Certification of Compliance with New Meal Pattern Requirements

1. Certification of Compliance with New Meal Pattern Requirements Getting Your 6 Cents

2. Healthy Hunger Free Kids Act (HHFKA) Background • Requires SFAs follow the updated meal patterns (rule published January 26, 2012). • State agencies are not required to perform CRE or SMI reviews in SY 2012-2013, but will do 6 cents certification approvals and validation reviews instead for breakfast and lunch. • Provides performance-based reimbursement for SFAs that demonstrate compliance with updated meal pattern – this includes both lunch and breakfast. • The additional 6 cents reimbursement is available October 1, 2012. • Future 6 cents reimbursement will be adjusted beginning July 2013 when new meal rates come out.

3. Overview – Certification Process (detail will follow) • The certification process works as follows: • SFA submits certification documentation to State agency • State agency makes a certification determination within 60 days • State agencies conduct validation review of at least 25 percent of certified SFAs in SY 2012-13 • Ongoing compliance with the meal pattern requirements is monitored during administrative reviews (CRE/SMI). • State agencies will not be required to conduct administrative reviews (CRE) or School Meals Initiative (SMI) reviews in SY 2012-13. (Except required SMI’s will need to be completed for schools applying for the Healthier US School Challenge.)

4. Overview - Continued • Some aspects of the meal pattern are phased in over several years • SFAs must demonstrate compliance with those requirements in effect at time of certification (Note: All schools in the SFA must certify in order for the SFA to receive the 6 cents) • SFAs must demonstrate compliance with both breakfast and lunch if SFA offers breakfast

5. Definition of Certification • Paper or electronic documentation submitted to the State agency by the SFA to demonstrate compliance with new meal pattern requirements. • Please refer to SP 34 2012 Certification of Compliance with New Meal Pattern Packet. • Documentation must include both breakfast and lunch if SFA offers breakfast. • Documentation is a representative view of meal service for all schools within the SFA. • Within 60 days of receipt, the State Agency must review and approve or deny documentation for certification within 60 days of receipt.

6. Certification – SFA Responsibilities

7. Certification Options • Option 1: SFA submits one week menus, menu worksheet and nutrient analysis on USDA approved software. • Option 2: SFA submits one week menus, menu worksheet and simplified nutrient assessment. Includes all schools that do nutrient analysis on non USDA approved software. • Option 3: State agency on-site review which is at the discretion of the state agency only.

8. Certification – Option 1 • SFAs must submit to NH Dept. of Ed., Bureau of Nutrition Programs and Services, 101 Pleasant St., Concord, NH 03301: • One week of menus for each menu type offered by age grade group. Week = Normal 5 day school week. • Detailed menu worksheets. • Nutrient analysis of calories and saturated fat for each menu type using USDA approved software. • Menu worksheet includes food components and quantities/serving sizes used to assess compliance for reimbursable meals. These tools are attached.

9. Certification – Option 2 • SFAs must submit to the State Agency: • One week of menus for each menu type offered by age grade group. • Detailed menu worksheet. Refer to the SP 34 2012. • Simplified Nutrient Assessment of calories and saturated fat for each menu type. Refer to the SP 34 2012. • Simplified nutrient assessment will serve as a proxy for a nutrient analysis.

10. Certification – Option 3 • State agencies may document SFA compliance during an on-site review at their discretion.

11. Certification Documentation • Menu Type: For each certification option SFAs must submit one week of each menu offered by age grade group (for both breakfast (if offered at the school) and lunch) within the SFA. • Example: If an SFA serves an elementary, middle and high school menu for lunch and only one menu for breakfast for all schools, the SFA must submit four menus (3 lunch and 1 breakfast) and four associated menu worksheets

12. Certification Documentation • All documentation submitted must reflect current SFA practices: • Documentation can include meals served in the calendar month the certification materials are submitted or • Documentation can include meals served in the month preceding the calendar month of submission. • Example: If an SFA submits a request for certification in December, documentation of either December or November meal service can be submitted.

13. Certification Documentation • Early submission (before Sept 30, 2012) • SFAs may submit documentation for compliance reflecting planned meal service for October or November 2012

14. Certification Documentation • Example: If an SFA submits certification documentation in August 2012, the documentation for compliance must reflect meals planned for October or November 2012. • Note: SFA’s may submit for 6 cents certification at any time during the SY 12/13 and prior to June 1, 2013.

15. Certification Documentation- Attestation • As part of certification, SFAs must attest that: • They are in compliance with all current meal pattern requirements • Documentation is representative of the ongoing meal service within the SFA • The minimum required food quantities for all food components are available to students in every serving line. • Note: The attestation form is found in the SP 34 2012 packet.

