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ADMINISTRATIVE LETTER: 5
POLICY CODE: EF
TO: Superintendents of Schools/Private School
Administrators
FROM: J. Duke Albanese, Commissioner
DATE: July 26, 2002
SUBJECT: School Nutrition and Food
Distribution Programs Agreements, School Nutrition Applications
Welcome to the 2002-03 school year and thank you for your continued good work of offering high quality, nutritious and appealing meals to all Maine students. Please join us in preparing for this school year by reviewing the following information.
1)
Program Agreement
a)
Please
complete and return the enclosed Policy Statement and Attachment 4, Suggested
Anonymity and Accountability Systems, by August 13, 2002. Return to:
Department of Education, Child Nutrition Services, 23 State House
Station, Augusta, ME 04333-0023.
b)
The
Program Application is available on the web and must be completed by
each district prior to submitting claims for reimbursement for School Year
2002-03. The application which is filed
via the internet must be submitted and approved by October 10, 2002. Failure to complete an application by the
deadline will delay claims payment. The web address is http://www.maine.gov/education/sfsr1.htm.
2) Reimbursement
Rates for the 2002-03 School Year
The following are Federal
reimbursement rates for student breakfast, lunch, milk, and after-school
snacks:
|
|
|
|
Severe Need |
|
After-School |
|
|
Lunch |
Breakfast |
Breakfast |
Milk |
Snack |
|
Paid |
$ .20 |
$ .22 |
$ .22 |
$ .1350 |
$ .05 |
|
Reduced Price |
$1.74 |
$ .87 |
$1.10 |
|
$ .29 |
|
Free |
$2.14 |
$1.17 |
$1.40 |
|
$ .58 |
Public schools will receive State reimbursement per lunch in addition to the Federal reimbursement.
3)
Food Distribution
Program
The Food Distribution Program is completed electronically at http://www.maine.gov/education/sfsr1.htm. The information is entered by district staff. Local school staff have been given an ID and password to access the Food Distribution (FD) System. The donated commodity entitlement will be $.1525 for the 2002-2003 school year.
4) Provision of Meals
by or for Other Organizations
In accordance with Federal
Regulations, a copy of all contracts must be submitted to Child Nutrition
Services of the Maine Department of Education for approval under Federal
regulations. If your school food
service is providing meals to or receiving meals from another school
administrative unit, a non-profit agency, any other administrative unit, or any
other organization, your contracts need approval from this Department. A
checklist which includes all regulation changes to date is available to assist
you in developing contracts with other agencies. Please contact Walter Beesley at 624-6875 or e-mail walter.beesley@state.me.us for the
checklist specific to your contracting situation.
5) Application for
Free and Reduced Price Meals and Free Milk (SNP-15 and SNP-15M)
Quantities of printed
applications are not available from this office. Each School Administrative Unit must print a sufficient number of
applications to cover the projected student enrollment.
For your convenience we have
enclosed "camera ready" copies of each side of the Application for
School Meals and one set for Free Milk.
Please be reminded that
applications need to be printed front and back. Applications will also be available on the Department of
Education Web site: http://maine.gov/education and may be downloaded. Should you have additional questions please
call Mary Moody at 207-624-6876 or email mary.moody@state.me.us.
Each set is separated by a
sample form printed front and back on colored paper. DO NOT print your
forms from the samples as they will reproduce poorly.
Applications for free and
reduced price meals are also available in several languages. Should you need copies please contact Sandy
St.Michel at (207) 624-6843 or e-mail sandy.stmichel@state.me.us.
6)
Optional Sharing Information with Other Programs
Included in the packet is a form for schools to use for permission from parents to share free and reduced price information for other educational purposes or testing.
7)
Predetermination of Students for Free Meals or Milk
The Direct Certification
Predetermined Eligibility List for free meals or free milk will be
available on-line.
The legal agent
(Superintendent or Headmaster) is the only individual authorized to access the
direct certification list.
Students who have a
pre-determined eligibility letter from the Department of Human Services do not
need to fill out a free and reduced price school meal application.
Any questions about accessing
the direct certification list may be directed to Mary Moody at 207-624-6876 or
email mary.moody@state.me.us.
8)
Homeless Students
To expedite the delivery of nutritional benefits, school officials may accept documentation that the children are homeless from the local educational liaison or directors of homeless shelters where the children reside. Documentation to substantiate free meal eligibility must consist of the child’s name or a list of names, effective date(s), and the signature of the local educational liaison or the director of the homeless shelter. This documentation is acceptable in lieu of a free and reduced price meal application.
9)
Verification
of Free and Reduced Price Meals
Federal law requires that
verification of applications for free and reduced price meals under the Child
Nutrition Services be completed by December 15, 2002. This process is to verify the accuracy of information submitted
by the applicant. School districts
undertake the verification
process at the local level
and submit the attached report to the Maine Department of Education by December
20, 2002. Failure to complete
verification could affect claims for reimbursement and grant payments.
10)
Lunch Time
Lunch service shall
take place no earlier than 10:00 a.m. and no later than 2:00 p.m. during the
school day.
11)
Charges to Children
The student lunch rate for the 2002-03 school year is $1.50 for
elementary students and $1.75 for high school students.
12)
Charges to Adults
The adult lunch rate must
be, at a minimum, the per meal cost.
Schools that have a reimbursable After-School Snack Program must fill in the form stating dates and times of operation. See enclosed form.
Schools need to establish a separate written
policy regarding lost, stolen and replacement of tickets that provides for
equal treatment to children in all meal payment or eligibility groups. Sample guidelines are enclosed.
15)
ID and
Password
The ID and password assigned to a person is also the legal signature of the individual. Any task completed while using the ID is recorded as a legal signature. Please make sure that your ID and password are updated. (See attached form)
Enclosures:
Letter
to Parents -- Milk
Only
French Letter to Parents -- Instructions
Application
For Free And Reduced Price School Meals
Notification of Eligibility -- Milk Only
Verification Report
(Appendix 18)
Guidelines for School
Policies on Handling Lost, Stolen or Misused Tickets and Charging Meals
School Food Service
(SFS) ID
& Password Form
Sharing Information Form
(Optional)
For additional information
please contact:
·
Judith
Malcolm, Policy Director/Team Leader School Support Systems 207-624-6843 or
e-mail: judith.malcolm@state.me.us.
·
Walter
Beesley, Education Specialist, Child Nutrition Services, 207-624-6875 or
e-mail: walter.beesley@state.me.us.
·
Mary
Moody, Education Specialist, Child Nutrition Services, 207-624-6876 or
e-mail: mary.moody@state.me.us.
·
Anne
Littlefield, Commodity Administrator, 207-624-6882 or e-mail: anne.littlefield@state.me.us.
·
David
Hartley, Field Examiner, 207-624-6878 or e-mail: david.hartley@state.me.us.
·
Nanci
Kittredge, Account Clerk, 207-624-6877 or e-mail: nanci.kittredge@state.me.us.
·
Sandy
St. Michel, Secretary, Child Nutrition Services, 207-624-6843 or e-mail: sandy.stmichel@state.me.us.
·
Danielle
McKay, Secretary, Child Nutrition Services, 207-624-6842 or e-mail: danielle.mckay@state.me.us.
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