Getting Ready for Application Approval Time

1. Getting Ready for Application Approval Time Summer Workshop June 2007 Melanie Brummeler James Abbey

2. Free and Reduced Price School Meals Family Application • Application packets cannot be distributed or signed before July 1 • The application packet provided to households must include: • Letters to Parents • Free and Reduced Price School Meals Family Application

3. Processing the Application • New applications should be processed within 10 working days • Prior school year applications may be used for the first 30 operating days or until September 30, whichever comes first • Eligibility determinations are valid for the entire school year • If circumstances change, households may re-apply at any time to receive better benefits

4. Foster ChildrenPart 1 and Part 3

5. Foster ChildrenPart 5

6. Foster ChildrenPart 6

7. Categorical Eligibility • Homeless/Migrant/Runaway or • Food Stamps/Family Independence Program (FIP)/Food Distribution Program on Indian Reservation (FDPIR)

8. Homeless/Migrant/Runaway Households • Guidance on Categorical Eligibility for Runaway Youth http://www.fns.usda.gov/cnd/Governance/Reauthorization_Policy_04/Reauthorization_04/2004-09-17.pdf • Migrant Guidance on Categorical Eligibility http://www.fns.usda.gov/cnd/Governance/Reauthorization_Policy_04/Reauthorization_04/2004-08-16.pdf • Categorical Eligibility for Free Lunches and Breakfasts of Runaway, Homeless, and Migrant Youth http://www.fns.usda.gov/cnd/Governance/Reauthorization_Policy_04/Reauthorization_04/2004-07-19.pdf

9. Homeless/Migrant/Runaway HouseholdsPart 2

10. Homeless/Migrant/Runaway HouseholdsPart 4

11. Homeless/Migrant/Runaway HouseholdsPart 5

12. Food Stamps/Family Independence Agency (FIP)/Food Distribution Program on Indian Reservations (FDPIR) HouseholdsPart 3

13. Food Stamps/Family Independence Agency (FIP)/Food Distribution Program on Indian Reservations (FDPIR) HouseholdsPart 5

14. Income Eligibility • A student is income eligible if the sum of the reported income for the household is at or below the Income Eligibility Guidelines (IEG) • A student may be eligible for either free or reduced-price meals

15. Income Eligibility Guidelines (IEG)

16. Income HouseholdsPart 3

17. Income HouseholdsPart 4

18. Annual Income Conversion • If a household reports income sources at more than one frequency, the preferred method is to annualize all income • Weekly x 52 • Every 2 weeks x 26 • Twice a month x 24 • Monthly x 12 • Do not round the values

19. Income ApplicationPart 5

20. Temporary Approval • Applications indicating zero or no income should be approved for 45 days • After 45 days, the household should be contacted to determine if the household’s circumstances have changed • If there is no change in circumstances, the temporary approval can be extended

21. Approving the Application

22. Approval-Disapproval Letter to Households • Households must be notified of their eligibility status • Households denied benefits must be given written notification of the denial • The notification must include: • The reason for the denial of benefits • The right to appeal • Instruction how to appeal • A statement that households may re-apply for free and reduced price benefits at any time during the school year

23. Technology for Application Approval • Local Educational Agency (LEA) is ultimately responsible to make sure any technology used in the application approval process meets federal regulations • Scanned Income Application SP 04-2007 http://www.fns.usda.gov/cnd/Governance/Policy-Memos/2007/SP_04-2007.pdf • Commercial Software used in School Nutrition Programs SP 12-2006 http://www.fns.usda.gov/cnd/Governance/Policy-Memos/Reissued/2006-02-09-R.pdf

24. Confidentiality/Limited Disclosure • School Food Authorities may disclose, without parent/guardian consent, participant names and eligibility status to persons directly connected with the administration or enforcement of federal education or state education programs such as Title I, MEAP, or No Child Left Behind

25. Sharing Information with Other Programs • The attachment “Sharing Information with Other Programs” must be used when a school/district plans to use information on free or reduced price applications for purposes other than evaluating eligibility for school meals or for programs authorized by the National School Lunch Act (42 USC 1758 (b)(2)(C)(iii)) • A signature must be on file from the parent or guardian before any information can be released

26. Agreement/Memoranda of Understanding • School Food Authority (SFA) should have a written agreement with other entities requesting the free and reduced price information prior to disclosing the student’s eligibility information

27. Agreement/Memoranda of Understanding • Signed by the SFA and receiving entity • Identify the entity receiving the information • Describe the information to be disclosed and how it will be used • Describe how the information will be protected from unauthorized uses and disclosures • Describe the penalties for unauthorized disclosure

28. Confidentiality/Limited Disclosure • Affirmation of Policy on Limited Disclosure of Children's Eligibility Information to the National Assessment of Educational Progress (NAEP) Memo SP 33-2006 http://www.fns.usda.gov/cnd/Governance/Policy-Memos/2006/SP_33-2006.pdf • Eligibility Guidance for School Meals Manual Part 8-Confidentiality/Disclosure of Eligibility Information • Food Service Administrative Policy #4, SY 98-99: Parental Consent to Release Information for Free and Reduced Price School Meal Eligibility

29. Verification • A Confirmation Review must be conducted to check the accuracy of the initial eligibility determination • Verification Confirmation Reviews– Reauthorization 2004 Implementation Memo- SP 18 • http://www.fns.usda.gov/cnd/Governance/Reauthorization_Policy_04/Reauthorization_04/2005-09-27.pdf

30. Questions??????? • James Abbey • abbeyj@michigan.gov • 517-373-3347 • Melanie Brummeler • brummelerm@michigan.gov • 517-373-3347