Cycle 2 Child Nutrition Data

Report
CYCLE 2 CHILD
NUTRITION DATA
Patricia Winders, MS, RD, LD
ADE Child Nutrition Unit
Thank YOU in Advance!!
Each Year Your Help and Assistance
is Always Appreciated!!
Cycle 2 Enrollment and Eligibles Data Impacts the Distribution
of
Approximately 165 million Federal Dollars to Schools
Approximately 170 million State Dollars in Special Needs
Education Funding
Thank YOU!!
Cycle 2 Student Data
•
1.
Child Nutrition Program Data Collection
Enrollment
a. K-12 Enrollment
b. Pre-K Enrollment
c. Other Students (Adult Education, State Line Border Students,
i.e. Texarkana, Texas attending public in Texarkana, Arkansas )
2.
Eligibility of Students
a. Free
b. Reduced
c. Paid
Status of Student
• NO STUDENT SHALL BE CODED Free or
Reduced Status WITHOUT a Source Document
authorizing the code.
• Source Documents for Cycle 2 reports this year
must be dated between July 1, 2013 and October
1, 2013.
• New enrollments entered into the system after
October 1 should not be in the Cycle 2 pull as of
October 1.
Source Documents
• Household Income Free/Reduced Price Application
• SNAP Application
• Direct Certification List
• Homeless List
• Migrant List
• Runaway List
• Head Start or Even Start Lists
• Foster Child List
Preparation for Cycle 2
Submission
•
1.
2.
3.
4.
Source Documents must be matched with
APSCN/StudentPlus Student Enrollment and Codes
This requires:
Possibly holding DATA ENTRY on students current as of
October 1 – District Decision
Communication.
Balance Computer Data and CN Master Roster of
Student Eligibles and Enrollment as of October 1
No changes should be made to current students until
after Cycle 2 is submitted and all reports printed. Districts
can register new students, but NOT CHANGE EXISTING
STUDENT RECORDS.
Consequences of Not Balancing with
Source Documents
• In addition to a corrective action plan to prevent
this problem in the future, the Superintendent’s
written justification must include:
• data corrections on meal status by student
• with identification of student’s
• school,
• grade,
• race, and
• gender. NO individual names.
• In some cases data submission problems will
require an audit of 100% of all source documents
by ADE CNU with the report going to Legislative
Audit.
Please REMEMBER:
• All Cycle 2 district and school level reports must be reconciled,
printed and submitted at the
SAME TIME AND DATE
Note: Anytime changes are made to APSCN/StudentPlus data
after Cycle 2 is submitted to Child Nutrition, the revised reports
must be sent to Child Nutrition with justification and information
from the previous slide.
• Technology Coordinators: Please DO NOT SEND Copies of
the Cycle 2 Reports Directly to ADE CNU without all six types
required documents.
Please REMEMBER:
The following must be submitted by the district
child nutrition program at the SAME TIME:
(September Claim for Meal Reimbursement
Prepared by District Finance Office and
signed by Superintendent)
1. September Claim for Reimbursement
2. School Data – SIS rpt 431 (K-12)
3. School Data – SIS rpt 436 (Pre-K)
4. District Data - SIS rpt 331 (K-12)
5. District Data - SIS rpt 336 (Pre-K)
6. Other Student District Report
Prevention of Problems
• What Happens when all documents are not mailed
together?
• District September Claim for Reimbursement WILL
NOT be processed until all documents are received.
• Superintendent receives call about problem if all
documents are not received by November 15.
Prevention of Problems
• Possible Problems
• Reports submitted with September claim for
reimbursement do not match SIS data
• APSCN/StudentPlus records do not match
Child Nutrition source document records
Prevention of Problems
•
Data Comparison Analysis between SIS data and CNU Database of
Source documents identifies discrepancies in computer submissions
and other data problems.
Failure to Hold Current Student Status:
Results: Computer Submission to eSchool does not match printed
331,431, 336, & 436 reports submitted with Claim.
To prevent discrepancies, please be sure all school data entry
persons understand the importance of NOT Changing Current
Student’s status until after APSCN/StudentPlus and District CN Staff
reconcile, print and electronically submit the Cycle 2 report.
