SCHOOL LUNCH/BREAKFAST PROGRAM 2012-2013 Sodexo has been hired to manage the School Lunch/Breakfast Program for the 2012 – 2013 school year. The Free and Reduced Breakfast Program is mandated for all schools. The Warwick Public Schools retains, by Federal mandate, responsibility for administrative control of the School Lunch/Breakfast Program. It is imperative, therefore, that all official communication with the Contractor be channeled through the School Lunch Office at extension 3118. Each school will be provided with Free and Reduced Price Lunch applications prior to opening day. Every student must physically receive the application. The School Dept. expects that the approving authority (Federal Lunch Technician) act on applications within ten (10) working days. If a student was receiving free or reduced lunches last year, he/she is entitled to continue while the application is being reviewed. If the application has the child's name and a food stamp or FIP (Family Independence Program) case number and the signature of an adult household member, no other information is required. If the child has a letter with his/her name, date of birth and Social Security Number issued by the Food Stamp or FIP programs with the current date, no application is required. Secondary schools must use the Point of Service System and accurate accounting procedures for eligible free, reduced price and full paid meals. The state approved collection procedure is attached for your information and guidance. All elementary schools shall operate under a cash sales program at the point of service (after the meal has been received by the student). The elementary schools must use the Roster Identification System for the free, reduced price, full paid and paid in advanced meals. School lunch aides must collect the money, complete deposit forms and file necessary accounting reports. All meals will require a fruit or vegetable and two other items to be considered a complete meal. Other items include Milk, Grain, and Protein. *If a student takes a vegetable they can take a fruit or if they take a fruit they can take a vegetable to count as an item. The fruit and vegetable will be portioned to meet the state requirements. If a free or reduced price student chooses not to have a meal, but would like a milk only, the student must pay the full milk price, as the Warwick Public Schools are not a participant of the National School Special Milk Program. Breakfast Program – Bus arrivals –typically buses are scheduled to arrive in time for the students to participate in the breakfast program. Contact the Warwick Public Schools transportation department if busing is an issue impacting your breakfast program. Each secondary school will prepare all lunches on site. Winman and Pilgrim will serve as a preparation and distribution kitchen for the following elementary schools: WINMAN EXT 3387

PILGRIM EXT 3271

Cedar Hill Drum Rock Greenwood Lippitt Oakland Beach Park Robertson Scott

Francis Holden Holliman Hoxsie Norwood Sherman Warwick Neck Wyman

Wickes

School Lunch/Breakfast (continued) The following prices will be in effect: LUNCH Reimbursable Lunches:

Secondary Students

$2.85

Elementary Students

2.50

Reduced Price Students Adults Single Milk

.40 3.95

All Students

.60

Adults

.60

BREAKFAST Elementary/Secondary Students Reduced Price Students Adults Single Milk

PER DAY

PER DAY $1.85 .30 2.60

All Students

.60

Adults

.60

Please do not call the Dairy or Lunch Office to change your counts, call the Sodexo Managers at the designated location for your school. In accordance with Federal Regulations, free and reduced price lunch application MUST be retained on file within the school for a period of seven (7) years.

Lunch/Breakfast Program (continued) Collection Procedure To Be Used By The Warwick Public Schools Elementary and Secondary Schools: All secondary and elementary schools must use the attached approved collection procedure. The Roster Identification System is for all schools, listing students participating in the free, reduced price, full paid and pre-paid lunch/breakfast program. Please note the following: Students must be able to fully pay in advance for lunches if they choose. This applies to both elementary and secondary schools. All students that pre-pay or any roster changes, must be made at the same location as for free, reduced price and full paid meals. Students cannot be identified at the point of service in any way as to their status in the lunch/breakfast program. All lunch/breakfast counts that are reported for reimbursement must be made at the point of service using the student roster that shall be checked off as students are served. AT NO TIME SHOULD THERE BE OVERT IDENTIFICATION OF FREE AND REDUCED PRICE LUNCH/BREAKFAST STUDENTS. DO NOT AT ANY TIME WRITE STUDENT’S NAME, FREE, REDUCED,OR ASK THE STUDENT IF HE/SHE IS FREE OR REDUCED PRICE, AS THIS IS OVERT IDENTIFICATION. NOTE: Please see the Elementary and Secondary School Lunch Procedures issued separately. CIVIL RIGHTS POSTERS: The Civil Rights posters have been distributed to all schools. Principals must ensure that they are posted in the cafeteria and are visible to all. This will be checked during the on-site review procedures at each school to ensure you are in compliance.

