1. Federal and State Updates to the School Nutrition Programs
Presented to
SNA of MA Fall Conference
Presented by
Rob Leshin, MPA
Acting Director, ESE, Nutrition, Health & Safety
October 28, 2015

2. Overview Program Renewals and Documentation
Administrative Reviews/ Year 3 of 1st 3-Year Cycle
Resource Management SY15-16 Requirements
Procurement NEW
Other NSLP Updates (Smart Snacks, DC/DV, Special Provisions)
Community Eligibility Program (CEP) and Low Income Metric
USDA Foods SY15-16
Professional Standards
Available and Upcoming Trainings
School Breakfast Challenge
Resources
Participation Trends

3. Program Renewal Applications
Annual Renewal needed to be completed by September 30, THERE ARE SOME STILL NOT SUBMITTED!!!!!
Could hold up future claims
Will not receive December offer sheet if not in by November 1, 2015
Authorized Signatures: Needs to be accurate
Compliance Packet: The Food Safety Inspection Report was due on October 3rd. 

4. Administrative Reviews (ARs)
SY15-16 AR schedule posted online under “NHS Headlines”
Year 3: 200 reviews this year
6 AR trainings already took place
New this year: Professional Standards
Missed training or need additional technical assistance Ebonique Faria, Review Coordinator:

5. Administrative Review
Massachusetts Department of Elementary and Secondary Education

6. AR Initial Steps
Massachusetts Department of Elementary and Secondary Education

7. AR Concluding Steps
Corrective Action Plans will be done through ESE’s Security Portal
Review cannot be closed until all Corrective Action Items have been resolved
Fiscal action tied to review findings
Correspondence will be to food service director, business manager and superintendent

8. Resource Management Financial Management System
As defined by state agency (ESE)
Reconciliation Process with business manager
Financial reports
Local Cash Management Procedures
Cost Control
Cash management protocols (SNA chapter trainings)
Indirect Costs
Non Program Foods- pricing
Supervision costs
Bad debt
Paid Lunch Equity Tool Completed Annually

9. Paid Lunch Equity
Weighted Average Price for this year (SY15-16) needs to be greater than or equal to $2.70
If your average is below you need to increase your paid lunch price or contribute allowable non federal funds to the school lunch account.  Take into consideration that the PLE requirement increases annually (roughly 5 cents/year). 
Refer to the SY15-16 USDA Paid Lunch Equity Memorandums and Tools located in the Document Reference Library in the Security Portal
Massachusetts Department of Elementary and Secondary Education

10. Financial Reporting
Please remember to upload your financial documents through the “Finance Packet” menu in the Security Portal.  Please refer to August 2014 ESE Memo
Balance Sheet (as of 6/30/15) was due July 31, 2015
Q1 YTD Profit & Loss (through 9/30/2015) due October 31, 2015
Q2 YTD Profit & Loss (through 12/31/2015) due January 31, 2016
Q3 YTD Profit & Loss (through 3/31/2016) due April 30, 2016 
Q4 YTD Profit & Loss (through 6/30/2016) due July 31, 2016
Balance Sheet (as of 6/30/16) due July 31, 2016
Massachusetts Department of Elementary and Secondary Education

11. Payment summaries
Payment information for monthly claims is in new location
Payment information can now be found in the “Payment Details” tab on the Security Portal:
Home > School Lunch and Breakfast > Claims > Payment Details
Massachusetts Department of Elementary and Secondary Education

12. NEW! Procurement National focus on procurement policies
Training will be the focus of SY15-16 (Spring)
Procurement reviews are scheduled to begin in SY16-17
Massachusetts Department of Elementary and Secondary Education

13. Procurement for Nutrition Programs
Why More Emphasis?
Because of the strong belief that the procurement process should be open to all capable contractors who want to do business with the Federal Government
and
If the “playing field” is level, vendor participation is encouraged
The cost of products and services will be lower in price
Better quality products and services will result
Massachusetts Department of Elementary and Secondary Education

14. Procurement Procurement is a process, not a one-time event Planning
Drafting Specifications
Advertising the Procurement
Awarding a Contract
Managing the Contract
Massachusetts Department of Elementary and Secondary Education

15. How to Get Started with Local Foods Purchasing
Determine if you are able to purchase directly from a farm
If you cannot purchase directly from a farm, ask your distributor what local products they can provide
Have detailed information about your operation, including product volumes and delivery requirements
Work with the Massachusetts Farm to School Project to connect with a farm and start buying local!
Massachusetts Department of Elementary and Secondary Education

16. Smart Snacks-Competitive Foods Resources
ESE and JSI’s A-List – provides a database of foods in compliance with state and federal competitive food regulations
DPH “At-a-Glance” document comparing state and federal regulations:
Massachusetts Department of Elementary and Secondary Education

17. Six Cent Certification
Must maintain compliance with meal pattern
JSI’s MA Menu Planning Project can be used
4 week menu cycle for elementary, middle and HS

18. Direct Certification All districts have to conduct by electronic means
Virtual Gateway
URF
Resources and Aids
SNAP, TANF, Medicaid, Foster Child
Minimum of 3 times per year
Partial Matches

19. Income Verification Process must be completed by November 15 annually
Use Virtual Gateway for Direct Verification
Accurate Verification Summary Report Due in January
Verification for cause
Questionable applications
District Employees and verification

