Food Distribution in Washington State Update Marlon Hopkins Food - - PDF document

Food Distribution in Washington State Update

Marlon Hopkins

Food Distribution Supervisor Child Nutrition Services

Welcome to SY 20‐21 Annual Updates Training, We will be starting with Food Distribution in Washington State. 1

Food-Distribution Team

• Marlon Hopkins – Food Distribution Supervisor
• Sarah Davis – Manages your orders
• Kim Sanchez – Orders foods from USDA
• Brenda Merritt – Procurement and Supply

Specialist – conducts procurement for W code items

• Trisha Santee- Administrative Assistant
• Marlon Hopkins – Food Distribution Supervisor
• Sarah Davis – Manages your orders
• Kim Sanchez – Orders foods from USDA
• Brenda Merritt – Procurement and Supply Specialist – conducts

procurement for W code items

• Trisha Santee- Administrative Assistant

2

FDP Vocab

• Direct Delivery (“Brown Box”): Food items that come

directly from USDA

• W- code Items: Washington State (OSPI) has bulk

USDA foods processed into end products

• Diversions: LEAs or Co-ops send bulk USDA foods to

be processed into end products

• DoD Fresh: Allows you to use your entitlement to

purchase fresh produce

• Direct Delivery (“Brown Box”): Food items that come directly from USDA
• W‐ code Items: Washington State (OSPI) has bulk USDA foods processed into end

products

• Diversions: LEAs or Co‐ops send bulk USDA foods to be processed into end products
• DoD Fresh: Allows you to use your entitlement to purchase fresh produce

3

USDA Updates

• Continue to work on specifications of direct delivery

items

• Flavor profiles
• Packaging
• Consistency between vendors
• Introduction of new products
• Continue to work on specifications of direct delivery items
• Flavor profiles
• Packaging
• Consistency between vendors
• Introduction of new products

4

e Sponsor March / April

(USDA foods

• rdered)

February / March

Interest and pre-

• rder surveys

OSPI Food Distribution USDA

Processor – W code items OR Diversions

Warehous USDA Direct August

Processed W- Code Items

Seasonal fruit /vegs We order in March for delivery October 2019 – September 2020 (that’s rights the first few months of the 2020‐2021 school year. 5

USDA Update Order Schedule

Order and Delivery Schedule SY 20‐21 6

USDA Updates Product List

https://www.k12.wa.us/policy‐funding/child‐nutrition/food‐distribution/ordering‐and‐ receiving 7

USDA Updates Product List

USDA Updates Product List https://www.k12.wa.us/sites/default/files/public/childnutrition/programs/fooddistribution /pubdocs/20‐21%20Food%20Available%20List.xlsx 8

USDA Updates Fact Sheets

USDA Fact Sheets https://www.fns.usda.gov/usda‐fis/usda‐foods‐product‐information‐sheets 9

USDA Product Updates – Bonus

USDA Fact Sheets https://www.fns.usda.gov/usda‐fis/usda‐foods‐product‐information‐sheets 10

USDA Updates Bonus

https://www.fns.usda.gov/usda‐fis/usda‐foods‐product‐info‐sheets‐fruits 11

WA Foods Available

New list will be posted soon. Changes – Vendor sited / new items asterisk New items – we will want feedback on how you like the item We have shared with USDA the desire to be able to test products before ordering. https://www.k12.wa.us/policy‐funding/child‐nutrition/food‐distribution/ordering‐and‐ receiving 12

W Codes- What's New (Surplus)

What the right amount / what’s right product History of # of W codes 13

W Codes- What's New (Surplus)

What the right amount / what’s right product History of # of W codes 14

State Entitlement $

Claimed Lunches State Entitlement

(Amount Based on Prior Year’s Total Lunches Served)

Total Lunches Served (TLS) Meal Rate + Food Nutrition Service Adjustment (0.3700) Previous Year Carryover (if any) Washington State Entitlement for the current school year

• The amount of commodity entitlement that the state received each year is

based on previous year’s Total Lunch Served (TLS)

• Total Lunch Served x Meal Rate (.235) x Food Nutrition Service Adjustment

(.075) (12% Rule) = Washington State Entitlement for the school year 15

LEA Entitlement

LEAs receive PAL (Planned Assistance Level)

• Represents VALUE
• 2020-21 = $.3700 / TLS

Direct Delivery items = “cost” entitlement W-code items = “cost“ entitlement + cash

LEAs receive PAL (Planned Assistance Level)

• Represents VALUE
• 2020‐21 = $.3700 / TLS

Direct Delivery items = “cost” entitlement W‐code items = “cost“ entitlement + cash 16

USDA Updates: Entitlement

• SY 2020-21 entitlement based on the

2018-19 lunch counts

• SY 2021-2022 USDA Foods

entitlement will reflect lunches served in SY 2020-21

SLIDE: Your SY 2020‐2021 entitlement based on the 2018‐2019 lunch counts, which States agencies were assigned in January 2020 for placing SY 2020‐2021 orders, will be the final entitlement value assigned for SY 2020‐2021. In November 2021, reconciliation will occur as normal. In other words, SY 2021‐2022 USDA Foods entitlement will reflect lunches served in SY 2020‐2021. 17

State Entitlement $

Entitlement $ to School Year Distribute SY 2015 27,994,787 SY 2016 30,285,496 SY 2017 32,790,954 SY 2018 31,307,061 SY 2019 29,398,114 SY 2020 $30,659,838

Entitlement Used over the past years.

