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Child Nutrition Program Regulations

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Title: Child Nutrition Program Regulations


1
Child Nutrition Program Regulations The
Basics2011 2012
2
  • Welcome to
  • Boot Camp

Understanding the regulations and requirements
for USDAs Child Nutrition Programs
3
Orientation
  • Contract for School Nutrition Programs
  • Menu Planning
  • Commodities
  • Mandatory Health Inspection
  • Mandatory Wellness Policy
  • On-Site Evaluations

4
Programs
  • National School Lunch Program (NSLP)
  • School Breakfast Program (SBP)
  • Food Distribution Program (Commodities)
  • Federal Special Milk Program (SMP)
  • Wisconsin School Day Milk Program (WSDMP)
  • After School Snacks (ASCSP)
  • Summer Food Service Program (SFSP)

5
Permanent AgreementSigning on the dotted line
  • Department of Public Instruction (DPI) agrees
  • School Food Authority (SFA) agrees
  • DPI and the SFA mutually agree

6
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7
DPI agrees to
  • Reimburse SFA
  • Allocate commodities
  • Inform SFA of regulation changes

8
SFA agrees to
  • Maintain non-profit food service and limit cash
    resources
  • Serve meals each full day of school
  • Prohibit the sale of foods of minimal nutritional
    value

9
SFA agrees to
  • Price meals as a unit
  • Serve meals meeting the requirements and maintain
    the required records
  • Develop and follow the policy statement for free
    and reduced price meals.
  • Implement a meal accountability system that
    protects student confidentiality

10
SFA agrees to
  • Complete an edit check and compile claims
  • Conduct on-site inspections yearly by February 1
    - multi site schools only
  • Comply with all state/local sanitation and health
    standards

11
SFA agrees to
  • Appropriately utilize accepted
  • commodities
  • Maintain a financial management
  • system submit annual financial report
  • Retain records for 3 school years plus
  • the current year or until audit resolution

12
SFA agrees to
  • Comply with direct certification requirements
  • Establish a local school wellness policy

13
Policy StatementFor Free Reduced Priced Meals
or Milk
  • Accepting Responsibility

14
SFA agrees to
  • Provide free or reduced priced meals to all
    eligible children
  • Not discriminate based on race, sex, color, age,
    national origin or disability
  • Designate officials

15
SFA annually agrees to
  • Complete direct certification a minimum of 3
    times per school year
  • Distribute applications
  • Submit a public release
  • Notify parents of eligibility determination
  • Conduct verification

16
Code of Conduct
  • Civil Rights
  • Procurement

17
Civil Rights
  • Civil Rights Compliance Self-Evaluation Form
  • Public notification
  • And Justice For All poster displayed at all
    sites
  • Special Needs/ Special Diets
  • Annual training

18
Must be completed by/on October 31st each
year Document is kept on file at SFA Do not
send to DPI Downloaded from DPI website at
http//fns.dpi.wi.gov/fns_fincou1 On Documents
and Forms page under Other Forms and Documents
19
  • All schools must display the most current
    And Justice for All poster
  • - in the food service
  • area
  • - in each school
  • - in a location that is
  • easily visible to
  • students and the
  • public.

20
Civil Rights Training
  • Required annually for front line school staff
    and supervisors
  • Training will be verified during CRE reviews
  • Questions should be directed to DPIs nutrition
    team
  • Sample PowerPoint on DPI website at
  • http//fns.dpi.wi.gov/fns_trainingSNT

21
Public Release
  • SFA is required to submit to local news media -
    required to submit but not to pay for publication
  • SFA is required to submit to community and
    grassroots organizations who work with low-income
    households
  • Maintain copies of what was sent out, where it
    was sent and when

22
Special Dietary Needs
  • Meal accommodations are required for children
    with disabilities at no additional
  • charge when documented by a licensed
    physician

Substitutions may be made but are not required
for children who are medically certified as
having a special medical or dietary need (must
still have a note on file from a recognized
medical authority)
23
Procurement
24
Procurement (Purchasing)
  • Open and free competition
  • Buy American products
  • Under 100,000 requires documented
    price quotes
  • Over 100,000 requires either
  • an Invitation for Bid (IFB) or Request for
    Proposal (RFP)

25
Joint Agreement
  • Agreement between two SFAs solely to provide
    meals
  • Prototype located on DPI website
  • Must submit copy of signed Joint Agreement each
    year to DPI
  • Must use DPI prototype agreement
  • not later than the 2012 -2013 school year

