PowerPoint Presentation

Provided by the LAUSD Food Services Division2015-2016Meal Application Trainingfor Food Services Staff7/13/2015THIS IS JUST A PLACE HOLDER FOR SCREEN BEFORE THE PRESENTATION IS READY TO BEGIN

1Provided by the LAUSD Food Services Division2015-2016Meal Application Trainingfor Food Services Staff6/15/2015

TELL: Welcome to the Meal Application training for the 2015/2016 school year. The meal application is the beginning of the meal benefit issuance process for the National School Lunch and School Breakfast programs.

INSTRUCTOR: My name is _________________________________. Thank you for joining us today.

2GoalThe goal of the Food Services Division is to qualify as many students for the meal program as possible.

Families that apply for meal benefits may be eligible to receive meals at little or no cost

TELL: One of the goals of the Food Services Division is to qualify as many students for the meal program as possible. Families with food insecurity that complete and submit a meal application may qualify their children to receive healthy and nutritious meals at little or no cost.

3

Incorrect! Click here to go back to the form.

THIS IS JUST A PLACE HOLDER FOR THE MEAL APPLICATION ACTIVITY WHEN AN INCORRECT ANSWER IS SELECTED.59Why Are Meal Applications Needed?Household meal applications are a requirement of the Federal regulations for the meal program.

In accordance with the Code of Federal Regulations, Title 7, Section 245;

School Food Authorities participating in the School Breakfast Program (SBP) and National School Lunch Program (NSLP) shall provide applications for Free & Reduced price meals to all students

TELL: You may have wondered why we provide meal applications to the household. In accordance to the Code of Federal Regulations, Title 7, Section 245; all School Food Authorities participating in the SBP and NSLP are required to provide applications for free & reduced price meals to all households of students.

6Whats New? THE COLOR it changes every year

Students grade level has been removed

Indicator boxes Homeless, Migrant and Runaway

Income earned by students

Total household members

Social Security box was moved to Step 2

TELL: In addition to the burnt orange color and the updated school year, there are a few other changes to the meal application. The students grade level has been removed from Step 1. There are three new indicator boxes; Migrant, Homeless and Runaway students will be identified, all income earned by students must be listed and the total household members, including all adults and children will be entered in the new indicator boxes. The Social Security box has been moved to Step 2 on the meal application.

72015-2016 Meal Application

TELL: Lets take a look at the new 2015-2016 meal application. When receiving applications pay attention to ensure it is for the correct year. This is easily identified by the burnt orange color and the bold faced print of the 2015-2016 school year. All other meal applications are no longer valid or acceptable.

8Congratulations!You have selected the correct boxes.

Click anywhere to continue.

TELL: Congratulations! You have selected the three required fields when processing a Foster Child based meal application. Click anywhere on the screen to advance to the next slide.

47The Meal Application Process - OnlineOn-line application transmitted to FS Central Office (CO).

FS Meal Compliance StaffReview On-line Applications Eligibility is Determined

Meal applications accessed and completed ON-LINE

Meal Eligibility Letter is mailed to Household

Meal eligibility is transferred from MCS into MiSiS and then to CMS each day

TELL: On this slide we have illustrated the general flow of the online meal application process. Households are encouraged to complete an on-line application. On-line applications are submitted electronically to the Central Office once completed. The Meal Compliance unit will then review the online application and determine eligibility. Meal eligibility is then transferred from MCS into MISIS and then to CMS each day, Then a meal eligibility notification letter will be mailed to the household.

10Households complete a paper application and delivers it to the FS Manager

Meal Application Process Paper Applications are scanned

Meal applications Mailed to Households

Meal Eligibility Letter is mailed to Household

Applications are processed, and eligibility determined

Meal eligibility is transferred from MCS into MiSiS and then to CMS each day

FSM reviews applications, batches in envelope and sends them to the Central Office

TELL: On this slide we have illustrated the general flow of the paper meal application process. Meal applications are mailed directly to the households and sent to school cafeterias. Completed paper based applications may be mailed directly to the Central Office or sent to the school cafeteria. If applications are received at your school site, they should be checked for completion, batched and sent to the Central Office; where they will be scanned and processed. Food Service Managers will only process applications on site if the student is new or has no previous meal code on the Student Meal Program Roster. Once the batched applications are received at the Central Office, they are scanned, processed and the eligibility is transferred into MiSiS on a daily basis.

