1. Processing Student Meal Applications Office for Child Nutrition

2. Resources www.fns.usda.gov Code of Federal Regulation (CFR) 245 USDA Eligibility Manual for School Meals August 2012 Edition

3. Free/Reduced-Price Meal Policy Includes: (Reference your Permanent Agreement, issued fiscal year 2009) Current Income Guidelines Letter to Households Student Meal Application Notification Letter Sharing Information form (if applicable) Public Release Collection Procedure Verification Collection

4. Student Meal Application Prototypes USDA/ODE Family paper application –Found at www.education.ohio.gov, search “meal application” –A prototype form with and without instructional fee waiver information is available Foreign language application www.fns.usda.govwww.fns.usda.gov –Required when enrolled students come from non- English speaking households

5. Instructional Fee Waivers Ohio Revised Code §3313.642 states that “no board of education of a school district shall charge a fee to a pupil who is eligible for a free lunch…for any materials needed…to participate fully in a course of instruction.” This Ohio requirement is considered a “local education program” (see appendix D, page 94 of the Eligibility Manual for School Meals). Thus, LEAs must obtain consent from the households in order to share the meal eligibility information to determine fee waiver eligibility.

6. Student Meal Application Prototype If the Free and Reduced-Price application prototype is not used, the changes must be approved by the Ohio Department of Education, Office for Child Nutrition

7. Carry-over Eligibility Students maintain eligibility status from the prior school year for only the first 30 operating days of the current year If a student fails to return a new application within the first 30 days, the school must change the eligibility status to denied/paid on the 31 st day If a new application is submitted before the 30 th day, the LEA must process that application (cannot wait until day 31) 7 Benefits Prior to Processing Applications

8. The new eligibility determination supersedes the carryover eligibility Local Education Agencies (LEAs) CANNOT establish a shorter time frame for carryover. See page 16 of the Eligibility Manual for School Meals Note - Direct Certification approval from the prior year also carries over for the first 30 operating days

9. Distribution of Applications LEAs must distribute a household letter to ALL enrolled students (not the entire packet) –Paper based application process (manual or scan approval of applications): The LEA must distribute the Letter to the Households with information about where to obtain the paper application. –Electronically submitted application process: The LEA must send a letter to the households explaining the process. Paper application copies must be available upon request. LEAs cannot require a household to complete an application

10. Application Processing Time-Frame Determination of eligibility should be made within 10 working days of receipt of the application. Applications should be processed immediately, when possible. Student meal eligibility status is NOT retroactive.

11. Use ODE template – Obtain approval for significant changes Step 1: Annual Preparation: Download Letter to Household, Application and Instructions; Place on letterhead.  With Fee Waiver (required for Public Schools), OR  Without Fee Waiver Step 2: Complete the [bold, colored brackets] and send the Letter to Household, Instructions and Student Meal Application to each household (or provide in student packets) Step 3: OPTIONAL – Include Sharing Information form only if you intend to share eligibility information with other programs Step 4: Post a Healthy Start, Healthy Families fact sheet (not necessary to print and distribute) 11 Annual Student Meal Applications

12. Step 5: Send Public Release to local media  Not required to pay  Not required to ensure publication Step 6: Determining/Approval Official approves applications as they are submitted. Official must complete the “School Only” section of the application with:  Signature and date  Total income  Eligibility  Household size Step 7: Send Notification Letter (ODE template) to each household Step 8: Complete and/or update Benefit Issuance List (list of each child’s eligibility – use codes for F, R, P) 12 Annual Student Meal Applications

13. Categorically Eligible Required application information for SNAP and OWF households:  Name of child or children  The appropriate (10-digit) SNAP or OWF case number,  The name of the person receiving SNAP or OWF; and  The signature of an adult household member If there is any doubt concerning the validity of the case number submitted on an application, the school official should contact the household or the local SNAP/ OWF office. Applications with invalid case numbers are incomplete, meaning they are NOT free until correct info is provided. 13 Annual Student Meal Applications

14. Other Categorical Eligibility F EDERAL Head Start Programs Purpose: To improve educational opportunities of children before they begin school. Enrolled students are automatically eligible for free meal benefits. A list of students is signed and dated by an authorized Head Start employee. –Categorical Eligibility from Head Start participation does not translate to other children in the household

15. Homeless Student Eligibility The LEA homeless student liaison or a director of a homeless shelter may submit a list of children to the approval/determining official. –Children cannot be certified categorically eligible as homeless through household submission of a student application. Documentation for homeless children must include: –Student’s name –Effective date –Residence (shelter, unknown, etc) –Signature of determining official, local educational liaison or the director of the homeless shelter

16. Migrant Student Eligibility The LEA Migrant Education Program (MEP) liaison may submit a list of children to the approval/determining official. The List must include: –Dated list with child(ren)’s name(s) –Signature of MEP coordinator

17. Runaway Student Eligibility A runaway child is one who is identified receiving assistance under the Runaway and Homeless Youth Act (RYHA) by the LEA homeless liaison. The LEA homeless liaison must provide documentation on a runaway child including : –Child’s name or list of names of participating children; –The effective date(s); and –The signature of the LEA homeless liaison

18. Foster Children Effective October 10, 2010, foster children are categorically eligible for free meals (SP 17-2011, 3/16/11). An application is not required if the LEA obtains documentation from an appropriate State or local agency confirming the status of the child as a foster child –Definition of Foster Child for the Purposes of the Meal Application - The care of the child is the responsibility of the State or the child has been placed with a caretaker household by a court.

