MEAL APPLICATION TRAINING

1. MEALAPPLICATIONTRAINING 2013 -2014

2. Introduction • What is a Meal Application? • A meal application is used as a tool to determine eligibility for the National School Lunch and Breakfast Program for students. • Why is it necessary? • In accordance to the Code of Federal Regulations, • Title 7 (sec. 245) School Food Authorities participating • in the NSLP shall provide applications for Free • & Reduced price meals to all students • On-line applications are available at • http://cafe-la.lausd.net

3. Objectives At the conclusion of the training you will understand: • Key terms of the meal application • Rosters and the differences between each type • Grace Period (Carry-Over Period) • How to complete online and paper applications • How to process an application • Batching process • Questions • Assessment Test

4. Key TERMS • Eligibility Codes– Are numbers that represent the student’s eligibility. They are used to prevent overt identification. • Overt Identification – This means any action that openly identifies children as eligible for free or reduced price benefits in the NLSP, or SBP. • Blank – An empty space on the roster where an eligibility code should be, indicating that either no application has been received and processed or the eligibility has not yet been determined for the year in which the blank appears. • If you receive an application from a student with a blank, process the application on site immediately.

5. KEY TERMS continued…. • Income Eligibility Guidelines (IEG) – A scale that lists the incomes at which a family can qualify for the Child Nutrition Program. • Household – Group of related or unrelated individuals living as one economic unit. • Household Size (HS) – The composition of household members listed on the application living as one economic unit sharing housing and expenses of it’s members. • Household Income (H INC)-Income is any money received on a recurring basis, including gross earned income. Gross earned income means all money earned before such deductions .

6. KEY TERMS continued…. • Foster Child – A child that is considered a ward of the state and is placed in “foster care.” • Case Number – A number listed on the application indicating that someone in the household receives government assistance. • Quick Qualifier (QQ) - The official term used by LAUSD Food Services to indicate that the eligibility of free was determined by using a valid case number. • Food Distribution Program on Indian Reservation (FDPIR) the family must request a letter from the Tribe including the Tribal ID number; send the application and supporting documents directly to the Food Services Division marked, attention: Pat Millender/Meal Compliance Unit • Notice of Incomplete (NOI) - a form/letter which states what information is needed to complete the processing of the application. • Form available at http://cafe-la.lausd.net

7. KEY TERMS continued…. • Cafeteria Management System (CMS) – Food Services’ technology project. • Front of the house -(FOH) is the term used for the Food Services point of sale program. • PIN Numbers – Are issued to directly to all enrolled students in Secondary schools.

8. ROSTER KEY TERMS • Roster – An alphabetical list of all students in a school site. • Student Information System (SIS) Roster – Main Office generates this list from the Student Information System. This is for Middle or Senior High Schools. • Elementary Student Information System (ESIS) Roster – Main Office generates this list from the Elementary Student Information System. • Master Roster- A SIS/ESIS roster that you write the word “Master” across the top. This is used to record eligibility codes.

9. ROSTER KEY TERMS • CMS/SIS -Missing Student Roster – Used when the student’s name is not listed in CMS • Update Activity Report (UAR) – A Roster that reflects only new or changed meal codes

10. Rosters Needed Before the first day of school • Obtain an Alphabetical ESIS/SIS Roster from the Main Office • Write “MASTER” across the top of the roster • Write the date and name of school on top • Remember to also write what type of school • Master SIS Rosters (Secondary) • 1 with current year meal codes • 1 with previous year meal codes • Master ESIS Roster (Elementary) • 1 with both previous year’s and current year meal codes

11. MASTER SIS/ESIS ROSTER INSTRUCTIONS • If you process an application manually record the following: • Eligibility meal codes from processed applications • New Students • Name of new enrollees on the bottom of page • Write an “E” for Enter to the right of where meal code will be • Record date of entry • Withdrawn Students • Draw a line through the student’s names • Write a “W” and date they withdrew

