Verification of Eligibility Verification of Eligibility for School Mealsfor School Meals

Grants Coordination and School SupportGrants Coordination and School SupportSchool Nutrition ProgramsSchool Nutrition Programs

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Verification TimelineVerification Timeline

October 1 - Verification sample is based on October 1 - Verification sample is based on the number of family applications approved the number of family applications approved that day. that day.

November 15 - Verification process must be November 15 - Verification process must be completed. completed.

January 15 - LEARS-Verification Summary January 15 - LEARS-Verification Summary Report available at www.michigan.gov/meis.Report available at www.michigan.gov/meis.

March 1 - LEARS-Verification Summary March 1 - LEARS-Verification Summary Report due.Report due.

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Verification Sampling Verification Sampling

During the previous school year, if less than During the previous school year, if less than 80% of the applications selected for 80% of the applications selected for verification did not respond:verification did not respond:– Basic Sampling (Standard Sampling)Basic Sampling (Standard Sampling)

During the previous school year, if more During the previous school year, if more than 80% of the applications selected for than 80% of the applications selected for verification did respond:verification did respond:– Basic Sampling (Standard Sampling)Basic Sampling (Standard Sampling)– Alternate-Random SamplingAlternate-Random Sampling– Alternate-Focused SamplingAlternate-Focused Sampling

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Sampling Methods and Direct Sampling Methods and Direct CertificationCertification

Households that qualify for free Households that qualify for free meals, based solely on Direct meals, based solely on Direct Certification should:Certification should:

– Not be verified.Not be verified.

– Not be included in the total number of Not be included in the total number of applications when determining the applications when determining the number of applications to verify.number of applications to verify.

Sampling Methods and Direct Sampling Methods and Direct CertificationCertification

If a student in the household is on the direct certification list then all students in the household are directly certified and categorically eligible for free meals.

These households are not subject to verification.

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Basic SamplingBasic Sampling

The required sample size is 3% or 3,000, The required sample size is 3% or 3,000, whichever is less of all approved applications whichever is less of all approved applications on file on October 1.on file on October 1.

Count the total number of approved Count the total number of approved applications (food stamp, foster children, applications (food stamp, foster children, income-based) on file on October 1. income-based) on file on October 1.

Multiply the total number of approved Multiply the total number of approved applications by 3% (.03).applications by 3% (.03).– Round upRound up– At least one application must be verifiedAt least one application must be verified

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Basic SamplingBasic Sampling

Separate out all income-based, error-prone Separate out all income-based, error-prone applications reporting monthly household applications reporting monthly household income within $100 or annual household income within $100 or annual household income within $1,200 of the free or reduced income within $1,200 of the free or reduced price eligibility limit.price eligibility limit.

The 3% sample should come from error-The 3% sample should come from error-prone applications.prone applications.

If there are not enough error-prone If there are not enough error-prone applications to meet the sample size applications to meet the sample size requirements, additional applications must requirements, additional applications must be selected at random from other income-be selected at random from other income-based approved applications.based approved applications.

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Example: Basic SamplingExample: Basic Sampling

1,300 total applications x .03 = 39 applications1,300 total applications x .03 = 39 applications

Example Scenario #1Example Scenario #1

445 error-prone applications.445 error-prone applications.

All 39 applications would be selected just from the All 39 applications would be selected just from the 445 error-prone applications.445 error-prone applications.

Example Scenario #2Example Scenario #2

25 error-prone applications.25 error-prone applications.

All 25 error-prone applications, plus 14 applications All 25 error-prone applications, plus 14 applications randomly selected from income-eligible randomly selected from income-eligible applications.applications.

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Alternate-Random SamplingAlternate-Random Sampling

The required sample size is 3% or 3,000, whichever The required sample size is 3% or 3,000, whichever is less of all approved applications on file on is less of all approved applications on file on October 1.October 1.

Count the total number of approved applications Count the total number of approved applications (food stamp, foster children, income-based) on file (food stamp, foster children, income-based) on file on October 1. on October 1.

Multiply the total number of approved applications Multiply the total number of approved applications by 3% (.03).by 3% (.03).– Round upRound up– At least one application must be verifiedAt least one application must be verified

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Example:Example:Alternate-Random SamplingAlternate-Random Sampling

340 total applications x .03 = 10.2340 total applications x .03 = 10.2

applications.applications.

Round up to 11 applications.Round up to 11 applications.

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Alternate-Focused SamplingAlternate-Focused Sampling

Must verify a minimum of:Must verify a minimum of:The lesser of 1% or 1,000 of the total The lesser of 1% or 1,000 of the total number of approved applications (both number of approved applications (both income and categorical). The 1% sample is income and categorical). The 1% sample is selected from income applications with total selected from income applications with total household income within $100 monthly or household income within $100 monthly or $1,200 annually of the income eligibility $1,200 annually of the income eligibility guidelines (IEGs) for free and reduced price guidelines (IEGs) for free and reduced price meals for that size household.meals for that size household.

