Direct Certification Hawaii Child Nutrition Programs School Nutrition

Direct Certification Hawaii Child Nutrition Programs School Nutrition Program July 2016

WELCOME We are so glad that you are joining us! HCNP NSLP July 2016 This institution is an equal opportunity provider. 2

For the Good of the Order ØMute phone ØContent will be presented in sections ØBio-breaks ØAsking questions: When & How ØAttendance will be taken towards the end of the training session ØHandouts HCNP NSLP July 2016 This institution is an equal opportunity provider. 3

Direct Certification • Sections ØRules, Regulations, & Procedures ØConfidentiality ØHow Students are Matched ØUsing HCNP_S for Direct Certification Activities Ø Uploading Student Enrollment Data (Private schools only) ØFrequently Asked Questions (FAQs) HCNP NSLP July 2016 This institution is an equal opportunity provider. 4

Direct Certification • Sections for Today ØRules, Regulations, & Procedures ØHow Students are Matched ØUsing HCNP_S/CNPweb for Direct Certification Activities HCNP NSLP July 2016 This institution is an equal opportunity provider. 5

Direct Certification: Rules, Regulations, & Procedures Hawaii Child Nutrition Programs School Nutrition Program July 2016

Handouts • Presentation slides #1 -45 HCNP NSLP July 2016 This institution is an equal opportunity provider. 7

Objectives: Rules, Regulations, Procedures • List ways students may be determined eligible to receive free school meals • Define key terms used throughout the direct certification process • Differentiate between Other Source Categorical Eligibility & Direct Certification (DC) HCNP NSLP July 2016 This institution is an equal opportunity provider. 8

Objectives: Rules & Regulations • Review (DC) requirements • Identify the benefits of direct certification for ØStudents, Households, Schools & SFAs HCNP NSLP July 2016 This institution is an equal opportunity provider. 9

Student Eligibility: Free School Meals • Eligibility for free school meals is determined in one of two ways: ØHousehold application v. Income or v. Case number from federal assistance agency ØCategorical eligibility v. Reduces need for paper or electronic meal applications. HCNP NSLP July 2016 This institution is an equal opportunity provider. 10

Categorical Eligibility for Free School Meals • The term “Categorical Eligibility” for Free School Meals or Milk applies to ØStudents who are designated as members of Other Source Categorically Eligible Programs, such as v. Foster Children v. Migrant Education Program Students HCNP NSLP July 2016 This institution is an equal opportunity provider. 11

Categorical Eligibility for Free School Meals • The term “Categorical Eligibility” for Free School Meals or Milk ALSO applies to ØStudents who are automatically eligible for free school meals or milk because they, or someone in the household, receive benefits under federal Assistance Programs v. Direct Certification v. Submission of a meal application with an Assistance Program case number HCNP NSLP July 2016 This institution is an equal opportunity provider. 12

Categorical Eligibility: Other Source Categorically Eligible Programs • • Migrants Runaways Homeless Foster Children Federal Head Start Federal Even Start State Pre. K programs = Federal Head Start HCNP NSLP July 2016 This institution is an equal opportunity provider. 13

Categorical Eligibility: Other Source Categorically Eligible Programs USDA’s Eligibility Manual for School Meals states that: “Except for a foster child, the household indication of Other Source Categorically Eligible status must be confirmed through documentation prior to certifying the child’s eligibility for free meals. ” HCNP NSLP July 2016 This institution is an equal opportunity provider. 14

Categorical Eligibility: Other Source Categorically Migrant How do you know: • Migrant ØStudent enrolled in the Migrant Education Program (MEP) v. Determined by State or Local MEP v. Documentation Required HCNP NSLP July 2016 This institution is an equal opportunity provider. 15

Categorical Eligibility: Other Source Categorically Runaway How do you know: • Runaway Ø Student who received assistance under a program under the Runaway and Homeless Youth Act v Identified by LEA’s homeless liaison or v Identified by a program official working with a program under the Runaway & Homeless Youth Act HCNP NSLP July 2016 This institution is an equal opportunity provider. 16

Categorical Eligibility: Other Source Categorically Homeless How do you know: • Homeless Ø Student who lacks a fixed, regular, and adequate nighttime residence v Identified by LEA’s homeless liaison or v Identified by an official of a homeless shelter HCNP NSLP July 2016 This institution is an equal opportunity provider. 17

