Community Eligibility Provision Program Guidelines

Community Eligibility Provision Program Guidelines 2017-2018

Table of Contents Community Eligibility Provision Program Information Page Number

I. General Guidance………………………………………………………………. 2 II. Policy Statement……………………………………………………………….. 4 III. Assurance Form…………………………………………………………………. 6 IV. Sample Letter to Households……………………………………………. 8 V. Sample Media Release………………………………………………………. 9 VI. CEP Request Form……………………………………………………………… 10

2 COMMUNITY ELIGIBILITY PROVISION INFORMATION

General Guidance

The Healthy, Hunger-Free Kids Act of 2010 provides an alternative method in order to qualify students for the National School Lunch and School Breakfast Programs. The intent of the Community Eligibility Provision (CEP) is to improve access to free school meals in eligible high poverty Local Educational Agencies (LEAs) and schools and to eliminate the administrative burden of collecting household applications.

LEAs and schools participating in the Community Eligibility Provision (CEP) must serve both National School Lunch Program (NSLP) and School Breakfast Program (SBP) meals to all participating children at no charge for up to four consecutive years. LEAs or schools must have an Identified Student Percentage (ISP) of at least 40% to participate in the CEP.

The Identified Students are students certified for free meals through means other than individual household applications; this primarily includes students who are directly certified for free meals on the basis of their participation in the Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance for Needy Families (TANF), and the Food Distribution Program on Indian Reservations (FDPIR). It also includes homeless, runaway, Head Start, Even Start, and migrant youth. It does not include students who are categorically eligible based on submission of a free and reduced price application (e.g., applications with a SNAP number).

The LEA must inform the Public Education Department (PED) Coordinated School Health and Wellness Bureau (CSHWB) in writing of the planned activity no later than June 30, 2017.

Student match data and extended eligibility data can be accessed at https://eui.ped.state.nm.us/sites/DirectCert/default.aspx. This data is matched using data from STARS with data from the SNAP agency as well as other sources. However, it is the LEA’s final responsibility of determining enrolled identified students.

Schools must be prepared to pay the difference between total federal meal reimbursement and the cost of providing all meals (breakfast and lunch) at no charge, from sources other than federal funds, such as the general fund. An estimator of revenue and costs under CEP can be found on USDA FNS’s website: http://www.fns.usda.gov/school-meals/community- eligibility-provision

The LEA or school participating in CEP must comply with the following:

 Report site-level ISP to PED by April 15 with data reflective of April 1st of the current school year. In order to participate in CEP for 2017-2018, use data as of April 1, 2017.

 Notify the PED CSHWB as to which school or group of schools is implementing the CEP by June 30, 2017. If the LEA or school elects CEP after the school year begins, the effective date of the CEP option will be the date that the PED is notified in writing. LEAs or schools will not be able to be reimbursed for all meals prior to the effective date.

 Notify the public as to the availability of school meals at no charge.

 Eliminate distribution of free and reduced price applications to households (public notification must announce meals at no charge).

3  Count meals at the point of service (or approved alternate) and claim those meals according to the free and paid claiming percentages

 Retain all records for the entire period that the school operates under CEP plus five years, or longer if there are audit findings and until resolution of the findings.

If the LEA elects not to operate under the CEP in every school within the SFA the LEA will need to follow the same guidelines in additional years as schools are added to the program.

Included with this packet is the Policy Statement Community Eligibility Provision, the Assurance Agreement, the Media Release prototype to notify the public, a Household Notification Letter prototype to send to households and the CEP Request Form. A copy of the Media Release and a Notification Letter must be submitted to PED along with all other required documentation, no later than June 30, 2017.

Please see the following resources for additional information: http://www.fns.usda.gov/sites/default/files/cn/SP21-2014oscover.pdf http://www.fns.usda.gov/sites/default/files/cep101.pdf http://www.fns.usda.gov/school-meals/community-eligibility-provision

Contact the CSHWB if you have any questions at (505) 827-1821.

4 Due June 30, 2017

Policy Statement for Community Eligibility Provision (CEP)

The ______School District or school agrees to participate in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) and accepts responsibility for schools under its jurisdiction that agree to provide all children meals at no charge while following requirements for operating the Community Eligibility Provision (CEP) set forth in 7 CFR Sec. 245.