12. Additional Rosters • Weekly Roster: • Weekly – first week of school through end of October • Twice a Month - 1st and 15th, starting Nov. 1, 2013 • Write the beginning and ending date across the top • Monthly Roster: • All schools must obtain a SIS/ESIS roster on the last operating day of the month • Update Activity Report/Roster: • Obtain daily from the main office • Update the SIS Roster and Replacement Roster with new • or changed meal eligibility codes Print rosters prior to the day of use

13. OFF-SITE and SPECIAL PROGRAM ROSTERS For schools that service Off-Sites and or a State Pre-School, must FAX an attendance roster separately to : 213. 241. 8464 Attention : Pat Millender, Sr. Meal Compliance Auditor • The Meal Compliance Team will code and return the roster to you. MAKE SURE TO: • Write the name of the Off-Site on the Roster • Write your school name, location codes • Include student birthdates • DON’T FORGET YOUR FAX NUMBER!

14. HOW TO OBTAIN Rosters • Obtain an alphabetical ESIS/SIS Rosters from the Main Office • For instructions on how to obtain rosters visit the Food Services’ website at: http://cafe-la.lausd.net • Go to the Food Services Staff section • Click on the Meal Compliance tab • Print these instructions out and give to the Main Office • All feeder schools i.e. elementary to middle, middle to high school need to send a Roster to the school your children will be attending. • The Roster must include the following information: • Name of your school • Date printed • Students names in alpha order • Student birthdates • Eligibility codes

15. Grace Period What is a Grace Period? • Grace Period/Carryover Period - is the period for which we carryover the eligibility status from the previous year for every child. • The carryover is up to 30 operating days into the current school year (beginning with the first day of the school calendar which varies). • The student’s prior years eligibility is valid until new eligibility is determined or the end of the Grace Period/Carryover Period

16. PROCESS for Incoming Students • If there is no eligibility code for the student • Ask if they have submitted an application • If they have not submitted an application, provide the child with an application • If the child has the completed meal application • Process the meal application • Record the eligilibty code on the roster and the date processed • For FOH Schools, record the new eligibility code on your “Master” roster • REMEMBER: Students are full price until the eligibility has been determined either with processing the meal application or a code appears on the UAR

17. Provision 2 Schools RETURNING TO BASE YEAR • Obtain SIS(Secondary)/ESIS(Elementary) Roster from the Main Office at your school in strict alpha order • Write the name of your school and date on the roster • Give applications and/or directions to complete an online application to ALL STUDENTS with a BLANK • A letter informing the principal and parents of the return to Base Year will be provided by the Food Services Division

18. Processing Meal Applications

19. Application Process Flow Applications are mailed FS Mgr checks for completion, batches and sends to Central Office (CO) Parents complete either an on-line or a paper application Transmitted or mailed to CO FS Manager gets the UAR from the Main Office and updates the SIS Roster daily Applications at CO are scanned and processed Meal eligibility is transferred from MCS into SIS daily, then SIS transfers to CMS

20. APPLICATION INFORMATION • Applications are valid for 1 fiscal year only – from July 1, 2013 to June 30, 2014. • 2013-2014 application color is Pink • Make sure you are using the current year’s application • Make sure that all 2012-2013 applications are destroyed (cafeteria and office)

21. APPLICATION INFORMATION • Due to eligibility lasting a year, USDA has changed the Temporary forty-five day eligibility (T-45) process. All School Food Authorities (SFA) will accept zero income and process as free for the entire school year. • Either a zero or the box checked “no income” must be indicated or the application is incomplete. • If SFAs are concerned with the authenticity of the information provided on an application, they may, on a case by case basis, verify the application for cause OR OR 0 0 0 x x

