Free

1. Free/Reduced ApplicationsandVerification 2011 Training 1

2. This workshop will cover: Format of the Free and Reduced-Price Application (F/R App) Changes from last year Important Reminders Definition of verification Definition of the verification task timeline How to select the correct method & number of applications Confirmation reviews, direct verification, second notices, & on-line reporting 2 Today I am going to talk about the OSPI Free and Reduced-price Application (F/R App) as well as the USDA application prototype. I will also cover the verification process. I will be covering: Read the slide The F/R application and letter to household information was sent out this year via email. The USDA income guidelines are posted on the OSPI web site. Today I am going to talk about the OSPI Free and Reduced-price Application (F/R App) as well as the USDA application prototype. I will also cover the verification process. I will be covering: Read the slide The F/R application and letter to household information was sent out this year via email. The USDA income guidelines are posted on the OSPI web site.

3. Eligibility Manual Newest Version: December, 2008 Available on-line at: http://www.fns.usda.gov/cnd/Governance/notices/iegs/EligibilityManual.pdf 3 We are going to first start with talking about free and reduced applications and the approval process. No longer considered in draft form. The eligibility manual will assist in the application approval process and can be found at…. Note: USDA is planning on updating the Eligibility Manual, no date has been given.We are going to first start with talking about free and reduced applications and the approval process. No longer considered in draft form. The eligibility manual will assist in the application approval process and can be found at…. Note: USDA is planning on updating the Eligibility Manual, no date has been given.

4. USDA Prototype Available online- English updated for 2011-12 Available in Spanish and 24 other languages (will be updated July 2011) MUST include income eligibility guidelines on letter to household http://www.fns.usda.gov/cnd/frp/frp.process.htm 4 There are two different formats (prototypes) of applications that you may use in your districts. The USDA prototype and the State Preferred prototype (unless your LEA has an application scanning system). The USDA prototype is available on-line at the web address listed. It’s available in Spanish and 24 other languages. The USDA translations will be updated July 2011. If you use the USDA Prototype, you MUST include the income guidelines on the letter to households.There are two different formats (prototypes) of applications that you may use in your districts. The USDA prototype and the State Preferred prototype (unless your LEA has an application scanning system). The USDA prototype is available on-line at the web address listed. It’s available in Spanish and 24 other languages. The USDA translations will be updated July 2011. If you use the USDA Prototype, you MUST include the income guidelines on the letter to households.

5. State Preferred Prototype New this Year Only the Multi Use Application is approved for use Pricing and Non-pricing Letters to Household available Scanned and online applications Again this Year: LEAs may NOT make changes to the state prototype. Available at K12 website 5 Free or low cost health insurance   NO CHANGES: Many districts were making so many changes that there ended up to be some applications that didn’t meet the federal guidelines and it was also very time consuming for staff to approve all of the changes.  Individual school districts/LEAs will still be able to add district name/letterhead at the top of the application, but the content cannot be changed. LEAs using meal applications formatted specifically for scanning software and on-line access systems must request an exception to use a different form by e-mailing Ms. Wendy Barkley/Program Specialist.  The e-mail must include, as attachments, the Free and Reduced-Price meal Application and the Letter to the Households. Free or low cost health insurance   NO CHANGES: Many districts were making so many changes that there ended up to be some applications that didn’t meet the federal guidelines and it was also very time consuming for staff to approve all of the changes.  Individual school districts/LEAs will still be able to add district name/letterhead at the top of the application, but the content cannot be changed. LEAs using meal applications formatted specifically for scanning software and on-line access systems must request an exception to use a different form by e-mailing Ms. Wendy Barkley/Program Specialist.  The e-mail must include, as attachments, the Free and Reduced-Price meal Application and the Letter to the Households.

6. AHFK Apple Health for Kids (AHFK) The AHFK Letters to Household and Free and Reduced –Price Application should only be used if the district has entered into a data sharing agreement for the 2011-2012 school year These applications were sent out only to LEAs who notified OSPI/CNS of participation in AHFK

7. State Preferred Prototype Today, we’ll be reviewing the Revised OSPI preferred prototype. 7 The state prototype has been revised WSNA: Please take out the copy of the state preferred prototype we gave you and follow along with me as I describe each section of it. WEBINAR: Please look at Slides #41 and #42 to follow along as an example. Reminder – Please remember that LEA’s are required to have household Apps on file now; you can NOT ask for separate applications for each student. The state prototype has been revised WSNA: Please take out the copy of the state preferred prototype we gave you and follow along with me as I describe each section of it. WEBINAR: Please look at Slides #41 and #42 to follow along as an example. Reminder – Please remember that LEA’s are required to have household Apps on file now; you can NOT ask for separate applications for each student.

