State Agencies (CN Directors)

Appendix D.4

Telephone MEETING AGENDA

script for telephone call with State Agencies regarding data collection to satisfy Families First Coronavirus Response Act waiver reporting requirements through the School Meals Operations Study

SCRIPT FOR DIRECT CALL TO SA:

Hello, may I speak with [STATE AGENCY DIRECTOR]?

Hello. This is [NAME] calling from Mathematica. We recently sent you an email about the School Meals Operations (SMO) Study. We asked that you reply with possible dates and times for a telephone call to discuss the study and the related administrative data collection, as well as the process for completing a memorandum of understanding. At this time, we have not yet scheduled this telephone call.

Do you have time now to discuss the study?

• YES (GO TO INTRODUCTIONS)

• NO  When is a convenient time to have this discussion?

DATE: ____________________ TIME ________________

Thank you. We will call you back then.

IF SA DIRECTOR DECLINES TO PARTICIPATE, DOCUMENT REASONS FOR REFUSAL:

_____________________________________________________

SCRIPT FOR SCHEDULED CONFERENCE CALL TO SA:

1. INTRODUCTIONS (5 minutes)

Hello. This is [NAME] at Mathematica. I’m the [TITLE] for this study. My colleague [NAME] is also on the line. S/he is the Study’s [TITLE]. Who do we have on the phone call from [STATE]?

STATE MAKES INTRODUCTIONS.

Thank you for your time today. The purpose of this call is to discuss the administrative data collection for the School Meals Operations Study, called SMO, which includes data you report to the Food and Nutrition Service, which I’ll refer to as FNS, on the FNS-10, FNS-44, and FNS-418 forms. I will give some background on the study, describe the data collection efforts, and discuss the process for completing a memorandum of understanding, known as an MOU. I can also answer any questions you have. We are not asking you to submit any data now. Instead we will review the MOU to plan for the spring 2021 data collection.

Today, we will review the MOU that we sent prior to this meeting. Please have the MOU available or let me know if you would like me to resend it.

EMAIL COPY OF MOU IF NEEDED.

2. BRIEF DESCRIPTION OF SMO STUDY (10 MINUTES)

The data collected for the SMO Study during school year 2020–2021 will fulfill the State agency mandatory reporting requirements in the Families First Coronavirus Response Act related to the twenty-one nationwide COVID-19 Child Nutrition waivers approved by FNS. These waivers apply to the National School Lunch Program (NSLP), School Breakfast Program (SBP), Seamless Summer Option (SSO), Summer Food Service Program (SFSP), and Child and Adult Care Food Program (CACFP).

To address the statutory requirements while avoiding redundant requests and reducing burden on respondents, this study currently involves two data collection efforts: (1) data obtained from all State agencies, based on the FNS-10, FNS-44, and FNS-418 forms and (2) a survey of all State agencies.

Do you have any questions given what you just heard?

DISCUSS QUESTIONS AND ANSWERS.

Now let’s discuss the data collection.

3. DATA COLLECTION (25 MINUTES)

1. First, let’s discuss the administrative data collection. We are asking each State to provide disaggregated data based on the State’s FNS-10, FNS-44, and FNS-418 submissions.

We will provide a secure data transfer site to receive the data file(s). We can accept data in any standard format, so please provide the data in whatever format is easiest for you. For example, you may provide separate files for each month or a single Excel file with
separate tabs for each month. We will store the data in a secure project directory where only those working with the data will have access.

1. IF SA ADMINISTERS NSLP, SBP, OR SSO (FNS-10 DATA): We will be requesting school- or site-level data based on the FNS-10 Report of School Program Operations for Federal fiscal year 2020. This includes data on the NSLP, SBP, SSO, and Special Milk Program for the months of October 2019 through September 2020.

Please turn to Exhibit B in the MOU.

Table 1 at the end of Exhibit B shows all the data elements we are requesting for each school or site. These include (1) Part A data from 90-day reports of actual counts for each operating month in FY 2020, and (2) Part B data for October 2019. Although these data primarily reflect school meal program operations in schools, because the months of March through September 2020 coincide with the COVID-19 pandemic, we are also requesting Part A data on SSO sites, if applicable.