23. WHAT TO KNOW BEFORE PROCESSING MEAL APPLICATIONS • Make sure the application is the correct year • Have a current Roster in front of you before you start processing • USE BLACK INK ONLY when processing applications • Only process applications: • Received at your school • Student is new to the district • No previous meal code • Do not alter applications • No labels • No white out

24. Reviewing Application FOR COMPLETENESS • Is the box “No, we Do Not want to apply for meal benefits,” checked? • Student name(s) listed in Step 1 • Check to see if the box indicating “Foster Child” is marked • If marked, follow the steps on “Meal Application Processing Quick Reference Guide 2012-2013,” Section B: Foster Child • Look for a Valid Case Number with 7-16 alphanumeric digits or Income listed by an adult name in Step 3 • If there is No Signature in Step 4, the application is not complete unless it is a “DO NOT Wish to apply” application • Applications must be returned to the household if a signature is missing

25. Reviewing INCOME Applications FOR COMPLETENESS • All other household members are listed in Step 3 • Social Security information is complete • Signature must be available and person signing is listed in Step 3 • If there is No Signature in Step 4, the application is not complete unless it is a “DO NOT Wish to apply” application • Applications must be returned to the household if a signature is missing Note:If the above information is listed then proceed to either Batch or Processing Do not submit incomplete applications to the Central Office

26. obtaining Missing information If any required information is missing, the application is incomplete and cannot be processed Try to obtain the required information from the individual when they are turning in the application or call the home to get required information Document the information outside of the black squares on the application in black ink • Who you spoke to • Information obtained • Your initials • Send the application home with a NOI Applications without a signature MUST be sent home Do Not Send Incomplete Applications to the Central Office

27. Processing A “QQ “ Application • Check for correct year • Check for correct color • Student(s) name listed in Step 1 • A valid case number with 7-16 digits, includes both letters and numbers • Signature of parent or legal guardian • All applications MUST be returned to the home without a signature • If there are multiple students on the meal application; process as a household of 1 REMEMBER - 1 case number qualifies all children

28. 11 11 02 Jerry Garcia ROC1967201 Grace Diaz

29. Processing Foster Child Applications • Student name listed in Step 1 • Check to see if the box for Foster Child is marked in Step 1 • Adult signature in Step 4, printed or cursive • Foster children are considered to be a Household of 1, If multiple students are listed, send the application to Central Office for Processing • Foster children are “Directly Certified”, these students will be coded “1” on SIS Process application as follow: • HS = 1 • H Inc = FC • Fill in the circle = F

30. 12 23 08 Charlie Brown x New Elementary #19 K 1 FC Peppermint Patty

31. ProcessingAN INCOME APPLICATION • Student(s) name must be listed in Step 1 • All other household members listed in Step 3 • Income listed by person(s) receiving earnings • If more than one income is stated and reported by multiple frequencies, the incomes must be annualized • Monthly x 12, Bi-weekly x 26, Twice a month x 24, Weekly x 52 • These incomes will be added together and then “rounded up” to the next whole dollar • Adult signature in Step 4, name must be listed in Step 3 • Social Security number - only last 4 digits are required or box checked “I do not have a SS number” • Check the current IEG under the appropriate column

32. 05 12 05 Victoria Justice 07 18 07 Michael Justice 627.07 every two weeks Michael Justice 108.19 weekly Jessica Justice Jessica Justice Jessica Justice 8 978

33. Application is complete: • Student(s) name listed in Step 1 • Household members and income listed in Step 3 • Michael earns $627.07 every two weeks • Jessica earns $108.19 weekly • $ 627.07 x 26 = $16,303.82 • $108.19 x 52 = $ 5,625.88 $21,929.70 round up to $21,930 • Signature in Step 4 matches a HH member in Step 3 • The last 4 numbers of Social Security are provided • Look at the household size column under the annual column on the IEG

34. income eligibility guidelines (IEG) For 2013-2014 • Effective July 1, 2013 through June 30, 2014 participants from households with incomes at or below the following levels may be eligible for free or reduced-price meals or free milk. • Note: The new income calculations are based on annual figures and the following formulas: Monthly = income multiplied by 12; Twice per Month = income multiplied by 24; Every Two Weeks = income multiplied by 26; and Weekly = income multiplied by 52. All dollar amounts are rounded up to the next whole dollar.

