Administrative Review Summary Report

Date: 03-30-23

Name of Agency: Rosary School

Date of off-site review: 01-12-23

Reviewer: Matthew Smith Date of on-site review: 02-16-23

Persons interviewed: Becky Hardin Date of exit conference: 03-28-23

This School Food Authority (SFA) operates the National School Lunch Program and the School Breakfast Program.

The following areas were corrected prior to the On-Site Portion of this Administrative Review (AR):

· Local Wellness Policy – Triennial Wellness Assessment Report: The full version of the most recent triennial wellness assessment report was not posted to Rosary School’s website, accessible to the public as required by federal regulation [7 CFR Part 210.31 (d) (3)]. Prior to the on-site portion of this AR, Rosary School posted the full version of the most recent triennial wellness assessment report to their website.

· Resource Management – Adult Lunch Meal Charge: At the time of the off-site visit, Rosary School was charging $4.25 for adult lunches. Rosary School, for school year 2022-2023 is required to charge at least $4.83 (student free lunch reimbursement + value of USDA Foods) as required by FNS Instruction 782-5 Rev. 1. Prior to the completion of the off-site portion of this AR, Rosary School increased its adult lunch meal charge to $4.95.

No further action is required for the above.

Findings and Recommendations Identified During the Off-Site Portion of the Review Conducted January 12, 2023:

Civil Rights – Public Release: Rosary school did not publish a public release for school year 2022 – 2023. USDA FNS Instruction 113-1 requires School Food Authorities (SFA) publish a public release. This public release must be sent to local media and is required to inform applicants, participants, potentially eligible persons of the programs availability [National School Lunch Program (NSLP) and School Breakfast Program (SBP)], and “program rights and responsibilities, the policy of nondiscrimination, and the procedures for filing a complaint [USDA FNS Instruction 113-1, pg. 13].”

To demonstrate compliance with civil rights public release requirements:

Provide Rosary Schools plan for corrective action demonstrating understanding and compliance.

Local Wellness Policy: The local wellness policy provided during the off-site portion of this AR did not contain the following required areas:

Guidelines and standards for the following:
- Program food and beverages [as required by federal regulation 7 CFR Part 210.31 (c) (3)].
- Non-program food and beverages [as required by federal regulation 7 CFR Part 210.31 (c) (3)].
- Fundraisers involving food and beverages sold for consumption on campus during the school day [as required by federal regulation 7 CFR Part 210.31 (c) (3)].
- Other food and beverages served (not sold) on campus during the school day [as required by 7 CFR Part 210.31 (c) (2)].
Description of the manner in which the public is provided with the opportunity to participate in the local wellness policy process [as required by federal regulation 210.31 (c) (5)].

To demonstrate compliance with local wellness policy requirements:

Provide a copy of the updated local wellness policy compliant with federal requirements for local wellness policies.
Post the updated local wellness policy on Rosary School’s website.
Provide a copy of the updated local wellness policy along with Rosary School’s plan for corrective action to demonstrate understanding and compliance.

Findings and Recommendations Identified During the On-Site Portion of the Review Conducted February 16, 2023:

Counting and Claiming: A review of the counting and claiming system demonstrates counting and claiming errors for lunch for the review period (December 2022), which resulted in a Performance Standard I (PSI) violation [as required by federal regulation 7 CFR Part 210.18 (g) (1) (ii)]. The errors appear to be due to data entry errors when the review period claim was entered into Oklahoma Human Services School Nutrition Programs’ (OHS SNP) online claiming system. These errors were determined to be non-systemic in nature.

Below are the differences identified in the Rosary School December lunch meal counts when comparing: the Rosary School point of service meal count, Rosary School’s December 2022 claim, and OHS SNP meal count:

	Rosary School Point of Service Count	Rosary School December Claim	OHS SNP’s Meal Count	Difference
Free	167	166	167	-1
Reduced	110	110	110	0
Paid	1593	1594	1593	+1

Free lunch meals were under claimed by one meal and paid meals were over claimed by one meal.

Federal regulation [7 CFR Part 210.8 (a) (2)] requires each School Food Authority (SFA) to review their claims for accuracy prior to submitting them to the State Agency (SA).

To demonstrate compliance with counting and claiming requirements:

Review the counting and claiming system and create a plan to ensure accurate meal counts are submitted to the SA online claiming system.
Provide copies of the following:
- Report from the point of service system for the lunch meal counts for March 2023.
- The March 2023 lunch edit check.
Provide copies of the above along with Rosary School’s written plan for corrective action to demonstrate understanding and compliance.

Eligibility Certification: During a review of the household applications, it was determined two household applications were certified for free meals in error [7 CFR Part 245.6 (c)]. The errors resulted in three students receiving free meals when they should have been receiving reduced priced meals. The errors appeared to have occurred when the income sources were converted to annual income, and then were added together to come up with the total household income (this was the case for the household applications in question).

To demonstrate compliance with eligibility certification requirements:

Provide copies of the letters notifying the households of the new eligibility determination.
Provide the above along with Rosary School’s written corrective action plan to demonstrate understanding and compliance.

Resource Management – Non-Program Food: During this AR, it was discovered Rosary School was not separating and tracking the non-program food revenue and expense to the school food services program as required by federal regulation [7 CFR Part 210.14 (f)].

To demonstrate compliance with non-program food requirements:

Begin separating and tracking non-program food revenue and expenses to the school food services program.
Provide Rosary School’s written plan for corrective action to demonstrate understanding and compliance.

Reviewer’s Comments: I want to commend Becky Hardin for a job well done! The review process for Rosary School demonstrated all of the hard work Ms. Hardin does for Rosary School’s successful school food services program. Keep up the good work

Procurement Review Summary Report

Date: 03-29-23

Name of Agency: Rosary School

Date of AR off-site review: 01-12-23

Reviewer: Matthew Smith Date of AR on-site review: 02-16-23

Persons interviewed: Becky Hardin Date of exit conference: 03-8-23

This School Food Authority (SFA) operates the National School Lunch Program and the School Breakfast Program.

The following areas were corrected during the Procurement Review (PR):

There were no findings for the procurement review for Rosary School.

Reviewer’s Comments: I want to commend Ms. Hardin for all the hard work that she does with Rosary School’s school food services program. The result of this review is due to all of her hard work.