Preparing for your Administrative Review Common Findings & Resources

1. Preparing for your Administrative Review Common Findings & Resources Sharona Secatero, staff manager Student Success & Wellness Bureau back to school Conference – 2019

2. Introduction to the Administrative Review The Richard B. Russel national School lunch Act, as amended by the Healthy Hunger-Free Kids Act of 2010 (HHFKA): Requires a unified accountability system designed to ensure that participating school food authorities (SFA’s) comply with national School Lunch Program (NSLP) and School Breakfast (SBP) requirements. The Act also requires an accountability system that conducts Administrative reviews (AR) to evaluate program requirements for NSLP and SBp during a 3-yr Cycle.

3. Critical Areas of the Administrative Review

4. Administrative Review Areas • Resource Management • Risk Assessment Tool • Maintenance of Nonprofit School Food • Paid Lunch Equity Tool (standard schools) • Revenue from Nonprogram foods • Indirect Costs • General Areas • Civil Rights • SFA On-Site Monitoring Form • Local School Wellness Policy • Smart Snacks • Professional Standards • Water availability • HACCP & Buy American Provision, Reporting, etc. • Performance Standard 1 • Certification & Benefit Issuance • Verification • Meal Counting & Claiming • Edit Checks • Performance Standard 2 • Meal Components & Quantities • Offer versus Serve • Dietary Specifications & Nutrient Analysis • 6 Cent Certification

5. Pre-visit Procedures • Off-Site Assessment Tool must be completed one month before review. • Not submitting off-site assessment tool in a timely manner can result in a Comprehensive Financial Review of your School Food Authority. • Off-Site Assessment Tool should be completed by Business Manager along with the Food Service Director, specifically the: • 700 Questions related to the maintenance of nonprofit school food service account. • Submit menu documentation for a week of review, including CN labels, production records, recipes, etc. • Other documents requested include but are not limited to, the wellness policy, edit checks, public release, ethnic data, Civil Rights complaint procedures, copies of most recent food safety inspections, etc.

6. Maintenance of Nonprofit School Food Service Account

7. Meal Counting & Claiming • Household Applications • Application Errors - signatures • Not being reviewed within 10 operating days • If USDA prototype is not used, PED must approve Household Application • Community Eligibility Provision • Eligibles reported incorrectly • Loosing CEP ISP when established • Verification • Recommended to start verification as soon as October 1 • Must be completed by November 15 • Sample for verification chosen incorrectly • FNS-472 Report

8. Point of service (POS) • Per USDA the POS must be at the end of the line. • All alternate POSs must be pre-approved by the state agency.

9. Paid Lunch Equity Tool (PLE) • Only applicable for SFAs who charge for lunches • A copy of the PLE tool is due when completing program application on a yearly basis • Tool will calculate the lunch price increase required for next school year • During the AR staff will check to see if prices were increased as required by tool

10. Paid Lunch Equity tool update • In Section 776 of the Consolidated Appropriations Act, 2018 (Public Law 115-141)(the Act). • Only SFAs that had a negative balance in the nonprofit school food service account as of January 31, 2018, shall be required to establish prices for paid lunches according to the PLE NSLP Act. (7 CFR 210.14(e)). • SFAs with a positive or zero balance in its nonprofit school food service account as of January 31, 2018, is exempt from PLE requirements found at 7 CFR 210.14(e) for SY 2018-19. • The State must maintain documentation that includes which SFAs are using the PLE exemption in order to demonstrate oversight of this provision. • SFAs must notify the SA if they will not be completing the PLE tool because of a positive or zero balance.

11. Breakfast Meal Requirements

12. Lunch Meal Requirements

13. Final rule for child nutrition program updates! • Increases meal planning flexibility in the National School Lunch Program, School Breakfast Program and other Federal child nutrition programs effective School Year 2019-2020. The Rule: • Milk – Provides the option to offer flavored, low-fat milk. • Grains – Requires that half of the weekly grains in the school lunch and breakfast menu be whole grain-rich; • Sodium – No changes; provides more time to reduce sodium levels in school meals.

