Welcome to Administrative Review for School Nutrition Programs Workshop # 1281260 5/21/2015 1
Acknowledgment Statement You understand and acknowledge that: The training you are about to take does not cover the entire scope of the program; and that You are responsible for knowing and understanding all handbooks, manuals, alerts, notices and guidance, as well as any other forms of communication that provide further guidance, clarification or instructions on operating the program. 5/21/2015 2
Class Objectives Participants will become familiar with the new Administrative Review process. Participants will be able to navigate the Administrative Review resources in TX-UNPS. Participants will construct a plan to manage the Administrative Review process for their program/district. 5/21/2015 3
Networking/Discovery Discussion 5/21/2015 4
Where Do I Get Help?
Where do I start?
Administrative Review Terminology
Administrative Review Process 5/21/2015 8
Administrative Review Announcement Letter Please make sure contact information is updated in TX- UNPS for Superintendent and School Nutrition Director (includes Interims) 5/21/2015 9
Administrative Review Timeline 5/21/2015 10
Review Areas 5/21/2015 11
Review Areas 5/21/2015 12
Administrative Review: Professional Standards New rule adds professional standards to the general areas scope of the Administrative Review. SFAs maintain a recordkeeping system that annually documents compliance with the professional standards requirements for all school nutrition program employees. 5/21/2015 13
Administrative Review: Professional Standards Documentation to support education level and professional experience for employees hired on July 1, 2015 or after. Continuing education training hours completed for each employee in the Child Nutrition Department. 5/21/2015 14
Review Areas 5/21/2015 15
Risk-Based Review Areas 5/21/2015 16
The Off-Site Review 5/21/2015 17
The Off-Site Review 5/21/2015 18
The Off-Site Review: What kind of technology do I need? 5/21/2015 19
Off-Site Review Timeline 5/21/2015 20
Off-Site Review 5/21/2015 21
Off-Site Review 5/21/2015 22
Off-Site Review in TX-UNPS Let s dive in! 5/21/2015 23
Functions in TX-UNPS
Administrative Review in TX-UNPS
Administrative Review in TX-UNPS
Administrative Review in TX-UNPS
Administrative Review in TX-UNPS
Off-Site Review Certification and Benefit Issuance TX-UNPS Section 100 5/21/2015 29
Off-Site Review Certification and Benefit Issuance TX-UNPS Section 100 5/21/2015 30
Off-Site Review Forms: Certification and Benefit Issuance 01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 2 5/21/2015 31
Off-Site Review Forms: Certification and Benefit Issuance Let s explore these questions! 5/21/2015 32
Review Forms? TOOL TIP REMINDER: Hovering over the icon will briefly display additional information that may aid in answering the review question. The user can also click the icon to display the information in a popup.
Review Forms
Review Forms 01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 1 01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 1 Question must be answered All sites are monitored on a weekly basis.
01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 1 Review Forms
Review Forms
Off-Site Review Attachments: Certification and Benefit Issuance ABC TX-UNPS Section 100 5/21/2015 38
Off-Site Review Attachments: Certification and Benefit Issuance Student Master Roster of Eligibility (List of Active Free/Reduced Students) (List of Active Denied Students) Notification Sample Letters DC Lists Household Applications Certified Lists: Migrant, Homeless, Runaway, Foster, Head Start 5/21/2015 39
Off-Site Review Attachments: Certification and Benefit Issuance 5/21/2015 40
01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 1 Review Attachments
01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 1 Review Attachments
Review Attachments
01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 1 Review Attachments
Review Attachments 0
01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 1 Review Attachments