18

State Entitlement

• Entitlement is managed by USDA as a State Total; however it

is State Property

• Entitlement must be Equitably Allocated

(Fairly and equally distributed)

• Still want to use 100%

Entitlement is property of the State not District; we are stewards of the funds. USDA manages process, funds and policy. It must be equitable and fair therefore meal rate is used. Remember that USDA Foods are real and should be treated no different from other food. It can account for up to 20% of a schools food budget. 19

Entitlement Management

CNP Web example 20

FDP Update: DOD

Department of Defense Fresh Fruit and Vegetable Program)

• Uses Entitlement Dollars To Purchase Local Produce
• Weekly Orders / $150 Minimum
• Limited Opportunity to adjust DoD Amounts or add a new site up to 3x per year

(DOD Change Form) November Delivery – September 1st deadline January Delivery – November 1st deadline March Delivery – January 1st deadline 21

FDP Update: DOD

• Limited Opportunity to adjust DoD Amounts or add a new

site up to 3x per year (DOD Change Form)

• November Delivery – September 15th deadline
• January Delivery – November 15th deadline
• March Delivery – January 15th deadline
• Limited Opportunity to adjust DoD Amounts or add a new site up to 3x per year

(DOD Change Form) November Delivery – September 1st deadline January Delivery – November 1st deadline March Delivery – January 1st deadline 22

DoD Fresh Webpage

https://www.k12.wa.us/policy-funding/child- nutrition/food-distribution/fresh-fruit-and-vegetables

https://www.k12.wa.us/policy‐funding/child‐nutrition/food‐distribution/fresh‐fruit‐and‐ vegetables 23

Diversions

Co-ops & school food authorities (SFAs) can divert bulk USDA foods for processing into end products.

Diversions Co-ops & school food authorities (SFAs) can divert bulk USDA foods for processing into end products. 24

Diversions – Sweep/ Carryover

 All excess pounds were swept on July 1

• Will be redistributed if a carryover form is submitted

 Carryover Form closes August 12th  Usage by June 30, 2021

 All excess pounds were swept on July 1

• Will be redistributed if a carryover form is submitted

 Carryover Form closes August 12th  Usage by June 30, 2021 25

Diversions

Action: Allow purchase of all items listed on the SEPDS Goal: Help sponsors use up any unanticipated excess pounds at a manufacturer or the flexibility to try a new product

• Flexibility of available products
• NOT a license to divert pounds to any item
• Contract amendment may be necessary
• Flexibility of available products
• NOT a license to divert pounds to any item
• Contract amendment may be necessary

26

Ordering

 If you ordered it on your pre-order survey and no longer need please adjust during the monthly order period  Utilize Surplus to meet case minimums  Utilize Surplus to try new IW products

Pro TIP! Post the order/delivery schedule nearby!

 If you ordered it on your pre‐order survey and no longer need please adjust during the monthly order period  Utilize Surplus to meet case minimums  Utilize Surplus to try new IW products  Pro TIP! Post the order/delivery schedule nearby! 27

Storage, Handling and Delivery Fees

Storage, Handling and Delivery Fees For 20‐21 can be found: https://www.k12.wa.us/sites/default/files/public/childnutrition/programs/fooddistribution /pubdocs/Order%20and%20Delivery%20Schedule%2020_21.pdf 28

Resources

Resources – the FDP Ordering and Receiving webpage https://www.k12.wa.us/policy‐funding/child‐nutrition/food‐distribution/ordering‐and‐ receiving 29

Annual Updates

Liz Beechler, RDN School Meal Programs Supervisor OSPI Child Nutrition Services NSLP Annual Updates Presentation

30

Annual Updates

• Federal Updates
• News and policy from the United States Department of Agriculture

(USDA)

• State Updates
• News and policy updates from Office of Superintendent of Public

Instruction

• WA Legislative updates
• CNS Updates
• News and updates for Child Nutrition Services
• CNS Systems
• WINS

Annual Updates

• Federal Updates
• News and policy from the United States Department of Agriculture (USDA)
• State Updates
• News and policy updates from Office of Superintendent of Public Instruction
• WA Legislative updates
• CNS Updates
• News and updates for Child Nutrition Services
• CNS Systems
• WINS

31

New Bulletin – School Meals SY 2020-21

Many students rely on school meals to meet their nutritional needs. In addition, the economic impact of COVID-19 has resulted in more families needing assistance. The intent and purpose of USDA Child Nutrition Programs to ensure access to meals for students in need. Meal service is expected to continue whether instruction is happening in-person or remotely. Before we go into federal updates, I wanted to discuss meal service for the upcomng school

• year. As you know, many students rely on school meals to meet their nutritional needs and

the economic impact of COVID has resulted in more families needing assistance. This is a reminder that program operators should consider the intent and purpose of USDA Child Nutrition Programs to ensure access to meals for students in need. Meal service is expected to continue whether instruction is happening in‐person or remotely. OSPI released the Reopening Washington Schools 2020: District Planning Guide, which provided recommendations and guidance for school districts as they plan for the reopening

• f schools. On July 31, Child Nutrition released a new bulletin that provides additional

details regarding school meals and school reopening.

32

Spring 2020 Fall 2020

• NSLP/SBP
• SFSP
• Enrolled students
• All children, 0 – 18yrs
• By name meal count
• No by name meal count

required required

Why not SFSP for Fall 2020?

Unanticipated School closures. Schools are operating even if it is through remote learning. Current as of now, may change with COVID response legislation. 33

By Name Meal Counts

• Must record meals served by student name
• Must record meals served by student category (F/R/P)
• Considerations / Strategies:
• Frequent download of students from Direct Certification system
• Encourage/Promote families complete meal applications
• Pre-order systems
• Consider applying for CEP (as applicable)

We understand the difficulty SFAs face as they try to provide meals to students on and off campus while havng to maintain by name meal counts. We are communicating these conscerns up to the USDA and continue to ask for more guidance and flexibilities.