Revised 7/2012 WARWICK PUBLIC SCHOOLS

ELEMENTARY SCHOOL LUNCH/BREAKFAST OPERATING PROCEDURES ALL ELEMENTARY SCHOOLS MUST USE THE OPERATING, REPORTING AND ROSTER IDENTIFICATION PROCEDURES AS FOLLOWS:

All students participating in the free or reduced price school lunch/breakfast program must have either a completed school lunch application or a Direct Certificate from the State Rhode Island Department of Human Services. Use one Free and Reduced School lunch application for all students in your household. A separate direct certificate letter or application is needed for any Foster child or direct benefit recipient. Each application must be signed and dated when approval is granted.

Advance Meal Sales Per Federal Regulations, all parents and students must be provided the ability to pay in advance for full price and reduced price lunch/breakfast at the main office. A record of these sales and the money collected shall be given to the breakfast cashier and/or lunch cashier prior to the start of that day’s breakfast/ lunch for proper deposit and record keeping.

Cafeteria Sales Breakfast: a table will be set up to accommodate for both milk only and a complete breakfast. The breakfast cashier collects money for milk only and/or a complete breakfast. Lunch: the table will be set up to accommodate two lines, one for milk only and one for a complete lunch. Two lunch aides will be at the table to collect money. Milk Money – The breakfast cashier and the lunch aide collecting milk money and distributing milk only, must keep accurate counts of the number of milks sold. At the end of breakfast, the counts and money collected shall be left for the lunch cashier. At the end of the daily lunches, the lunch aide will then give the cashier the lunch milk counts and money collected. Complete Lunch/Breakfast - This line is for all students receiving a complete meal (fully paid, eligible reduced price, eligible free and students paying in advance). The breakfast cashier/lunch cashier will collect money from students (either fully paid or reduced price) and their names checked from the roster. This procedure is done for all participating students at the point of service. Color Coded Lunch Chips for Meal Selection – Students participating in the school lunch program may be given a color coded lunch chip after making their meal selection at the start of each day. Prior to the students receiving lunch, they will present the colored chip to the lunch food server, designating the meal choice. The students then place their colored chip in a canister on the table in front of the lunch server. The food server then gives the student the lunch he/she had selected. Please Note: The color coded lunch chips are strictly for meal selections and are NOT to be use for counting meals, meal trays, or for any other purpose.

Adult Meals – The cashier will collect the Adult fee for any adults buying lunch/breakfast, other than those listed below as (Unpaid Meals). Custodians and lunch money counters as well as all Warwick School Department employees are NO longer to receive free meals; all meals must be paid adult meals. Unpaid Meals – Lunch Servers will be supplied a meal by Sodexo and The FOOD ADVISORY COMMITTEE members are entitled to a free school lunch ONLY during the monthly meetings. They must, however, notify the lunch cashier if they did received a meal for accurate recordkeeping purposes.

ROSTER IDENTIFICATION AND REPORTING PROCEDURES

School Lunch/Breakfast Roster Lunch and breakfast cashiers must be given an UPDATED School Lunch/Breakfast Roster the first day of each week, reflecting any and all changes of students participating in the full paid, free or reduced price school lunch/breakfast program. The lunch/breakfast cashier shall be notified on the day of any changes and the roster must be adjusted immediately (i.e. new student eligibility, change in student eligibility, etc.). The roster should list every student’s name in alphabetical order, including each student’s code number (Eligible Free, Eligible Reduced Price and Full Paid), however, the roster report should NOT be listed by identical code numbers per roster page, as this would be overt-identification which is a violation of federal regulations. Coded rosters, supplied through the main office, are only to be used by the cashier to prevent these codes from being viewed by unauthorized persons. The codes for the rosters are as follows: 01 - Free 02 – Reduced Price 03 – Full Paid The roster must always be checked at the point of service for student participating in the school lunch/breakfast program.

