It has come to our attention at OSPI that there have been a number of incorrect denials of Pandemic EBT (P-EBT) benefits across the state.
We have investigated this issue and are working closely with DSHS to resolve the issue.
What to do if a family reports P-EBT denial:
If families call your district reporting they were denied P-EBT benefits, but you can see that their child was eligible for free or reduced-price school meals sometime between March and June and was enrolled in a school where students receive meals through the NSLP, please follow the following procedure:
- Create a log with the following student information:
- Student first and last name
- Student school and school district
- Student birth date
- Month the student became eligible for free/reduced-price meals (if before March 2020, indicate “March”)
- Household contact name and phone number (if the family wants to be contacted when the issue is resolved)
- Language in which the household prefers to receive communication if not English (if contact info provided)
- Upload this log to your documents tab in WINS.
- Email child.nutrition@k12.wa.us when you complete the steps above. You can update your log uploaded in WINS as often as you feel is necessary - you must email us each time it has been updated and highlight any names you have added since the last upload to WINS.
As We Move Forward
OSPI will be sharing updates to this student list with DSHS every other day. Incorrectly denied applications will be reopened and approved by DSHS and families will receive benefits within two weeks. Families will not receive an approval letter, but if household contact information was provided, DSHS staff will call families to notify them of their application approval.
Some DSHS staff have requested families request a letter of eligibility from their school district to receive benefits. Families do not need to provide DSHS a letter of eligibility.
From this point on, DSHS will re-evaluate denied applications and ongoing denied applications where families have challenged the decision to deny their application with DSHS. OSPI will assist with reconciling incorrectly denied applications directly. Our hope is that this will reduce the burden on school districts and families through the P-EBT application process.
We sincerely apologize for the distress this has caused our school districts and families. Please let us know if you have any questions or concerns by emailing child.nutrition@k12.wa.us.
Starting in school year 2020-2021, Child Nutrition Services will discontinue the Direct Verification (DV) list.
The verification process requires that all households in the verification sample receive a notice to respond to verification. Direct Verification has been an option during the annual verification process and discontinuation of DV may cause an increase in the time it takes to conduct the verification process.
Start Verification Earlier - Reduce the Workload
We encourage sponsors to familiarize themselves with the process of “rolling verification” – a process that starts earlier and decreases the number of applications and documents to review and process at one time.
Verification must be completed by November 15.
We will update materials and make this topic part of our Annual Training.
Have Questions? Please contact your program specialist.
The Direct Certification system is open for school year 2020-21.
Students on the district list, confirmed near matches, and students found using the Student Search function are eligible for free and reduced-price meals beginning school year 2020-21.
Direct Certification is the process of matching Department of Social and Health Services (DSHS) information with student enrollment in the Comprehensive Education Data and Research System (CEDARS). This helps Local Education Agencies (LEAs) identify students eligible for free and reduced-price meals. Students that are directly certified are not required to submit a meal application to their district.
Direct Certification is required by the U.S. Department of Agriculture (USDA) and must be conducted monthly under Washington state law. RCW 28A.235.280(3)
Students are directly certified for free or reduced-price meals because of participation in the following programs:
- Basic Food
- Temporary Assistance for Needy Families (TANF)
- Foster Children
- Medicaid Programs (Only some Medicaid programs)
- Migrant Students
The direct certification list is in OSPI’s Education Data System (EDS). Locate the User Manual and other resources on the CNS webpages.
Potentially Enrolled and Definitely Enrolled Students
At the beginning of each year, each school district will not have students identified as definitely enrolled and the definitely enrolled list will be blank. Once the district data manager for EDS uploads CEDARS enrollment, usually around October 1, the definitely enrolled list will show.
In the meantime, local education agencies will use the potentially enrolled list to identify directly certified students. Potentially enrolled means the student may be enrolled in the school district for the 20-21 school year but until district enrollment is submitted in CEDARS, it cannot be confirmed. Potentially enrolled students are directly certified for free and reduced-price meals.
For more details, please review the Direct Certification User Manual.
Exact Match, Near Match, and Unmatched Lists
Directly Certified students will appear in three ways in the system. OSPI uses a matching software system and establishes parameters for exact and near matches. All students that do not fit into the parameters are considered unmatched and are available in the student search function.
Exact Match The student meets matching parameters as an exact match and student is shown on the direct certification list.
Near Match The student is not an exact match, but enough information potentially matches a student in the district. LEAs must use district information to “confirm” the DSHS information matches enrollment information. The parameters for near matches are set to allow for only some students to show up on this list.
LEAs should access the near match list and resolve all near matches before accessing the exact matches list. Resolved near matches become exact matches.
Unmatched List The unmatched list contains all students that cannot be matched with the software. Use the Student Search to find students in the Direct Certification system.
