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 Administrative Update: A Publication of Child Nutrition and Food Distribution
 

In this Issue
September 2013

Keep Current on Required Training

Breakfast = Success

Categorical Eligibility

Dig In!

Direct Certification for SY 2013-2014

Fresh Fruit And Vegetable Training

Have Questions?

School Nutrition Programs
Important Dates to Remember
School Year 2013-2014

Kids Know When They Are Full

Medical Statement for Children with Special Dietary Needs

Milk Break

Nutrition Standards for All Foods Sold in School

Need Help With Free and Reduced Income Applications?

Resource Management Risk Indicator Tool

New Child Nutrition Staff

New Review Format for 2013-14

National Food Service Management Institute (NFSMI) 2013-2014 Planner

Pre-school Students Can Participate in NSLP Programs

Professional Standards: What does this mean for you?

Questions & Answers

Schools up for Review 2013/2014

 

 

 

Keep Current on Required Training

According to ND Code, the Lead Food Service Worker (LFSW) is required to attend a 10-hour Sanitation and Safety class within six months of being hired for that position. The LFSW must then complete a three-hour Sanitation Update training every five years thereafter.  Each individual completing the Pathways trainings for Sanitation and Safety or Sanitation Update will receive a certificate of training. We recommend that a copy of this certificate be placed in the individual’s personnel file.

The Fall Pathways Course Listing is now on the Child Nutrition & Food Distribution web site http://www.dpi.state.nd.us/child/ under the New & Hot and the Training tabs. The registration form is included with the course listing. No mailings will be made of this listing. Authorized representatives and lead food service workers (LFSW) should make sure the information on the course listing is made available to all food service workers.

The Child Nutrition office keeps records of the trainings in a Pathways database. The database is updated annually with the names of the LFSW used in NDFoods. The person listed as the LFSW in NDFoods should be the “head cook” for the site. Since an email address is not a required field in NDFoods, the correct head cook should be identified regardless if they have an e-mail address or not. Name changes of food service personnel due to marriage, divorce or other legal proceedings should be reported to our office so the Pathways database can be updated.

There are a few other courses that can be taken instead of the Pathways version. Approved sanitation trainings can be found on the Child Nutrition & Food Distribution web site under the Training tab and clicking on the Sanitation Training Requirements link. If sanitation training other than Pathways is taken, a copy of the certificate verifying training was completed must be sent to the Child Nutrition office (either by mail or fax to 328-9566) so credit for the training can be added to the Pathways database.

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Breakfast = Success

Research has shown that starting the day with a nutritious breakfast helps students stay alert and perform better in school. Having breakfast in the morning also helps children develop healthy eating habits and contributes to their overall well-being.
Healthy Hunger Free Kids Act (HHFK) requires that all schools promote their School Breakfast Program
Samples of   promotion may include:

  • Including it on your school website or newsletter
  • Announce your breakfast menu during the morning or afternoon announcements
  • Hanging breakfast promotion posters in your lunch room
  • Make sure your notification letter states breakfast is included for free and reduced-price students.

USDA has developed a School Breakfast Toolkit, which is available as an online resource. The Toolkit provides information to help promote and expand School Breakfast Programs as a way of supporting positive outcomes for children. Many of the materials included on this site are designed to be customized. You can download PowerPoint files, information sheets, letters, and marketing materials and modify them to suit your specific needs. The Toolkit is available on the USDA website at this link: http://www.fns.usda.gov/cnd/breakfast/expansion/default.htm

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Categorical Eligibility

Some students are categorically eligible for free meals. These students do not need income and social security numbers listed on free and reduced applications. Some groups do not even need applications.  

Foster kids: Have the foster parent check the “Foster Child” box on the free and reduced application and sign or, obtain a list of foster students from the local foster placement agency.

Homeless and migrant children: Obtain a list of eligible students from the district’s homeless/migrant liaison. 

