Training Session

Administrative Review

CRE is OutAR is IN

(Administrative Review)

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

Administrative ReviewTennessee Department of Education School Nutrition Program

United States Department of Agriculture

Determine whether the School Food Authority (SFA) meets program requirements

Provide technical assistance

Determine needed corrective action

Assess fiscal action, if applicable

Intent of the Administrative Review

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

Critical Areas of Administrative Review

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

General Program Compliance

Fresh Fruit and Vegetable Program

Other Federal Programs Reviews

Meal Program Compliance

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.

The free/reduced/paid lunch counts must not exceed the number of eligible students.

The free/reduced/paid lunch counts should not exceed the number of the attendance adjusted eligible students.

Performance Standard 1: Meal Access and Reimbursement

What this means to the Nutrition Services Supervisor: 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

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

Performance Standard 1: Meal Access and Reimbursement

What this means to the Nutrition Services Supervisor: 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

Student name is marked on the Check-Off Roster at the time EACH MEAL is served/distributed to the student

Check-Off Rosters must be signed, dated and stored with daily reports for five (5) years

The student information, taken from Check-Off Rosters, is entered into the computer eligibility category accurately.

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.

Performance Standard 1: Meal Access and Reimbursement (Cont.)

What this means to the Nutrition Services Supervisor:

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.

Performance Standard 1: Meal Access and Reimbursement-

Edit Checks

What is it? Reimbursable meals must meet meal requirements as applicable to the

age/grade group served

Production & Menus for the review period must reflect that all required food items and components were offered

All meals claimed for reimbursement must contain the required number

of food components◦Lunch must include a fruit or a vegetable

Offer vs. Serve must be properly implemented: o No pre-plating o Choices must be available throughout all serving periodso Choices must be available throughout on all lines

Performance Standard 2: Nutritional Quality/Meal Pattern Compliance

What this means to the Nutrition Services Supervisor: Serving Line: All food components are available to all students

throughout the entire serving period on all serving lines.

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.

Paperwork: Production, Menus, Recipes, Production Worksheets, Warehouse Delivery Tickets, and Vendor Invoices must document that meals contained the required components/quantities.

Performance Standard 2: Nutritional Quality/Meal Pattern Compliance

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

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

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

Performance Standard 2: Nutritional Quality/Meal Pattern Compliance

What this means to the Nutrition Services Supervisor: 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

Performance Standard 2: Nutritional Quality/Meal Pattern Compliance

What this means to the Nutrition Services Supervisor: 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

Performance Standard 2: Nutritional Quality/Meal Pattern Compliance

Food Components & Menu Items must be available to every student on the serving line

Offer vs. Serve allows students to decline some of the food offered.

Signage is posted on the service line to assist students in identifying a reimbursable meal.

Students are selecting at least the minimum number of food components in the proper portion size for a reimbursable meal

Nutrition Services Technicians at the POS are trained and accurately recognize a reimbursable meal

Offer vs Serve

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

Breakfast-Offer vs Serve

The Lunch Meal Pattern consists of: • Fruits • Vegetables• Grains • Meat/Meat Alternates • Fluid Milk

Lunch-Offer vs Serve

What Must be taken at Lunch :

At least 3 of 5 components

At least ½ cup serving of the Fruit OR Vegetable Component

Lunch-Offer vs Serve

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

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

Administrative ReviewSchool Site Documents

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)

Administrative ReviewSchool Site Documents

Mandatory training for Supervisors & Technicians

Civil Rights Training Folder: Training Materials/Complaint

Forms/Agenda/Roster

“And Justice for All” Poster (Post Where Visible to Students)

Must avoid overt identification

Non-Discrimination Statement

Special Dietary Needs

General Program ComplianceCivil Rights

National School Lunch Program visitation conducted at every school

Corrective action addresses problem(s)

Follow-up conducted within 45 days to validate corrective action was implemented

General Program ComplianceOn-Site Monitoring

Compliance with Wellness Policy

Encourage involvement in school wellness activities (e.g., school gardens, promote fruits and vegetables – taste testing's)

General Program ComplianceLocal Wellness Policy

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

General Program ComplianceCompetitive Foods

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.

General Program ComplianceWater

Staff must be trained on HACCP/Food Safety

Roster/Agenda/Training Materials must be filed in Training Folder

Supervisor or designated Technician must complete HACCP

Temperature Logs on a daily basis

Monthly Food Safety Checklist w/ Documented Corrective Action must

be completed & filed

Freezer/Refrigerator/Dry Storage Temperature Logs must be

completed daily & filed when completed

Two (2) most recent Shelby County Health Department Inspection has

been posted and deficiencies have been addressed and resolved

Food is dated with delivery date and stored insuring FIFO

General Program ComplianceFood Safety

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

General Program ComplianceFood Safety

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

General Program ComplianceFresh Fruit & Vegetable Program (FFVP)