34

Federal Updates

Federal Updates

35

Federal Updates- COVID-19 Response

USDA released several memorandums to guide school districts and State agencies to ensure children had access to meals from unanticipated school closures back in April as school districts mobilized to provide emergency summer meals. As we continue to navigated school meals during the public health crisis, USDA has provided additional guidance and extened waivers as schools begin to re‐open and operate for the upcoming school year.

36

Nationwide Waivers for SY 20-21

• Non-Congregate Feeding
• Meal Service Time Flexibility (multiple meals at one time)
• Allowability Parents/Guardians for Meal Pick Up
• OVS Flexibility for High School
• Meal Pattern Flexibility

Nationwide Waivers for SY 20‐21

• Non‐Congregate Feeding
• Meal Service Time Flexibility (multiple meals at one time)
• Allowability Parents/Guardians for Meal Pick Up
• OVS Flexibility for High School
• Meal Pattern Flexibility

37

Federal Update- Non-Congregate Feeding

COVID–19: Child Nutrition Response #33 - Nationwide Waiver to Allow Non-Congregate Feeding in the Child Nutrition Programs - EXTENSION #2

• This waiver allows meals to be served in a non-congregate meal

setting.

• This waiver is effective July 1, 2020 - June 30, 2021 for National School

Lunch Program (NSLP), School Breakfast Program (SBP), and the Child and Adult Care Food Program (CACFP) sponsors.

COVID–19: Child Nutrition Response #33 ‐ Nationwide Waiver to Allow Non‐Congregate Feeding in the Child Nutrition Programs ‐ EXTENSION #2 This waiver allows meals to be served in a non‐congregate meal setting. This waiver is effective July 1, 2020 ‐ June 30, 2021 for National School Lunch Program (NSLP), School Breakfast Program (SBP), and the Child and Adult Care Food Program (CACFP) sponsors.

38

Federal Update- Meal Service Time Flexibility

COVID–19: Child Nutrition Response #34 - Meal Service Time Flexibility in the NSLP , SBP and CACFP – Extension #2

• This waiver allows program sponsors to adjust meal times as needed

and serve multiple meals at one time.

• This waiver is effective July 1, 2020 - June 30, 2021 for NSLP

, SBP , and CACFP sponsors.

Breakfast and lunch together, multiple days worth of meals, provide meal pick up times

• utside of the traditional Breakfast or Lunch hour, perhaps working families may need a

pick up time after 5pm, this would be allowable under the meal service time waiver

39

Federal Update- Allowability Parents/Guardians for Meal Pick Up

COVID–19: Child Nutrition Response #35 - Nationwide Waiver to Allow Parents and Guardians to Pick Up Meals for Children – EXTENSION #2

• This waiver allows parents and guardians to pick up meals for their

children.

• Program operators must maintain program integrity and ensure

duplicate meals are not distributed.

• This waiver is effective July 1, 2020 - June 30, 2021 for NSLP

, SBP , and CACFP sponsors.

COVID–19: Child Nutrition Response #35 ‐ Nationwide Waiver to Allow Parents and Guardians to Pick Up Meals for Children – EXTENSION #2 This waiver allows parents and guardians to pick up meals for their children. Program operators must maintain program integrity and ensure duplicate meals are not distributed. This waiver is effective July 1, 2020 ‐ June 30, 2021 for NSLP, SBP, and CACFP sponsors.

40

Federal Update- Meal Pattern Flexibility

COVID–19: Child Nutrition Response #36 - Nationwide Waiver to Allow Meal Pattern Flexibility in the Child Nutrition Programs – EXTENSION #4

• This waives the requirements to serve meals that meet the meal pattern

requirements.

• Sponsors are approved on a case-by-case basis.
• This waiver is effective July 1, 2020 - June 30, 2021 for NSLP

, SBP , and CACFP sponsors.

• As a reminder, Federal procurement regulations at 2 CFR 200.320(f)

allow procurement by noncompetitive proposals when there is a public emergency.

COVID–19: Child Nutrition Response #36 ‐ Nationwide Waiver to Allow Meal Pattern Flexibility in the Child Nutrition Programs – EXTENSION #4 This waives the requirements to serve meals that meet the meal pattern requirements. Sponsors are approved on a case‐by‐case basis. This waiver is effective July 1, 2020 ‐ June 30, 2021 for NSLP, SBP, and CACFP sponsors. As a reminder, Federal procurement regulations at 2 CFR 200.320(f) allow procurement by noncompetitive proposals when there is a public emergency.

41

Federal Update-OVS Flexibility for High School

COVID–19: Child Nutrition Response #37 - Nationwide Waiver to Allow Offer Versus Serve Flexibility for Senior High Schools in the National School Lunch Program for School Year 2020–2021

• This waives the requirements to use Offer vs Serve in High Schools
• perating the NSLP

.

• This waiver is effective July 1, 2020 - June 30, 2021.

Waives the requirement that high school students must use offer versus serve.

42

Updates 2020 after Annual Training 2019

USDA provides new and updated guidance to state agencies and program operators in

• fficial numbered policy memorandums. CNS interprets and releases new guidance in CNS

Updates via gov. delivery. This year, many policy memorandums were released especially around COVID Response. It’s important that program operators provide us with correct contact information for gov. delivery. CNS stores all CNS updates on the webpage. Your resource for current information about the programs you operate. It is the LEAs responsibility to stay apprised of changes in the school nutrition programs. This section of the update training will provide you with a brief review of the policy memorandums fiscal year 20‐21.

