Verification of Meal Eligibility Training SY 2014-15

1. Review & Technical Assistance Unit Training Series VerificationofMeal EligibilityTrainingSY 2014-15

2. Objectives • Upon completion of this training the learner will be able to: • Accurately complete the steps of verification • Identify and complete requirements for special situations, such as verification for cause and verification extension

3. Verification Defined The confirmation of eligibility for free and reduced price meals

4. Exceptions to • Verification Requirements • Direct certification • Extended direct certification • Foster children on a state agency list • Homeless • Migrant

5. Exceptions to • Verification Requirements • Runaway youth • Head Start or Even Start students • Residential Child Care Institutions • (except for day students) • Non-pricing Programs • Provision 2 and CEP schools • (except in base year)

6. Verification Timeline October 1 – establish number of approved applications on file November 15 – complete verification February 1 – submit Verification Collection Report to State Agency

7. Verification Extension Request • Local Education Agency (LEA) may request an extension of the November 15 deadline • Must submit request in writing to Area Consultant(AC) • Must be approved by State Agency

8. Verification Extension Timeline October 31– establish number of approved applications on file December 15 – complete verification

9. Verification Timeline Review Activity A. Verification MUST be complete unless an extension was approved • Verification Collection Report is due to state agency • Establish number of approved applications for verification on file D. State Agency may approve in writing an extended deadline up to this date • October 1 • November 15 • December 15 • February 1

10. Verification Timeline Review Activity A. Verification MUST be complete unless an extension was approved B. Verification Collection Report is due to State Agency C. Establish number of approved applications for verification on file D. State Agency may approve in writing an extended deadline up to this date • October 1 • November 15 • December 15 • February 1

11. Verification for Cause • Obligation to verify questionable applications at any time • CANNOT delay the approval of applications • Not part of the required sample

12. Verification for Cause Scenario Father reports that he pays child support and mother’s application should not qualify for free benefits. What would you do?

13. Verification for Cause Scenario Teacher reports that father drops child off in a new Hummer each morning and family should not qualify for free benefits. What would you do?

14. Verification for Cause Scenario School district employee submits application with her income listed. The spouse who also works in the school system has zero income reported on the application. This application was approved for reduced price benefits. What would you do?

15. Determine Sample Size Sample Pool Total number of applications approved as of October 1 Sample Size Number of applications that must be verified based on option selected

16. Non-Response Rate Defined Percentage of approved applications being verified for which verification information was notreceived

17. Qualifying to Usean Alternate Sample Size Lowered Non-Response Rate OR Improved Non-Response Rate

18. Sample Size Options

19. Sample Size Options (cont.)

20. Error-Prone Applications • Identify applications with • Income within $100 monthly • income limit • OR • Income within $1,200 yearly • income limit

21. Error-Prone ApplicationActivity

22. Income Eligibility GuidelinesSY 2014-15

23. Standard Sample Size Lesser of 3% (.03) or 3,000 total approved applications (includes income and categorically eligible) Note: The sample must be pulled from error-prone applications.

24. Alternate One Sample Size (Random) Lesser of 3% (.03) or 3,000 total approved applications Applications selected randomly from those approved by October 1st

25. Alternate Two Sample Size (Focused) Lesser of 1% (.01) or 1,000 total approved income, foster and SNAP/TANF applications plus • Lesser of .5% (.005) or 500 SNAP/TANF and foster applications (categorical)

26. Verification SampleGroup Activity Which type of verification sample will you do this year? • Standard Sample Size Group • Alternate One (Random) Sample Size Group • Alternate Two (Focused) Sample Size Group

27. Standard Sample Size Greater Gray School District 5,723 x .03 = 172 error-prone applications

28. Alternate One (Random) Metro Green School District 4,500 applications 4,500 x .03 = 135 applications

29. Alternate Two (Focused) Progressive Brown School District 4,500 x .01 = 45 Verify 45 error-prone applications approved based on income information

30. Alternate Two (Focused) ABC School District 1,000 applications of the 4,500 have case numbers 1,000 x .005 = 5

31. Verification Selection Options • Option 1: Computer Selection • Option 2: Manual Selection • Total number of applications • number to be verified • Ex.:1,500 total applications = 33.3 • 45 applications to be verified • Select every 34th application

32. Post-Selection Procedures • Confirmation reviews • Optional replacement of certain applications

33. Confirmation Reviews Timing During certification During verification Type of Approach Manual, paper-based SFAs Technology-based SFAs

34. Possible Actions Due to Confirmation Reviews

35. Direct Verification Use public records to verify income and/or program participation

36. Sources of Direct Verification SNAP or TANF Program or Medicaid • Most recent info < 180 days • SUCCESS Database • When incomplete or inconsistent information, proceed with regular verification

37. Using SUCCESS Inquiry

38. Using SUCCESS Inquiry

39. Using SUCCESS Inquiry

40. Using SUCCESS Inquiry

41. Using SUCCESS Inquiry

42. Using SUCCESS Inquiry Remember! • Print the screen information • to support direct verification

43. Verification Notice • Prototype letter includes: • Acceptable information to confirm current income, ex. check stub • Documentation may be for any point between month prior to application and time household is required to provide it • Provide telephone number for assistance at no charge to household

44. Verification Sources • Written evidence such as pay stub • (Name, date, amount and • frequency) • Agency records • SUCCESS database • Award letter • Collateral contacts

45. Verification Results • No change in status • A change of benefit level affects all siblings in household • Reduce or terminate benefits in 10 calendar days • Increase benefits within 3 operating days

46. Follow-up Procedures • When to initiate? • What to do? • When is verification complete? • Deadline: November 15th

47. Notice of Adverse Action • 10 calendar days writtenadvanced • notice • Day 1 is the date the notice is sent • Include change in benefits • Include reason for change • May appeal the decision within the 10 calendar days • Explain how to appeal • Can reapply at any time

48. Hearing Procedure • Follow procedure in policy • Hearing official not connected with approval or verification • If appeal is made within 10 calendar day period, student(s) continue to receive benefits during appeal process