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Kentucky Administrative Review Training

Kentucky Administrative Review Training. Reinvention Goals. The Healthy, Hunger-Free Kids Act of 2010 calls for a more effective and efficient review process: Consolidate the Administrative Review processes

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Kentucky Administrative Review Training

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  1. Kentucky Administrative Review Training

  2. Reinvention Goals • The Healthy, Hunger-Free Kids Act of 2010 calls for a more effective and efficient review process: Consolidate the Administrative Review processes • Incorporate school breakfast, the new meal pattern and dietary specifications, and the 6-cent performance-based reimbursement • Implement a 3-year review cycle • Provide for off-site monitoring approaches • Provide effective training and ongoing technical assistance

  3. New Administrative Review Areas

  4. Administrative Review Areas • Meal Access and Reimbursement • Meal Pattern and Nutritional Quality • Resource Management • General Program Compliance • Other Federal Programs

  5. Administrative Review Steps • Letter to Superintendent and School Nutrition Director (SND) • School Selection form completed by State Agency (SA) • Off-Site Assessment Tool completed by SFA and SA NEW • Review schools are selected by SA

  6. Other Site Selection Factors Based on results of: • Meal Compliance Risk Assessment Tool (NEW) • Resource Management Off-Site Assessment Tool (NEW) • Other Federal Programs that are in use, such as Fresh Fruit & Vegetable Program (FFVP), Seamless Summer Option (SSO), etc.

  7. Other Site Selection Factors (cont.) • Breakfast Review • ½ of all breakfast • Minimum of 1

  8. Section II: Meal Access and Reimbursement • Certification and benefit issuance • Verification • Meal counting and claiming

  9. Certification and Benefit Issuance • SFA provides benefit issuance documents (used at POS) system-wide, for free and reduced price eligible students (NEW) • SA selects: • Statistical sample based on the number of eligible students in the SFA (NEW) or • 100% of students on system-wide benefit issuance documents (NEW)

  10. Certification and Benefit Issuance (cont.) • SA validates based on: • Free and reduced documentation applications, DC list, homeless list, migrant list, extended eligible student documentation, etc • Validation will include at least 10 denied applications

  11. Certification and Benefit Issuance Review Process

  12. Verification Off-Site Assessment Tool • A most recent 742 report will be reviewed by SA On-Site Assessment Tool • SA will validate verification process • Including dates • Number selected • Required statements in letters

  13. Meal Counting and Claiming • System(s) in use for the SBP and NSLP must provide accurate counts of reimbursable meals, by category. • Reimbursable meals are correctly counted, consolidated and recorded at each school and at the SFA • Counting and claiming system yields an accurate Claim for Reimbursement

  14. Meal Counting and Claiming On-Site Assessment Tool, School Level • Determine site level procedures • Observe meal service • Review meal counts for review month and day of review On-Site Assessment Tool, SFA Level • Determine meal consolidation procedure • Review meal count consolidation for all schools in SFA for accuracy

  15. Section III: Meal Pattern and Nutritional Quality • Meal components and quantities • Offer vs Serve • Dietary specifications and nutrient analysis

  16. Meal Components & Quantities

  17. Review Documentations • Off-Site Review Period • Menus • Production Records • Standardized Recipes • CN Labels • Nutrition Fact Labels • Targeted Menu Review • Menus • Production Records • Standardized Recipes • CN Labels • Nutrition Fact Labels

  18. Offer vs. Serve

  19. Offer vs. Serve Monitoring • Adequate amount of food • Signage identifies reimbursable meal • Students select reimbursable meals • Staff are trained and can recognize a reimbursable meal

  20. Dietary Specification and Nutrient Analysis

  21. Off-Site Procedures for Selected Sites • Menu certification worksheet(s) submission in InTeam for selected sites (components and pattern) – Not required to complete the Simplified Nutrient Assessment portion of Menu Planning Tool • Menu Risk Assessment Tool (assess risk)

  22. Off-site Review Procedures for Targeted Menu Review

  23. 4 Options to Assess Dietary Specifications

  24. Section IV: Resource Management • Risk Assessment completed by SA • Non-profit School Food Service Account • Paid Lunch Equity • Revenue from Non-program Foods • Indirect Costs • USDA Foods

  25. Review Approach

  26. Section V: General Program Compliance • Civil Rights • SFA On-site monitoring • Local Wellness Policy • Competitive Foods • Water • Food Safety • SBP and SFSP Outreach

  27. Off-site: Civil Rights • Non-discrimination statement • SFA’s public release • Information on services for Limited English Proficient households • Procedures for receiving and processing complaints alleging discrimination within FNS programs • Information on the number and description of complaints alleging discrimination in FNS programs for the current and prior school year. • Procedures in place for accommodating students with special dietary needs • Documentation of civil rights training for staff who interact with program applicants or participants • How the SFA collects racial/ethnic data and the frequency for collecting the data.

  28. On-Site: Civil Rights • “And Justice for All” poster placed in visible location • Children are receiving equal benefits without discrimination at each school during each meal service reviewed • Program materials contain the correct non-discrimination statement • Determine if denied applications are disproportionately submitted by minority households • If applicable, the SA validates corrective action for noncompliance identified through the Off-site Assessment Tool

  29. Local Wellness Policy • Submitted off-site • Areas of Review • Each site must have a policy or documentation of stakeholder input to the development, implementation and evaluation or review of policy • Documentation of public notification of updates to policy and implementation to policy • Review for minimum required goals for nutrition, physical activity, etc. • Review procedure for LWP assessment and evaluation as well as public notification of ongoing process. • Documentation of oversight person or persons • More information to come

  30. Food Safety • Includes: • Written food safety plan • Food safety inspections • Record-keeping • Storage • Food Safety Inspections • Assessed at each site • Two food safety inspections per school year • Posted in a publicly visible location

  31. Section VI: Other Federal Program Reviews • Afterschool Snack Program • Seamless Summer Option • Fresh Fruit and Vegetable Program 100313

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