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Alternate-Focused SamplingAlternate-Focused Sampling

Plus:Plus:

The lesser of one-half (0.5%) of 1% The lesser of one-half (0.5%) of 1% or 500 of the total number of or 500 of the total number of applications that were approved applications that were approved based on categorical eligibility, based on categorical eligibility, selected from applications with a selected from applications with a food stamp or FIP number.food stamp or FIP number.

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Example:Example:Alternate-Focused SamplingAlternate-Focused Sampling

300 income applications300 income applications

200 categorical applications200 categorical applications

500 total applications in the application pool500 total applications in the application pool

500 total applications500 total applications x.01 = 5x.01 = 5

200 categorical applications200 categorical applications x.005 = x.005 = 11

Total SampleTotal Sample 6 6

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Example:Example:Alternate-Focused SamplingAlternate-Focused Sampling

A sample of 5 applications must be selected A sample of 5 applications must be selected from income applications with total from income applications with total household income within $100 monthly or household income within $100 monthly or $1,200 annually of the income eligibility $1,200 annually of the income eligibility guidelines (IEGs) for free and reduced priced guidelines (IEGs) for free and reduced priced meals for the size household;meals for the size household;

Plus:Plus:1 from the 200 categorical applications that 1 from the 200 categorical applications that provided a food stamp/FIP case number in provided a food stamp/FIP case number in lieu of income on the application.lieu of income on the application.

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Verification SamplingVerification Sampling

How do I randomly select the required How do I randomly select the required number of applications as determined in number of applications as determined in Basic, Alternate-Random, and Alternate-Basic, Alternate-Random, and Alternate-Focused sampling methods?Focused sampling methods?

Selection Methods:Selection Methods:

– Selection interval, orSelection interval, or

– Put all applications in a container and Put all applications in a container and draw out the number of applications draw out the number of applications needed to equal 3%.needed to equal 3%.

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Selection IntervalSelection Interval

700 total applications x.03 =21 applications for700 total applications x.03 =21 applications for

verificationverification

700 total application/21 applications for 700 total application/21 applications for

verification = 33verification = 33

Choose every 33Choose every 33rdrd application until 21 application until 21

applications are pulled from the 700.applications are pulled from the 700.

Prototype FormsPrototype Forms

Household Notification Letters:Household Notification Letters:– ““We Must Check Your Application”We Must Check Your Application”

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Prototype FormsPrototype Forms

Household Notification Letters:Household Notification Letters:– ““We Have Checked Your Application”We Have Checked Your Application”

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Direct VerificationDirect Verification

Alternate-Random Sampling and Alternate- Alternate-Random Sampling and Alternate- Focused SamplingFocused Sampling

– Contact the Department of Human Services (DHS) Contact the Department of Human Services (DHS) directly to verify food stamp or FIP case numbers.directly to verify food stamp or FIP case numbers.

– http://www.michigan.gov/dhs/0,1607,7-124-5461---,00.html

Direct VerificationDirect Verification

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Direct Verification forms:Direct Verification forms:– Letter to the Department of Human Service (DHS) office

to verify applications with a Food Assistance Program (FAP) or Family Independence Program (FIP) case number by using the following two forms: 

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Verification WorksheetVerification Worksheet

Should be completed and filed by Should be completed and filed by November 15.November 15.

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Verification Summary ReportVerification Summary ReportShould be completed, signed, and filed by Should be completed, signed, and filed by November 15.November 15.

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Verification Summary ReportVerification Summary Report

Points of interest on Points of interest on page 1:page 1:– Column A “Number Column A “Number

of Students”- of Students”- Students as of Students as of October 31October 31

– Column B ”Number Column B ”Number of Approved of Approved Applications” – Applications” – Applications as of Applications as of October 1October 1

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Verification Check ListVerification Check List

Should be completed, signed, and filed by Should be completed, signed, and filed by November 15.November 15.

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LEARS-Verification LEARS-Verification Summary ReportSummary Report

www.michigan.gov/meis– Scroll to “Child Nutrition Programs”Scroll to “Child Nutrition Programs”– Click on “LEARS-Verification Summary Report”Click on “LEARS-Verification Summary Report”

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QuestionsQuestions

Melanie BrummelerMelanie Brummeler

brummelerm@michigan.gov

or or

Lisa Brown-TaylorLisa Brown-Taylor

browntaylorl@michigan.gov

517-373-3347517-373-3347