Dr. John D. Barge, State School Superintendent Making Education Work for All Georgians CEP...

Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org

CEPCommunity

Eligibility Provision


Discussions5 Minute Review

Meal Counting

Meal Claiming

Verification

Q&A

Record Keeping

Fee Waivers

Sharing With Other Programs

Title One


Free Claiming %:District SchoolGroup of Schools

CEP 4 year Reimbursement Provision for Eligible High Poverty LEAs and Schools. First Year Data May Continue or be Updated.

LEAs and Schools May Opt In or Out Each Year, by June 30th

Considering the Community Eligibility Provision


CEP RequirementsNo cost Breakfast - No cost LunchIdentified Student Percent – 40% or greater

Four Consecutive Years in Approved Schools

Cover Additional Cost with Non-Federal Funds

Maintain Tally of Breakfast & Lunch

No Meal Applications in CEP Schools


Claiming Based On Identified Students

SNAPTANF Extended Eligibles (Students “attached” to DCs)Matched to Official Lists– Homeless --- Runaways– Migrant --- Income Eligible

Headstart– Foster w/o App. --- Pre-K Evenstart– Approved by Local Officials


How does the CEP work?

Current School Year Data as of April 1Number of Identified Student Eligibles used to Calculate the Identified Student Percentage


Identified Student Percentage =

Number of Identified Student Eligibles for School A

Number of Total Enrollment for School A

Must be ≥ 40 %


Participation Worksheets


Claiming Percentages

The Identified Student Percentage x 1.6 = Percentage Reimbursed at Free RateThe Remaining Meals Reimbursed at Paid Rate


School has 100 Students with Access to NSLP/SBP Enrolled April 1.

50 are determined to be Identified StudentsSchool A has an Identified Student Percentage of 50%

50% X 1.6 = 80% Free Reimbursement Rate20% Paid Reimbursement Rate

End of the month 10,000 Reimbursable Lunches = 8,000 at Free Rate2,000 at Paid Rate

Example


Eligibles, Edits, 112/118Highest Eligibles = Highest Enrollment x Free Claiming PercentageEdit Check

Daily Edit Check = Daily Enrollment X Attendance Factor (95.5 or local)Daily Total Claimed = or < daily attendance.

DE112, DE118Record Meal Counts DailyComplete the 112 and 118 Monthly Apply Claiming % for Free & Paid to Total Meals Served for Month


How to Count Meals

Count Number of Meals Served Daily; Not Necessary by Category

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


District with Both CEP and non-CEP Schools:Claim CEP Schools Using Claiming %Claim Other School Meals by Student Eligibility Status

How to Submit Claims

For CEP Schools: Consolidate Daily Meal Counts to Monthly Totals by School for Breakfast & Lunch.


Maintain Documentation meal count/tally sheets monthly meal count worksheets


Claim Example

Month

Schools Bkfast Free%Free Meals Paid%

Paid Meals Lunch Free%

Free Meals Paid%

Paid Meals

Elem School 100 95.90% $95.90 4.10% $4.10 500 95.90% $479.50 4.10% $20.50

High School 240 95.90% $230.16 4.10% $9.84 1200 95.90% $1150.80 4.10% $49.20Middle School 120 100.00% $120.00 600 100.00% $600.00


Still Considering CEP?

High Poverty Area Schools Benefit from CEPRecommend an Identified Student Eligible of ≥ 55%Many Factors to Consider


Budgetary Concerns

• Current Year Revenues– Full Paid Student Revenues

• Breakfast and Lunch

– Reduced Paid Student Revenues• Breakfast and Lunch

– Federal Reimbursement • Breakfast and Lunch

– Participation by Schools• Breakfast and Lunch

– A la carte Sales


Budgetary Concerns with CEP

• Future Revenues– Lack of Student Revenues– Federal Reimbursement

• Breakfast and Lunch

– Participation by Schools• Breakfast and Lunch

– A la carte Sales


USDA CEP Estimator:


Comparisons FY 13 & FY 14August – December System Wide

• Breakfast40,000+ System Wide FY 2013 FY 2014 Difference of:Aug. 448789.60 598517.57 Sept. 692755.85 884506.77 Oct. 773173.80 876492.82 Nov. 594076.64 734440.91 Dec. 535905.48 650982.15

3044701.37 3744940.22 $700,238.90

Over 10,000 less than 40,000 System Wide Aug. 265287.99 303664.41 Sept. 275043.25 322525.61 Oct. 298696.97 330184.89 Nov. 229034.28 236575.08 Dec. 169065.57 213023.79

1237128.06 1405973.78 $168,845.70

Less than 10,000 System Wide Aug. 22749.12 29943.06 Sept. 23430.34 29854.51 Oct. 26028.82 31478.30 Nov. 21061.42 25314.24

Dec. 11738.75 14867.30

105008.45 131457.41 $26,448.96


Comparisons FY 13 & FY 14August – December System Wide

• Lunch40,000+ System Wide FY 2013 FY 2014 Difference of:Aug. 1526751.11 1899574.43 Sept. 2113691.11 2599073.21 Oct. 2333515.95 2594219.61 Nov. 1773968.06 2075029.59 Dec. 1644297.09 1932736.67 9392223.32 11100633.51 $1,708,410.17

Over 10,000 less than 40,000 System Wide Aug. 582769.53 780077.62 Sept. 582156.83 816892.93 Oct. 662494.11 851053.42 Nov. 505116.95 602261.87 Dec. 381002.57 559625.22 2713539.99 3609911.06 $896,371.10

Less than 10,000 System Wide Aug. 66381.91 86459.28 Sept. 61815.26 82919.48 Oct. 68547.84 87256.18 Nov. 55424.21 66476.40 Dec. 31468.96 41668.87 283638.18 364780.21 $81,142.03


Comparison Provision 2 Schools – Individual and School Groupings

• August – September (25 Schools)Breakfast FY 13 FY 14 Difference 359,140.49 479,284.94 = 120,144.45Lunch 1,040,651.56 1,449,809.23 = 409,157.70

Daily increase of $18,903.65


Comparison of System with One Grouping • August – September - 12 CEP Schools - All schools

except the High SchoolBreakfast FY 13 FY 14 Difference 226,706.73 271,637.49 = $44,930.76Lunch 565,288.83 723,410.79 = $158,121.96

Daily Difference of $4,587. 00


Advantages of CEPNo 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

No Overt Identification

Increased Breakfast, Lunch Participation

Improves Nutrition to At Risk Students. Potential for Attendance Rate and Test Score Improvement


ConsiderCEP Eliminates the Free Reduced Meal Application for School Nutrition

Available is a Household Income Form for Other Purposes, which may be used, but NOT be processed by SNP


Consider?Title One’s distributions of funding for Local Schools

CEP Identified Students data is from April of the Year Prior to Implementation

Title One needs October data of the Year Prior to Implementation of CEP


Disadvantages of CEPPotential 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


CEP Concurrence Process• Complete and Submit to Area Consultant by May 1

– Letter of Interest– Participation Worksheet(s)– USDA Estimator – 1 month or more

• Complete and Submit to Area Consultant by June 1– Attachment G– Letter of Explanation if reduction in revenue– Cash Resource Management Report– Board Minutes of Approval


Direct Certification Under CEPConducting Direct Certification after the first year?

Possibly IF…

Not Necessary When …


Conducting DC After First Year?

CEP Schools May Check Direct Certification: Could Increase % of Meals Claimed FREE Next Year


Possibly

Recommended for Schools Below 62.5% Identified Students 62.5% ISE = 100% at FREE Rate


Not Necessary When…..