11Meal Application Process CMS

CMS is updated on a daily basis with current meal eligibilities.

Meal eligibility is transferred from MCS into MiSiS From MiSiS to CMS each day

TELL: Once the Meal applications have been processed and meal eligibilities have been determined, then the information is transferred from MCS into MISIS and sent from MISIS to CMS on a daily basis. The Food Services Manager will need to obtain the Update Activity Report daily from MiSiS and update the Student Meal Program Roster with the changed or new meal codes.

12Central Office Processing TimelineApplications must be processed within 10 business days upon receipt

If the application is not being processed on siteDo not complete the Date Received in the For Office Use Only section The Date Received will be completed when it is received in the Central Office

TELL: It is the FSM or Designees responsibility to ensure that all applications are processed in a timely manner, either by processing them on site or sending them promptly to the Central Office for scanning. When accepting applications, check the roster to see if the student has an eligibility code. If there is a prior eligibility code for the student, do not process the application on site or complete the For Office Use Only section. Batch and send the application on the day it was received. Once the application is received in the Central Office for processing, the date received will be input. Applications must be processed within 10 business days upon receipt.

13On Site Processing TimelineApplications must be processed within 10 business days upon receipt

If you are processing the application on siteComplete the Date Received in the For Office Use Only section

TELL: If upon receipt of the application, the student is not listed or has no eligibility code on the Meal Program Roster, it is important to write the Date Received in the For Office Use only section. Applications must be processed on site within ten business days upon receipt. Lets discuss in detail on the following slides who this rule directly applies to.

14When To Process Applications On-SiteProcess meal applications on site only:If the meal application is complete andThe student is new to the district or There is no previous meal eligibility code on the Meal Program Roster

Record the meal eligibility code and the date processed on the Meal Program Roster

TELL: Food Service Managers or designees will only process meal applications on site for students new to the district or if there is no previous meal eligibility code for the student on the Meal Program Roster. If the student submits a completed application, proceed to process the meal application. Once eligibility has been determined, record the meal eligibility code and the date processed on the Meal Program Roster.

15Problem (Unacceptable) ApplicationsApplications with the following circumstances are problematic and cannot be accepted:

WRONG COLOR - 2014-2015 or prior school years

Photocopy of the application

Filled out in pencil

Alterations to the application; such as, covering information with labels, using white out or highlighters

Note: Black ink is preferred but blue ink is acceptable

TELL: To ensure that a students meal application is processed as quickly as possible, we ask for you to review the meal application upon submission to determine if it is acceptable. Verify that the application is for the current 2015-2016 school year, is not a photocopy or has not been completed in pencil. Please note, that while the application states to complete in black ink only, blue ink may be accepted. Any alterations to the application; such as labels, white-out or highlighters cannot be accepted. Accepting these types of applications, will delay the meal application process. If any of these circumstances are noticed, provide the customer with a new blank application to fill out.

16What Is A Grace Period (Carryover)?A Grace Period or Carryover is - the period for which we carryover and use the eligibility status from the previous school year for a child.

The Grace Period is for up to 30 operating days into the current school year beginning with the first operating day of school

The students prior year eligibility is valid until the new eligibility is determined OR the end of the Grace Period

Last day for the Grace Period if no current year eligibility is determined is September 30, 2015

TELL: The Grace Period is the period for which we carryover the eligibility status from the previous year for every child. The carryover is up to 30 operating days into the current school year, beginning with the first day of the school calendar. The students prior years eligibility is valid until new eligibility is determined or the end of the Grace Period. You should note that the last day for the Grace Period is September 30, 2015.

17What Is A Roster?A roster is a list of the students and their eligibilities. It is used at the point of service to record reimbursable meals served.

Could be:Manually Prepared Computer Generated Coded Un-coded

Must be up to date and accurately reflect the correct (most current) eligibility category for each student

TELL: Now we are going to talk about rosters. What is a roster? A roster is a list of student eligibilities used at the point of service to record reimbursable meals served. Rosters can be manually prepared or computer generated. They may be coded or un-coded. Rosters must be up to date and accurately reflect the correct eligibility category for each student. We use the MiSIS Meal Program Roster throughout LAUSD.

Meal Eligibility CodesMeal eligibility codes are numbers that represent the students eligibility. They are used to prevent overt identification.

