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As you work towards reopening for School Year (SY) 21–22, we've heard some concerns about challenges in purchasing and receiving food through normal channels.
Join us for a Webinar!
Join OSPI Child Nutrition Services as we discuss menu planning, flexibilities allowed by the U.S. Department of Agriculture (USDA), what to consider when ordering inventory, and additional resources.
Register for the Contingency Meal Planning Webinar
Date: Wednesday, September 8, 2021
Time: 1:30 – 2:30 pm PT
Resources
The U.S. Department of Agriculture (USDA) recently posted a recorded training regarding procurement in the upcoming year.
View the Procurement Strategies for School Year 2021-2022 for LEAs recorded webinar.
Highlights
Documentation to support a supply chain disruption includes:
- Explanation of why the emergency procurement is necessary (Proof of distributor or processor cancellation of contract, unable to obtain foods in quantities needed).
- Proof of distributor or processor inability to provide appropriate food to meet meal pattern requirements.
- A brief description of the goods or services, including the estimated amount (quantity/dollar value) of the procurement.
Purchasing Considerations
- Consider purchasing from Washington state’s procured vendors for shared and common goods and services, such as the Department of Enterprise Services (DES) contracts.
- Use noncompetitive procurement using a 3rd party, such as the state’s procured vendors, means the price from these sources may be the best price and source available during the emergency period.
- Sponsors can always utilize the noncompetitive procurement method – no waiver is needed.
- The authority is found in federal procurement regulation 2 CFR 200.320(c)(3).
- This regulation allows sponsors to use the emergency noncompetitive procurement method to negotiate a new one-year contract for the 21–22 school year.
- Use this exception to competition for supply-chain or labor shortages, during the declared public emergency.
- Maintain all documentation of communication, steps of attempted proper procurement and decisions.
Questions? Please email the CNS Procurement Inbox.
The SY 21-22 Adult Meal Pricing Tool is now available! Adult meal prices must be set at a price sufficient to cover the overall cost of the meal, including the value of the USDA Foods used in the production of the adult meals. Federal funds, student payments, and other nonprofit food service revenues cannot be used to support the cost of the adult meals.
Please review the Adult Meal Pricing Reference Sheet for additional information
Adult Meal Pricing Formulas
- NSLP & SBP: Paid Meal Price + Value of USDA Foods + Performance-Based Reimbursement + NSLP/SBP Paid Reimbursement Rate
- CEP & Provision II: NSLP/SBP Free Reimbursement Rate + Value of USDA Foods + Performance-Based Reimbursement
- SSO: SFSP Self-Prep/Rural Reimbursement Rate + Value of USDA Foods
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Reimbursement rates are posted to the Claims, Fiscal Information, and Resources webpage.
Questions? Contact your School Meals Program Specialist.
Child Nutrition Services (CNS) invited the Institute of Child Nutrition (ICN) to conduct several FREE trainings over the coming year. These sessions can be attended by any food services staff, and we're offering STARS credit for those who participate in the live session!
These trainings are not recorded and participants must attend the session to receive credit for participation.
Trainings
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Basic Culinary Math- This training will provide participants with the opportunity to review and practice basic culinary math skills, including the basic math principles of addition, subtraction, multiplication, and division. The remainder of the training will focus on other key skills such as measuring and converting measurements, scaling recipes, and calculating food costs.
Register for the Basic Culinary Math Training
Date: Thursday, September 9
Time: 12–4 pm PT
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Food Allergies- This is an in-depth training on managing food allergies in school nutrition programs. Food allergy management personnel who take this course will create an outline of a food allergy management plan or have an opportunity to strengthen their existing plan. This course includes information about food allergies, food intolerance, reading food labels, avoiding cross contact, accommodating students with food allergies, laws regarding food allergies, and educating the school community about food allergies.
Register for the Food Allergies Training
Date: Thursday, September 16
Time: 12–4 pm PT
Registration Information
Participants register for the training using the pdEnroller platform.
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Each participant must have their own pdEnroller account to sign up for the training if you do not have one currently. You may use this link to create an account, if needed.
- Keep your confirmation email!
- This email is your portal to the training session and additional handouts for the training.
- Pro Tip: You can add events to your calendar via the event page, this way your Zoom access link is available from your calendar.