Review Attachments 01234 Status: Active ANYWHERE 01234 Status: ISD Active DBA: ANYWHERE ISD 1 DBA: Main ST Anywhere, 1 Main ST US 12345 Anywhere, US 12345 01234 County Status: District Active Code : 123-456 ESC County Region: District 1 Code : 123-456 ANYWHERE ISD ESC Region: 1 DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 1
01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 1 Review Attachments
Off-Site Review: Verification TX-UNPS Section 200 5/21/2015 49
Off-Site Review: Verification TX-UNPS Section 200 5/21/2015 50
Off-Site Review Forms: Verification 01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 2 5/21/2015 51
Off-Site Review Forms: Verification Let s explore these questions! 5/21/2015 52
ABC Off-Site Review Attachments: Verification TX-UNPS Section 200 5/21/2015 53
Off-Site Review Attachments: Verification Verification Individual Household Report Forms Household Application Letter to Households Selected for Verification of Eligibility Verification Information for Free and Reduced-Price Meals Sheet Notification Verification Results / Adverse Action Letter 5/21/2015 54
Off-Site Review: Meal Counting and Claiming TX-UNPS Section 300 5/21/2015 55
Off-Site Review Forms: Meal Counting and Claiming TX-UNPS Section 300 5/21/2015 56
Off-Site Review Forms: Meal Counting and Claiming 01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 2 5/21/2015 57
Off-Site Review Forms: Meal Counting and Claiming Let s explore these questions! 5/21/2015 58
ABC Off-Site Review Attachments: Meal Counting and Claiming TX-UNPS Section 300 5/21/2015 59
Off-Site Review Attachments: Meal Counting and Claiming Breakfast Meal Transaction Report Dates specified by TDA Reviewer Month of Review (MOR) Acculclaim/Daily Edit Check Record Lunch Meal Transaction Report Dates specified by TDA Reviewer 5/21/2015 60
Off-Site Review Form: Dietary Specifications and Nutrient Analysis TX-UNPS Section 600 (Completed by TDA Reviewer) 5/21/2015 61
Dietary Specifications TDA Compliance Monitor will send Dietary Specifications form to School Nutrition Program Director and conduct phone interview. www.fns.usda.gov/sites/default/files/dietspecs2007.xlsx
Off-Site Review Forms: Dietary Specifications and Nutrient Analysis Let s explore these questions! 5/21/2015 63
Off-Site Review Attachments: Dietary Specifications and Nutrient Analysis ABC 5/21/2015 64
Off-Site Review Attachments: Dietary Specifications and Nutrient Analysis Month of Review (MOR) Week of Review (WOR) Breakfast Menu Lunch Menu MOR Breakfast Food Production Records (Specified Sample) MOR Lunch Food Production Records (Specified Sample) Breakfast Menu Lunch Menu WOR Breakfast Food Production Records WOR Lunch Food Production Records Note: Menu Worksheet may be required 5/21/2015 65
Off-Site Review: Resource Management TX-UNPS Section 700 5/21/2015 66
Off-Site Review Attachments: Resource Management ABC TX-UNPS Section 700 5/21/2015 67
Off-Site Review Forms: Resource Management Let s explore these questions! Handout Discussion 5/21/2015 68
Off-Site Review: Resource Management 5/21/2015 69
Off-Site Review Forms: Civil Rights TX-UNPS Section 800 5/21/2015 70
Off-Site Review Forms: Civil Rights TX-UNPS Section 800 5/21/2015 71
Off-Site Review Forms: Civil Rights 01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 2 5/21/2015 72
Off-Site Review Forms: Civil Rights Let s explore these questions! 5/21/2015 73
Off-Site Review Attachments: Civil Rights ABC TX-UNPS Section 800 5/21/2015 74
Off-Site Review Attachments: Civil Rights Civil Rights Training Documentation (Agenda, Sign in Sheets, Materials) Public Media Release PEIMS School Data Or TDA Questionnaire Section 19.5 ARM Discrimination Complaint Form Discrimination Complaint Policy 5/21/2015 75
Off-Site Review: SFA On-Site Monitoring TX-UNPS Section 900 5/21/2015 76
Off-Site Review Forms: SFA On-Site Monitoring TX-UNPS Section 900 5/21/2015 77
Off-Site Review Forms: SFA On Site Monitoring 01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 2 5/21/2015 78
Off-Site Review Forms: SFA On Site Monitoring Let s explore these questions! 5/21/2015 79
Off-Site Review Attachments: SFA On-Site Monitoring ABC TX-UNPS Section 900 5/21/2015 80
Off-Site Review Attachments: SFA On Site Monitoring Completed On-Site Monitoring Review Form for each serving location (required when more than one serving location) 5/21/2015 81
