New York State Education Department Child Nutrition Programs

New York State Education Department Child Nutrition Programs

2015 Professional Standards and Policy Webinar New York State Education Department Child Nutrition Program Administration 1 Regulatory Authority 7 CFR Part 210 National School Lunch Program

Part 215 Special Milk Program Part 220 School Breakfast Program Part 235 State Administrative Expense Part 245 Free and Reduced Price Eligibility Part 3016- Procurement for Public & Charter Schools Part 3019- Procurement for Non-Public Schools Part 3052- Audit Requirements

Public Law 111-296 (Healthy, Hunger-Free Kids Act of 2010) 2 CFR Chapter I, and Chapter II, Parts 200, 215, 220, 225, and 230- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Final Rule Supersedes and streamlines requirements from OMB CIRCULARS A-87; A-122 All USDA, SED guidance, memos, and instructions

2 Professional Standards Minimum Hiring Standards Continuing Education 3 Professional Standards for State and Local Nutrition Program Personnel (Final Rule) Effective July 1, 2015 This webinar will contribute up to 1 Training Hour toward the Professional Standards training requirements

Required to track the number of training hours earned each year and maintain documentation of the trainings attended SED prototype tracking excel document for School Nutrition Directors USDA Learning Topic Codes: 3400 and 3430 4 Professional Standards Hiring standards for new Directors hired after 7/1/15 Based on SFA enrollment Current directors are grandfathered in If a director moves to a larger category SFA, the

director must meet the hiring standards for the larger SFA prior to being hired. All SFAs MUST have a representative from the SFA acting in the program director capacity 5 Pop Quiz True or False? Minimum hiring standards are only for Food Service Directors (FSDs) hired after 7/1/2015. All hired prior to 7/1/2015 are grandfathered in. However, if the FSD

moves to a larger SFA category, the grandfathered director MUST meet the hiring standards established for the larger LEA/SFA prior to hiring. 6 Pop Quiz What month should be used when assessing the LEA size to identify the appropriate hiring standards? September October May July

7 8 Professional Standards Training requirements for directors Prior To Hiring: new directors must have at least 8 hours of food safety training within five years prior to their start date or within 30 calendar days after their start date SY 2015-2016 ONLY: at least 8 hours of annual continuing education/training This is in addition to the food safety training required in the first year of employment.

Beginning SY 2016-2017: at least 12 hours of annual continuing education/training Recommended Training Topics: Administrative practices (including training in application, certification, verification, meal counting, and meal claiming procedures), and any specific topics required by USDA, as needed, to address Program integrity or other critical issues. 9 Pop Quiz For the 2015-16 School Year, food service directors must have how many hours of continuing education/training?

4 6 8 12 10 Professional Standards Training requirements for managers SY 2015-2016 ONLY: at least 6 hours of annual continuing education/training

Beginning SY 2016-2017: at least 10 hours of annual continuing education/training Recommended Training Topics: Administrative practices (including training in application, certification, verification, meal counting, and meal claiming procedures), The identification of reimbursable meals at the point of service. Nutrition, health and safety standards, and Any specific topics required by USDA, as needed, to address Program integrity or other critical issues. 11 Pop Quiz

True or False? Food Safety training is an additional requirement for new Food Service Directors? 12 Professional Standards Training requirements for staff (work >20 hours/week) SY 2015-2016 ONLY: at least 4 hours of annual continuing education/training Beginning SY 2016-2017: at least 6 hours of annual continuing education/training Part-Time Staff (work <20 hours/week) Each year, at least 4 hours of annual continuing education/training, regardless of the

number of part-time hours worked. Volunteers SA discretion Required Civil Rights training Recommended Training Topics: Free and reduced price eligibility, Application, certification, and verification procedures, The identification of reimbursable meals at the point of service. Nutrition, health and safety standards, and Any specific topics required by USDA, as needed, to address Program integrity or other critical issues. 13 Pop Quiz True or False?

Staff that work less than 20 hours are not required to meet annual continuing education/training 14 Professional Standards General Training Requirements for Directors, Managers and Staff Four key areas: 1. Nutrition 2. Operations 3. Administration 4. Communications/Marketing In a variety of formats

Virtual/web-based and in-person Including free or low-cost options From a variety of sources USDA NFSMI Professional Associations and organizations In-house State Commercial vendors 15

Database of Professional Standards Trainings http://professionalstandards.nal.usda.gov/ 16 17 Professional Standards Training Costs o Allowable expense to the non-profit school food account Costs must be reasonable, allocable and necessary Costs incurred to meet the educational criteria

necessary to be hired as a new director are not allowable Cannot pay any cost associated with obtaining college credits http://professionalstandards.nal.usda.gov 18 Professional Standards SFA must ensure compliance Maintain documentation SED Tracking Tool Link USDA Tracking Tool

http:// www.USDA.usda.gov/school-meals/professional-standards SED will monitor compliance during Administrative Review 19 Future Trainings Administrative Reviews Webinar Wednesdays Master Instructors

20 SED Policies FEIN Numbers DUNS # Health and Safety Record Keeping MEDI/SNAP Reporting 21 Federal Employer Identification Number (FEIN)/ Data Universal Numbering System (DUNS Number)

The legal entity name and FEIN number must be consistent with the organizations 501c3 provided to SED for participation in CN programs. If applicable, provide supporting documentation that links the DBA to this same FEIN number. All Agencies must have a DUNS Number Register with the Federal System for Award Management (SAM)

Renew annually Failure to comply with these requirements may delay the awarding of funds and/or payments through NYSED and may jeopardize future program participation. 22 Health and Safety Applying for a Department of Health and Mental Hygiene permit does not satisfy the regulatory requirements of other city and state agencies. It is

your responsibility to apply for all other permits, licenses, and authorizations as required by other city and state agencies. The issuance of a Department of Health permit does not grant permission to use or occupy the permitted premises. Please ensure that all buildings operating under your SFAs jurisdiction are in compliance with the New York State Sanitary Code for Food Service Establishments which can be accessed at: http:// www.health.ny.gov/regulations/nycrr/title_10/part_14/subpart_14-1.htm

A school found to be operating without the necessary health, safety and sanitation permits will be placed on withhold and may be subject to fiscal action 23 Recordkeeping SFA records shall be retained for a period of 3 years after submission of the final claim for reimbursement for the fiscal year to which they pertain. However, if audit findings have not been resolved the records shall be retained beyond the 3 year period as long as required for resolution of the issues raised by the audit.

Please be advised that these records must be readily retrievable or immediately available upon request. The record retention policy will be available on the CNKC in the near future. 24 Direct Certification Data Reporting

Prior to submission of the September claim, SFAs must report the number of students directly certified through the August DCMP on CNMS Reported by Recipient Agency SNAP & Medicaid reported separately

New SFA and RA Application Process Updated Forms New Deadlines New SFAs- September 1 New RAs- 2 enrollment periods July 1-September 1 & December 1- February 1 Training Requirements for New SFAs 26 Pop Quiz

Medi/SNAP numbers must be reported on CNMS prior to submitting the September claim by: SFA RA 27 Child Nutrition Program Administration 89 Washington Avenue, Room 375 EBA Albany, NY 12234 (518) 473-8781 www.nysed.gov/cn/cnms.htm

The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request a form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected] Individuals who are deaf, hard of hearing or have speech disabilities, may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer. 28

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