Verification 2006-2007

1. Verification 2006-2007 Step-by-Step Overview

2. Arkansas Department of EducationChild Nutrition Unit http://cnn.k12.ar.us/

3. Step by Step Guide to Verification[ Home ] [ What's NEW ] [ General Information ] [ Topics of Interest ] [ What's Happening ] [ Resources ] [ Training Resources for Child Nutrition Staff ] [ Director's Memos ] [ Healthy Schools Initiative ] [ Step by Step Guide to Verification ] [ Food Safety and Sanitation ] [ Arkansas Consolidated School Improvement Plan - Wellness Priority ] This page has been updated with the 2005 Eligibility Guidance and the 2006 Verification Deadlines, Information and Forms.  The initial approval of applications for free and reduced price meals must be based on the information provided on the application.  Eligibility is confirmed in the verification process. Step 1.  Approve Applications(Start of School) Step 2.  Choose method of verification(on or before October 1) Step 3.  Sort and count Applications  - Application Roster 2006-07 Step 4.  Determine total number of Applications on file(as of October 1) Step 5.  Establish number of applications to verify based on selection method Step 6.  Select Applications to be verified(by October 1 or earlier) Step 7.  Recheck the original Eligibility Determination (After Selection of Applications) Step 8.  Notify Family of selection for verification – Notification of Household Selection Sample Letter Step 9.  Collect income documentation(October 1 – November 15) Step 10.  Calculate eligibility based on supplied documentation (October 1 to November 15)

4. Step by Step Guide to Verification (Con’t) Step 11.  Notify family of verification results(No later than November 15) – Notification of Adverse Action Sample Letter Step 12.  Complete Verification Tracker for each application verified(November 15 - December 15) – Verification Tracker Form Step 13.  Compile Districts Verification Results to report to State (November 15-December 15) Step 14.  Complete FNS-742, Verification Summary Report (Excel version) Step 15.  E-mail Report to Child Nutrition Office(NO later than December 15)

5. Step-by-Step Verification • Approve Applications • Method of Verification – Com. Memo ??????? • Error Prone Selection • Random Selection • Focused Selection • Sort / Count Applications • Total Applications on file (OCTOBER 1)

6. Step-by-Step Verification (con’t) • Number to Verify – Based on Oct. 1 count of approved applications • Error Prone – 3% of all approved applications, selected from only error prone applications • Random – 3% of all approved applications, selected at random • Focused – 1% of all approved applications, selected from only error prone applications PLUS ½% of applications that were approved categorically (FS)

7. Step-by-Step Verification (con’t) • Select applications for verification • Check original approval for accuracy (Confirming official) – If error is found, follow procedures to correct. And select another application for verification. • Notify family of selection for verification • Second notice if Non-Responsive to first notice • Keep notes on second, third, … attempts

8. Step-by-Step Verification (con’t) • Collect income documentation • Must specify worker, time period, gross payment, date of payment • Calculate eligibility based on supplied income documentation (use proper conversions) • Notify family of verification results • 3 operating days for increase in benefits (R – F) • 10 operating days for reduction in benefits (F – P)

9. Step-by-Step Verification (con’t) • Complete Verification Tracker • Keep all relevant notes about verification • Compile Districts Verification Results • Download FNS-742 “Verification Summary Report” • E-mail completed report to: ade.childnutverify@arkansas.gov

10. 2005-2006 Verification A review by the numbers! Robert Ginder Assistant Director of Administration

11. 2004-2005 Number of Districts with 100% Response Rate 79 2005-2006 Number of Districts with 100% Response Rate 99 How did we improve?

12. 2004-2005 Number of Districts that reported they did not verify enough 24 2005-2006 Number of Districts that reported they did not verify enough 22 How did we improve?

13. 2004-2005 Number of Districts that actually did not verify enough 21 2005-2006 Number of Districts that actually did not verify enough 15 How did we improve?

14. 2004-2005 Number of Districts that were required to complete Error Prone Verification the following year 92 2005-2006 Number of Districts that will be required to complete Error Prone Verification next year 85 How did we improve?

15. Reminder There are two ways a District can be added to the Error Prone list: • If the district’s non-response rate is greater than 20% • If the district does not complete verification according to guidelines (CRE or FNS-742)

16. 3 Changes for 2006-2007 • NEW E-MAIL ADDRESS- ade.childnutverify@arkansas.gov • The VERIFICATION SUMMARY REPORT has been color coded. • NEW DUE DATE – Verification Summary Report is due to CNU on December 15, 2006

41. Things to Remember • You must be able to count your active students and applications by the following 5 categories: • Free Eligibles that are not subject to verification (Direct Certification, Migrant, Homeless) • Free Eligibles based on a Food Stamp Case Number • Free Eligibles based on Household size and Income • Reduced Price Eligibles • Error Prone Applications

42. Things to Remember – Cont. • The District will still need to complete the Verification Tracker for each application verified and attach it to the application with the supporting documentation • The Verification Summary Report MUST be in the child nutrition office by December 15th. • If someone else in your district completes the verification process, you as the Food Service Director is responsible for ensuring it is done accurately and on time.

43. Using the Electronic Form • The form MUST be saved on your computer before you enter any information. • If incorrect Data is entered, you may receive and error message. Read the error message before giving up! • The completed file must be e-mailed as an attachment. • Before the file is sent, double check it for accuracy.

44. Are you confused, Frustrated, or at your wits end? If so, please call you Area Specialist and they will gladly assist you with this or any other matter dealing with your child nutrition program.