Meal Codes1 - Free2 - Reduced Price3 - Not Eligible (Full Price)4 - Do Not Wish to Apply5 - Direct Certification (Free)Blank - An empty space on the roster (Full Price)

Note: A blank does not mean no application has been received. It may have been received and is still being processed which can take up to 10 operating days.

TELL: When processing meal applications and feeding students, it is important that you know what each meal code number represents. Meal eligibility codes are numbers that represent the students eligibility. They are used to prevent overt identification. A meal code of 1 indicates free eligibility. A meal code of 2 indicates reduced price eligibility. A meal code of 3 indicates the student is not eligible and is full priced. A meal code of 4 means that the household choose not to apply for meal benefits and the student is considered full priced. A meal code of 5 indicates free eligibility as a result of direct certification. All blank spaces on the roster indicates the student is full priced.

19The MiSiS Meal Program Roster contains:

Total School Meal Code Summary

Prior Meal Code Information Versus Current Meal Code Information

Grade

Student Name

Room Number

Current Meal Code

Effective Date

Prior Meal Code

MiSiS Meal Program Roster

Aug. 18-21, 2015Note: Indicate the date range in the upper right-hand corner

TELL: This is a snapshot of the MiSiS Meal Program alpha roster. Alpha rosters are used as a reference or to verify a students meal eligibility if his or her name is not in CMS. The MiSiS Meal Program Roster contains a School Meal Code Summary, a year to year meal code comparison, grade levels, student names, room numbers, teacher names, the current meal code and the corresponding effective date, and the prior years meal code. The Food Service Manager will need to manually indicate the date range for the roster in the upper right-hand corner of the first page of the printed roster.

MiSiS Roster Maintenance Pricing SchoolsRosters must be updated and maintained on a regular basis to ensure accurate student meal eligibilities are available.

Pricing Schools

Print weekly from August through October

November through June, two roster will be obtained Print on the 15th and the last operating day of the month

Manually indicate the date range on the roster

File with most current date in front

Tell: Rosters must be maintained and updated on a regular basis to ensure accurate student meal eligibilities are available. Pricing Schools are required to print a weekly MiSiS meal program roster from August through October. Meal Program rosters will need to be printed on the 15th and the last operating day of the month from November through June. To ensure that we are in compliance, after printing, you must manually indicate the date range on the roster for when it will be utilized. At the end of the date range, the used roster must be filed with the most current date in front.

21MiSiS Roster Maintenance Base YearRosters must be updated and maintained on a regular basis to ensure accurate student meal eligibilities are available.

Base Year Schools

Print weekly from August through October

November through June, two roster will be obtained Print on the 15th and the last operating day of the month

Manually indicate the date range on the roster

File with most current date in front

Tell: As with Pricing schools, Base Year Schools are also required to print a weekly MiSiS meal program roster from August through October. Meal Program rosters will need to be printed on the 15th and the last operating day of the month from November through June. To ensure that we are in compliance, after printing, you must manually indicate the date range on the roster for when it will be utilized. At the end of the date range, the used roster must be filed with the most current date in front.

22MiSiS Roster Maintenance Provision 2 Year 2+ SchoolsDuring the 2015-2016 School Year, there will be no Provision 2 Year 2+ schools.

Tell: During the 2015-2016 School Year, there will be no Provision 2 Year 2+ schools.

23Off-Site and State Pre-School Attendance RostersSchools that service Off-Site and/or State Pre-School

Obtain monthly attendance rosters with students birthdateInclude the name of the Off-Site or State Pre-School

Send attendance rosters to Central Office for student meal eligibility codesFax to 213.241.8486 Attention: Pat Millender, Sr. Meal Compliance Auditor Include main site school name, location code and Fax number

Rosters with meal eligibility codes will be faxed to you

Tell: Schools that service Off-Sites and State Pre-School are required to obtain attendance rosters from their programs every month. The students birthdates should be included on the roster. Fax an attendance roster separately to 213.241.8486 attention to Pat Millender, Sr. Meal Compliance Auditor. Include name of Off-Site or State Pre-School on roster. Write your school name, location code and Fax number. Following all of the procedures above will ensure that the meal compliance team will be able to code and return the roster to you in a timely manner. Rosters with meal eligibility codes will be faxed back to you.

24Students With No Eligibility CodeIf there is no eligibility code for the student

Ask if they have submitted an application

If they have not submitted an application, provide an application

Note: Students are full price until the eligibility code appears on the Meal Program Roster

TELL: If there is no eligibility code for the student, ask if they have submitted a meal application. If the response is yes, inquire whether it was an on-line or paper application. If the student has not submitted an application, provide a current 2015-2016 meal application for the household to complete. Advise the students that they are full price until the eligibility code appears on the Meal Program Roster.