14. Offer versus Serve – Proper signage Breakfast Lunch

15. For best nutrition choose all 5!

16. What it should look like!

17. Production Records • Federal Regulation (7 CFR Section 10.10(a)(3)) stipulates that “Schools must keep production and menu records for the meals they produce. These records must show how the meals contribute to the required food components, food items or menu items every day.” • It must be completed daily and show food planned, food prepared, and food served. • It supports your claim for reimbursement and helps you forecast for future planned meals and can be used to order food and control food waste. • Must be kept for 3 years. • Production records are required for NSLP, SBP, ASSP, FFVP.

19. Edit Checks • Regulations require schools to complete a daily edit check for each of its schools prior to consolidation of the daily lunch counts for the monthly claim. The purpose of the edit check is to identify errors in the schools’ lunch counts and/or problems with the meal counting and claiming procedures so that necessary corrections are made. • To obtain your Attendance Factor (AF): AF = Average Daily Attendance School Enrollment

20. Production Records – at the core of a successful Child Nutrition Program!

21. General Areas – Civil Rights • Green “And Justice for All” poster 11x17 • Non-Discrimination Statement (long & short) • Public Release • Menus (short statement) • Civil Rights Training Yearly • Civil Rights Policy & Compliant Procedures

22. On-Site Monitoring Form • To be completed no later than February 1 • Record maintained for 3 years • Completed at each school site • Monitoring forms for all programs: • NSLP, SBP, ASSP, SSO • Available on our website

23. Local School Wellness Policy (LSWP) • Written document that guides a Local Educational Agency (LEA) or school district’s efforts to establish a school environment that promotes students’ health, well-being, and ability to learn.

24. LEA Compliance Requirements • LEAs must conduct an assessment of the wellness policy every 3 years, at a minimum to determine: • Compliance with the Wellness Policy, • How the Wellness Policy compares to model wellness policies, and • Progress made in attaining the goals of the Wellness Policy. State Agency Compliance Requirements

25. Smart Snacks General Standards • 1. Meets all Nutrition Standards Fruit, Vegetable, Protein or Dairy Whole Grain Contains 10% DV of certain nutrients Combination Food (at least ¼ c. fruit or vegetable

26. Nutrition Standards & Competitive Food Sales in NM The regulations provide standards for competitive food service and restrict the types of food and beverages sold during the school day for the purposes of fundraising, including snack bars, a la carte items and vending machines. The nutritional standards for competitive foods apply to all foods and beverages sold: • Outside the school (breakfast, lunch, snack and supper) meals; • On the school campus; and • At any time during the school day. • Schools allowed 2 fundraisers per semester or trimester, NMAC 6.12.5

27. USDA – Professional Standards https://professionalstandards.fns.usda.gov/

28. Tracking Training Hours

29. UPDATE! • 2,499 OR LESS • Old - School Nutrition Required • Any relevant food service experience • New – State Agency has the discretion to approve the hiring of an applicant with volunteer or unpaid relevant food service experience on an individual basis. • FEWER THAN 500 STUDENTS • Providing SA with the discretion to approve the hiring of a school food service experience, provided that the applicant has the minimum education to satisfy the hiring standards for LEAs with 2,499 students or fewer.

30. Food Safety & Hazards Analysis and Critical Control Points (HACCP) • The goal of food safety is to lessen the chance of someone getting sick from eating contaminated food. • A HACCP food safety plan is a written guide outlining what you do to lessen the chance of food contamination and illness. • Maintaining Logs for: • Refrigerator & Freezer Temperature • Cooking and Reheat Temps • Cooling Temps • Thermometer Calibration Log • Food safety checklist • Maintaining storage – dates on dry goods

31. Food Safety Inspection Report • Have 2 Food Safety Inspection Reports • Documentations for request of 2nd Food Safety Inspection

32. Recordkeeping • SFAs must maintain all program records for a period of three (3) years after submission of the final claim for reimbursement for the fiscal year. • Documents to be kept on file but not limited to (agreements and free and reduced-price policy statements; approved and denied free and reduced-price meal applications; procedures and documentation for direct certification for free meals, if applicable; procedures for alternate point of service, meal counts, if applicable; verification records; Claims, menu and food production records, local wellness policy, temperature logs, civil rights compliance, SBP/Summer Food outreach)

33. Thank you! Thank you for feeding the children of New Mexico!