CNS encourages LEAs to use the Student Search often as a way to ensure all eligible children receive meal benefits.
Contact Information
For EDS access, passwords, and to have Direct Certification added to your application list within the EDS system – public school districts should contact their district data security manager. Private schools should email Wendy Barkley.
For Direct Certification system questions – Contact OSPI Customer Support at Customer.Support@k12.wa.us
For eligibility and program questions – Contact your program specialist.
For questions regarding your meal counting system – Contact your software vendor.
Due to Vendor Limitations, please plan for possible order shortages of the products below. Please continue to check surplus for alternative options.
USDA Foods
Dry:
100212 – Mixed Fruit - Possible shorts Western Washington / Next Availability September Delivery
100220 – Peaches, Diced - Possible shorts Western Washington / Next Availability September Delivery
100313 – Corn - Possible shorts Western Washington / Next Availability September Delivery
100225 – Pears, Diced – Possible shorts East and West Washington/ Next Availability September Delivery
100224 – Pears, Sliced - Possible shorts East and West Washington / Next Availability September Delivery
110361 - Applesauce Cups - Possible shorts Eastern Washington / Next Availability November Delivery
Frozen:
100134- Beef, crumbles – Possible short East and West Washington/ Next Availability September Delivery
110711 - Beef Patties – Possible shorts East and West Washington / Next Availability September Delivery
100119 - Turkey Taco Filling - Possible shorts East and West Washington / Next Availability September Delivery
100195 - Tuna Chuck Lite - Possible shorts Western Washington / Next Availability September Delivery
110763 - Peas Green - Possible shorts Western Washington / Next Availability September Delivery
100241 - Peach cups - Possible shorts Western Washington / Next Availability September Delivery
W-Codes
All products possible shorts / Next Availability September Delivery
Have Questions? Please email the Food Distribution Office.
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FFVP award notifications are currently delayed. Normally, the USDA notifies OSPI of how much funding Washington gets for FFVP by the end of May. Unfortunately, notice of state allocation amounts has been delayed due to the ongoing public health emergency.
Once OSPI is granted FFVP funding, we will be able to make awards to eligible sites. Thank you for your patience.
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Two weeks ago, we announced that we are transitioning our weekly meetings to focus on school districts and reopening for the 2020-21 School Year.
You must register for this new webinar series!
Register Here Date: Wednesdays through the months of July and August Time: 2 - 3 pm PT
We will continue to record these webinars and email all registrants with a follow up each week.
Fill out the SY19-20 Carryover form by August 12!
Sponsors who use diversions can request carryover of this year's processor pounds using the CNS FDP Carryover Form. Sponsors will have the entire 2020-21 school year to utilize carryover pounds.
Note: Carryover is not automatic, requests must be submitted if you would like to roll forward your pounds
Questions? Please email Sarah Davis.
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The USDA has released several waivers that extend through the summer, as well as some extending through June 2021.
Please visit the OSPI Nutrition & Meals Guidance webpage, under the Important Updates header, to review any of these waivers.
August orders open Wednesday, July 1, and will close Wednesday, July 15, at 4pm.
These items will be delivered August 3 - 21, 2020. Please view the for additional information.
Ordering
- To place an order - log-in to CNP Web.
- Your Food Distribution Application must be completed (including certified and submitted) before you can place an order.
- Ordering Instructions
- Reminder:
The Ordering and Receiving webpage has multiple resources to assist you in placing your ordering including; instructions, order and distribution schedule.
Questions? Please email the Food Distribution Office or call 360-725-6204.
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The next school year brings many unknowns. New equipment, protective gear and other items will be needed to continue efficient meal services, whether served in the classroom, grab 'n' go style or delivered to student's homes.
To ease this financial burden the School Nutrition Foundation created the Help Feed School Kids Now grant program.
Applications will be reviewed on a rolling basis.
Complete your application on the Help Feed School Kids Now COVID-19 Grant page.
The National CACFP Sponsors Association is hosting a Virtual Summit in August!
Registration is $149 and includes access to 20 training sessions.
Register Here
Some sessions included in your registration:
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Facilitating Compliance in Your At-Risk Afterschool Program
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Schools as Afterschool Meals Sponsors, Sites, and Vendors
- Summer Meals: Leveraging Mobile Solutions in Rural Communities
- Food Allergies & Special Diets
- CACFP and Head Start Food Service Regulations
Discover more sessions and speaker information in the Virtual Summit Flyer.
The Washington Dairy Council has created a handout for you to share out with families. Feel free to share this out with the families you serve!
The Magic of Milk Handout
July 15
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New Weekly Call Series: Reopening Schools for SY 2020-21 - Register Here
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August 4
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NSLP and FDP Annual Training Live Webinar - 1pm | Register Here
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August 31
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Community Eligibility Provision (CEP) Applications Due in WINS
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