Arkansas Department of Education Required On-Site Review of Child Nutrition Programs including Revised On-Site Review Form

Memo Information

Memo Number
CNU-17-020
Memo Date
10/19/2016
Memo Type
Regulatory
Section
Child Nutrition
Regulatory Authority
7 CFR 210.8; 7 CFR 220.11
Response Required
NO
Attention
Superintendents; Principals

Contact Information

Memo Text

ATTENTION CO-OP DIRECTORS AND CHILD NUTRITION DIRECTORS

 

This memorandum provides guidance and assistance to School Food Authorities (SFAs) by providing a revised On-Site Review form based on United States Department of Agriculture (USDA) Policy Memo SP 14-2011.  In addition to the review requirements already in place at 7 CFR Part 210.8(a)(1) for an annual SFA on-site review of the National School Lunch Program (NSLP), the final rule adds this review requirement for the School Breakfast Program (SBP) at 7 CFR Part 220.11(d)(1).  Every school year (as defined in 7 CFR Part 210.2, July 1 to June 30), each SFA with more than one school must perform no less than one on-site review of the meal counting and claiming system and the readily observable general areas of review identified under 7 CFR 210.18(h) in each school operating the NSLP and 50% of schools operating the SBP administered by the SFA.

 

THE DEADLINE FOR PERFORMING ON-SITE REVIEWS FOR ALL SCHOOLS IS FEBRUARY 1 EACH YEAR.  It is suggested the On-Site Review for breakfast and lunch be performed as early as possible during the school year to resolve any corrective action needed for counting and claiming meals as early in the school year as possible.

 

If the SFA provides summer meals through the Seamless Summer Option, an On-Site Review is required at least one time during summer meal service.

 

Please see Commissioner’s Memo CNU-17-02: After School Snack Program: Availability, Requirements and On-site Review Form (revised) for the On-Site Review Form for the After School Snack Program.

 

SFAs are required to establish internal controls which ensure the accuracy of meal counts prior to the submission of the monthly Claim for Reimbursement.  The internal controls must include an on-site review of the readily observable general areas of review identified under 7 CFR 210.18(h) and the meal counting and claiming system employed by each school (as defined in 7 CFR Part 210.2) approved to participate in the NSLP and at 50% of the schools approved to participate in the SBP within the jurisdiction of the SFA.  While the annual requirement is to complete 50% of the schools approved to participate in the SBP in the SFA’s jurisdiction, each school approved to participate in the SBP must be reviewed at least once every two years.

 

SFAs with only one school (LEA) are not required to conduct such On-Site Reviews for the approved school.  However, both the Arkansas Department of Education, Child Nutrition Unit (ADE/CNU) and USDA Food and Nutrition Services (FNS) highly encourage ALL SFAs to conduct a self-assessment in the form of an On-Site Review to ensure integrity and accountability of the Child Nutrition Program.

 

If the review discloses problems with a school’s (LEA’s) meal counting and claiming procedures, the SFA must ensure that the school implements corrective action, and within 45 days of the review, conduct a follow-up On-Site Review of the effective program(s) to determine that the corrective action implemented resolved the problems.

 

Each On-Site Review must ensure the school’s claim is based on the counting system, as implemented, and yields the actual number of reimbursable free, reduced price and paid lunches, respectively, served for each day of operation.

 

The completed On-Site Review form (and any corrective action follow up) for each school (LEA) must be kept on file by the SFA for monitoring purposes.  The On-Site Review requirement is monitored by ADE/CNU as part of the Administrative Review (AR) conducted at each SFA.

 

If the SFA has completed the On-Site Review prior to the date of this memo then the prior form will be accepted for the 2016-17 school year only.  All On-Site Reviews completed after the date of this memo must use the revised form dated 2016–2017.  All SFAs with only one serving site but more than one school (LEA) must complete the On-Site Review form for breakfast and lunch school year for each school (LEA) prior to February 1, 2017.  For example: If one cafeteria serves three schools (elementary, middle and high school) then three (3) On-Site Reviews will be required for breakfast and lunch beginning this school year.

 

Any questions regarding the On-Site Review requirement should be directed to the Area Specialist assigned for the SFA as indicated on the Specialists Assignment Map.