26
Vendor Agreement
  • SFA contracts with an outside company solely to
    provide meals
  • Vendor cannot manage any aspect of the
    food service operation such as point of service
    meal counts, reimbursement claims or
    free/reduced meal certification

27
Vendor Agreement
  • Prototype Agreement on the DPI website
  • Must use prototype not later than the 2012 -2013
    school year
  • Submit signed copy of Vendor Agreement and
    Wisconsin Restaurant License to DPI annually

28
Food Service Management Company Contract
  • FSMC if they manage any aspect of the food
    service operation such as point of service meal
    counts, reimbursement claims or free/reduced meal
    certification
  • Contract must be formally bid
  • DPI must review formal bid packet in advance of
    contract execution
  • FSMC must comply with all USDA procurement
    regulations

29
The Mess Hall
  • Menu Planning Systems for Healthy School Meals

30
Menu Planning Options
  • Food Based Menu Planning
  • Traditional
  • Enhanced
  • Nutrient Standard Menu Planning (NuMenus)
  • Assisted Nutrient Standard Menu Planning
    (Assisted NuMenus)
  • Alternate Menu Planning Approach

31
Food Based Systems
  • Food Component
  • ?
  • Food Item
  • ?
  • Serving

32
Lunch
COMPONENTS (4) FOOD ITEMS (5)
Meat/Meat Alternate Meat/Meat Alternate
Vegetables/Fruits One serving of vegetable or fruit
Vegetables/Fruits One serving of vegetable or fruit
Grains/Breads Grains/Breads
Fluid Milk Fluid Milk
33
WHAT MUST BE OFFERED FOR A REIMBURSABLE
BREAKFAST?
Milk Milk Juice/Fruit/Vegetable Juice/Fruit/Vegetable
Grains/Breads (one serving) Grains/Breads (one serving) Grains/Breads (one serving) Meat/Meat Alternate (one ounce) Grains/Breads (one serving) Meat/Meat Alternate (one ounce) Meat/Meat Alternate (one ounce) Meat/Meat Alternate (one ounce)
34
Servings Breakfast and
Lunch
  • Minimum quantities for specific age/grade groups
  • Servings are determined by the schools selected
    meal pattern

35
Nutrition Requirements for Fluid Milk
  • New requirement begins at start of school year
    2011 - 2012
  • Applies to schools in NSLP and SBP
  • Also applies to schools in SMP
  • School must offer at least 2 choices of milk
  • Milk must be low-fat (1) or fat-free

36
Offer Versus Serve(OVS)
  • Offer Versus Serve (OVS) allows students to
    decline a certain number of food items in school
    meals.
  • The goals of OVS are to minimize plate waste and
    to encourage schools to offer more food choices
    to students.
  • OVS is mandatory for grades 9-12 at lunch
  • Optional for all other grade levels at lunch
  • Optional at breakfast for all grade levels.

37
OVS - The RegsLunch and Breakfast
  • All food items must be offered to all students
  • Serving sizes must equal the minimum required
    quantities
  • Meal must be priced and sold as a unit
  • Students have the option to refuse any items.
    School cannot require student/s to take any
    particular item/s

38
Water Availability
  • New requirement begins at start of school year
    2011 - 2012
  • Applies to schools in NSLP during meal service
  • Water must be easily accessible to students
    without restrictions and at no charge
  • Must be available in or adjacent to the meal
    service areas

39
Production Records
  • Required for program compliance
  • DPI Coordinated Review Effort (CRE)
  • School Meals Initiative (SMI)
  • Management tool
  • Document daily production
  • Forecast production
  • Staff communication
  • Evaluation tool
  • Participation trends
  • Financial management

40
The Commissary
  • The Federal Food
  • Distribution Program

41
USDA Commodities
  • Purchased by USDA to support
  • American agriculture
  • Based on agricultural surplus
  • Offered to recipients of government
  • supported programs
  • 20 of a schools foodservice budget

42
What kinds of commodity products are offered?
  • meats
  • fruits
  • vegetables
  • dairy
  • grains
  • nuts oils

43
Entitlement
  • Yearly entitlement is determined by the yearly
    federal assistance rate per meal times the
    agencys prior years total reimbursable meals
    served.
  • For new agencies to the USDA commodity program,
    the yearly entitlement for the first year only,
    will be determined by the federal assistance rate
    per meal times the agencys estimated number of
    reimbursable meals.

