01-26 EXHIBIT I SCHOOL FOOD PROGRAM.pdf
PDF 156 KB Posted
- Attached to
- Request for Proposal School Food Program
- Solicitation number
- BD-26-1322-SPS08-SPS08-125463
- Issued by
- Essex County, Massachusetts
About this file
This document is a School Food Authority On-Site Review Checklist issued by the USDA for assessing meal counting and claiming systems in schools participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP). The checklist serves as a compliance and assessment tool for School Food Authorities (SFAs) with more than one school, including Residential Child Care Institutions. Each SFA must conduct on-site reviews prior to February 1 of each school year, reviewing all schools operating the NSLP and 50 percent of schools operating the SBP under its jurisdiction. The checklist evaluates whether schools' meal claims accurately reflect the actual number of reimbursable free, reduced price, and paid meals served daily. If reviews identify problems with meal counting procedures or general review areas, schools must implement corrective actions, with SFAs required to conduct follow-up on-site reviews within 45 days to verify that corrections have been completed. The document provides standardized assessment questions addressing meal counting and claiming systems, point of service requirements, staff training and backup procedures, internal controls, eligibility list maintenance, and prevention of student identification based on meal subsidy status.
The checklist's readily observable general areas section requires reviewers to assess resource management practices including maintenance of nonprofit school food service accounts, paid lunch equity compliance, nonprogram food revenue handling, and indirect cost management under 2 CFR Part 200. Additional review areas encompass free and reduced price application processes, civil rights compliance, reporting and recordkeeping requirements, food safety standards, competitive food service policies, water provision, professional standards for food service directors, school breakfast and summer food service program outreach, and local school wellness policy implementation. The document includes designated sections for documenting corrective action plans specifying implementation dates and responsible parties, along with signature lines for school representatives and SFA reviewers. No specific funding amounts, set-asides, or incumbent vendor information is referenced in this assessment tool, which functions as a standardized compliance and quality assurance mechanism rather than a procurement document with associated financial terms.
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APPENDIX A
SCHOOL FOOD AUTHORITY ON-SITE REVIEW CHECKLIST
ASSESSMENT OF THE MEAL COUNTING AND CLAIMING SYSTEM AND READILY
OBSERVABLE GENERAL AREAS FOR THE SCHOOL BREAKFAST PROGRAM (SBP)
According to 7 CFR 210.8(a)(1) and 7 CFR 220.11(d)(1), every school year, prior to February 1, each School Food Authority (SFA) with more than one school (as defined by 7 CFR Part 210.2 to include Residential Child Care Institutions (RCCIs)) must perform no less than one on-site review of the meal counting and claiming system and the readily observable general areas of review identified under 7 CFR 210.18(h) in each school operating the National School Lunch Program (NSLP) and 50% of schools operating the School Breakfast Program (SBP) under its jurisdiction.
Each on-site review must ensure the school’s claim is based on the counting and claiming system, as implemented, and yields the actual number of reimbursable free, reduced price, and paid meals, respectively, served for each day of operation.
If the review discloses problems with a school’s meal counting and claiming procedures or general review areas, the SFA must ensure that the school implements corrective action, and within 45 days of the review, conduct a follow-up on-site review to determine that the corrective action resolved the problems.
School Name: _______________________________________ Review Date: ________________
SFA Reviewer: ________________________________________________________________________
SCHOOL BREAKFAST PROGRAM ON-SITE REVIEW
The following questions are recommended at a minimum to complete the on-site review requirement:
YES NO MEAL COUNTING AND CLAIMING SYSTEM
1. Is the method used for counting reimbursable meals in compliance with the approved point of service requirement? (Meal counts must be taken at the location(s) where complete meals are served to children.)
2. Is the point of service meal count used to determine the school’s claim for reimbursement?
3. Is the person responsible for monitoring and counting meals correctly identifying reimbursable meals?
4. Is the school correctly implementing policies for handling the following (as applicable):
Yes No N/A
Incomplete meals?
Second meals?
Lost, stolen, misused, forgotten or destroyed tickets, tokens, IDs, etc.?
Visiting student meals?
Adult and non-student meals (and identifying program vs non-program)?
A la carte?
Student worker meals?
Field Trips?
Charged and/or prepaid meals?
Offer vs Serve?
Unpaid meal charges
5. Is there a method of identifying non-reimbursable meals (i.e., not meeting meal pattern requirements, seconds, adult meals, etc.) and distinguishing them from reimbursable meals?
