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Community Eligibility Provision (CEP)

Application Instructions

New York State Education Department (SED) Child Nutrition Program is now accepting applications for the Community Eligibility Provision (CEP).  Complete the excel document which is attached to this memo named “CEP Application Form 2019-20”.  Applications for the 2019-20 school year must be submitted by June 30, 2019 and based on April 1, 2019 enrollment and 2018-19 Direct Certification data.  Only complete applications will be considered.

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

Submit the following 2 documents to: childnutceo@nysed.gov

  1. The CEP Application Form (excel spreadsheet)

  • must be “saved as” to your computer prior to completing.  Once it has been completed and saved, you can attach it to the email.
  1. The Affirmation Form (pdf form)
  • must be scanned and attached to the email or sent through the mail because it requires a signature.  All boxes must be checked to be approved for the CEP.

Once your SFA has submitted the CEP Application and Affirmation, you will be sent an e-mail which will detail the steps you must take to create an account and access the secure server to upload your enrollment records/master list. 

The following document must be uploaded through your NYSED GoAnywhere SFTP account:   

  1. SFA/Group/School student enrollment records/master list as of April 1.  This data should be organized by qualifying school building 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.
  1. Your file(s) must be saved as your SFA Name prior to uploading to the server. 
  1. 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 (#2 above).  This data file must be retained with your Child Nutrition Program records and is subject to review.
  2. April 1 Enrollment record/master list of all students, with appropriate designations for Directly Certified students, extension of eligibility, Foster, Homeless, Migrant, Runaway and Head Start/Even Start.
  1. Foster list obtained from your county Office of Children and Family Services (OCFS).
  1. Homeless list obtained from the McKinney-Vento liaison (visit www.nysteachs.org for a list of homeless liaisons).
  1. Migrant list obtained from the migrant coordinator.
  1. Runaway list obtained from the runaway provider.
  1. 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

8/4/2002

APPLE JAMES

11 Cortland St

Fort Orange, NY 12345

C

Building 1

APPLE, TOSH

1/14/2004

APPLE JAMES

11 Cortland St

Fort Orange, NY 12345

D

Building 1

BACH, SUSAN

7/2/2001

BACH BRITNEY

2 Mozart Ave.

Fort Orange, NY 12345

I

Building 1

CURRY, RON

5/27/2006

SAGE SANDY

PO Box 5555

Fort Orange, NY 12345

E

Building 2

EVANS, EMILY

12/5/2004

JOHNSON TERI

2111 Broadway

Fort Orange, NY 12345

B

Building 3

FAME,

PRINCE

3/16/2009

FAME VICKI

99 Star Parkway

Fort Green, NY 12346

G

Building 3

SMITH, JON

6/27/2008

SMITH STAN

12 Lincoln Ave

Fort Green, NY 12346

A

 

 

Code Denotation:

Code Totals:

A= Electronic Direct Certification Matching Process (DCMP)- SNAP

1

B = DCMP- MEDICAID

1

C= Extension of eligibility to siblings or household members of SNAP/MEDI recipients or Eligibility Letter for Free Meals/Milk

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

                                                                       

Application Form Guidance

 

There is only one application form for use in applying for participation in CEP.  Indicate in the Application Type box the CEP you are applying for, i.e., SFA, Group or Individual.  If you are requesting multiple groups, you will need to complete multiple Application Forms, one for each group requested.  If you are requesting multiple individual schools, you will complete one Application Form for each school.  If you are applying for the entire SFA, ensure that data is entered for each individual school site in the SFA.  If your SFA is comprised of only one school, apply as an ‘SFA’.

Enter data into the yellow form fields.  Required data fields include SFA name, SFA code, school name/Recipient Agency (RA), School/RA SFA Code, contact person, phone number, and contact email.  A description of each of the form fields (numbers 1 through 14) has been provided below.  Information entered into the yellow form fields will self-populate the corresponding white fields on each application.

1.  SFA, Group or Individual School Enrollment:  Enter the total number of students enrolled in the SFA, Group of Schools or Individual School that have access to the breakfast and lunch programs.

2.  Direct Certification Matching Process (DCMP) Data - SNAP:  Enter the total number of students in the SFA, Group of Schools or Individual School that have been directly certified for SNAP by the DCMP.

3.  Extension of Eligibility:  Enter the total number of school age children residing in households of directly certified students through either the DCMP or Eligibility Letter for School Meals/Milk.

4.  Foster:  Enter the total number of students that were identified by obtaining a list from your county Office of Children and Family Services (OCFS).

5.  Homeless:   Enter the total number of students that were identified by obtaining a list from the McKinney Vento liaison (visit www.nysteachs.org for a list of homeless liaisons).

6.  Migrant:  Enter the total number of students that were identified by obtaining a list from the migrant coordinator.

7.  Runaway:  Enter the total number of students that were identified by obtaining a list from the runaway provider.

8.  Head Start/Even Start:  Enter the total number of students that were identified by these program enrollment records.

9.  Direct Certification Matching Process (DCMP) Data - Medicaid:  Enter the total number of students in the SFA, Group of Schools or Individual School that have been directly certified for Medicaid by the DCMP.

10.  Total Number of Identified Students:  This is the total number of Identified Students (total sum of lines 2 through 10).

11.  Identified Student Percentage (ISP):  The number of eligible students divided by total enrollment in the SFA, Group of Schools or Individual School.

12.  Percent Matched multiplied by 1.6:  This is your percentage of Identified Eligible’s multiplied by the factor 1.6 – this outcome yields your free claiming percentage.

13.  Percent Claimed as Free:  This is the percent that will be applied to total meals claimed, by meal that will receive the free reimbursement rate.

14.  Percent Claimed as Paid:  This is the percent of total enrollment remaining after the free percent is subtracted, that will be applied to total meals claimed, by meal, that will receive the paid reimbursement rate.

*Numbers 10 through 14 of the CEP application form will automatically be calculated based on the data you have entered in numbers 1 – 9 of the form.

 

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

If your SFA is approved to operate CEP, you will receive an approval e-mail from CN which will include a sample income survey form and notification letters that you can use 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, 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 demás programas de asistencia nutricional del FNS, las agencias estatales y locales, y sus beneficiarios secundarios, deben publicar el siguiente Aviso de No Discriminación:

De conformidad con la Ley Federal de Derechos Civiles y los reglamentos y políticas de derechos civiles del Departamento de Agricultura de los EE. UU. (USDA, por sus siglas en ingles), se prohíbe 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 algún programa o actividad realizados o financiados por el USDA.

Las personas con discapacidades que necesiten medios alternativos para la comunicación de la información 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 audición o discapacidades del habla pueden comunicarse con el USDA por medio del Federal Relay Service [Servicio Federal de Retransmisión] al (800) 877-8339. Además, la información del programa se puede proporcionar en otros idiomas.

Para presentar una denuncia de discriminación, complete el Formulario de Denuncia de Discriminación del Programa del USDA, (AD-3027) que está 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 información 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 electrónicoprogram.intake@usda.gov.

Esta institución es un proveedor que ofrece igualdad de oportunidades.

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