The School Food Authority (SFA) assures the Public Education Department (PED) CSHWB that the SFA has reviewed the federal regulation National School Lunch Program and School Breakfast Program: Eliminating Applications through Community Eligibility as Required by the Healthy, Hunger-Free Kids Act of 2010 and will uniformly implement the following policy in fulfilling its responsibilities. The SFA certifies that each of the schools listed meets the USDA requirements for participation in CEP.

Requirements: LEAs and/or schools must meet a minimum level (40%) of identified students for free meals in the year prior to implementing the CEP.

Eliminate the distribution and collection of free and reduced price applications from households in participating schools.

Offer reimbursable breakfast and lunches at no charge to all students regardless of the children’s eligibility status.

Notify the public of the availability of school meals at no charge.

Retain all records for the entire period that the school operates under CEP, plus five years or longer for the PED fiscal audit and until resolution of the findings.

Do not conduct verification efforts for those schools participating in the CEP.

Provide the PED CSHWB with documentation that shows how the ISP was calculated for each school that chooses to participate in the CEP.

If the reimbursement received by the LEA is not sufficient to cover total nonprofit school food service program costs, non-federal funds must be used to pay the difference.

The opening of a new school, change of district or school level attendance boundaries, or any change to the grade structure of an existing school could cause the school district to be required to reestablish ISP data. Notification of any change to district structure must be made in writing to PED before the start of the school year.

5 Recordkeeping: The school district shall retain specified base year records for the entire period that the school operates under CEP plus five years, or longer if there are audit findings and until resolution of the findings, as per 7 CFR Secs. 210.15(b), 220.7(e), 245.9(g) and 1 CCR 2254-R-8.00.

Required records include:  Direct Certification data  Categorically eligible student data lists  Changes in eligibility status  Daily meal counts  Calculation of free and paid claiming percentages  The socioeconomic data used for at-risk funding  Any extension authorized by PED CSHWB  Claims for reimbursement  Total daily meal counts of reimbursable meals  Daily edit check and on-site review documentation

Renewal or Extension: At the end of the four year cycle, LEAs should contact the PED CSHWB and notify the PED CSHWB whether it wishes to revert to standard meal counting and claiming procedures, Provision 2 status or begin another four year cycle of CEP. Regardless of the option chosen, the LEA must inform PED in writing of the planned activity at the end of the CEP cycle and no later than June 30th. Any LEA choosing to start a new four year CEP cycle must complete the ISP reporting in April of the previous school year.

CEP Request Form: Submit to the PED CSHWB the CEP Request Form indicating which schools will participate in CEP. This form has the option of participating by individual school sites, a group of schools or the entire school district. This form must be submitted no later than June 30, 2017.

______School Food Authority Signature Date

______PED CSHWB Director Signature Date

6 Due June 30, 2017

2017-2018 ASSURANCE REGARDING IMPLEMENTATION OF THE COMMUNITY ELIGILBITY PROVISION New Mexico Public Education Department Coordinated School Health and Wellness Bureau

LEA District/Agency Number (to be completed by PED)

National School Lunch Program (NSLP) and School Breakfast Program (SBP): Eliminating Applications through Community Eligibility as Required by the Healthy, Hunger-Free Kids Act of 2010, amends the eligibility regulations for free and reduced price meals under the National School Lunch Program and School Breakfast Program to codify the statutory provision that establishes the Community Eligibility Provision (CEP). This provision is a reimbursement option for eligible local educational agencies (LEAs) and schools that wish to offer free school meals to all children in high poverty schools without collecting household applications.

The LEA may implement this provision by district, group of schools, or for an individual school. If the LEA chooses to implement this provision, the schools selected must serve free lunches and breakfasts to all students and cover with non-federal funds any costs of providing free meals to all students that exceed the federal reimbursement. Claiming percentages derived from the identified student percentage (ISP) would be used to claim free and paid student meals.

The food service director please initial below (#1):

I have read and understand the above information related to the CEP. #1

In choosing to implement this provision, I understand it must be #1 implemented for both breakfast and lunch meal service.

The SFA agrees to submit accurate ISP data as of April 1st of the prior #1 school year, to the state agency, by April 15th of that same year.

All affected households will receive prior notification that the SFA is #1 operating CEP.

The LEA agrees to serve all children in the participating schools(s) free #1 breakfasts and free lunches for four successive school years.

The LEA must have a percentage of identified students as of April 1st of #1 the prior year that is greater than or equal to 40%.

The LEA agrees to pay with funds from non-federal sources the

7 #1 difference between the cost of serving lunches and breakfasts at no charge to all participating children and federal reimbursement.

