Best Practices to prepare for your Administration Review...•Identify documents to prepare and have...

Best Practices to prepare for your

Administration Review

AFFILIATION OR FINANCIAL DISCLOSURE

Donna Parsons

• Office of Superintendent of Public Instruction

• Director of Child Nutrition Services

Objectives

• Explore strategies and best practices to prepare for

administrative review

• Identify documents to prepare and have ready for your review

• Plan tasks to complete in preparation for your administrative

review, when you return to your district

Purpose of the Administrative Review:

✓Ensure USDA Program Requirements are being met

✓Provide an opportunity for individualized Technical Assistance

What staff will you talk to?

What happens during a review?

What documents

will be looked at?

How do I prepare?

What are you looking for?

What happens if you find

something wrong?

What schools will you visit?

How long will you be

School Meals Administrative Review

Critical Areas General Areas

Critical Areas

Meal Access and Reimbursement

Certification and Benefit Issuance

Verification

Meal Counting and Claiming

Nutritional Quality and Meal Pattern

Meal Components

Dietary Specifications and Nutrient Analysis

Offer vs Serve

General Areas

Resource Management

Procurement

Indirect Costs Maintenance of Non-Profit Food Service Account

Paid Lunch Equity Revenue from

Nonprogram Food

General Program Compliance

Civil Rights On-Site Monitoring

Local School Wellness Policy & evaluation of

Smart Snacks

Reporting and Recordkeeping

Food Safety

SBP and SFSP Outreach

Professional Standards

• Off-Site Review✓Off site Assessment

✓Submitting documents for review

• On- site Review✓Entrance conference

✓Meal Access / Benefit Issuance Documents

✓Meal observations / menu

✓General Areas

✓Exit Conference

• Review outcomes

Off-Site Assessment

A broad overview of your systems and procedures

Identifies which site(s) will be reviewed and which is high risk

Allows for earlier Technical Assistance and Corrective Action

Provides framework for General Areas & Resource Management

Off Site Review

• Documents / Tools may include:

✓Paid Lunch Equity

✓Non-Program Foods Tool

✓Local Wellness Policy and most recent evaluation

✓Civil Rights Public Release

✓Benefit Issuance Documents(ensure secure transmission)

• Details for on-site visit

• What sites?

• What meals?

On Site Review

✓Entrance Conference

✓Meal Access / BID

✓Meal Observations

✓General Areas

✓Exit Conference

Purpose: Discuss Off Site Assessment Tool results and provide

an AR overview

Who Should Attend: Relevant LEA staff (e.g., Food Service

Director, Business Manager, Superintendent)

Entrance Conference

Meal Access and Reimbursement

✓Certification and Benefit Issuance

✓Verification

✓Meal counting and claiming

Meal Observation – Day of Review (DOR)Prior to meal service:• Will Meal Pattern be met?

• Menu, Production Record, Product Documentation

• Check ‘general areas’

During meal service:• Observe POS procedures

• Ensure all meals claimed for reimbursement are counted correctly

After meal service:• Collect a DOR Meal Count

Menu Review – Month of Review (MOR)

MOR is the month PRIOR to the onsite visit

• Randomly select one full week from the MOR for

assessment

• Need detailed daily production records for MOR

• Need ALL product documentation for meals claimed for

reimbursement at sites selected for review

Organize supporting documentation and production

records

Monday Menu: Chicken Nuggets with Whole Grain Roll,

Steamed Broccoli, Carrots, Apple Slices & Milk• Monday production record

• Associated product documentation including:

• CN label/Manufacturer Specification for Chicken Nuggets

• Product Formulation Statement/Label for Roll

• Associated recipes or product documentation necessary to validate

meal pattern for fruits & veggies

General Areas

✓Record Keeping & Reporting

✓Water Availability

✓On-site Reviews

✓Food Safety Manuals & Procedures

✓Posting of the most recent Health Inspection

✓Smart Snacks

✓Professional Standards

✓Civil Rights

Exit Conference

✓Conducted at the end of the onsite review

✓Outlines review findings, identifies any corrective action

✓All Corrective Action will have an associated ‘DUE DATE’

✓Time and location of the exit conference are determined during the onsite Administrative Review

✓Superintendents, Business Manager, and/or any School/Facility Administrators that oversee School Food Service are encouraged to attend

AR Findings may result in:

✓Technical Assistance

✓Corrective Action

✓Fiscal Action

Or a combination of the above

Technical Assistance: Help or advice provided to the district staff by your program specialist to help improve school meal program operations.

✓Goal: to ensure that previously deficient practices and procedures are revised system-wide.

✓Corrective Action Plan = “Homework”

• Due Date = submitted and approved

• Implemented District-wide

• Is permanent

Corrective Action: Actions required to correct any violation, practices and training identified during the Administrative Review.

• Critical Areas:✓Performance Standard 1: Meal Eligibility; Meal Counting

and Claiming; Claim Consolidation

✓Performance Standard 2: Reimbursable meals must comply with meal pattern requirements

• Program Specific: SBP, NSLP, SSO, CACFP, FFVP, SMP

• USDA Disregard: less than $600 per program

Performance Standard 1:

✓Benefit Issuance Errors

✓Meal Counting and Claiming Errors

✓Claim Consolidation Errors

Fiscal Action may result from:

Performance Standard 2:

✓Missing Meal Components

✓Non-reimbursable meals (during observation)

✓Repeat finding of meal pattern violations

Administrative Review Reports required to be publicly posted.

Resources

✓Check your state agency website

✓USDA website

PROFESSIONAL STANDARDS CODE

• This session provides one (1) CEU

– Key Area: Administration – 3000

– Key Topic: Prepare for your Administrative Review – 3260

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