Direct Certification: Students identified as eligible for Direct Certification in STARS need no further paperwork.  Direct Certification takes priority over all other eligibility determinations.  If an application is submitted for students who are eligible for Direct Certification, put them in a file labeled DC Student Applications. Do not count these applications in your count of applications for verification.

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Dig in!

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Direct Certification for SY 2013-2014

The Direct Certification system in STARS is ready to provide updated lists of direct certification eligible students.  SFAs must upload their new school year enrollment into STARS before the notifications can be made.  Complete instructions for the Direct Certification system are available at this link:
http://www.dpi.state.nd.us/child/new/direct_cert_training.pdf

Important! - - If students who were on Direct Certification last year don’t show up on your Direct Certification list for this school year, please continue to keep them as Direct Cert for the first 30 school days.  We have found a problem with the Direct Certification system that is not allowing many of the eligible files to come over into STARS.  We hope to have this fixed soon.

For more information regarding Direct Certification contact Linda Schloer at lkschloer@nd.gov.

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Fresh Fruit And Vegetable Training

The Fresh Fruit and Vegetable Program (FFVP) training is available on-line at http://www.dpi.state.nd.us/child/train/index.shtm

Who needs take the training? - Food Service Workers, Record Keepers and any other staff involved with the operation and administration of the program. 

Training Worksheet- The training worksheet needs to be distributed to each individual prior to viewing the FFVP training. Each individual must complete the worksheet. The training worksheets are to be kept with SY 13-14 FFVP program records.

Training Certificate- The training Certificate must be signed by all individuals completing the training. Keep a copy for your records and e-mail or fax a copy to our office. This needs to be done before the school starts serving fresh fruits and vegetable snacks.      

For more information regarding FFVP Training contact Kaye Knudson at ksknudson@nd.gov.

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Have Questions?

If you have a question about school nutrition programs, check out our Administrative Manual for School Foodservice at:     http://www.dpi.state.nd.us/child/snp/admin.pdf

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School Nutrition Programs
Important Dates to Remember
School Year 2013-2014

Beginning of School Year - - - All families must receive the Letter to Households and Application for Free and Reduced-Price Meals. (Students from households with approved applications or who are on Direct Certification  list from the previous year must be allowed a 30 day carry-over of the previous eligibility determination. Once a current year application is received, it takes precedence over the previous year’s application.)

Note: Application Processing Timeframe: Free and Reduced-Price Meal Applications must be reviewed and an eligibility determination made within 10 working days of receipt of the application. The completed signed application must be dated when it is received. The determining official must date, sign, and document eligibility on the back side of the application.

10th of Each Month - - - The claim for reimbursement for each site is due for submission over the NDFoods system for prompt payment. (You do have 60 calendar days to complete/submit your claim.) The Claims Review Process/Edit Check must be completed each month before submission of Claim Reimbursement and retained in school files.
Reminder - - - The Racial/Ethnic Data Form must be completed sometime during the school year and retained in the school’s file.
September 10, 2013 --- Fresh Fruit and Vegetable on-line training to be completed and certification sheet turned into State Agency. FFVP Certification Sheet

October 1 - - - This is the date that determines the number of applications to be verified, (3%) Record the number of approved applications on the District Verification Summary Form.

October 2, 2013: Pride of Dakota School Lunch Day

October 14-18, 2013 - - - National School Lunch Week
                                               This year’s theme: School Lunch Across the USA

November 15 - - - Verification of Free and Reduced-Price Applications must be completed.

December 15 - - - Verification Summary Report  is due. Complete the District Verification Summary Form. USDA now requires State Agencies to report on the results of verification activities for each Sponsor.

February 1 - - - Local agencies with more than one food service site must perform at least one on-site review of each site with food service under its jurisdiction. The on-site review must take place prior to February 1.

