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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: 
Child Nutrition Program Administration
Date: 
Thursday, August 31, 2023
Subject: 
School Year Calendars- Non-public SFAs Only

All non-public School Food Authorities (SFAs) are required to submit their established school year calendar by Recipient Agency (RA) to the Child Nutrition Program Administration office (CN) each school year. Residential Childcare Institutions (RCCI) and Jails are exempt from this process.

The 2023-2024 school year runs from July 1, 2023 – June 30, 2024. Calendars for the 2023-2024 school year must be submitted via email to cn@nysed.gov by September 30, 2023.

A school year calendar must be submitted for each RA participating in the Child Nutrition Programs and must include information for all grade levels within the RA. School year calendars must also include, but are not limited to:

  • Name of RA and LEA Code
  • First and last day of school
  • Early and late arrivals and dismissals
  • Vacations and holidays
  • Field trips (indicate the grade level/classes on the field trip)
  • Any days that breakfast and/or lunch and/or snack will not be served
  • Any other days where students will not be in school
  • Any days that breakfast and/or lunch and/or snack will not be served as indicated on the SFAs annual renewal

SFAs must maintain documentation to support all field trips and days when meals are not served and must make this documentation available to CN upon request.

Additionally, all SFAs must notify CN of any change to their established school year calendar at least 24 hours prior to the change. Notifications of change must be made in writing to cn@nysed.gov . For emergency and snow closings and delays, SFAs must notify CN as soon as they become aware of the schedule change. SFAs must maintain documentation to support changes to their school year calendar and must make this documentation available to CN upon request. Changes requiring notification include, but are not limited to:

  • Changes in dates of operation
  • Emergency closings
  • Snow closings and delays
  • Meal service time changes 
  • Any change that affects meal service

Failure to submit the school year calendar by September 30, 2023, will result in your SFA being placed on reimbursement hold. Failure to notify CN of changes to your school year calendar within the required timeframe may result in your SFA being placed on reimbursement hold and could jeopardize future reimbursements.

SFAs should reach out to their Child Nutrition Program Representative at 518-473-8781 or by email.  

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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