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Webinar – Tuesday, August 20, 2013 – 2:00-3:30 pm

NSLP/SNAP - Direct Certification and State Performance: The new process, data requirements, and responsibilities beginning School Year 2013-2014. Webinar – Tuesday, August 20, 2013 – 2:00-3:30 pm Patricia B. Von Reyn – Senior Management Analyst

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Webinar – Tuesday, August 20, 2013 – 2:00-3:30 pm

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  1. NSLP/SNAP - Direct Certification and State Performance: The new process, data requirements, and responsibilities beginning School Year 2013-2014 Webinar – Tuesday, August 20, 2013 – 2:00-3:30 pm Patricia B. Von Reyn – Senior Management Analyst USDA/FNS/Special Nutrition programs/Child nutrition Division

  2. What isDirect Certification with SNAP? Children living in households receiving assistance under the Special Nutrition Assistance Program (SNAP) must be directly certified to receive free school meals under the National School Lunch Program (NSLP) and/or School Breakfast Program (SBP).

  3. How is Direct Certification with SNAP Conducted? School Enrollment Data Source Data SNAP Participation Data Match Process Use Match Results to directly certify at local level SNAP DC Match Results 3

  4. Some Different Ways States Match with SNAP C B D A SA/Central Level SFA/LEA/Local Level DC DC DC DC

  5. Goals of Direct Certification • Improve access for low-income children • Reduce paperwork for households and program administrators • Improve integrity of the free and reduced-price meal certification process

  6. History of Direct Certification with SNAP

  7. First year – SY 2011-2012 – 80% Benchmarks - Direct Certification with SNAP • SY 2013-2014 and beyond – 95% • Second year -SY 2012-2013 -90%

  8. Will my State be at 95%?

  9. This Webinar describes the New Methodology for Assessing Performance, which: • Is straightforward • Promotes transparency • Is more accurate • Provides States with tools to measure their own performance in a timely manner

  10. Direct Certification with SNAPand a Formula Approach to Improvement

  11. Understand how the pieces of the puzzle fit together Formula Data Element #1 Data Element # 2 Data Element # 3 (2008 Farm Bill)

  12. #1 # 3 Direct Certification Performance Rate # 2

  13. DATA ELEMENT #1

  14. #1 DATA ELEMENT . #1 The # of children living in households receiving SNAP benefits who are directly certified for free school meals as of the last operating day in October

  15. #1 DATA ELEMENT .Who collects it? #1 The School Food Authority tracks, records, and reports the number of SNAP Direct Certifications that occur by the last operating day in October

  16. #1 #1 Other DATA ELEMENT .Reporting TANF FDPIR SNAP DC SNAP DC on old FNS-742, line 4-1 to State agency by March 1st to FNS by April 15th on revised FNS-742, line 3-2 to State agency by February 1st to FNS by March 15th

  17. Need to be able to separate out SNAP DC for Section 3 of the FNS-742 – Free, not subject to verification SNAP Letter Method is no longer Direct Certification SNAP Direct Certification Non-SNAP Direct Certification Other TANF SNAP DC FDPIR Homeless Migrant Runaway Foster Head Start, etc Other TANF FDPIR SNAP DC Line 3-2 Line 3-3 Line 3-4

  18. #1 The count on Line 3-2 of the FNS-742 is Data Element #1 SNAP DC Other TANF FDPIR

  19. #1 “Grow” DATA ELEMENT #1 SNAP DC

  20. How to GrowDATA ELEMENT #1 #1 Know what is considered to be a SNAP Direct Certification Certifications Based On: • Matching SNAP database to Student-Enrollment Database • Adjudicationof the unmatched or partial SNAP match list • SNAP-combo matches, SNAP trumps! • ExtendedSNAP-DC Eligibility • Convertingto SNAP DC by the last operating day in October SNAP DC

  21. How to GrowDATA ELEMENT #1 #1 Improve the System • Perform a State Self-Assessment SNAP DC

  22. How to GrowDATA ELEMENT #1 #1 Improve the System • Perform a State Self-Assessment • Determine where your State’s strengths and weaknesses lie • Work with counterparts to develop a plan of action • Look to FNS grants for financial support SNAP DC

