COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P.O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO NO. 7
October 11, 2002
|
TO: |
Division
Superintendents |
|
FROM: |
Jo Lynne
DeMary Superintendent
of Public Instruction |
|
SUBJECT: |
Verification
and Racial/Ethnic Report for Free and Reduced Price Meal Applications Due
Date: January 20, 2003 |
Federal
regulations governing the National School Lunch and Breakfast Programs require
school divisions to select annually and verify a sample of applications
approved for free or reduced priced meals.
The
procedures and requirements for verification can be found in the U.S.
Department of Agricultures Eligibility Guidance for School Meals Manual Part
9, pages 58-76. Prototype verification letters used to notify households are
attached.
The sample
size must be based on the number of meal applications on file as of October 31, 2002. Students approved
for free meals through the direct certification process are excluded from the
sample size.
Verification must be completed on or before December 15, 2002. The date the verification process is
considered complete is the date all letters have been sent to parents or
guardians notifying them of the change in eligibility status, if such
notification is required. Change in
status must be applied to all students in the household.
The attached
Verification Report Form must be submitted to the Virginia Department of
Educations Office of School Nutrition Programs by January 20, 2003.
Important
Points to Remember:
1. The
sample size depends on the number of the actual approved applications on file,
not the number of children represented.
2. Students who are found to be eligible for free meal benefits based on direct certification are not included in the sample size. However, the number of students directly certified must be recorded in the space provided at the top of the Verification Report Form.
3.
Changes in
eligibility category as a result of verification must be extended to all
children in a household. The results from the verification must be sent to all
schools where the children affected are enrolled.
4.
Copies of the
documentation used to verify all information reported on the applications and a
description of the verification process must be kept on file.
Section 4 of
the Verification Report Form requires school divisions to provide a
racial/ethnic breakdown of all students who have applied for meal benefits.
This includes those who have been approved for free meals, reduced price meals,
and those students who have been denied benefits. The racial/ethnic information is also based on the number of meal
applications on file as of October 31.
The applications for free and reduced price meals have a section for households
to indicate racial/ethnic identity. Since this information is
not required for application approval, many school divisions do not complete
that item. If this information is
missing from the application, school divisions must acquire the information from
other school records that may be available or make a determination by
observation.
If you have
any questions, please contact the school nutrition specialist assigned to your
division or Catherine Digilio Grimes, director, School Nutrition Programs at
(804) 225-2074.
Thank
you for your continuing support.
JLD/CDG/idl
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