NSLP - Administrative Review Checklist



Administrative Review Checklist The following checklist will assist in preparing the Sponsor for the Administrative Review of the National School Lunch Program, Afterschool Snack Program, School Breakfast Program, Special Milk Program, Fresh Fruit and Vegetable Program, and/or Seamless Summer Option. The checklist is separated into four areas. Off-sitePrior to Day of Review Day of ReviewSelf-AssessmentDuring the Administrative Review, the Oregon Department of Education’s Child Nutrition Program (ODE CNP) staff will review program records for compliance with State and Federal regulations. The Self-Assessment area of this checklist will assist in ensuring your program is in compliance. Visit our website for additional resources: ODE Administrative Review Webpage. Off-site – All items due by Monday October 1, 2018?Submit Off-site assessment tool?Include contact for Child Nutrition Program (see Off-site cover page)?Include contact for Resource Management section (Business Official) Civil Rights?Submit School Food Authority’s public release if applicable. RCCIs are not required to submit a public release unless their enrollment includes day students. Note: ODE CNP issues a statewide press release annually. If your organization issues its own locally, please provide a copy. (see offsite question #801)Local Wellness Policy? Submit web address(es) for the Local School Wellness Policy, policy review and update information, stakeholder solicitation, and policy assessmentOR? Submit most recent adopted wellness policy (see Off-site question #1000)?Submit documentation to show how the public knows about the Local Wellness Policy (Q #1001)?Submit documentation to show when and how the review and update of the Local Wellness Policy occurs (Q #1002)? Submit documentation to show how potential stakeholders are made aware of their ability to participate in the development, review, update, and implementation of the Local Wellness Policy (Q #1004)? Submit a copy of the most recent assessment on the implementation of the Local Wellness Policy (Q #1005)? Submit documentation of how the public knows about the results of the most recent assessment on the implementation of the Local Wellness Policy (Q #1006)Resource ManagementAnswers in this section will be used to determine Comprehensive Resource Management Review requirements. Supplemental information may be needed. Please utilize the Self-Assessment area of this checklist for additional guidance. Prior to onsite review – the following items (or similar) will be requested 6 weeks prior to the Day of Review. A specific email with detailed information for your organization’s review will be sent to the CNP Program Manager.Meal Components and QuantitiesFor all review sites for week of review: ? Breakfast Menu, as posted for participants?Lunch Menu, as posted for participants?Completed Breakfast Production Records?Completed Lunch Production Records?Completed Afterschool Snack Production Records, if participatingProduction Records must contain all components/menu items and show how the daily and weekly meal pattern requirements are met. Please indicate if items must be taken together. Example: High School breakfast; toast must be taken with cereal or at lunch; whole grain roll must be taken with turkey mashed potatoes. Additional notes are welcome. Meal Service Times: ? Send us your serving time(s) for breakfast, lunch, and afterschool snack for each announced site. If you have unannounced sites, send serving times for all sites. Meal Charging Policy: ?Submit your policy for providing meals to students without funds. Oregon Smart Snack Standards?List of all areas at review sites, outside of the Nutrition Services Department, that are selling food to studentsCertification and Benefit IssuanceDocumentation is needed for all sponsor sites participating in the National School Lunch Program and/or School Breakfast Program with a pricing program. District-wide CEP and RCCI’s are exempt. A statistically valid sampling method is used for benefits issuance. Sponsor must provide information for ALL students eligible for free or reduced meals; ODE CNP will determine the sample and validate eligibility using provided documentation. A list of students needing confirmation of eligibility on-site will be sent to you in advance.Benefit Issuance Roster – The roster must meet this criteria:?Be generated from the point of service system used (electronic POS, student roster, spreadsheet, etc.)?Use Excel format?List each student eligible free or reduced price meals at all schools/sites including preschool students. Do not include paid students.?List each student one time onlyThe individual student information must contain:?Student’s name ?District Student ID number (The preference is to use Secure Student ID (SSID) if available)?School name ?Benefit status (free or reduced)?Method of certification (application, direct certification, homeless, migrant, foster) and?Date of eligibility determinationBenefit Issuance Supporting DocumentationSend the following supporting documentation used to establish eligibility in Excel format:?Direct certification lists ?Migrant lists from liaison?Homeless/Runaway lists from liaison?Foster lists from liaison or DC list?Head Start enrollment lists (if claiming meals)Items available day of the reviewCertification and Benefit Issuance You