Wellness and Food Service Protocols
Eatonville School District Wellness Policy: Policy 6700 - Nutrition Health and Physical Fitness
Food Service Procedures Manual
Meal Counting and Claiming Procedures
In order to provide meals for field trip, a meal form is sent home with permission form for the students and their parent/guardian to complete two days prior to the date of the trip. See attached form. These forms are used to determine what the student would like in their sacked lunch and for lunch preparations prepared prior to the trip. On the day of the trip, the meals and request forms will be used as a roster to verify the student’s attendance. Once attendance is verified, the forms are entered into skyward by the cashier. All field trips are reimbursable and will comply with all reimbursable meal requirements. Once forms are entered, they are attached to the production records for the day of the field trip to provide verification that requirements have been met.
Earned Meals (student & adults)
Lunches and breakfasts eaten by food service employees must be entered as an earned adult meal into the POS system. The person receiving the meal cannot ring in his/her own meals, the meal must be entered into the POS system by another employee. Student workers who earn a meal by assisting the foodservice staff must also have those entered as an earned student meal for that day. The reimbursable meal pattern must be followed for student earned meals. Only one earned meal per student per day is allowed. The student must be claimed in the POS system under the proper category, (free, reduced, or paid).
If it has been determined that a student’s choices do not fulfill the requirements of a reimbursable meal, he/she will be asked to obtain the food items that will rectify this. In order to provide an easy way for students to complete a reimbursable meal, additional fruit options are provided at the cashier station. If the student does not wish to add the additional items to make the meal complete, then they are informed that their selections will have to be entered by the item and be considered an ala carte purchase.
Second Meals and Ala Carte Sales
Students are allowed access to one reimbursable meal each day. Any smart snack items and second entrees will be charged to a student account as an ala carte purchase.
Visiting Student and Adult and Non-Student Meals
A student/adult visitor account has been set up for both the elementary and secondary schools. All visitors will be charged under this account.
Staff members have been set up with their own accounts for purchasing meals.
Meal Claiming/Meal Counts by Eligibility Category
It is very important that the cashier make a visual determination of a reimbursable meal. There are five meal components that are offered to the students on a daily basis. These components come in the form of: Grains, Meat or Meat Alternatives, Fruits, Vegetables and Milk. In order for a student to be considered to have a reimbursable meal they must have a minimum of three items of which one item must always be a ½ cup of fruits or vegetables. Meals must always be claimed the day of service. All meals served must be identified with the student as the cashier rings them up. Student eligibility categories are determined by the state eligibility program. The student’s category is then uploaded to the district’s Skyward program and automatically goes into the system. The POS screen will not show if the student is free, reduced or paid, as this information is confidential.
Free and Reduced Processing
All free and reduced applications are processed at the district office. At the beginning of a school year a student has a 30 day grace period in which they retain their status from the prior year. A new application must be submitted each year. After the 30 day grace period the student will become a paid student until another application is submitted. Please keep in mind that a student’s free, reduced, or paid status is CONFIDENTIAL! That information can only be given to the student, parent or guardian of that student. Student identity is to be confirmed before giving out this information. This kind of information can never be given to a friend, other adult, other relatives, teachers or even other school staff. Discretion should be used while the student goes through the service line in order to keep from embarrassing the student.
Low Balances / Collections
All Students with a low or negative balance are notified at checkout that they need to bring in additional lunch money. The student’s parent or guardian will also be notified via phone call, email, or by sending home a print out of the student's account.
Negative Balance’s / Unpaid Meal Charges
The District’s Meal Charge Protocols will also address unpaid meal charges. Students who qualify for free meals will not be denied a reimbursable meal at any time, even if they are asking for a second meal and/or have accrued a negative balance from previous purchases.
All other students with outstanding meal charge debt will be allowed to purchase a meal if the student pays for the meal when it is received. The District will provide alternate meals meeting federal and state requirements to students who have charged the maximum amount allowed to their student account and cannot pay out of pocket for a meal. This meal will consist of a cheese sandwich, milk and access to the salad bar where they are allowed and required to take a fruit or vegetable. Students are never charged for alternative meals.
At no time, will meals be denied to any student based upon their ability to pay.
The Building Administration will make reasonable, discrete efforts to notify families when meal account balances are low through use of notification at check out, parent/guardian notification via phone call, e-mail, or by sending home a print out of the student’s account. Families will be notified of an outstanding negative balance once the negative balance reaches $5.00.
All detention students are to be sent to the cafeteria before the start of the lunch period. They are to be processed the same as all students. Once the reimbursable meal, or other purchase(s) are finalized, they are then required to report to detention.
Special Dietary Needs
All students with special dietary needs are required to have forms completed and signed by a recognized medical authority and returned to the school nurse. All dietary needs will be fulfilled in regards to these forms and the child’s needs. These are the forms:
- Dietary prescription for students with disabilities,
- Dietary prescriptions for students without disabilities,
- Medical non-disabling statement.
A copy of the dietary needs is kept at the cafeteria to which it pertains.
The District will follow USDA Food and Nutrition Civil Rights and non- discrimination policies.
Backup Meal Counting System
Cashiers must always have a pen and a notepad at their station. If the computers go down, the staff member must write down the student’s name, lunch number, and their meal, (reimbursable, ala carte,). The food service director and/or the I.T. Department must be contacted as soon as possible. Staff must remain at the station. Once computers are up and running, the information is then to be processed into the system.
Reports and Deposit Procedures
At the end of the day, the cashiers at the middle school and the high school will have the appropriate person run the daily deposit report so that they may balance the tills. Each cashier will count their till, make sure it balances, and complete a daily cash transmittal slip. Checks are to be stamped with the bank stamp. Checks, cash, and transmittal slip are to be put into the moneybag, locked, and taken to the building’s main office. Every Thursday the cashier will staple the deposit slips to the transmittal bank deposits sheet with the total of all the deposits. They will be taken to the ESD accountant, for processing. If there is a problem with NSF checks, the accountant will notify the Food Service Director (FSD) and the FSD will then notify all of the cashiers.
End of the year closing procedures
At the end of the school year, the cashiers will take the closing monies to the ESD accountant in the District Office. At the start of the next school year Krista will provide the cashier their starting cash for the new school year.
When a student has a positive or negative balance remaining on their account at the end of the year it will flow into the next year's account.
An effort will always be made to rectify negative accounts before the end of the year, especially with graduating seniors.