Understanding USDA’S Special Milk Program

for SchoolsLizzie Severson, RDN, CD

Child Nutrition Program Consultant2013

Wisconsin Department of Public InstructionSchool Nutrition Programs

The Special Milk Program or SMP….

Started in 1955 with the purpose of providing milk to children in schools, child care institutions, and summer camps that do not participate in other Federal child nutrition programs. The program reimburses sponsors for the milk they serve.

Eligibility Requirements for Schools

Must be a recognized school

Must operate as a non profit program with

tax exempt status – 501(c)(3)

Participating students cannot have access to school breakfast or lunch programs

In other words….

Schools who participate in the school meals programs may claim half-day students under the SMP only if those students do not have access to other school meals

Schools who do not participate in other school meals programs may claim all milk consumed by children under the SMP

Other requirements

Participating schools must comply with Civil Rights laws

Participating schools must have an adequate Point of Service (POS) counting system

Participating schools must develop and adopt a school Wellness Policy

Participating schools must secure milk supplies through open and free competition

Civil Rights

May not restrict enrollment on the basis of race, color, national origin, sex, age, or disability

“And Justice For All” Posters

Point of Service (POS)

Milks must be counted and documented at the time the child receives it

Must provide protection from overt identification

May include more than one milk per childMay not include adult milks or milks used

for cooking, class projects etc.

Wellness Policy

Required under USDA’s Reauthorization of the child nutrition programs 2004

Developed by a wellness committeeNeeds to address the total school

environmentIntended to be a working document with

changes and revisions adopted as needed

SMP options

Pricing plan

Pricing plan with free milk option

Non-pricing Plan

Pricing Plan

Milk is sold to all children with the reimbursement utilized to keep the cost to students low

½ pint price should reflect difference between federal reimbursements and cost to operate the program

For example

The reimbursement rate for the 2012-2013 school year is .19 per half pint. If the dairy cost for your school is .25 cents per ½ pint and administrative/supply costs to operate the SMP are .05 cents per half pint, the cost to children for milk should be approximately .11 cents per ½ pint of milk

Dairy Cost .25 (per ½ pint)Admin/supply + .05

Program cost .30 Less reimbursement - .19 Student cost for milk .11

Pricing Plan with the Free Milk Option

Schools may opt to provide milk at no charge to students who qualify for free milk benefits

Schools are reimbursed at the normal reimbursement rate for children who pay and at the net dairy cost for children who qualify for free milk benefits

Free Milk Option Requirements

Public release statement

Applications for free milk

Protection from overt identification

http://fns.dpi.wi.gov/fns_specmlk1

Public Release

Submitted each yearCommunity publicationAre not required to pay to have it published

Grassroots distributionCommunity sitesLibraries, food pantries, WIC offices

Applications for Free Milk

Must be completed by parent and determined by school official

Based on income, food share or W-2 cash benefits Update: Applications no longer require that the parent

includes their full Social Security Number, only the last 4 digits or the word “None”

All Materials may be downloaded at: http://fns.dpi.wi.gov/fns_specmlk1

Protection from overt identification

Must provide a payment option that does not overtly identify students who are receiving free milk

Must provide daily accountability of milk consumption utilizing a method that does not overtly identify students receiving free milk

Non-Pricing Plan

Children are not charged for milk (The cost may be covered through tuition or boarding fees)

Reimbursement is based on current year’s federal reimbursement rate

Special Milk Contract

Updated each year on the DPI website:

http://fns.dpi.wi.gov/fns_online SMP Contract Manual:

http://fns.dpi.wi.gov/files/fns/pdf/smp_con_man_13.pdf

Includes accountability procedures and pricing option as well as dates of operation

Schools that also participate in NSLP must indicate on their school lunch contract which schools participate in SMP

Recordkeeping Requirements

Daily participation recordsFinancial accountabilityMonthly ClaimsPurchasingCivil Rights – DisabilitiesTemperature LogsSanitation

Must retain all required documents for 3 years plus the current school year

Daily Participation Records

Teacher checklist/student rosterPrototype available online at:

http://fns.dpi.wi.gov/files/fns/doc/smp_prtrc.doc Must provide accurate and acceptable Point of

Service (POS) count

May not be based on dairy invoices, paid milk receipts, or attendance lists

Financial Accountability

All funds must be used to support SMP

Fund balance cannot exceed 3 months operating costs

Funds must be shown as separate line or ledger item in bookkeeping system

Excess funds may not be transferred to general fund

Monthly Claims

Submitted online at:

http://fns.dpi.wi.gov/fns_online#smp

Must be submitted within 60 calendar days of claim month

Must be submitted from accurate and acceptable POS system

Purchasing requirements

Must practice free and open competition “Three Bids and a Buy”

Price quotes and bids must be documented

Contracts exceeding $150,000 require formal bid

More Information: http://fns.dpi.wi.gov/fns_procurement

Civil Rights: Children with Disabilities

If a child has a documented disability as determined by a licensed physician schools must provide a substitute beverage as prescribed by the physician without additional cost to the student

If a child has a milk intolerance schools may provide lactose free milk or a milk substitute. If the school chooses to provide a milk substitute the school must submit the nutritional information to the DPI School Nutrition Team office before serving the substitute to ensure that it is nutritionally equivalent to cow’s milk

Physician’s Form and more info on Special Dietary Needs: http://fns.dpi.wi.gov/fns_market1

Temperature Logs

Must keep a daily temperature log for any refrigerator or cooler that is used for the Special Milk Program

Must keep on file for 6 monthsRecord dates when cooler/refrigerator

was cleaned on same logPrototype Log:

http://fns.dpi.wi.gov/files/fns/doc/mlkclr_ru.doc

Sanitation

SMP only schools must provide milk storage facilities to ensure that milk is kept in a sanitary and temperature safe environment

Schools who also participate in NSLP are required to have at least 2 sanitation inspections each year. The results of the inspections must be posted in a public area.

Other things schools need to know about the SMP…

Schools are subject to an on site review of the SMP every 3 years

All SMP materials including the online application, are available on the DPI website:

http://fns.dpi.wi.gov/fns_specmlk1

“And Justice for All” posters are available by contacting the DPI School Nutrition Team

If you have more questions….

You can contact:

Lizzie Severson, RDN, CD608-267-9233 elizabeth.severson@dpi.wi.gov

Allison Pfaff, RDN, CD608-267-1066allison.pfaff@dpi.wi.gov

Thank you!

The U.S Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department.  (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov.   Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish).   For any other information dealing with Supplemental Nutrition Assistance Program (SNAP) issues, persons should either contact the USDA SNAP Hotline Number at (800) 221-5689, which is also in Spanish or call the State Information/Hotline Numbers (click the link for a listing of hotline numbers by State); found online at http://www.fns.usda.gov/snap/contact_info/hotlines.htm. USDA is an equal opportunity provider and employer.