In addition to the FNS-10 data, for each school or site we will ask you to provide the additional data elements listed in Table 1, “Other information to include with all data.”

Will you be able to provide the data elements listed in Table 1 for each school or site?

IF YES, MOVE TO NEXT RELEVANT FNS FORM.

IF NO, SHARE THE FNS-10 SFA-LEVEL DATA REQUEST.

We are asking States that are unable to provide school- or site-level data to provide School Food Authority (SFA)-level data for Federal fiscal year (FY) 2020 (October 2019 through September 2020). These include (1) Part A data from 90-day reports of actual counts for each operating month in FY 2020, and (2) Part B data for October 2019. Although these data primarily reflect school meal program operations in schools, because the months of March through September 2020 coincide with the COVID-19 pandemic, we are also requesting Part A data on SSO operations, if applicable.

Will you be able to provide the data elements listed in Table 1 for each SFA?

IF NO, DOCUMENT REASON.

___________________________________________________________________

Do you have any questions about the request for FNS-10 data?

DISCUSS QUESTIONS AND ANSWERS.

2. IF SA ADMINISTERS SFSP (FNS-418 data): We will be requesting site-level data based on the FNS-418 Report of the Summer Food Service Program for Children (SFSP) for the months of March through September 2020.

Please turn to Exhibit C in the MOU.

Table 1 at the end of Exhibit C shows all the data elements we are requesting for each site. Although some of these data are reported to FNS annually, we are requesting data by month for each section of the FNS-418 form as we understand State agencies already receive these data monthly from local program operators.

In addition to the FNS-418 data, for each site we will ask you to provide the additional data elements listed in Table 1, “Other information to include with all data.”

Will you be able to provide the data elements listed in Table.1 for each site?

IF YES, MOVE TO NEXT RELEVANT FNS FORM.

IF NO, SHARE THE SPONSOR-LEVEL FNS-418 DATA REQUEST.

We are asking States that are unable to provide site-level data to provide sponsor-level data for March through September 2020. Table 1 at the end of this document shows all the data elements we are requesting for each sponsor. Although some of these data are reported to FNS annually, we are requesting data by month for each section of the FNS-418 form as we understand State agencies already receive these data monthly from local program operators.

Will you be able to provide the data elements listed in Table 1 for each sponsor?

IF NO, DOCUMENT REASON.

__________________________________________________________________

Do you have any questions about the request for FNS-418 data?

DISCUSS QUESTIONS AND ANSWERS.

3. IF SA ADMINISTERS CACFP (FNS-44 data): We will be requesting outlet-level data based on the FNS-44 Report of the Child and Adult Care Food Program for the months of March through September 2020. This study is focused on Child Nutrition programs, and therefore, we are not requesting data on CACFP meals and snacks served in adult day care centers.

Please turn to Exhibit D in the MOU.

Table 1 at the end of Exhibit D shows all the data elements we are requesting for each outlet. Although some of these data are reported to FNS quarterly or annually, we are requesting data by month for each section of the FNS-44 form (A through E) as we understand State agencies already receive these data monthly from local program operators.

In addition to the FNS-44 data, for each outlet we will ask you to provide the additional data elements listed in Table 1, “Other information to include with all data.”

Will you be able to provide the data elements listed in Table 1 for each outlet?

IF YES, MOVE TO SCHEDULE FOR DATA DELIVERY.

IF NO, SHARE THE INSTITUTION-LEVEL FNS-44 DATA REQUEST.

We are asking States that are unable to provide outlet-level data to provide institution-level data, for March through September 2020. Table 1 at the end of this document shows all the data elements we are requesting for each institution. Although some of these data are reported to FNS quarterly or annually, we are requesting data by month for each section of the FNS-44 form (A through E) as we understand State agencies already receive these data monthly from local program operators.

Will you be able to provide the data elements listed in Table 1 for each institution?

IF NO, DOCUMENT REASON.

________________________________________________________________

Do you have any questions about the request for FNS-44 data?

DISCUSS QUESTIONS AND ANSWERS.