Claiming percentages submitted to the state agency will be based on #1 free and paid claiming percentages derived from the identified student percentages and a multiplier factor.

The calculated claiming percentages used in Year 1 would be valid for #1 the 4-year CEP cycle unless a new ISP is recalculated in years 2, 3, and 4 and reported to the state agency.

The LEA will update its policy statement to reflect participation in the #1 CEP.

The Verification sample will not include any applications from any #1 school participating in the CEP.

Direct certification for all students using the PED SharePoint application #1 will be completed monthly

By signing below I agree that the above requirements are being followed, and I confirm that the LEA listed above will be implementing this provision. Food Service Determining Official Claim Preparer Director (If same as the Food (If same as the Food Service Director, Service Director or enter “same.”) Determining Official, enter “same.”) Print Name:

Signature: Date: PED Internal Use Only PED Staff Print Michael A. Chavez, Name: Deputy Director Signature: Date Approved: Submit to the New Mexico Public Education Department, CSHWB, via electronic mail at: [email protected]. Forms must be signed.

8 Due June 30, 2017

Sample Letter to Households Community Eligibility Provision (only for SFA use)

Dear Parent/Guardian:

(Name of School) is participating in a Universal Lunch and School Breakfast Program for the current school year (School Year). If your children attend (Name of School), breakfast and lunch will be available to them at no charge. All students enrolled at this school may participate in the breakfast and lunch program at no charge to them.

Studies have shown that children who are not hungry perform better in school. By providing lunch to all children at no charge, we are hoping to create a better learning environment for our students.

The school breakfasts and lunches that we serve follow U.S. Department of Agriculture guidelines for healthy school meals. The School Breakfast and Lunch Programs cannot succeed without your support; please encourage your children to participate in the school meal programs.

Meals will be served to all students at no charge regardless of the eligibility status.

If you have any questions about the program please feel free to contact us at (phone #).

Sincerely,

(Name and Title)

Non-discrimination Statement: In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, religious creed, disability, age, political beliefs, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at:http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: [email protected] This institution is an equal opportunity provider.

9 Due June 30, 2017

Sample Media Release Community Eligibility Provision (only for SFA use)

(Name of School/Schools) is participating in a Universal Breakfast and Lunch Program for the current school year (School Year). If your children attend any of the schools listed, breakfast/lunch will be available to them at no charge. All students enrolled at this school may participate in the breakfast/lunch program at no charge to them.

Studies have shown that children who are not hungry perform better in school. By providing breakfast/lunch to all children at no charge, we are hoping to create a better learning environment for our students. The School Breakfast and Lunch Programs cannot succeed without your support; please consider your children’s participation in the school meal programs.

The school breakfast and lunch that we serve follows U.S. Department of Agriculture guidelines for healthy school meals. The Universal Meals Program cannot succeed without your support; please encourage your children to participate in school meal programs.

All meals will be served to all students at no charge regardless of the eligibility status.

Non-discrimination Statement: In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, religious creed, disability, age, political beliefs, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at:http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: [email protected] This institution is an equal opportunity provider. Due June 30, 2017

Community Eligibility Provision Request Form

10 New Mexico Public Education Department Agreement to Participate in the Community Eligibility Provision and Certification

Name of Superintendent or Director of Charter School: Name of School District or Charter School:

List CEP Schools below (please identify any groups) The Identified Student Percentage (ISP) is calculated and multiplied by a factor of 1.6 to arrive at the free claiming percentage.

11 School Name # of Students # Identified CEP Free Claim Students DC % Percentage (# identified (DC% multiplied Students by 1.6) divided by # students ) multiplied by 100

12 Group Percentage (if applicable)

Assurance The participating schools listed are: All the schools in the school district

All the schools served by the School Food Authority (SFA)

Grouped in order to meet eligibility requirements for CEP

Certifications

13 I certify that the schools listed in this agreement are eligible to participate in CEP based on student count and percentage of low-income students directly certified by family participation rather than applications for free and reduced price lunch. I certify that schools listed above will make meals available to all students at no cost. I certify that I am aware of federal requirements for participation in the CEP and will abide by all state and federal requirements for participation. I certify that I am the person authorized to make this determination.

Print Name:

Title:

Signature:

This form is due to the Public Education Department, Coordinated School Health & Wellness Bureau no later than June 30, 2017, and Please return to:

Felix Griego- Data/Fiscal Manager Coordinated School Health and Wellness Bureau 120 South Federal Place, Room 206 Santa Fe, NM 87501