25Household Terms and DefinitionsHousehold - Group of related or unrelated individuals living as one economic unit

Household Income (H INC) - Income is any money received on a recurring basis, including gross earned income before deductions

Household Size (HS) - The composition of household members listed on the application living as one economic unit sharing housing and expenses of its members

TELL: Moving forward with the training, we will periodically reference a few terms and definitions. The first term and definition is the household, which is a group of related or unrelated individuals living as one economic unit. The second term is the household income, which is abbreviated as H INC. Household income is any money received on a recurring basis, including gross earned income before any deductions. The third is the Household Size, abbreviated as HS, which is defined as the composition of household members listed on the application living as one economic unit sharing housing and expenses of all of its members.

26For Office Use Only Box Complete the For Office Use Only section

DATE RECDEnter date received only if processed on siteHS Enter Household SizeH INC Enter Household Income or QQF (Free), R (Reduced), or NE (Non-Eligible)Fill in appropriate circle to denote eligibilityREVIEWER Initials of the processorDATE - Date processed

06021503 1900RD060515

TELL: When processing an application, the FS Manager or designee is responsible for completing the office use only section. Using the income application and IEG scale will help you determine how to fill out the for office use only section. Here is a list of the information required for processing: the date the application was received, Household size, and Household Income. Use the IEG scale to determine and fill in the appropriate circle to denote eligibility. Lastly, the reviewer must enter their initials or name, indicate the date the application was processed, code the roster, then batch and send the application to Central office.

27Homeless, Migrant and RunawayIf a student selects the Migrant, Runaway, Homeless box on the application, notify a school administrator.

The school administrator will:

Sign the application in Step 3 If the student has no legal guardian

Provide the Student Residence Questionnaire (SRQ)

Refer the student to the Homeless Student Office for additional benefits - (213) 202-7581

TELL: If a student selects the Migrant, Runaway, Homeless box on the application, notify a school administrator. If the student has no legal guardian, the school administrator will sign the application in Step 3. The student will then be provided with the Student Residence Questionnaire (SRQ). Additionally, the student will be referred to the Homeless Student Office for additional benefits . The number for the office is (213) 202-7581.

28Food Distribution Program on Indian Reservation (FDPIR) ApplicationVerify meal application for completion

Student(s) name listed in Step 1

A valid Tribal ID number

Signature of parent or legal guardian is provided in Step 3

TELL: When verifying The Food Distribution Program on Indian Reservation (FDPIR) Application, it must have the students name listed in Step 1, a valid Tribal ID number and a parent or guardian signature provided in Step 3 for it to be complete.

29FDPIR Application cont.A letter from the Tribe (including the Tribal ID number) must accompany the completed meal application.

Do not process or batch with other applications

Send the application and supporting documents to the Food Services Division

Attention: Pat Millender/Meal Compliance Unit

TELL: In addition to the completed application, a letter from the Tribe (including the Tribal ID number) must accompany the completed meal application. Do not process or batch with other applications. Send the application and supporting documents to the Food Services Division, Attention: Pat Millender/Meal Compliance Unit.

30Processing A Do Not Want To Apply ApplicationHouseholds may be aware they do not qualify for meal benefits or choose not to share their personal information.

Households has checked the NO, we DO NOT want to apply for meal benefits box

Step 1Student(s) name listed

TELL: Households may be aware they do not qualify for meal benefits or choose not to share their personal information. This does not imply that the student will not participate in the meal program. If the Household has checked the NO, we DO NOT want to apply for meal benefits box, then the students name must be listed in Step 1. 31Processing A Do Not Want To Apply Application, cont.Step 3 Signature of parent or legal guardian All applications must be returned home if missing a parent or guardian signature

Do not process the applicationBatch and send to Central Office

TELL: Continuing on, in Step 3 of the application, a signature of the parent or legal guardian is required. All applications must be returned home if missing a parent or guardian signature. Do not process the application, Batch and send to Central Office.

321. Click on the 3 sections that must be completed on a Do not want to apply Meal Application.2. A blue box will appear if a correct selection has been made.3. Click here when all 3 correct boxes are selected.