20. Special Provisions Provision 2 State Universal Breakfast
Community Eligibility Provision
40% of students directly certified eligible
‘Identified’ students as of April 1
55-58% is approximate number for break even
Multiplier factor of
Offer breakfast and lunch at no charge
District wide, group or school

21. Massachusetts Participation in CEP
Massachusetts joined USDA pilot in and Boston public schools served as the pilot district
Starting in , the program was available to all districts
School Year
Number of Districts Participating
Number of Students
Percent of State Enrollment 1
57,000 6% 22
142,000
15% 48
200,000
21%
Massachusetts Department of Elementary and Secondary Education

22. Measuring Poverty in District Enrollment
Poverty data used in funding formulas and accountability analyses (Head count for Chapter 70)
Traditional measure – eligibility for free or reduced price lunch applications
Information no longer available for schools participating in USDA Community Eligibility Program
Massachusetts Department of Elementary and Secondary Education

23. What ESE is doing in response…
Using Direct Certification data for measuring low income for Chapter 70, Title 1, E-Rate etc. funding
On-going statistical analyses and discussions with stakeholders to minimize transition impacts
Monitoring other states’ responses
Massachusetts Department of Elementary and Secondary Education

24. USDA Foods Entitlement Value Processing Enhancement Task Force
Ordering
Tracking dollars in ESE Security Portal
Processing Enhancement Task Force
Evaluate system and propose changes
USDA Foods Contacts at ESE by Topic:
DoD Fresh: Contact Rick Finnigan or if you need help with orders.

25. USDA Foods Contact by Topic
Processed Product at state warehouses: Check your ticket for accuracy before scheduling your delivery! If it does not match your order, contact Belinda Wilson or for resolution before product leaves the warehouse!
Brown Box Products and your Offer Sheet: Contact Ahmed Bilimoria or if you have questions on products or the amount offered on your offer sheet.

26. Professional Standards
State Child Nutrition Director
Local School Nutrition Director
School Nutrition Manager
Other School Nutrition Staff
All personnel will be required to have annual training in reimbursable meal identification and accuracy
Training Logs
Now a part of Administrative Review SY15-16

27. Resources for Professional Standards
Summary by position:
Please keep these standards in mind as you hire new staff and plan staff training
Tracking tool (in development)
Professional Standards Bi-Fold Brochure
ESE/JSI trainings
Massachusetts Department of Elementary and Secondary Education

28.
Massachusetts Department of Elementary and Secondary Education

29. Making It Count
USDA Meal Patterns
Breakfast/Lunch/Snacks
Special Dietary Needs
Access and Accountability
Benefit Issuance
Production Records (Coming soon!)
Incorporate into standardized recipes
Inventory management
Forecasting
More on-site activities and assigning continuing education points coming soon!

30. JSI Certificate of Excellence
Goal is to increase the knowledge and skills of directors and senior management in school nutrition programs
Highly acclaimed program
Leading the way to provide intensive certificate program to meet minimum education requirements
Massachusetts Department of Elementary and Secondary Education

31. JS JSI Certificate of Excellence
State recognized certificate to meet hiring standards for FSDs
Now accepting applications for Spring 2016 semester starting in January of 2016
5 courses over 5 semesters mostly online with 1 to 3 Saturday classes
Accepting students with our without a bachelors degree
Credits count towards a BA at FSU
Massachusetts Department of Elementary and Secondary Education

32. JSI Certificate of Excellence
NUTR 616 Nutrition and Child Nutrition Programs
NUTR 620 Computer Applications in School Food Services
NUTR 618 Management of Child Nutrition Programs
NUTR 617 Food Service Systems in Child Nutrition Programs
NUTR 619 Educational Theory and Applications for School Nutrition Professionals
Massachusetts Department of Elementary and Secondary Education

33. 2015 Nuts and Bolts of SN Programs
Ongoing in person and online trainings offered by ESE
11/19/15 USDA Foods/DoD Fresh (in person)
12/3/15 Community Outreach and Engagement (online)
1/7/16 Snack Programs (online)
2/10/16 Special Dietary Needs (online)
3/16/16 Production Records/standardized recipes/CN labels (in person)
4/2/16 Professional Standards (online)
Massachusetts Department of Elementary and Secondary Education

34. JSI and ESE Coming in May 24-25, 2016!
Healthy Kids, Healthy Programs 2-day Summit Four Points by Sheraton in Norwood  
Massachusetts Department of Elementary and Secondary Education

35. Massachusetts School Breakfast Challenge
The Department of Elementary and Secondary Education (ESE) and the MSBC partners challenged Massachusetts School Districts to increase their school breakfast participation by 35%
99 School Districts increased their District School Breakfast ADP by 35% from October 2012 to 2014
196 individual schools served at least 20% of their students breakfast AND increased their School Breakfast ADP by 35% from October 2012 to 2014
Massachusetts Department of Elementary and Secondary Education

37. Online Resources ESE’s Making it Count: www.makingitcount.info
John Stalker Institute:
Department of Elementary & Secondary Education
Security Portal Document Reference Library
ESE’s Making it Count:
ESE’s Child Nutrition Outreach Program:
US Department of Agriculture Resource Website:
Institute of Child Nutrition Formerly (NFSMI):

38. NSLP Participation Trends
Massachusetts Department of Elementary and Secondary Education

39. Thank you!
Massachusetts Department of Elementary and Secondary Education