Categorical Eligibility: Other Source Categorically Foster Child How do you know: • Foster Child Ø Student who has been formally placed by a Court or State child welfare agency v Does not apply to informal arrangements AND guardianship situations that exist outside of a State or Court based program Ø HCNP gets data file from DHS/Foster Care office HCNP NSLP July 2016 This institution is an equal opportunity provider. 18

Categorical Eligibility: Other Source Categorically Federal or State Head Start How do you know: • Federal or State Head Start or State Pre. K Ø Student who participated in a Federal or State Head Start program or a State Pre. K program v State Head Start and Pre. K programs must use eligibility criteria that are equal to or stricter than the Federal program Ø Included in HI DOE’s student database HCNP NSLP July 2016 This institution is an equal opportunity provider. 19

“That Documentation” • How HCNP and the HCNP_S/CNPweb software is helping ØOther Source Categorical Program codes v. Entered into SSES by school officials from documentation provided to the school/school system v. Displays as a DC source of matching data even though not technically DC HCNP NSLP July 2016 This institution is an equal opportunity provider. 20

Direct Certification (DC) • With Direct Certification, children are eligible for free school meals based upon documentation RECEIVED directly from ØAppropriate State/local agency ØAuthorized individual • No meal application is needed HCNP NSLP July 2016 This institution is an equal opportunity provider. 21

Direct Certification (DC) • Direct Certification ØShould not involve the household ØCommunication is between the appropriate State or Local agency and the Child Nutrition State Agency, Local Educational Authority or School HCNP NSLP July 2016 This institution is an equal opportunity provider. 22

• SNAP: Categorical Eligibility: Assistance Programs ØSupplemental Nutrition Assistance Program households, or • TANF: ØTemporary Assistance for Needy Families households, or • FDPIR: ØFood Distribution Programs on Indian Reservations HCNP NSLP July 2016 This institution is an equal opportunity provider. 23

Categorical Eligibility: Assistance Programs • IF 1 child in a household is categorically eligible for free school meals because of receiving benefits from ØSNAP or ØTANF or ØFDPIR • THEN, All children in that household are categorically eligible for free school meals HCNP NSLP July 2016 This institution is an equal opportunity provider. 24

Family Members & Eligibility Categorical Eligibility Based Upon Family Members SNAP Yes TANF Yes FDPIR Yes HCNP NSLP July 2016 Categorical Eligibility Based Upon Migrant Homeless Foster Runaways Head Start Even Start This institution is an equal opportunity provider. Family Members No No No 25

DC is Required • All SFAs (school systems) participating in the NSLP MUST participate in DC activities • Hawaii ØDOE Public ØPublic Charter ØPrivate HCNP NSLP July 2016 This institution is an equal opportunity provider. 26

DC: How Does It Work? • Student enrollment data is electronically matched against records from assistance agencies. Those students with matching data are categorically eligible for free school meals. HCNP NSLP July 2016 This institution is an equal opportunity provider. 27

Benefits of DC • Reduces duplication of effort & time with only one agency verifying • Use of SNAP and TANF data improves accuracy of certification for NSLP • No action required by child’s parents or guardians • Increases student participation in NSLP HCNP NSLP July 2016 This institution is an equal opportunity provider. 28

Benefits To Students • Faster access to school meals ØNo waiting for meal applications to be approved • Meal participation = students better prepared to learn HCNP NSLP July 2016 This institution is an equal opportunity provider. 29

Benefits To Schools & SFAs • Free School Meal participation = Other LEA reimbursements: ØTitle 1 ØE-rates ØUSDA Foods Entitlement HCNP NSLP July 2016 This institution is an equal opportunity provider. 30

Benefits To Schools & SFAs • Paperwork & Time Ø Number of paper applications Ø Number of households to be verified HCNP NSLP July 2016 This institution is an equal opportunity provider. 31

Frequency of DC • USDA: ØRequires DC matching at least 3 times/year v. Beginning of School Year v 3 Months after beginning of School Year v 6 Months after beginning of School Year HCNP NSLP July 2016 This institution is an equal opportunity provider. 32

