REINVENTION OF THE ADMINISTRATIVE REVIEW

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REINVENTION OF THE
ADMINISTRATIVE REVIEW
(The Overview)
BEGINNING SCHOOL YEAR 2013-2014
INTRODUCTION
The objective of this training is to provide an
overview of the new administrative review
(AR) process
The AR process is changing to provide a more
comprehensive evaluation of school meal
programs.
Further training and technical assistance will
be provided to LEAs scheduled for an AR
NEW TERMINOLOGY
OUT WITH THE OLD:
Coordinated Review Effort (CRE)
IN WITH THE NEW:
Administrative Review (AR)
OUT WITH THE OLD:
Reviews conducted primarily on-site
IN WITH THE NEW:
Reviews conducted off-site and on-site
MORE NEW TERMINOLOGY
 OUT WITH THE OLD:
School Meal Initiative Review (SMI)
IN WITH THE NEW:
Dietary Specifications & Nutrient Analysis
(Included in AR)
 OUT WITH THE OLD:
Master Eligibility List (MEL)
IN WITH THE NEW:
Benefit Issuance Document (BID)
THE NEW AR PROCESS
Reviews conducted every 3 years
All programs reviewed, including School
Breakfast, After School Snack, Special Milk
Reviews will be a team effort-State Agency
(SA) reviewers and Local Education Agencies
(LEAs) working together
Follow Up reviews will no longer be conducted
Additional Administrative Reviews (AAR) will
continue for targeted schools
WHO’S UP FIRST?
An AR Will Be Conducted in 2013-2014 For:
 LEAs who were due for a CRE review in 20122013
LEAS who did not apply for the 6 cent
certification process or whose 6 cent
certification request was denied
LEAS who are new sponsors of School
Nutrition Programs
ON-SITE AR PROCEDURES
 State Agency (SA) will collect detailed information and
review documents during on-site entrance conference,
(with a few exceptions)
 Results of the entrance conference assessment will
determine the scope of monitoring during the on-site
review.
 Example of documents that must be available:
 Edit Check Worksheets
 Benefit Issuance Documents
 Menus, Production Records & Related Materials
(i.e. CN Labels, Standardized Recipes)
ON-SITE PROCEDURES (Cont.)
 SA will observe and review the operation of the school
nutrition programs at the LEA level and in selected
schools.
 SA will determine at the entrance conference:
 Specific schools that will be visited and
reviewed. Breakfast and lunch will be observed
 Specific applications/DC documents that will be
reviewed
 Additional documents may be required for
review. Documents required will vary depending
on results of the assessment
OFF-SITE ASSESSMENT
Some AR areas will be reviewed off-site. SA
will collect detailed information and
documents from LEA prior to the on-site
review for:
Resource Management
Fresh Fruit and Vegetable Program
(if participating)
FAMILIAR TERMINOLOGY
The AR will still encompass:
CRITICAL AREAS (Fiscal Action Required)
 Performance Standard 1 (PS 1):
Certification Counting, Claiming
 Performance Standard 2 (PS 2):
Meal Pattern Requirements
 GENERAL AREAS (Fiscal Action Not Required)
Administrative Review Areas
Meal Access &
Reimbursement
(PS 1)
• Certification &
Benefit Issuance
Meal Pattern &
Nutritional Quality
(PS 2)
• Meal
Components &
Quantities
• Verification
• Meal Counting &
Claiming
• Offer versus
Serve
• Dietary Specs &
Nutrient
Analysis
Resource
Management
(General)
• Risk
Assessment
• Nonprofit
School Food
Service Account
General Program
Compliance
(General)
• Civil Rights
• SFA On-site
Monitoring
• Local Wellness
Policy
• Paid Lunch
Equity
• Competitive
Foods
• Revenue from
Non-program
Foods
• Water
• Indirect Costs
• USDA Foods
• Food Safety
• SBP & SFSP
Outreach
• Reporting &
Recordkeeping
• Other State Regs
Other Federal
Program
Reviews
(PS &General)
• Afterschool
Snacks
• Seamless
Summer
Option
• Fresh Fruit &
Vegetable
Program
• Special Milk
Program
11
PERFORMANCE STANDARD 1
(Meal Access & Reimbursement)
Areas of Review
 Certification & Benefit Issuance/Verification
Applications, BID and DC documents must be
correct. Random sampling of applications will
be selected, including verified applications
 Meal Counting
Meals must be correctly counted at the point of
service. Meal service will be observed and
records reviewed to determine if meal counting
system is accurate.
PERFORMANCE STANDARD 1
Claiming
Meals must be counted, recorded and
consolidated correctly at each school and at
the LEA level
The claiming system from daily meal counts to
monthly edit checks to reimbursement claim
will be reviewed for accuracy
PERFORMANCE STANDARD 2
(Meal Pattern & Nutritional Quality)
Areas of Review
 Meal Components & Quantities
Breakfast and lunches must meet meal pattern
requirements for the appropriate age groups on all
meal service lines
Compliance will be assessed through:
 Review of production records
 Review of menus
 Observation of meals
PERFORMANCE STANDARD 2
Offer versus Serve
 LEA must offer enough food on all reimbursable
meal service lines and have signage posted
 Students must select required components to
make a reimbursable meal
 Food service staff must be trained and able to
recognize a reimbursable meal
PERFORMANCE STANDARD 2
Dietary Specifications & Nutrient Analysis
Meals must meet standards for:
Calories
Saturated Fat
Trans Fat
Sodium (Starting School Year 2014-2015)
A determination will be made by SA whether a
weighted nutrient analysis is required
NEW AR AREA
 Resource Management
 Maintenance of Non Profit School Food Service
Account
 Paid Lunch Equity
 Revenue from Non Program Foods
 Indirect Costs
 USDA Foods
GENERAL PROGRAM REQUIREMENTS
SAME OLD CATEGORIES, NEW REVIEW PROCEDURES:
Verification process
Bio Security
Civil Rights
Non-Discrimination
Reporting & Recordkeeping
Potable water
Sanitation
Annual On-site reviews
Competitive Foods
Wellness Policy
Offer vs. Serve Process
HACCP
NEW REQUIREMENT:
School Breakfast Program & Summer Food Service Program
Outreach
OTHER FEDERAL PROGRAMS
Included in AR Review:
 Fresh Fruit Vegetable Program (FFVP)
 Seamless Summer Option (SSO)
 After School Snack Program (ASSP)
 Special Milk Program (SMP)
FISCAL ACTION
Required For All Performance Standard Violations,
Including:
 Incorrect/Incomplete Applications
 Incorrect BID Or Verification Documents
 Unacceptable POS Meal Counts
 Missing Or Incomplete Menus
 Missing Or Incomplete Production Records
 Incomplete Meals
Fiscal action may be assessed for violations found
when Other Federal Programs reviewed.
POST REVIEW
Exit Conference
AR Written Report
Corrective Action Plan (CAP) Submitted by LEA
For Any Program Violations
Fiscal Action Assessed, If Applicable
Withholding of Reimbursement, If Applicable
WHAT NOW?
 RELAX-We will help you prepare for the AR
 Attend trainings and view webinars planned by SA,
including:
 Determining Officials
 Verification
 Menu Planning/Production Records/OVS
 New Recordkeeping And Policy Requirements
 AR Preparation (By Invitation Only)
 Contact us with questions at 609-984-0692
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