Elementary Daily Lunch and Breakfast Reports The Elementary Daily Lunch and Elementary Daily Breakfast Reports are two separate reports and consist of two separate parts each - the number of meals, bag lunches, milks, ala carts/miscellaneous sales and the amount of money collected. The breakfast cashier must complete and sign the daily breakfast report and the lunch cashier must complete, sign the daily lunch report and put the deposit bank bag serial number on both breakfast and lunch reports. Money Collected - Each day the cash box starts with $20.00 as a beginning balance. At the end of the day the $20.00 is returned to the cash box and ALL other money is deposited in the day’s deposit. Money collected for that day’s breakfast, lunch, milk only, ala carte and cookie sales must also be included as part of the daily deposit. All money is counted and listed in the Daily Deposit Detail, in the lower left corner of the Elementary Daily Lunch Report. A deposit slip is prepared and the total on the deposit slip must match the amount of money you have and the total on the Total Deposit line of the Daily Lunch Report page.

A four part deposit slip is prepared. The white and pink copies are put in the plastic deposit bag with the money, the blue copy is retained by the school and the yellow copy is stapled to the Elementary Daily Lunch Report. The Elementary Daily Breakfast Report must be stapled to the back of the daily lunch report. The deposit bag is sealed and sent with the driver from the food service company back to the food service company for deposit. After counting all student meals served from the coded roster, the totals are then put in the proper categories (Full Paid, Reduced Price and Free) of the Elementary Daily Lunch Report. Free lunches for FOOD ADVISORY COMMITTEE and DROPPED MEALS should be totaled and recorded on line 10A as adult UNPAID MEALS. Bag lunches are for all students receiving a complete meal (eligible free, eligible reduced price, and full paid or paid in advance) that may be attending a school field trip or outside schools function. The lunch cashier must check the student’s names on the roster that day and list the number of bags on line 5 for Bag Lunches. These totals must also be added to the appropriate categories on line 1 (Student Free), 2(Student Reduced), and 3(Student Full). Money received for meals not received on that day need to be recorded under “prepaid” (line7) or “Charges paid back” (line 6). This money will be included in your deposit but no meal is counted until it is actually received. The number of milk only sales must be accurately counted, as milk is purchased by the students. This total will be placed on line 11 and money collected should be placed in the “money collected” column. There is an area for Ala Carte sales (i.e. pizza, etc.). The count for the Student Ala Carte is placed on line 9 and the money collected is recorded only for those paying on that day in the column for money collected. The original hand written copy of the Elementary Daily Lunch and Elementary Daily Breakfast Reports must be delivered to the school Lunch Office at the Administration Building as soon as possible. In addition, two copied sets of both lunch and breakfast reports must be made; one set shall be put with the Deposit Bag Verification Sheet for the food service driver to take and the other copy is to be kept at the school. These daily reports are not to be put inside the plastic deposit bag. Collection of overdue money The money counter is to keep a collection sheet where the child’s name and the amount owed must be recorded. Weekly, the principal of each school is required to ensure this procedure is carried out and letters from his/her office are to be sent home with any student carrying a balance of $7.50 or more. Parents/guardians need to be notified that their child will be served a cheese sandwich for lunch until their account is paid. Or If the school has a different procedure they would like to implement, a copy must be submitted to the Director of Elementary Education and the Chief Budget Officer for approval. Upon approval, the procedures will be returned to the individual school to be filled for their records. Questions should be directed to the following: Cecile Mulligan - Extension 3118 Anthony Ferrucci - Extension 3030 Cheryl Bongivengo- Extension 3090

Revised 7/2012 WARWICK PUBLIC SCHOOLS SECONDARY SCHOOL LUNCH/BREAKFAST OPERATING PROCEDURES

All students participating in the free or reduced price school lunch/breakfast program must have either a completed school lunch application or a Direct Certificate from the State Rhode Island Department of Human Services. Use one Free and Reduced School lunch application for all students in your household. A separate direct certificate letter or application is needed for any Foster child or direct benefit recipient. Each application must be signed and dated when approval is granted. All approvals are entered into Nutrikids data base by the lunch Technician.