- Can't Attend?
- Log into your account.
- Select your name in the upper right hand corner.
- Click on 'My Events'.
- Upcoming events appear at the top of your screen, you should see the class and a 'Cancel Registration' button.
- You can cancel your registration at any time using pdEnroller.
- Waitlist Participants:
- PdEnroller notifies CNS of the number of interested participants and automatically creates a waitlist when the session is filled.
- If someone cancels their attendance, pdEnroller automatically notifies the next person on the waitlist and gives them an opportunity to register - keep an eye out in your emails.
IMPORTANT:
- The ICN requires a minimum of 15 registrants per session to conduct the training. If there are not a minimum of 15 registrants, the training will be canceled.
- There is a limit of 25 participants for each session.
Have Questions? Please email Samantha Brueske, Training and Communications Specialist.
Earlier this year, we announced Free and Reduced-Price Meal Application state materials will be translated into additional languages. We’re happy to share that these documents are now available on the Meal Application and Verification webpage!
Additional Languages
Translations into additional languages will occur over the next couple years due to the number of documents that need to be translated, be on the lookout for future CNS Updates! Materials are now available in the following languages: Chinese – Mandarin, Marshallese, Russian, Somali, and Vietnamese.
Consent to Share Eligibility
Disclosure of eligibility information to other programs not outlined in the National School Lunch Act requires parental consent. These programs include local programs and activities, such as fees for band, athletics, field trips, or Associated Student Body (ASB).
Parental consent must be obtained annually and prior to disclosure – households must also be able to limit consent to only those programs with which they wish to share information. If a child is directly certified, the local education agency (LEA) must have a system in place to obtain consent from these households before sharing their information.
Please review B097-20: Disclosure of Free & Reduced-Price Eligibility Information for more details.
Questions? Please contact your School Meals Program Specialist.
The Community Eligibility Provision (CEP) application is corrected in WINS!
Sponsors who wish to administer the CEP must complete their program application in the Washington Integrated Nutrition System (WINS) by August 31, 2021.
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Unfamiliar with CEP? You can explore our CEP webpage and read our CEP Reference Sheet.
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Unsure if your schools are eligible for CEP? You can look at the 2020-21 CEP-Eligible LEA & School Report to get an idea if your schools will be eligible.
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SY21–22 Deadlines USDA released COVID–19: Child Nutrition Response #82, which allows flexibility for the date for calculating the Identified Student Percentage (ISP), and an extension for the deadline to apply for CEP .
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Data used to calculate ISP- Use dates any time between July 1, 2020, and June 30, 2021.
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Application deadline- August 31, 2021.
Questions? Please contact your School Meals Program Specialist.
The U.S. Department of Agriculture (USDA) recently released SP19-2021: Fresh Fruit and Vegetable Program Operations for SY 2021-2022 during COVID-19. It outlines program flexibilities that may be used when operating FFVP during the ongoing public health emergency. These flexibilities are reviewed in the annual training webinar.
Annual Training—Required for New and Returning Sponsors
Training is required for both new and returning sponsors who participate in the FFVP. This year training is hosted as a recorded webinar. At least one person from your district should plan to attend the one-hour training. Training should be completed before program operations begin so key information can be disseminated to staff involved with FFVP operations.
How to Access Training
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Create a Moodle account if you do not have one already.
- Go to the FFVP Annual Training Moodle and select ‘Self Enroll’ at the bottom of the page.
- Select the "SY 21–22 FFVP Annual Training" tile.
- Watch the recorded training and utilize the slide printouts as needed by selecting the links.
- Document your training attendance. You may download and print a training certificate.
This webinar will go over program requirements, operational ideas, as well as program flexibilities that are allowed during the current public health crisis.
Have Questions? Please email Rachel Floyd, Special Programs Specialist.
The School Meal Programs’ renewal application for SY 21–22 is officially open in WINS.
Applications for the National School Lunch Program (NSLP), School Breakfast Program (SBP), and Seamless Summer Option (SSO) are due by August 30 for Residential Child Care Institutions (RCCI) and September 30 for Local Education Agencies (LEA).
Please follow the instructions provided in the bulletins to ensure the renewal process is complete. A Renewal Information Guide is also available to assist you in this process.