16. Annual Attestation • Certified SFAs must annually attest, through SY 2014-15, to compliance with the meal pattern requirements, as new requirements are phased-in • The attestation must be provided to the State agency as an addendum to the permanent agreement between States and SFAs

17. 16 Currently Approved Software Packages (list will be revised) • CN Menus (CN Resource, LLC) • CookenPro Commercial (Barrington Software, Inc.) • Eatec Solutions by Agilysys (Agilysis, Inc.) • KidServ (Horizon Software International) • LunchBox (Heartland Payment Systems) • Meal Magic.NET Suite • Meal Tracker Menu Planning (Harris School Solutions) • Meals Plus Menus (Education Management Systems, Inc.) • Menus & Nutrition Inventory Management (WinFSIM)

18. Approved Software, Continued • NutriKids: Menu Planning and Nutritional Anaylsis • OneSource (Horizon Software, International) • PRIMA (ARAMARK schools only) • Primero Menu Planning and Nutrient Analysis • TrakNOW – Nutrition on the Web by Fastrak • Virtual B.O.S.S. (Back Office Software Solutions) • WinSNAP (WebSMARTT)

19. Certification – State Agency Responsibilities

20. Certification – State Agency Responsibilities • Establish process for certification in the State based on interim rule and FNS guidance • Train and disseminate information to SFAs • Receive, review and approve/deny SFA certification documentation within 60 days of receipt. Note: Early submissions or those prior to Oct. 1, the State will have 60 days starting Oct. 1, 2012 to approve or deny. • Disburse 6 cents reimbursement to certified SFA

21. Certification – State Agency Responsibilities • State agencies may not approve/deny certification until July 1, 2012. • Certified/Approved SFAs can start earning 6 cents reimbursement October 1,2012.

22. Certification – State Agency Responsibilities • For applications submitted on or before September 30, 2012, the State Agency has 60 days from October 1, 2012 to review the certification materials and to make a determination of approval/denial.

23. Certification – State Agency Responsibilities • Example: If an SFA submits certification materials on August 15, 2012 with planned menus for October 1, 2012, the State agency has 60 days from October 1, 2012 to make a certification determination of approval/denial.

24. Certification – State Agency Responsibilities • Promptly disburse 6 cents reimbursement to the certified SFA for each lunch served beginning at the start of the month in which the certified menus are served.

25. Certification – State Agency Responsibilities • Example: If menus for the week of March 15-19, 2013 are certified in May 2013, the State agency must retroactively reimburse the additional 6 cents for all lunches served on or after March 1, 2013. • If a school submits documentation for early submission and state certifies/approves the menu Oct. 15, 2012, then state retroactively pays to Oct. 1, 2012. • If a school submits documentation for early submission and state certifies/approves the menu Sept. 15, 2012, then the State starts payment Oct. 1, 2012. • Questions for this section?

26. SY 2012-13 Validation Reviews

27. SY 2012-13 Validation Reviews - Definition • SY 2012-13 Validation Review: An on-site visit conducted by the State agency to affirm that a certified SFA has met and continues to meet the updated meal patterns

28. SY 2012-13 Validation Reviews • Validation reviews are only required in SY 2012-13 • During a validation review, State agencies must: • Observe a meal service for each type of menu certified • Review the school production records for observed meals • Review the documentation submitted for certification

29. SY 2012-13 Validation Reviews • State agencies must conduct random on-site validation reviews of at least 25 percent of SFAs certified via documentation (Options 1 and 2) • 25 percent must include all large SFAs • SFAs that receive certification through an onsite review (Option 3) are not required to receive a validation review. This certification option is at the discretion of the State Agency. • The State Agency will review one school representing each type of menu certified. • Randomly selected by State

30. SY 2012-13 Validation Reviews • Draw “sample” during three time periods • October – December • January – March • April – June • The total number of validation reviews at the end of SY 2012-13 must be at least 25 percent of certified SFAs in the State • Must be completed by June 30, 2013, therefore all submissions must be into the State Agency by June 1, 2013.

31. SY 2012-13 Validation Reviews • If the State agency is unable to validate the certification documentation, the State agency must assess: • Whether corrective action can occur immediately; and • The longevity and severity of the problem(s). • These assessments determine whether an SFA can earn the 6 cents in the future and what fiscal action is needed in the current month and/or prior periods. Note: Fiscal action is for validations reviews only.

32. SY 2012-13 Validation Reviews • If corrective action does occur immediately • 6 cents is not turned off for future months. • If corrective action does not occur immediately • 6 cents must be turned off for future months until school is re-certified. Example: A reviewer notes that a school does not have a second milk option. The second option is actually in the cooler and can be brought out immediately – 6 cents not turned off. However, if a reviewer notes that only 2% milk is being served and there is no other allowable milk to be brought out as back-up and school must order milk, use up current stock etc – 6 cents turned off.

33. Appeals • SFAs cannot appeal the State agency’s denial of certification. • SFAs can appeal that a State agency turns off the 6 cents reimbursement only – the entire reimbursement will not be subject to appeal.

34. Resources

35. http://education.nh.gov/program/nutrition/six_cent_cert_index.htmhttp://education.nh.gov/program/nutrition/six_cent_cert_index.htm

36. Bureau of Nutrition Programs and Services Personnel Cheri White, Administrator (603) 271-3860 Cheri.White@doe.nh.gov Carole Dennis, Program Specialist, CACFP (603) 271-3883 Carole.Dennis@doe.nh.gov Tami Drake, Accountant (603) 271-3646 Tami.Drake@doe.nh.gov Judy Gosselin, Program Specialist, NSLP, SFSP (603) 271-3862 Judy.Gosselin@doe.nh.gov Kathryn G. M. Hodges, Program Specialist (603) 271-3861 Kathryn.Hodges@doe.nh.gov

37. Questions?