Health and Nutrition Services

RCCIs are to conduct daily edit checks at each site for each meal service to ensure that the daily meal count does not exceed the number of eligible students. All RCCIs are recommended to use the template provided by ADE (Note: this is the same Daily Edit Check required for sponsors operating normal NSLP). To complete the Edit Check, refer to the attendance factor found on site claims.

Meals served on the National School Lunch Program (NSLP) and the School Breakfast Program (SBP) must follow the New Meal Pattern to plan a menu that meets the component requirements and dietary specifications for the day and week. Schools must produce enough food to offer each child the quantities specified in the meal pattern charts specific for each grade group. For more specifics on the meal pattern, visit The New Meal Pattern page, http://www.azed.gov/health-nutrition/meal-pattern/.

Q: If an RCCI claims meals on weekends only and occasionally on weekdays (when a student does not go to school), must the RCCI follow a seven day meal pattern or a two day meal pattern?

A: For weekend meals, the RCCI must follow the daily and weekly meal pattern requirements. The operator may add three weekends together to create a 6-day school week and follow the Short and Long Week Calculation meal chart provided at the end of the QAs. Only the “additional vegetables” category is adjusted, and no adjustment 116 to any of the dietary specifications is required since they are weekly averages (the same value applies, whether it is a school week of 6 or 7 days). For a sporadic meal offered during the week, only the daily meal pattern requirements would apply. The sporadic meals would not be included in the nutrient analysis.

Q: May RCCIs obtain a waiver on the calorie maximums if the residents are engaged in high energy, physical work?

A: No. The National School Lunch Act (NSLA) does not allow FNS to waive the nutrition standards (meal patterns and dietary specifications). To meet the calorie needs of the RCCI participants, the operator may increase the calories provided through other meal services such as snacks and dinner.

Grade Groups

RCCIs that contain multiple age/grade groups are able to menu plan for the highest age/grade group in residence to all students if they can demonstrate:

Operational limitations to separating age/grade groups and Can show legitimate safety concerns if students are served different portions. Refer to HNS# 042-13 on how to request a waiver to implement this option.

Q: The new meal patterns refer to “age/grade groups.” Should we determine which ages apply to each grade group?

A: No. The term “age/grade groups” refers to grade groupings only. The classification of grade groups K-5, 6-8, and 9-12 was based on nutritional needs of children and the ages that typically correspond with these grade levels (ages 5-10 for grades K-5, ages 11-13 for grades 6-8, and ages 14-18 for grades 9-12). Schools should therefore plan menus based on the grade levels of students. For specific guidance, SFAs are encouraged to consult with ADE to determine appropriate grade groups for such a school.

Reimbursable Meal

Federal reimbursement is provided for each reimbursable meal that meets the meal pattern requirements and is served to an eligible student. A reimbursable meal may look different if the site is Serve Only or Offer vs. Serve. Offer vs. Serve (OVS) allows students to decline some of the food offered in a reimbursable lunch or breakfast, hoping to reduce food waste and to let students choose foods they want to eat. Because students may choose fewer selections under OVS, guidance is provided on what constitutes a reimbursable lunch and breakfast.

Family Style Meal Service

Family style is a type of meal service which allows children to serve themselves from common platters of food with assistance from supervising adults setting the example. Family style meal service encourages supervising adults to set a personal example and provide educational activities that are centered around foods.

Unlike cafeteria lines, unitized meals, and pre-set service, the family style method affords some latitude in the size of initial servings because replenishment is immediately available at each table. Even when a complete family style service is not possible or practical, it may be useful to offer a component or components in a family style manner particularly when smaller children are being served or when a new food item is being introduced.
This latitude must be exercised in compliance with the following practices, at a minimum:

1) Sufficient amount of prepared food must be placed on each table to provide the full required portions of each of the food components for all children at the table, and to accommodate supervising adult(s) if they eat with the children.

2) The family style meal service allows children to make choices in selecting foods and the size of the initial servings. Children should initially be offered the full required portion of each meal component.