Required to fill outRequired to fill outRequired to fill out

TELL: Now lets test our knowledge. Using your mouse, click on the three sections that must be completed by the household for a Do not want to apply for meal benefits application. A correct selection will result with a blue box message stating Required to fill out. An incorrect selection will result in an incorrect message prompt. Click anywhere on the screen to return back to the activity. Continue to click on the activity until you have three blue boxes on the application. After you have made all three correct selections, click inside the green box listed in step 3 of the activity.

33Processing A Quick Qualifier QQ ApplicationQuick Qualifier (QQ) is a term used by LAUSD Food Services to indicate that the eligibility of free was determined by using a valid case number.

Step 1Student(s) name listed A valid 7-15 alpha-numeric case number One case number qualifies all children on the meal applicationStep 3 Signature of parent or legal guardian

TELL: A Quick Qualifier is a student who submits an application with a valid case number. We need to ensure that when we are processing a Quick Qualifier application that we check for the correct color and year on the application. Also, we need to verify that the student(s) name is listed in Step 1 and that a valid alpha-numeric case number with 7-15 digits is provided. The signature of a parent or legal guardian must be provided in Step 3. All applications MUST be returned home if they are missing the parent or guardian signature. REMEMBER - one case number qualifies all students listed on the application.

36Processing A Quick Qualifier QQ Application, cont.Process As a household of 1, regardless of the amount of students listed.Complete For Office Use Only box

Code the Meal Program RosterThese students will be coded 1 on the Meal Program Roster

06021501 QQRD060515

TELL: As we continue to process the Quick Qualifier application, we need to ensure that we process the application as a household of 1, regardless of the amount of students listed. Then, complete For Office Use Only box and code the Meal Program Roster. These students will be coded with a number 1, indicating an eligibility of Free, on the Meal Program Roster.

37

1 1 1 1 03 J e r r y G a r c i a R OC1 9 672 0 1Grace DiazGrace DiazQQ Application ExampleRequiredRequiredRequired

TELL: Here is an example of a completed Quick Qualifier Meal Application showing a student with a valid case number and parent/guardians signature.381. Click on the 3 sections that must be completed on a Quick Qualifier Meal Application.2. A blue box will appear if a correct selection has been made.3. Click here when all 3 correct boxes are selected.

Required to fill outRequired to fill outRequired to fill out

TELL: Now lets test our knowledge. Using your mouse, click on the three sections that must be completed by the household for Quick Qualifier meal applications. A correct selection will result with a blue box message stating Required to fill out. An incorrect selection will result in an incorrect message prompt. Click anywhere on the screen to return back to the activity. Continue to click on the activity until you have three blue boxes on the application. After you have made all three correct selections, click inside the green box listed in step 3 of the activity.

39Processing A Foster Child ApplicationA Foster Child is a child that is considered a ward of the state and is placed in foster care.

Step 1Student(s) name listed The box for Foster Child is marked If the other children are listed on the meal application with income included; Do not process the application; send to the Central Office Step 3 Signature of legal guardian

TELL: We will now talk about how to process a Foster Child Application. A child that is a ward of the state and is placed in foster care is considered to be a foster child. In Step 1, the Student(s) name must be listed and the box for Foster Child marked. If there are other children listed on the meal application with income included; Do not process the application , send it to Central Office. Also, a signature of legal guardian must be provided in Step 3.

42Processing A Foster Child Application, cont.Process As a household of 1, regardless of the amount of students listed.Complete For Office Use Only box

Code the Meal Program RosterThese students will be coded 1 on the Meal Program Roster

06021501 QQRD060515

TELL: When processing a Foster Child Application, process the application as a household of 1 regardless of the amount of students listed. Next, complete the For Office Use Only box. Then, code the Meal Program Roster. These students will be coded with a number 1, indicating an eligibility of Free, on the Meal Program Roster.

43

x 1 2 2 3 09 T o m BlankPeppermint Patty Peppermint Patty 1 0 2 3 08 John Smithxxxx 07 1 3 10 Lucy Cake 04 2 0 04 Maria Johnson 02 21 07 Billy FundFoster Child Application ExampleRequiredRequiredRequired

TELL: This is an example of a completed foster child 2015-2016 Meal application. All required information has been included. The students name, the foster child box is checked in Step 1 and there is a signature in Step 3. This application is complete and ready to process.441. Click on the 3 sections that must be completed on a Foster Meal Application.2. A blue box will appear if a correct selection has been made. 3. Click here when all 3 correct boxes are selected.

