information needed for the CRE review • School year 2011-12 calendar

6. Critical Area of the CRE Performance Standard 1 • Performance Standard 1: Certification/Counting/Claiming-All free, reduced price and paid lunches claimed for reimbursement are served only to children eligible for free, reduced price and paid lunches respectively; and counted, recorded, consolidated and reported through a system which consistently yields correct claims.

7. Certification • Applications –Must be kept secure and confidential • Applications MUST be processed, determination made, and households notified within 10 working days from receipt of application

8. Certification • Temporary approval – • 45 day interval time period, no longer 90 day time period • can convert to permanent if no changes after first 45 day re-contact of household (LEA choice) • Lists • Direct Certification • Homeless • Migrant • Runaway • Head Start/Even Start • Foster

9. Foster FIN-12-016 • The District APSCN SMS person can create an advanced query or create a Cognos report to pull the foster students from Demographics using the person living with code of T (foster parents) • All students on this list are categorically eligible for free meals based on being on the list • List must be maintained by Determining Official

10. FosterFIN-12-016 • Foster children may be on an application with the household they reside • Foster check box should be checked (by the household) when completing the application • Children with box checked will be free • Other students in households eligibility based on the other information on application • May have dual eligibility in same household if some in household are foster and some are not

11. Categorical Eligibility ExtendedFIN-10-021 • Direct Certification extended to all children in the household if one child is on DC list (need some type of documentation for sibling not on DC list) • LEA may use district records to determine the additional children in the household • Applications with a SNAP case number applies to all children on the application.

12. Benefit Issuance • Rosters • Child Nutrition Master Roster • APSCN Roster • Point of Service Roster All rosters must be kept current with student name and eligibility status. The Child Nutrition Roster must include an eligibility date and a drop date if the student leaves school.

13. Meal Counting and Claiming • Meal counts MUST be taken at the point of service • Counts MUST be taken on a daily basis by category (free, reduced, paid) for each meal served (breakfast/lunch) • Student eligibility status MUST not be identifiable to unauthorized personnel • Second meals MUST NOT be claimed under any category

14. Critical Area of the CRE Performance Standard 2 • Performance Standard 2: Components – Lunches claimed for reimbursement within the school food authority contain food items/components as required by the Program regulations.

15. PS-2 major PROBLEM • PRODUCTION RECORDS • Current • Correct • Complete Directors should review production records periodically during the year for accuracy

16. Meal Component Errors • Meal Pattern Requirements • Menu missing a component • Incorrect portion size • Weekly Grain/Bread Requirement not met

17. CRE General Areas • Deficiencies in the General Areas of Review will require the school district to implement a Corrective Action Plan to correct errors found during the review

18. Verification • All applications are subject to verification • District must follow all normal verification procedures • Completed by November 15 • Verification Summary due to ADE/CNU by December 15th • Standard Sample List – If you are on the Standard Sample list, make sure you are doing Standard Sample verification.Check Memo FIN-12-027.

19. Edit Check • Edit Check #1 • District shall compare each schools eligibility counts of free, reduced, and paid to the daily counts of meals served by category recorded on the daily record sheet for the month

20. Edit Check • Edit Check #2 (by school not district) • Calculate an attendance factor for the school by dividing the ADA by the ADM from the districts quarterly reports (National Average – 93.80 percent) • Apply the attendance factor to the highest number of eligible free, reduced and paid for the month • Compare the attendance adjusted eligibles to the number of meals served by category • Days when the attendance adjusted number is exceeded a potential problem may exist • Document reasons for variances and take corrective action

21. Health Inspection • Two per school year per serving site • Latest inspection posted in public area (both pages) • Inspection problems corrected

22. Food Safety Plan and SOPs • HAACP implemented and documented • For example temperature logs • SOPs available for all personnel • Do personnel know where to find the SOPs • Are the SOPs up to date and accurate • Are the SOPs being used by the staff • Food secured • Kitchen lockable • Locked store rooms

23. Cafeteria Atmosphere/Supervision • Decorated • Happy students • Supervised by adults • Adults participating • Student seating – non discriminatory • Cafeteria employees nice to students

24. Student/Parent Involvement • Must have Student/Parent Involvement at ALL schools, including secondary schools • Must have documentation available • sign in sheets • photos • flyers to families

25. Quality of Food • Hot food served hot (135 or above) • Cold food served cold (41 or below) • Batch cooking • Scratch cooking • Just in time cooking • Appropriate eating utensils