Frequency of DC • Hawaii: ØRequires monthly matching by SFAs v. Automatic for Public SFAs (due to SSES database) v. Private SFAs must upload enrollment monthly ØReceives the SNAP/TANF and Foster Care data files monthly from DHS ØRuns the DC matching nightly for newly enrolled students v. Recommends checking for new matches daily HCNP NSLP July 2016 This institution is an equal opportunity provider. 33

How Long Does DC Eligibility Last? • DC Eligibility is for ONE School Year ØEligibility continues until the end of the School Year EVEN if benefits from the Assistance Agency ends before then HCNP NSLP July 2016 This institution is an equal opportunity provider. 34

Required Documentation • DC documentation to support claims for free meals must include: ØName of household member certified for Assistance Program benefits ØStatement certifying child is member of household receiving Assistance Program benefits HCNP NSLP July 2016 This institution is an equal opportunity provider. 35

Required Documentation cont. • DC documentation to support claims for free meals must include: ØAt least one piece of identifying information matching each child in school. ØDate certified • Documentation must be retrievable at the school or SFA level Ø Ensure delivery of benefits Ø Substantiate meals claimed for reimbursement HCNP NSLP July 2016 This institution is an equal opportunity provider. 36

Notification of Household • REQUIRED • Written notification explaining DC eligibility, indicating that ØChild is eligible for free benefits ØNo further application is necessary HCNP NSLP July 2016 This institution is an equal opportunity provider. 37

Notification of Household • Written notification to household about DC eligibility, including ØHow to notify the school of other children in the household so benefits are extended to them ØHow to notify the school to decline the Free Meal Benefits HCNP NSLP July 2016 This institution is an equal opportunity provider. 38

What If . . . ? • . . . a child that is directly certified turns in a meal application. What do you do? ØThe SFA MUST disregard the paper application. HCNP NSLP July 2016 This institution is an equal opportunity provider. 39

What If. . . • A household stops receiving SNAP benefits but doesn’t tell the school or SFA? ØHouseholds are not required to report changes What happens then? ØFree meals continue for the student until the end of the school year HCNP NSLP July 2016 This institution is an equal opportunity provider. 40

Records Retention • Keep DC documentation for minimum of 3 years, plus the current year ØHI DOE = 6 years + current year ØKeep the documentation with other DC and meal application records HCNP NSLP July 2016 This institution is an equal opportunity provider. 41

Reference Child Nutrition Programs, Food and Nutrition Service, USDA. Eligibility Manual for School Meals. 2015 HCNP NSLP July 2016 This institution is an equal opportunity provider. 42

HCNP NSLP July 2016 This institution is an equal opportunity provider. 43

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, disability, age, 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: program. intake@usda. gov USDA Child Nutrition Programs recognize the following protected classes: race, color, national origin, sex, age, and disability. HCNP NSLP July 2016 This institution is an equal opportunity provider. 44

Stand in Place Stretch Break HCNP NSLP July 2016 This institution is an equal opportunity provider. 45

Direct Certification: How are Students Matched? Hawaii Child Nutrition Programs School Nutrition Program July 2016

Handouts • Presentation slides #46 -65 • HCNP_S/CNPweb™ Direct Certification Module User Guide for All Schools, July 2016 • Possible Matches: How to Evaluate Match Types Activity #1 • Possible Matches: Evaluation Rationale Activity #1 - Key HCNP NSLP July 2016 This institution is an equal opportunity provider. 47

Objectives: Matching Students • Identify the various methods used to identify matches between student enrollment data & Assistance Programs data • Differentiate between “perfect” matches and possible matches • Identify techniques for evaluating possible matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 48

DC Matches • Hawaiian Names ØHawaiian diacritical marks: disregarded v. The ‘okina is a glottal stop, similar to the sound between the syllables of "oh-oh. " In print, the correct mark for designating an ‘okina is the single open quote mark. v. The kahako is a macron, which lengthens and adds stress to the marked vowel. In print, it is a straight bar placed above a letter (usually a vowel) HCNP NSLP July 2016 This institution is an equal opportunity provider. 49

