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THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12234

Office of P-20 Education Policy
Child Nutrition Program Administration
89 Washington Avenue, Room 375 EBA, Albany, NY 12234
Phone: (518) 473-8781 Fax: (518) 473-0018
To: 
School Food Service Directors/Managers
From: 
Frances O'Donnell
Date: 
Wednesday, September 9, 2015
Subject: 
Replacement of Multi-purpose Student ID Cards Used for School Meals

Several schools are now using multi-purpose student identification ID cards for a variety of student privileges.  These may include buses, library services, and building entry, as well as for school meals.  The ID card is encoded with the child's eligibility for school meals.   The question often arises as to whether the child who receives free or reduced priced meals can be required to pay for replacement ID cards.  While USDA has not issued formal guidance on the issue of the replacement of the cards, they have established the following policy:

    "When possession of an ID card is required as a condition of enrollment in the school, and the card is used for multiple purposes (such as entry into the school, use of library facilities, etc.) in addition to meal services, the cost of the card may be charged to households.  Also, schools must advise parents in advance of their policy regarding lost meal cards.  The school's system must allow a minimum of three ticket replacements for lost or stolen cards, unless there is an alternate meal payment method in place, such as accompanying the student through the line.  The school must maintain a list of students who have reported missing cards in the current school year and the number of occurrences for each student.  The school must give advance written warning when preparing to refuse replacement cards, including an explanation of why the replacement is being refused.  Meals must always be provided to preprimary and young primary students, or for any handicapped students who may be unable to take full responsibility for a meal card."

USDA Nondiscrimination Statement

In accordance with federal civil rights law and USDA civil rights regulations and policies, the USDA, its agencies, offices, employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.

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 state or local agency that administers the program or contact USDA through the Telecommunications Relay Service at 711 (voice and TTY). Additionally, program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint 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, Mail Stop 9410, Washington, D.C. 20250-9410;
  2. Fax: (202) 690-7442; or
  3. Email: program.intake@usda.gov.

USDA is an equal opportunity provider, employer, and lender.

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