3)During the course of the meal, it is the responsibility of the supervising adults to actively encourage each child to accept service of the full required portion for each food component of the meal pattern.

RCCIs are encouraged to contact their local health department for possible sanitation restrictions before beginning family style meal service,

Residential Child Care Institutions (RCCIs) are required to implement a school food safety program based on HACCP (Hazard Analysis and Critical Control Point) principles. The food safety program will enable schools to take systematic action to prevent or minimize the risk of foodborne illness among children participating in the NSLP and SBP.

For more information on the Food Safety requirements, visit the Food Safety webpage.

The Civil Rights assurance is included in the Food Service agreement executed by all sponsors participating in any of the Child Nutrition Programs. Please refer to the Food Service agreement for the specific citations.

Civil Rights Responsibilities of RCCIs:

1. Follow procedures and maintain any information on Civil Rights complaints and resolutions.

2. Sponsors who participate in the program must maintain on file racial/ethnic makeup of the children applying and participating in the program. To access the Civil Rights Compliance Form for RCCIs, completed by December 15th each year, visit the Civil Rights webpage.

3. Make substitutions in the regular meal patterns for those children who are considered disabled in 7 CFR 15b and whose disability restricts their diet in such a way that they cannot fully participate in the food service program without some modification.

4. Include the Civil Rights nondiscrimination clause on any printed material or communications. To access the Civil Rights statement, visit the Civil Rights webpage.

5. Inform parents or guardians of students as well as local minority and grassroots organizations of the availability of program benefits or services and the eligibility requirements. If you need to provide non-English speaking persons with program information and translated forms, contact the CNP office.

6. Display the nondiscrimination poster at each site in a prominent place where reimbursable meals are served. To download a copy of the Nondiscrimination poster, visit the Civil Rights webpage.

As referenced in the School Nutrition Programs Guidance Manual, Arizona schools, including Residential Child Care Institutions (RCCIs) are required to make potable water available to children at no charge in the place where meals are served or immediately adjacent to the meal service area. Acceptable access may include:

• Pitchers and cups on lunch and breakfast tables.
• Water fountain in the food service area or immediately adjacent area.
• Faucet that allows children to fill their own bottles or cups with drinking water.

All RCCIs must have supporting eligibility documentation for each child receiving reimbursable meals.

Documentation for Day children
Children attending but not residing in an RCCI are considered members of their household and their eligibility for free, reduced-price, or paid meal benefits is determined based on the information on the household application or through direct certification.

• Please visit the ADE Program Forms website for household application templates, parent letters and notification letters.
• For more information about Direct Certification, please refer to the Step by Step: How to Conduct Direct Certification on ADE’s Online Training Library.

Documentation for Residential children
Each child residing in an RCCI is considered a household of one. An application is completed for each child unless the RCCI uses a Master List (eligibility documentation sheet) for all children residing in the RCCI. The Master List must provide information indicating the child’s name and the personal income received by the child, the child’s date of birth, date of admission, and date of release. The Master List must be signed by an appropriate official and provide the official’s title and contact information.

• Click here for a sample Master List

Free and Reduced Price Policy Statement
This statement outlines regulations for determining children’s eligibility for free and reduced-price benefits in the NSLP, SBP and SMP. This policy statement is considered a permanent document and shall apply to the program(s) indicated on the most recent Food Program Permanent Agreement.

• For RCCIs with day and residential students, complete the Free and Reduced Price Policy Statement and the RCCIs Without Day Students Addendum.
• For RCCIs with only residential students (no day students), complete the Free and Reduced Price Policy Statement and the RCCIs Without Day Students Addendum.

Verification is the process of confirming the eligibility for free and reduced-price meals under the National School Lunch Program or School Breakfast Program. All Residential Child Care Institutions (RCCIs) must submit the on-line Verification Report by February 1 of each school year.

For additional technical assistance when filling out your verification report, visit our Verification webpage.

