1. Application Processing From A to Z Presented by: Lisa Brown-Taylor, M.S., R.D., Consultant Grants Coordination and School Support School Nutrition Programs August 2011.

2. Free and Reduced Price School Meals Family Application http://www.mich.gov/schoolnutrition 2

3. Free and Reduced Price School Meals Family Application 3

4. Part 1: Foster Child Eligibility Previously, a separate application for free and reduced price meals was submitted for a foster child who was considered a household of one. Now, the foster child is categorically eligible for free meals and may be certified without an application. Households with foster and non-foster children may choose to include the foster child as a household member, as well as any personal income earned by the foster child, on the same household application that includes their non-foster children. This may help the foster family’s non-foster children qualify for free or reduced price meals based on household size and income. 4

5. Part 1: Foster Child Eligibility Eligibility determination for the remainder of the household is based on the household’s income (including personal income earned by the foster child) or other categorical eligibility information reported on the application. As before, foster payments received by the family from the placing agency are not considered income and do not need to be reported. The presence of a foster child in the household does not convey eligibility for free meals to all children in the household in the same manner as FAP, FIP, and FDPIR participation does. 5

6. USDA Memo Categorical Eligibility of Foster Children For more information go to: http://www.fns.usda.gov/cnd/Governance/Policy- Memos/2011/SP17_CACFP08_SFSP05-2011_osr.pdf 6

7. Part 1: Homeless, migrant, and runaway youth Homeless, migrant, and runaway youth are categorically eligible for free meals. 7

8. Part 2: Categorically Eligible Only one case number is required to make all students in the household categorically eligible for free meals. The Family Assistance Program (FAP) and the Family Independence Program (FIP) numbers are a nine digit number beginning with 1. 8

9. Part 3: Household Names First and last names of all people living in the household must be included in Part 3: Students Non-students Foster children related and unrelated Grandparents Other relatives Friends The adult signing the application All students must have the grade and name of the school they will be attending listed on the application. An additional sheet may be attached if necessary. 9

10. Part 4: Total Household Gross Income Include the amount of money earned by all members of the household and circle how often it is received. Earnings from work must be gross income. Other income includes but is not limited to; social security, pensions, retirement, welfare, child support, alimony, worker’s compensation, unemployment, VA, and SSI. If a person does not receive any income, “$0” must be circled in the column “Circle if NO Income.” If you listed a FAP/FIP/FDPIR number in Part 2, skip to Part 5. 10

11. Part 5: Adult household member signature and last 4 digits of social security number An adult member of the household must sign and date the form, list the last four (4) digits of their Social Security Number, or check the box “I do not have a Social Security Number.” 11

12. Part 6 12

13. A Administrative Applications Adult Education Eligibility 13

14. B Benefit Issuance Lists 14

15. C Categorically Eligible (extended eligibility to household members) 15

16. D Direct Certification http://www.michigan.gov/cepi/0,1607,7-113- 986_46967---,00.html http://www.michigan.gov/cepi/0,1607,7-113- 986_46967---,00.html Questions regarding the technical Michigan Student Data System computer applications may be directed to CEPI Customer Support by e-mail to cepi@michigan.gov or phone 517-335-0505 and select option "3."cepi@michigan.gov 16

17. D continued … Questions regarding the NSLP Direct Certification requirement may be directed to the School Nutrition Programs unit by e-mail to MDE-schoolnutrition@michigan.gov or phone 517-373-3347.MDE-schoolnutrition@michigan.gov For more information: www.michigan.gov/schoolnutritionwww.michigan.gov/schoolnutrition Scroll down to Guidance Click on Direct Certification To view a webcast: http://mediasite.mihealth.org/mediasite/Viewer/?peid=79ee224d6 9d2451fa59c3a993a4af7f51d 17

18. D continued … Documenting Telephone Contacts (follow-ups) 18

19. E Eligibility Guidance Manual http://www.fns.usda.gov/cnd/Governance/notices/ iegs/EligibilityManual.pdf http://www.fns.usda.gov/cnd/Governance/notices/ iegs/EligibilityManual.pdf E-Learning http://www.michigan.gov/schoolnutrition 19

20. F Food Assistance Program FAP Eligibility Family Independence Program FIP Food Distribution Program on Indian Reservations FDPIR Foster Children are categorically eligible 20

