DEPARTMENT OF EDUCATION
SUPTS. MEMO NO. 2
May 11, 2007
Billy K. Cannaday, Jr.
Superintendent of Public Instruction
Agreement to Participate in the School Nutrition Programs for School Year 2007-2008
The Annual Agreement to participate in the National School Lunch, School Breakfast, Special Milk, and Afterschool Snack Programs must be submitted to the Virginia Department of Education no later than July 2, 2007. The School Nutrition Programs Web-based system (SNPWeb) will be available for data entry of the 2007-2008 Annual Agreement beginning Monday, May 21, 2007.
Federal regulations require each school division to enter into an annual agreement with the Virginia Department of Education (VDOE) in order to participate in these School Nutrition Programs. The Annual Agreement is created and submitted using the School Nutrition Programs Web-based (SNPWeb) system. The division superintendent is the legal signature authority required to sign the agreement and is the individual responsible for compliance with all regulations governing the school nutrition programs.
School divisions that contract with a food service management company (FSMC) for the operation of their school nutrition programs may not delegate this authority to any employee of the food service management company. Federal regulations require that the school division,...Retain signature authority on the State Agency-School Division Annual Agreement, free and reduced price meal applications, and all claims. (7CFR 210.16 Para. a. 5)
In conjunction with the SNPWeb online agreement, the Annual Agreement to Participate (Agreement) document must be downloaded and printed from the Online Forms section of SNPWeb. Two original Agreements, signed by the division superintendent, must be returned to VDOE by July 2, 2007, along with any other supporting documents that require VDOE approval. A copy of the Annual Agreement packet (Agreement and supporting documents) approved and signed by VDOE will be returned to the school division. This signed document must be maintained on file in the school division and must be readily accessible during federal or state reviews. Federal reimbursement for school nutrition programs cannot be paid for school year 2007-2008 until the Annual Agreement is approved.
New or realigned schools shall use student free and reduced price eligibility and membership data as of October 31 of the school year in which the school is opened or realigned. Schools that do not participate in the National School Lunch Program (NSLP) must determine the number of students potentially eligible for free or reduced price meals according to federal regulations. Such determination may be made using statistical data from other schools in the division with a feeder relationship that do participate in the NSLP. All new, realigned, or non-participating NSLP schools with 25 percent or more of the currently enrolled children determined eligible for free or reduced price meals shall begin a school breakfast program by the first operating day of January in the current school year. Please review eligibility data for each of your schools before completing the agreement. If any of the schools meet the criteria, a breakfast program must be established unless an exemption is approved by the Board of Education pursuant to Board of Education regulation 8VAC20-580-40.
Carry-over of Previous years Eligibility: Federal regulations allow a
students documented eligibility for free or reduced price meals in the
preceding school year to be carried over into the new school year to ensure
access to program benefits while current eligibility determinations are made
promptly. The carry-over of a students
previous school year eligibility in
Free and Reduced Price Eligibility Income Determination: Many households have different sources of income at different frequencies, such as weekly or bi-weekly wages and monthly social security benefits. To avoid inconsistencies in calculation of household income, the following procedures must be followed:
Adult meals: Meals served to adults are not eligible for federal reimbursement, nor do they count toward determining the value of donated food assistance. Federal reimbursements, students meal payments, and other nonprofit food service revenues cannot be used to subsidize meals served to adults. Meals served to adults must be priced so the payment is sufficient to cover the entire cost of each meal including the value of donated foods.
Questions regarding the Annual Agreement may be directed to the school nutrition program specialist assigned to the division or Lynne Fellin, acting director of school nutrition programs, at (804) 225-2074.