2. SCHEDULE FOR DATA DELIVERY: The administrative data collection is planned to take place in spring 2021. Will this timing for providing the administrative data work for you?

IF NO, REMIND THEM THAT PARTICIPATION IS MANDATORY AND DOCUMENT REASON.

_____________________________________________________________________

3. SURVEY: In addition to the administrative data collection for SMO, all State Agencies will receive a web-based survey. This survey will collect information on the statutory reporting requirements for the COVID-19 Child Nutrition nationwide waivers that FNS approved for use from March through September 2020. The survey will be administered in spring 2021. Do you have any questions about the survey?

DISCUSS QUESTIONS AND ANSWERS.

4. MOU WITH MATHEMATICA (10 MINUTES)

Now let’s discuss the MOU. It explains that FNS has contracted with Mathematica to conduct the SMO Study and that FNS is repurposing the SMO Study to collect required information on Child Nutrition waiver activity under Section 2202(d) of the Families First Coronavirus Response Act. The agreement can be modified in writing. Do you have any questions about the MOU?

DISCUSS QUESTIONS AND ANSWERS.

What can you share about your State Agency’s process and timeline for completing MOUs?

__________________________________________________________________________

Under key contacts, we’ve listed the contact information for the project director and director of contract operations.

Can you provide the name, address, email, telephone number for the State agency person who will be our main study contact for completing the MOU?

IF NO, DOCUMENT REASON.

__________________________________________________________________________

Can you provide the name, address, email, telephone number for the State agency person who will sign the MOU or who would need to approve changes to the MOU?

IF NO, DOCUMENT REASON.

___________________________________________________________________________

5. OPEN DISCUSSION AND NEXT STEPS (10 MINUTES)

What questions do you have about the SMO study and MOU process?

DISCUSS QUESTIONS AND ANSWERS.

Following this meeting, we will send you a customized MOU reflecting the discussion today. Please review the MOU and let us know if you have questions. Feel free to enter any needed changes into the document using track changes and provide the amended version back to us. When you are ready, please send us the signed MOU.

Thank you!

MEMORANDUM OF UNDERSTANDING TEMPLATE

This memorandum of understanding (“MOU” or “Agreement”) is entered into and made effective as of [Date] (the “Effective Date”) by and between the [State Agency] ( “the data provider”) and Mathematica Inc. (“Mathematica”), the prime contractor to the United States Department of Agriculture, Food and Nutrition Service (“FNS”) to facilitate Mathematica’s performance of the School Meals Operations Study project under Contract Numbers 12319819A0009 and 12319819F0162, including any modifications or extensions thereof (“SMO Study”). Mathematica and the data provider individually are referred to herein as “Party” and collectively, as “Parties.”

In consideration of the mutual promises and covenants contained in this Agreement, and other valuable and good consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree to the following:

1. BACKGROUND AND LEGAL AUTHORITY

1. The FNS administers school-based Child Nutrition Programs to ensure that children in low-income families do not go hungry and have access to safe, nutritious foods. To effectively manage these programs—including, but not limited to, the National School Lunch Program (“NSLP”) and the School Breakfast Program (“SBP”)—FNS needs to understand how the programs are operating and needs timely information to inform current and future policy decisions. The SMO Study will provide FNS with a mechanism for collecting data from State Agencies (“SAs”) in a timely and efficient manner. To minimize burden, the SMO Study will include a combination of primary data collection and secondary analysis of existing administrative data to address FNS’s information needs.

1. FNS has contracted with Mathematica to conduct the SMO Study and to collect administrative records data during the SMO Study period, beginning with data from Federal fiscal year 2020. FNS’s August 21, 2020 memorandum “SP 24-2020, CACFP 13-2020, SFSP 13-2020” informed State Directors of Child Nutrition Programs that FNS is repurposing the SMO Study to collect required information on Child Nutrition waiver activity under Section 2202(d) of the Families First Coronavirus Response Act (“FFCRA”, PL 116-127). According to the memorandum, data collection is scheduled to start in spring 2021, and SA participation will satisfy FFCRA reporting requirements.

