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Community Eligibility Provision (CEP) Application Instructions

The New York State Education Department (SED) Child Nutrition Program Administration (CNP) is now accepting applications for the Community Eligibility Provision (CEP).

Application Process

Applications for the 2022-23 school year must be submitted by June 30, 2022 and based on enrollment data as of April 1, 2022 and 2021-22 direct certification data.  Only complete applications will be considered.

A 2-step submission process is in place to ensure that data is securely transferred using a private and safe data stream.

Step 1

Submit the following to childnutceo@nysed.gov:

CEP Application

  • Must “save as” the Excel document to your computer prior to completing.  See Navigating the CEP Application below for detailed instructions on completing the application.
  • **New Process This Year**  The Affirmation is a tab within the CEP Application.  This must be completed by the Superintendent, Chief Executive Officer, or an official authorized to sign contracts on behalf of the School Food Authority (SFA).
  • After both tabs within the CEP Application have been completed and saved, you can attach it to the email.

Step 2

Once the CEP Application has been submitted, you will be sent an e-mail which will detail the steps you must take to create an NYSED GoAnywhere SFTP account and access the secure server.  If you have an account, you will receive an e-mail that the 2022-23 CEP folder has been shared with you.  Once you have access, you will upload the following:

Entire SFA/Group of Schools/Individual School student enrollment records/master list enrollment data as of April 1, 2022.

  • This data should be organized by qualifying school building(s) within the SFA.  The enrollment record/master list must include ALL students and be coded to indicate which students were identified to be eligible for the CEP based on: SNAP/Medicaid Direct Certification Matching Process (DCMP), extension of direct certification eligibility to other household member, foster, migrant, runaway, homeless, and Head Start/Even Start.  Please see sample coded student enrollment record/master list below.
  • Your file(s) must be saved as your SFA Name prior to uploading to the server.
  • Any adjustments/changes to the original enrollment record(s)/master list(s) requiring resubmission, must be uploaded to the secure server.  No personally identifiable information (PII) can be sent through e-mail. 

The following items are required to be retained in the SFA for review for three years beyond the duration of the CEP cycle:

  1. Direct certification match data file retrieved from the SED Business Portal.  This data should be organized by qualifying school building within the SFA and in corresponding order (i.e. alphabetical by last name) with the student enrollment record/master list.  This data file must be retained with your Child Nutrition Program records and is subject to review.
  2. Enrollment record/master list of all students, with appropriate designations for DCMP SNAP, DCMP Medicaid, extension of eligibility, Foster, Homeless, Migrant, Runaway and Head Start/Even Start.
  3. Foster list obtained from your county Office of Children and Family Services (OCFS).
  4. Homeless list obtained from the McKinney-Vento liaison (visit www.nysteachs.org for a list of homeless liaisons).
  5. Migrant list obtained from the migrant coordinator.
  6. Runaway list obtained from the runaway provider.
  7. Head Start/Even Start enrollment records.

Sample Coded Student Enrollment Record/Master List

School Building

Student’ Name

Student’s DOB

Parent/Guardian’s Name

Address

Identification Code

Building 1

APPLE, MACK

8/4/2012

APPLE JAMES

11 Cortland St

Fort Orange, NY 12345

C

Building 1

APPLE, TOSH

1/14/2014

APPLE JAMES

11 Cortland St

Fort Orange, NY 12345

D

Building 1

BACH, SUSAN

7/2/2011

BACH BRITNEY

2 Mozart Ave.

Fort Orange, NY 12345

I

Building 1

CURRY, RON

5/27/2016

SAGE SANDY

PO Box 5555

Fort Orange, NY 12345

E

Building 2

EVANS, EMILY

12/5/2014

JOHNSON TERI

2111 Broadway

Fort Orange, NY 12345

B

Building 3

FAME,

PRINCE

3/16/2017

FAME VICKI

99 Star Parkway

Fort Green, NY 12346

G

Building 3

SMITH, JON

6/27/2013

SMITH STAN

12 Lincoln Ave

Fort Green, NY 12346

A

 

Code Denotation:

Code Totals:

A= DCMP- SNAP

1

B = DCMP- MEDICAID

1

C= Extension of eligibility to siblings or household members of SNAP/MEDI recipients

1

D= Foster List

1

E= Homeless List

1

F= Migrant List

0

G= Runaway List

1

H= Head Start/Pre-K Even Start

0

I= non identified students

1

Total Number of Identified Students

7

Navigating the CEP Application

"CEP Application" Tab

Enter your data into the yellow form fields.