DC Matches • Hawaiian Names cont. ØHyphens & other punctuation in names and addresses: disregarded ØAre not case sensitive in the matching process v. DOE’s student data = upper & lower case format v. DHS student data = typically upper case format HCNP NSLP July 2016 This institution is an equal opportunity provider. 50

Perfect Matches • An EXACT or PERFECT Match (match type 1) is when the ØStudent’s First Name, ØLast Name, and ØDate of Birth from the DHS database is exactly the same as it is in either the: v. SSES (student enrollment database) OR v. A Private School’s uploaded enrollment file HCNP NSLP July 2016 This institution is an equal opportunity provider. 51

Perfect Matches • Hawaiian names are often extremely long Ø Perfect Match is also defined as a match (match type 2) between v 1 st 14 Letters of the student’s last name AND v 1 st 3 Letters of the student’s first name • The two types of perfect matches are automatically identified by the software Ø These matches are automatically posted to the All Approved DC List HCNP NSLP July 2016 This institution is an equal opportunity provider. 52

Possible Matches • Failure to match ØMisspelled name ØOther typographical error ØTransposed numbers • Six Match Types for possible matches ØManually review, evaluate and either certify or deny DC benefits • The more possible matches approved ØThe fewer meal applications to approve & verify HCNP NSLP July 2016 This institution is an equal opportunity provider. 53

Match Types Match Type Description 1 Complete perfect match 2 4 1 st 14 Letters of LN + 1 st 3 Letters of FN + Exact Date of Birth (DOB) 1 st 5 Letters of LN + 1 st 3 Letters FN + Partial (DOB) 5 1 st 14 Letters of LN + Exact DOB only 6 Metaphone + Exact DOB 7 Double Metaphone + Exact DOB 8 Sibling Match 3 HCNP NSLP July 2016 This institution is an equal opportunity provider. 54

Possible Match Examples Match Type 3 HCNP NSLP July 2016 This institution is an equal opportunity provider. 55

Possible Match Examples: Match Type 4 HCNP NSLP July 2016 This institution is an equal opportunity provider. 56

Possible Match Examples: Match Type 5 HCNP NSLP July 2016 This institution is an equal opportunity provider. 57

Possible Matches: Metaphone (Type 6) & Double Metaphone (Type 7) Using the Last Name for the Matching HCNP NSLP July 2016 This institution is an equal opportunity provider. 58

Possible Matches: Metaphone (Type 6) & Double Metaphone (Type 7) Using the First Name for the Matching HCNP NSLP July 2016 This institution is an equal opportunity provider. 59

Possible Match Examples: Match Type 8 - Siblings HCNP NSLP July 2016 This institution is an equal opportunity provider. 60

Possible Matches: Evaluation Practice Follow Up Activity: ØHandout: Possible Matches: How to Evaluate Match Types Activity #1 ØHandout: Possible Matches: Evaluation Rationale Activity #1 - Key HCNP NSLP July 2016 This institution is an equal opportunity provider. 61

Possible Matches: Evaluation Practice HCNP NSLP July 2016 This institution is an equal opportunity provider. 62

HCNP NSLP July 2016 This institution is an equal opportunity provider. 63

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, disability, age, 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: program. intake@usda. gov USDA Child Nutrition Programs recognize the following protected classes: race, color, national origin, sex, age, and disability. HCNP NSLP July 2016 This institution is an equal opportunity provider. 64

Stand in Place Stretch Break HCNP NSLP July 2016 This institution is an equal opportunity provider. 65

Direct Certification via HCNP_S/CNPweb Hawaii Child Nutrition Programs School Nutrition Program July 2016

Handouts & References • Power. Point Slides for SFAs: # 66 -150 • HCNP_S/CNPweb™ Direct Certification Module User Guide for All Schools, July 2016 • QRGs for SFAs – updated June 2016 HCNP NSLP July 2016 This institution is an equal opportunity provider. 67

Direct Certification: HCNP_S (CNPweb™) Objectives: • Review DC processes and features within HCNP_S (CNPweb™) • Explain new features of the DC software • Identify procedures and tips for improving accuracy in DC matching • Understand how to use HCNP_S (CNPweb™) to directly certify eligible students & maintain required documentation HCNP NSLP July 2016 This institution is an equal opportunity provider. 68