2. Section 305 of the Healthy, Hunger Free Kids Act of 2010 (HHFKA, Public Law 111-296), amended Section 28 of the Richard B. Russell National School Lunch Act (NSLA, 42 U.S.C. 1769i), to require that participants in programs authorized under the HHFKA and the Child Nutrition Act of 1966 (42 U.S.C. 1771 et seq) cooperate with contractors acting on behalf of the USDA Secretary in conducting evaluations and studies under those Acts.

3. As a Federal contractor under contract to FNS, Mathematica is expressly permitted to receive all information obtained through the SMO Study data collection process. See 42 U.S.C. § 1758(b)(6)(A); 7 C.F.R. § 245.6(f)(3). This Agreement describes the roles and responsibilities of Mathematica and the data provider throughout the period of performance.

2. TERM AND TERMINATION

1. This Agreement is effective as of the date last signed below and shall terminate on the date of completion of the work of the SMO Study. For informational purposes only, it is currently anticipated that the SMO Study will be completed on or around March 28, 2025.

1. This Agreement is contingent upon approval of the Office of Management and Budget (“OMB”) for the SMO Study’s data collection. Approval is expected in February 2021. In the event that OMB does not grant approval, this Agreement will terminate automatically.

2. Upon termination of this Agreement, Mathematica shall return or destroy the data described in Exhibit A provided by or on behalf of the data provider (the “Study Data”) that Mathematica maintains in its possession, and will confirm in writing this return or destruction, except as provided in this section.

3. In the event that Mathematica determines that returning or destroying all of the Study Data is infeasible, Mathematica shall provide to the data provider notification of the conditions that make the return or destruction infeasible, and shall extend the protections of this Agreement to such Study Data, and limit further uses and disclosures of such Study Data to those purposes that make return or destruction infeasible, for so long as Mathematica maintains such Study Data.

3. DATA COLLECTION ACTIVITIES

1. A detailed description of the data collection activities is contained in the Study Roles and Expectations document, attached hereto as Exhibit A and incorporated herein by reference.

4. CONFIDENTIALITY

1. Mathematica shall maintain the confidentiality of the Study Data and shall use the Study Data only for purposes of the SMO Study, as specified in this Agreement or as may otherwise be required by law. In the event the data provider directs Mathematica to interface with its vendor for the acquisition of Study Data, the data provider hereby consents to Mathematica receiving such Study Data directly from its vendor.

2. Mathematica shall only disclose the Study Data to those of its employees, agents, consultants, or subcontractors who need access to the information in order to perform the SMO Study (the “Mathematica Study Team”).

3. Mathematica and the Mathematica Study Team shall protect the confidentiality of the Study Data in accordance with applicable provisions of Federal, State, and local laws, rules and regulations. Mathematica agrees to use appropriate administrative, technical, and physical safeguards to protect the Study Data from any unauthorized use or disclosure not provided for in this Agreement. These confidentiality and nondisclosure obligations shall not apply to information that is or becomes public through no breach of this Agreement, that is received from a third party, or that is required by law to be disclosed.

4. At the conclusion of the SMO Study, Mathematica will create a data archive that may be made available as a restricted-use or public-use data file (as required by its contract with FNS). The data files will include all primary and extant data gathered during the SMO Study. The following information will not be included in the dataset: the names or any individually identifiable information, of the individuals included in the SMO Study sample, or school or district identifiers. Pursuant to the terms of Mathematica’s contract with FNS, FNS will approve Mathematica’s de-identification methods.

5. ADDITIONAL PROVISIONS

1. This Agreement may be modified or amended, provided that any such modification or amendment is in writing and is signed by the Parties. It is agreed, however, that any amendments to laws, rules, or regulations cited herein will result in the correlative modification of this Agreement, without the necessity for executing written amendment.

2. Neither this Agreement nor any rights, duties, or obligations described herein shall be assigned by either Party without the prior express written consent of the other Party.

3. All terms and conditions of this Agreement are embodied herein. No other terms and conditions will be considered a part of this Agreement unless expressly agreed upon in writing and signed by both Parties.

4. The data provider shall not have any liability or responsibility for errors or omissions in or any decisions made by Mathematica in reliance upon any information provided by the data provider.