will receive a list of selected sample students before the onsite review. You will need to provide Eligibility documentation for each student on the list. ?Residential Child Care Institutions [RCCI] only: Children’s Income Policy Statement and roster on file for residential students. Roster needs to include Name, Date of Birth, Entrance and Exit date. ?Documentation of the extension of DC benefits to other students in the household?Confidential family applications for free and reduced meals?Documentation for categorically eligible children (homeless, migrant, runaway, Head Start, Foster)?Denied confidential family applications for free and reduced meals ?Samples of all Eligibility letters to households (approval, denial, change of benefits, etc.) Verification report supporting documentation:?Verification notification letter(s):? Selected for verification? Results letter?Documentation used to verify the household eligibility (income information or Direct Verification-Medicaid data)?Documentation for foster students ?Tracking system used for Verifications, follow-up contacts?Documentation of Confirmation review of selected applications OR approved Verification exception Meal Counting and Claiming?Supporting documentation of claim by site for review month ? Monthly Edit Check report for month of review? Monthly Edit Check report for day of review?Total daily meal counts (Provision 2, Community Eligibility Provision [CEP] sites only) for month of reviewMeal Components and Quantities?Provide crediting information for week of review: Child Nutrition (CN) label, Manufacturers Product Formulation Statement (MPFS), Recipe Analysis Worksheet, standardized recipe and/or other crediting documentation, nutrition facts label to document meal pattern contribution ?Medical Statement(s) for Participants with Disabilities?Milk Substitute Request Form(s)Civil Rights?Procedure for receiving and processing complaints alleging discrimination within FNS School Meals Program (see offsite question #803) – ? Documentation of civil rights training for all staff who interact with program applicants or participants to include who attended these trainings and what topics were covered (see offsite question #806) ?Documentation explaining how the SFA collects racial/ethnic data and how often information is collected (see offsite question #807) On-Site Monitoring (only applicable to sponsors with more than one site)?On-site monitoring forms for each site for both breakfast and lunchSmart Snacks?Documentation of compliance with Oregon Smart Snack Standards for all foods sold to students on the school campus during the school day? Nutrition facts labels? Oregon Smart Snacks product calculator resultsFood Safety?Written food safety plan at each review site?Two most recent food safety inspections for all sites ?Temperature logs for food and equipment ?USDA Foods self-storage evaluationProfessional Standards?List of employees to include name, title/position, employment status (full time, part time, temp), date hired, Professional Standards Employee Category (Nutrition Program Director, Manager, or Staff)?Training tracking tool used – indicating employees’ names, required number of training hours and trainings completed (Key areas, Professional Standards Learning Objectives). ?Supporting documentation for all trainings (agendas, sign-in sheets, certificates of completion, etc.)?Documentation the Director meets hiring standards if hired after July 2015Afterschool Snack Program?Supporting documentation of claim for review month, by site?Menus and production records ?On-site monitoring review documentation for each site?Documentation for area eligibility or student eligibility Seamless Summer Option (review will be conducted separately during SSO service)?Documentation of outreach conducted informing families regarding the availability of summer meals?Closed enrolled sites, data (e.g. applications, direct certification) ensuring 50% of the children are eligible ?Menus and production records ?On-site monitoring review documentation?Claims for Reimbursement; available claim data, by site, for each monthFresh Fruit and Vegetable Program?Documentation of claim for reimbursement to include labor, materials, food ?Samples of educational and promotional materials used Special Milk Program?Documentation to support the claim for reimbursement Eligibility for free/reduced price studentsMonthly milk counts Receipts IV. Self-Assessment – Operation CheckThese are optional self-checks that the Sponsor may complete to assess compliance at sites. Operation Checks are not reported back to the Oregon Department of Education.Certification and Benefit Issuance ? Income applications contain:Names of all household membersAll household income and how frequently receivedSignature of an adult household memberLast four digits of the social security number of the adult household member who signs the application, or an indication that there is none?Supplemental Nutrition Assistance Program (SNAP) or Temporary Assistance for Needy Families (TANF) applications contain the required information:Valid case number format, depending on programSignature of an adult household member?Eligibility for foster student, documentation may include:A copy of the current documentation from the court, the Department of Human Services, or Foster liaisonORHousehold eligibility application includes:The