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Cycle 2 Child Nutrition Data

Cycle 2 Child Nutrition Data. Patricia Winders, MS, RD, LD ADE Child Nutrition Unit. Thank YOU in Advance!!. Each Year Your Help and Assistance is Always Appreciated!! Cycle 2 Enrollment and Eligibles Data Impacts the Distribution of Approximately 165 million Federal Dollars to Schools

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Cycle 2 Child Nutrition Data

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  1. Cycle 2 Child Nutrition Data Patricia Winders, MS, RD, LD ADE Child Nutrition Unit

  2. Thank YOU in Advance!! Each Year Your Help and Assistance is Always Appreciated!! Cycle 2 Enrollment and Eligibles Data Impacts the Distribution of Approximately 165 million Federal Dollars to Schools Approximately 170 million State Dollars in Special Needs Education Funding Thank YOU!!

  3. Cycle 2 Student Data • Child Nutrition Program Data Collection • Enrollment • K-12 Enrollment • Pre-K Enrollment • Other Students (Adult Education, State Line Border Students, i.e. Texarkana, Texas attending public in Texarkana, Arkansas ) • Eligibility of Students • Free • Reduced • Paid

  4. ADE Commissioner’s Memos: • FIN-12-024 APSCN Cycle 2 Report: October 1, 2011 Enrollments and Free/Reduced Eligibles 2. FIN-12-025 October 1 Pre-School Reports for Enrollment and Free/Reduced Eligibles

  5. Status of Student • NO STUDENT SHALL BE CODED Free or Reduced Status WITHOUT a Source Document authorizing the code. • Source Documents for Cycle 2 reports this year must be dated between July 1, 2011 and October 1, 2011. New enrollments entered into the system after October 1 should not be in the Cycle 2 pull as of October 1.

  6. Source Documents • Household Income Application • Direct Certification List • Homeless List • Migrant List • Runaway List • Head Start or Even Start Lists • Foster Child List

  7. Preparation for Cycle 2 Submission • Source Documents must be matched with APSCN Student Enrollment and Codes This requires: • Freezing the APSCN DATA ENTRY on students current as of October 1 • Communication between the APSCN Person and Child Nutrition (CN) Determining Official. • Must Balance Computer Data and CN Master Roster Student Eligibles and Enrollment as of October 1 • No changes should be made to current students until after Cycle 2 is submitted and all reports printed. Districts can register new students, but NOT CHANGE EXISTING STUDENT RECORDS.

  8. Consequences of Not Balancing with Source Documents • In addition to a corrective action plan to prevent this problem in the future, the Superintendent’s written justification must include: • data corrections on meal status by student • with identification of student’s • school, • grade, • race, and • gender. NO individual names. • In some cases data submission problems will require an audit of 100% of all source documents by ADE CNU with the report going to Legislative Audit.

  9. Please REMEMBER: All Cycle 2 district and school level reports must be reconciled, printed and submitted to APSCN at the SAME TIME AND DATE. Note: Anytime changes are made to APSCN data after Cycle 2 is submitted to Child Nutrition, the revised reports must be sent to Child Nutrition with justification and information from the previous slide. Technology Folks Please DO NOT SEND Copies of the Cycle 2 Reports Directly to ADE CNU without all six types required documents. Give them to Bookkeeper or CN Director to attach to the September Claim for Reimbursement form. The following must be submitted by the district child nutrition program at the SAME TIME: (September Claim for Meal Reimbursement Prepared by District Finance Office and signed by Superintendent) • September Claim for Reimbursement • School Data – SIS rpt 431 (K-12) • School Data – SIS rpt 436 (Pre-K) • District Data - SIS rpt 331 (K-12) • District Data - SIS rpt 336 (Pre-K) • Other Student District Report

  10. Prevention of Problems • What Happens when all documents are not mailed together? • District September Claim for Reimbursement WILL not be processed until all documents are received. If the APSCN reports do not come with the claim the claim in put in a stack of “Do NOT Process or Pay.” • Superintendent receives call about problem if all documents are not received by November 15.

  11. Prevention of Problems • Data Comparison Analysis between SIS data and CNU Database of Source documents identifies discrepancies in computer submissions and other data problems. Failure to Freeze Current Student Status: Results:Computer Submission to APSCN does not match printed 331,431, 336, & 436 reports submitted with Claim. To prevent discrepancies, please be sure all school data entry persons understand the importance of NOT Changing Current Student’s status until after APSCN and District CN Staff reconcile, print and submit the Cycle 2 report. Consequence: Technology and CN Staff have to identify each student changed and provide a report for the Superintendent’s letter to include the following: school of student (that did not follow instructions) new and old eligibility status, gender, race, and grade of each student changed for each student. Cannot submit name of the student. This takes a lot of time and work to find the information when and where this happened.

  12. Prevention of Problems Failure to Balance or Reconcile with CN Source Documents: Results:(Works both Ways) • Incorrect codes used one data entry person for a whole school (reversed code for Free and Paid) • A classroom of students not entered into the system (APSCN Enrollment off by 26 students), • Identification that CN Master Roster was not updated with student drops or adds (Can result in inflated enrollment and eligibles which can trigger an audit ) Consequence: Technology and CN Staff have to identify student with incorrect code and report correction in letter from Superintendent with: school (that did not follow instructions) new and old eligibility status, gender, race, and grade of each student change causing each discrepancy. Takes a lot of time and work to find when and where this happened. With regard to updated CN Master Roster if there had been a balancing process between the computer data and the source documents the problems with the roster would have been identified and corrected prior to submission of the data. Prevention tip: Be sure school secretaries communicate adds and drops in a very timely manner to the district child nutrition director or their designee so that the roster is updated daily and the Master roster and APSCN match frequently while going thru the process.

  13. Provision 2 – NON-BASE Year • Provision 2 Non-Base Year Districts or Schools must follow completely different procedures. • Technology personnel are included in the Provision 2 Non-Base Year Training held each summer. • For Questions on Provision 2 – Please get with your district Child Nutrition Director and call our office at 501 324-9502.

  14. Questions ??? • It is always good if someone has questions with this process to round up everyone involved and call our office at 501 324-9502 • With all the players we can ask you questions and try to give you the best response where everyone is hearing the response. Terminology can be a problem for us and for you. • Contact Persons at ADE CNU: • Donna Ratliff • Patricia Winders • Suzanne Davidson and all the Area Specialists To find your district Area Specialists got to the CNU Website http://cnn.k12.ar.us/AboutUs/organization/specialists-assignments-map.aspx

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