43

Federal Updates- Proposed Rule

https://www.k12.wa.us/si tes/default/files/public/c hildnutrition/programs/p ubdocs/ProposedChange sChart.pdf

https://www.k12.wa.us/sites/default/files/public/childnutrition/programs/pubdocs/Propos edChangesChart.pdf Earlier this year USDA released a Proposed Rule that would establish some additional flexibilities to NSLP, SBP, and CACFP program requirements. There are many flexibilities

• utlined in the proposed rule with the intent to ease program operations and monitoring.

Some of the bigger flexibilities to note are establishing a 5 year AR cycle with targeted follow‐up reviews and increased flexibilities around the meal pattern requirements. We have created a handy chart and posted up on our webpage for those interested. Just remember, this is a proposed rule and would not go into effect until USDA publishes a Final Rule.

44

Federal Updates- Administrative Review

Last year we announced we applied for a 4 year Administrative review Cycle, last August that approved! We have been receiving many questions around Administrative Reviews and Procurement Reviews scheduled for the upcoming School Year. We are still discussing willl be best for helping our school districts. We are considering postponing the AR and PR cycle this year. Please stay tuned.

45

Federal Updates- SP 17-2020

Equipment Assistance Grants for School Food Authorities

• Grant application expected to open mid-November 2020.
• Due early January
• Awarded end of March

In May 2020, USDA released another round of equipment assistance grants for

• FY2020. Over $450,000 in funding available for WA state. Grants will open through the

iGrants system. Funding is available for schools 50% or more F/R. More information to

• come. Grant application is expected to open mid‐November.

46

Federal Update- Buy American Provision

The Buy American Provision requires SFAs to purchase domestically grown and processed

• foods. It has been a requirement for school food service since 1998 and USDA has

increased measures to ensure this provision is being followed in recent years. Besides feeding children, another goal of the federal nutrition programs is to support American

• agriculture. This provision is targeted to meet that goal by creating a framework to

purchase domestic foods first, consider domestic foods over non‐domestic foods, and to document the reasons why domestic food isnt being purchased under certain circumstances. This provision does require monitoring on your end by your food service directors. However, OSPI child nutrition also provides guidance on how to build this provision into your produce contracts. We can also advise on ways to document those exceptions to the provision while still maintaining compliance, such as when insufficient quantities or qualities of product x is available domestically or when the cost of purchasing a foreign product vs. Its domestic counterpart represent a significant costs savings. The Buy American Provision affects all food purchased by the not for profit food service account, including food for school lunch and breakfast, after school snacks or suppers, or a la cart snack bar items.

47

Federal Updates- SP 30-2019

Requirements for Students Transferring from Provision to non-Provision Schools

• Effective July 1, 2019 – Student transfers from Provision/CEP LEAs to

non-Provision/non-CEP during the school year.

• LEAs must provide free meals for up to 10 operating days or until a

new eligibility determination can be made. Recall that Provision schools do NOT determine eligibility for school meals. Typically a student arriving at a new school that doesn’t participate in a special provision is only eligible for paid meal status. Free meal status is honored initially to provide for the transition period. The LEA cannot charge the student the paid meal price. Meal is claimed in the free category. Implement processes that capture student eligibility immediately. Either directly certify or present household with a meal application at the time of

• enrollment. Review meal counting systems to ensure 10 operating day rule is set.

48

Federal Updates- SP 20-2018

• 60 days – Claims shall be submitted to the state agency no later

than 60 days following the last day of the full month covered by the

• claim. Claims are considered submitted at the point in time at which

they leave the custody of the LEA.

• Claims in error status are not considered submitted.
• The 5:00 pm deadline is enforced by WINS- a claim will not be

shown after 5:00 pm.

https://www.k12.wa.us/sites/default/files/public/childnutrit ion/pubdocs/ClaimDueDates20-21.pdf

This is a reminder that claims shall be submitted to the state agency no later than 60 days following the last day of the full month covered by the claim. Claims are considered submitted at the point in time at which they leave the custody of the LEA. Claims in error status are not considered submitted and a 5:00pm deadline is enforced by WINS. https://www.k12.wa.us/sites/default/files/public/childnutrition/pubdocs/ClaimDueDates2 0‐21.pdf

49

Federal Updates- SP 07-2020

Paid Lunch Equity Guidance for SY 20-21

• All LEAs with a paid lunch price much complete the PLE Tool.
• LEA must take action if weighted average is less than $3.09
• Exemption available if positive or zero balance December 31, 2019

Reminder that all LEAs with a paid lunch price must complete the PLE Tool annually and for this year must take action if the weighted average is less than $3.09. Exemptions are avialble if the Program 98 has a positive or zero balances as of December 31, 2019.

50

Federal Update- SP 20-2019-Revised

Federal Micro Purchase and Simplified Acquisition Thresholds

• Micro Purchase $3500 is now $10,000
• Simplified Acquisition Threshold $150,000 is now $250,000

(State threshold for Public Schools = $74,999)

These are Federal grant changes released in policy guidance in April of 2019 revised in October 2019 to

• The Federal micro purchase threshold changed from $3500 to $10,000. The federal

threshold is stricter than the state threshold. Ensure your school district procurement policy changed to $10,000.

• The federal Simplified Acquisition Threshold was $150,000 is now $250,000, however,

the State simplified or small purchase threshold is stricter so no changes for LEAs here.

51

Federal Policy Reminder

Equipment Pre-approval Requirement

https://www.k12.wa.us/sites/default/files/publi c/childnutrition/programs/pubdocs/Purchasin g%20Equipment%20or%20other%20Capital%2 0Assets%20Reference%20Sheet.pdf

Since we are talking about procurement, this is reminder that USDA requires equipment preapproval to ensure the cost of the equipment is necessary for program purposes when using the nonprofit school food service account. Federal regulations define equipment as tangible personal property with a useful life of more than one year and a per unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the non‐Federal entity for financial purposes, or $5,000 When planning to purchase equipment take the following steps:

• Decide which equipment will be purchased.
• Check Cost and decide if a capital purchase.
• Check preapproval list, if you find equipment listed, you are finished. If not,
• Fill out and submit preapproval form prior to purchase.