5. Mathematica shall notify the data provider promptly upon confirmation of any unauthorized use or disclosure of Study Data obtained under this Agreement and will cooperate with the data provider in every reasonable way to regain control of such information, mitigate the consequences of its disclosure, and prevent its further unauthorized use.

6. All notices required or permitted to be given hereunder shall be in writing and shall be deemed given when delivered by hand, sent by courier or other express mail service, postage prepaid, or transmitted by facsimile or e-mail addressed to a Party at the address identified in this Agreement.

7. If any provision of this Agreement is determined by any court of competent jurisdiction to be invalid or unenforceable, such provision shall be interpreted to the maximum extent to which it is valid and enforceable, all as determined by such court in such action, and the remaining provisions of Agreement will continue in full force and effect without being impaired or invalidated in any way.

8. This Agreement constitutes the Parties’ entire Agreement with respect to the subject matter hereof and supersedes any and all prior statements or agreements, both written and oral.

6. KEY CONTACTS

1. Mathematica contacts

1. For any technical questions related to the SMO Study or data collection process, contact the SMO Study director:

Rachel Frisk

Mathematica Inc.

1100 1st St. NE, 12th Floor

Washington, DC 20002

Email: [email protected]

2. For any notices or legal notifications regarding this Agreement, submit notices to:

Pamela L. Tapscott

Vice President and Director of Contract Operations

Mathematica Inc.

1100 1st Street NE, 12th Floor

Washington, DC 20002

Fax (202) 863-1763

Email: [email protected]

2. [State Agency] key contacts

1. For technical matters related to the SMO Study, contact [name, address, email, telephone number, etc.].

2. For any notices or legal notifications regarding this Agreement, submit notices to [name, address, email, telephone number, etc.].

This Agreement is accepted and agreed to by:

FOR MATHEMATICA INC.	FOR the [State Agency]:
Signature	Signature
Print Name/Title	Print Name/Title
Date	Date

EXHIBIT A: STUDY ROLES AND EXPECTATIONS

1. DATA COLLECTION ACTIVITIES:

This section describes the Study Data provided by the data provider and the activities covered by this MOU that the data provider will perform to support Study Data collection.

3. Provide administrative data. The data provider will provide administrative data to Mathematica as more particularly described in requests for data annexed as Exhibit B (school-level FNS-10 data), Exhibit C (site-level FNS-418 data) and Exhibit D (outlet-level FNS-44 data), and incorporated herein by reference, for Federal fiscal year 2020, as well as other and future FNS administrative records data as required for the SMO Study. The Mathematica Study Team will work with the data provider to ensure that Study Data requested in subsequent years are available and feasible for the data provider to provide.

4. Complete a survey. The data provider will complete a survey that will provide information needed to respond to the SMO Study research questions that cannot be answered using administrative data.

5. Support School Food Authority (“SFA”) survey participation, if requested. Future years of the SMO Study may include a survey of a nationally representative sample of SFAs. If this survey is administered, the data provider will email letters to all SFAs in their State that have been selected to participate in the SFA survey. The letters will be provided by Mathematica and will encourage SFAs to take the survey.

6. The Study Data does not require any individual level data.

2. STUDY RESULTS

For informational purposes only, the Mathematica Study Team will disseminate the SMO Study findings in some or all of the following ways:

7. Producing a report presenting the results of the analysis. FNS will make the final report available on its website.

8. Producing a brief summary of findings.

9. Preparing a journal article presenting key findings from the analysis.

10. Preparing data visualization products such as infographics or fact sheets.

11. Conducting a briefing at FNS headquarters.

The analyses presented to external audiences will not contain personally identifiable information on SA or district staff, NSLP or SBP participants, or any person participating in data collection activities. Privacy protection provisions are explained in Article 4 of the MOU.

Exhibit B: Request for FNS-10 Data

We are asking each State to provide school- or site-level administrative records data based on the data your State submitted for the FNS-10, Report of School Program Operations, for Federal fiscal year (FY) 2020 (October 2019 through September 2020). Providing these data, along with the other administrative and survey data requested as part of this study, will satisfy reporting requirements in the Families First Coronavirus Response Act (FFCRA) related to the COVID-19 Child Nutrition waivers approved by FNS.

