Session Title: Preparing for an Administrative Review Presenter s Name: Kimberly Rogers, RD Title: Consultant Company: CSNA s 62 nd Annual Conference November 14, 2014 Sacramento, CA
Kimberly Rogers: Presenter Bachelors of Science in General Dietetics from Eastern Kentucky University Completed the Sarasota County School s dietetic internship in Florida that focused on Child Nutrition Programs. Registered Dietitian Worked as a Nutrition Specialist for a school district in Florida, where she planned and designed menus and nutrition education materials, among other various responsibilities. In 2012, she was hired as the Certification and Validation Team Leader and Dietetics Educator for the Kentucky Department of Education, training Food Service directors across the state on the New Meal Pattern and 6 Cent Certification and Validation Procedures.
Agenda Challenges since HHFKA Implementation Challenges of SY 2014-2015 Differences between the SMI and Targeted Menu Review Tools/Resources Discussion Sharing Best Practices for a successful Administrative Review and Q&A
Common Challenges since HHFKA Implementation Meeting the calorie restriction Substitutions and meeting the vegetable subgroup requirement Higher cost in whole grain food items Higher cost associated with requiring students to take a fruit/vegetable to count as a reimbursable meal 4
Sodium Restriction Challenges of SY 2014-2015 How has the restriction of sodium affected your menu? How has the restriction of sodium affected your ordering? How has the restriction of sodium affected your ADP? 5
All grains must be whole grain-rich for breakfast and lunch What has been the biggest challenge with implementing this requirement? Must offer 1 cup of fruit at breakfast Are students taking more fruit? How much has your cost increased? Under OVS meals selected by students must contain a fruit for breakfast (or vegetable if using substitution) Re-training? Challenges of SY 2014-2015 6
Discussion: Common Challenges How do you plan out your menu in regards to the meal pattern? What challenges have you faced in your school district in meeting the meal pattern? How has it affected the staff? Have there been any issues related to the preparation of the food? Have there been any issues related to ordering the appropriate food to meet the meal pattern? 7
Differences between the SMI and the Targeted Menu Review 8
Summary of Targeted Menu Review Options 1 2 3 4 9
Targeted Menu Review (Option 1) If Option 1: Dietary Specifications Assessment Tool is chosen by the State Agency to evaluate a Targeted Menu Review Off Site. Using the dietary specifications assessment tool, the state will determine off-site whether a school site is low or high risk. When the state visits on-site, they will reassess the risk factor using the same tool. If the site is low risk off-site and on-site, no further action will be required. If the site is low risk off-site and the State Agency determines the site is high risk on-site, it would automatically warrant a nutrient analysis. If a Nutrient Analysis is required, the Nutrient Analysis and Validation Checklist will be used to evaluate the Targeted Menu Review. 10
Discussion: Targeted Menu Review How have you prepared for the targeted menu review? Of those SFAs that have received an AR, what documentation does your State require for submission to illustrate that you are meeting the quantities and components for your review menus? How many submitted review menus using the USDA spreadsheet? What are some challenges, if any, you have faced using the USDA spreadsheet? If you didn t use the USDA spreadsheet, what did you do? 11
Administrative Review Documents The Administrative Review Documents are posted on the USDA public website. NOTE: State Agencies do have the flexibility in adding additional areas of review within the Administrative Review. http://www.fns.usda.gov/nslp/administrative-review-manual
Resources USDA Approved Menu Planning Tools http://healthymeals.nal.usda.gov/menu-planning/nutrition-standards-schoolmeals/menu-planning-tools-approved-certification-six-cent USDA Best Practices Sharing Center http://healthymeals.nal.usda.gov/best-practices USDA Nutrition Standards for School Meals http://www.fns.usda.gov/school-meals/nutrition-standards-school-meals Nutrient Database http://ndb.nal.usda.gov/ndb/search/list 13
Tools/Services to Prepare for the Administrative Review: Menu Planning Tools BREAKFAST LUNCH REGULATIONS
Tools/Services to Prepare for the Administrative Review: Mock Administrative Reviews Benefits 1. Assists you in completing the Off Site Review to prepare for State Agency submittal 2. Assists you in assessing your menus for compliance 3. Assists you in gathering all the materials necessary to prepare for your Administrative Review 4. Ability to determine your Targeted Menu Review 5. Ability to determine whether your Administrative Review will warrant a Comprehensive Resource Management Evaluation 6. Helps you identify any potential findings that will allow you to fix before the real Administrative Review
Tools/Services to Prepare for the Administrative Review: elearning 1. Training for staff to understand their responsibilities 2. Training for staff to help prepare for the Administrative Review 3. Re-Training of staff as a part of any corrective action from an Administrative Review
Tools/Services to Prepare for the Administrative Review: elearning Quizzes/Tests 1. Testing staff comprehension of courses 2. Track staff completion and pass/fail rate
Best Practices to Prepare for the Administrative Review Conduct a surprise Local Review for your sites and review the operations and review documentation: a. Observe Meal Preparation/Service b. Review Production Records/ Invoices/ Inventory/Deposits/Training Documentation/Food Safety Plan/ Special Diets on File etc. c. Review Claim Documentation/Rosters if necessary d. Posted Health Inspection and Nutrition Education Materials e. Review the Afterschool Snack Program (ASP), Seamless Summer Option (SSO), Fresh Fruit and Vegetable Program (FFVP), and Special Milk Program (SMP) as necessary
Best Practices Discussion Share best practices that have worked for you! Menu Planning Recipe Development Taste Testing Create a Student Nutrition Group Administrative Review Prep Implement Mock Reviews Organize Paperwork
Q& A