44
What is the entitlement dollar value of a
commodity product?
  • The entitlement dollar value of the commodity is
    the actual cost of the product as purchased by
    USDA from the market.
  • Agencies do not directly pay the entitlement
    dollar value.
  • This dollar value is subtracted from the agencys
    yearly entitlement dollar balance.

45
Are commodities free?
  • Commodities are not free. The entitlement value
    of each product as purchased by USDA, pays for
    the cost to purchase the product and ship the
    product into the state of Wisconsin.
  • However, once the product has been received into
    the State of Wisconsin, there are costs
    associated with commodities.

46
Administrative Fee
  • This is the amount charged to cover the costs
    associated with administration of the commodity
    program.

47
Storage and Delivery Fees
  • Storage Fee Once product is received into the
    state of Wisconsin, there are additional storage
    costs that occur prior to delivery of the product
    to each agency.
  • Delivery Fee The delivery fee is the amount
    charged to cover the costs associated with the
    once per month delivery of commodities to each
    agency.

48
Processing Fee
  • Processing Fee The processing fee covers the
    cost of value added products. USDA commodities
    in bulk form are sent to processors to make into
    convenient, food safe products.

49
Orders Delivery
  • Internet based ordering system
  • State agency
  • Direct diversion
  • Delivery options
  • State contracted delivery
  • Commercial distribution

50
Annual Order Timelines
  • Depending on when a new agency becomes eligible
    to participate in commodities determines how many
    commodities the agency will receive for the first
    year of participation.
  • If a participating agency becomes eligible after
    the annual order period, limited commodities will
    be received for year one.

51
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52
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53
Commodity Contacts
  • Laura Sime Distribution Specialist
  • Phone 608-267-9119
  • Email laura.sime_at_dpi.wi.gov
  • Lynne Slack Processing Specialist
  • Phone 608-266-2596
  • Email lynne.slack_at_dpi.wi.gov
  • Antonio Ante Contract Specialist
  • Phone 608-266-3615
  • Email antonio.ante_at_dpi.wi.gov

54
Sanitation and Wellness Policy
55
Sanitation Inspections Avoiding
Sick Bay
  • Two inspections per year reported to DPI
  • Required implementation of food safety plan/HACCP
  • Inspections reports must be publicly posted

56
Wellness Policies
  • Objective
  • Promote student health
  • Reduce childhood obesity
  • Required under 2004 Reauthorization
  • All Schools NSLP
  • Special Milk Program (SMP) only schools
  • Policy components
  • Nutrition education
  • Physical activity
  • Other school based activities designed to promote
    wellness
  • Periodic Monitoring required

57
Wellness PolicyImplementation
  • Policy must be developed by a local coalition
    which includes
  • students
  • parents
  • school board
  • school administrators
  • community members
  • Policy must be reviewed, evaluated and updated
    regularly
  • Wellness resources are included on the DPI
    website

58
Financial and Annual Financial Report
59
Non-Profit Food Service
  • Funds must be used only for program expenses or
    improvements to the program
  • Accounting system documents non-profit status
  • Accounting procedures must accurately record all
    revenues and expenditures by Child Nutrition
    program operated

60
Financial Viability Break Even
  • Total expenditures/revenue must break even or
    have a small profit
  • Negative balance must be brought up to 0 by a
    transfer into the program from other
    non-federal school funds
  • Positive balance can be carried over for use
    in program next school year
  • Positive balance cannot exceed 3 months operating
    expenses

61
Paid Lunch Equity (PLE)
  • PLE is effective July 1, 2011
  • Intent is to ensure sufficient funds provided to
    the food service account for paid lunches
  • Free Paid reimbursement 2.46
  • Paid meal average should be 2.46 or greater
  • Increase by maximum of .05 - .10 per year
  • PLE Lunch Pricing Tool located at
    http//fns.dpi.wi.gov/fns_cnrsnp

62
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63
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64
Non-Program Food Revenue
  • Non-program Food Revenue regulations are
    effective July 1, 2011
  • Revenues from sales of non-program foods (such
    as ala carte, beverages, etc.) must be at least
    equal to the cost of that food
  • Revenue from sale of non-profit foods must stay
    in the non-profit food service account
  • Track non-program food revenues separately from
    all other revenue items

