Administrative ReviewOCTOBER 2, 2014

PRESENTER: CATRINA PETERS, MS, RD

Housekeeping

Attendees are in listen only mode

“Raise your hand” if you have questions

Time for Q&A at the end as well

Webinar is being recorded

Webinar Outline

Annual Review Schedule/Selection

Offsite Portion and Time Frames

Onsite Portion and Time Frames

Post Review

When Are We Getting Reviewed?

School Districts- SY 14/15

Nye Co. School District

Storey Co. School District

Eureka Co. School District

Lincoln Co. School District

Pyramid Lake

Duckwater

Humboldt Co. School District

Elko Co. School District

Esmeralda Co. School District

RCCIs – SY 14/15

St. Jude’s Ranch for Children

Caliente Youth Training

No. NV Child & Adolescent Services

Washoe Co. Dept of Juv. Services

Why Were We Selected for Review?

Approximately 11 SFA are reviewed each year

Districts who are not yet certified for the additional $0.06 per meal

were selected first

Districts who had not been reviewed in the past 4 or 5 years were

then selected

Going forward, every SFAs will be reviewed at least every three years

The Offsite (Pre-review) Portion

Admin Review-Offsite Portion

6-8 weeks prior to the onsite portion of the Admin

Review

Administrative Review Notification letter sent

Provides dates of review

Lists information that must be sent prior to the

review

Lists information that must be gathered once we

are onsite

Admin Review-Offsite Portion

Within 4-6 weeks prior to start of the Onsite Portion

Set up appointment for competition of:

Resource Management Risk Assessment Tool

Outcome of questions will determine if a comprehensive RM review be required

Offsite Assessment Tool

Questions cover all basic areas of the program

Dietary Specification Risk Assessment Tool

Gather appropriate staff members to answer questions

Resource Management Assessment Tool

Covers all of the following areas

Paid Lunch Equity

Nonprofit Food Service Account Maintenance

Revenue from non food programs

Indirect Costs

USDA Foods

Admin Review-Offsite Portion

What will I need to send to NDA once I receive the letter?

A list of schools, grades at each school and what menu each school follows

Copy of each menu type used

Completed Menu Certification Worksheets

Completed Paid Lunch Equity Tool and Non-program Food Revenue Tool (if

applicable)

Other information may be requested as a result of the Off-site Assessment Tools

Policies, meal benefit application, public release, etc

The Onsite Portion

Onsite Portion- Admin Review

Introductory Conference

Administrative Review

meal observations and review of documentation

Exit Conference

Duration of Review will depend on:

Number of sites

Documents reviewed prior to the review

Orderliness of documents gathered for the review

Introductory Conference

Introduce staff, both from the State Agency and the SFA

Explain Scope of Review

Determine which sites meals will be observed at

Conduct Technical Assistance identified from Offsite Review

assessments

Onsite Portion

What will I need to provide

Working area for the NDA Review staff

Access to an electrical outlet

Having required documentation gathered and well organized will streamline

the review

May require documentation from different departments/staff

Meal Benefit Applications

Claim backup

Nutrition information, labels, recipes, etc

Onsite Portion

Review of Selected School or Schools

Number of sites reviewed based on total number of sites

No less than 1 site

Review of requested documentation

Review student applications/Meal Counting and Claiming

Meal Pattern/Nutrition Requirements

Other Areas

Interview Staff on current practices

Assess compliance with USDA regulations

Exit Conference

Provide initial information from onsite review

Set up Technical Assistance if needed

Discuss Corrective Actions that will be requested

Set up Time Frame for Corrective Actions

What If Things Are Out of Compliance?

Some areas of non-compliance require fiscal action

Incorrect applications

Incomplete/absent documentation

Incorrect meal counts

Some areas of meal non-compliance could result in the $0.06 being turned off

Repeat violations may result in fiscal action if seen in any area

Meal pattern

Production records

Benefit issuance

Post Review

Post Review

NDA will send a letter notification of review findings requesting a

corrective action plan from the district

SFA will submit Corrective Action Plan

Review Corrective Action Plan

If satisfactory, NDA will send a Closure Letter

If needed, on-site follow up reviews will be conducted

Corrective Action Plan

Documents how any findings will be addressed

Documentation of corrective action may need to be submitted as well

Updated manuals, revised recipes, etc

If CA is not submitted by the deadline, or is not satisfactory your payment

may be held

Closure Letter

Officially end AR

30 days of completed CA Plan

Questions?