March 3-7, 2014 - - - School Breakfast Week
                                        This year’s theme: Take Time for School Breakfast

May 5-9, 2014 - - - School Nutrition Employee Appreciation Week

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Kids Know When They Are Full 

It can be very frustrating for some adults to see students throwing food away especially if they have the mindset that children need to belong to the clean plate club. Forcing children to eat can make them feel their own physical instincts aren't important and keep them from listening to their bodies. "That old rule about eating everything on your plate is a no-no," says nutritionist Kate O'Keefe. "If allowed to follow their own instincts, children will stop eating when they are full." Forcing children to clean their plates has no place in the school breakfast and lunch programs. Food served as part of the National School Lunch or School Breakfast programs is not allowed to be used as a reward or disciplinary action.

Some school nutrition staff and lunchroom supervisors are asking if it is okay to have a child finish what is on their plate before asking for seconds or going through the salad bar.  Children cannot be required to eat all of their fruit or vegetables before going back for seconds or the salad bar.  Both are examples forcing students to eat.

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Medical Statement for Children with Special Dietary Needs

Each special dietary request must be supported by a statement which explains the food substitution that is requested. The form must be signed by a recognized medical authority and must include:

Identification of the medical or other special dietary condition which restricts the child’s diet
Food (s) to be omitted from the child’s diet
Food (s) to be substituted

We have revised the Medical Statement to Request School Meal Modification.
Click on Medical Statement to view the new form.

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Milk Break

A new section (43) was added to chapter 15.1-35 of the North Dakota Century Code:
Beverages - Snack breaks.
During the 2013-15 biennium, a school district may utilize resources provided in accordance with
subdivision n of subsection 1 of section 15.1-27-03.1 to ensure that students who are eligible for free or
reduced lunches under the Richard B. Russell National School Lunch Act [42 U.S.C. 1751 et seq. ]
receive one serving of milk or juice if a mid-morning snack break is provided.

School districts may use state funds to cover the cost of milk or juice served during a snack break for students who are eligible for free or reduced price milk.  However, districts are not required to do so. 

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Nutrition Standards for All Foods Sold in School

USDA recently published practical, science-based nutrition standards for snack foods and beverages sold to children at school during the school day. The standards, required by the Healthy, Hunger-Free Kids Act of 2010, will allow schools to offer healthier snack foods to children, while limiting junk food. 

USDA is seeking comments on these standards. The formal 120-day comment period is open through October 28, 2013. USDA also wants to continue to receive feedback during implementation of the standards, so they will be able to make any needed tweaks to the standards based on real-world experience. Feedback from students, parents, school food staff, school administrators, State agencies and other interested parties is critical to ensuring successful standards.

Comment Online:
http://www.regulations.gov

Comment by Mail:
William Wagoner
Section Chief, Policy and Program Development Branch
Child Nutrition Division Food and Nutrition Service
P.O. Box 66874
St. Louis, MO 63166

To find the standards online, simply go to http://www.regulations.gov and search by the docket number, which is FNS-2011-0019, or type in the name of the rule “Nutrition Standards for All Foods Sold in School”.  A summary of the standards is available online at http://www.fns.usda.gov/cnd/governance/legislation/allfoods_summarychart.pdf

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Need Help With Free and Reduced Income Applications?

USDA has written an Eligibility Manual for School Meals. This manual addresses many different special situations that come up on applications. The manual is available on our website at:

http://www.fns.usda.gov/cnd/guidance/EliMan.pdf

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Resource Management Risk Indicator Tool

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New Child Nutrition Staff

Lynell Thueson
Hello everyone!  My name is Lynell Thueson.  I have lived in Bismarck for over 15 years.  I began working in the Child Nutrition and Food Distribution Unit this past June. Some hobbies that I enjoy are reading different kinds of books (mystery, western, comedy), riding horse, riding bike, watching football on Sunday’s, painting ceramics, and spending time with family.  I collect miniature spoons and miniature cups with saucers from all different states.  My favorite color is purple and I love chocolate.

My husband Timothy and I have been married for 35 years. He loves antiques. We have one son, Mark, who lives in Bismarck and works for Clear Channel Radio as production director, program director, digital media director, and “on-air” talent.