Required to fill outRequired to fill outRequired to fill out

TELL: Now lets test our knowledge. Using your mouse, click on the three sections that must be completed by the household for Foster Child meal applications. A correct selection will result with a blue box message stating Required to fill out. An incorrect selection will result in an incorrect message prompt. Click anywhere on the screen to return back to the activity. Continue to click on the activity until you have three blue boxes on the application. After you have made all three correct selections, click inside the green box listed in step 3 of the activity.

45Processing An Income ApplicationAn income based application is an application reporting income for members of the household which will be used to determine the eligibility.

TELL: Now we are going to talk about how to process an income application. An income based application is an application reporting income for members of the household, which will be used to determine the students meal eligibility. 48Processing An Income Application, cont.Step 1List all student names If the student(s) have no reportable income- Enter 0 in the student income boxIf the student(s) have reportable income - Enter the total in the student income box- Enter the frequency (Weekly, Bi-Weekly, 2x Month, Monthly)

TELL: When processing an income application make sure that all students names and incomes are listed in Step 1. If the student(s) have no reportable income, enter 0 in the student income box. If the student(s) have reportable income, enter the total in the student income box and indicate the frequency (Weekly, Bi-Weekly, 2x Month, Monthly).

49Processing An Income Application, cont.Step 2 List all other household members

If the household members have no reportable incomeEnter 0 in the income box

If the household members have reportable income Enter the income amount in the income source box

Enter the frequency

TELL: Well now be continuing on to Step 2 of the application. All other household members should be listed here. If the household members have no reportable income, enter 0 in the income box. If the household members have reportable income, enter the income amount in the income source box and indicate if the frequency is Weekly, Bi-Weekly, 2x Month, or Monthly. 50Processing An Income Application, cont.Step 2 continued

Indicate the total household members (children and adults) in the box

The person signing the application must be includedThe person signing the application must:Provide the last four digits of their Social Security Number Or check the box I DO NOT have a Social Security Number

TELL: Continuing on with Step 2, indicate the total household members (children and adults) in the box provided. The person signing the application must be included. Also, the person signing the application must provide the last four digits of their Social Security Number or check the box stating I DO NOT have a Social Security Number.

51Processing An Income Application, cont.Step 3

Signature (printed or cursive) of parent or legal guardian The address and phone numbers are not required

TELL: In Step 3 of an income application, a signature (printed or cursive) of parent or legal guardian must be included. The address and phone numbers are not required.

52Processing A Income Application, cont.Process Process based on the amount of income and household members listed on the applicationComplete For Office Use Only box

Code the Meal Program Roster Based on the eligibility determined

060215 RD060515Enter Household SizeBubble in eligibility based on IEGEnter annualized income

TELL: When processing an income application, process the application based on the amount of income and household members listed on the application and complete For Office Use Only box. Enter the household size, bubble in the eligibility based on the IEG scale and enter the annualized income. Then, code the Meal Program Roster based on the eligibility determined.

53Processing An Income Application, cont.Income totals are annualized using the criteria below:Monthly x 12Bi-weekly x 26Twice a month x 24 Weekly x 52

Add all income togetherRound up to the next whole dollar of .50 or moreThe dollar amount remains the same if .49 or less

Use the current IEG to determine eligibility

TELL: When processing an income application we need to figure out the households annual income. Here are the steps to help you do that. First, to annualize the income it is multiplied by the conversion shown on the slide: Monthly x 12, Bi-weekly x 26, twice a month x 24 and weekly x 52. Once annualized, the incomes will be added together. After adding any incomes together, if the cents amount is more than $.50 round up to the nearest dollar. If it is less than $.49, the dollar amount will remain the same. Use the current IEG scale to determine eligibility.

54Income Eligibility Guidelines 2015-2016

TELL: This is an example of the Income Eligibility Guideline scale for the 2015-2016 school year. Remember to annualize all income(s) regardless of frequencies.