Data request

Please provide the FNS-10 Report of School Program Operations data at the school or site level for FY 2020. Table 1 at the end of this document shows all the data elements we are requesting for each school or site. These include (1) Part A data from 90-day reports of actual counts for each operating month in FY 2020, and (2) Part B data for October 2019. Although these data primarily reflect school meal program operations in schools, because the months of March through September 2020 coincide with the COVID-19 pandemic, we are also requesting Part A data on SSO sites, if applicable.

Please provide the data in whatever format is easiest for you. For example, you could provide separate files for each month or a single Excel file with separate tabs for each month.

In addition to the FNS-10 data, for each school or site please provide:

• School or site name

• School or site ID number

• School or site city

• School or site zip code

• Grade range

• Indicator of whether the school is a charter school

• Indicator of whether the school is a public school, private school, or residential child care institution (RCCI)

• Indicator of whether the SSO site operates as an open or closed site

• Indicator of whether the SSO site was established under the Area Eligibility Waiver

• School Food Authority (SFA) name

• SFA ID number

Data delivery timeline

Please provide the data file for FY 2020 by March 31, 2021.

Data delivery and storage

We will provide a secure data transfer site to receive the data file. We can accept data in any standard format. We will store the data in a secure project directory where only those working with the data will have access.

Complete list of data elements requested

Table 1. Data elements requested for each school or site¹

Data element	Item number on FNS-10
FNS-10 Part A (monthly)
Number of lunches served in the NSLP, by reimbursement category Paid Free Reduced-price Total Average daily lunches served	5a-A 5a-B 5a-C 5a-D 5a-E
Number of NSLP operating days	Not reported on FNS-10a
Number of reimbursable lunches served that qualify district for additional paymentb	5b1-D
Number of reimbursable lunches served in districts certified for performance-based reimbursementsc	5b2-D
Number of afterschool snacks served, by reimbursement category Paid Freed Reduced-price Total Average daily snacks served	5c-A 5c-B 5c-C 5c-D 5c-E
Total free afterschool snacks served in area eligible schools and sites	5d-B
Number of breakfasts served, by reimbursement categorye Paid Free Reduced-price Total Average daily breakfasts served	6-A 6-B 6-C 6-D 6-E
Number of severe-need reimbursable breakfasts served, by reimbursement category Free Reduced-price Total Average daily severe-need reimbursable breakfasts served	7-B 7-C 7-D 7-E
Number of SBP operating days	Not reported on FNS-10a
Number of half pints served in the Special Milk Program, and reimbursement categoryf Paid Free Total	9a-A, 9b-A, 9c-A 9a-B, 9b-B, 9c-B 9a-D, 9b-D, 9c-D
Number of Special Milk Program operating days	Not reported on FNS-10a
FNS-10 Part B (October)
Membership/enrollment for school or institution of each type operating a program this month Enrollment for each public school operating each program: NSLP SBP SBP (severe need only) Enrollment for each private school operating each program: NSLP SBP SBP (severe need only) Enrollment for each RCCI operating each program: NSLP SBP SBP (severe need only)	12b-F 12b-I 12b-J 13b-F 13b-I 13b-J 14b-F 14b-I 14b-J
Number of children in each school approved for: Free lunches Reduced-price lunches	15a-F 15b-F
FNS-10 remarks (monthly, March through September)
Indicator of whether school or site provided meals/snacks throughg NSLP/SBP SSO	18 18
Other information to include with all data
School or site name	Not reported on FNS-10
School or site ID number
School or site city
School or site zip code
Grade range
Indicator of whether school is a charter school
Indicator of whether the school is a public school, private school, or RCCI
Indicator of whether the SSO site operates as an open or closed site
Indicator of whether the SSO site was established under the Area Eligibility Waiver
SFA name
SFA ID number

^aPlease also provide program operating days per month, if these data are available.

^bAn SFA may receive an additional needs-based payment if at least 60 percent of its students received free or reduced-price lunches two years earlier.