I am currently working towards my Bachelor’s degree in Business Management.  This has always been a personal goal of mine since obtaining my Associates Degree in Business Management. I am very excited to be a part of the Child Nutrition and Food Distribution Unit, DPI team!

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New Review Format for 2013-14

  • USDA is implementing a new compliance review process for School Nutrition program sponsors.

  • Starting this year, the state agency (NDDPI) will be conducting an administrative review of school nutrition programs every three years.  Previously, reviews were conducted on a five year rotation.

  • Schools that are up for a review will be notified in early fall. A list of schools up for review is also included in this newsletter.

  • Schools that are selected for an administrative review will be mailed a self assessment form electronically that they will need to fill out with the help of our child nutrition specialists.

  • After the questions have been answered, the reviewer will determine exactly what will need to be addressed when an on-site visit is performed.

  •  Risk indicator tools will also be available to view through the following USDA website. www.fns.usda.gov/cnd/guidance/adminreview.htm
    The new Admin Review Risk Assessment Form is included in this newsletter.
  •  If you have questions please call. We will be happy to help you fill out the off-site assessment tools. Our toll free number is 1-888-338-3663 or call Lesli Murch in Mayville at 701-788-8991.

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National Food Service Management Institute (NFSMI) 2013-2014 Planner

Authorized Representatives were mailed copies of the NFSMI 2013-2014 Planner to share with   Child Nutrition staff. NFSMI offers free online Courses that support the professional development of school nutrition personnel.  The courses may be used for Continuing Education Unit requirements for certification and credentialing.  The Food and Nutrition Service (FNS) and 60 stakeholders have developed recommendations for professional standards required for school nutrition personnel under Section 306 of the Healthy Hunger-Free Kids Act. Some of these classes will assist School Nutrition staff in meeting the standards that will be set forth by FNS.
 
Courses listed on the left column are the free on-line courses from NFSMI. Courses on the right are Pathway courses that are the equivalent to the NFSMI.   You may take a NFSMI course and get credit in Pathways for courses listed below. Upon completion of the course, participants will need to make a copy of the certificate of completion and send a copy to our office.

Classes offered

NFSMI on-line Course

Equivalent Pathway Courses

Nutrition 101- 10 hours

Practical Nutrition

Serving It Safe – 12 hours

Sanitation and Safety

Culinary Techniques for Healthy
School Meals – 33 hours

Quality Food Preparation and Service

On The Road to Professional Food
Preparation – 4 courses, 4 hours each
            Standardized Recipes
            Weights and Measures
            Portion Control
            Recipe Adjustments

Principals of Quantity Food Production

Human Resource Series 7 courses
3-4 hours each

Effective Human Relations

Financial Management – 12 hours

Financial Management and Cost Control

Focus on the Customer 2 courses
6-7 hours

Marketing and Customer Relations

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Pre-school Students Can Participate in NSLP Programs

Pre-school students enrolled in your school are eligible to participate in school breakfast and school lunch programs. With approved eligibility documentation these students are also eligible for the free and reduced price meals. All students must be allowed to participate if they are in the school during meal times.  For instance, if a pre-school program runs from 8:30-11:30am and the school serves breakfast, students who attend pre-school must be allowed to participate in the school breakfast program if they wish to.  The school also has the option of letting these students eat lunch at school before leaving for the day.

If your school offers the After School snack program or Fresh Fruit and Veggie Program, the pre-school students can also participate. If you are thinking of applying for the FFVP, be sure to include the pre-school students in your enrollment.

If you are running a pre-school program with a morning snack or milk break, please consider offering breakfast in the classroom instead of the snack/milk. This is a great convenience for the parents instead of thinking about what to send for a snack every day. We also find that when schools with poor breakfast participation start offering breakfast in the classroom, they see nearly 100% participation. Most students are not hungry before school; however, almost everyone will eat at 9:00.

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Professional Standards: What does this mean for you?