Any questions about content of list – contact your program specialist. Please note Proper procurement procedures apply. Multiples totaling $5,000 do not need prior approval. Check district capital equipment threshold, may be lower than $5000 which means prior approval is needed at the local threshold.

52

https://www.k12.wa.us/sites/default/files/public/childnutrition/programs/pubdocs/Purchasi ng%20Equipment%20or%20other%20Capital%20Assets%20Reference%20Sheet.pdf

52

Federal Update- SP 06-2020

School Breakfast Program: Continuation of the Substitution of Vegetables for Fruit Flexibility

SFAs that offer 1 cup fruit or vegetable at breakfast are compliant through June 30, 2021

Published January 22, 2020. School Breakfast Program: Continuation of the Substitution of Vegetables for Fruit Flexibility SFAs that offer 1 cup fruit or vegetable at breakfast are compliant through June 30, 2021

53

Federal Update- Q&A Policy Guidance

• SP37_CACFP16-2019: Questions and Answers on the Final Rule

Child Nutrition Programs: Flexibilities for Milk, Whole Grains, and Sodium Requirements

• SP38-2019: Meal Requirements under the National School Lunch

Program and School Breakfast Program: Questions and Answers for Program Operators

• SP 05-2020: Questions & Answers Regarding Professional Standards

for State and Local School Nutrition Program Personnel

• SP37_CACFP16‐2019: Questions and Answers on the Final Rule Child Nutrition Programs:

Flexibilities for Milk, Whole Grains, and Sodium Requirements

• SP38‐2019: Meal Requirements under the National School Lunch Program and School

Breakfast Program: Questions and Answers for Program Operators

• SP 05‐2020: Questions & Answers Regarding Professional Standards for State and Local

School Nutrition Program Personnel

54

Federal Updates- Civil Rights Compliance

• Complaint and Grievance Form and Procedure
• Disability Compliance
• And Justice for All Posters
• FNS Non-discrimination Statement

Reminder . . . Program operators operating USDA child nutrition programs must follow make sure all students have equal access to program meals and program operators must follow USDA Civil Right requirements . … read slide.

55

Federal Update- FSMC

School Food Authority Must Retain:

• Program Oversight
• USDA Foods
• SFA Monitoring
• Internal Controls and Reports
• Control the Quality, Extent and Nature of Food

Service

• Identify Responsible Personnel
• Signature Authority
• Select Method of Procurement
• Free and Reduced-Price Meal Process
• Develop Solicitation Documents

https://www.k12.wa.us/policy-funding/child-nutrition/food-service-management-companies

Notes: School Food Authorities must retain responsibility and oversight of program

• perations‐this includes the role of the food service director. This means that SFAs must

monitor food service operations thought on‐site(s) visit in all schools; control the quality, extent and nature of the food service; oversee the non‐profit food service account; establishes prices for all meals served; retain signature authority on OSPI CNS sponsor and program agreement(s); retain approval and signatory responsibility for free and reduced price meals; retain title to USDA foods and ensures their proper use and crediting to the nonprofit food service account; apply internal control procedures to prepare and submit all claims for reimbursement; ensure applicable health certifications and regulations are met; establish an Advisory board that includes parents and students to assist in menu planning; complete all reports required by the State agency; and ensure appropriate record

• retention. This list is not exhaustive, more information on managing FSMC contracts can be

found on OSPI Child Nutrition webpage.

56

Federal Updates

2020-21 Federal Reimbursement Rates

SY 20‐21 Federal Reimbursement Rates have been published and we have updated our website.

57

State Updates

State Updates

58

State Updates- New OSPI Branding

Take time to search for what you need. There are broken links. Please let us know if you can’t find something. We are happy to help.

59

State Update- Pandemic-EBT

P-EBT = Basic Food benefits to replace meals that students would have received if not for school closure (March – June).

• Group 1: Students in households receiving Basic Food - Auto issued
• Group 2: Students that were approved for F/R meals by other means –

must apply for P-EBT at Washington Connections

• Approx. 340,000 F/R eligible (non-Basic Food)
• Approx. 500,000 student names provided (includes all students at CEP schools)

There are still over 261,000 eligible children (nearly half of total students eligible) whose families have not been approved for benefits

60

State Update- Pandemic-EBT

We need your help! Less than 20% of families eligible have applied for P-EBT benefits! Please get the word out and encourage families to apply!

Include P-EBT information in back-to-school letters/ info to parents

https://www.k12.wa.us/about-ospi/press-releases/novel- coronavirus-covid-19-guidance-resources/nutrition-meals- guidance/pandemic-ebt-guidance-school-districts

There are still over 261,000 eligible children (nearly half of total students eligible) whose families have not been approved for benefits

61

State Update- Pandemic-EBT

P-EBT Applications

• Denied benefits?
• Was student enrolled?
• Attending a NSLP school?
• Auto issued benefits?

Questions or need help? Child.Nutrition@k12.wa.us

P‐EBT Applications

• Denied benefits?

Was student enrolled? Attending a NSLP school? Auto issued benefits? Questions or need help? Child.Nutrition@k12.wa.us

62

State Update- Pandemic-EBT

Please continue logging students who are eligible for Pandemic EBT but were denied benefits

• 1. School district verifies student was enrolled in a school where they had

access to NSLP meals and were eligible for F/R meals before June 30.

• 2. Log the student information.
• 3. Upload log to WINS or send to OSPI via secure email system
• 4. Notify OSPI when log has been uploaded to WINS or when any students

have been added. Added students should be highlighted.