^cAn SFA certified for "performance-based" reimbursement earns an additional per-lunch reimbursement of 7 cents, adjusted annually.

^dInclude all free snacks reported in item 5d-B

^eInclude severe need.

^fThe Special Milk Program provides milk to children in schools, residential and nonresidential child care institutions, and summer camps that do not participate in other Federal Child Nutrition meal service programs.

^gFNS memo SP-16-2020, CACFP 10-2020, SFSP 09-2020 requires that this information be provided in the remarks section of the FNS-10 for the monthly data collections beginning with March 2020 and ending with either the June 2020 report or upon the expiration of the Federally declared public health emergency due to COVID-19, whichever is earlier. We are requesting these data for March – September, if available.

Exhibit C: Request for FNS-418 Data

We are asking each State to provide site-level administrative records data based on the data your State submitted for the FNS-418, Report of the Summer Food Service Program for Children, for March through September 2020. Providing these data, along with the other administrative and survey data requested as part of this study, will satisfy reporting requirements in the Families First Coronavirus Response Act (FFCRA) related to the COVID-19 Child Nutrition waivers approved by FNS.

Please provide the FNS-418 Report of the Summer Food Service Program for Children at the site level for March through September 2020. Table 1 at the end of this document shows all the data elements we are requesting for each site. Although some of these data are reported to FNS annually, we are requesting monthly data for each section of the FNS-418 form.

Please provide the data in whatever format is easiest for you. For example, you could provide separate files for each month or a single Excel file with separate tabs for each month.

In addition to the FNS-418 data, for each site please provide:

• Site name

• Site ID number

• Site City

• Site zip code

• Indicator of whether the site is a self-prep/rural site or “other” site

• Sponsor name

• Sponsor ID number

• Indicator of whether the sponsor is a school, government, residential camp, national youth sports program, or non-profit private sponsor

• Indicator of whether site operates as an open or closed site

• Indicator of whether the site was established under the Area Eligibility Waiver

Data delivery timeline

Please provide the data file for March through September 2020 by March 31, 2021.

Data delivery and storage

We will provide a secure data transfer site to receive the data file(s). We can accept data in any standard format. We will store the data in a secure project directory where only those working with the data will have access.

Complete list of data elements requested

Table 1. Data elements requested for each site

Data element (monthly, March – September)	Item number on FNS-418
FNS-418 Part A
For each site Number of breakfasts served Number of lunches served Number of suppers served Number of supplements served	5-A, 5-B 8-A, 8-B 11-A, 11-B 14-A, 14-B
FNS-418 Part B
For each site eligible to receive USDA donated commodities, cumulative number of meals (all types) actually served	24
FNS-418 Part D
Average daily attendance for each site	33
Number of SFSP operating days	Not reported on FNS-418a
FNS-418 remarks
Indicator of whether site operated under a COVID-19 waiverb	34
Other information to include with all data
Site name	Not reported on FNS-418
Site ID number
Site city
Site zip code
Indicator of whether the site is a self-prep/rural site or “other” site
Indicator of whether site operates as an open or closed site
Indicator of whether the site was established under the Area Eligibility Waiver
Sponsor name
Sponsor ID number
Indicator of whether the sponsor is a school, government, residential camp, national youth sports program, or non-profit private sponsor

^aPlease also provide program operating days per month, if these data are available.

^bFNS memo SP-16-2020, CACFP 10-2020, SFSP 09-2020 requires that this information be provided in the remarks section of the FNS-418 for the monthly data collections beginning with March 2020 and ending with either the June 2020 report or upon the expiration of the Federally declared public health emergency due to COVID-19, whichever is earlier. We are requesting these data for March – September, if available.

Exhibit D: Request for FNS-44 Data

We are requesting outlet-level administrative records data based on the data your State submitted for the FNS-44, Report of the Child and Adult Care Food Program, for March through September 2020. Providing these data, along with the other administrative and survey data requested in this study, will satisfy reporting requirements in the Families First Coronavirus Response Act (FFCRA) related to the COVID-19 Child Nutrition waivers approved by FNS. This study is focused on Child Nutrition programs, and therefore, we are not requesting data on CACFP meals and snacks served in adult day care centers.

