CEO Implementation Training for Food Service Directors SY Kentucky Department of Education Division of School and Community Nutrition June 20 th, 2012

Today’s Training Concepts Previous WebEx’s Intro to the Program CNIPS Application/CEO Schedule CEO Pre-operational Requirements Media Release MCPs CEO Cycle How it works Scheduling Tool Meal Service Operations POS systems Internal Controls Alternate MCPs CEO Claims - CNIPS Financials State Reporting Other Programs Questions/Resources

CEO Concepts Benefit Issuance Document – April (5 th ) Roster Identified Student Percentage – DC/enrollment Edit Checks – Based on enrollment, not eligibility FRAM Coordinator – SES Data/HIF Forms “Grouping”- adding DC and enrollment of different sites to qualify “Mixed” District – where only some of the schools are on CEO and others are not; “All Schools” – where all schools in the district participate in CEO YPFY - Year Prior to the 1 st Year (April data – guaranteed %)

Previous WebEx Trainings If you have not watched any of the introductory WebEx trainings or the CEO CNIPS/CEO Scheduling Tool training, be sure to contact us so we can provide those for you. It is imperative that you understand all aspects of the CEO. The CEO does not come with a guarantee – each district must be aware of how the CEO will affect the district as a whole. Resource for districts – inance/attendance+policies/community+eligibility+option.htm

CEO Pre-Operational Requirements Media Release Letter to Household (Optional) Meal Counting and Claiming Procedures – MCPS

CEO Pre-operational Requirements Media Release

CEO Pre-operational Requirements Letter to Household (Optional) USDA requires that CEO schools provide a notification of their participation in CEO, but USDA has also confirmed that the Media Release meets that requirement. If you wish to send home letters to the household about the program, you may do so. A notification letter may become a program requirement at a later date – but for right now, it is not required.

CEO Cycle The CEO program is on a 4 year cycle; If after the first year, you decide not to continue with the CEO, you do not reapply; Those who re-apply, the claiming percentage will be based on the higher of the YPFY data, or the prior year April data (most current); If you change groupings in the next school year, the cycle re-sets; You do not change claiming percentages month to month, but you still process DC; Process DC from July 1 to April 1 each year – report data by April 30 th each year.

CEO Cycle Example of a cycle: YPFY Data 78% April Data % April Data % April Data % School Year will use YPFY data for claims (78%) as the default. School Year will use April 2013 data for claims (79%) as it is higher than the YPFY. School Year will use YPFY data for claims (78%) as it is higher than the April 2014 data. School Year will use April 2015 data for claims (85%) as it is higher than the YPFY. CNIPS will use the appropriate percentage based on CEO rules.

CEO Scheduling Tool Place CEO sites into groups for the following reasons: o CEO participation – allow an ineligible site to participate by grouping it with an eligible site o Sites >100% claiming percentage – if the claiming percentage (i.e., DC percentage X 1.6 multiplier) is greater than 100%, then group this site with another site (but be sure to look at the enrollment first) o District-wide Participation: place all sites under “Group 1” if you plan to have all sites in CEO.

CEO Scheduling Tool No rules exist for grouping sites – Any school can be grouped with another but the resulting DC percentage must be 40% or greater for all grouped sites Except for sites with >100% claiming reimbursement you will not obtain higher reimbursement for grouping sites versus not grouping them

Meal Service Operations Point of Service No change in service procedures; Children should go through the line and be counted using a POS system or roster (ensures one “claimed” meal per child). Back-up roster for system failures

Meal Service Operations Point of Service Meal prices should be set at $0.00 for meals served at CEO schools. The child’s eligibility status does not matter as percentages are applied to total meal counts for the claim. “Mixed” Districts may have issues with IC and their POS communications. You will need to work closely with your IT department to ensure systems are in synch.

Meal Service Operations MCPs If you decide to do any kind of alternate POS, this policy must be included in your MCPs: – Breakfast in the classroom – Grab and go’s

Meal Service Operations Internal Controls Sponsor must still conduct a review of the school’s Meal Counting and Claiming Procedure (On-Site Review) by February 1 of each year.

Meal Service Operations Internal Controls CEO schools must conduct edit checks of each meal service comparing the number of meals served to the attendance adjusted enrollment daily.

Meal Service Operations Edit Checks

Financials Non-Federal Funds Should the costs of the CEO exceed federal reimbursement, the district must make up the difference using non-federal funds. SCN looks at the district as a whole, and not by individual school. A la carte and contract income is not considered federal funds under the CEO.

Financials Financial Management Marketing – You cannot make a child go through the line to get a meal, but you can come up with great ideas to encourage participation! Watch your costs – Be sure that staff are using correct serving sizes and charging for extras and a la carte items. Adult charges - It is imperative that you do not allow adults to charge when operating a program like the CEO!

State Reporting October Qualifying Data (Site Enrollment Data*) CEO schools will not report October Qualifying Data. April Data (CEO Scheduling Tool) will be used as the October Qualifying Data (Site Enrollment Data) for CEO schools. This year’s data was collected in April 2012 – The DC percentage times the 1.6 factor will be used for ASCP, SFSP, etc. *Beginning SY 12-13, we will refer to October Qualifying Data as Site Enrollment Data (CNIPS).