YES NO MEAL COUNTING AND CLAIMING SYSTEM CONT.
6. Is someone trained as a backup for the monitor and the meal counter?
7. Are there procedures for meal counting and claiming when the primary counting and claiming system is not available? Do staff know when and how to implement them?
8. Are daily counts correctly totaled and recorded?
9. If claims are aggregated, are the meal counts correctly totaled and consolidated?
10. Are internal controls (edits, monitoring, etc.) established to ensure that daily counts do not exceed the number of students eligible or in attendance and that an accurate claim is made?
Record today’s meal counts by category and compare to the total number of students eligible by category Number of Students Approved by Category Today’s Meal Counts by Category Free: Free:
Reduced Price: Reduced Price:
Paid: Paid
11. Does the system prevent overt identification of children receiving free or reduced price meals?
NOTE: The following two questions are for all SFAs except for SFAs on Provision 2 or 3 in non-base years, CEP, or RCCIs with only residential children
YES NO
12. Is a current eligibility list kept up-to-date and used by the meal counting system to provide an accurate daily count of reimbursable meals by category (free, reduced price, paid)?
13. If applicable according to 7 CFR 220.11(d) are comparisons of daily free, reduced price and paid breakfast counts against data which will assist in the identification of breakfast counts in excess of the number of free, reduced price and paid breakfasts served each day to children eligible for such breakfasts completed?
SBP CORRECTIVE ACTION PLAN (for any “NO” answers above):
SPECIFY DATE SBP CORRECTIVE ACTION(S) WILL BE IMPLEMENTED: ________________
BY WHOM: ___________________________________________________________________________
YES NO READILY OBSERVABLE GENERAL AREAS
1. Were any issues readily observed in relation to resource management?
YES NO
Maintenance of the Nonprofit School Food Service Account? (7 CFR 210.2, 210.14, 210.19(a), 210.21) Paid Lunch Equity? (7 CFR 210.14(e)) Revenue from Nonprogram Foods? (7 CFR 210.14(f)) Indirect Costs? (2 CFR Part 200 and 7 CFR 210.14(g))
2. Were any issues readily observed in other general areas?
YES NO
Free and Reduced Price Process – including verification, notification, and other procedures (7 CFR Part 245)
Civil Rights (7 CFR 210.23(b)) Reporting and Recordkeeping (7 CFR Parts 210, 220, and 245) Food Safety (7 CFR 210.13) Competitive Food Service (7 CFR 210.11 and 220.12) Water (7 CFR 210.10(a)(1)(i) and 220.8(a)(1)) Professional Standards (7 CFR 210.30) SBP and SFSP Outreach (7 CFR 210.12(d)) Local School Wellness Policies (7 CFR 210.30) Other
SBP CORRECTIVE ACTION PLAN (for any “YES” answers above):
SPECIFY DATE SBP CORRECTIVE ACTION(S) WILL BE IMPLEMENTED: ________________
SIGNATURE: ___________________________ _________________________ ______________
School Representative Title Date
SFA Reviewer Title Date
SBP FOLLOW-UP VISIT (must be conducted within 45 days if corrective action was required):
Date(s) of Follow-Up: ____________________________________________________________________
Observations of corrective action implementation:
APPENDIX A
SCHOOL FOOD AUTHORITY ON-SITE REVIEW CHECKLIST
ASSESSMENT OF THE MEAL COUNTING AND CLAIMING SYSTEM AND READILY
OBSERVABLE GENERAL AREAS FOR THE NATIONAL SCHOOL LUNCH PROGRAM
(NSLP)
According to 7 CFR 210.8(a)(1) and 7 CFR 220.11(d)(1), every school year, prior to February 1, each School Food Authority (SFA) with more than one school (as defined by 7 CFR Part 210.2 to include Residential Child Care Institutions (RCCIs)) must perform no less than one on-site review of the meal counting and claiming system and the readily observable general areas of review identified under 7 CFR 210.18(h) in each school operating the National School Lunch Program (NSLP) and 50% of schools operating the School Breakfast Program (SBP) under its jurisdiction.
Each on-site review must ensure the school’s claim is based on the counting and claiming system, as implemented, and yields the actual number of reimbursable free, reduced price, and paid meals, respectively, served for each day of operation.
