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Administrative Review

Administrative Review. Training Session. CRE is Out AR is IN (Administrative Review). Administrative Review Tennessee Department of Education School Nutrition Program United States Department of Agriculture.

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Administrative Review

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  1. Administrative Review Training Session

  2. CRE is OutAR is IN(Administrative Review)

  3. Administrative ReviewTennessee Department of Education School Nutrition ProgramUnited States Department of Agriculture What: A comprehensive, on/off site evaluation of the National School Lunch & Breakfast Programs which includes Critical and General areas of review: Counting & Claiming, Meal Components, Meal Patterns, Civil Rights, Wellness, HACCP, Water, Competitive Food, FFVP, On-Site Monitoring, Free & Reduced Process, Recordkeeping & Procurement Why: Federal and State dollars fund the program • Healthy, Hunger Free Kids Act of 2010-Federal statute signed into law by President Obama December 13, 2010. The Focus is to improve child nutrition Who: Approximately 20 schools When: Auditors will conduct on-site reviews the week of April 7-11, 2014. • Documents from February 2014 and the week of April 7-11, 2014 will be reviewed. The February records may be requested by auditors prior to their arrival for off-site review. Frequency: Occurs every 3 years

  4. Intent of the Administrative Review • Determine whether the School Food Authority (SFA) meets program requirements • Provide technical assistance • Determine needed corrective action • Assess fiscal action, if applicable

  5. Critical Areas of Administrative Review • Performance Standard 1 • Meal Access and Reimbursement • Certification & Benefit Issuance • Verification • Meal Counting & Claiming • Performance Standard 2 • Pattern Compliance/Nutrition Quality • Meal Components & Quantities • Offer versus Serve • Dietary Specifications Non-compliance results in FISCAL IMPACT

  6. General Program Compliance • Civil Rights • SFA (School Food Authority) On-Site Monitoring • Local Wellness Policy • Competitive Food Services • Water • Food Safety • Reporting and Recordkeeping • SFSP (Summer Food Service Program) Outreach

  7. Other Federal Programs Reviews • Fresh Fruit and Vegetable Program

  8. Meal Program Compliance

  9. Performance Standard 1: Meal Access and Reimbursement What is it? • All free, reduced price and full paid meals claimed for reimbursement are served only to children eligible for free, reduced price and full paid meals, respectively. Meals are counted, recorded, consolidated and reported through a system which consistently yields correct claims. • The free/reduced/paid lunch counts must not exceed the number of eligible students. • The free/reduced/paid lunch counts should not exceed the number of the attendance adjusted eligible students.

  10. Performance Standard 1: Meal Access and Reimbursement What this means to the Nutrition Services Supervisor: • Students are not overtly identified as receiving free or reduced meals • Do the Point of Service (POS) Registers or Rosters prevent overt identification of students receiving free or reduced meals • Students receiving free or reduced meals do not have separate dining areas, meal services times, or serving lines • POS Registers are properly used, student pin numbers are entered by students at the time of service & student identity is confirmed. • An accurate count of reimbursable meals by eligibility category are taken at the POS or by Roster • Cashiers are NOT excessively voiding or clearing transactions on the POS • Students are only receiving 1 Reimbursable Breakfast and 1 Reimbursable Lunch per day

  11. Performance Standard 1: Meal Access and Reimbursement (Cont.) What this means to the Nutrition Services Supervisor: • Check-Off Rosters are used for accountability if the POS register malfunctions; for meal service at off-site locations, i.e., charter schools; and for meals served in the classroom (grab n’ go, breakfast in the classroom, field trips, special needs, or Early Childhood) • Personnel that are responsible for marking Check-Off Rosters must be Trained • Student name is marked on the Check-Off Roster at the time EACH MEAL is served/distributed to the student • Check-Off Rosters must be signed, dated and stored with daily reports for five (5) years • The student information, taken from Check-Off Rosters, is entered into the computer eligibility category accurately. • The Nutrition Services Supervisor confirms accuracy of the student account numbers entered in the computer from rosters and that rosters are properly marked as the meals are served/distributed to the students.

  12. Performance Standard 1: Meal Access and Reimbursement-Edit Checks What this means to the Nutrition Services Supervisor: • Edit checks are required daily for every site that claims reimbursement under the National School Lunch Program. This process ensures that the meals served do not exceed the number of students authorized. • Automated edit checks are performed daily to compare meal count data to the number of eligible/authorized students and attendance figures. • Supervisors must write an acceptable explanation for Edit Checks which are out of compliance on the Edit Check print off. If the Supervisor does not have an explanation, they should contact the help desk. • Supervisors must review and sign the Edit Checks daily.