35. Free Income eligibility Scale

36. REDUCED-PRICE ELIGIBILITY SCALE

37. Batching Applications • Check application completion or if the application was processed: • Batch applications in groups up to a maximum of 50 (note: do not wait until you have 50) • Mail application packets to Central Office daily • Complete Meal Application Packing Slip Pink (main site) Green (off site) • Complete Batch Control Log – THIS IS NOT AN OPTION • DO NOT SEND THIS LOG TO CENTRAL OFFICE • To order or reorder your packing slips & logs call 213. 241.3185 • Batch packing slips & Batch logs are mailed to every school from the Meal Compliance Unit

38. 1 2 3 50 8/15/13 3 43 Off sites 40 50 4 2 5 8/16/13 40 6 50 2 9/11/13 7 22

39. FOOD SERVICES’ RESPONSIBILITYWHEN Processing Applications • Complete the “For Office Use Only” section • Date Rec’d in the cafeteria • Enter HS = Household size • Enter H INC = Household Income/QQ/FC • Check IEG under Household size, annual column • Eligibility = F (Free), R (Reduced) or NE (Non-eligible) • Fill appropriate circle to denote eligibility • Reviewer = your initials • Date = Date processed • Code Roster • Batch and send to Central Office

40. MANAGER & SENIOR’S RESPONSIBILITY

41. Eligibility Codes Eligibility Codes 1 - Free 2 - Reduced 3 - Full Price 4 - Do not want to apply 5 - Directly Certified

42. Review - Activity #1 If the application has a valid case number and more than one student is listed, are all children are considered a QQ? True Does the case number need both letters and numbers in order to be valid? True

43. Review- Activity #2 • When you process a Foster Child do you count all family members and enter in HS? False • Will an application that has a zero income remain with Free eligibility for the entire school year ? Yes

44. Review - Activity #3 TRUE OR FALSE When batching applications, place as many as will fit into the envelope and mail to the Central Office. FALSE Applications should be mailed weekly to the Central Office. FALSE An accurate daily total of the number of batches must be recorded on the Batch Control Log. TRUE

45. 2012-2013 Meal Application Mailing Dates • Meal applications are mailed directly to each household • Multi-Track Schools (B, C and D) – June 16, 2012 • Track A and Single Track Schools – July 10, 2012

46. Review • Check to ensure the application is complete • Only original applications may be accepted – NO photo copies • Applications must be completed in black or blue ink • Any application that does not have a signature Must be returned to the household • Meal applications must be sent to the Central Office Daily according to batching instructions

47. Important Questions and Answers • If a student moves from a P2 school to a non-P2 school will doing so affect what the student will pay for a meal? Yes, if there is no application on file and no eligibility, the student will be considered paid status and must pay for meals. • Could many moves also impact a school’s P2 status if it is very close to the cut off for P2 status?    Yes, but again depends on the timeframe listed above. • If a student is at a P2 school that’s in year 3, and has been eating for free for three years, when they move to their new school, assuming it is a non-P2 school - will an application be required in order to continue to get free meals? Yes, in order for a student to obtain free meals at a non-P2 school, an application must be submitted that states the student qualifies for meals at a free eligibility.

48. Important Questions and Answers Continued: 4. Willsome students opt to not transfer to a different school because doing so would require them to pay for their meals? This is unknown, nor been documented, but students do have a right to not transfer to their feeder schools. They may choose to attend other schools. 5. Would some students opt to transfer to a school solely because they would qualify for a free meal(non-income qualifying student goes to a P2 school)? Please see answer above.

49. For more information please call Meal Compliance 213.241.3185