State Reporting April Data Requirement for all NSLP Sponsors April Data is the percentage of Directly Certified students in SNP enrollment on or before April 5 of each year. Sponsors will report the number enrolled in the SNP and the number of DC on each site application in CNIPS under the Community Eligibility Option module by April 15 each year.

Other Programs FRAM Coordinators Traditionally, other programs have obtained socioeconomic data from the NSLP for the purposes of funding and the waiving of student fees. With the implementation of the CEO, those programs will no longer be able to obtain that information, and a new procedure is needed.

Other Programs FRAM Coordinators Under the KDE initiative, each district operating the CEO must appoint a FRAM Coordinator to obtain the socioeconomic status for students attending CEO schools using household income forms (HIFs). No employee of Food Service (including part- time) may be appointed as the FRAM Coordinator.

Other Programs What you can do… You may: Process and upload DC into FRAM. Process a NSLP application for a household that indicates both CEO and non-CEO students and extend eligibility to all household members. Accept HIFs from FRAM Coordinators that indicate a non-DC student as homeless, migrant, or runaway (as these require investigation and could possibly be a missed DC). Accept referrals from the FRAM Coordinator about potentially eligible participants of non-CEO schools for the NSLP. Refer to FRAM and FSD workflow charts.

HIF Form in Brief KDE developed the household and income form (HIF) to collect socioeconomic status on students in CEO schools – Necessary for state and federal reporting purposes and to determine eligibility for educational benefits (e.g., FRYSC) – Very similar in design to NSLP household application

HIF Distribution As a state developed form the HIF can be distributed prior to July 1 in the student registration packets – Prototype HIF on KDE’s CEO website: ng/School+Finance/Attendance+Policies/Community+Eligibility+Option.htm Tips: 1)Use colored paper to differentiate HIF form vs. NLSP household application 2)Process HIF forms after July DC data has been imported and preferably after August DC data has been imported

HIF Data Processing Estimate Estimate of HIF form data processing time: Total student households Less DC households Less overtly paid students (default is paid) Less mixed households (mixed CEO only)* *Mixed households include CEO and non-CEO siblings; if the household completes an NSLP application then this can be shared with FRAM Coordinator

HIF Processing Responsibilities FRAM Coordinator Food Service Director Distribute, collect and process the HIF forms Provide any HIF form marked homeless, migrant or runaway to FSD Review DC list; no HIF processing necessary for any DC student (Mixed CEO only) Omit processing any “mixed households” with a household app in POS N/A Share any form homeless, migrant, or runaway with appropriate district coordinator Import DC file on a monthly basis (Mixed CEO only) Process all household applications in POS system

HIF Processing A FRAM Coordinator must be appointed in the district to process HIF forms – Paid out of general revenue funds – Must not be the food service director or food service staff HIF forms will be processed using Household Eligibility tool in IC – Students are assigned free, reduced, or paid meal status – Training will be provided to FRAM Coordinators by KDE’s District Support Services FRAM Coordinator Resources: nance/Attendance+Policies/Community+Eligibility+Option.htm

Other Programs CEO Posters Given to all FSDs during the June conference - 2 per school - Place one in cafeteria, and one near the school entrance

POS System Meal status processing will be done by FRAM Coordinator Special configuration of POS will need to be done based on type of CEO district Warning! Synchronizing meal status from POS after the FRAM Coordinator has begun entering HIF forms will result in overwriting of his/her data entry

POS System – “Mixed CEO” Only the non-CEO schools will need to be synchronized between the POS and IC Steps Perform rollover of POS Synchronize with IC Turn off POS synch with IC for any CEO schools Result: 30 day carryover intact for FRAM Coordinators NEW CEO SPONSORS

POS System – “Full CEO” Once all schools are synchronized between the POS and IC – turn off data synchronization Steps Perform rollover of POS Synchronize with IC Turn off POS synch for all schools Result: 30 day carryover intact for FRAM Coordinators NEW CEO SPONSORS

Infinite Campus - FRAM Important! Student SES status must be brought forward into the next school year for the 30 day carryover. Use FRAM Eligibility End Date Wizard by June 30, 2012 Result: 30 day carryover for FRAM Coordinators EXISTING CEO SPONSORS IC Eligibility End Date Wizard Manual

PreparationRun the Wizard Review ResultsCorrect Issues PLAN DO CHECK ACT

Updating SES Records Due Date: June 30, 2012 Attached are instructions for updating records

Easy. Simple. Quick.

CNIPS – CEO Claims Processing Data Entry Site-based claiming POS upload feature available Calculation System will calculate reimbursement based on CEO claiming percentages or traditional NSLP program (if applicable)

Start Strong – Finish Strong Action item checklist A strong start will ensure a strong finish. An action item checklist has been developed to assist you, which is not all-inclusive, but will assist you in organizing your activities.

Questions CEO Program Contacts Colby Wagoner, CNP Consultant , ext Cindy McIntosh, CNP Consultant , ext.4924 Brad Blunt, SCN Project Manager , ext