Free and Reduced Price Applications

Free and Reduced Price Applications Requirements LEAs must provide application materials (OSPI free/reduced price application and letter to household) and other communications with households concerning eligibility, in a language that can be understood (reference USDA website for materials in 28 languages). LEAs must have a system in place to identify language needs of households. LEAs planning to use on-line or scanned applications must receive prior approval from OSPI-CNS, yearly. All LEAs not using on-line or scanned applications MUST use the OSPI or USDA prototype, no changes may be made. Processing LEAs must process applications within 10 working days Eligibility is carried over from the previous school year for 30 operating days or until a new eligibility determination is made, whichever is earlier NEW! Student Rosters must be coded according to how eligibility was determined using Washington Qualification Codes found in the CEDARS Data Manual Appendix X Approving Applications Date stamp applications when received to demonstrate processing time (not required). Applications are approved by Categorical Eligibility or Income Eligibility: Categorical Eligibility -Eligibility is determined by a household member providing an Assistance Program case number (Basic Food / TANF / FDPIR) -Case numbers typically have between 2-9 number and no letters -Households must name the source of the case number -Categorical Eligibility extends to all household members for Basic Food/ TANF/FDPIR (no eligibility extension for foster children/migrant/homeless/head Start) Income Eligibility -Income Application must include; o Names of ALL household members o Last four digits of the Social Security number of the adult who signs the application or indicates that they have none o Current amount of income for each household member (the NO Income box must be checked for household members who have no income) -Convert to annual income when there is more than one pay frequency Weekly x 52; Every Two Weeks x 26; Twice a Month x 24; Monthly x 12

Household Notification Households must be notified of their eligibility status. Households approved for free or reduced price meals may be notified in writing or verbally (including directly certified students). Households who are denied benefits must be provided written notification, including: o Reason for denial of benefits o Right to appeal o Instructions on how to appeal o Statement that the family may re-apply anytime during the school year. Reference: OSPI CNS Web Pages: Free and Reduced Price Information Annual OPSI Bulletin: Program Renewal USDA Eligibility Manual for School Meals Acronym Reference -CEDARS -LEA -OSPI -OSPI-CNS -USDA Comprehensive Education Data and Research System Local Education Agency Office of Superintendent of Public Instruction Office of Superintendent of Public Instruction Child Nutrition Services United States Department of Agriculture

Parts to the Free and Reduced Price Application Part 1: Student Listing List names of all students in the household. Identify if any child(ren) is a foster child. Foster children (wards of the state) are categorically eligible for free meals. NEW! Foster children are listed on the Direct Certification match list. Foster children can be included in the household application and considered a member of the household. A foster child s eligibility is NOT extended to other students in the household. Other students may be eligible for meal benefits based on the income and household size. Foster children can be included in the number of household members. Date of Birth School Grade Student Income Frequency Case Number AND indicate from what program (if applicable) Any child or adult receiving Basic Food / TANF / FDPIR benefits are always categorically eligible for free meals and their eligibility extends to all children attending school or participating in Child Nutrition Programs. A good case number: o Contains between 2 and 9 numbers (after the lead zeros are dropped) o Does not contain letters of the alphabet o Medical Coupon numbers are not Case Numbers Homeless / Migrant: If applicable, mark the homeless or migrant box. The status of a migrant child can be determined by your district s Migrant Administrator, OR the district can call the Migrant Student Data Recruitment Office in Sunnyside for information on how to access the statewide Migrant Data Base. The Migrant Student Data and Recruitment Office Sunnyside, WA. (509) 837-2712 OR 1-800-274-6084 A person employed by the district who knows the status of the family can also qualify the student as a Migrant. They would need to submit a signed statement to the approving official. This will allow the student to receive benefits quickly. However, the Migrant liaison must validate the student is, in fact, Migrant when the official documentation is received.

Part 2: Names and income of ALL other household members List the names of all other members of the household not listed in Part 1, whether the members of the household are related to each other or not. List income for each household member. The income amount must be listed along with the payment frequency. The household MUST specify how often all income is received- if the frequency is missing, you must contact the household to obtain the missing information, then add the frequency on the correct line, initial and date it. (If the application is processed assuming the income listed is monthly- the application will be considered incomplete) If income is listed as received in MORE THAN ONE frequency you will need to correctly convert the income to determine the ANNUAL income. Convert each amount, add together and then round. Child Support: If the household indicates that child support is not received on a consistent basis, then it should not be counted. Overtime: If overtime is received on a consistent basis, then it should be counted as part of the income. If overtime is not received on a consistent basis, then it should not be counted as part of the income. NEW: there is now a section where any other household member with a case number, must indicate the source of case number. A case number for any household member extends eligibility to all students. Part 3: Total household members Household adult enters total number of household member living in the household. If the number listed is different from how many people are listed in Part 1 and 2 inquire with the household. Parts 1-3: If any of the information is missing, the information must be obtained prior to approving the application. Approving officials may document with the date and source of the information and write directly on the application to add information. Part 4: Signature and Social Security Number An adult household member must sign or print their name. AND Write in the last four digits of their social security number OR indicate they do not have a social security number. Social Security Numbers are NOT needed when the student is categorically eligible. If an application is missing a signature or social security number, you must contact the household and obtain the missing information.

