Preparing for a Review
The Administrative Review (AR) take place every three years and focuses on areas as defined by the United States Department of Agriculture (USDA). Critical areas include benefit issuance, meal counting and claiming, the meal pattern and nutritional quality requirements. General areas address resource management, wellness policy, food safety, procurement, professional standards, and other areas of compliance.
The review process is designed to allow the State Agency (SA) to conduct parts of the review off-site and other aspects on-site. Off-site sections will be completed collaboratively between Bureau Consultants and the school district administrative and food service staff; the tool covers a variety of areas, so input from several district staff persons may be needed.
Your assigned Nutrition Consultant from the Iowa Department of Education - Bureau of Nutrition and Health Services, will send review guidance following the scheduling of your review. SFAs should be meeting program requirements at all times; therefore, it is never too early to get organized and review your program to ensure compliance.
The following information can assist you in preparing for your AR. Additional resources can be found in the menu bar to the left.
Preparing for an Administrative Review
- Checklist to Help Compile and Organize Materials Needed
- Preparing for an Administrative Review - What to Expect On-Site Webinar
- New Administrative Review SY 2017 - Overview of the Review Process Webinar
Certification and Benefit Issuance - Are free and reduced priced applications approved and benefits issued correctly?
- Eligibility documentation must be up to date and accurately reflect the current eligibility of each student for meal count by category - free, reduced-price or paid.
- Free and Reduced Price Eligibility 101
- Income Eligibility and Verification Webpage
Meal Counting and Claiming - Does the system for counting meals consistently yield correct claims? Does each food service line have an accurate point of service count?
- Daily point-of-service procedures determine all meals meet meal pattern requirements.
- Daily meal counts by category are combined for each school in the LEA and submitted in the monthly claim for reimbursement.
- Review edit check reports to ensure an accurate claim for reimbursement.
- Edit Check List - located in IowaCNP Form Downloads.
- Meal Charging Policy Guidance - School Food Authorities are required to have a policy which describes how students without funds in an account and no cash to purchase a meal will be impacted.
Nutritional Quality and Meal Patterns - Do meals meet daily and weekly requirements for items/components?
- Food Production Records Checklist - Food production records provide documentation that the meals served met federal Child Nutrition requirements and serve as a planning tool. This checklist assesses food production records to make sure they collect required information.
- Menu Documentation Checklist - Overview of the documents needed, requirements, and helpful hints.
- USDA Nutrition Standards for School Meals Webpage
- USDA Menu Certification Worksheets
- Preschool Meal Pattern - Schools that serve preschool students are required to follow the CACFP meal pattern. If preschool students eat in the same cafeteria as K-12th grade students (otherwise known as co-mingling), schools can offer the K-5th grade meal pattern to preschool students.
- Menu Planning Checklist for K-8 - Connecticut Department of Education
- Menu Planning Checklist for 9-12 - Connecticut Department of Education
Verification - Has verification been conducted and reported by November 15?
Resource Management - Have you worked with your Bureau Consultant to complete the Off-Site Resource Management Questionnaire? Is the USDA non program revenue tool or financial report on IowaCNP correct?
- All food sold in a school and purchased with funds from the nonprofit school food service account, other than meals and supplements reimbursed by USDA, must generate revenue at least equal to the full cost of such foods.
- Reporting Non Program Food Costs: How and Why - May 2016 Webinar
- How to Determine Non Program Foods and Revenue Handout
- Food service directors need to work with the Business Manager to determine non program food costs as they are reported in the Certified Annual Report (CAR).
Civil Rights - Does the SFA comply with Civil Rights Provisions?
SFA On-Site Monitoring - Has the SFA performed on-site monitoring of meal counting and claiming in all schools for breakfast and lunch by February 1?
- Only applies to SFAs with multiple buildings. Form is available in Form Downloads in IowaCNP.
School Wellness Policy - Is there a wellness policy in place? Does it meet all requirements?
Competitive Foods - Do all foods sold to students at school before school, during and 30 minutes after the school day comply with the USDA Smart Snacks standards?
- Smart Snacks Webpage
- Smart Snacks Calculator - Calculator print outs provide documentation of compliance.
Water - Do children have access to free water during meal service?
Food Safety - Is food prepared, served and stored in a safe manner?
Reporting and Recordkeeping - Are reports submitted and records maintained as required?
- Program reports and records need to be kept for three year (plus the current year).
Nutrition Staff Professional Standards - Hiring standards and continued professional development/training is required for school nutrition employees.
- Professional Standards Webpage - includes training resources and tracking tools.
School Breakfast and Summer Food Service Program Outreach - Has the SFA conducted breakfast and summer outreach?
Schools participating in the School Breakfast Program must inform families of the availability of breakfast. A notification must be relayed at the beginning of the school year in informational packets that are sent to each household with free and reduced price meal applications, as well as reminders sent out throughout the school year.
Schools participating in the National School Lunch Program are required to provide outreach to households on the availability and location of summer meals, whether the school participates in the SFSP or not.
Procurement - How are you purchasing goods and services?