19. Foster Children Households should include the foster child as a household member Households are no longer required to submit a separate application for a foster child Foster children are certified for free meals The foster child may be counted as part of the household; however, The presence of a foster child does not automatically convey eligibility of free meals to other non-foster children in the household

20. Notification to Households of Categorical (Free) Eligibility LEA must notify a household of student’s eligibility –LEAs may notify households with children approved for free benefits in writing or verbally –Eligibility is effective for the current school year + up to 30 operating days of following school year Or until a new application or Direct Certification has been processed and approved for the household in the following school year, or if Verification changes eligibility

21. Required information to determine income eligibility:  All household members  The current gross amount of income received by each household member  Signature of an adult household member  Last 4 digits of Social Security number of the adult who signs the application or an indication of no SSN 21 Income Eligibility

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23. Annual Income conversion Note – only compute annual income when there is more than one frequency type reported on an application Weekly gross income X 52 Every two weeks gross income X 26 Twice a month gross income X 24

24. Current Income Eligibility Guidelines are available at: www.education.ohio.gov  Search word: income eligibility  Published annually 24 Annual Student Meal Applications

25. Economic Units Individuals residing in the same house are an economic unit. More than one economic unit may reside together in the same house. –Separate economic units in the same house may prorate expenses and economic independence from one another. Example – A household rents a floor of a house from another household and each household pays for their own bills and expenses separately.

26. What is Considered Income? Wages, salaries, tips, commissions Net income from self-owned business Strike benefits, unemployment and workers compensation Alimony, Welfare, child support Public assistance payments (not SNAP) Retirement, pensions, social security Net rental income, interest, dividends

27. What is Considered Income? For more income information: Refer to Part 4, page 34 of the USDA Eligibility Manual For School Meals

28. Not Considered Income…. Medicare Prescription Drug Card Discount Privatized Housing Allowance for military living on base. http://www.acq.osd.mil/housing http://www.acq.osd.mil/housing Student financial assistance received under Title IV of the Higher Education Act (Pell grants, college work study, BYRD scholarships….) Combat Pay and Deployed Extension Incentive Pay (reference USDA policy memo SP 06-2010) See page 38 of the Eligibility Manual for School Meals for additional exclusions

29. No More Temporary Approvals If an application states “Zero” income, then LEAs must approve the household for free meal benefits. Temporary approval is prohibited!

30. An Application is Incomplete If… Any required information is missing –Applications with missing information cannot be approved –Every reasonable effort should be made to obtain missing information prior to denying an application

31. Questionable Applications Applications with inconsistencies or questionable information LEA can complete the verification process “for cause” on a questionable application any time during the school year

32. Annual Student Meal Applications Student eligibility is confidential! Sharing information is prohibited without parental consent (use the Sharing of Information Form) Using eligibility information for other purposes is prohibited Aggregate information can be shared Only persons who work with NAEPs may receive eligibility (NOT the actual application) without parental consent USDA, ODE/OCN are allowed access 32

33. Household Failure to Apply Local officials may complete an application for a student known to be eligible if the household fails to apply. Applications must include: Household size and income based on best information available Source of information must be noted on application Eligibility is based on application information Household must be notified This option is for limited use

34. Hardship Cases USDA has no provision for making exceptions based on unusual household circumstances.

35. Transfer Students The new LEA may accept the eligibility information from the student’s former LEA. If a copy of the application is provided, the accepting LEA should review the application. –If the accepting LEA determines that there was a math error during the eligibility determination, the LEA must notify the household to file a new application to receive benefits. –Reference Part 3: Processing Applications, section N, Eligibility Manual for School Meals

37. Notification of Eligibility or Denial Households approved for free or reduced meal benefits must be notified of eligibility determination either in writing or by phone; –recommend written notification Households denied benefits must be notified in writing and include : The reason for denial of benefits The right to appeal Instructions on how to appeal A statement that households may reapply for benefits at anytime during the school year

38. Decline of Benefits by Parents/Guardians Parents/Guardians may decline benefits or request reduced benefits. Document by source  Initial and date. Claim meals under the eligibility requested.

39. Changes in Household Circumstances Eligibility determinations are year-long in length. Households do not need to report increases in household size or income. Households may re-apply at any time in the year if the household size or income decreases.

40. Reapplying for Benefits in the Same Year If terminated due to non-response verification, the household must submit supporting documentation if the household re-applies.

41. Recordkeeping Keep records for 3 years plus the current school year: Approved and denied applications. Dates of transfers, dates that students withdraw and changes in eligibility must be maintained.

42. Maintaining Applications Applications must be retrievable by school Five categories of applications that may be requested for audit purposes: 1. Free 2. Reduced 3. Denied 4. Withdrawn 5. Verification Always document any changes on applications

43. Documenting Changes Initial Date Include any important information –Who –What –When –Where –Why

44. Appeal Process Household may appeal determination District must follow hearing procedures Reference Part I of the LEA Permanent Agreement

45. Hearing Official Must be an individual who is not involved with the approval or verification process.

46. Disclosure of Confidential Information Information is confidential but limited disclosure without consent is allowed. May be disclosed without consent to certain programs: Federal Education Programs, Federal, state or local means-tested nutrition programs Call OCN for guidance

47. Questions? Ohio Department of Education, Office for Child Nutrition (ODE, OCN) Mail: 25 S. Front St., Mail Stop 303, Columbus, OH 43215 Phone: 1-800-808-6325 Fax: 614-752-7613