Schools at 62.5% of ISE: Claiming percentage for Free is 100%


Preparing for Next Year If you are at 100% Free:

No benefit to checking Direct Certification each year because you can never claim more than 100% of the meals free

You may choose to Check DC students if your School System requires it

If you are below 100% Free:

May conduct direct certification on an annual basis, to increase claiming percentages

Need to submit the new Identified Student #’s to GA DOE in April

Keep documentation of New Identified Student numbers & Enrollment from that school year


2nd , 3rd , 4th Year Increasing your claiming percentages? remember that in the 2nd, 3rd, & 4th years, without new identified student #’s each year ~ claiming percentage will ALWAYS go back to 1st year claiming %.

For example: Initial (1st year) claiming %: 91.34% Free 2nd year (submitted increase) claiming %: 95.79% Free 3rd year (did not submit increase) claiming %: 91.34% Free


Identified Students What paperwork to Keep?

Documents to Support Claiming Percentages Signed Lists:

Homeless Migrant Runaway Foster Headstart

Documents to Determine Extended DC Students

Direct Certification Match Results Lists

List of Total Enrolled Students with Access to NSLP & SBP as of April 1.

List of Identified Students: and Documents to Support the List


Other Records:Production RecordsHealth ScoresLocal Wellness PolicyHACCP

Required Paperwork

Forms to support the number of meals served


Participants:Marian K. Bone, SNP Director Muscogee CountyRebecca Davis, SNP Director Wilkes CountyAudrey Hamilton, SNP Director Clayton County

CEP Panel


Provision 2

CEP Does Not Replace Provision 2Systems May Have Provision 2 and CEP Compare Base Year Claiming % to CEP


Special Provision 2 and CEPSpecial Provision 2

Began in 1990’sBase Year Meal Applications are CollectedMeal Applications not processed after base yearMeals served at no cost to studentsNo Household Income Information Collected

CEPBegan in 2013No Base YearNo Applications, Based on Student EligiblesMeals served at no cost to studentsNo Household Income Information Collected



All students declared Economically DisadvantagedMeal Eligibility based on School Not StudentFederal Reimbursement collected for Free, Reduced, and Paid Base Year Data Used 4 years. May Roll Over to New Cycle

CEPStudents declared Economically DisadvantagedMeal Eligibility is based on School Not StudentFederal Reimbursement is collected for Free, and Paid First Year Data May Be Used for 4 years. Cannot Roll Over to New Cycle



Claiming Percentages Cannot be Changed Without a New Base YearFree and Reduced Students Numbers Submitted for FTE Report is derived from a Formula Using Base Year Data

CEPPossibility of Changing Claiming Percentages within 4 year cycle,If Advantageous to System.Free Students Numbers Submitted for FTE Report is derived from a Formula Using Current or First Year Data


Fee Waivers for High School StudentsParents:The American College Testing (ACT) and The College Board (SAT, PSAT) offer fee waivers to reduce the cost of the ACT, SAT, and PSAT exams for students from families who qualify under the criteria listed below. Qualifying students should speak with their counselor about fee waivers for these examinations.

The College Board also offers a reduced fee exam for students taking the Advanced Placement (AP) exams each May. The criteria for the reduced exam fee are the same as the criteria for fee waivers (listed below). Qualifying students who plan to take AP exams should speak with their counselor and the AP Testing Coordinator for their school to ensure they are listed on the schools’ records as qualifying for the exam at a reduced fee. To be eligible, you must meet at least one of the requirements below:• Annual family income falls within the Income Eligibility Guidelines set by the USDA Food and Nutrition Service. • Enrollment in a federal, state, or local program that aids students from low-income families (e.g. Federal TRIO programs such

as Upward Bound). • Family receives public assistance. • Lives in federally subsidized public housing, a foster home or is homeless. • A ward of the state or an orphan. Check all that apply______ My household receives TANF or SNAP or other public assistance._______My household’s monthly total income is $__________. Indicate the number of people who live in your household__________________ My family lives in federally subsidized public housing. _______ My family is homeless._______ My child is a Foster child. _______My child is a ward of the State of Georgia._______ Another child in my household receives free or reduced meals. Parent /Guardian Signature: _________________________Date______________