Off-Site Review: Local Wellness Policy TX-UNPS Section 1000 5/21/2015 82
Off-Site Review Forms: Local Wellness Policy TX-UNPS Section 1000 5/21/2015 83
Off-Site Review Forms: SFA On Site Monitoring 01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 2 5/21/2015 84
Off-Site Review Forms: SFA On Site Monitoring Let s explore these questions! 5/21/2015 85
Off-Site Review Attachments: Local Wellness Policy ABC TX-UNPS Section 1000 5/21/2015 86
Off-Site Review: Local Wellness Policy 5/21/2015 87
Off-Site Review: School Breakfast and SFSP Outreach TX-UNPS Section 1600 5/21/2015 88
Off-Site Review Forms: School Breakfast and SFSP Outreach TX-UNPS Section 1600 5/21/2015 89
Off-Site Review Forms: School Breakfast and SFSP Outreach 01234 Status: Active ANYWHERE ISD DBA: 1 Main ST Anywhere, US 12345 County District Code : 123-456 ESC Region: 2 5/21/2015 90
Off-Site Review Forms: School Breakfast and SFSP Outreach Let s explore these questions! 5/21/2015 91
Off-Site Review Attachments: School Breakfast and SFSP Outreach ABC TX-UNPS Section 1600 5/21/2015 92
Off-Site Review: Afterschool Snack Program 5/21/2015 93
Off-Site Review: Fresh Fruit and Vegetable Grant Program 5/21/2015 94
Off-Site Review: Seamless Summer Option (SSO) 5/21/2015 95
Let s Review! What document are required for the off-site review? 5/21/2015 96
Off-Site Review Attachments Handout Discussion
The On-Site Review 5/21/2015 98
On-Site Review: Day of Review 5/21/2015 99
Administrative Review Attachment B Prior to the on-site review, please compare most current Attachment B on file in TX-UNPS to current site procedures. If site procedures have changed, update Schedule B, update the 2015-2016 application packet and re-submit. 5/21/2015 100
On-Site Review: Entrance Conference 5/21/2015 101
On-Site Review 5/21/2015 102
On-Site Review: Day of Review 5/21/2015 103
On-Site Review 5/21/2015 104
On-Site Review: Meal Counting and Claiming 5/21/2015 105
On-Site Review: Meal Counting and Claiming 5/21/2015 106
On-Site Review: Meal Components and Quantities 5/21/2015 107
On-Site Review: Dietary Specifications and Nutrient Analysis TDA will observe meal preparation and service. TDA will review food storage room contents and check labels. TDA will evaluate menus, production records, recipes, etc. that supports meals offered. TDA will determine if CEs are high or low risk for not meeting the dietary specifications TDA will ensure that high risk CEs receive a nutrient analysis. 5/21/2015 108
On-Site Review: Civil Rights TDA will review program materials. TDA will observe posted signs. TDA will observe the meal service. TDA will review training documentation TDA will determine if the CEs demonstrate civil rights compliance. 5/21/2015 109
On-Site Review: Competitive Food Services 5/21/2015 110
On-Site Review: Water Availability 5/21/2015 111
On-Site Review: Food Safety 5/21/2015 112
On-Site Review: Comprehensive Resource Management Review 5/21/2015 113
On-Site Review: Comprehensive Resource Management Review 5/21/2015 114
On-Site Review: Fresh Fruit and Vegetable Grant Program 5/21/2015 115
On-Site Review: Exit Conference 5/21/2015 116
On-Site Review: Exit Conference 5/21/2015 117
Post-Review 5/21/2015 118
Post-Review Terminology 5/21/2015 119
Post-Review Terminology
Post-Review Terminology
Post-Review Terminology
Post-Review Terminology
Corrective Action Documents
Corrective Action Documents
Corrective Action Documents
Corrective Action Documents
Corrective Action Documents
Corrective Action Documents
Corrective Action Documents
Corrective Action Documents 0101 ABC Elementary
5/21/2015 133
Additional Review Tools 5/21/2015 134
Fiscal Action
Reflection 5/21/2015 136
AR Management Plan Own Your Review! Know your deadlines Identify Roles Delegate Tasks Inspect what you Expect Communicate with Reviewer. Meet Deadlines 5/21/2015 137
Resources: Squaremeals.org 5/21/2015 138
Resources Texas Department of Agriculture www.squaremeals.org TX-UNPS https://txunps1.texasagriculture.gov/txunps/splash.aspx 5/21/2015 139
Our services are provided through the Texas Department of Agriculture s Food and Nutrition Division which is funded by the U.S. Department of Agriculture, Food and Nutrition Service. The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer