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Child Nutrition Annual Checklist

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Suggested

Preparation Date(s)

Mandatory Reporting Requirements

Due Date1

March - April

Submit request for breakfast exemption. (Approval based on supporting documentation.) See the Breakfast Exemption Memo on the Child Nutrition Knowledge Center (CNKC)2.

  • July 1

July  -August

Conduct the 1stDirect Certification Matching Process (DCMP). For further information, refer to the CNKC.

  • August 31

May - August

If contracting with a Food Service Management Company (FSMC), submit fully executed food service management company contracts or extensions for approval for the upcoming school year. Use the appropriate checklist and Power Point training to ensure that required documents are submitted.

  • Prior to the beginning of the school year

April - August

Complete the required Annual Renewal on the Child Nutrition Management System (CNMS)3.

*If the start date of your program(s) is changing from September to July or August, submit a letter on your SFA’s letterhead explaining the educational nature of the program(s) being offered. This cannot be done on-line through the renewal process.

  • Prior to LEAs start date each year

September

Mandatory reporting of SNAP and Medicaid eligible students on CNMS.

  • September: prior to or with the September claim

September - October

Submit Health Inspection Report (for the previous school year) on CNMS.

Indicate the number of health inspections received by each school/site within the LEA, even if none were received (enter zero for none received).

Please ensure that all buildings operating under your SFA’s jurisdiction are in compliance with the New York State Sanitary Code for Food Service Establishments which can be accessed at: http://www.health.ny.gov/regulations/nycrr/title_10/part_14/subpart_14- 1.htm.

  • October 15

October

Submit the Annual Analysis of Cash Resources Report on CNMS for the previous school year (only Charter schools, Nonpublic schools, RCCIs, and Jails).

  • October 31

June - October

FNS-874 for SFAs selected to conduct an independent review of applications required by the Healthy Hunger–Free Kids Act 2010.

  • November 15

October - December

Submit the FNS-742 Verification Collection Report (Attachment G of the Income Verification Booklet) on CNMS.

  • December 15

January - February

Submit the A-133 audit to the Office of Audit Services (OAS).  www.oms.nysed.gov/oas/

  • March

General deadline, follow OAS submission requirements

April

Submit a written request with accompanying documentation to SED if you want to participate in Provision 2.

  • June 30

April

Submit application materials if applying for the Community Eligibility Provision (CEP), or submit an application if not at 100% free reimbursement in year 1 of the cycle.  CEP is an alternative for those SFAs and schools with at least 40% identified students as of April 1st enrollment using DCMP.

May apply anytime during the school year, but must be based on previous years April 1st enrollment.

 

 

Suggested Preparation Date(s)

Annual Program Requirements4

Due Date1

July - June

Professional Standards Training Requirement for State and Local School Nutrition Programs Personnel as Required by the Healthy, Hunger Free Kids Act of 2010 - Final Rule.   For further information, refer to the CNKC.

Annually

June - August

Produce and distribute Public Announcement, including both the free and reduced price scale, to the Newspaper, One Stop Employment Center and large area employers contemplating layoffs.  Keep on file a copy of the Public Announcement, the date, and where it was sent.

Prior to LEAs start date each year

June - August

Notify the local Health Department with a list of sites and addresses that are serving meals within your SFA that two health inspections are required for participation in the NSLP/SBP. Keep a copy of this letter on file.

Please ensure that all buildings operating under your SFA’s jurisdiction are in compliance with the New York State Sanitary Code for Food Service Establishments which can be accessed at: http://www.health.ny.gov/regulations/nycrr/title_10/part_14/subpart_14- 1.htm.

At or near the beginning of the school year

June - September

 

Produce and distribute free and reduced price application and parent letter (include the reduced price scale only and the nondiscrimination statement).

SFAs cannot accept and process applications before the beginning of the federally defined School Year (July 1 through June 30). Year-round schools usually follow the July 1-June 30 school year, therefore, they would distribute notification letters in June.  SFAs should conduct DCMP prior to processing applications, to reduce the burden of paperwork for both the SFA and families. This process certifies eligible children for free meals/milk without families needing to complete an application.

At or near the beginning of the school year

July - September

Establish eligibility for students based on the previous year application through the first 30 operating days, or until families submit a new application. Approve applications as they are received from families, and establish a master list of students with current benefits.

The master list should indicate student eligibility status and method of determining the status [i.e. DCMP, categorically eligible, application].

First 30 operating days of school

July - September

Establish a parent/student/staff food service advisory board (mandatory for schools using FSMCs).

At or near the beginning of the school year

Year-round

Conduct the 1st Afterschool Snack Program Review. For further information, refer to the CNKC.

During the first 4 weeks that the program is in operation

July - October

Change benefits to the paid category for all students who do not have a current year application on file. Update the master list as students submit new applications and they are accurately approved.

31st operating day of your LEAs school year

September

Healthier US School Challenge (HUSSC) applications may be submitted any time during the school year. Begin planning for submission and refer to guidance documents on the CNKC.

At or near the beginning of the school year

September

Annually review and update Food Safety Plans as required.

At or near the beginning of the school year

October

Complete Civil Rights training and retain the Civil Rights Power Point presentation and record of the annual training which includes a sign-in sheet, the date, location, and who provided the training. The power point is available on the CNKC.

This is a requirement for all staff, including front line cafeteria staff who deals directly with program applicants and participants.

At or near the beginning of the school year

October

Begin the verification process by counting the total number of current free/reduced applications on file as of October 1st and selecting a sample pool of those applications to be verified.  Refer to the Income Verification Booklet for instructions. Do not include eligibility carryover from the previous year in the sample pool on October 1st.