• 5. OSPI adds to DSHS log.

Please continue logging students who are eligible for Pandemic EBT but were denied benefits 1. School district verifies student was enrolled in a school where they had access to NSLP meals and were eligible for F/R meals before June 30. 2. Log the student information. 3. Upload log to WINS or send to OSPI via secure email system 4. Notify OSPI when log has been uploaded to WINS or when any students have been added. Added students should be highlighted. 5. OSPI adds to DSHS log.

63

State Update- Pandemic-EBT

• Parents do not need to call DSHS after they are added to
• ur list or the district’s list of names.
• Encourage district staff to contact your department

with questions

• Get the word out to families!
• If incorrectly denied – who to contact?
• Can direct to child.nutrition@k12.wa.us if needed
• Parents do not need to call DSHS after they are added to our list or the district’s list of
• names. Those names won’t actually show up on the list DSHS staff are accessing. It is

faster for DSHS to just reopen and approve those applications. If DSHS see’s there is no application started for a child whose name we receive, DSHS will let us know and we will follow up with that family and let them know they need to complete the application and how to do that. In these cases, DSHS will add those student names to their search site so when the family applies, the student’s name should show up as eligible.

• Your Nutrition services teams should communicate with the other departments in your

district and the school buildings about this process. That way if a family calls someone else in the district or at their child’s school, they know what to do and who to share the student information with at the district to get on your district's log.

• We encourage districts, if they have not already, to let families know that if they think

they were incorrectly denied benefits to either contact the district to be added to their student log or to contact us at child.nutrition@k12.wa.us. Please reach out to us if the family needs language assistance.

• We encourage districts to include info on P‐EBT in their back to school letters to parents.

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• https://www.k12.wa.us/about‐ospi/press‐releases/novel‐coronavirus‐covid‐19‐guidance‐

resources/nutrition‐meals‐guidance/pandemic‐ebt‐guidance‐school‐districts

64

State Update- House Bill 2660 and CEP

The Community Eligibility Provision (CEP) allows certain high-needs schools to offer meals at no cost to all students.

• New application deadline of

August 31st

• New state law aims to make it

more financially viable for districts

Number of Participating Schools

319 273 232 192 163 77

2014-15 2015-16 2016-17 2017-18 2018-19 2019-20

• Participation continues to rise

The Community Eligibility Provision (CEP) allows certain high‐needs schools to offer meals at no cost to all students. New application deadline of August 31st New state law aims to make it more financially viable for districts Participation continues to rise

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State Update- House Bill 2660 and CEP

CEP Mandate: Beginning in SY 2021-22, CEP participation is required in elementary and middle schools with an ISP of 62.5% or greater.

The Hunger Free Schools Act (House Bill 2660, 2020)

LAP Hold Harmless: Ensures that districts and schools will not

• Aims to increase the

lose Important Learning Assistance Program funding by

availability of universal

implementing CEP .

free meals

I. Allows district to use F/RP data from the year preceding CEP adoption for LAP purposes.

• Takes effect in the 2021-22
• II. Ensures schools maintain LAP High-Poverty status when

School Year

moving to CEP

National Board Bonus Hold Harmless: Ensures schools maintain “Challenging Schools” status for teacher bonuses when moving to CEP

The Hunger Free Schools Act (House Bill 2660, 2020) Aims to increase the availability of universal free meals Takes effect in the 2021‐22 School Year

66

CEP Family Income Survey

Updated Family Income Survey for SY 20-21 on OSPI CNS website!

https://www.k12.wa.us/policy-funding/child- nutrition/school-meals/national-school- lunch-program/community-eligibility- provision-cep-and-provision-2

https://www.k12.wa.us/policy‐funding/child‐nutrition/school‐meals/national‐school‐lunch‐ program/community‐eligibility‐provision‐cep‐and‐provision‐2

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Family Income Survey Best Practices

https://www.k12.wa.us/sites/de fault/files/public/childnutrition/ programs/nslbp/pubdocs/CEP- FIS%20One%20Pager.pdf

https://www.k12.wa.us/sites/default/files/public/childnutrition/programs/nslbp/pubdocs/ CEP‐FIS%20One%20Pager.pdf

68

State Updates

2020-21 State Assistance and Co-pay Rates

State Updates 2020‐21 State Assistance and Co‐pay Rates

69

2019-20 State Prototype Meal Application

State Updates

Reminder there were some changes to the State Protype Meal Application with the districts' non‐discrimination statement last year. There are no new changes to this years

• protype. F/R applications and letter to household templates are updated and on our
• website. School districts no longer need SA approval for online meal applications, but you

are responsible for meeting federal and State requirements.

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State Update- Direct Verification List Discontinued in SY 20-21

• We encourage sponsors to familiarize themselves with the process
• f “rolling verification” – a process that starts earlier and decreases

the number of applications and documents to review and process at

• ne time.
• Verification must be completed by November 15.
• Have Questions? Please contact your program specialist.

As we have shared in our weekly webinrs and CNS Updates, the Direct Verification List discontinued in SY 20‐21. Since becoming Direct Certification with Medicaid state, we have learned quite a bit about our processes as well as other state agency processes. DC Medicaid allows your district to now directly certify students that, in prior times, the district directly verified during your verification process. Through the Medicaid pilot process, we learned that we can only directly certify Medicaid groups for which the Health Care Authority has “verified” household income. Essentially those students are now directly certified. For the remainder students, while on the DV list, income was not verified for eligibility for Medicaid programs. This made us realize that verification needs to take place, thus we can’t directly verify. We encourage sponsors to familiarize themselves with the process of “rolling verification” – a process that starts earlier and decreases the number of applications and documents to review and process at one time.

