Wisconsin’s Direct Certification Process: Connecting kids to healthy school meals Marisa MacLaren Abby Leonhart Outreach Specialists with Covering Kids & Families-Wisconsin (CKF) on behalf of the WI Department of Public Instruction

 Direct Certification promotes increased participation in school meal programs  Simplifies the certification process for foster children and children in low income households to receive free meals

Benefits of Direct Certification Saves schools and families time Improves integrity of the process More kids eating nutritious meals More reimbursement for schools Less paperwork Fewer applications to verify

USDA Mandate: What’s required? For all schools participating in the National School Lunch Program (known as School Food Authorities or SFAs), Direct Certification MUST be run a minimum of three times per school year: At or around the beginning of the school year (no later than end of September) Three months after the initial run Six months after the initial run  October before USDA collects information for Verification Summary Report

Direct Certification User Guide The Wisconsin Direct Certification (DC) User Guide can be downloaded from DPI’s Direct Certification webpage at :

Requesting Access to the Direct Certification Program (DCP) See page 4 of Wisconsin Direct Certification User Guide

Creating a DWD/Wisconsin Logon See page 4 of Wisconsin Direct Certification User Guide

Self-Registration See page 5 of Wisconsin Direct Certification User Guide

Web Access Request Form See page 5 of Wisconsin Direct Certification User Guide

Web Access Request Form

See pages 5-6 of Wisconsin Direct Certification User Guide

Student File Creation The DCP requires the student file to be saved in a “tab delimited text” (.txt) format and contain the following: Last Name First Name Middle Initial (can be left blank) Date of Birth See page 6 of Wisconsin Direct Certification User Guide

Logon for the Direct Certification Program (DCP)

Logon for the Direct Certification Program (DCP)

Uploading the Student File Locate your student file to upload Select your file to upload and click “submit” The match process should only take a few minutes depending on the size of your student list Your computer screen may show zero percent (0%) processing for a short amount of time; don’t worry, the system is working. See page 9 of Wisconsin Direct Certification User Guide

The Match File When file is returned by DCF: DOWNLOAD file and SAVE to computer PRINT a paper copy of the list from the state for your records See page 11 of Wisconsin Direct Certification User Guide

Eligibility Codes

Error Codes See pages of Wisconsin Direct Certification User Guide

Extending Eligibility Household Categorical Eligibility Benefits are extended to other children (not listed as eligible through DC) in the same household without an application if they are participating in FoodShare or W- 2. Benefits are not extended to other children in household with a foster child (unless the household is also participating in FoodShare or W-2). Must document household composition and basis for extending eligibility USDA Policy Memorandum SP 38–2009 (August 27, 2009)

Notification Letter to Households The SFA must notify the households of students directly certified and eligible for free meals Must include how to decline benefits if they do not want free meal benefits See page 14 of Wisconsin Direct Certification User Guide

 No matter when you run DC and directly certify a student, they are eligible for the ‘remainder of the SY’ and the 30 day carry over period. This means the entire upcoming school year and up to 30 operating days into the following year.

Commonly Asked Questions A student who matches via DC also has an application submitted. Which one do I use? DC overrides a paper application. Do not throw the application away.

Commonly Asked Questions Once we find out that students are eligible for free meals via DC, are they only eligible as of that day or can we back date to start of school or the start of that month? The approval date is the run date listed on the top of the match list. Approvals may not be backdated.

Commonly Asked Questions Once my list was received, I noticed that one sibling was found as eligible and another as an ‘N’? What does this mean as far as extending eligibility? Siblings and children living in a household that participates in FoodShare and/or W-2 are categorically eligible for free meals via DC, even if the Direct Cert system missed them.

Your Direct Cert Checklist! Review the updated Wisconsin Direct Certification User Guide for guidance and tips! Create a DC folder on your computer Run the first DC match at or around the beginning of the school year Run once before parents/guardians register students for school meals Remember the USDA mandate! Run DC before you conduct verification Run DC as often as possible throughout the year to ensure eligible students are receiving benefits

Direct Certification Resources DPI Direct Certification Webpage Policy Questions: DPI School Nutrition Team Phone: (608) Technical Questions: DCF Service Desk Phone: (608) General Questions: CKF, Marisa and Abby Phone: (608)