Advanced meals sales Per Federal Regulations, a notice must be posted in school classrooms and cafeterias to notify all parents and students that they have the right to pay in advance for full and reduced price lunch/breakfast. In addition, periodic announcements should be made over our intercom system.

POS Procedures All cashiers must log into the POS register with their personal pass word and select the meal period they are working in. Always refresh your data before beginning to serve meals. Student’s records can be accessed by using student name or student number. Cashiers can choose different screen set ups to enter students by name, ID number, a class roster, or a key pad for students to enter their ID number in. When the student record is displayed, the cashier simply types in what the student received (full meal and/or any ala cart items). The register will indicate what the student owes for money based on the lunch eligibility data loaded by administration. The cashier then indicates the amount student pays and gives the change the register calculates or leaves the change on account before closing the record. Students can prepay for additional meals or pay back owed meals at any time and the balance is carried over as credit for future meals. Students who have money on account will simply have their meal subtracted from the balance they carry automatically. When lunch/breakfast has been completed the cashier must close the register out by selecting “close lunch/breakfast”. This will bring a cash counter on the screen. Remember to count your bank out first before preparing the money for deposit. Fill in the cash you have in your draw (after removing the bank) on the “ending cash in drawer” screen. Recount the money as you prepare the deposit slip. The total on the register needs to match your deposit slip. After your money has been counted correctly and recorded in the register you are ready to complete the end of day process. This process will send the meal counts and sales of the day to administration for review.

Adult Meals – The cashier will collect the Adult fee for any adults buying lunch/breakfast by using the key for adult meals on the register screen.

Unpaid Meals – Lunch Servers will be supplied a meal by Sodexo and the FOOD ADVISORY COMMITTEE members are entitled to a free school lunch ONLY during the monthly meetings. They must, however, notify the lunch aide money counter if they did received a meal for accurate recording keeping purposes.

Collection of overdue money There must be a person designated by the principal who will have a collection sheet where the child’s name and the amount owed must be recorded. Students receive a lunch voucher from the office to identify the student to the cashier as being able to receive a lunch. This designated person will generate letters from the main office to send home with any student carrying a balance of $8.55 or more. Parents/guardians need to be notified that their child will be served a cheese sandwich for lunch until their account is paid. Or If the school has a different procedure they would like to implement, a copy must be submitted to the Director of Secondary Education and the Chief Budget Officer for approval. Upon approval, the procedures will be returned to the individual school to be filled for their records.

Questions should be directed to the following: Cecile Mulligan - Extension 3118 Anthony Ferrucci - Extension 3030 Cheryl Bongivengo- Extension 3090

WARWICK PUBLIC SCHOOLS ELEMENTARY LUNCH TIMES 2011 - 2012 School

Begin

End

Cedar Hill

11:30

1:10

Drum Rock

11:25

12:05

Francis

11:55

1:00

Greenwood

11:30

12:55

Holden

11:35

1:00

Holliman

11:35

1:05

Hoxsie

11:30

1:10

Lippitt

11:30

1:00

Norwood

11:30

12:55

Oakland Beach

11:05

12:35

Park

11:00

12:30

Robertson

11:10

12:35

Scott

11:20

1:00

Sherman

11:20

12:50

Warwick Neck

11:45

1:15

Wickes

11:30

1:00

Wyman

11:40

1:00

WARWICK PUBLIC SCHOOLS SECONDARY SCHOOL LUNCH TIME 2011- 2012

ALDRICH, GORTON WINMAN 1st 2nd 3rd

11:25 11:51 12:17

11:48 12:14 12:40

11:23 11:47 12:11 12:35

11:45 12:09 12:33 12:57

PILGRIM, TOLLGATE VETERANS 1st 2nd 3rd 4th

NOTE: ALL SENIOR HIGH SCHOOLS WILL HAVE THE SAME LUNCH SCHEDULE.