71

State Updates

Primero Edge Menu Planning System

 No cost to all Washington Local Education Agencies  Countinuing to offer trainings throughout the year For more information go to: https://primeroedge.com/washington/

 No cost to all Washington Local Education Agencies  Countinuing to offer trainings throughout the year For more information go to: https://primeroedge.com/washington/ ‐ Trainings are being planned for around the state – CNS Update will go out

72

State Updates- Reminder

• Contact Information in WINS
• Updates are required
• Ensure all contacts are current district employees, email address

and phone number is correct.

• We pull our contact list from WINS

This is just a reminder to update contacts in WINS, name, e‐mail address, new this year we are pulling ourcontact list for CNS Updates from WINS and you don't want to miss important notifications like an upcoming Admnistartive Review! Over the past 6 months with COVID Closures and SFSP you may have worked with many program specialists. Just a reminder that your assigned program specialist for each program can be found on your WINS Sponsor Page.

73

CNS Updates

CNS Updates

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CNS Update- Renewal Application

Renewal Applications for NSLP , SBP , and SMP will open in WINS August 10th!

WINS renewal opens next Monday

75

CNS Update- Renewal Application

New for SY 20-21!

• Sponsors can now adjust the start date of the school year with

an August date and will not need to create a revision to the SY 2019- 20 site calendars.

• Submit your lobbying forms in WINS!
• Paid Lunch Equity Compliance form will not be collected.
• LEAs must submit a Meal Distribution Plan.
• Private Schools ONLY
• WINS will require that you upload the most current 501c3 letter from the

IRS designating your school or sponsoring organization as non-profit.

Local Education Agencies with operating days in August 2020 will not need to create a revision to the 2019‐20 site calendar(s) in WINS as part of the renewal process. When completing the SY 20‐21 site calendar, sponsors will be able to adjust the start date of the school year with an August date. Sponsors will then be able to combine August and September claims provided there were less than 10 operating days in August 2020.

76

CNS Update- Meal Distribution Plan

With the nationwide waivers released and the changes with meal service models, we will have program operators submit a Meal Distribuution Plan as part of the Renewal Application this year. This meal distribution plan will help us gather the information around USDA waiver use which we have to report out and identify areas where we may be able to provide additional technical assitance. To help program operators, we are putting this process into Survey Gizmo. We are busy finalizing this process and will provide directions in an upcoming Re‐opening Schools weekly webinar.

77

CNS Update- Preschool Meals

Pre-school meals served on Public School District Campuses- SBP/NSLP or CACFP? New Resources Available to help:

New Resources Available! The variety of preschool programs housed on public school district campuses has increased in recent years. We have community/tuition based preschools, Early Childhood Education Assistance Program or ECEAP, Head Start and Transitional Kindergarten. These programs may be a classroom in elementary schools or even a stand alone site on school campus. We have resources that are meant to help program operators make decisions about which program to choose‐ Child and Adult Care Food Program or the School Meal Programs. Additionally, the programs may be school district programs or a community program or even and Educational Service District

• Program. Decisions need to be made about who will sponsor the program and provide
• meals. Use these new resources to help navigate all the different program requirements

and options available to you. We are in the process of making ADA compliant to post to

• ur website, in the mean time reach out to your program specialist.

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CNS System Update

• Direct Certification – Student Search Application
• WINS
• Verification Summary Report
• Fresh Fruit and Vegetable Program Application
• Community Eligibility Provision
• Provision 2
• FSMC Fact Sheet

There are some updates to our softwares systems in WINS and EDS Direct Cerification.

79

CNS System Update

EDS – Direct Certification System

• Potentially Enrolled and Definitely Enrolled Students
• Improved Student Search
• Exact Match Search
• Near Match Search
• Unmatched List

https://www.k12.wa.us/sites/default/files/public/childnutrition/DirectCertificationSystem UsersManual.pdf

The system is open for school year 2020‐21. Students on the district list, confirmed near matches, and students found via the Student Search function are eligible for free and reduced price meals beginning school year 2020‐21. At the beginning of each year, each school district will not have students identified as definitely enrolled and the definitely enrolled list will be blank. Once the district data manager for EDS uploads CEDARS enrollment, usually around October 1, the definitely enrolled list will show. In the meantime, local education agencies will use the potentially enrolled list to identify students directly certified for free and reduced price

• meals. Potentially enrolled means the student may be enrolled in the school district for the

20‐21 school year but until district enrollment is submitted in CEDARS, it cannot be

• confirmed. Potentially enrolled students are directly certified for free and reduced price
• meals. More information about potentially and definitely enrolled students is available in

the Direct Certification User Manual. Students eligible for free and reduced price meals will appear in three ways in the

• system. OSPI uses a matching software system and establishes parameters for exact and

near matches. All students that do not fit into established matching parameters are considered unmatched and available in the student search function.

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CNS Systems- Direct Certification Matching

• Exact Match

The student meets matching parameters as an exact match and student is shown on the direct certification list.

• Near Match

The student is not an exact match, but enough information potentially matches a student in the district. LEAs must use district information to “confirm” the DSHS information matches enrollment information. The parameters for near matches are set to allow for only some students to show up on this list.

• Unmatched List

The unmatched list contains all students that cannot be matched with the

• software. Use the Student Search to find students in the Direct

Certification system.

Exact Match The student meets matching parameters as an exact match and student is shown on the direct certification list. Near Match The student is not an exact match, but enough information potentially matches a student in the district. LEAs must use district information to “confirm” the DSHS information matches enrollment information. The parameters for near matches are set to allow for only some students to show up on this list. LEAs should access the near match list and resolve all near matches before accessing the exact matches list. Resolved near matches become exact matches. Unmatched List The unmatched list contains all students that cannot be matched with the software. Use the Student Search to find students in the Direct Certification system.