Section 306 of the Healthy Hunger-Free Kids Act requires the establishment of professional standards for State Agency directors, school district child nutrition directors, school nutrition managers and other staff. What does this mean for the staff at your school?

  • School nutrition directors are those responsible for the management of a school food authority. USDA will establish minimum education, training, and certification requirements as well as training criteria to maintain certification.
  • Local School Nutrition Professionals are managers and other staff. USDA will determine required training for all individuals working in school nutrition. This will most likely include certification requirements and annual continuing education requirements.

Why are Professional Standards for school nutrition personnel necessary?

  • School nutrition program regulations are ever changing and complex.
  • On-going training will ensure that everyone is keeping up with the latest information.  
  • Safety/sanitation training for those involved with food preparation is critical for the health of our students.
  • Professional standards will enhance the image of school nutrition employees.

Barrett, J. (2013) Professional Standards for School Nutrition Personnel. Retrieved August 15, 2013, from http://docs.schoolnutrition.org/meetingsandevents/anc2013/presentations/TuesdayJuly16/071613%20at%20215%20-%20Hot%20Topic%20Professional%20Standards%20for%20School%20Nutrition.pdf
              

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Questions & Answers

Q: I have a new employee. How do I add an individual to NDFoods so they have access?
A: Instructions can be obtained at the Child Nutrition web page: http://www.dpi.state.nd.us/child/index.shtm Click on the NDFoods Help Documents link under the NDFoods icon and click on the ‘HELP’ icon to the right of ‘add an individual’

Q: If I am taking over duties on NDFoods for an employee that has left, can the name of that employee be changed to my name so I can use their ND log in?
A: No, each new person must be added to NDFoods having a separate ND login. The old employee information must be deleted from the system. To register for a ND login click on the ‘Register Now!’ icon at: https://apps.nd.gov/dpi/cnfd/ndfoods/login.htm . Once you obtain the NDlogin, give it to staff that have access to NDFoods to add you.

Q: I now have been given charge of the Child Nutrition Programs, how can I be added to NDFoods for access?
A: Authorized Reps MUST call our office, once they obtain a ND login, and we will update your sponsor application for you. All other roles need to be added by staff at the school that have access to NDFoods.

Q: I have received an application from a family for free/reduced lunch but was notified the student is on the direct certification list. What do I do with the application?
A: Keep the application on file and report this student as directly certified on the verification summary report.  

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Schools up for Review 2013/2014

Bakker
Barnes Co North
Belcourt
St Ann’s Belcourt
Bowman County
Cass County Juvenile
Charles Hall
Circle of Nations
Dakota Boys Ranch
Dakota Prairie
Developmental Homes
Dickinson Public
Divide County
Drayton
Dunseith
Edinburg
Edmore
Eight Mile Public
Elgin/New Leipzig
Enderlin Area
Fargo Catholic Schools
Fort Yates Public
Garrison
GF Juvenile Detention Center

Glenburn
Hillsboro
Holy Family
Home on the Range
Hope
Jamestown
Kensal
Kidder County - Steele
Kindred
Kulm
Lake Region Special Ed
Little Flower - Rugby
Manchester House
Mandaree
Maple Valley
Medina
MLS
Munich
NE Human Service
New England
New Public
New Salem-Almont
Oak Grove
Page

Richland County
Rolett
Rolla
Roosevelt (Carson)
Sawyer
Scranton
Selfridge
Shiloh Christian School
South Heart
St John’s-Wahpeton
St Josephs-Devils Lake
St Josephs-Mandan
St Michaels-Grand Forks
St. Alphonsus-Langdon
St Thomas
St. Catherine's Valley City
Standing Rock
TGU
Twin Buttes
Underwood
Warwick
Westhope
Whiteshield
Wing
Wolford

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North Dakota Department of Public Instruction
Kirsten Baesler, State Superintendent
600 E. Boulevard Avenue, Dept. 201
Bismarck, North Dakota 58505-0440
701/328-2260

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