Consequence: Technology and CN Staff have to identify each
student changed and provide a report for the Superintendent’s letter
to include the following: school of student (that did not follow
instructions) new and old eligibility status, gender, race, and grade of
each student changed. Do not submit name of the student. This
takes a lot of time and work to find the information when and where
this happened.
Prevention of Problems
Failure to Balance or Reconcile with CN Source Documents:
Results: (Works both Ways)
–
Incorrect codes used by one data entry person for a whole school
(reversed code for Free and Paid)
–
A classroom of students not entered into the system (eSchool
Enrollment off by 26 students),
–
Identification that CN Master Roster was not updated with student
drops or adds (Can result in inflated enrollment and eligibles
which can trigger an audit )
Consequence:
Technology and CN Staff have to identify student with incorrect code
and report correction in letter from Superintendent with:
• school (that did not follow instructions)
• new and old eligibility status, gender, race, and grade of each student
change causing each discrepancy.
Takes a lot of time and work to find when and where
this happened.
Prevention of Problems
With regard to updated CN Master Roster:
If there had been a balancing process between the
computer data and the source documents the
problems with the roster would have been identified
and corrected prior to submission of the data.
Prevention tip: Be sure school secretaries communicate
adds and drops in a very timely manner to the district
child nutrition director or their designee so that the
roster is updated daily and the Child Nutrition Master
Roster and APSCN/StudentPlus match frequently
while going thru the process.
Provision 2 – NON-BASE Year
• Provision 2 Non-Base Year Districts or Schools
must follow completely different procedures.
• Technology personnel are included in the
Provision 2 Non-Base Year Training held each
summer, usually July
• For Questions on Provision 2 – Please contact
your district Child Nutrition Director or call our
office at (501) 324-9502.
Resources
• Recommended Procedures for Processing Direct
Certification Eligible Students and Applications for Free
and Reduced-Price Meal Eligibles, Child Nutrition Master
Roster and October Annual Data Submission
• http://cnn.k12.ar.us/Files/ade_memos/2013May/RecommendedProc
edures.pdf
ADE Commissioner’s Memos:
• In Process (Previous year FIN-13-028)
Cycle 2 Report: October 1, 2013
Enrollments and Free/Reduced Eligibles
• In Process (Previous year FIN-13-029)
October 1 Pre-K Reports for Enrollment and
Free/Reduced Price Eligibles
• Commissioner’s Memo FIN-13-086 – Second State
Match for SNAP Directly Certified Students for Free Meal
Benefits
Questions ???
• It is always good if someone has questions with this process
to round up everyone involved and call our office at
(501) 324-9502
• Contact Persons at ADE CNU:
• Donna Ratliff
• Patricia Winders
• Suzanne Davidson and all the Area Specialists
To find your district Area Specialists go to the CNU Website
http://cnn.k12.ar.us/AboutUs/Organization-Staffing-2010/specialistsassignments-map.aspx
DIRECT
CERTIFICATION
Direct Certification
• 2004 Reauthorization legislation (Public Law 108-265)
amended Section 9 of the Richard B. Russell National
School Lunch Act to mandate direct certification
Federal Requirement for (3) Directly
Certified Matches By Districts
• Healthy, Hunger-Free Kids Act of 2010 (Pub. L. 111-296,
HHFKA)
• USDA Interim Regulations 7 CFR 245.6(b)(3);
• USDA Reauthorization Guidance SP-31-2011
Direct Certification
• Direct certification is the process under which local
education agencies certify children who are members of
households receiving assistance under the Food Stamp
Program, as eligible for free school meals, without further
application, based on information provided by the
State/local agency administering the Food Stamp
Program.
Direct Certification Grant
• Arkansas received a Direct Certification Implementation
Grant of $944,908 from USDA.
• School Districts performed pilot of second and third
matches in April and May, 2013
Direct Certification Pilot Results
Second Match Resulted in
• approximately 38,000 matches that districts
retrieved from the ADE Statewide Match
Portal; from those
• 38,000 preliminary matches a Total 28,995
results of changes were reported from 247
school districts.
Direct Certification Pilot Results
• Of the 28,995 changes:
• Meal Status Changes due to Direct Certification :
• 1,935 Paid to Free and 1,152 Reduced to Free =3,087 Total
•
•
•
•
Students changed to Direct Certification FREE meals
Application Documents Changed to Direct Certification
Status:
10,461 SNAP Applications changed to Direct Certification
Status.
