Coordinated Review Effort

1. Coordinated Review Effort November 6, 2008 Suzanne Davidson, Area Specialist Arkansas Department of Education Child Nutrition Unit

2. Coordinated Review Effort (CRE) • Updates and Changes • Critical Areas of the Review • General Areas of the Review • 2008-09 On-site Review Form

3. CRE Review • CRE is the administrative review mandated by the United States Department of Agriculture. Each District is reviewed at least once during the five year cycle. • 2008-09 is the first year of the 4th cycle conducted for the CRE. • The 4th CRE Cycle will run from SY 2008-09 through SY 2012-13.

4. CRE Review cont; • The CRE review covers two periods, the review month (the most recent month in which a claim has been submitted) and the review day (the day or days of the actual review).

5. Critical Areas of the CRE • Performance Standard 1: Certification/Counting/Claiming-All free, reduced price and paid lunches claimed for reimbursement are served only to children eligible for free, reduced price and paid lunches respectively; and counted, recorded, consolidated and reported through a system which consistently yields correct claims.

6. Critical Areas cont; • Performance Standard 2: Components – Lunches claimed for reimbursement within the school food authority contain food items/components as required by the Program regulations.

7. General Areas of the CRE • FR and RP Application Process/Verification • Child Nutrition Master Roster – not APSCN • Production Records • Monitoring Responsibilities • Civil Rights Compliance • Reporting & Record Keeping • Breakfast Program

8. General Areas cont; • Use & Storage of Commodities • Competitive Foods • Food Safety Plan (HACCP & SOP’s) • Sanitation/Copy of most recent 2 health inspections/Posted in cafeteria • Cafeteria Atmosphere/Supervision • Facilities/Equipment

9. General Areas cont; • Procurement Practices • Nutrition & Physical Activity Standards • Participation • Student & Parent Involvement • Current Wellness Committee Members & Wellness Policy • ASCIP Plan

10. General Areas cont; • Collection of Bad Debts • Quality of Food • Time to Eat • After School Snack Program • Seamless Summer Program • Staff Training • Pre-school Programs • Contract Meals

11. Corrective Action • A corrective action plan is required for any program deficiency found during the review. • The corrective action plan has a duedate that is stated in the letter back to the District. It is IMPORTANT to get your response in by that date.

12. Fiscal Action • Fiscal action is required for all violations for P.S. 1 & P.S. 2 • Fiscal action is assessed for errors in: • Certification • Benefit Issuance Errors • Updating Eligibility Status/Drops & Adds • Meal Count and Claiming • Meal Component Errors

13. School Meal Initiative Review(SMI) • Data is collected during the CRE to conduct a SMI that will analyze the nutrient content of menus for one week. • The week is normally the week prior to the CRE. The week can include as few as three (3) days.

14. SMI Training • In June 2008 ADE/CNU conducted its first SMI training. The training was by invitation only for those districts scheduled for a CRE review for SY 08-09 and SY 09-10. • The training will be conducted by CNU every other year.

15. Information needed for SMI • Menus for the entire week of the review • Standardized Recipes for all menu items • Food Production Records for review week • Nutrient Fact Labels or Manufacturers Data Submission Form • Child Nutrition (CN) Labels or Product Formulations Statements

16. Announcement of the Reviews • The announcement letters for the CRE and SMI reviews are mailed to the district about one month prior to the review date of the CRE. Enclosures are included with both letters. • The CRE letter goes to the Superintendent copied to the Child Nutrition Director. • The SMI letter goes to the Child Nutrition Director copied to the Superintendent.

17. Announcement cont; • In the CRE letter the Child Nutrition Director is ask to mail or fax copies of each schools daily records used to back up the most recently submitted claim for reimbursement that is in the CNU office.

18. Enclosures with CRE Letter • List of information needed for the CRE review • School year 2008-09 calendar • CRE school selection worksheet

19. Enclosures with SMI Letter • Sample standardized recipe form • School profile sheet • Example of CN label • Example of nutrient fact label • SMI checklist of needed documents • Schedule A to show grade groupings checked by District

20. After the CRE Review is Completed: • A follow up letter is sent back to the Superintendent of the District with review findings noted for both fiscal and corrective action deficiencies about 1 month after the exit conference. • If fiscal or corrective action is needed the District must respond back to CNU in writing with how these deficiencies are going to be corrected by the District.

21. After SMI Review is Completed • A follow up letter is sent to the District’s CN Director with an attached nutrient analysis of the weeks menus that has been completed by the Area Specialist. • If corrective action is needed for nutrients that do not meet the nutrient guidelines the District must respond back in writing to CNU with how these deficiencies are going to be corrected by the District.

22. Questions • If you have questions concerning CRE or SMI Reviews ASK NOW or Call your District’s Area Specialist at (501) 324-9502.

23. To Receive Credit for this Training • A LEGIBLE Sign-in Sheet must be faxed to: Debi Branscum (501) 324-9505 NO LATER THAN CLOSE OF BUISNESS TOMORROW (November 7, 2008)