8. Part 1 List names of all children in the household, identify if the child(ren) is a foster child, DOB, School, Grade, Income, Frequency, Case Number New this year There is a section for homeless, migrant, and runaway children 8 When a household lists their children in this section, they need to tell us if a child is receiving Basic Food, TANF, or FDPIR by placing a checkmark in the box and listing the case number. The household needs to identify the any students who are foster children. On part 1 of the new application, there is a section where the household can identify the child(ren) that they are applying for as homeless, migrant, and/or runaway.  When a household lists their children in this section, they need to tell us if a child is receiving Basic Food, TANF, or FDPIR by placing a checkmark in the box and listing the case number. The household needs to identify the any students who are foster children. On part 1 of the new application, there is a section where the household can identify the child(ren) that they are applying for as homeless, migrant, and/or runaway. 

9. New This Year! Foster children are categorically eligible for free meals Foster children are no longer considered a household of one Foster children can be included on the household application and considered a member of the HH A Foster child’s eligibility is not extended to the other students in the household As a result of the Healthy, Hunger-Free Kids Act of 2010, foster children are now categorically eligible for free meals.  There are three ways to certify foster children for free meals.  First, foster parents can bring in a letter from the court or agency that has placed the foster child in their care.  No application would be required.  A copy of the letter must be kept on file.  Second, foster parents can fill out one application for all foster children in their care.  Third, foster parents can fill out an application for all members of the household and include foster children on the same application.  Foster children are approved for free meals.  The other students in the household would be approved for free or reduced-price meals based on household size and income.  As a result of the Healthy, Hunger-Free Kids Act of 2010, foster children are now categorically eligible for free meals.  There are three ways to certify foster children for free meals.  First, foster parents can bring in a letter from the court or agency that has placed the foster child in their care.  No application would be required.  A copy of the letter must be kept on file.  Second, foster parents can fill out one application for all foster children in their care.  Third, foster parents can fill out an application for all members of the household and include foster children on the same application.  Foster children are approved for free meals.  The other students in the household would be approved for free or reduced-price meals based on household size and income. 

10. Case Numbers Good” case numbers Contain between 2-9 numbers (when lead zeros are dropped). Do NOT contain letters. Medical coupons are not accepted. Tribal TANF numbers: typically are three or four digits, but may also be social security number. Tribal TANF numbers: funded under Title IV Part A of the Social Security Act. 10 Here are some reminders about case numbers that are listed in part 1. A “good” case number 1. contains between 2 and 9 numbers, after the lead zeros are dropped. 2. good case numbers do not contain letters of the alphabet. 3. and please remember, medical coupons are not accepted. Medical coupons contain letters of the alphabet, and often times the only way an approver will know if the case number is a medical coupon number is if the family mentions it on the application. DSHS new income guidelines (went into effect October, 2008) now provide benefits to families at 200% of poverty = many families that qualify for reduced on income will now have case numbers and qualify for free benefits. TANF= Temporary Aid to Needy Families Tribal TANF numbers can be 3 or 4 digits long, and sometimes they are a social security number. Children receiving Tribal TANF are categorically eligible for free meals just like those issued by a state agency such as DSHS. The district can obtain a list of eligible students from the Tribal TANF agency in lieu of taking applications from those households, or the household could list the Tribal TANF number on the application, and would not need to list income. The district would need to confirm that a tribe’s program is in fact TANF as authorized and funded under Title IV Part A, Section 412 and not local tribe sponsored assistance program funded thru sources other than federal funds that often is also called TANF. Local assistance programs using local tribal funds do NOT automatically qualify households for meal benefits. When verifying an application with a Tribal TANF number it must be determined if the family was receiving federal TANF benefits or locally funded benefits. The Tribal School should have a letter from the federal department. Here are some reminders about case numbers that are listed in part 1. A “good” case number 1. contains between 2 and 9 numbers, after the lead zeros are dropped. 2. good case numbers do not contain letters of the alphabet. 3. and please remember, medical coupons are not accepted. Medical coupons contain letters of the alphabet, and often times the only way an approver will know if the case number is a medical coupon number is if the family mentions it on the application. DSHS new income guidelines (went into effect October, 2008) now provide benefits to families at 200% of poverty = many families that qualify for reduced on income will now have case numbers and qualify for free benefits. TANF= Temporary Aid to Needy Families Tribal TANF numbers can be 3 or 4 digits long, and sometimes they are a social security number. Children receiving Tribal TANF are categorically eligible for free meals just like those issued by a state agency such as DSHS. The district can obtain a list of eligible students from the Tribal TANF agency in lieu of taking applications from those households, or the household could list the Tribal TANF number on the application, and would not need to list income. The district would need to confirm that a tribe’s program is in fact TANF as authorized and funded under Title IV Part A, Section 412 and not local tribe sponsored assistance program funded thru sources other than federal funds that often is also called TANF. Local assistance programs using local tribal funds do NOT automatically qualify households for meal benefits. When verifying an application with a Tribal TANF number it must be determined if the family was receiving federal TANF benefits or locally funded benefits. The Tribal School should have a letter from the federal department.