If the review discloses problems with a school’s meal counting and claiming procedures or general review areas, the SFA must ensure that the school implements corrective action, and within 45 days of the review, conduct a follow-up on-site review to determine that the corrective action resolved the problems.
School Name: _______________________________________ Review Date: ________________
SFA Reviewer: ________________________________________________________________________
NATIONAL SCHOOL LUNCH PROGRAM ON-SITE REVIEW (Review Date_________) The following questions are recommended at a minimum to complete the on-site review requirement:
YES NO MEAL COUNTING AND CLAIMING SYSTEM
1. Is the method used for counting reimbursable meals in compliance with the approved point of service requirement? (Meal counts must be taken at the location(s) where complete meals are served to children.)
2. Is the point of service meal count used to determine the school’s claim for reimbursement?
3. Is the person responsible for monitoring meals correctly identifying reimbursable meals?
4. Is the school correctly implementing policies for handling the following (as applicable):
Yes No N/A
Incomplete meals?
Second meals?
Lost, stolen, misused, forgotten or destroyed tickets, tokens, IDs, etc.?
Visiting student meals?
Adult and non-student meals (and identifying program vs non-program)?
A la carte?
Student worker meals?
Field Trips?
Charged and/or prepaid meals?
Offer vs Serve?
Unpaid meal charges?
5. Is there a method of identifying non-reimbursable meals (i.e. not meeting meal pattern requirements, seconds, adult meals, etc.) and distinguishing them from reimbursable meals?
6. Is someone trained as a backup for the monitor and the meal counter?
7. Are there procedures for meal counting and claiming when the primary counting and claiming system is not available? Do staff know when and how to implement them?
8. Are daily counts correctly totaled and recorded?
9. If claims are aggregated, are the meal counts correctly totaled and consolidated?
10. Are internal controls (edits, monitoring, etc.) established to ensure that daily counts do not exceed the number of students eligible or in attendance and that an accurate claim is made?
Record today’s meal counts by category and compare to the total number of students eligible by category Number of Students Approved by Category Today’s Meal Counts by Category Free: Free:
Reduced Price: Reduced Price:
Paid: Paid
11. Does the system prevent overt identification of children receiving free or reduced price meals?
NOTE: The following two questions are for all SFAs except for SFAs on Provision 2 or 3 in non-base years, CEP, or RCCIs with only residential children
YES NO
12. Is a current eligibility list kept up-to-date and used by the meal counting system to provide an accurate daily count of reimbursable meals by category (free, reduced price, paid)?
13. If applicable according to 7 CFR 210.8(a)(3), are edit checks completed and documented which compare the daily counts of free, reduced price, and paid meals against the product of the number of children currently eligible for free, reduced price, and paid meals, respectively, times an attendance factor (and any discrepancies accounted for)?
NSLP CORRECTIVE ACTION PLAN (for any “NO” answers above):
SPECIFY DATE NSLP CORRECTIVE ACTION(S) WILL BE IMPLEMENTED: _______________
YES NO READILY OBSERVABLE GENERAL AREAS
1. Were any issues readily observed in relation to resource management?
YES NO
Maintenance of the Nonprofit School Food Service Account? (7 CFR 210.2, 210.14, 210.19(a), 210.21) Paid Lunch Equity? (7 CFR 210.14(e)) Revenue from Nonprogram Foods? (7 CFR 210.14(f)) Indirect Costs? (2 CFR Part 200 and 7 CFR 210.14(g))
2. Were any issues readily observed in other general areas?
YES NO
Free and Reduced Price Process – including verification, notification, and other procedures (7 CFR Part 245)
Civil Rights (7 CFR 210.23(b)) Reporting and Recordkeeping (7 CFR Parts 210, 220, and 245) Food Safety (7 CFR 210.13) Competitive Food Service (7 CFR 210.11 and 220.12) Water (7 CFR 210.10(a)(1)(i) and 220.8(a)(1)) Professional Standards (7 CFR 210.30) SBP and SFSP Outreach (7 CFR 210.12(d)) Local School Wellness Policies (7 CFR 210.30) Other
NSLP CORRECTIVE ACTION PLAN (for any “YES” answers above):
SPECIFY DATE NSLP CORRECTIVE ACTION(S) WILL BE IMPLEMENTED: _______________
NSLP FOLLOW-UP VISIT (must be conducted within 45 days if corrective action was required):
Date(s) of Follow-Up: ____________________________________________________________________
Observations of corrective action implementation:
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