Verification School Year 2006-2007

1. VerificationSchool Year2006-2007 Alabama Department of Education Child Nutrition Programs

2. What is Verification? The confirmation of a students’ eligibility for Free and Reduced-price meals under the National School Lunch Program or School Breakfast Program.

3. Verification Deadlines October 1 Select Applications for Verification November 15 Verification Process Completed January 1 Report on Period between Nov 15 and Jan 1 March 1 Summary Submission to State Department School Year 2006-2007

4. October 1 • Take an accurate count of approved applications. • Pick a method of sampling based on requirements: Focused or Alternate sample size. • The households selected for verification will be sent notification.

5. 2 Methods of Sampling Size • Basic Sample Size • The lesser of 3 % of all error prone applications or 3,000 applications. OR • Alternate Sample Size (If Eligible) • The lesser of 1000/1% of error prone applications AND • The lesser of 500 or ½ of 1% of FSP, FDPIR, or TANF approved applications

6. Eligibility for AlternativeSample Size • Any LEA with preceding school year nonresponse rate less than 20% • Large LEAs with 10% improvement in nonresponse rate

7. Applications Selected • Must be Error-Prone applications. • Applications that state family income within $100 monthly or $1,200 yearly of USDA income guidelines. • Not enough Error-Prone applications? • Select additional applications randomly to meet sample size requirements.

8. Applications Selected Cont. • Does not include Direct Certification, Head Start, Even Start, designated Homeless, Migrant, and Runaway Students. • LEAs may verify a greater number of applications than required BUT if selected the application must be verified.

9. Zero Income Households Household must provide written documentation describing the household’s circumstances when no income is indicated on the application

10. Household Notification • Letter to notify household of verification must include the following information: • Informs household to submit income documentation • For 1 month (Usually 2 pay stubs) • Gross income • Net income only for farmers or self-employed persons

11. Household Notification Cont. • Deadline for information to be submitted before benefits discontinue • The Privacy Act and Non-Discrimination Statement • Include a knowledgeable school official’s phone number that households can reach with no charge to them (local or toll free).

12. Type of Documentation To Be Submitted • Written evidence received directly from the household • Person outside the household that can confirm income

13. Documentation Received • Household sends insufficient written evidence or does not respond • LEA must make at least one attempt to contact the household and inform them that failure to comply will discontinue benefits. • Must be documented for CRE.

14. Verification Results Results of Verification must result in one of the following: No change, Reduction, Increase, Or Termination of benefits

15. Changes in Eligibility Status • Reduction or Termination of benefits-10 calendar days advance notice • Increase in benefits- ASAP up to 3 days to implement. Household must be notified. • Changes in status must be documented, records kept and retrievable.

16. Documenting Changes After Verification • Initial • Date • Include any important information • Who • What • When • Where • Why

17. 2nd Notification Letter to Parents Advises the household of: • The change in benefits • Reasons for the change • That an appeal must be filed within 10 calendar- day advance notice period to continue benefits • Instructions on how to appeal • Household may reapply at any time (with income documentation)

18. Benefits During Appeal • Should a household appeal during the 10 calendar day advance notice period, the district must continue to provide benefits originally issued to the child until a final determination is made • Otherwise benefits are changed at the end of the 10 days.

19. Hearing Procedure • Follow the district’s policy statement • Hearing official must be an individual who is not involved with the approval or verification process • Household may request a school conference prior to a formal hearing

20. Households that Reapplyafter Verification If benefits were changed due to verification, they must submit income documentation to reapply

21. Record Keeping Requirements … Save documentation for 5 years

22. Record Keeping Requirements Keep a full record of the verification process including: • Copies of notices/letters and dates sent • Notes on contacts made • Results of verification • Reasons for denial or change in eligibility changes and the date • Signature of verifying official • Copy of Verification Summary

23. District Summary • Total # approved applications on file 10/1 • # of approved FS/TANF applications • # of approved Income/Household Size applications • # of students verified and # whose benefits changed up until November 15th • # of applications re-approved between January 1 and Feb 15th

24. District Summary Question • Students who reapplied and were re-approved for benefits after being terminated for non-response—how to count as non-response or response? • Student may NOT be counted as having responded to verification.

25. District Summary Deadline • Submit electronically to state agency by Thursday, March 1, 2007.

26. Privacy Act Statement The Richard B. Russell National School Lunch Act requires the information on this application. You do not have to give the information, but if you do not, we cannot approve your child for free or reduced priced meals. You must include the social security number of all adult household members. The social security number is not required when you apply on behalf of a foster child or you list a Food Stamp Program, Temporary Assistance for Needy Families (TANF) Program or Food Distribution Program on Indian Reservations (FDPIR) case number or other FDPIR identifier for your child or when you indicate that the adult household member signing the application does not have a social security number. We will use your information to determine if your child is eligible for free or reduced priced meals, and for administration and enforcement of the lunch and breakfast programs.

27. Non-discrimination Statement In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.