name of the foster studentBox checked to indicate foster (more than one foster child may be included on a single application)The signature of an adult guardian with whom the student resides Verification?Verification Collection Report (in CNP web) documentation includes the number of applications on file as of October 1st, the selection method used, number verified, and results?Verification process completed by November 15thMeal Counting and Claiming – use Onsite monitoring form?Free, reduced-price, and paid meals are counted reliably, by category, at the point of service, without overt identification of children’s eligibility?Claim information is checked to ensure:No mathematical errors occurredFigures are not transposed or copied incorrectlyIneligible meals such as adult meals, second meals, and a la carte meals are not claimedAn accurate number of days are reported for each claim period?Before submitting the monthly Claim for Reimbursement for each site, an edit check is conducted and documented which:Compares meals claimed to the maximum claimable meals for the monthCompares daily meal counts to the number of eligible in each categoryCompares the daily meal counts to the attendance adjusted eligible in each categoryEnsures meal counts do not exceed the enrollment or attendance adjusted enrollmentCorrects the claim or identifies reasons for meals claimed in excess of the number eligibleMeal Service?Offered food quantities are in the correct portion size per age/grade group?Sites offer fluid milk variety, two or more choices of unflavored/flavored fat-free or unflavored/flavored low-fat (1%) fluid milk?Menu posted?Point of service staff must be trained on how to identify a reimbursable mealOffer Versus Service?Signage is posted for breakfast a minimum of three food items are selected, one of which must be ? cup fruit or vegetable?Signage is posted for luncha minimum of three components are selected, one of which must be ? cup fruit or vegetableWater?Free drinking water is available to all children at breakfast and lunch?Ensure water is not offered as a substitute for milkCivil Rights?Data of the racial/ethnic category of students maintained by the organization?The following public notification requirements must be fulfilled:USDA-approved “And Justice For All” poster displayed, size 11X17 onlyInformational materials available in appropriate translation(s), as neededProgram material contains the appropriate nondiscrimination statement ?Civil Rights complaint log maintained annually?Civil Rights training logFood Safety ?The food safety plan is Hazard Analysis Critical Control Point (HACCP) based, updated regularly, and includes any facility or part of a facility where food is prepared, stored, or served for any federally funded child nutrition programs?Each site has a food safety plan for the preparation and serving of meals in that location, including Standard Operating Procedures and staff responsible?Two food safety inspections completed annually, or a letter to the local health department requesting the inspection(s) on file?A copy of the most recent inspection report is posted in a visible location to program participants; citations must be corrected?USDA Foods storage self evaluation completed annually?Food and equipment temperature logs are maintainedAfterschool Snack Program (ASSP)?Snacks that meet ASSP meal pattern after the school day has ended and are only claimed on school days?Sites offer educational or enrichment activities?Area eligible sites take an accurate daily count of the total number of snacks served?Non-area eligible sites count free, reduced-price, and paid snacks, by category, at the point of service?Equipment purchases over $5,000 per-unit are documented as pre-approved or SA approval is received ?Monitoring conducted as required Resource ManagementModule 1: Maintenance of Nonprofit School Food Service Account?Confirm all revenues and expenditures for Nonprofit School Food Service can be reported separately?Review written procedures for ensuring only allowable costs are charged to the Nonprofit School Food Service?Ensure written procedures are followed and provide program integrity?Submit Excess Operating Balance ReportModule 2: Paid Lunch Equity?Review your organization’s Paid Lunch Equity (PLE) Tool for the RM period under review?Confirm paid lunch prices at all serving sites within your organization?If used, ensure the account ledger shows funds transferred to the nonprofit food service account for PLE separate from any other transfers Module 3: Revenue from Nonprogram Foods?Review revenue sources outside of program reimbursements and student meal payments ?Confirm nonprogram foods (Catering, ala carte items, etc.) are sold at prices to maintain food cost equal to or less than program foods (reimbursable meals)?Ensure adult meals are either priced in accordance with USDA guidance or tracked for nonfederal fund transfer to cover the cost of providing meals to adults?Utilize USDA Nonprogram Food Revenue Tool to determine if a price increase is needed Module 4: Indirect Costs?Confirm the approved indirect cost rate, if applicable?Ensure indirect costs were charged consistently throughout the organization?Maintain documentation of direct cost base dollar amount, calculations used, statement of revenue & expenses ................
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