HCNP_S (CNPweb™) The entire HCNP_S (CNPweb™) system runs on a Secure server • Maintains security of confidential student information in the DC files • URL: Ø https: //www. cnpweb. org/hawaii • Encrypt any emails containing student names and/or identifying information HCNP NSLP July 2016 This institution is an equal opportunity provider. 69

HCNP_S (CNPweb™) What is new for DC? • Possible sibling matches are a separate menu link • All Approved DC list • All Denied DC list • Match Count Report HCNP NSLP July 2016 This institution is an equal opportunity provider. 70

HCNP_S (CNPweb™) What is new for DC? • New Student Information System – July 2016 ØSlight impact on DC process ØSource of student enrollment data for public and public charter school students HCNP NSLP July 2016 This institution is an equal opportunity provider. 71

HCNP_S (CNPweb™) DC Process • Features PAutomatic matching process and file upload process PPerfect and possible matches PAbility to look up new students PAbility to look up students by DHS case number PSource of certification data is provided PVarious reports HCNP NSLP July 2016 This institution is an equal opportunity provider. 72

Frequency of DC data from HCNP_S (CNPweb™) • USDA requires matching student enrollment with SNAP data at least 3 times/year • Hawaii requires monthly matching • Private schools are to upload enrollment data to certify their students HCNP NSLP July 2016 This institution is an equal opportunity provider. 73

Frequency of DC data from HCNP_S (CNPweb™) • HCNP_S (CNPweb™) runs the DC matching nightly ØDC matches are available for public and public charter SFAs/schools daily ØDC matches are available for private SFAs/Schools as soon as a new student enrollment data file is uploaded and the DC certification process is run HCNP NSLP July 2016 This institution is an equal opportunity provider. 74

How is Hawaii Doing? • Even with the new system, challenges exist Ø Some SFAs did not complete the DC tasks: v The required 3 times. v On a timely basis (i. e. monthly) v Possible matches were not evaluated • Even though the number of DC students increased, some did not receive their DC benefits because SFAs did not complete their DC tasks. HCNP NSLP July 2016 This institution is an equal opportunity provider. 75

DC: How Does It Work? • HCNP_S receives data files from ØDept. of Human Services: 2 nd business day of month v. SNAP Office – includes TANF data v. Foster Care Office ØHI DOE Infinite Campus District Edition (ICDE) via SSES: nightly v. Student data files v. Homeless Data v. Migrant Data HCNP NSLP July 2016 This institution is an equal opportunity provider. 76

DC Matches • Perfect Matches ØFirst Name ØLast Name ØBirthday • Possible Matches Ø 6 New ways to look at student data ØManually evaluate for matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 77

Select Program Year HCNP NSLP July 2016 This institution is an equal opportunity provider. 78

Sponsor Summary: Direct Certification Menu Link HCNP NSLP July 2016 This institution is an equal opportunity provider. 79

Direct Certification Menu HCNP NSLP July 2016 This institution is an equal opportunity provider. 80

Direct Certification Menu HCNP NSLP July 2016 This institution is an equal opportunity provider. 81

DC Menu: Review Nightly Certifications HCNP NSLP July 2016 This institution is an equal opportunity provider. 82

Review Nightly Certifications Screen HCNP NSLP July 2016 This institution is an equal opportunity provider. 83

Review Nightly Certifications Screen HCNP NSLP July 2016 This institution is an equal opportunity provider. 84

Review Nightly Certifications Screen HCNP NSLP July 2016 This institution is an equal opportunity provider. 85

Review Nightly Certifications Possible Match Definitions Section 1: Student Data Columns • Provides Student data HCNP NSLP July 2016 This institution is an equal opportunity provider. 86

Review Nightly Certifications Definitions Section 2: Assistance Sibling columns • Provides Sibling info. . . IF the sibling is in the DHS database (data file from DHS) HCNP NSLP July 2016 This institution is an equal opportunity provider. 87

Review Nightly Certifications Definitions Section 3: Match Data • Provides information about the Match Data HCNP NSLP July 2016 This institution is an equal opportunity provider. 88

Review Nightly Certifications Definitions Section 4: Parent/Guardian Data • Provides information about the Enrolled Student’s Parent/Guardian HCNP NSLP July 2016 This institution is an equal opportunity provider. 89