65
Financial Viability Break Even
  • Child Nutrition Programs Annual Financial Report
    is due to DPI each year by August 31
  • Report expenditures/revenues by program (NSLP,
    SBP, Ala Carte (includes SMP and WSDMP) from July
    1 June 30
  • Report expenses by categories labor, food,
    equipment, purchased services, and other

66
Annual Financial Report Types of Food Service
expenditures included in each category reported.
67
A la Carte Wisconsin School Day Milk Elderly
Nutrition Program Special Milk Program Fresh
Fruit Veg Prog
Ala Carte, WSDMP, EN, SMP Program
SBP
NSLP
Afterschool Care Snack Program
68
Other Branches
  • SMP
  • WSDMP
  • ASCSP
  • SNBP

69
Other Programs
  • Federal Special Milk Program (SMP)
  • Wisconsin School Day Milk Program (WSDMP)
  • After-School Care Snack Program (ASCSP)
  • Severe Need Breakfast Program (SNBP)

70
Special Milk Program (SMP)
  • For students who do not have access to NSLP or
    SBP
  • Milk must be consumed by children
  • Monthly federal reimbursement
  • Claimed by 8 ounce portions served
  • New requirement begins at start of
    school year 2011 - 2012

71
Special Milk Program (SMP)
  • Pricing Options
  • Pricing with free milk to eligible students
  • Non-pricing provided free to all students
  • Pricing all students pay

72
Wisconsin School Day Milk Program (WSDMP)
  • State funded
  • Available only to PK grades 5
  • Cannot claim milk served at the same time as
    breakfast or lunch
  • No double dipping!

73
Wisconsin School Day Milk Program (WSDMP)
  • Reimbursement for one 8 oz. milk per day and must
    be milk produced in Wisconsin
  • ONLY reimburse for milk for free/reduced eligible
    students
  • Annual claim
  • Actual cost of dairy invoice
  • May be prorated by DPI if insufficient funds are
    available

74
After-School Care Snack Programs (ASCSP)
  • School must also participate in NSLP
  • Children must be age 18 or younger (or disabled)
  • Must be served as part of an organized approved
    educational program
  • Must be served after the end of the regular
    school day
  • SFA must review program 2 times each year

75
After - School Care Snack Programs (ASCSP)
  • Non-Area Eligible
  • Area Eligible
  • less than 50 are F/R eligible
  • snacks claimed by category
  • 50 or more of enrolled children are F/R eligible
  • All snacks claimed at free rate

76
Severe Need Breakfast Program (SNBP)
  • Qualifying schools serve 40 or more of the
    lunches to children who are eligible for free or
    reduced priced meals in the second preceding
    school year

77
Inspections
  • USDA Coordinated Review Effort (CRE)
  • School Meals Initiative for Healthy Children (SMI)

78
The Process
  • CRE focus is accountability
  • Federal regulations
  • Program operations
  • SMI focus is nutritional integrity
  • Nutrient analysis
  • Dietary Guidelines and USDA nutrient standards

79
CRE Critical Areas
  • Performance Standard 1
  • Part A eligibility and benefit issuance
  • Part B counting and claiming
  • Performance Standard 2
  • Meal components

80
CRE - General
  • Regulatory Evaluation
  • of Operations
  • Purchasing
  • Student involvement
  • Competitive foods
  • Commodities
  • Wellness
  • Financial Management
  • Other Programs
  • Federal Special Milk Program (SMP)
  • Wisconsin School Day Milk Program (WSDMP)
  • School Breakfast Program
  • (SBP)
  • After School Care Snack Program (ASCSP)
  • Elderly Nutrition Program (EN)

81
SMI
  • Measures compliance toward meeting the Nutrient
    Standards currently using
  • 1 week of menus
  • SMI Review (with nutrient analysis) is done
    during the CRE
  • No fiscal action for SMI at this time

82
CONGRATULATIONSYouve Graduated from
DPI Boot Camp!
  • Thanks for supporting Wisconsins school
    children through USDAs Child Nutrition Programs!
  • fns.dpi.wi.gov/fns

83
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
Adjudication, 1400 Independence Avenue, SW,
Washington, D.C. 20250-9410 or call toll free
(866) 632-9992 (Voice).  Individuals who are
hearing impaired or have speech disabilities may
contact USDA through the Federal Relay Service at
(800) 877-8339 or (800) 845-6136 (Spanish).  
USDA is an equal opportunity provider and
employer.
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