Getting Your 6 Cents 1 Certification of Compliance with New Meal Pattern Requirements

Healthy Hunger Free Kids Act (HHFKA) Background 2 Requires SFAs follow the updated meal patterns (rule published January 26, 2012). State agencies are not required to perform CRE or SMI reviews in SY , but will do 6 cents certification approvals and validation reviews instead for breakfast and lunch. Provides performance-based reimbursement for SFAs that demonstrate compliance with updated meal pattern – this includes both lunch and breakfast. The additional 6 cents reimbursement is available October 1, Future 6 cents reimbursement will be adjusted beginning July 2013 when new meal rates come out.

Overview – Certification Process (detail will follow) 3 The certification process works as follows: SFA submits certification documentation to State agency State agency makes a certification determination within 60 days State agencies conduct validation review of at least 25 percent of certified SFAs in SY Ongoing compliance with the meal pattern requirements is monitored during administrative reviews (CRE/SMI). State agencies will not be required to conduct administrative reviews (CRE) or School Meals Initiative (SMI) reviews in SY (Except required SMI’s will need to be completed for schools applying for the Healthier US School Challenge.)

Overview - Continued 4 Some aspects of the meal pattern are phased in over several years SFAs must demonstrate compliance with those requirements in effect at time of certification (Note: All schools in the SFA must certify in order for the SFA to receive the 6 cents) SFAs must demonstrate compliance with both breakfast and lunch if SFA offers breakfast

Definition of Certification 5 Paper or electronic documentation submitted to the State agency by the SFA to demonstrate compliance with new meal pattern requirements. Please refer to SP Certification of Compliance with New Meal Pattern Packet. Documentation must include both breakfast and lunch if SFA offers breakfast. Documentation is a representative view of meal service for all schools within the SFA. Within 60 days of receipt, the State Agency must review and approve or deny documentation for certification within 60 days of receipt.

6 Certification – SFA Responsibilities

Certification Options 7 Option 1: SFA submits one week menus, menu worksheet and nutrient analysis on USDA approved software. Option 2: SFA submits one week menus, menu worksheet and simplified nutrient assessment. Includes all schools that do nutrient analysis on non USDA approved software. Option 3: State agency on-site review which is at the discretion of the state agency only.

Certification – Option 1 8 SFAs must submit to NH Dept. of Ed., Bureau of Nutrition Programs and Services, 101 Pleasant St., Concord, NH 03301: One week of menus for each menu type offered by age grade group. Week = Normal 5 day school week. Detailed menu worksheets. Nutrient analysis of calories and saturated fat for each menu type using USDA approved software. Menu worksheet includes food components and quantities/serving sizes used to assess compliance for reimbursable meals. These tools are attached.

Certification – Option 2 9 SFAs must submit to the State Agency: One week of menus for each menu type offered by age grade group. Detailed menu worksheet. Refer to the SP Simplified Nutrient Assessment of calories and saturated fat for each menu type. Refer to the SP Simplified nutrient assessment will serve as a proxy for a nutrient analysis.

Certification – Option 3 10 State agencies may document SFA compliance during an on- site review at their discretion.

Certification Documentation 11 Menu Type: For each certification option SFAs must submit one week of each menu offered by age grade group (for both breakfast (if offered at the school) and lunch) within the SFA. Example: If an SFA serves an elementary, middle and high school menu for lunch and only one menu for breakfast for all schools, the SFA must submit four menus (3 lunch and 1 breakfast) and four associated menu worksheets

Certification Documentation 12 All documentation submitted must reflect current SFA practices: Documentation can include meals served in the calendar month the certification materials are submitted or Documentation can include meals served in the month preceding the calendar month of submission. Example: If an SFA submits a request for certification in December, documentation of either December or November meal service can be submitted.

Certification Documentation 13 Early submission (before Sept 30, 2012) SFAs may submit documentation for compliance reflecting planned meal service for October or November 2012

Certification Documentation 14 Example: If an SFA submits certification documentation in August 2012, the documentation for compliance must reflect meals planned for October or November Note: SFA’s may submit for 6 cents certification at any time during the SY 12/13 and prior to June 1, 2013.

Certification Documentation- Attestation 15 As part of certification, SFAs must attest that: They are in compliance with all current meal pattern requirements Documentation is representative of the ongoing meal service within the SFA The minimum required food quantities for all food components are available to students in every serving line. Note: The attestation form is found in the SP packet.

Annual Attestation 16 Certified SFAs must annually attest, through SY , to compliance with the meal pattern requirements, as new requirements are phased-in The attestation must be provided to the State agency as an addendum to the permanent agreement between States and SFAs

16 Currently Approved Software Packages (list will be revised) 17 CN Menus (CN Resource, LLC) CookenPro Commercial (Barrington Software, Inc.) Eatec Solutions by Agilysys (Agilysis, Inc.) KidServ (Horizon Software International) LunchBox (Heartland Payment Systems) Meal Magic.NET Suite Meal Tracker Menu Planning (Harris School Solutions) Meals Plus Menus (Education Management Systems, Inc.) Menus & Nutrition Inventory Management (WinFSIM)

Approved Software, Continued 18 NutriKids: Menu Planning and Nutritional Anaylsis OneSource (Horizon Software, International) PRIMA (ARAMARK schools only) Primero Menu Planning and Nutrient Analysis TrakNOW – Nutrition on the Web by Fastrak Virtual B.O.S.S. (Back Office Software Solutions) WinSNAP (WebSMARTT)

19 Certification – State Agency Responsibilities

20 Establish process for certification in the State based on interim rule and FNS guidance Train and disseminate information to SFAs Receive, review and approve/deny SFA certification documentation within 60 days of receipt. Note: Early submissions or those prior to Oct. 1, the State will have 60 days starting Oct. 1, 2012 to approve or deny. Disburse 6 cents reimbursement to certified SFA

Certification – State Agency Responsibilities 21 State agencies may not approve/deny certification until July 1, Certified/Approved SFAs can start earning 6 cents reimbursement October 1,2012.