Review Nightly Certifications HCNP NSLP July 2016 This institution is an equal opportunity provider. 90

Review Nightly Certifications HCNP NSLP July 2016 This institution is an equal opportunity provider. 91

Review Nightly Certifications HCNP NSLP July 2016 This institution is an equal opportunity provider. 92

Review Nightly Certifications: completed HCNP NSLP July 2016 This institution is an equal opportunity provider. 93

Review Sibling Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 94

Review Sibling Matches • The Review and Download Sibling Matches screen is the same as the Review nightly matches screen • Only lists Possible sibling matches – all must be manually reviewed to see if certifiable HCNP NSLP July 2016 This institution is an equal opportunity provider. 95

Certify Individual HCNP NSLP July 2016 This institution is an equal opportunity provider. 96

Certify Individual HCNP NSLP July 2016 This institution is an equal opportunity provider. 97

Certify Individuals Tips: ØEnter only a few letters of the last name ØEnter only the DHS case number to find all students having the same case file no. ØStudent ID is not used in the search ØStudent ID is REQUIRED to SAVE the new match to the Match Counts and Reports HCNP NSLP July 2016 This institution is an equal opportunity provider. 98

Certify Individual • Critical Information to Understand ØHCNP_S software only searches or reviews the MOST RECENT data file from the DHS SNAP office. ØData file contains all school-age children receiving SNAP or TANF benefits on the day the data file is prepared. ØThis means that only students currently receiving assistance benefits will be included v. If SNAP or TANF benefits have ended, the student will not display from the search HCNP NSLP July 2016 This institution is an equal opportunity provider. 99

Certify Individual HCNP NSLP July 2016 This institution is an equal opportunity provider.

Certify Individual HCNP NSLP July 2016 This institution is an equal opportunity provider. 101

Certify Individual HCNP NSLP July 2016 This institution is an equal opportunity provider. 102

Certify Individual Using a Case Number • Searching with a known case number ØYou’ve received an application that has this case number listed, but the child did not show up on the DC list as automatically certified ØCase number = 11612809 ØThis search will locate ALL students associated with this case number, regardless of the school or schools represented • Save results HCNP NSLP July 2016 This institution is an equal opportunity provider. 103

Certify Students (Private Schools only) HCNP NSLP July 2016 This institution is an equal opportunity provider. 104

SSES Student Look-Up HCNP NSLP July 2016 This institution is an equal opportunity provider. 105

SSES Student Look-Up HCNP NSLP July 2016 This institution is an equal opportunity provider. 106

SSES Student Look-Up HCNP NSLP July 2016 This institution is an equal opportunity provider. 107

All Approved DC Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 108

All Approved DC Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 109

All Approved DC Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 110

All Approved DC Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 111

Parent Declines Benefits • Change the status if the household wants the change made ØParent may submit F/R Meal Application • Send a notice of adverse action • Post in HCNP Systems/CNPweb™ ØCheck the Parents Decline box to the left of the All Approved DC List • Keep a copy of parental request & any other documentation (date) HCNP NSLP July 2016 This institution is an equal opportunity provider. 112

What If. . . The Parent declines the Free Meal Benefits available based upon the Direct Certification process? Ø School or SFA v. Must change the meal status v. Must obtain & maintain written documentation of parent’s request (Parent notification letter has a section) Ü Or write up verbal conversation if parent will not provide written statement v. Must enter the information into HCNP_S/CNPweb v. Must communicate information to Cashier or POS HCNP NSLP July 2016 This institution is an equal opportunity provider. 113

Declining Benefits HCNP NSLP July 2016 This institution is an equal opportunity provider. 114

What If. . . What happens if the parent decides to submit a F/R Meal Application later in the school year? ØSchool or SFA must v. Review and/or Approve or Deny the student for free or reduced or paid schools meals based upon the information on the meal application HCNP NSLP July 2016 This institution is an equal opportunity provider. 115

All Approved DC Matches: Parent Declines Benefits HCNP NSLP July 2016 This institution is an equal opportunity provider. 116

All Approved DC Matches: Match Counts HCNP NSLP July 2016 This institution is an equal opportunity provider. 117

All Approved DC Matches: Match Type Codes HCNP NSLP July 2016 This institution is an equal opportunity provider. 118

