Transcript Administrative Review - Shelby County Schools

Training Session
What: A comprehensive, on/off site evaluation of the National School Lunch &
Breakfast Programs which includes Critical and General areas of review:
Counting & Claiming, Meal Components, Meal Patterns, Civil Rights,
Wellness, HACCP, Water, Competitive Food, FFVP, On-Site Monitoring,
Free & Reduced Process, Recordkeeping & Procurement
Why:
Federal and State dollars fund the program
 Healthy, Hunger Free Kids Act of 2010-Federal statute signed into law by
President Obama December 13, 2010. The Focus is to improve child nutrition
Who:
Approximately 20 schools
When: Auditors will conduct on-site reviews the week of April 7-11, 2014.
 Documents from February 2014 and the week of April 7-11, 2014 will be
reviewed. The February records may be requested by auditors prior to
their arrival for off-site review.
Frequency: Occurs every 3 years
 Determine
whether the School Food Authority (SFA)
meets program requirements
 Provide
technical assistance
 Determine
 Assess
needed corrective action
fiscal action, if applicable
 Performance
Standard 1
 Meal Access and Reimbursement
 Certification & Benefit Issuance
 Verification
 Meal Counting & Claiming
 Performance
Standard 2
 Pattern Compliance/Nutrition Quality
 Meal Components & Quantities
 Offer versus Serve
 Dietary Specifications
Non-compliance results in FISCAL IMPACT
 Civil
Rights
 SFA (School Food Authority) On-Site Monitoring
 Local Wellness Policy
 Competitive Food Services
 Water
 Food Safety
 Reporting and Recordkeeping
 SFSP (Summer Food Service Program) Outreach
 Fresh
Fruit and Vegetable Program
What is it?
 All free, reduced price and full paid meals claimed for
reimbursement are served only to children eligible for
free, reduced price and full paid meals, respectively.
Meals are counted, recorded, consolidated and reported
through a system which consistently yields correct
claims.
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The free/reduced/paid lunch counts must not exceed
the number of eligible students.
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The free/reduced/paid lunch counts should not exceed
the number of the attendance adjusted eligible students.
What this means to the Nutrition Services Supervisor:
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Students are not overtly identified as receiving free or reduced meals
 Do the Point of Service (POS) Registers or Rosters prevent overt identification of
students receiving free or reduced meals
 Students receiving free or reduced meals do not have separate dining areas, meal
services times, or serving lines
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POS Registers are properly used, student pin numbers are entered by
students at the time of service & student identity is confirmed.
An accurate count of reimbursable meals by eligibility category are
taken at the POS or by Roster
Cashiers are NOT excessively voiding or clearing transactions on
the POS
Students are only receiving 1 Reimbursable Breakfast and
1 Reimbursable Lunch per day
What this means to the Nutrition Services Supervisor:
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Check-Off Rosters are used for accountability if the POS register malfunctions; for meal
service at off-site locations, i.e., charter schools; and for meals served in the classroom
(grab n’ go, breakfast in the classroom, field trips, special needs, or Early Childhood)
Personnel that are responsible for marking Check-Off Rosters must be Trained
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Student name is marked on the Check-Off Roster at the time EACH MEAL is
served/distributed to the student
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Check-Off Rosters must be signed, dated and stored with daily reports for five (5) years
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The student information, taken from Check-Off Rosters, is entered into the computer
eligibility category accurately.
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The Nutrition Services Supervisor confirms accuracy of the student account numbers
entered in the computer from rosters and that rosters are properly marked as the meals
are served/distributed to the students.
What this means to the Nutrition Services Supervisor:
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Edit checks are required daily for every site that claims
reimbursement under the National School Lunch Program. This
process ensures that the meals served do not exceed the
number of students authorized.
Automated edit checks are performed daily to compare meal
count data to the number of eligible/authorized students and
attendance figures.
Supervisors must write an acceptable explanation for Edit
Checks which are out of compliance on the Edit Check print off.
If the Supervisor does not have an explanation, they should
contact the help desk.
Supervisors must review and sign the Edit Checks daily.