  13. Performance Standard 2: Nutritional Quality/Meal Pattern Compliance What is it? • Reimbursable meals must meet meal requirements as applicable to the age/grade group served • Production & Menus for the review period must reflect that all required food items and components were offered • All meals claimed for reimbursement must contain the required number of food components ◦Lunch must include a fruit or a vegetable • Offer vs. Serve must be properly implemented: • No pre-plating • Choices must be available throughout all serving periods • Choices must be available throughout on all lines

  14. Performance Standard 2: Nutritional Quality/Meal Pattern Compliance What this means to the Nutrition Services Supervisor: • Serving Line: All food components are available to all students throughout the entire serving period on all serving lines. • Student Trays: All trays must contain at least the minimum number of food components (3, 4 or 5). ◦Lunch must include a fruit or a vegetable. • Paperwork: Production, Menus, Recipes, Production Worksheets, Warehouse Delivery Tickets, and Vendor Invoices must document that meals contained the required components/quantities.

  15. Performance Standard 2: Nutritional Quality/Meal Pattern Compliance What this means to the Nutrition Services Supervisor: • Portion Sizes: Must meet the minimum meal pattern requirements. • Refer to Recipes, Production , Food Buying Guide, CN Labels & Portion Control Chart to determine the correct portion sizes • Milk: Two different fat contents of milk, flavored or unflavored, must be available throughout the serving period on all serving lines • Students are not required to take milk, if they have the required minimum of components . • Documentation must be on filefor any Milk substitutions • Menu Substitutions: Menu substitutions must be approved by your Area Manager • Menu Substitutions must meet the daily/weekly meal pattern requirements • Vegetable sub-groups and whole grain-rich requirements must be met

  16. Performance Standard 2: Nutritional Quality/Meal Pattern Compliance What this means to the Nutrition Services Supervisor: • Production Record Reminders: Breakfast, Lunch & A La Carte Production Records are Complete, Accurate and Up to Date • Remember to uncheck the Show Inner Recipe • To expand a recipe, select the Print Ticket tab (located on the bottom left of the Production Record). Remember to adjust your Projected Totals tabto reflect the amount that you are preparing. • Select the Projected Quantities tab (located on the top right of the Production Record) and for each menu item and enter the amount that you planned for adult sales under the Projected Adults/A La Carte column • Leftovers that are not automatically generated on the Production must be added • Usethe Production Worksheets to complete the Total Prepared, Leftover & Leftover Code Columns • Use the Item Sold Report to determine the number of servings that were served as an A La Carte/Adult. Record this information on the Non Reimbursable Column

  17. Performance Standard 2: Nutritional Quality/Meal Pattern Compliance What this means to the Nutrition Services Supervisor: • Production Records Reminders(Cont.): • Complete the Meal/Revenue Column using the information from the Meal Counts Report • View the Meal Patterns tab to ensure that all the vegetable sub groups have been offered for the week • Condimentsthat are available on the serving line they must be added to the production • Leftovers that are not automatically generated on the Production must be added • Daily Comments tab: • Record any unusual event • Type your name • Record any leftover items which were added to the Production. Indicate the Name of the Leftover, Quantity and Date the Item was Prepared • Offer vs Serve Edit Check: Perform an offer vs serve edit check to ensure every student is receiving at least 3 components

  18. Offer vs Serve • Food Components & Menu Items must be available to every student on the serving line • Offer vs. Serve allows students to decline some of the food offered. • Signage is posted on the service line to assist students in identifying a reimbursable meal. • Students are selecting at least the minimum number of food components in the proper portion size for a reimbursable meal • Nutrition Services Technicians at the POS are trained and accurately recognize a reimbursable meal

  19. Breakfast-Offer vs Serve The Breakfast Meal Pattern consists of: • Grain Component- 2 servings of Grain OR 1 serving of Grain & 1 serving of Protein • Milk Component- 8oz. (1 serving) • Fruit/Vegetable or Fruit Juice Component- ½ cup (1 serving) • To serve a Reimbursable Breakfast , schools must plan and OFFERfour (4) Food Items, which encompass these components. • Students may decline one (1) Food Item. The minimum allowance under the “Offer vs. Serve” is three (3)food items

  20. Lunch-Offer vs Serve The Lunch Meal Pattern consists of: • Fruits • Vegetables • Grains • Meat/Meat Alternates • Fluid Milk

