CYCLE 2 CHILD NUTRITION DATAPatricia 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 • Child Nutrition Program Data Collection 1. Enrollment

a. K-12 Enrollmentb. 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. Reducedc. 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

• Source Documents must be matched with APSCN/StudentPlus Student Enrollment and Codes

This requires: 1. Possibly holding DATA ENTRY on students current as of

October 1 – District Decision2. Communication.3. Balance Computer Data and CN Master Roster of

Student Eligibles and Enrollment as of October 14. 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 ProblemsFailure 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 ProblemsWith 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/

RecommendedProcedures.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 SpecialistsTo find your district Area Specialists go to the CNU Website

http://cnn.k12.ar.us/AboutUs/Organization-Staffing-2010/specialists-assignments-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 ProcessSECOND 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 ProcessTHIRD 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 ProcessFOURTH 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