Administrative Review

Reinvention Goals• The Healthy, Hunger-Free Kids Act of 2010 calls

for a more effective and efficient review process: Consolidate the Administrative Review processes

• Incorporate school breakfast, the new meal pattern and dietary specifications, and the 6-cent performance-based reimbursement

• Implement a 3-year review cycle • Provide for offsite monitoring approaches • Provide effective training and ongoing technical

assistance

New Administrative Review Structure

• 5 Monitoring Sectionso Access and Reimbursement (PS1)o Nutritional Quality/Meal Pattern (PS2)o Resource Management (General Area)o General Program Compliance (General Areas)o Other Federal Program Reviews (General Areas)

• Several Modules within each Section• Pre-Visit and On-Site Visit Materials

New Administrative Review Areas

Meal Access and Reimbursement

Meal Pattern & Nutritional Quality

Resource Management

• Certification & Benefit Issuance

• Verification

• Meal Counting and Claiming

• Meal Components & Quantities

• Offer versus Serve

• Dietary Specs & Nutrient Analysis

• Nonprofit School Food Service Account

• Paid Lunch Equity

• Revenue from Non-program Foods

• Indirect Costs

• USDA foods

New Administrative Review Areas

General Program Compliance Other Federal Program Reviews

• Civil Rights

• SFA On-Site Monitoring

• Local Wellness Policy

• Competitive Foods

• Water

• Food Safety

• SBP & SFSP Outreach

• Competitive Foods

• Afterschool Care Snack Program

• Seamless Summer Option

• Fresh Fruit and Vegetable Program

• Special Milk Program

Meal Access and Reimbursement

Overview

Administrative Review

Performance

Standard 1

Certification & Benefit Issuance

Meal Counting

and Claiming

General Areas

Verification

Most Notable Changes(Certification and Benefit Issuance)

Free and Reduced Eligibility Review:

SFA LEVEL

Two Part Review Process:Off-Site Assessment ToolOn-Site Assessment Tool

SFA LevelSample of All F&RP Eligible

Students at SFA

Verification

Performance Standard 1 General Area

• Verification Process Accuracy

• Verification Reporting

• Verified Application Sample

• Certification & Benefit Issuance

• Verified Application Included

Administrative Review

Most Notable Changes(Verification)

Free and Reduced Eligibility Review:

SFA LEVEL

Two Part Review Process:Off-Site Assessment ToolOn-Site Assessment Tool

SFA LevelSample of Verified

Applications

General Areas Section:No Fiscal Action

**unless verified application is part of Certification/Benefit Issuance

Review

Meal Access and Reimbursement

Summary• No longer limited to selected sites

• Encourage use of a statically valid sample selected from benefit issuance list(s) across all SFA sites or a review of all applications

Meal Pattern & Nutritional Quality

• Meal Components & Quantities

• Offer versus Serve

• Dietary Specs & Nutrient Analysis

Performance Standard 2

Administrative Review

Critical Areas

General Areas

Performance Standard 2

Performance Standard

1

Dietary Specifications

Meal Components

OVS

Pre-Visit Review Procedures

Step 1

• SFA review sites are selected for the Administrative Review (7 CFR 210.18 (e)(2))

Step 2

• Complete Meal Compliance Risk Assessment Tool to select ONE site for a targeted menu review

Step 3

• SA Select 1 of 4 options to assess the Dietary Specifications

Dietary Specs/Nutrient

Analysis• Select school for nutrient analysis using risk-

based site selection tool option that drives in-depth menu review to most at-risk site

• An in-depth menu review for site deemed highest at risk by tool

• In-depth menu review options include a nutrient analysis or a application of a dietary assessment tool which may or may not result in a nutrient analysis

Meal Pattern & Nutritional Quality: Summary of New

Approach• Meal components and quantities assessed

at all reviewed siteso Menu/production record reviewo Meal observation

• Evaluate Offer vs. Serve implementation• Nutrient analysis for each menu type only

required at high-risk sites

Resource Management• SFAs will complete pre-visit questions

on the following resource management elements:oMaintenance of the Nonprofit School

Food Service Accounto Paid lunch equityoRevenue from Non-program foodso Indirect costsoUSDA Foods

Resource Management – Review Process

SFA Off-Site Assessment

State Agency Risk

Assessment

Review Approach

Technical Assistance & Corrective

Action

Comprehensive Review

≥3 risk on off-site assessment will determine comprehensive review

Resource Management: Summary of New

Approach• A pre-visit risk indicator will indicate which

SFA’s need a more comprehensive review of:o Resource Managemento Nonprofit School Food Service Accounto Paid Lunch Equityo Revenue from Non-program Foodso Indirect Costso USDA Foods

• Documentation will be required to be sent to the SA by the SFA prior to the Administrative Review.

General Areas9 Modules• Civil Rights• SFA On-Site Monitoring• Local Wellness Policy• Competitive Foods• Water• Food Safety• SBP and SFSP Outreach• Reporting and Recordkeeping

Overview of General Program Compliance

• CRE Approach (Previous)o Monitored on-site during the course of the review ORo Not part of the CRE process

• New Approacho Mix of off-site and on-site responsibilitieso Some exclusively off-site/Some exclusively on-siteo Some reviews with a combination of both

General Program Compliance: Summary of

New Approach• Civil Rights – Pre-visit questionnaire and on-site• SFA On-site Monitoring – Off-site and On-site• Local Wellness Policy – Pre-visit questionnaire/off-

site/compliance through technical assistance• Competitive Foods – On-site day of review/FMNV

availability/ More restrictive monitoring allowed• Water – On Site only • Food Safety – Pre-visit review and on-site• SBP&SFSP Outreach – Pre-visit questionnaire• Reporting & Recordkeeping – Off site• Procurement – Stand alone

Other Federal Program Reviews

4 Modules• Afterschool Care Snack Program• Seamless Summer Option• Fresh Fruit and Vegetable Program• Special Milk Program

Afterschool Snacks

Seamless Summer • Off-Site and On-site Activities

• Conducted in summer before or after administrative review (this has not changed)

Fresh Fruit and Vegetable Program

• If the SFA operates the FFVP, the Program must be reviewed.

• SA reviewer will observe an FFVP service for at least one site and validate one months claim.

• Claim validation could be completed off-site from the SA office.

Special Milk Program• State Agency will evaluate on an Administrative

Review

Post Review Procedures

• Administrative Review Exit Conference

• Administrative Review Report (i.e. Notification Letter of Review Results)

• Documented Corrective Action