SCHOOL LUNCH/BREAKFAST PROGRAM 2008 - 2009 CHARTWELLS’. has been rehired to manage the School Lunch/Breakfast Program for the 2008 – 2009 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 (the building principal) 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 Roster Identification System and accurate accounting procedures for eligible free, reduced price and full paid meals. Contractor employees are not to be involved in this duty, as this is a school responsibility. 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 food distribution. 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. The offer-versus-serve provision is extended to secondary students. This means all children from grades seven (7) through twelve (12) may elect any three (3) of the five (5) components of Reimbursable lunch. This provision will cut down on some of the waste, which has resulted in the past, when children did not eat certain vegetables or other components of the meal. However, it must be understood, that elementary students will be served all 5 components. 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 Wickes

Francis Greene Holden Holliman Hoxsie Norwood Sherman Warwick Neck Wyman

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 Chartwells’ 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 three (3) years. The Reimbursable Lunch consists of the following: 1.

Protein rich foods such as: meat, cheese, eggs and sunbutter

2.

Combination of fruits and vegetables

3.

Bread, muffins, or rolls

4.

Milk

The nutrients of a lunch averaged over a period of time, approximate 1/3 of the RDA for children of each age/grade group. Additionally, high school students may select any three (3) of the five(5) components and the lunch will meet Reimbursable requirements qualifying for Federal reimbursements. However, prices will not be reduced if the student elects three (3) components rather than five (5). 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 - Buses needed (check with S. O’Haire)

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. ESPECIALLY THE AREAS HIGHLIGHTED ON THESE PROCEDURES AS THERE ARE SIGNIFICANT CHANGES AS COMPARED TO PREVIOUS YEARS.

Revised 7/08 WARWICK PUBLIC SCHOOLS

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

OPERATING PROCEDURES

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 food service person and/or lunch aide money counter prior to the start of that day’s breakfast/ lunch for proper deposit and recorded keeping.

Cafeteria Sales Breakfast: a table will be set up to accommodate for both milk only and a complete breakfast. The breakfast food service person 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 food service person 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 aide money counter. At the end of the daily lunches, the lunch aide will then give the lunch aide money counter 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 food service person/lunch aide money counter 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 are 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 food 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 aides 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. Per IRS regulations, any free meal received is a taxable benefit and must be included as taxable income on your annual w-2 wages. Unpaid Meals – Lunch Servers will be supplied a meal by Chartwells 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.

Elementary Operating Procedures Cookie Sales Cookie sales will take place on Thursdays after lunch is complete. The food service person will sell cookies and collect the money. After cookie sales are complete, the money that has been collected will be turned over to the lunch aide who serves as money counter. ROSTER IDENTIFICATION AND REPORTING PROCEDURES

School Lunch/Breakfast Roster Lunch aides and the breakfast service person 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 aide/breakfast service person 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 (Full Paid, Eligible Reduced Price and Eligible Free), 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 consists of two separate parts each - the number of meals, bag lunches, milks, ala

carts/miscellaneous sales and the amount of money collected. The breakfast food service person must complete and sign the daily breakfast report and the lunch aide money counter 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.

Elementary Operating Procedures

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) in Column A of the Elementary Daily Lunch Report. Free lunches for FOOD ADVISORY COMMITTEE and DROPPED MEALS, should be totaled and recorded on line 7 as adult UNPAID MEALS. Bag lunches are for all students receiving a complete meal (full paid, eligible reduced price, eligible free and paid in advance) that may be attending a school field trip or an outside school function. The lunch aide money counter must check the student’s names on the roster that day and list the number of bags in Column A under line 10 for Bag Lunches. These totals must also be added to the appropriate categories in Column A under line 1 (Student Full), 2(Student Reduced), and 3(Student Free). The number of milk only sales must be accurately counted, as milk is purchased by the students. This total will be placed in Column A under line 9 for Milks Sold and money received is recorded on the bottom portion. There is one area for Ala Carte sales (i.e. pizza, etc.). The count for the Student Ala Carte is placed on lone 5 in the top section and the money collected is recorded in the bottom section. On days when cookies are sold in the schools, the total money collected for cookie sales only will be listed in the bottom section as Miscellaneous Sales.