26. Time to Eat • Breakfast • Bus schedules allow time to eat breakfast • Lunch • How long students stand in line • How much time to eat after being served

27. Wellness • Wellness Committee reviews foods served and sold in cafeteria quarterly • Current list of Wellness Committee members • Wellness Plan • ACSIP Plan

28. Nutrition Standards • Elementary Schools – nothing available to students outside of cafeteria • Middle and High Schools • 12 ounce maximum serving size on sodas • Competitive foods available ½ hour after last lunch period has ended • 50% servings in beverage machines must be • unflavored, unsweetened water, • low fat or fat free milk or • 100% juice

29. Nutrition Standards • Products available to students meet the Maximum Portion Size chart for the current school year (FIN-11-083) • A la carte must have already been offered as a component of a reimbursable meal (5.01.5) or meet the maximum portion chart regulations • Fat Restriction – 23 grams

30. Beverage or Vending Contracts • If contract is new or renewed after September 2005 then must follow the Arkansas Nutrition Standards. • Contracts signed prior to September 2005 must follow the contract terms until the contract expires. • Renewals must follow Nutrition Standards.

31. Bad Debts not allowed • Charges not paid by students or staff must be reimbursed to Child Nutrition by the district • Audit trail

32. Staff Training • 10 hours each year for each full time employee • Documentation of training • Sign in sheets • Education Co-op documentation • Subject of training sessions • Agenda

33. Pre-School Programs • Claimed with ADE/CNU • Contract Meals • Prices charged sufficient to cover ALL costs • Higher than student meal cost • Have copy of contract available

34. Adult Meals • Adults participate in program • Adult meal prices adequate • Adult charges • Number of adults eating free • Adults must make a direct contribute to the Child Nutrition Program

35. Adult Meals • Adult meals paid by district • Must have audit trail • Must pay full price of producing adult meals • District Must provide adults a 1099 to show value of those meals as part of compensation if provided at no charge

36. Commodities • Use commodities • Menu planning • Storage of commodities • Separated • Date marked

37. On-Site Review • Required for districts with more than one serving site • ADE/CNU strongly recommends that all districts complete the on-site review • Completed by February 1st • Kept on file in district

38. Civil Rights Compliance • “And Justice for All” poster displayed in a public area • Non-Discrimination Statement on letters and applications • Privacy Act Statement on letters and applications

39. Civil Rights Compliance • Procedure for receiving discrimination complaints • Correct years application used • Denied applications should not be disproportionately minority students • Seating in cafeteria-cannot segregate boys & girls

40. Recordkeeping • USDA requires records be kept for the current year plus 3 preceding years. • Arkansas Legislative Audit requires all documentation be kept for a minimum of 5 years after submission of the final claim relating to the documentation.

41. Recordkeeping • Documentation must be kept longer if required by an audit or for resolution of issues raised by an audit. • Meal Application documentation must be readily retrievable by school.

42. Recordkeeping • LEAs must ensure that all drops and adds are accurately and promptly reflected on the appropriate categorically eligible lists and on each school’s master roster.

43. Procurement Practices • Specifications of products to procure kept current • Bids/RFPs conducted correctly • Quotes documented • Buy American

44. Breakfast Program • Purchased products meet meal pattern • Production Records • Offer vs. Serve implemented correctly • Participation • Accessible to all students • Time to eat

45. Afterschool Snack Program • Educational or Enrichment Program • Served after school day has ended • Approved Schedule B • Menus • Production Records

46. Afterschool Snack Program • Counting and Claiming – Daily Record • 2 self-reviews of the program – 1st review within first 4 weeks and 1 at some other time during the time period for ASSP

47. Seamless Summer Program • Approved Schedule C • Menus • Production Records • Counting and Claiming – Daily Record • Self Review after 3rd or 4th week • SSP will be reviewed by Area Specialist if district had a CRE review during the school year

48. After the CRE Review is Completed: • A follow up letter is sent back to the Superintendent of the District with review findings noted for both fiscal action and corrective action deficiencies about 1 month after the exit conference.

49. After the CRE Review is Completed: • If fiscal action or corrective action is needed the District MUST respond back to CNU in writing by the due date with how these deficiencies are going to be corrected or have been corrected by the District.

50. Fiscal Action • Fiscal action is required for all violations for P.S. 1 & P.S. 2 • Fiscal action is assessed for errors in: • Certification • Benefit Issuance • Updating Eligibility Status/Drops & Adds • Meal Counting and Claiming • Meal Component