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Administrator’s Reference Manual (ARM) Update

PLEASE NOTE: The ARM contains state and regulatory guidance for standard operations. For deviations and flexibilities to standard NSLP operations as a result of COVID-19, please refer to the FAQs on the SquareMeals Coronavirus page for more information.

NSLP Handbook: Administrator's Reference Manual

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 38 items in 2 pages
Complete ARM          NSLP Handbook: Administrator's Reference Manual
Section 1. Program Overview           NSLP Handbook: Administrator's Reference Manual
Section 2. Program Application & Agreement          NSLP Handbook: Administrator's Reference Manual
Section 2a. Meal Pattern Certification          NSLP Handbook: Administrator's Reference Manual
Section 3. Civil Rights & Confidentiality          NSLP Handbook: Administrator's Reference Manual
Section 4. Eligibility Determination          NSLP Handbook: Administrator's Reference Manual
Section 5. Special Provision Options          NSLP Handbook: Administrator's Reference Manual
Section 6. Verification of Eligibility          NSLP Handbook: Administrator's Reference Manual
Section 7. Breakfast Meals          NSLP Handbook: Administrator's Reference Manual
Section 8. Lunch Meals          NSLP Handbook: Administrator's Reference Manual
Section 9. Pre-Kindergarten Meals          NSLP Handbook: Administrator's Reference Manual
Section 10. Afterschool Snacks & Meals          NSLP Handbook: Administrator's Reference Manual
Section 11. Summer Meals          NSLP Handbook: Administrator's Reference Manual
Section 12. Fresh Fruit & Vegetable Program          NSLP Handbook: Administrator's Reference Manual
Section 13. Special Milk Program          NSLP Handbook: Administrator's Reference Manual
Section 14. USDA Foods          NSLP Handbook: Administrator's Reference Manual
Section 14a. USDA Foods Processing          NSLP Handbook: Administrator's Reference Manual
Section 15. Program Integrity          NSLP Handbook: Administrator's Reference Manual
Section 16. Financial System          NSLP Handbook: Administrator's Reference Manual
Section 16a. Contract Management          NSLP Handbook: Administrator's Reference Manual

USDA Policy
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USDA Food and Nutrition Service (FNS) issues policy memoranda to provide guidance on implementing NSLP. Click here to see these memos on the USDA site.




Food Buying Guide—Creditable Contributions  Minimize 


The USDA interactive Food Buying Guide for Child Nutrition Programs (FBG) allows CEs to search creditable food items for food yield information to help determine the specific contribution each food item makes towards a reimbursable meal in all Child Nutrition Programs. It also provides useful tools, such as the Recipe Analysis Workbook and the Product Formulation Statement Workbook. In addition, with yield data for more than 2,100 food items, this guide provides ideas for adding new foods or new versions of familiar foods to your menus. The Dietary Guidelines for Americans emphasize that a variety of fruits, vegetables, and grains, especially dark green and red/orange vegetables and whole grains, are key elements of a healthful diet.

Contracting entities may also use the following resources to assist in ensuring that meals meet program requirements for reimbursement:


NOTE: Contents of all Food Buying Guide Supplements previously found on this page have been incorporated into the FBG. Requests for copies of archived Food Buying Guide Supplements can be emailed to FNDPolicy@Texasagriculture.gov. In the subject of the email, list the full name of the Food Buying Guide Supplement requested.


Carryover Eligibility Guidance  Minimize 

Carryover Eligibility for Students Transferring from Special Provision Schools to Non-Special Provision Schools
Starting School Year 2016-2017, contracting entities (CE) must provide carryover eligibility to students transferring from a special provision school to a non-special provision school both during and between school years. Special provision schools operate the Community Eligibility Provision (CEP) or Provision 2 (P2).

By extending carryover to these students, CEs are given additional time to process applications, prevent unpaid meal charges, and ensure that students receive meals while their eligibility is being processed. The carryover period is 30 operating days or until there is a new eligibility determination, whichever comes first. During the carryover period or until a new eligibility determination is made, reimbursable meals for these students may be claimed at the free rate.


CEs should contact their ESC if they have students who have transferred. The ESC will assist them in determining if the updated carryover provision applies. TDA will be updating Administrator's Reference Manual, Section 5, Special Provisions and other guidance.


Changes to Texas School Nutrition Policy  Minimize 
Effective June 28, 2015, TDA repealed regulations prohibiting deep fat frying and sales of certain carbonated beverages for schools participating in the National School Lunch or School Breakfast Program in Texas. TDA also repealed the current ‘time and place’ policy.

Further, TDA now allows these schools to sell any foods and beverages during the school day as part of a fundraiser for up to six days per school year on each school campus. The foods and beverages sold for fundraisers on allowable days are not required to meet applicable nutritional standards outlined in the Code of Federal Regulations, provided that no specially exempted fundraiser foods or beverages may be sold in competition with school meals in the food service area during the meal service. 

These policies are outlined in the Texas Administrative Code. For more details, please see: https://texreg.sos.state.tx.us/public/readtac$ext.viewtac

Schools may set policies that are more stringent than requirements set by USDA or TDA related to the food environment at schools.


New Texas School Nutrition Laws  Minimize 

Two bills affecting school nutrition in Texas were passed during the 84th Legislative Session and signed into law by the Governor. One of the new laws offers an alternative way to fund school breakfast for students eligible for free or reduced price meals and the other addresses policies for students purchasing meals after their prepaid funds are exhausted. The bills are effective immediately.

HB 1305—Breakfast Mandate
Starting with School Year 2015-2016, public and charter schools that are mandated to offer breakfast may operate a locally funded breakfast program in lieu of the federally funded School Breakfast Program. 

School districts or charter schools may have schools that operate the School Breakfast Program and other schools that operate a locally funded breakfast program. In these cases, the school district or charter school must fully fund its locally funded breakfast program from resources other than the Child Nutrition Program. 

Locally funded breakfast programs are eligible for state compensatory funding. Please note state compensatory funding is administered by the Texas Education Agency (TEA).

HB 3562—Charge Policy
If a school district allows students to use prepaid meal cards or accounts to purchase school meals, the district must establish a grace period during which a student is able to charge meals after the prepaid funds are exhausted.  

The school district must also notify the student’s parent or guardian that the student’s meal card or account balance is exhausted. The district is not allowed to charge a fee or interest in connection with meals purchased by the students during the grace period. When the school district notifies the student’s parent or guardian that the student has a negative balance, the district may set a repayment schedule for the meal charges.



Assistance available in English and Spanish. Please call 877-TEX-MEAL (877-839-6325) for help.

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

1. Mail:
U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410; or
2. Fax: (833) 256-1665 or (202) 690-7442; or
 
This institution is an equal opportunity provider.
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