  • School Food Authority (SFA) Name: SFA Name as it is displayed in the Child Nutrition Knowledge Center (CNMS).
  • SFA LEA Code: SFA LEA Code as it is displayed in the CNMS.
  • Contact Person: The contact person, phone number, and email provided should be someone who is available to discuss the contents of the CEP Application.
  • Phone Number
  • Contact Email
  • Application Type: Indicate whether this application is for SFA-wide, a group of schools, or an individual school.
    • SFA
      • This is for SFAs applying for a single Identified Student Percentage (ISP) to represent all of their Recipient Agencies (RA).
      • SFAs comprised of only one RA will apply as an SFA.
      • SFAs with multiple RAs must ensure all RAs are represented in the RA Section.
    • Group
      • When the SFA is applying for multiple, but not all, RAs within the SFA to be represented by a single ISP, this is a Group application type.
      • Multiple groups within one SFA is acceptable.  However, one application must be submitted per Group ISP.  Also, the RAs within the group cannot already be represented in a current/potential SFA/Group/Individual.
    • Individual
      • This is for SFAs with multiple RAs who are applying for a single RA to have a unique ISP.
      • The RA cannot already be represented in a current/potential SFA/Group/Individual.
      • Multiple Individual applications within one SFA is acceptable.  However, one application must be submitted per Individual ISP.
      • SFAs with only one RA will apply as an SFA (see above).

The next section with white boxes combines the information you enter into the RA Section.  Below is a description of each of the yellow form fields (numbers 1 through 9) that will be completed using RA data in the RA Section and the white boxes that follow them (numbers 10 through 15).  If applying for SFA (with multiple RAs) or Group, each RA to be represented by the ISP must be listed in its own row with its associated data on that same row.

  1. RA Name: RA Name as it is displayed in the CNMS.
  2. RA LEA Code: RA LEA Code as it is displayed in the CNMS.
  3. RA Enrollment:  Enter the total number of students enrolled who have access to the breakfast and lunch programs.
  4. Direct Certification Matching Process (DCMP) SNAP Data:  Enter the total number of students who have been directly certified for SNAP by the DCMP.
  5. Extension of Eligibility:  Enter the total number of school-aged children residing in households of directly certified students.
  6. Foster:  Enter the total number of students identified by the list from your county Office of Children and Family Services (OCFS).
  7. Homeless:  Enter the total number of students identified by the list from the McKinney Vento liaison (visit www.nysteachs.org for a list of homeless liaisons).
  8. Migrant:  Enter the total number of students identified by the list from the migrant coordinator.
  9. Runaway:  Enter the total number of students identified by the list from the runaway provider.
  10. Head Start/Pre-K Even Start:  Enter the total number of students identified by these program enrollment records.
  11. DCMP Medicaid Data:  Enter the total number of students who have been directly certified for Medicaid by the DCMP.
  12. RA's Total # of Identified Students:  This is the sum of the data provided for numbers 2 through 10.
  13. RA ISP:  The total number of identified students (number 10) divided by the RA Enrollment (number 1).
  14. RA ISP x 1.6 Multiplier:  This is the RA ISP (number 11) multiplied by the factor 1.6.  This outcome yields your free claiming percentage.
  15. RA Percent Claimed as Free:  This percentage will be applied to the total number of meals claimed, by meal, populating the number of meals to be reimbursed at the free reimbursement rate.
  16. RA Percent Claimed as Paid:  This percentage will be applied to the total number of meals claimed, by meal, populating the number of meals to be reimbursed at the paid reimbursement rate.

Keep a copy of all documents submitted on file with your Child Nutrition Program paperwork to substantiate and document the CEP participation.  You will also be required to keep on file all documentation to support the CEP Application, including all eligibility lists provided by homeless, migrant and runaway liaisons and headstart/evenstart coordinators.  These documents will be reviewed in future administrative and other applicable reviews by federal and State reviewers.

"Affirmation" Tab

This tab must be signed by a duly authorized representative of the SFA applying to participate in the CEP.  The SED Child Nutrition Program Administration expects the legal name of the SFA and RA be used and the Affirmation must be signed by the person who has the legal authority and responsibility for the operation of the Child Nutrition Programs. The following is a list of who should be signing the affirmation: in cases of public schools – the Superintendent of the school district or their duly authorized designee; in cases of non-profit corporations operating recognized non-public schools or in cases of public or private non-profit residential childcare institutions or Jails – the officer of the corporation (e.g. Executive Director or their duly authorized designee); and in cases of charter schools – the chief school officer, administrator or their duly authorized designee.

Approval

If your SFA is approved to operate the CEP, you will receive an approval e-mail from SED which will include a link to the sample Household Income Form and notification letters for you to notify your school community of your CEP participation and to collect income information to provide data for other federal, State and local funding that use child nutrition data as a proxy for poverty (i.e., BEDS reporting, Title 1 apportionment, e-rate, etc.).

USDA Nondiscrimination Statement

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

  1. mail:
    U.S. Department of Agriculture
    Office of the Assistant Secretary for Civil Rights
    1400 Independence Avenue, SW
    Washington, D.C. 20250-9410; or
  2. fax:
    (833) 256-1665 or (202) 690-7442; or
  3. email:
    program.intake@usda.gov

 

This institution is an equal opportunity provider.

Click here for Nondiscrimination Statement translations.

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