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1st |
12/9/08 |
New |
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2nd |
12/9/08 |
Revised |
X |
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Approved |
12/9/08 |
Substitute |
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009.0300 INCOME
VERIFICATION FOR FREE AND REDUCED SCHOOL MEALS
RENAMES AND REPLACES POLICY 009.0300
SCHOOL LUNCH INCOME VERIFICATION POLICY (LAST APPROVED 11/21/85)
To
comply with the Richard B. Russell National School Lunch Act as amended by the
Child Nutrition and WIC Reauthorization Act of 2004, the
1.0 WHEN TO
START
1-1
Verification
activities may begin anytime after the start of the school year, however the
required sample size must be based on the number of applications on file as of
October 01 each year.
2.0
SORT AND COUNT
DIRECT CERTIFICATION
2-1
Separate
the applications on file which are not subject to verification:
2-1.1
Direct
Certification
2-1.2
Homeless
certified by liason
2-1.3
Migrant or
Runaway
2-1.4
Income eligible
Head Start
2-1.5
Pre-K programs
for students who are not enrolled in
2-2 Count
the total number of free eligible students not subject to verification and
record that figure on the Verification Summary Report.
3.0 DETERMINE
SAMPLE METHOD
3.1
Determine whether
to use the Basic Sample Method or one of the Alternate Sample Methods, (3
Percent Option or 1 Percent Plus Option), as outlined by The Child Nutrition
& WIC Reauthorization Act of 2004.
3.1.1
Use the chosen
method to select the appropriate number and types of applications to be
verified.
4.0 CONFIRMATION REVIEW
4.1 Someone other than the individual who made
the initial eligibility determination must check the selected applications for
accuracy.
4.1.1
Initial
determination was correct – proceed with verification
4.1.2
Initial
determination was incorrect
4.1.2.1
The status must be corrected and the household
must be notified of the correction.
4.1.2.2
If the household is still eligible for
benefits, proceed with verification.
4.1.2.3
If the household no longer qualifies for
benefits, replace the application with a similar application.
5.0
HOUSEHOLD
VERIFICATION NOTIFICATION
5.1
All households
for whom applications were selected for verification must be mailed a
“Verification – Parent Notification Letter” which notifies the household that
they were randomly selected for verification and explains the requirements
which must be met in order for the household to continue receiving free/reduced
meal benefits for the current school year.
The household will be given 10 days, including the day the letter is
mailed, to provide the required documentation.
5.2 If a household fails to respond on the
first try the school district must make at least one follow up contact. This can be done by mail, phone, e-mail or in
person. This contact attempt must be
documented.
6.0 VERIFICATION RESPONSE
6.1 Households
that provide the requirement documentation within the 10 day dead-line, will be
notified whether they will have no change in benefits, an increase in benefits,
a reduction in benefits, or a termination of benefits as a result of the
verification process.
6.1.1
Households who’s
benefits were reduced or terminated will be notified in writing of the Fair
Hearing Procedures to be followed if the household chooses to appeal the
decision made by the School Food Authority.
They will also be allowed 10 days before the reduction or terminations
of benefits becomes effective.
6.1.2
If a household’s
benefits are increased as a result of verification, the increase in benefits
becomes effective immediately and must be implemented within 3 operating days.
7.0
VERIFICATION NON-RESPONSE
7.1 Households
that fail to provide the required documentation within the 10 day deadline will
be notified in writing that their benefits will be terminated due to their
failure to provide proof of current eligibility. They will also be notified in writing of the
Fair Hearing Procedures to be followed if the household chooses to appeal the
decision made by the School Food Authority.
They will be allowed 10 days before the termination of benefits becomes
effective.
8.0 HOUSEHOLDS SELECTED FOR VERIFICATION WHO
REAPPLY FOR BENEFITS
8.1 Households
that have had their benefits reduced or terminated due to verification results
may reapply for benefits at any time during the school year. However, those applicants must provide proof
of eligibility before benefits can be approved.
8.2 The
school district will keep an accurate record of the households that had their
benefits terminated as a result of non-response to the verification
process. The school district will then
keep a record of those applicants who reapply and are re-approved for free or
reduced-price benefits up through February 15th of each year and
will record that information on the Verification Summary Report.
9.0
COMPLETION OF
VERIFICATION PROCESS
9.1
The School Food
Authority will confirm that the verification process is completed by November
15th each year.
10.0
Submitting the
School Food Authority Verification Summary Report to the
10.1
The School Food
Authority will confirm that the School Food Authority Verification Summary
Report is submitted to the Utah State Office of Education between February 16
and March 01 of each school year.
“In accordance with Federal
law and U.S. Department of Agriculture policy, this institution is prohibited
from discriminating on the basis of race, color, national origin, sex, age or
disability.
To file a complaint of
discrimination, write USDA, Director, Office of Civil Rights,