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Instructions: Free and Reduced Price Meal Report

Consolidated Application, Spring Release, Phase II instructions for the Free and Reduced Price Meal Report Period 2.
Data Collection Purpose

This data collection provides a final opportunity for LEAs to submit and certify counts of students eligible for free or reduced price meals (FRPM). The CARS FRPM Period 1 data collection was administered earlier this year and closed on July 31, 2012. In CARS FRPM Period 1, LEAs were given the option (for each school) to Report Later. During the summer, some LEAs may have had to revise their Fall 2011 enrollment and free and reduced price meal data for certain schools in the CALPADS system.

The FRPM eligible student count data are used for LEA grant determinations for Title I Part A and Title II as well as several other state and federal categorical programs. For example, the counts are used to determine eligibility for the Title I, Part A program for direct funded charter schools and county offices of education and to calculate their entitlements and allocations for the program. The counts also are used to determine LEAs’ eligibility and funding under Title II Part A, Economic Impact Aid, Charter School Facility Grant program, Individuals with Disabilities Education Act Special Education Grant Awards, federal Library Grants, federal TEACH Grants, and cancellation of teachers’ loans (Perkins Student Loans, Stafford Loans, and National Direct Student Loans programs).

Generally, the counts collected for October 2011 will be used in the entitlement calculations for fiscal year 2012-13. The data will not be used on the Title I, Part A School Allocations Plan and the Title I School Allocations Actual in CARS given those data are not the same data (i.e., those data are not as of Information Day).
Which LEAs Must Complete This Data Collection?

Your LEA may or may not have to certify data in the CARS FRPM Period 2 data collection depending on the actions your LEA took in the CARS FRPM Period 1, with CALPADS and with updating schools’ provision status. Specifically:

There is no need for your LEA to submit and certify data in the FRPM Period 2 data collection if ALL of the following apply:

For LEAs that meet all of the above criteria, certified data during CARS FRPM Period 1, those data will be reflected in CARS FRPM Period 2 as certified. You are encouraged to open and view the data collection; however, there is no need for you to re-certify the data in CARS FRPM Period 2.

If your LEA did ANY of the following, you will need to enter and certify data in the FRPM Period 2 data collection:


Guidance

The CDE Nutrition Services Division has provided an income eligibility guideline chart on the SNP Eligibility Materials Web page for the purpose of determining eligibility for free or reduced price meals. You must report the number of students eligible for the National School Lunch Program (NSLP), rather than the number of students participating or served meals in the program.

Some LEAs may have schools on a Provision 2 or 3 status. As such, these schools are not annually collecting information to determine whether or not a student is eligible for a free or reduced price meal program. When a school's status becomes Provision 2 or 3, the percentage of students eligible for free or reduced price meals (respectively) at that time becomes the “base percentage”. If your LEA has Provision 2 or 3 schools, the counts of students entered into this data collection should result in percentages consistent with the “base percentages” for those schools.
CDE Program Staff Contact

General questions may be directed to:

ConApp Support Desk, 916-319-0297 or conappsupport@cde.ca.gov

Questions about Provision 2 and 3 schools may be directed to:

Thy Tran, Data Analyst, 916-445-5008 or ttran@cde.ca.gov


Preloaded Data

School Name and School Code: Display fields preloaded using data from the CDS database.

Provision: If 2 or 3, this is a school that is on a Provision 2 or 3 status. These are source data that is obtained from the Nutrition Services Division (NSD), which manages the process whereby an LEA applies for a school to become a Provision 2 or 3 school. If you believe these data are wrong, please contact Thy Tran at 916-445-5008. If a school’s provision status shows as “0”, this means the school is not on the list that the NSD provided.

CALPADS 5-17 Enrollment: These are source data from the CALPADS Fall 2011 data collection period. The CALPADS Fall 2011 data collection period closed on 9/21/2012. LEAs cannot make further changes to this data given the CALPADS Fall 2011 data collection is now closed.

CALPADS 5-17 FRPM Eligible Student Count: For schools that are not on a Provision 2 or 3 status (i.e., the Provision Status is displayed as “0”) these are source data from CALPADS. LEAs cannot make further changes to this data given the CALPADS Fall 2011 data collection is now closed.

Free Meal % and Reduced Price %: Display data that is calculated by the CARS.
Procedures
Step Action Program Instructions
1 Of the students enrolled, enter or revise the Free Meal Student Count.

Report students that were eligible, whether or not they participated or were served meals).

If this field is blank, the LEA opted, during the CARS FRPM Period 1 data collection window, to Report Later.

Do not combine the free and reduced counts; report the reduced counts in the appropriate data entry field.

The count entered cannot be greater than the CALPADS 5-17 Enrollment.
2 Of the students enrolled, enter the Reduced Price Student Count.

Report students that were eligible, whether or not they participated or were served meals).

Do not combine the free and reduced counts; report the free counts in the appropriate data entry field.

The count entered cannot be greater than the CALPADS 5-17 Enrollment.

For schools that are not Provision 2 or 3, the count entered cannot be greater than the CALPADS 5-17 FRPM Eligible Student Count.
NonProvision Schools Error Messages

The following error messages apply to schools that are not Provision 2 or 3.

Error Message Resolution
School: Free Meal Student Count cannot be greater than total school enrollment. Ensure that the Free Meal Student Count is equal to or less than the CALPADS enrollment.
School: Reduced Price Meal Student Count cannot be greater than total school enrollment. Ensure that the Reduced Price Meal Student Count is equal to or less than total school enrollment.
School: The sum of Free Meal Student Count plus Reduced Price Meal Student Count cannot be greater than total school CALPADS enrollment. Ensure that the sum of Free Meal Student Count plus Reduced Price Meal Student Count is equal to or less than total CALPADS enrollment.
Free Meal student count is missing. This field is required.
Enter a numerical value. If there are no students who are eligible for free meals, then enter a zero.
Reduced Price Meal student count is missing. This field is required.
Enter a numerical value. If there are no students who are eligible for reduced price meals, then enter a zero.
School:  The sum of Free Meal Student Count plus Reduced Price Meal Student Count must equal the CALPADS FRPM Eligible Student Count. Ensure that the sum of Free Meal Student Count plus Reduced Price Meal Student Count equal to the CALPADS FRPM Eligible Student Count.
Provision 2 and 3 Schools Error Messages

The following error messages apply to schools that are Provision 2 or 3.

Error Message Resolution
School: Free Meal Student Count cannot be greater than total school enrollment. Ensure that the Free Meal Student Count is equal to or less than the CALPADS enrollment.
School: Reduced Price Meal Student Count cannot be greater than total school enrollment. Ensure that the Reduced Price Meal Student Count is equal to or less than CALPADS enrollment.
Free Meal student count is missing. This field is required. Enter a numerical value. If there are no students who are eligible for free meals, then enter a zero.
Reduced Price Meal student count is missing. This field is required. Enter a numerical value. If there are no students who are eligible for reduced price meals, then enter a zero.
School: The sum of Free Meal Student Count plus Reduced Price Meal Student Count must equal the CALPADS FRPM Eligible Student Count.

Ensure that the sum of Free Meal Student Count plus Reduced Price Meal Student Count equal to the CALPADS FRPM Eligible Student Count.

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Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
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