2. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification of Meal Eligibility Training SY 2014-15 Review & Technical Assistance Unit Training Series

3. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Upon completion of this training the learner will be able to: Accurately complete the steps of verification Identify and complete requirements for special situations, such as verification for cause and verification extension Objectives

4. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Defined The confirmation of eligibility for free and reduced price meals

5. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Direct certification Extended direct certification Foster children on a state agency list Homeless Migrant Exceptions to Verification Requirements

6. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Runaway youth Head Start or Even Start students Residential Child Care Institutions (except for day students) Non-pricing Programs Provision 2 and CEP schools (except in base year) Exceptions to Verification Requirements

7. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Timeline October 1 – establish number of approved applications on file November 15 – complete verification February 1 – submit Verification Collection Report to State Agency

8. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Extension Request 1.Local Education Agency (LEA) may request an extension of the November 15 deadline 2.Must submit request in writing to Area Consultant (AC) 3.Must be approved by State Agency

9. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Extension Timeline October 31 – establish number of approved applications on file December 15 – complete verification

10. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Timeline Review Activity A. Verification MUST be complete unless an extension was approved B.Verification Collection Report is due to state agency C.Establish number of approved applications for verification on file D.State Agency may approve in writing an extended deadline up to this date 1.October 1 2.November 15 3.December 15 4.February 1

11. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Timeline Review Activity A.Verification MUST be complete unless an extension was approved B.Verification Collection Report is due to State Agency C.Establish number of approved applications for verification on file D.State Agency may approve in writing an extended deadline up to this date 1.October 1 2.November 15 3.December 15 4.February 1

12. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification for Cause Obligation to verify questionable applications at any time CANNOT delay the approval of applications Not part of the required sample

13. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification for Cause Scenario Father reports that he pays child support and mother’s application should not qualify for free benefits. What would you do?

14. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification for Cause Scenario Teacher reports that father drops child off in a new Hummer each morning and family should not qualify for free benefits. What would you do?

15. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification for Cause Scenario School district employee submits application with her income listed. The spouse who also works in the school system has zero income reported on the application. This application was approved for reduced price benefits. What would you do?

16. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Sample Pool Total number of applications approved as of October 1 Sample Size Number of applications that must be verified based on option selected Determine Sample Size

17. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Percentage of approved applications being verified for which verification information was not received Non-Response Rate Defined

18. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Qualifying to Use an Alternate Sample Size Lowered Non-Response Rate OR Improved Non-Response Rate

19. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Sample Size Options Standard Sample Size Lesser of 3% or 3,000 total applications approved by October 1 (both income and categorical applications) Selected from error-prone applications Alternate One Sample Size (Random) Lesser of 3% or 3,000 of all approved applications Selected at random

20. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Sample Size Options (cont.) Alternate Two Sample Size (Focused) Lesser of 1% or 1,000 total approved applications, both income and categorical Sample pulled from error- prone applications Plus Lesser of.5% or 500 total approved applications with SNAP or TANF case number

21. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Error-Prone Applications Identify applications with Income within $100 monthly income limit OR Income within $1,200 yearly income limit

22. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Error-Prone Application Activity

23. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Income Eligibility Guidelines SY 2014-15

24. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Standard Sample Size Lesser of 3% (.03) or 3,000 total approved applications (includes income and categorically eligible) Note: The sample must be pulled from error-prone applications.

25. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Alternate One Sample Size (Random) Lesser of 3% (.03) or 3,000 total approved applications Applications selected randomly from those approved by October 1st

26. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Alternate Two Sample Size (Focused) Lesser of 1% (.01) or 1,000 total approved income, foster and SNAP/TANF applications plus Lesser of.5% (.005) or 500 SNAP/TANF and foster applications (categorical)

27. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Sample Group Activity Which type of verification sample will you do this year? Standard Sample Size Group Alternate One (Random) Sample Size Group Alternate Two (Focused) Sample Size Group

28. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Standard Sample Size Greater Gray School District 5,723 x.03 = 172 error-prone applications

29. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org One ( Alternate One (Random) Metro Green School District 4,500 applications 4,500 x.03 = 135 applications

30. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 4,500 x.01 = 45 Verify 45 error-prone applications approved based on income information Alternate Two (Focused) Progressive Brown School District

31. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 1,000 applications of the 4,500 have case numbers 1,000 x.005 = 5 Alternate Two (Focused) ABC School District

32. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Selection Options Option 1:Computer Selection Option 2:Manual Selection Total number of applications number to be verified Ex.: 1,500 total applications = 33.3 45 applications to be verified Select every 34th application

33. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Post-Selection Procedures Confirmation reviews Optional replacement of certain applications

34. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Confirmation Reviews Timing During certification During verification Type of Approach Manual, paper-based SFAs Technology-based SFAs

35. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Possible Actions Due to Confirmation Reviews From Reduced Price to Free Increase benefits within 3 operating days Notify household Verify application From Free to Reduced Price Do not change status Verify application From Free or Reduced Price to Paid Send notice of adverse action Do NOT verify Select similar application to verify Do confirmation review on newly selected application

36. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Direct Verification Use public records to verify income and/or program participation

37. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Sources of Direct Verification SNAP or TANF Program or Medicaid Most recent info < 180 days SUCCESS Database When incomplete or inconsistent information, proceed with regular verification

38. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Using SUCCESS Inquiry

39. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Using SUCCESS Inquiry

40. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Using SUCCESS Inquiry

41. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Using SUCCESS Inquiry

42. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Using SUCCESS Inquiry

43. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Using SUCCESS Inquiry Remember! Print the screen information to support direct verification

44. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Notice Prototype letter includes: Acceptable information to confirm current income, ex. check stub Documentation may be for any point between month prior to application and time household is required to provide it Provide telephone number for assistance at no charge to household

45. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Sources Written evidence such as pay stub (Name, date, amount and frequency) Agency records o SUCCESS database o Award letter Collateral contacts

46. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Results No change in status A change of benefit level affects all siblings in household Reduce or terminate benefits in 10 calendar days Increase benefits within 3 operating days

47. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Follow-up Procedures When to initiate? What to do? When is verification complete? Deadline: November 15th

48. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Notice of Adverse Action 10 calendar days written advanced notice Day 1 is the date the notice is sent Include change in benefits Include reason for change May appeal the decision within the 10 calendar days Explain how to appeal Can reapply at any time

49. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Hearing Procedure Follow procedure in policy Hearing official not connected with approval or verification If appeal is made within 10 calendar day period, student(s) continue to receive benefits during appeal process

50. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org

51. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org

52. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Handy To ol s for Verification Verification Worksheet Steps to Verification Record of Action

53. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Data Submitted via SNO

54. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Collection Report

55. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org Verification Collection Report

56. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org QUESTIONS?

57. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org “The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov.http://www.ascr.usda.gov/complaint_filing_cust.htmlprogram.intake@usda.gov Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (in Spanish). USDA is an equal opportunity provider and employer.” In accordance with State and Federal Law, the Georgia Department of Education prohibits discrimination on the basis of race, color, religion, national origin, sex, disability, or age in its educational and employment activities. Inquiries regarding the application of these practices may be addressed to the General Counsel of the Georgia Department of Education, 2052 Twin Towers East, Atlanta, Georgia, 30334, (404) 656-2800.