Download New Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 119

Download New Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 120

Stand or Sit in Place Stretch Break HCNP NSLP July 2016 This institution is an equal opportunity provider. 121

All Denied Possible Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 122

All Denied Possible Matches • Why would anyone want to review all the denied direct certification matches? ØSecond party review of manually denied students ØEnsure that student was not denied in error ØCorrect any errors that are found HCNP NSLP July 2016 This institution is an equal opportunity provider. 123

All Denied Possible Matches 1. 2. 3. 4. HCNP NSLP July 2016 Click box in col. 1 to certify the student Click the Certify Selected button Screen returns with date in col. 26 Certify Date Look on All Approved DC Match list for student This institution is an equal opportunity provider. 124

All Denied Possible Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 125

Direct Certify Report HCNP NSLP July 2016 This institution is an equal opportunity provider. 126

Match Counts Report HCNP NSLP July 2016 This institution is an equal opportunity provider. 127

Match Counts HCNP NSLP July 2016 This institution is an equal opportunity provider. 128

Match Counts HCNP NSLP July 2016 This institution is an equal opportunity provider. 129

Match Counts HCNP NSLP July 2016 This institution is an equal opportunity provider. 130

Match Counts HCNP NSLP July 2016 This institution is an equal opportunity provider. 131

Parent Notification Letters HCNP NSLP July 2016 This institution is an equal opportunity provider. 132

Parent Notification Letters • Used by Public Charter Schools & Private Schools ØDOE schools use the DOE Free/Reduced software • Generates the FIRST/INITIAL copy of the letter • Letters are not stored here • Reprinting letters is another link HCNP NSLP July 2016 This institution is an equal opportunity provider. 133

Parent Notification Letters • One letter per household ØAll students matched to same address via DHS data • Letters generated ØFor all matched students after the 1 st matching ØFor matched students not already having a letter after subsequent matching HCNP NSLP July 2016 This institution is an equal opportunity provider. 134

Parent Notification Letters • Letters generated and stored ØIn BATCHES ØBy the DATE the letter was created HCNP NSLP July 2016 This institution is an equal opportunity provider. 135

Parent Notification Letters HCNP NSLP July 2016 This institution is an equal opportunity provider. 136

Parent Notification Letter HCNP NSLP July 2016 This institution is an equal opportunity provider. 137

Parent Notification Letters • Two Formats ØPDF ØWORD document v. Can additional information if desired ÜAddress ÜParent’s Name HCNP NSLP July 2016 This institution is an equal opportunity provider. 138

Parent Notification Letter HCNP NSLP July 2016 This institution is an equal opportunity provider. 139

Reprinting Parent Letters HCNP NSLP July 2016 This institution is an equal opportunity provider. 140

Reprint Notification Letters • To locate the batch containing the letter ØReturn to All Approved Direct Certifications screen ØFind the student’s name, then ØLook in the last column to get the date the letter was generated & write it down HCNP NSLP July 2016 This institution is an equal opportunity provider. 141

Look up Student: All Approved DC Matches HCNP NSLP July 2016 This institution is an equal opportunity provider. 142

Reprint Notification Letters HCNP NSLP July 2016 This institution is an equal opportunity provider. 143

Saving Parent Letters HCNP NSLP July 2016 This institution is an equal opportunity provider. 144

HCNP Monitoring HCNP NSLP July 2016 This institution is an equal opportunity provider. 145

Direct Certification Menu HCNP NSLP July 2016 This institution is an equal opportunity provider. 146

References • Eligibility Manual for School Meals, Food and Nutrition Service, USDA, 2015 • HCNP_S/CNPweb Direct Certification Module User Guide for All Schools. July 2016 HCNP NSLP July 2016 This institution is an equal opportunity provider. 147

HCNP NSLP July 2016 This institution is an equal opportunity provider. 148

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, disability, age, 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: program. intake@usda. gov USDA Child Nutrition Programs recognize the following protected classes: race, color, national origin, sex, age, and disability. HCNP NSLP July 2016 This institution is an equal opportunity provider. 149

Mahalo for your Time & Attention! ROLL CALL HCNP NSLP July 2016 This institution is an equal opportunity provider. 150