COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 11

November 12, 2004

REGULATORY

TO:

Division Superintendents

 

FROM:

Jo Lynne DeMary

Superintendent of Public Instruction

 

SUBJECT:

Verification of Free and Reduced Price Meal Applications in the National School Lunch Program

 

Federal regulations require school divisions participating in the National School Lunch Program and/or School Breakfast Program annually to select and verify information on 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 Agriculture (USDA) Eligibility Guidance for School Meals Manual Part 9, pages 58-76. This manual has been distributed to all School Nutrition Program contact persons.

 

School divisions are required to use the verification module of the School Nutrition Programs Web-based system SNPweb) to calculate the required verification sample size and to report the results of verification. The School Nutrition Programs contact person in each school division has access to the SNPweb system and has received information on how to use the verification module.

 

The verification sample size is based on the number of approved meal applications on file as of October 31, 2004. Students approved through direct certification are excluded from the sample. Prototype letters and forms for the verification process are posted in the Online Forms section of the SNPweb system.

 

The verification process must be completed by each division on or before December 15, 2004. Results of verification activities for school divisions are to be reported through the SNPweb system Verification Worksheet. This report must be completed online by January 20, 2005. A final rule published by USDA slightly revised the reporting and recordkeeping requirements for verification, effective in the 2004-2005 school year. The SNPweb online Verification Worksheet is being modified to meet the additional reporting requirements. A sample of the revised worksheet is provided as Attachment A of this memo. The paper copy of the revised worksheet may be used to assist with verification data collection. Please check the SNPweb online system for the availability of the revised Verification Worksheet.

 

Racial/Ethnic Data Report

School divisions are required to report the racial/ethnic breakdown of all students who have applied for meal benefits. Included are those who have been approved and those who have been denied. The racial/ethnic information is based on the number of meal applications on file as of October 31, 2004. The Racial/Ethnic Data Report must be downloaded from the Online Forms section of SNPweb. The paper report must be completed by January 20, 2005, and filed in the school division with the verification documentation. School divisions are not required to submit the racial/ethnic data report to DOE.

 

Verification Reapplication and Reinstatement of Benefits

School divisions are required to report the results of reapplication by families whose benefits were terminated as a result of verification. The number of families who reapply after the December 15 verification deadline and have their free or reduced price meal benefits reinstated as of February 15 must be reported in the reapplication section of the Verification Worksheet. This report must be completed online in the SNPweb system by March 1, 2005.

 

If there are questions or assistance is required, please contact the school nutrition specialist assigned to your division or Lynne A. Fellin, acting director, School Nutrition Programs at (804) 225-2074.

 

Due Dates:

December 15, 2004 Verification must be completed.

January 20, 2005 Verification Worksheet must be completed in SNPweb.

March 1, 2005 Verification Reapplication information must be completed in SNPweb.

 

 

JLD/LAF/idl

 

Attachment

 

http://www.doe.virginia.gov/administrators/superintendents_memos/2004/reg011a.pdf