Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org CEP – Community Eligibility Provision FEBRUARY 4, 2015
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Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org CEP – Community Eligibility Provision FEBRUARY 4, 2015 Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org The Nuts, Bolts and Washers of CEP Objectives Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • Develop a plan for determining feasibility of CEP for local districts • Determine the stakeholders of CEP • Develop a plan for implementation of CEP which includes all stakeholders CEP Background Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • Section 104a - Healthy, Hunger-Free Kids Act • Alternative to household applications » Offers all students meals at NO Cost » High poverty LEAs and schools » Proposed rule comment period ended Jan. 3rd, 2014 Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org 2013-14 – 51 systems 2014-15 – 72 systems 354,038 students receiving benefits due to CEP….. CEP Basics Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org The Nuts, Bolts and Washers of CEP • Background • Implementation • Requirements • Eligibility Criteria • Identified Students • Enrolled Students • Identified Student Percentage • Identified Student Determinations CEP Basics • Procedure Documentation • CEP Claiming Percentages • Feasibility – Budgetary Concerns • Benefits • Concurrence • Updating Claiming Percentages • New Cycle • Verification Process • Other Child Nutrition Programs Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Requirements Four Consecutive Years in Approved Schools Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org No cost Breakfast - No cost Lunch Identified Student Percent – 40% or greater Cover Additional Cost with Non-Federal Funds Maintain Tally of Breakfast & Lunch No Meal Applications in CEP Schools Residential Child Care Institutions may not participate Eligibility Criteria IDENTIFIED STUDENTS: Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • SNAP • TANF • Extended Eligibles (students “attached” to DC’s) • Matched to Official Lists • Homeless • Migrant • Foster w/o App. > Runaways > Income Eligible Headstart > Pre-K Evenstart Eligibility Criteria ENROLLED STUDENTS: Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • Enrolled in a CEP participating school • Attending a CEP school • Has access to lunch or breakfast SCHOOL DEFINED: • Educational Unit – Public or nonprofit private • Single building or cluster of buildings • Private classes or preprimary grade conducted in aforementioned school Eligibility Criteria IDENTIFIED STUDENT PERCENTAGE (ISP): Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • Current School Year Data as of April 1 • Number of Identified Student Eligibles used to Calculate the Identified Student Percentage Number of Identified Students for School A Number of Enrolled Students for School A Must be ≥ 40 % Eligibility Criteria • IDENTIFIED STUDENT PERCENTAGE: • Can be achieved one of three ways - Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • An individual school • A group of schools • District wide for the LEA Note: not all schools in the group or in the LEA if electing for the entire LEA have to meet the 40% threshold. CEP-ISP Determination Worksheets Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Identified Students What paperwork to Keep? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Direct Certification Match Results Lists Documents to Support Participating School ISP’s and Claiming Percentages on Determination Worksheet List of Identified Students: and Documents to Support the List List of Total Enrolled Students with Access to NSLP & SBP as of April 1. Documents to Determine Extended DC Students Signed Lists: Homeless Migrant Runaway Foster Headstart Documentation - AR Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Other Required Paperwork >Production Records >Forms to support number of Meals served >Health Scores >Food Safety Plan >Local Wellness Plan Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Claiming Percentages • The Identified Student Percentage x 1.6 = Percentage Reimbursed at Free Rate • The Remaining Meals Reimbursed at Paid Rate Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Example Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org School A – 100 with access to NSLP/SBP • 50 identified students • School A – ISP of 50% (50/100=50%) Reimbursemen t Rates Claiming at End of Month • 50% X 1.6 = 80% Free Rate • 20% Paid Rate • 10,000 lunches X 80% = 8000 • 10,000 at paid rate = 2000 Eligibles & Edits Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • Highest Eligibles = Highest Enrollment x Free Claiming Percentage • Edit Check • Daily Edit Check = Daily Enrollment X Attendance Factor (96.02 or local) • Daily Total Claimed = or < daily attendance • Reporting • Record Meal Counts Daily • Complete Monthly Report • Apply Claiming % for Free & Paid to Total Meals Served for Month Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org How to count meals Count Number of Meals Served Daily; Not Necessarily by Category Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org You may use a Tally Sheet or Your Approved Meal Counting System Clickers may Be Used or Use Your Approved Meal Counting System Meals Must be Counted at Point of Service-Count Reimbursable Meals Only Submitting Claims CEP and Non-CEP school: Claim CEP using %; Claim other schools traditionally Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org CEP Schools: Consolidate totals by school apply claiming % Claim Example Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Milk Chocolate Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • All-American, loves baseball. Mom, and apple pie • A cheerleader for your program • Level-headed, good PR person, great fundraiser • Kind, thoughtful, always remembers birthdays • Playful, nurturing, helps others to shine • Dependable, loyal • Others turn to you for help Krackel Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • Creative, optimistic, always sees the glass as half full • Messy (desk/classroom) but organized • A hands-on person • A little off-beat, funny, friendly, outgoing • Always willing to help • Likes the "krackel" or surprises in life • Prefers situations that allow for flexibility, growth, and change Mr. Goodbar Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • Analytical, logical, gathers data before giving an opinion • Plays the devil's advocate, sees all the possibilities, and what ifs • Procrastinator, hates deadlines • Likes to be the expert but in your own time • Prefers structure, rules for everyone to follow, hates surprises Special Dark Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • Patient, thoughtful, individualist, problem solver • Works well with difficult people • Insightful, reflective, good grant writers • Little patience with incompetence • Sets high standards for self and others • Dependable, resourceful, loyal Disadvantages of CEP Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Potential Financial Issues < 100% Reimbursement at the Free Rate Not Collecting Meal Applications – to Determine Individual Student Economic Status School Must Identify Other Procedures to Determine Economic Status of Individual Students Budgetary Concerns Current Year Revenues Full paid student Breakfast & Lunch Fed. Reim. Bkft. & Lunch Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Reduced Paid student Breakfast & Lunch Participation by school Bkft. & Lunch A la carte Sales CEP Budgetary Concerns Future Revenues A la carte Sales Participation by Schools Breakfast & Lunch Fed. Reim. Breakfast & Lunch Lack of Student Revenues Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org CEP Federal Reimbursement Estimator - 2015 CEP Feasibility Worksheet 6 Cents Certified Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org CEP Feasibility Worksheet – Not 6 Cents Certified Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Nuts, Bolts and Washers of Georgia’s CEP Programs Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Welcome: Monika Griner – Colquitt County Schools Janice Conley – Jeff Davis County Schools Nicole James – Butts County Schools Shelly Daniels – Thomaston-Upson School District Advantages of CEP Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org No paper applications- No web applications Saves money on printing, labor cost & returned check fees No charged meals, no charge letters, no alternative meals Faster service – simplifies meal counting & claiming Advantages of CEP Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org No Overt Identification Increased breakfast and lunch participation Improves nutrition to at risk students, potential for attendance rate and test score improvement Verification Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Concurrence Process Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org 1. • Determine process & documentation 2. • Meet minimum identified student percentage 3. • Participate in both NSLP and SBP 4. • Proven record of compliance 5. • Determine method of concurrence from the state Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Direct Certification Under CEP Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Conducting Direct Certification after the first year? Possibly IF… Not Necessary When … Updating Claiming Percentages If you are below 100% Free: • May conduct direct certification to increase claiming percentages • Submit April #’s to GA DOE as requested • Keep documentation from that school year Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Updating Claiming Percentages Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org If you are at 100% Free: No benefit - never claim more than 100% of the meals free Check DC students if your School System requires it Updating Claiming Percentages Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org 2nd , 3rd , 4th Year • 2nd, 3rd, & 4th years – New % or ALWAYS go back to 1st year claiming %. For example: • Initial (1st year) claiming %: 91.34% Free • 2nd year new claiming %: 95.79% Free – A new Four Year Cycle may begin. • 3rd and 4th year does not occur for the original cycle. Updating Claiming Percentages Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org 2nd, 3rd and 4th Year • Initial (1st year) claiming %: 91.34% Free • 2nd year new claiming %:90.20% Free – Remain at initial (1st year) cycle. • 3rd If claiming year increases then a new first year. If not Remain at initial (1st year) • 4th year same procedure Declaration Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org New Cycle Meet all eligibility criteria New ISP April 1 New 4 Year Cycle Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Grace year – less than 40%, more than 30% State Required: Annual Notification Lists Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org State required to assemble LEA’s that: • Eligible district wide with >40% ISP Nearly eligible district wide >30% <40% ISP • Currently operating CEP district wide Currently in 4th year of CEP and is eligible for grace year (<40% but >30%) Annual Notification Lists State required to gather lists of schools that: • Eligible schools with ISP of 40% or more Near eligible schools <40% but >30% ISP • Currently electing 4th year and grace year eligible Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Annual Notification October data can be used April 1st data required for CEP election SNAP data permitted as proxy data Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Notification Timeline Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org April 15th – States obtain School Level Info. April 15th – States provide guidance May 1st – States publish lists of LEAs & schools May 1st - Provide link to lists to FNS FNS will provide format for public notification Other Child Nutrition Programs Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org SFSP - Summer Food Service Program • FFVP - Fresh Fruit and Vegetable Program CACFP (Child and Adult Food Program) Tiering • CACFP – At Risk Snack NSLP (National School Lunch Program) After School Snack SSO – Seamless Summer Option - NSLP Other Child Nutrition Programs Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org SFSP SSO NSLP at risk snack FFVP School ISP X 1.6 CACFP Tiering CACFP at risk snack After School Snack Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org • CEP schools follow area eligibility requirements (ISP at least 32.5% = 50%) • Attachment V is still required • Example: • System Free Claiming % = 97.5% • School A = 100% (ISP 62.5 X 1.6 = 100%) • School B = 95% (ISP 59.4 X 1.6 = 95%) • Rules still apply SSO/Afterschool Snack/CACFP/SFSP Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org FFVP Application for CEP Schools • Use April 1, ISP data • Calculate using individual school ISP X factor • System Wide Free Claiming % isn’t used • Example: • System Free Claiming % = 97.5% • School A = 100% (ISP 62.5 X 1.6 = 100%) • School B = 95% (ISP 59.4 X 1.6 = 95%) Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org CEP and Others….. Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Title I Fees & Testing E-rate CEP CEP and Title I Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org 1. Determine data needed • 2. Develop procedure and method of gathering information 3. Prepare training for Title I and School Nutrition • 4. Communicate, communicate, communicate 5. Follow up Part 2 – Direct Certification Proportionality Calculation Title I Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Title I Data Form SY16 Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org CEP and E-rate CEP E-rate Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Federal Guidance CEP – Fees and Testing Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Determine state rules, laws, procedures Communicate with College Board National Office Develop form, procedure and process if necessary And the WINNER is…. Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org A group of students from a non-CEP school attend classes all day ( and eat lunch) at a CEP school in our school district. Should these students be included in the CEP school’s ISP? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org What is the definition of “school” in CEP? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org If a CEP student visits a non-CEP school and eats lunch, must s/he be offered a free meal? If so, how is the meal claimed for reimbursement? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org How will area eligibility percentage be determined for CEP schools? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Can a school elect to stop CEP in the middle of the school year? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org When a student at a CEP school transfers to a non-CEP school, is the student “free” all year? If an LEA participating in CEP district-wide later chooses to drop some schools, can the LEA still participate in CEP? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org If a State agency finds errors in the ISP that render a LEA ineligible for CEP, must the State agency disallow all meals since CEP was implemented. Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Do children enrolled in a CEP school during the school year receive free meals if they attend a nonCEP school for summer school? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org What if a parent insists on paying for a student’s meal? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org If an LEA drops out of CEP and resumes standard counting and claiming, must verification be conducted on the applications processed after the LEA resumed standard counting and claiming? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org If a student at a non-CEP school visits a CEP school and eats lunch, does the student receive a free lunch because s/he’s at a CEP school? If a student is enrolled in a CEP school and has access to breakfast there, but also attends a CEP school (eg. Career Center) in a separate LEA and has access to lunch there. Can each LEA include the student in there ISP? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Are new schools able to elect CEP? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Can LEA’s group schools differently in order to maximize their ISP when refiguring their district claiming percentage? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org What number should be used as the total enrollment for determining the percentage of identified students. Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org If a LEA groups four schools in Year 1, then adds four more schools in Year 2, may all eight schools be grouped together? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org A school’s population includes a subset of pre-K children that attend school half-day and only eat one meal. Are they included in the ISP? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org A school’s student population includes a subset of pre-K children who attend school only 3 days a week, are they included in the ISP? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org When a school elects to stop CEP, do students have “free” eligibility status for 30 days? At a CEP site, may a student be charged for a non-reimbursable meal (i.e. the student refuses to select the components required for a reimbursable meal)? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org In LEA’s that have some CEP and some non-CEP schools, how are CEP schools taken into account for the purposes of Paid Lunch Equity (PLE)? Resources Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org State websites participating in CEP • • www.fns.usda.gov/ http://search.e-ratecentral.com http://www2.ed.gov/programs/titleiparta/hhfki dsact2012.pdf • SP 15- 2013 Attachment B SP 16- 2015 Community Eligibility Provision • SP 21 – 2014v2 Community Eligibility Provision CEP Who? Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org What? Where? When? How? Questions and Answers Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org “In accordance with State and Federal Law, the Georgia Department of Education prohibits discrimination Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” on the basis of race, gadoe.org 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. “ 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 [email protected]. 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.”