81

WINS Update- Renewal Application

• New for SY 20-21!
• Sponsors can now adjust the start date of the school year with

an August date and will not need to create a revision to the SY 2019- 20 site calendars.

• Submit your lobbying forms in WINS under Assurances Tab
• Responsible Principals
• Private Schools ONLY
• WINS will require that you upload the most current 501c3 letter from the

IRS designating your school or sponsoring organization as non-profit.

Local Education Agencies with operating days in August 2020 will not need to create a revision to the 2019‐20 site calendar(s) in WINS as part of the renewal process. When completing the SY 20‐21 site calendar, sponsors will be able to adjust the start date of the school year with an August date. Sponsors will then be able to combine August and September claims provided there were less than 10 operating days in August 2020.

82

WINS-Assurances Tab- Lobbying Forms

NEW ‐ WINS‐Assurances Tab‐ Lobbying Forms

83

WINS- Forms and Records Tab- 501(c)3

PRIVATE SCHOOLS ONLY‐ WINS will require that you upload the most current 501c3 letter from the IRS designating your school or sponsoring organization as non‐profit.

84

WINS System Updates

Verification Summary Report Community Eligibility Provision Provision 2 Fresh Fruit and Vegetable Program

WINS System Updates ‐ Verification Summary Report ‐ Community Eligibility ‐ Provision 2 ‐ FFVP

85

Re-opening Schools SY 20-21 Weekly Webinar

• Continuing webinars focusing on:
• School Districts
• SY 20-21 Re-opening
• Tomorrow-August 5, 2020 at 2:00pm!

Register Here:

https://zoom.us/webinar/register/WN_nQcoD00KTcGqfL3puwnpYQ

• Continuing webinars focusing on:
• School Districts
• SY 20‐21 Re‐opening
• Tomorrow‐August 5, 2020 at 2:00pm!

Register Here: https://zoom.us/webinar/register/WN_nQcoD00KTcGqfL3puwnpYQ

86

Re-opening Schools SY 20-21 Planning Guide - COMING SOON!

Re‐opening Schools SY 20‐21 Planning Guide ‐ COMING SOON!

87

State Update- COVID-19 Guidance & Resources

State Update‐ COVID‐19 Guidance & Resources COVID 19 OSPI page: https://www.k12.wa.us/about‐ospi/press‐releases/novel‐coronavirus‐covid‐19‐guidance‐ resources Meals guidance page: https://www.k12.wa.us/about‐ospi/press‐releases/novel‐coronavirus‐covid‐19‐guidance‐ resources/nutrition‐meals‐guidance

88

Stay up to Date

https://public.govdelivery.com/accounts/WAOSPI/subscriber/new

Weekly CNS updates go out at the beginning of each week. If you are not signed up for these already, please ensure your information is up‐to‐date in the WINS Application and you will be on our mandatory list. All of our updates are posted to the NSLP Communications and Updates webpage IF you are not in WINS, you can always sign up for our non‐mandatory list by using the link

• n the right hand of the screen. Then information is typically the same.

https://public.govdelivery.com/accounts/WAOSPI/subscriber/new 89

Annual Training Recorded Sessions

Topics:

• At-Risk Afterschool Meals – Required for district At-Risk sponsors!
• Claiming in School Meal Programs
• Meal Applications and Direct Certification
• Preparing for Your NSLP Reviews
• USDA’s Tools and Rules to Manage CN Finances
• USDA Foods 101
• Verification

Over the last few months we have recorded several back to basic trainings that can be viewed by new and returning sponsors. Topics include:

• At‐Risk Afterschool Meals ‐ Session attendance meets the annual training requirement

for districts offering CACFP At Risk Afterschool Meals in SY20‐21.

• Claiming in the School Meals Programs
• Meal Applications and Direct Certification and Direct Cert ‐ Medicaid
• Preparing for your NSLP Reviews
• USDA’s Tools and Rules to Manage Child Nutrition Programs Finances‐ This session will

review resource management tools

• USDA Foods 101
• Verification
• Annual Updates ‐ today’s webinar will be recorded and posted available once the

recording is ADA compliant.

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Annual Training Recorded Sessions – Accessing the Trainings

https://www.k12.wa.us/policy- funding/child-nutrition/school- meals/national-school-lunch- program/school-meal- programs-training

Have questions? Please email Samantha Brueske.

The Annual recorded trainings will be hosted on our Moodle Server. You do not have to sign up for an account to participate. For step‐by‐step details on accessing the trainings, please visit the NSLP Training webpage and select the School Meal Programs Annual Training dropdown. https://www.k12.wa.us/policy‐funding/child‐nutrition/school‐meals/national‐school‐lunch‐ program/school‐meal‐programs‐training Have questions? Please email Samantha Brueske.

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Keep For

SY20-21 Annual Updates Webinar

Your Records

Date: ________________ Key Areas: 3000 – Administration

2 hours

All of our annual training sessions will offer Professional Standards Credits and will have a slide like this in the slide printout. Please use this information to fill out your training log or print a copy of this slide for your records. 92

Questions? 93

Creative Commons License

Except where otherwise noted, this work by the Office of Superintendent of Public Instruction is licensed under a Creative Commons Attribution License. All logos and trademarks are property

• f their respective owners.

This presentation may contain or reference links to websites operated by third parties. These links are provided for your convenience only and do not constitute or imply any affiliation, endorsement, sponsorship, approval, verification, or monitoring by OSPI of any product, service, or content offered on the third party websites. In no event will OSPI be responsible for the information or content in linked third party websites or for your use of or inability to use such websites. Please confirm the license status of any third-party resources and understand their terms of use before reusing them.

Photos not marked are used with permission and not included in the open license.

Creative Commons

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