55

0 5 1 6 0 7 T h e o d o r e C l e a v e r 0 3 1 3 9 7 W a l l y C l e a v e r Ward Cleaver 1,012.85 every 2 weeks June Cleaver 112.35 weeklySally Cleaver 0 - No IncomeWard Cleaver Ward Cleaver51234Income Application ExampleRequiredRequiredRequiredRequiredRequiredRequiredRequired

TELL: This is an example of a complete Income Meal Application. Note that all required sections have been filled out completely. This application would be considered complete and ready to process. 56Household size of 5Wards income every 2 weeks is $1,012.85 $1,012.85 x 26 = $26,334.10Junes weekly income is $112.35$112.35 x 52 = $5,842.20Total combined annual income: $32,176.30Rounded out to $32,176

Based on the IEG the students eligibility is FreeHousehold SizeAnnualMonthlyTwice Per MonthEvery Two WeeksWeekly1$15,301$1,276$638$589$2952$20709$1,726$863$797$3993$26,117$2,177$1,089$1,005$5034$31,525$2,628$1,314$1,213$6075$36,933$3,078$1,539$1,421$7116$42,341$3,529$1,765$1,629$8157$47,749$3,980$1,990$1,837$9198$53,157$4,430$2,215$2,045$1,023For each additional family member, add:+$5,408+$451+$226+$208+$104

TELL: Here is an example of how you would you process an income application.TELL: Wards income every 2 weeks is $1,012.85, so we would multiply his income by 26. Which would equal $26,334.10. Junes weekly income is $112.35, and would be multiplied by 52. Which would equal $5,842.20. Then add the 2 incomes together, for a total annual household income of $32,176, after rounding down. Now compare their income and household size to the IEG Scale. With the income amount of $32,176 and a household of 5, the students eligibility would be Free.

571. Click on the 6 sections that must be completed on an Income Based Meal Application.2. A blue box will appear if a correct selection has been made. 3. Click here when all 6 correct boxes are selected.

Required to fill outRequired to fill outRequired to fill outRequired to fill outRequired to fill outRequired to fill out

TELL: Once again lets test our knowledge. Using your mouse, click on the six sections that must be completed by the household for Income Based meal applications. A correct selection will result with a blue box message stating Required to fill out. An incorrect selection will result in an incorrect message prompt. Click anywhere on the screen to return back to the activity. Continue to click on the activity until you have six blue boxes on the application. After you have made all six correct selections, click inside the green box listed in step 3 of the activity. 58Incomplete Meal ApplicationsIf any required information is missing, the application is considered incomplete and cannot be processed.

Missing required information with the exception of the parent or guardian signature may be obtained by telephoneAdd the provided missing information to the application

Using black ink, add the date, who you spoke with and your initials in the area outside of the scanning area

When information cannot be obtained, send a Notice of Incomplete (NOI) letter which states what information is needed

TELL: When processing an application, if any required information is missing, the application is considered incomplete and cannot be processed. Missing required information with the exception of the parent or guardian signature may be obtained by telephone. Any missing information provided over the phone can be filled in on the application. Using black ink, make sure to document who you spoke with, the date and your initials, outside of the scanning area. When information cannot be obtained, send a Notice of Incomplete (NOI) letter which states what information is needed. 61Application Batching GuidelinesMail batches of 1-50 meal applications to the Central Office daily

Batch packing slips and logs, are automatically shipped to schools in July Call 213.241.3185 to order additional forms

Application Packing Slip are color coded Pink (main site) Green (off site)

Complete batch control log for every batch Remain at the site in the Daily Workbook

TELL: Now lets discuss how to batch meal applications once they have been collected and/or processed. The batch packing slips and logs will be automatically shipped to schools in July. In the event you need additional forms call 213.241.3185. The batch packing slips are color coded. Pink is for the main site and the green is for off sites. Before batching applications to Central Office, you should double check the applications for completion or verify that they were processed. Next you are going to batch the application into groups, with a maximum of 50 in each group (NOTE: do not wait until you have 50). Complete packing slips and batch control logs. Mail all application packets with packing slips to Central Office daily through school mail. The batch control log remains at your site in the daily workbook for reference, you do not mail a copy to Central Office.62

Batch Control Log Example8/14/158/18/1523456178/13/1550434050185022Off sites322

TELL: Here is an example of the Meal Application Batch Control Log. After the batched envelopes have been completed, each envelope needs to be listed on the batch control log. The date it was mailed and the total batches mailed on the date. Lets take a look at the slide. On 8/13/15 a total of 3 batches were mailed. Each batch is numbered in numerical order 1,2,3 etc. You will need the number of applications in each batch, 50 is the maximum number of applications that can be batched in one envelope. You must batch and send in the applications each day regardless of the number received, even if there is only one application.

63Any Questions?Thank you

TELL: Thank you for attending the Meal Application Training. Now I will answer any questions.64