Administrative Reviews

Administrative Reviews for School Year 2017-2018

  RESOURCE GUIDE 2017-18

MDE must conduct Administrative Reviews of all School Food Authorities (SFA) participating in the National School Lunch Program and/or School Breakfast Program at least once during each three-year review cycle period, provided that each SFA is reviewed at least once every 4 years. The second three-year review cycle began in school year (SY) 2016-17.

The Administrative Review has an Off-site Assessment and an On-site Assessment/Visit. The Off-Site Assessment includes a phone interview with MDE and the SFA, and a review of documents by MDE. The On-site Assessment/Visit includes meal observations and a documentation review. The purpose of the Off-Site Assessment is to allow MDE to gain a better understanding of a school’s operations prior to the On-Site Assessment/Review, thus providing for a more robust on-site review while decreasing MDE’s on-site review time. The on-site portion of the Administrative Review is intended to validate the information collected off-site and provide an opportunity for MDE to observe the operation of the school nutrition program at selected sites. The objectives of the new Administrative Review are the same as the former CRE and SMI objectives: determine whether the school meets program requirements; provide technical assistance; secure any needed corrective action; and assess fiscal action, if applicable. Administrative Reviews are conducted by School Nutrition Program Analysts in assigned territories.

All School Food Authorities scheduled for an Administrative Review in 2017-18 were invited to attend a regional Administrative Review Training as well as a conference call and provided technical assistance and resources to help prepare for both the Off-site Assessment and On-site Assessment/Visit portions of the Administrative Review. For questions about this material, or about a scheduled Administrative Review, please contact your assigned School Nutrition Program Analyst or MDE-SchoolNutrition@michigan.gov.

The 2017-18 Administrative Review Resource Guide contains links to USDA and MDE webpages to help SFAs prepare for the Administrative Review and includes resources for each area of review: Meal Access and Reimbursement, Nutritional Quality and Meal Pattern and General Areas of Review. 

Meal Access and Reimbursement

Meal Access and Reimbursement

Certification and Benefit Issuance

USDA Eligibility Manual for School Meals

Direct Certification Resources

Verification

MDE School Nutrition Program Eligibility Certification and Verification page

Meal Counting and Claiming

Counting and Claiming resources

Nutritional Quality and Meal Pattern

Meal Components and Quantities

National School Lunch Program Resources and Guidance

School Breakfast Program Resources and Guidance

Meal Component Tools

Meal Component Tool Preparation Video

Meal Component Tool Demonstration Video

Production Record guidance and resources  

Offer versus Serve

Offer vs Serve manual

Search for signage at the Team Nutrition Resource Library

Breakfast and Lunch Editable Signage from Wisconsin Department of Public Instruction

Dietary Specifications and Nutrient Analysis

USDA Nutrition Standards for School Meals

General Program Compliance

Resource Management - Reviewed separately

Procurement – Reviewed separately

Civil Rights

Civil Rights Resources

SFA On-site Monitoring

School Year 2016-17 Food Service Policy Memo #8

Local School Wellness Policy and School Meals Environment

Local School Wellness Policy

Smart Snacks

Professional Standards Resources

Water Access

Food Safety

Reporting and Recordkeeping

Program records must be maintained for a period of three years after submission of the final Claim for Reimbursement for the fiscal year. If audit findings have not been resolved, the three-year period is extended as long as required for resolution of audit issues. Records include but are not limited to:

  • Agreements and free/reduced-price policy statements

  • Approved and denied free and reduced-price meal applications

  • Procedures and documentation for direct certification for free meals

  • Procedures for alternate (POS) Point of Service locations

  • Claims for Reimbursement (including supporting documentation)

  • Verification records

  • Description of verification efforts

  • Documentation of verification

  • Results of verification

  • Verification reports

  • Meal count participation data by school

  • Documentation of edit checks, on-site reviews, internal controls, October enrollment, free and reduced-price eligible data

  • Menu and food production records

  • Nutrient analysis records

  • Resource Management documentation

  • Paid Lunch Equity (PLE) Tool

  • Revenue from non-program foods

  • Documentation associated with Local School Wellness Policy

  • Food Safety and HACCP Documentation

  • Number of food safety inspections obtained per school year by each school

  • Records from the food safety program for a period of 6 months following a month’s temperature records

  • Records from the most recent food safety inspection

  • Documents demonstrating compliance with Civil Rights requirements

  • Audit reports, written responses and any corrective action

School Breakfast Program and Summer Food Service Program Outreach

SBP Resources and Guidance – outreach 3x/year

SFSP Resources and Guidance – at least 1x end of school year

SFSP site locator

Other Federal Program Reviews (Critical and General Areas)

After School Snack Program

Fresh Fruit and Vegetable Program

Special Milk/Summer Camp Special Milk Program

Other Provision Options/Community Eligibility Provision

Community Eligibility Provision (CEP)

Additional Resources

Program Contacts:

USDA Child Nutrition Programs available at the following web address: http://www.fns.usda.gov/school-meals/child-nutrition-programs

MDE School Nutrition Programs available at the following web address: http://www.michigan.gov/mde/0,4615,7-140-66254_50144---,00.html

MDE Child and Adult Care Food Program available at the following web address: http://www.michigan.gov/mde/0,4615,7-140-66254_25656---,00.html

MDE Food Distribution Programs available at the following web address: http://www.michigan.gov/mde/0,4615,7-140-66254_61446---,00.html

MDE OSS Fiscal and Administrative Services available at the following web address: http://www.michigan.gov/mde/0,4615,7-140-66254_72817---,00.html

MDE Food Service Contracts available at the following web address: http://www.michigan.gov/mde/0,4615,7-140-66254_72818---,00.html

MEIS (Michigan Education Information System) for applications and claims available at the following web address: http://www.michigan.gov/mde/0,1607,7-140-5236_29341---,00.html

MDE GEMS/MARS available at the following web address: http://www.michigan.gov/mde/0,4615,7-140-5236_63101---,00.html

Training and Promotion

Michigan Team Nutrition (MTN) available at the following web address: http://www.michigan.gov/mde/0,4615,7-140-66254_50144_53882---,00.html

MTN Facebook available at the following web address: https://www.facebook.com/MichiganTeamNutrition/

MTN YouTube available at the following web address: https://www.youtube.com/user/miteamnutrition1

MTN Twitter available at the following web address: https://twitter.com/TeamNutritionMI

USDA Team Nutrition Resource Library available at the following web address: http://www.fns.usda.gov/tn/resource-library

School Nutrition Association of Michigan (SNAM) available at the following web address: http://michigansna.org/

Institute of Child Nutrition (ICN) available at the following web address: http://www.nfsmi.org/