http://www.fns.usda.gov/cnd/Governance/notices/iegs/IEGs.htm


Data Needed for Title OneOctober Free Eligibles for CEP SchoolsOctober Data is Year Prior to Implementing CEP A CEP Program Implemented FY15 Uses October 2013 Data (FY14)Data can be Gathered October of the Preceding Year of Implementation or Through a Conversion Method Using FTE Information


Title I needs Fall DataWanted:Fall DC data by school

Actual Numbers orEstimated Numbers


Sample of Data Conversion for Title I

GaDOE School Code

Schools

Maximum FTE from Fall 2012

School Enrollment

Maximum Free from Fall 2012

FTEMultiplier

New Number ISE (TANF/SNAP/DC)

Total Number of Pre-K

Total Number

of Pre-K FreeMultiplier

New Pre-K Number ISE

(TANF/SNAP/DC)

12013ELEM SCHOOL

A1000 650 0.6071 395 40 25 0.6071 15

22013MIDDLE SCHOOL SOUTH

700 450 0.6071 273 0 0.6071 0

32013HIGH SCHOOL

A2400 1200 0.6071 728 0 0.6071 0

GaDOE Only Total

(Column 4)

GaDOE Only % ISP

GaDOE Only - Claiming

Percentage for Free (Column 7)

New Raw Data

for Title I (Column 6)

21997ELEM SCHOOL

C1500 1100 0.6071 668 80 45 0.6071 27 282 59.37% 0.95 451

11999ALTERNATIVE

SCHOOL800 790 0.6071 480 0 0.6071 0 182 39.22% 0.63 291


Guidance for Title One

System Name

School GADOE Code Schools

2012 Student count of (TANF/SNAP/DC)

2012 Pre-K count of (TANF/SNAP/DC)

Signature and title ____________________ Date_______________

Title I - Only this signed form that includes ISE (identified student eligibles) numbers for each CEP site

This information may be generated electronically or calculated from the October FTE information on the form provided by the SA


Data CollectionData Collection:

SNP Cannot Distribute Applications in CEP SchoolsFree/ Reduced Applications May Not be Used to Collect Data on CEP Districts or Schools


After School Snack

CEP schools qualify for At Risk Snack

Attachment V is still required

Rules still apply


SSO/Afterschool Snack/CACFP/SFSP

• All Schools under CEP may claim snacks at the AT RISK rate.

• Every Snack will be claimed as free• Meal counting procedures still apply

– All Snacks Are reimbursable– Only One Snack per Student per Day


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%)


Verification Process

Systems- All Schools Under CEP Use the Identified Student Numbers

Systems with Both CEP and Non CEP Schools use the Identified Student Numbers for CEP Schools; Other Schools Complete Verification


Summary

For CEP:Schools or District

Must have 40% Students Eligible for

Free Meals Without an Application

CEP Schools Must Provide Meals at No Cost ALL Students


Summary

The School Meals Program no Longer will be Requesting School Meal Forms to be Completed by Parents

The School Meals Director must work with Administrators and School Board to Determine the Pros and Cons of Participating in CEP


Summary

CEP May Affect Other

Funding

Student Economic Status Must be Determined by Other Means


SummaryImproved Nutritional Status of Students

Potential Improvement in Attendance and Test Scores

Increase in number of Breakfast and Lunches Served Daily


Q & A


“In accordance with State and Federal Law, the Georgia Department of Education prohibits discrimination on the basis of race, 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.”

http://www.ascr.usda.gov/complaint_filing_cust.html

mailto:[email protected]

Dr. John D. Barge, State School Superintendent Making Education Work for All Georgians CEP...

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