Certification – State Agency Responsibilities 22 For applications submitted on or before September 30, 2012, the State Agency has 60 days from October 1, 2012 to review the certification materials and to make a determination of approval/denial.

Certification – State Agency Responsibilities 23 Example: If an SFA submits certification materials on August 15, 2012 with planned menus for October 1, 2012, the State agency has 60 days from October 1, 2012 to make a certification determination of approval/denial.

Certification – State Agency Responsibilities 24 Promptly disburse 6 cents reimbursement to the certified SFA for each lunch served beginning at the start of the month in which the certified menus are served.

Certification – State Agency Responsibilities 25 Example: If menus for the week of March 15-19, 2013 are certified in May 2013, the State agency must retroactively reimburse the additional 6 cents for all lunches served on or after March 1, If a school submits documentation for early submission and state certifies/approves the menu Oct. 15, 2012, then state retroactively pays to Oct. 1, If a school submits documentation for early submission and state certifies/approves the menu Sept. 15, 2012, then the State starts payment Oct. 1, Questions for this section?

26 SY Validation Reviews

SY Validation Reviews - Definition 27 SY Validation Review: An on-site visit conducted by the State agency to affirm that a certified SFA has met and continues to meet the updated meal patterns

SY Validation Reviews 28 Validation reviews are only required in SY During a validation review, State agencies must: Observe a meal service for each type of menu certified Review the school production records for observed meals Review the documentation submitted for certification

SY Validation Reviews 29 State agencies must conduct random on-site validation reviews of at least 25 percent of SFAs certified via documentation (Options 1 and 2) 25 percent must include all large SFAs SFAs that receive certification through an onsite review (Option 3) are not required to receive a validation review. This certification option is at the discretion of the State Agency. The State Agency will review one school representing each type of menu certified. Randomly selected by State

SY Validation Reviews 30 Draw “sample” during three time periods October – December January – March April – June The total number of validation reviews at the end of SY must be at least 25 percent of certified SFAs in the State Must be completed by June 30, 2013, therefore all submissions must be into the State Agency by June 1, 2013.

SY Validation Reviews 31 If the State agency is unable to validate the certification documentation, the State agency must assess: Whether corrective action can occur immediately; and The longevity and severity of the problem(s). These assessments determine whether an SFA can earn the 6 cents in the future and what fiscal action is needed in the current month and/or prior periods. Note: Fiscal action is for validations reviews only.

SY Validation Reviews 32 If corrective action does occur immediately 6 cents is not turned off for future months. If corrective action does not occur immediately 6 cents must be turned off for future months until school is re-certified. Example: A reviewer notes that a school does not have a second milk option. The second option is actually in the cooler and can be brought out immediately – 6 cents not turned off. However, if a reviewer notes that only 2% milk is being served and there is no other allowable milk to be brought out as back-up and school must order milk, use up current stock etc – 6 cents turned off.

Appeals 33 SFAs cannot appeal the State agency’s denial of certification. SFAs can appeal that a State agency turns off the 6 cents reimbursement only – the entire reimbursement will not be subject to appeal.

Resources 34

35 CNP Memo TitleMemo CodeDate Issued Child Nutrition Reauthorization 2010: Certification of Compliance with New Meal Patterns - Certification Tools, Specifications and Prototype Attestation Statement /31/2012 Attestation of Compliance Statement - (Options 1 AND 2) Attest Statement 5/31/2012 USDA Meal Pattern Requirement Certification Specifications Specs 5/31/2012 Menu Worksheet Directions - (Options 1 AND 2) Worksheet Directions 5/31/2012 Simplified Nutrient Assessment Directions - (Option 2 ONLY) Assess Directions 5/31/2012 Breakfast Menu Worksheet, Grades Break 6-8 5/31/2012 Breakfast Menu Worksheet, Grades Break /31/2012 Breakfast Menu Worksheet, Grades K Break K-5 5/31/2012 Breakfast Menu Worksheet, Grades K Break K-12 5/31/2012 Lunch Menu Worksheet, Grades Lunch 6-8 5/31/2012 Lunch Menu Worksheet, Grades lunch /31/2012 Lunch Menu Worksheet, Grades K Lunch K-5 5/31/2012

36 Bureau of Nutrition Programs and Services Personnel Cheri White, Administrator (603) Carole Dennis, Program Specialist, CACFP (603) Tami Drake, Accountant (603) Judy Gosselin, Program Specialist, NSLP, SFSP (603) Kathryn G. M. Hodges, Program Specialist (603)

37 Questions?