1
ST
- Apply the 3% sample selection to all applications on file as of October 1 st
by multiplying .03 X Total
Applications on file. This represents the total number of applications that are to be verified.
2nd - Determine your Non-response Rate from the prior year’s data. “Non-response rate” - The percentage of approved household applications for which verification information has not been obtained by an LEA.
Non-response Rate: = # of apps. in sample for which verification information was not obtained
Total # of applications selected for verification
3 rd
– Determine verification method based on non-response rate.
If the Non-response rate is 20% or greater use the
•
Basic Sample : Under the new law, the basic sample size for verification continues to be the lesser of 3 percent of all approved applications or 3,000 applications . However, the basic sample must be drawn from error prone applications. This method is mandatory of all LEA’s unless the conditions that permit the use of the Alternate Sample method are met .
In cases in which there are not enough error-prone applications to comply with the required sample size options, Local Educational Agencies (LEAs) must randomly select additional applications to fulfill the percentage or number requirement.
If the Non-response rate is less than 20%, use the
•
Alternate Sample : The alternate sample size set forth in the law is the same option established in the past:
(A) Random: The lesser of 3 percent of, or 3,000, of all approved applications selected at random; or
(B) Focused: The lesser of 1 percent of all applications selected from error-prone applications or 1,000 error-prone applications, plus the lesser of ½ of 1 percent of, or 500, approved applications that provided a case number (in lieu of income information) showing participation in food stamps, a State
TANF program, or FDPIR.
4 th
– Pull verification Sample as of October 1 st
from WVEIS and determine which applications will be used in the process.
5 th
– Conduct the Confirmation Review .
6 th
- Conduct the Individual review of selected applications The law now allows the LEA to decline to verify no more that five percent of applications in the selected sample. (LEAs may consider factors such as household stability and communication difficulties when declining applications.) Any application that was removed from the sample must be replaced with another approved application.
7 th
– Mail verification selection letter and Parent Information Proof of Income letters to parents.
8 th
– Proceed with the verification process as in the past and mail parents the “Difference Between Income
Documentation and Application” letters if necessary.
9 th
– Conduct the Follow-Up Activities as required before February 15 st
.
10 th
– Determine the results of each application selected and input the data into the NSLP Verification Reporting
Software. Complete the Verification Data Collection Sheet and reconcile the information to the FNS-742
Report. Confirm and transmit the data file to Kevin Isaacs at the WVDE by March 1 st
.
11 th
– Maintain paper copies of all documentation for your files and review by the WVDE.