Revised--2-2012--Appendix D Introductory Materials

APPENDIX D
INTRODUCTORY MATERIALS

1.

Introductory Letter to Child Nutrition Director

Letter to State Child Nutrition Program Directors
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone (609) 799-3535
Fax (609) 799-0005
www.mathematica-mpr.com

Kevin Conway
Study Director

[DATE]

[NAME]
[TITLE]
[ADDRESS]
Dear [Salutation, NAME]:
Mathematica Policy Research is conducting a national survey for the U.S. Department of
Agriculture, Food and Nutrition Service (FNS), as part of a study called the National School Lunch
Program Direct Certification Improvement Study. The purpose of the study is to provide FNS with
a comprehensive picture of the direct certification practices employed by States and districts and to
explore the relationship between these practices and overall direct certification performance
measures. In addition, the study will seek to identify continuous improvement methods in data
matching and tools to increase matching rates for all types of direct certification processes used by
States or districts. The attached materials provide more information about the study.
We are asking your agency to help with this important study by completing an online survey
which takes approximately [65/60/20] minutes to complete. To access the survey, please log on to
www.XXXXX.com. You will be asked for your Login Identification Number and Password,
which are indicated below.
Login Identification Number:
Password:

«username»
«password»

The survey is designed to be completed by the State Child Nutrition program director or a
designated member of your staff who has knowledge of direct certification procedures. We
encourage you to circulate the survey among appropriate staff, if necessary, to obtain all responses.
Participation is voluntary and the information you provide will be kept private to the extent
allowed by law.
We thank you in advance for your important contribution to this research. If you have
questions or concerns about this study, please contact Kevin Conway, the study director, by email
at [email protected] or by telephone at 609-750-4083. You can also contact Joseph
Robare, the FNS project officer, by email at [email protected] or by telephone at 703305-2128.
Sincerely,

F.5

An Affirmative Action/Equal Opportunity Employer

2.

Project Description

National School Lunch Program Direct Certification Improvement Study
The Issue

Study
Objectives

Study
Activities

The U.S. Department of Agriculture, Food and Nutrition Service (FNS) has tasked
Mathematica Policy Research to conduct an NSLP direct certification improvement study in an
effort to provide a comprehensive picture of the direct certification methods employed across
the country. Such information will be useful in helping FNS, State child nutrition directors, and
districts recognize promising trends, understand new approaches, and identify steps needed for
continuous improvement of their direct certification efforts.
The key study objectives are to describe current direct certification processes and procedures
employed by States and districts; explore the relationship between these methods and overall
direct certification performance measures; and identify steps for continuous improvement in
data-matching techniques and tools to increase matching rates.
National survey of direct certification practices of all 50 States, the District of Columbia, five
territories, and districts in district-level data matching States. The survey design tailors
questions based on a State’s data-matching method (State- or district-level) and the level of
respondent (State or district). The survey will gather detailed information on key areas of direct
certification in order to fully address the study objectives and research questions.
In-depth case studies in seven States and selected districts. In each participating State,
Mathematica will conduct site visits to interview program and technical staff involved in direct
certification at the State and district levels. The study team will gather technical information
about data-matching system characteristics; probe the potential use of Medicaid data for direct
certification; and explore the issues, challenges, and potential solutions to barriers that impede
efforts to directly certify all eligible SNAP participants.
Exploring records of unmatched SNAP participants. Mathematica will collect SNAP
participant data from the in-depth case study States and perform a descriptive analysis of the
unmatched participant population. We will also collect NSLP applications from a sample of
districts within those seven States and match them to the SNAP participant data that were used
for direct certification. The collection of NSLP applications and SNAP participants will form
the basis for the analysis of the accuracy of the matches and provide insight into how data
matching could be improved.
Analysis and reporting. Mathematica will conduct a thorough analysis of all primary and
extant data assembled for this project. The results of our analysis will be synthesized in:
A final report that will provide an updated nationwide profile of direct certification
methods, direct certification rates by method, trends, process improvements, and a
discussion of barriers and challenges encountered.
A metadata repository prototype that will serve as a “one-stop” for the most up-todate information on data-matching information systems and database characteristics
to facilitate improved direct certification systems in each State and LEA.
A separate report that will describe unmatched SNAP records from in-depth study
States, and detail an independent match of SNAP records used for direct certification
with children listed on categorically approved applications. The analysis will examine
the limitations of direct certification and explore the reasons for nonmatches.

To Find
Out More

Contact Mathematica’s study director, Kevin Conway, by phone at (609) 750-4083 or by
email at [email protected].

F.9

3.

Frequently Asked Questions

FREQUENTLY ASKED QUESTIONS
1.

Who is conducting this study?

This study is being conducted by Mathematic Policy Research with funding from the U.S.
Department of Agriculture, Food and Nutrition Service (FNS).
2.

