Letter to Household of Approval/Denial of Benefits N/A for Full CEP and residential only – RCCI’s These letters are sent to parents or guardians to inform them that their children are approved or denied for free or reduced-price meals or free milk. Records Retention/Submission Frequency Due Date/s Required for AR Per onsite record As needed Upon eligibility retention policy determination. Must use current year Updated annually prototype letter or have alternate approved by the SA each program year. Letter of Eligibility—Direct Certification N/A for Full CEP and residential only RCCI’s – SFA’s must notify households that their children are Directly Certified to receive free meals without the submission of a household application. Records Retention/Submission Frequency Due Date/s Required for AR Per onsite record Ongoing Upon certification retention policy Must use current year prototype letter or have alternate approved by the SA each program year. Confidentiality and Disclosure SFA’s are required to keep all information concerning student eligibility confidential and must maintain documentation that any disclosures to persons outside of the school meals program is in compliance with federal regulations. Records Retention/Submission Frequency Due Date/s Required for AR Per onsite record Ongoing Ongoing retention policy Disclosure agreements Disclosure policy Requests for information Signed confidentiality agreements for all persons provided information.
Letter to Household of Approval/Denial of Benefits – N/A for Full CEP and residential only RCCI’s These letters are sent to parents or guardians to inform them that their children are approved or denied for free or reduced-price meals or free milk. Records Required for AR Must use current year prototype letter or have alternate approved by the SA each program year. Retention/Submission Per onsite record retention policy Frequency As needed Updated annually Due Date/s Upon eligibility determination. Letter of Eligibility—Direct Certification – N/A for Full CEP and residential only RCCI’s SFA’s must notify households that their children are Directly Certified to receive free meals without the submission of a household application. Records Required for AR Must use current year prototype letter or have alternate approved by the SA each program year. Retention/Submission Per onsite record retention policy Frequency Ongoing Due Date/s Upon certification Confidentiality and Disclosure SFA’s are required to keep all information concerning student eligibility confidential and must maintain documentation that any disclosures to persons outside of the school meals program is in compliance with federal regulations. Records Required for AR Disclosure agreements Disclosure policy Requests for information Signed confidentiality agreements for all persons provided information. Retention/Submission Per onsite record retention policy Frequency Ongoing Due Date/s Ongoing