Key Definitions:

An outlet is any sponsored facility, whether a day care home or sponsored center, or any independent center where meals were actually served.

An institution is any independent center or sponsoring organization of day care homes, child care centers, at-risk afterschool care centers, outside-school-hours care centers, emergency shelters, or adult day care centers which enters into an agreement with the State agency to assume final administrative and financial responsibility for program operations.

Data request

Please provide the FNS-44 Report of the Child and Adult Care Food Program data at the outlet level for March through September 2020. Table 1 at the end of this document shows all the data elements we are requesting for each outlet. Although some of these data are reported to FNS quarterly or annually, we are requesting monthly data for each section of the FNS-44 form (A through E).

Please provide the data in whatever format is easiest for you. For example, you could provide separate files for each month or a single Excel file with separate tabs for each month.

In addition to the FNS-44 data, for each outlet please provide:

• Outlet name

• Outlet ID number

• Outlet city

• Outlet zip code

• Indicator of whether the outlet is a for-profit child care center, outside school hours child care center, Head Start center, at-risk afterschool care center, emergency shelter, Tier I day care home, Tier II all higher day care home, Tier II all lower day care home, or Tier II mixed day care home

• Institution name

• Institution ID number

Data delivery timeline

Please provide the data file(s) for March through September 2020 by March 31, 2021.

Data delivery and storage

We will provide a secure data transfer site to receive the data file(s). We can accept data in any standard format. We will store the data in a secure project directory where only those working with the data will have access.

Complete list of data elements requested

Table 1. Data elements requested for each outlet

Data element (monthly, March – September)	Item number on FNS-44
FNS-44 Part B
Average daily attendance	10-A, 10-B1, 10-B2
Number of CACFP operating days	Not reported on FNS-44a
FNS-44 Part C
Average daily attendance	13-A, 13-B, 13-C, 13-D, 13-E
Number of CACFP operating days	Not reported on FNS-44a
FNS-44 Part Db
Total number of lunches and suppers served during the month in each center and home receiving USDA Foods assistance Child care centers Cash-in-lieu assistance Entitlement USDA Foods assistance Day care homes Cash-in-lieu assistance Entitlement USDA Foods assistance	21-A 21-B 21-C 21-D
FNS-44 Part E
Number of breakfasts served Free Reduced Paid	22-A1, 22-A2, 22-B 25-A1 28-A1
Number of lunches served Free Reduced Paid	31-A1, 31-A2, 31-B 34-A1 37-A1
Number of suppers served Free Reduced Paid	40-A1, 40-A2, 40-B 43-A1 46-A1
Number of snacks served Free Reduced Paid	49-A1, 49-A2, 49-B 52-A1 55-A1
Total meals free	58
Total meals reduced	59
Total meals paid	60
FNS-44 remarks
Indicator of whether center-based site offeredc: Childcare Meals only Indicator of whether home-based site offered: Childcare Meals only	Remarks Remarks Remarks Remarks
Other information to include with all data
Outlet name	Not reported on FNS-44
Outlet ID number
Outlet city
Outlet zip code
Indicator of whether the outlet is a for-profit child care center, outside school hours child care center, Head Start center, at-risk afterschool care center, emergency shelter, Tier I day care home, Tier II all higher day care home, Tier II all lower day care home, or Tier II mixed day care home
Institution name
Institution ID number

^aPlease also provide program operating days per month, if these data are available.

^bExclude data elements for Part D if State agency receives only cash in lieu of USDA Foods.

^cFNS memo SP-16-2020, CACFP 10-2020, SFSP 09-2020 requires that this information be provided in the remarks section of the FNS-44 for the monthly data collections beginning with March 2020 and ending with either the June 2020 report or upon the expiration of the Federally declared public health emergency due to COVID-19, whichever is earlier. We are requesting these data for March – September, if available.

1 This includes all public and private schools, as well as residential child care institutions, operating school meal programs. In addition, for March through September, we are requesting FNS-10 Part A data elements for SSO sites. We are also requesting Part A Item 9 data elements for nonresidential child care institutions and summer camps that operate the Special Milk Program.