What is this study about?

The purpose of this study is to describe current direct certification processes and procedures
employed by states and districts; to explore the relationship between these methods and overall
direct certification performance measures; and, to identify steps for continuous improvement in
data-matching techniques and tools to increase matching rates, no matter the direct certification
method employed. This study will build on the knowledge already accumulated from previous
studies by examining current methods of direct certification used by states and districts and will also
address topics such as planned changes to direct certification procedures, experiences interacting
with State data systems, characteristics of the systems used, and challenges in attaining high
matching rates.
Under the Richard B. Russell National School Lunch Act and the Child Nutrition Act of 1966, FNS
has authority to conduct this study under its responsibility for the development and implementation
of national policy for the National School Lunch Program, including the promulgation of
regulations, monitoring State operations, review and reimbursement of State and local expenditures,
and program evaluations. States and districts, as well as schools and other institutions, participating
in the NSLP are expected to cooperate with officials and contractors acting on behalf of FNS, in the
conduct of evaluations and studies under the Richard B. Russell National School Lunch Act and the
Child Nutrition Act of 1966.
3.

How will data be collected for this study?

This study includes three primary data collection methods: (1) a National Survey of Direct
Certification practices; (2) in-depth case studies in seven States, and (3) a review of records of
unmatched SNAP records and NSLP applications from a sample of States and districts within the
seven in-depth study States.
4.

How were States and districts selected for this study?

A key aim of this study is to obtain a national census of NSLP direct certification practices. As such,
the study includes all 50 States, the District of Columbia, the five territories and every districts in
States that are using district-level matching. The national census will be conducted via a web-based
survey. The survey will make effective use of “skips” to ensure each respondent is answering
questions that are relevant to the direct certification methods that they employ. Doing so will help to
reduce the overall burden on each respondent.

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Mathematica Policy Research

A more in-depth study will take place in seven States that were selected using an NSLP direct
certification index. Two districts will be selected within each of the seven States for a site visit and
interviews; while other districts will also be randomly selected for participating in the unmatched
records analysis component of the study.
5.

What will the final product of this study be?

The study team will produce two final reports. The main report will provide the results of the
national survey and the information collected from the in-depth study States. It will provide a
background of NSLP direct certification and data matching; discuss the results of the national
survey; provide details from each of the in-depth study States; and, conclude with a discussion of
best practices and lessons learned. The second report will be focused on unmatched SNAP records
and the data matching of categorically eligible NSLP applications using the State/district matching
algorithm, as well as probabilistic matching. In addition to these findings, we will identify key
strengths and weaknesses of current data matching practices, and provide recommendations for
improving direct certification practices.
In addition, the study may include two additional short reports. The first report would include an
estimate of the national and State direct certification rates to identify the critical factors that
influence higher matching rates. The second report would develop a matrix to categorize States
based on their data matching processes and develop model plans for each type of State to lay the
groundwork for continuous improvement.
6.

Will anyone find out about what I say in this study?

The results of the study will be synthesized in a final report. The information that you provide to
this study will be kept private to the extent allowed by law. Results will be reported only at the State
level, and the names of participating districts will not be revealed. It is possible that informed
individuals may be able to infer the identity of respondents at the State level from the types of
information provided, but we will not report names of respondents.
7.

Why am I being asked to participate?

In order to meet this study’s objectives the majority of the data will be collected through the national
survey of States and districts. Without your participation, we would not get a clear picture of the
data matching efforts in your State and/or district, and would lose valuable information that can
help other States develop and refine data matching initiatives in the future.

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Mathematica Policy Research

8.

How long will it take to complete the survey?

The length of the survey depends on the respondent and, for districts, whether the district was
randomly selected for a longer version of the survey:

9.

State Child Nutrition Agencies

65 minutes

Districts (in States with District-level matching):
Long form
Short form

60 minutes
20 minutes

Do I need to get permission from FNS to participate in the study?

This project is being funded by FNS. They are aware that we are asking for your participation in this
study. If you would like to contact them about this study, you may contact, Joseph Robare, the
Project Officer at FNS, at [email protected] or by telephone at 703-305-2128.
10. Do I have to participate in the study?
Your feedback is appreciated by and informative to FNS but is not required. Mathematica and FNS
have made efforts to minimize the burden that collecting this information will place on you and
other respondents in an effort to make your participation as easy as possible.
11. Is there someone I can call to get more information?
Yes, for more information you may contact Kevin Conway, the Project Director at Mathematica, at
609-484-4523 or [email protected], or Joseph Robare, the Project Officer at FNS, at
703-305-2128 or [email protected]
12. Does this project have OMB clearance?
Yes, this study obtained OMB clearance on [MONTH XX, 2012]. The OMB approval number is
0584-0529, and clearance expires on [MONTH XX, 2012].

F.15