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As of July 2006, it is required for all Local Education Agencies (LEAS) including Residential Child Care Institutions to implement a local wellness policy. For more information on the requirements, technical assistance, and additional tools and resources, visit the Local Wellness Policy webpage.

Food service revenues and expenditures must be tracked and reported annually. For more information on the requirements and resources for financial reporting, access the Resource Management webpage.

USDA Professional Standards for School Nutrition Professionals Professional Standards for school nutrition professionals is a key provision of the Healthy, Hunger-Free Kids Act of 2010 (HHFKA). The Professional Standards for State and Local School Nutrition Programs Personnel rule, published March 2, 2015, requires:

• a minimum amount of annual training hours for all school nutrition program directors, managers, and staff. Required training topic areas will vary according to position and job requirements.
• minimum hiring standards for school nutrition program directors hired on or after July 1, 2015.

ADE Designing your Employee Training Plan

• Online Course: Designing Your Employee Training Plan: A Course for School Nutrition Directors
• Designing your Employee Training Plan Workbook (August 2016)
• Pre-Assessment
• Post Assessment

Regulation

• SP 38-2016: Questions & Answers (Q&As) on the Final Rule “Professional Standards for State and Local School Nutrition Programs Personnel as Required by the Healthy, Hunger-Free Kids
• USDA Professional Standards Webpage– for USDA guidance and regulations
• USDA Professional Standards for School Nutrition Personnel (Proposed Rule PPT Feb 2014)
• Final Rule: Professional Standards for School Nutrition Programs Personnel as Required by the Healthy, Hunger-Free Kids Act of 2010

• Correction to Final Rule

Tracking

ADE Hiring Tracking Forms (*only required if Director was hired on or after July 1, 2015)

• LEAs with 2,499 or less students
• LEAs with 2,500-9,999 students
• LEAs with 10,000 or more students

ADE Training Tracking Forms (*required for all school nutrition, regardless of hire date)

• School Nutrition Program Directors
• Managers
• Full Time Staff
• Part Time Staff
• Non-Program Staff

USDA Professional Standards Training Tracker Tool

• Download Tool (requires MS Access)

• This free tool is available to download and will let users record the annual training hours for all state directors of school nutrition programs, state director of distributing agencies, school nutrition program directors, managers and staff.
• *For users without MS Access, you can visit the Professional Standards webpage and download the Download Installer.

• Users Guide
• If you have any questions or need assistance, please contact the Training Tracker Help Desk:[email protected] or call 1-800-571-0432 (8am-5pm/EST, Monday-Friday)
• Webinar: Click here to learn How to Use the Professional Training Tracker

Training Resources/Opportunities

• Professional Standards Learning Objectives (Training Learning Codes)
• Institute of Child Nutrition – Access online, no-cost, online trainings!
• Produce Safety Videos (These five, minute-long, social-media friendly videos educate foodservice professionals on “tricks of the trade” to help them keep produce safe and at a high quality.)
• A Flash of Food Safety (The videos, available in English and Spanish, address five food safety topics: Handwashing: Why to Wash Your Hands, Handwashing: How to Wash Your Hands, Calibrating a Thermometer: Ice Water Method, Calibrating a Thermometer: Boiling Water Method, and Active Cooling with a Chill Stick.)
• Professional Standards for School Nutrition Professionals Website
• Blank Certificate of Completion– (optional) ADE has provided a sample blank template for LEAs to customize when wanting to provide training certificates to their staff.

Health and Nutrition Services conducts live webinars on a monthly basis related to the National School Lunch Program. Some of these webinars may or may not be applicable to RCCI. If you would like to view one of these live and/or recorded webinars, please visit the Training and Professional Standards webpage and click on the Live & Recorded Webinars drop down.

If you are an RCCI with day students and process household applications, please visit the Training and Professional Standards webpage for trainings related to Student Eligibility, such as How to Process Household Applications or How to Conduct Direct Certification.

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