Part 5: Children s Racial Ethnic Information Optional information Part 6: Other Benefits Other programs may be listed here for reduced fees. This is optional Adult household member must sign this section in order to release information to other programs. A Data Sharing Agreement must be in place before information is released. Privacy Statement Indicates Provision of a SS# is not mandatory, but if a SS# is not given or an indication is not made that the signer does not have such a number, the application cannot be approved. Approval / Denial Record the total income and mark the income frequency Convert to annual income if there is more than one income frequency. Indicate if the application has been denied and why Sign and date the application Other information: Convert to annual income if there is more than one income frequency. Record the total income and mark the income frequency Indicate if the application has been denied and why Sign and date the application Temporary approval of an application is no longer applicable because of the year long duration of eligibility provision. Zero income applications can be approved for the entire school year Households that Fail to Apply A school official may complete an application. When exercising this option, the school official must complete an application on behalf of the child based on the best household size and income information. The source of the information MUST be listed or the application will be considered incomplete. Names of household members, social security numbers, and signatures of an adult household member are not required. (Intended for very limited use.)

Direct Certification OSPI CN School Nutrition Programs Reference Sheets Direct Certification is the process by which LEAs certify categorically eligible children for free meals without further application. Requirements LEAs must directly certify children who are members of households receiving Basic Food Benefits. Direct Certification must be performed 3 times per year (beginning of school year; 3 months after initial; and 6 month after initial) Categorically Eligible Children Categorically eligible children are categorized into two groups; Assistance Programs Households and Other Source Categorical Eligible. Assistance Programs Households Basic Food TANF FDPIR Other Source Categorical Eligible Foster Care Homeless Migrant Head Start or Even Start Washington State has an electronic system that matches data from DSHS with CEDARS data to produce a Direct Certification List. LEAs can use this list to directly certify student without further application. This system identifies Basic Food, TANF, and Foster Care Children as automatically eligible for free meals. FDPIR and Other Source Categorical Eligible student data must be gathered from the appropriate officials and agencies; such as the Migrant Administrator; Homeless Liaison; etc. Process: Perform direct certification at required intervals or more frequently Extend eligibility for free meals to all students in a household where any household member receives Assistance Program benefits Assign appropriate code to students using Appendix X of the CEDARS Manual and extend benefits in the meal counting system Notify Household of Eligibility

Reference: OSPI Direct Certification Training Modules OSPI CNS Direct Certification System in EDS USDA Eligibility Manual for School Meals Acronym Reference -CEDARS -DSHS -FDPIR -LEA -OSPI -OSPI CNS -TANF -USDA Comprehensive Education Data and Research System Department of Health and Social Services Food Distribution Program on Indian Reservations Local Education Agency Office of Superintendent of Public Instruction Office of Superintendent of Public Instruction Child Nutrition Services Temporary Assistance to Needy Families United States Department of Agriculture

Verification OSPI CN School Nutrition Programs Reference Sheets Verification is the confirmation of current eligibility for free and reduced price meals under the NSLP and SBP. Verification is only required when eligibility has been approved through the application process (not directly certified students). Requirements LEAs must annually verify eligibility of children from a sample of household applications approved for free and reduced price meal benefits LEAs must complete the annual verification process by November 15 th The annual Verification Summary Report must be submitted to OSPI-CN by February 15 th Process (see exact time line in annual OSPI-CNS Verification Bulletin): 1. Count sorted applications on October 1 st 2. Determine sampling method (based on previous years non-response rate) -LEAs with 20% non-response rate = use 3% Focused Method -LEAs with < 20% non-response rate = choose 3% Random Method, 3% Focused Method OR 1% + ½% Focused Method 3. Select applications and conduct Confirmation Review (to determine accuracy of the initial approval of eligibility). -Confirmation Review must be conducted by someone other than the Approving Official -LEAs with an automated application system may apply for a waiver of the confirmation review Confirmation Review Application is Confirmed as What to do next Free Free Continue with verification process. Reduced Reduced Continue with verification process. Reduced Free Free or Reduced Free Reduced Paid Increase benefit immediately. Notify household. Continue with verification process. Do not change. Continue with verification process. Notify household. Do not verify. Select another application.

4. Begin verification of applications by checking EDS site for applications that can be Directly Verified (not required but a time saver) Direct Verification (DV) Student on application is On DV list student is What to do next Free Free Done. Reduced Reduced Done. Reduced Free Done verified as reduced. Free Free or Reduced Reduced Not on list Not verified. Continue with regular verification process. Not verified. Continue with regular verification process. 5. Continue Verification of applications for students not Directly Verified -Notify Household(s) (with 10 day response due date) -Send 2 nd notice to non-responding households (includes 10 day response due date and notice of termination of benefits for failure to respond) -Review documentation submitted by household(s) 6. Determine results and apply action as necessary 7. Send notice of Adverse Action to households 8. Complete electronic Verification Summary Report and submit to OSPI Reference: Annual OPSI Verification Summary Report Bulletin OSPI CNS Web Pages: Free and Reduce Price Information and Verification USDA Eligibility Manual for School Meals Acronym Reference -EDS -LEA -NSLP -OSPI -OSPI CNS -SBP Education Data System Local Education Agency National School Lunch Program Office of Superintendent of Public Instruction Office of Superintendent of Public Instruction Child Nutrition Services School Breakfast Program