13,587 Income Applications changed to Direct Certification
Status.
1,860 Categorically Eligible Students from Migrant,
Homeless, Runaway and Foster Students Lists changed to
Directly Certified.
Direct Certification Pilot Results
• Third Match RESULTS at School
District Levels:
• approximately 8,000 matches that
districts retrieved from the ADE
Statewide Match Portal
• 8,000 preliminary matches a Total of
4,981 results of changes were
reported from 254 school districts.
Direct Certification Pilot Results
• Of the 8,000 changes:
• Meal Status Changes:
• 686 Paid to Free and 315 Reduced to Free = 1,001 Total
•
•
•
•
Students changed to Direct Certification FREE meals
Application Documents Changed to Direct Certification
Status:
1,385 SNAP Applications changed to Direct Certification
Status.
2,218 Income Applications changed to Direct Certification
Status.
377 Categorically Eligible Students from Migrant,
Homeless, Runaway and Foster Students Lists changed to
Directly Certified.
Direct Certification Process
• ADE CNU is doing the four state wide matches to
assist the districts. This is not a state agency
requirement, but we want to help you with this
new requirement.
• A second major project in the second and third
years of the grant will be access of districts to a
DHS SNAP Portal with no less than a monthly
match capability. SY 2014-15
Direct Certification Process
• The week of August 9, 2013 Arkansas Research Center
(ARC) extracts Triand data for students who will be
returning in the fall
• ARC receives SNAP Participant data from DIS and uses a
protocol for the matching process
• ARC will match approved SNAP Participants with student
data such as Student Name, SS#, and Birthdate (other
filters may include Zip Code, etc.)
• After completion of the match process ARC will send out
protected passwords to each district Child Nutrition
Director via email addresses provided by ADE, CNU
Direct Certification Process
• First Match – around August 9, 2013
• Second Match – around September 16, 2013
• Third Match – around February 10, 2014
• Fourth Match – around April 10, 2014
Direct Certification Process
• FIRST MATCH of School Year 2013-14 (Around
August 9, 2013):
• ARC will download Matches into Triand Data
System for FIRST MATCH only!!!
• Child Nutrition Director will access ARC Direct
Certification portal, download and PRINT
Original LIST of Direct Certification
Categorically free eligible students
Direct Certification Process
SECOND MATCH of School Year 2013-14 (Around September 16, 2013)
• “Remember NO student Status Changes will be directly
loaded into student database after first match.”
• ARC will send emails with password for access to ARC Portal
to Child Nutrition (CN) Director who will access ARC Direct
Certification (DC) Second Match Portal.
• CN Director will print the 2nd Match List and secure paper
copy for 5 five years.
• CN Director will process 2nd Match List - changes to student
benefits, SNAP Applications to DC and Income Applications to
Directly Certified Status based on the second match list.
Direct Certification Process
THIRD MATCH of School Year 2013-14 (Around February 10, 2014)
• “Remember NO student Status Changes will be directly
loaded into student database after first match.”
• ARC will send emails with password for access to ARC
Portal to Child Nutrition (CN) Director who will access
ARC Direct Certification (DC) Third Match Portal.
• CN Director will print the 3rd Match List and secure paper
copy for 5 five years.
• CN Director will process 3rd Match List - changes to
student benefits, SNAP Applications to DC and Income
Applications to Directly Certified Status based on the third
match list.
Direct Certification Process
FOURTH MATCH of School Year 2013-14 (Around April 10, 2014)
• “Remember NO student Status Changes will be directly
loaded into student database after first match.”
• ARC will send emails with password for access to ARC
Portal to Child Nutrition (CN) Director who will access
ARC Direct Certification (DC) Fourth Match Portal.
• CN Director will print the 4th Match List and secure paper
copy for 5 five years.
• CN Director will process 4th Match List changes to
student benefits, SNAP Applications to DC and Income
Applications to Directly Certified Status based on the
fourth match list.
Direct Certification
The household with Direct Certification students
CANNOT BE REQUIRED to submit a Free or
Reduced Price Meal Application in order to allow
other students in the household to receive free
meal benefits. The school district is
responsible to ensure that all children eligible
in the Direct Certification household have
access to free meal benefits.
Online Claim System
• Currently under construction
• Anticipated start with November claim for
reimbursement, Due by December 10th
• Claim will be submitted electronically

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