  23. How to GrowDATA ELEMENT #1 #1 Key tasks for this year • Match more frequently if possible – if only 3x/yr, make sure 2nd is before the last operating day in October • Make sure the SFA can capture (code), retain, and select for the method for the direct certification so the FNS-742 counts will be accurate • Monitor the progress step-by-step SNAP DC

  24. Expectation is that line 3-2 of the FNS-742 will be only SNAP DCs,even this first year, SY 2013-2014. Separate SNAP from non-SNAP: • Work with SNAP State agency to be sure SNAP matches carry some kind of coding designating “SNAP” so the local level will know the source of the match when they directly certify a child for free school meals. • Work with IT at all levels to be sure that the coding is retained at the local level so the SFA can retrieve the direct certifications based on SNAP for the FNS-742. • Work in retrospect, if needed – see Q-and-As, SP 54-2013. • If by February 1, 2014, the NSLP State agency is not able to affirm that line 3-2 is only SNAP DCs, SA must inform FNS of the inaccuracy of the data.

  25. DATA ELEMENT #2

  26. Data Element #2 The “School-aged SNAP UNIVERSE” The # of school-aged children in SNAP households during the months of July, August, and September

  27. USDA uses ages 5-17 years old for “school aged” in the count for Data Element #2

  28. But, even though USDA uses ages 5-17 years old for “school aged” in the count for Data Element #2 • States are to use as broadan age range for the match as will include ALL students in their NSLP schools

  29. How and by whom would this count be determined? #2 • Actualcounts from the SNAP State agency • Estimateby FNS using a variety of data sources • SNAP Administrative data • (for July, Aug, Sept average monthly SNAP participation data) • SNAP QC data and Admin data • (to narrow down the age range) • SIPP data (to help remove duplicates) • SNAP State agency queries the SNAP database to get the actual, unduplicated count of children age 5-17 at any time during the months of July, Aug, Sept.

  30. How and when would NSLP State agencies find out? #2 FNS-834 SNAP State agency sends to FNS and the NSLP State agency by Published in the REPORT TO CONGRESS Fallof the next school year Dec 1st of the same school year

  31. SNAP State Agency Responsibilities for Data Element #2 #2 • Look atthe SNAP rolls for the months of: July, August, and September beginning with July-August-September of 2013 On SNAP at any time during these three months?

  32. SNAP State Agency Responsibilities for Data Element #2 #2 • Countallchildren on the SNAP rolls during these same three months who were ages 5-17 at any time during these months. • Use the prescribed birth date range for the query

  33. SNAP State Agency – Prescribed Birth Date Rangeto Query for 5-17 year olds for Data Element #2 #2 July, Aug, or July 1, Sept. 30, Children born July 1, ( “FP” - 18) Dec. 1, Sept of that ( “FP” - 18) (“FP” - 5) through Sept. 30, ( “FP” - 5) “FP” school year Beginning Birth Date Ending Birth Date * RULE “FP” Any SY EXAMPLE Sept. 30, (2013 -5) So, Sept. 30, 2008 July 1, (2013 -18) so, July 1, 1995 SY 2013-2014. July, Aug, or Sept 2013 Children born July 1, 1995 through Sept. 30, 2008 Dec. 1, 2013 2013

  34. SNAP State Agency Responsibilities for Data Element #2 #2 • Ensure that the counts are unduplicated • Whether a child is on SNAP for all 3 months, or for only 1 day during that 3-month period, count the child only once.

  35. SNAP State Agency Responsibilities for Data Element #2 #2 After getting the unduplicated count of children who are on SNAP at any time during July, August, or September 2013, and who were born July 1, 1995 through September 30, 2008 Reportthe count for the entire State on the new form FNS-834 by December 1, 2013.