21. F continued… Foster Children: Are categorically eligible for free meals and may be certified without an application. Households with foster and non-foster children may choose to include the foster child as a household member This may help the family’s non-foster children qualify for free or reduced price meals based on household size and income. LEAs: Must obtain information from an appropriate state or local agency indicating the status of the child as a foster child. 21

22. G Gross Income Conversion Guardianship (Adoption Subsidy) 22

23. H Head Start and Even Start Homeless Household Applications 23

24. I Income Eligible Incomplete Applications 24

25. J “Just Cause” Verification 25

26. K Keep Original Applications for 3 Years + Current 26

27. L Language Translations-Foreign http://www.fns.usda.gov/cnd/FRP/frp.process.htm http://www.fns.usda.gov/cnd/FRP/frp.process.htm Letter to Households LEARS-Verification Summary Report 27

28. M Migrant Education Programs and Liaison 28

29. N Net Income (self-owned) Non-discrimination statement 29

30. O Official’s Signature Confirmation Follow-up Verification (application processing and verification) Overt Identification 30

31. P Processing Timelines 31

32. Q Quick Tips (duplicate applications, students no longer in school, software, etc.) 32

33. R Reapply At any point during the school year Verification Runaway Children 33

34. S Sharing Information with Other Programs (Please refer to Part 7 of the Eligibility Manual) 34

35. T Temporary Approval Transferring Eligibility Between LEAs 35

36. U Unapproved Applications 36

37. V Verification 37

38. 12 Steps to Verification Details of this process are in your manual, including links to the necessary forms and guidance. 38

39. 12 Steps to Verification 1.Determine if your Local Education Authority (LEA) must complete an Improvement Plan. 2.Determine the sampling method your LEA must use to identify applications for verification. 3.Establish the Free and Reduced Price Meals application pool. 4.Calculate the sample size/number of applications that must be verified. 5.Conduct a Confirmation Review of the applications selected for verification. 39

40. 12 Steps to Verification 6.Notify the selected households. 7.Contact the local Department of Human Services office to verify applications with a Food Assistance Program (FAP) or Family Independence Program (FIP) case number by using the following two forms. 8.Conduct a Follow-up Review for any household that has not responded by the original due date. 9.Notify all households of the final verification determination. 40

41. 12 Steps to Verification 10. Make any required changes to benefit issuance documentation as required from the outcomes of the Verification process by November 15. 11. Complete all required Verification documents. 12. Complete the LEARS-Verification Summary Report before March 1. 41

42. W Wages (how often received) Webpage http://www.michigan.gov/schoolnutrition 42

43. X Xchange Students Xpiration of Eligibility 43

44. Y Year (school year) Your questions? 44

45. Z Zero Income When completing the free and reduced price school meals family application “$0” must be circled in the column “Circle if NO Income,” if a household member does not receive any income. 45

46. Contact Information For National School Lunch Program questions, please call: James Abbey, Analyst517-373-4266 Liana Bennett, Analyst517-373-1063 Diahann Curtis, Analyst517-373-7334 Michelle Groothuis, Analyst517-373-1852 Brian Van Dorn, Analyst517-373-0107 Stephanie Willingham, Analyst517-335-4289 Lisa Brown-Taylor, Consultant517-241-3885 Kevin Sarb, Consultant517-373-3383 Linda Stull, Consultant517-241-3884 Gloria Zunker, Consultant517-241-2096 46

47. NSLP Overview Review section in manual for a good overview of the regulations, guidelines and bookkeeping required of the school meals programs. 47

48. Topics Covered 1.Application Agreement 2.Child Nutrition Application Program (CNAP) 3.Benefits of Participating 4.Financial Management 5.On-site Reviews 6.Meals 7.Production Records 8.Special Milk 48

49. Topics Covered 9.Nutrition Reviews 10.Commodities 11.Free and Reduced Price Meal Eligibility 12.Point of Service 13.Student Input 14.Districts Contracting with FSMC 15.Record Retention 16.Local Wellness Policy 17.Food Safety Program 49

50. Eligibility Guidelines for School Meals Manual A copy of this manual is included in your handbook. It is an excellent resource and first “stop” when questions arise regarding an application. 50

51. 51 Questions? School Nutrition Programs 517-373-3347 MDE-schoolnutrition@michigan.gov