What is it?
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Reimbursable meals must meet meal requirements as applicable to the
age/grade group served
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Production & Menus for the review period must reflect that all
required food items and components were offered
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All meals claimed for reimbursement must contain the required
number of food components
◦Lunch must include a fruit or a vegetable
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Offer vs. Serve must be properly implemented:
o No pre-plating
o Choices must be available throughout all serving periods
o Choices must be available throughout on all lines
What this means to the Nutrition Services Supervisor:
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Serving Line: All food components are available to all students
throughout the entire serving period on all serving lines.
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Student Trays: All trays must contain at least the minimum number of
food components (3, 4 or 5).
◦Lunch must include a fruit or a vegetable.
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Paperwork: Production, Menus, Recipes, Production Worksheets,
Warehouse Delivery Tickets, and Vendor Invoices must document that
meals contained the required components/quantities.
What this means to the Nutrition Services Supervisor:
 Portion Sizes: Must meet the minimum meal pattern
requirements.
◦ Refer to Recipes, Production , Food Buying Guide, CN Labels & Portion Control Chart to
determine the correct portion sizes
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Milk: Two different fat contents of milk, flavored or unflavored,
must be available throughout the serving period on all serving
lines
◦ Students are not required to take milk, if they have the required minimum of components .
◦ Documentation must be on file for any Milk substitutions
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Menu Substitutions: Menu substitutions must be approved by
your Area Manager
◦ Menu Substitutions must meet the daily/weekly meal pattern requirements
◦ Vegetable sub-groups and whole grain-rich requirements must be met
What this means to the Nutrition Services Supervisor:
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Production Record Reminders:
Breakfast, Lunch & A La Carte Production Records are Complete, Accurate and Up to
Date
• Remember to uncheck the Show Inner Recipe
• To expand a recipe, select the Print Ticket tab (located on the bottom left of the Production
Record). Remember to adjust your Projected Totals tab to reflect the amount that you are
preparing.
• Select the Projected Quantities tab (located on the top right of the Production Record) and
for each menu item and enter the amount that you planned for adult sales under the
Projected Adults/A La Carte column
• Leftovers that are not automatically generated on the Production must be added
• Use the Production Worksheets to complete the Total Prepared, Leftover & Leftover Code
Columns
• Use the Item Sold Report to determine the number of servings that were served as an A La
Carte/Adult. Record this information on the Non Reimbursable Column
What this means to the Nutrition Services Supervisor:
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Production Records Reminders(Cont.):
• Complete the Meal/Revenue Column using the information from the Meal Counts
Report
• View the Meal Patterns tab to ensure that all the vegetable sub groups have been
offered for the week
• Condiments that are available on the serving line they must be added to the
production
• Leftovers that are not automatically generated on the Production must
be added
• Daily Comments tab:
• Record any unusual event
• Type your name
• Record any leftover items which were added to the Production. Indicate the Name of the
Leftover, Quantity and Date the Item was Prepared
• Offer vs Serve Edit Check: Perform an offer vs serve edit check to ensure every
student is receiving at least 3 components
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Food Components & Menu Items must be available to every student on
the serving line
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Offer vs. Serve allows students to decline some of the food offered.
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Signage is posted on the service line to assist students in identifying a
reimbursable meal.
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Students are selecting at least the minimum number of food
components in the proper portion size for a reimbursable meal
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Nutrition Services Technicians at the POS are trained and accurately
recognize a reimbursable meal
The Breakfast Meal Pattern consists of:
 Grain Component- 2 servings of Grain
OR
1 serving of Grain & 1 serving of Protein
 Milk Component-
8oz. (1 serving)
 Fruit/Vegetable or Fruit Juice Component- ½ cup (1 serving)
•
To serve a Reimbursable Breakfast , schools must plan and
OFFER four (4) Food Items, which encompass these
components.
