Policy & Regulations

Recent Coordinated Review Effort (CRE) Monitoring Reviews indicate that several schools are allowing adults (teachers and staff) to charge their meals.  In some instances the account balances are significant and are not always paid.  When adults receive meals at no charge, federal funds intended to subsidize the meals for children are inappropriately subsidizing adult meals.  Adults should be paying for their meals at the time of service or setting up pre-paid accounts.

SFAs have asked if the American Recovery and Reinvestment Act (ARRA) Food Service Equipment Assistance Grant, the National School Lunch Program (NSLP) Equipment Assistance Grants and the Fresh Fruit and Vegetable Program (FFVP) grant are included in the child nutrition cluster.

The child nutrition cluster consists of the: School Breakfast Program CFDA 10.553, National School Lunch Program CFDA 10.555, Special Milk Program CFDA 10.556 and the Summer Food Service Program CFDA 10.559.

USDA has been asked to address the appropriateness of providing information to contractors auditing school districts' receipt of funds under the FCC's E-Rate fund. The FCC, through the Universal Service Administrative Company (USAC), administers the E-Rate program. USAC provides discounts to schools to obtain affordable telecommunication and Internet access; the discount rates are based on the percentage of children who are approved for free and reduced price school meals. USAC has contracted with private firms to conduct audits of the discount rates given to schools.

School Food Authorities (SFAs) expending more than $500,000 in Federal dollars must conduct single audits in accordance with OMB Circular A-133.

Both Federal regulations (3052.225) and Circular A-133 mandate that State agencies take immediate corrective action when sub-recipients (SFAs) either do not conduct single audits, or conduct single audits not in accordance with A-133.

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:

Children with Diabetes- A Resource Guide for Families and Schools from NYS Department of Health

The number of homeless children is our schools is increasing. As a result, schools are calling us regarding the documentation needed for a food allergy, or other serious health issue when the family doesn't have health insurance and cannot provide the required documentation of the child's medical situation. While the school can choose to accommodate something like a vegetarian meal (student choice) without much concern, it is a much different situation when a child has a special dietary need or disability.

Making Accommodations for Children with Celiac Disease

            More school food service directors/managers are making dietary accommodations for children who have been diagnosed with celiac disease.  Since this diagnosis is increasing, it is helpful for you to have a basic understanding of this illness so you and your staff can provide appropriate meals for children in your school.

Each school year, many school food authorities (SFAs) seek guidance to assist them with developing policies and plans that address keeping students with food allergies safe in the school environment.

Below are 4 sample prototype letters on changes in school meals for the 2012-2013 school year. Modify as necessary to accommodate your community.

Sample Prototype Family Letter 1

Sample Prototype Family Letter 2

Sample Prototype Family Letter 3