  21. Lunch-Offer vs Serve What Mustbe taken at Lunch : • At least 3 of 5 components • At least ½ cup serving of the Fruit OR Vegetable Component

  22. Administrative ReviewSchool Site Documents • Production, Production Worksheets, Menus, Temperature Logs, Deposit Slip (Duplicate), No ID Sales Log, and POS Reports • POS End of Day Reports (Signed) • Bank Deposit/Edit Check/Double Meals Report/Item Sold Report/Meal & Revenue Report/Meal Count Report/Pre-Paid Collections Report • Warehouse Delivery Tickets & Vendor Invoices • Recipes & Menus • Freezer/Refrigerator/Dry Storage Temperature Records • Student Medical Restriction Documents • Rosters for Field Trips, Emergency POS Back-Up (Check-Off Roster), Breakfast in the Classroom & Meals Served Out of Cafeteria • HACCP: Food Safety Manual, Monthly Checklist, Training Rosters, Dish Machine “Wash or Manual Dish Washing, Final Rinse Temperature, and Sanitizer Log” • Nutrition Services Standard Operating Procedures Manual • Food Buying Guide Manual

  23. Administrative ReviewSchool Site Documents • Civil Rights Training Folder: Training Materials/Complaint Forms/Agenda/Roster/Procedure for Complaint • Training Folders: OSHA, Offer vs Serve, HACCP, Civil Rights, Cashiering, Rosters, etc. • School Charge Policy: Current policy should be located at Cashier’s Terminal & in NS Supervisor’s office • Fresh Fruit and Vegetable Program (FFVP) Files • Check-Off Roster- Duplicate (Filed in Supervisors Office) • Items Stored Under Cashier Drawer: Check-Off Roster(Current), No ID Sales Log (Blank), One Source Cashier Instruction Card, Offer vs Serve Cashier Questionnaire, Meal Tally Sheets (Blank) & Charge Policy • Health Inspection Posted in Serving Area (2 most recent available) • “Make My Tray Healthy Poster” & “Select A Healthy Poster” (Post Where Students Enter the Serving Line) • “And Justice for All” Poster (Post Where Visible to Students)

  24. General Program ComplianceCivil Rights • Mandatory training for Supervisors & Technicians • Civil Rights Training Folder: Training Materials/Complaint Forms/Agenda/Roster • “And Justice for All” Poster (Post Where Visible to Students) • Must avoid overt identification • Non-Discrimination Statement • Special Dietary Needs

  25. General Program ComplianceOn-Site Monitoring • National School Lunch Program visitation conducted at every school • Corrective action addresses problem(s) • Follow-up conducted within 45 days to validate corrective action was implemented

  26. General Program ComplianceLocal Wellness Policy • Compliance with Wellness Policy • Encourage involvement in school wellness activities (e.g., school gardens, promote fruits and vegetables – taste testing's)

  27. General Program ComplianceCompetitive Foods • Purpose: Foster healthier school environments and the integrity of school meal programs, schools cannot sell foods of minimal nutritional value during any meal periods • Aim of review: To ensure that schools properly restrict the sale of such foods

  28. General Program ComplianceWater • Purpose: To confirm that free potable water is available to program participates in the each lunch meals service locations. • The location of the potable water must be in the meal service area or immediately adjacent to the meal service area.

  29. General Program ComplianceFood Safety • Staff must be trained on HACCP/Food Safety • Roster/Agenda/Training Materials must be filed in Training Folder • Supervisor or designated Technician must complete HACCP Temperature Logs on a daily basis • Monthly Food Safety Checklist w/ Documented Corrective Action must be completed & filed • Freezer/Refrigerator/Dry Storage Temperature Logs must be completed daily & filed when completed • Two (2) most recent Shelby County Health Department Inspection has been posted and deficiencies have been addressed and resolved • Food is dated with delivery date and stored insuring FIFO

  30. General Program ComplianceFood Safety • Reviewers will observe the following during meal preparation and service: • Proper personal hygiene is evident (hairnets, gloves, hand washing, clean uniforms, no jewelry or nail polish) • Cross contamination is prevented • Food and equipment temperatures are monitored • Food prep and service areas are clean, including utensils and equipment • Areas are pest free

  31. General Program ComplianceFresh Fruit & Vegetable Program (FFVP) • Schools selected for the Administrative Review, that have a FFVP Program, the FFVP Program will be also be reviewed. • Please follow All FFVP Policies & Procedures

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