•
Students may decline one (1) Food Item. The minimum
allowance under the “Offer vs. Serve” is three (3) food items
The Lunch Meal Pattern consists of:
•
Fruits
•
Vegetables
•
Grains
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Meat/Meat Alternates
•
Fluid Milk
What Must be taken at Lunch :
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At least 3 of 5 components

At least ½ cup serving of the Fruit OR Vegetable
Component
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Production, Production Worksheets, Menus, Temperature Logs, Deposit Slip
(Duplicate), No ID Sales Log, and POS Reports
POS End of Day Reports (Signed)
◦ Bank Deposit/Edit Check/Double Meals Report/Item Sold Report/Meal & Revenue Report/Meal
Count Report/Pre-Paid Collections Report
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Warehouse Delivery Tickets & Vendor Invoices
Recipes & Menus
Freezer/Refrigerator/Dry Storage Temperature Records
Student Medical Restriction Documents
Rosters for Field Trips, Emergency POS Back-Up (Check-Off Roster), Breakfast
in the Classroom & Meals Served Out of Cafeteria
HACCP: Food Safety Manual, Monthly Checklist, Training Rosters, Dish Machine
“Wash or Manual Dish Washing, Final Rinse Temperature, and Sanitizer Log”
Nutrition Services Standard Operating Procedures Manual
Food Buying Guide Manual
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Civil Rights Training Folder: Training Materials/Complaint
Forms/Agenda/Roster/Procedure for Complaint
Training Folders: OSHA, Offer vs Serve, HACCP, Civil Rights, Cashiering, Rosters,
etc.
School Charge Policy: Current policy should be located at Cashier’s Terminal &
in NS Supervisor’s office
Fresh Fruit and Vegetable Program (FFVP) Files
Check-Off Roster- Duplicate (Filed in Supervisors Office)
Items Stored Under Cashier Drawer: Check-Off Roster(Current), No ID Sales
Log (Blank), One Source Cashier Instruction Card, Offer vs Serve Cashier
Questionnaire, Meal Tally Sheets (Blank) & Charge Policy
Health Inspection Posted in Serving Area (2 most recent available)
“Make My Tray Healthy Poster” & “Select A Healthy Poster” (Post Where
Students Enter the Serving Line)
“And Justice for All” Poster (Post Where Visible to Students)
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Mandatory training for Supervisors & Technicians
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Civil Rights Training Folder: Training Materials/Complaint
Forms/Agenda/Roster
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“And Justice for All” Poster (Post Where Visible to Students)
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Must avoid overt identification
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Non-Discrimination Statement
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Special Dietary Needs
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National School Lunch Program visitation conducted at
every school
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Corrective action addresses problem(s)
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Follow-up conducted within 45 days to validate corrective
action was implemented
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Compliance with Wellness Policy
Encourage involvement in school wellness activities
(e.g., school gardens, promote fruits and vegetables
– taste testing's)
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Purpose: Foster healthier school environments and
the integrity of school meal programs, schools
cannot sell foods of minimal nutritional value
during any meal periods
Aim of review: To ensure that schools properly
restrict the sale of such foods
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Purpose: To confirm that free potable water is
available to program participates in the each lunch
meals service locations.
The location of the potable water must be in the
meal service area or immediately adjacent to the
meal service area.
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Staff must be trained on HACCP/Food Safety
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Roster/Agenda/Training Materials must be filed in Training Folder
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Supervisor or designated Technician must complete HACCP
Temperature Logs on a daily basis
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Monthly Food Safety Checklist w/ Documented Corrective Action must
be completed & filed
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Freezer/Refrigerator/Dry Storage Temperature Logs must be
completed daily & filed when completed
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Two (2) most recent Shelby County Health Department Inspection has
been posted and deficiencies have been addressed and resolved
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Food is dated with delivery date and stored insuring FIFO
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Reviewers will observe the following during meal preparation and
service:
• Proper personal hygiene is evident (hairnets, gloves, hand washing,
clean uniforms, no jewelry or nail polish)
• Cross contamination is prevented
• Food and equipment temperatures are monitored
• Food prep and service areas are clean, including utensils and
equipment
• Areas are pest free
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Schools selected for the Administrative Review, that have a FFVP
Program, the FFVP Program will be also be reviewed.
• Please follow All FFVP Policies & Procedures