  36. SNAP State Agency – Data Element #2 Fill Out For the December 2013 submission, this form will be emailed in to CNStatesytems@fns.usda.gov, but in future years, after it is incorporated into FPRS, much of this section will be pre-populated. Fill Out Specific examples for setting the query are included in the Q-and-As: SP 54-2013, dated August 16, 2013. #2 Optional OPTIONAL

  37. SNAP State Agency’s Submittal of the FNS-834 By December 1st each year • THIS YEAR email to CNStatesystems@fns.usda.gov by Dec 1, 2013. • FPRS in 2014? to FNS to NSLP SA • Provide to the NSLP State agency in a manner agreed upon by both the NSLP State agency and the SNAP State agency each year, starting Dec 1, 2013.

  38. #1 #2 #3 SNAP DC #2 “THE UNIVERSE”

  39. So, how do you “Shrink” DATA ELEMENT #2?

  40. How to ShrinkDATA ELEMENT #2 #2 The NSLP State agency does not have much control over this, but it can: • Ensure the Accuracy of the Count • Reviewthe count from the SNAP State agency after they send it over to you by December 1st on the FNS-834 • Work with the SNAP State agency if the count does not seem reasonable • Develop a way to quantify the actual number of SNAP children not in NSLP schools

  41. DATA ELEMENT #3

  42. Data Element #3 The # of children in SNAP households attending special provision schools operating in a non-base year The “SPECIAL PROVISION” Adjustment

  43. #1 ON LINE 3-2 #3 #2 NOT ON LINE 3-2 SNAP DC “THE UNIVERSE”

  44. How and by whom would this count be determined? #3 • Actualcounts from the NSLP State agency • Estimateby FNS using a variety of data sources • Line 4-4 of the old FNS-742 (to get the # free eligibles). • Adjusted (applying generalized adjustment factors to approximate the narrower SNAP subset). • Limitations - particularly when the number of SNAP-participant children had changed from the most-recent base year or as schools moved in or out of non-base year status. • NSLP State agency ensures that a “Special Provision Match” with SNAP is run for each special provision school operating in a non-base year. • NSLP State agency totals the unduplicated count of matches and reports on the FNS-834 by December 1st .

  45. How and when would NSLP State agencies find out? #3 NSLP State agency ensures that the match is run (or is running the match itself), so it would know earlierthan when the report is due, namely by: Published in the REPORT TO CONGRESS Fallof the next school year Dec 1st of the same school year

  46. DATA ELEMENT .NSLP State Agency Responsibilities #3 #3 The NSLP State agency ensures that a “Special Provision Match” with SNAP is run with special provision schools not operating in a base year, totals the number of matches, and reports the total on the FNS-834.

  47. #3 DATA ELEMENT . About the “Special Provision Match” with SNAP: #3 • Timing– it is to be run in or near October—but no later than the last operating day in October • Pertains to which schools -all special provision schools not operating in a base year • What to count– allmatchesmade using the “Special Provision Match” • Alternativephase-in procedures - allowed only for SY 2013-2014 • CertainCommunity Eligibility data options available each year

  48. #3 DATA ELEMENT .Withwhich schoolsmust the match be run? #3 • Provision 2/3 schools whenoperating in non-base year. • Community Eligibility schools, each year they operate under community eligibility. • Other schools operating in a non-base year under the special provisions of 7 CFR 245.9–that is, those schools that would not be reporting SNAP-DCs on line 3-2 of the FNS-742.

  49. #3 DATA ELEMENT .Must the State itselfrun the match? #3 Regardless of the method of matching (central or local or combo) for the regular SNAP matched: • The NSLP State agency may run the “Special Provision Match” with SNAP; or • The SFAs may run the “Special Provision Match” with SNAP and report the counts to the NSLP State agency; or • States may decide to use a combination of approaches. NOTE: States with no special provision schools (or with only those operating in a base year) need not run a “Special Provision Match.” Simply report “0” on the FNS-834.

  50. #3 DATA ELEMENT .What does it mean to “Count all the matches” found in the “Special Provision Match”? #3 School Enrollment Data SNAP Participation Data Use for Data Element #3 To FNS-742 for Data Element #1 Use Match Results to directly certify at local level SNAP DC Not for Data Element #3 Match Results

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