For links to bulletins and their attachments, please review the 8/23 Renewal Article.
General Reminders
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SY 21–22 Meal Distribution Plans (MDP)
The SY 21–22 Meal Distribution Plan must be submitted, in addition to the WINS application. Within the survey, you may apply for specific waivers. Waivers may be implemented “only for the extent and duration needed" and approval will be on a case-by-case basis. Sponsors should wait to submit their MDP until operational plans have been determined.
- The MDP and WINS application should align. If operation is unclear and the MDP does not align with WINS, applications will be returned and a new MDP may be required.
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Meal Service Schedules
A separate meal service schedule should be created in the WINS site calendar to capture "grab and go" meal distribution times at open and closed enrolled sites. The schedule’s end date should reflect the date of waiver expiration (December 31, 2021 or sooner depending on waiver request).
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August Operating Dates
Please contact your Program Specialist for instructions on how to add August to your site calendar.
Resources
Questions? Contact your Program Specialist.
The Direct Certification system is open for SY 21–22.
Students on the district list, confirmed near matches, and students found using the Student Search function are free and reduced-price meal eligible beginning SY 21–22.
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 Care
- 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 SY 21–22 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.
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Exact Match The student meets matching parameters as an exact match and student is shown on the direct certification list.
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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.
- The matching software for direct certification list has changed including the parameters for matching. As a result, we have noticed fewer near matches on district lists.
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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
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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 Liz Beechler, School Meals Program Supervisor.
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For Direct Certification system questions –Email OSPI Customer Support
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For eligibility and program questions – Contact your School Meals Program Specialist.
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For questions regarding your meal counting system – Contact your software vendor.
Due to the dynamic environment of the pandemic, the USDA is allowing states to order additional USDA Direct items in spring 2022.
Please take this opportunity to provide feedback on which items you be interested in ordering by completing this survey by September 10, 2021.
These products would not replace any pre-order survey items. Please let us know what products you would like Washington state to offer in surplus this spring.
These items will be offered in surplus only for orders delivered January through May 2022.
Questions? Please email Marlon Hopkins, FDP Supervisor.
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In our efforts to support sponsors in this challenging time, OSPI CNS will credit your cost of delivering USDA Foods from our state warehouse to your delivery site for the full 2021–22 School Year. The credit will be applied to your invoice charges in CNPweb on a monthly basis.
W-code processing and admin fees are not covered by this credit. Please see reference sheets for additional clarification.
Requirements
- Monthly invoices are generated on the last working day of the month.
- The State Credit will be applied to your invoice automatically.
Best Practices
- Review your invoice to see the total amount owed.
- Submit payment as normal for the amount owed.
Questions? Please email Sarah Davis.
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As vendors and processors continue to have challenges with production capacity and transportation, we are experiencing delays and shortages with various products.
For the most current product updates please see the CNP web homepage.
Estimated September Availability
W287- Breakfast Sandwich
W869- Diced Pears
W870- Mixed Fruit
Estimated October Availability
W109- Beef Rib Patty (TBD)
W132- Beef Teriyaki Dippers (TBD)
W274- Cheddar Cheese Omelet (TBD)
W289- French Toast Sticks (TBD) 110242 - Blueberries
Estimated November Delivery
100256- Strawberry Cups
110911- Turkey Ham
Estimated January 2022 Availability:
W281- Whole French toast IW (TBD)
W288- Cheese Tortilla Wrapped Omelet (TBD)
100364- Vegetarian Beans (Delay in Western Washington Orders Only)
100365- Pinto Beans (Delay in Western Washington Orders Only)
100370- Red Kidney Beans (Delay in Western Washington Orders Only)
110361- Applesauce Cups
111100- Cereal Bowls (USDA unable to find a supplier)
USDA Unable to Provide During during SY 21–22
111230- Mixed Vegetables
110851- Pollock Fish Sticks
Please continue to utilize surplus for substitutions.
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| Live Now! |
School Meals Annual Updates Webinar Recording in Moodle- please view the NSLP Training webpage for details on accessing training!
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August 30
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June Claim 60-day Deadline - if you haven't already, submit your claim
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September 15
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August Claim Due in WINS!
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