11. Extending Eligibility All children in a household who are participating in one or more Child Nutrition Programs are categorically eligible for free meals if ANY child or adult in that household receives Basic Food, TANF, or FDPIR benefits. 11 Any child or adult receiving Basic Food/TANF/FDPIR benefits is always categorically eligible for free meals and their eligibility extends to all household members attending school or participating in Child Nutrition Programs. REMEMBER: This does not apply to Foster Students Any child or adult receiving Basic Food/TANF/FDPIR benefits is always categorically eligible for free meals and their eligibility extends to all household members attending school or participating in Child Nutrition Programs. REMEMBER: This does not apply to Foster Students

12. DOCUMENTING Extended Eligibility Document the extension of free meals to the best of your ability Notes on the application Use school district records (address, parent information, etc.) LEA must indicate on the application, roster, or other records which children are eligible based on extended eligibility. 12 LEAs must have some record of the basis of eligibility in order to properly apply this policy in the event that a child moves to a new household and for review purposes. Further, when eligibility is extended to additional household members at the request of the household and there is no application currently on file, an adult household member must attest to the household size and membership if agency or school district records are not available. This would happen, for example, if only one child was identified through direct certification and the LEA was unable to identify any other school-age children. In these situations, the LEA could either:   have an adult member attest to the household composition by signing a statement listing all members of the household with the attesting statement for the application for free and reduced price meals and milk (see 7 CFR 245.6(a)(9) and Part 2, Section F. of the Eligibility for School Meals Manual); or,   use the application as a way to record this information and have an adult member sign the application.   When there are other records used to extend eligibility, such as an application or school districts records, the LEA must indicate on the application, roster, or other records which children are eligible based on extended eligibility. LEAs must have some record of the basis of eligibility in order to properly apply this policy in the event that a child moves to a new household and for review purposes. Further, when eligibility is extended to additional household members at the request of the household and there is no application currently on file, an adult household member must attest to the household size and membership if agency or school district records are not available. This would happen, for example, if only one child was identified through direct certification and the LEA was unable to identify any other school-age children. In these situations, the LEA could either:   have an adult member attest to the household composition by signing a statement listing all members of the household with the attesting statement for the application for free and reduced price meals and milk (see 7 CFR 245.6(a)(9) and Part 2, Section F. of the Eligibility for School Meals Manual); or,   use the application as a way to record this information and have an adult member sign the application.   When there are other records used to extend eligibility, such as an application or school districts records, the LEA must indicate on the application, roster, or other records which children are eligible based on extended eligibility.

13. Part 2 List the names of ALL OTHER household members, not including children from Part 1. All income from all sources must be listed as well as how often each income is received. If an adult has a Basic Food/TANF/FDPIR case number, list it here. 13 Part 2 is a critical part of the F/R App. In this section, the household needs to list the names of all other members of the household not listed in Part 1, whether the members of the household are related to each other or not. Income for each household member also needs to be listed in this section. The income amount must be listed ALONG WITH HOW OFTEN PAYMENT IS RECEIVED!!! The household MUST specify how often all income is received- if the frequency is missing, you must contact the household to obtain the missing information, then add the frequency on the correct line, initial and date it. If the application is processed assuming the income listed is monthly- the application will be considered incomplete and corrective action will be requested during a CRE review. Please look at the income amounts closely, and if income on the application is received in MORE THAN ONE frequency (weekly, or every two weeks, or twice a month), you need to use the correct conversion factor to determine the ANNUAL income. Regarding Child Support: If the household indicates that child support is not received on a consistent basis, then it should not be counted. Regarding Overtime: If overtime is received on a consistent basis, then it should be counted as part of the income. If overtime is not received on a consistent basis, then it should not be counted as part of the income. There is space to list an adult case number for extending eligibility to all students.Part 2 is a critical part of the F/R App. In this section, the household needs to list the names of all other members of the household not listed in Part 1, whether the members of the household are related to each other or not. Income for each household member also needs to be listed in this section. The income amount must be listed ALONG WITH HOW OFTEN PAYMENT IS RECEIVED!!! The household MUST specify how often all income is received- if the frequency is missing, you must contact the household to obtain the missing information, then add the frequency on the correct line, initial and date it. If the application is processed assuming the income listed is monthly- the application will be considered incomplete and corrective action will be requested during a CRE review. Please look at the income amounts closely, and if income on the application is received in MORE THAN ONE frequency (weekly, or every two weeks, or twice a month), you need to use the correct conversion factor to determine the ANNUAL income. Regarding Child Support: If the household indicates that child support is not received on a consistent basis, then it should not be counted. Regarding Overtime: If overtime is received on a consistent basis, then it should be counted as part of the income. If overtime is not received on a consistent basis, then it should not be counted as part of the income. There is space to list an adult case number for extending eligibility to all students.

14. Part 3 Remember: Adult household member enters how many total household members live in the household. If the # listed is different from how many people are listed in Parts 1 & 2, you will need to inquire further. 14

15. Economic Unit Definition: A group of related or unrelated individuals who are not residents of an institution or boarding house but who are living as one economic unit, and who share housing and/or significant income and expenses of its members. - Page 31- “Eligibility Guidance for School Meals Manual”