October 1

October - November

As required for the verification process, the SFA must make at least one follow-up attempt to contact the household when the household does not adequately respond to the request for verification. The follow-up attempt may be in writing (including to the parent’s/guardian’s email) or by telephone, and the SFA must document that a contact was attempted.

October - November

October - November

Direct verification (optional) is using records from public agencies to verify income and/or program participation. Direct verification may be completed at the local level.  Schedule time accordingly for this process.  If the child(ren) is not verified by public agency records, the SFA must proceed with regular verification activities. See the Income Verification Booklet for further information.

November 5

October - November

Notify families of the result of income verification and if program benefits are being decreased. Notification (10 calendar day advanced notice) must be in writing. (Provide time for the appeals process.)

Prior to November 15

October - November

Complete the verification process.  Make necessary changes to benefits (including applications, master lists and notification of necessary site staff) as a result of verification. Summarize verification efforts.

November 15

October - November

Conduct the 2nd DCMP.  For further information, refer to the CNKC.

November 30

October - January

Begin annual self-review in SFAs with multiple sites. Conduct a self review summary in each building, for both the breakfast program and the lunch program, scheduling follow up reviews within 45 days for any sites with critical problems. Complete and keep records on file. See the CNKC website for the annual self-review memo and review form.

February 1

January - February

Conduct the 3rd DCMP.  For further information, refer to the CNKC.

February 28

January - June

Conduct the 2nd Afterschool Snack Program Review. For further information, refer to the CNKC website.

Prior to the end of the Afterschool Snack Program operations

January - June

Register for Managing Professional Cooking and Professional Cooking Workshops. For further information, refer to the CNKC.

On-going until spaces are filled

February - March

Provision 2 extension requests should be made in writing to SED.

Before the end of the school year

March - April

Determine eligibility for the CEP based on April 1st enrollment using DCMP, if considering applying for the following school year.

April 1

April - the end of the school year

Review your SFA’s paid lunch revenue to assure compliance with the Paid Lunch Equity (PLE) requirement.  Refer to the PLE tool on the CNKC.

Prior to new school year

April

Fresh Fruit and Vegetable Program (FFVP) awarded SFAs should begin preparation for the coming school year. Operation of the FFVP must begin by the second week that school is in session.

June 30

 

  1. Failure to submit reports to SED by the due dates may result in funds being withheld and/or denied and Program termination in accordance with Program regulations.
  2. The Child Nutrition Knowledge Center (CNKC) is the New York State Education Department (SED) Child Nutrition Program Administration’s website. This website provides child nutrition program information. All program guidance, trainings and forms are available online: http://www.cn.nysed.gov/.
  3. The Child Nutrition Management System (CNMS) is a web-based system for the management of the Breakfast, Lunch, Snack, Milk and Summer Food Service programs.
  4. SFA records shall be retained for a period of 3 years after submission of the final Claim for Reimbursement for the fiscal year to which they pertain. If audit findings have not been resolved, the records shall be retained beyond the 3 year period as long as required for resolution of the issues raised by the audit. These records must be readily retrievable or immediately available upon request.
  5. SFAs are required to assess compliance with its Local School Wellness Policy and make the assessment available to the public at least once every three years.

USDA Nondiscrimination Statement

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. 

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.  Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter 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;

(2)     fax: (202) 690-7442; or

(3)     email: program.intake@usda.gov.

This institution is an equal opportunity provider.

Los demas programas de asistencia nutricional del FNS, las agencias estatales y locales, y sus beneficiarios secundarios, deben publicar el siguiente Aviso de No Discriminacion:

De conformidad con la Ley Federal de Derechos Civiles y los reglamentos y politicas de derechos civiles del Departamento de Agricultura de los EE. UU. (USDA, por sus siglas en ingles), se prohibe que el USDA, sus agencias, oficinas, empleados e instituciones que participan o administran programas del USDA discriminen sobre la base de raza, color, nacionalidad, sexo, discapacidad, edad, o en represalia o venganza por actividades previas de derechos civiles en algn programa o actividad realizados o financiados por el USDA.

Las personas con discapacidades que necesiten medios alternativos para la comunicacion de la informacion del programa (por ejemplo, sistema Braille, letras grandes, cintas de audio, lenguaje de seas americano, etc.), deben ponerse en contacto con la agencia (estatal o local) en la que solicitaron los beneficios. Las personas sordas, con dificultades de audicion o discapacidades del habla pueden comunicarse con el USDA por medio del Federal Relay Service [Servicio Federal de Retransmision] al (800) 877-8339. Ademas, la informacion del programa se puede proporcionar en otros idiomas.

Para presentar una denuncia de discriminacion, complete el Formulario de Denuncia de Discriminacion del Programa del USDA, (AD-3027) que esta disponible en linea en:http://www.ocio.usda.gov/sites/default/files/docs/2012/Spanish_Form_508_Compliant_6_8_12_0.pdf. y en cualquier oficina del USDA, o bien escriba una carta dirigida al USDA e incluya en la carta toda la informacion solicitada en el formulario. Para solicitar una copia del formulario de denuncia, llame al (866) 632-9992. Haga llegar su formulario lleno o carta al USDA por:

(1)     correo: U.S. Department of Agriculture
         Office of the Assistant Secretary for Civil Rights
         1400 Independence Avenue, SW
         Washington, D.C. 20250-9410;

(2)     fax: (202) 690-7442; o

(3)     correo electronico: program.intake@usda.gov.

Esta institucion es un proveedor que ofrece igualdad de oportunidades.

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