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 A procedure for collecting money from children who forget their money and still need to receive a meal should be in place at every school. The money counter has 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. Questions should be directed to the following: Cecile Mulligan - Extension 3118 Leonard J. Flood - Extension 3030 Steve Janelle- Extension 3090

Revised 7/08

WARWICK PUBLIC SCHOOLS SECONDARY SCHOOL LUNCH/BREAKFAST PROCEDURES 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 FIP (Family Independence Program) letter which must have a case number and current date, from the Rhode Island Department of Human Services. A separate letter or application is needed for each child in the family. Each application must be signed and dated when approval is granted. Eligibility Roster All secondary systems must use the roster identification system. After applications have been reviewed, a roster of all students who are eligible to participate in the program must be prepared. This roster must correspond exactly to the applications and letters on file. A code is placed in front of the student identification number to show lunch eligibility for the cashier to record. 1 is used for free, 2 for reduced and 3 represents a full pay status. Any changes in the applications on file must be reflected on the roster and the date of the change indicated. For example, students leaving the school must have the date of withdrawal noted on the application and the roster. If a new student is approved, the date the student is added to the roster must be noted and initialed. All applications must be signed by the reviewer when approved or denied. Any and all future changes in status must be dated and signed on the application and resulting roster page. In order to comply with Federal Regulations you must avoid overt identification of students who receive free or reduced price meals. Cash register displays must be covered to avoid student seeing no sale or “0” being rung up on the register when a free student passes by the cashier. At no time shall a student’s lunch/breakfast status (free, reduced) be announced or discussed in a way that would violate the confidentiality of the student. All secondary meals are recorded by eligibility category (i.e.,free, reduced price and full paid) at the point of service by the use of cash registers. At the end of meal service, when the cash registers are totaled and cleared for the day, a tally is made of the number of free, reduced price and full paid meals are recorded on the register tapes. 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.

Roster Identification System All students who are eligible for a free, reduced price, or full price paying in advance for their lunch/breakfast, shall be listed on the eligibility roster. Monies can be collected by the cashier at the beginning of the week to cover the current week meals. All roster changes must take place at one location and any students pre-paying in full must be added to the roster the same as free, reduced price and reduced price pre-paying students at that one location to ensure confidentiality. These rosters are furnished to the lunch/breakfast service area daily and must include any roster changes as they are identified (i.e. new student, change in eligibility, etc.). The cashier checks each student off the roster as they obtain their meal. All rosters must be reconciled to make sure that no student receives more than one lunch on any given day. The count for the number of meals served on any day must be taken from the rosters at the point of service by eligibility category . 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 all Warwick School employees are NO longer to receive free meals; all meals must be paid adult meals. Per IRS regulations, any free meal received is a taxable benefit and must be included as taxable income on your annual w-2 wages. Unpaid Meals – Lunch Servers will be supplied a meal by Chartwells 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 A procedure for collecting money from children who forget their money and still need to receive a meal should be in place at every school. The person designated by the principal 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. 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 $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.

Questions should be directed to the following: Cecile Mulligan - Extension 3118 Leonard J. Flood - Extension 3030 Steve Janelle - Extension 3090

WARWICK PUBLIC SCHOOLS ELEMENTARY LUNCH TIMES 2008 - 2009 School

Begin

End

Cedar Hill

11:30

1:10

Drum Rock

11:25

12:05

Francis

11:45

12:55

Greene

11:30

12:55

Greenwood

11:30

12:55

Holden

11:35

1:00

Holliman

11:35

1:05

Hoxsie

11:30

12:55

Lippitt

11:30

1:00

Norwood

11:40

1:10

Oakland Beach

10:50

12:40

Park

10:50

12:20

Robertson

11:10

12:35

Scott

11:15

12:55

Sherman

11:20

12:50

Warwick Neck

11:45

1:10

Wickes

11:30

1:00

Wyman

11:40

1:00

WARWICK PUBLIC SCHOOLS SECONDARY SCHOOL LUNCH TIME 2008- 2009

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.