School Nutrition Programs Application Process

The National School Lunch Program (NSLP) and School Breakfast Program (SBP) are federally funded programs available to all qualifying agencies which serve meals to students of high school grade or below.

The National School Lunch Program (NSLP) and School Breakfast Program (SBP) help to fight hunger and obesity by providing healthy meals to children. This web page is intended to provide the necessary information for interested agencies to apply to participate in these federally funded programs. To become a School Nutrition Program operator, an agency must be either a public entity or a nonprofit organization with an Internal Revenue Service 501(c)(3) determination.

The NSLP and SBP are available to all qualifying agencies which serve meals to students of high school grade or below. The U.S. Department of Agriculture (USDA) is responsible for overseeing the program nationally. In California, the NSLP and SBP are administered by the California Department of Education (CDE) Nutrition Services Division. All participating agencies must operate a nonprofit program offering low-cost and free meals meeting federal requirements to all children in attendance.

The tabs below are divided by agency type and include information on the mandatory documents. It is recommended that all applicants become familiar with the different program requirements, rules, and regulations. The information provided under the Frequently Asked Questions (FAQs) and Resources tabs are also helpful and recommended to review prior to starting the application process.

Frequently Asked Questions

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What federal Child Nutrition Programs (CNP) can approved agencies operate?

The NSLP and SBP are the most well-known school-based, federal CNPs. The CNPs are administered by the U.S. Department of Agriculture through state agencies. These nutrition programs are intended to help prevent food insecurity by reimbursing organizations, schools, and after-school programs for the healthy, nutritious meals and snacks served to eligible children. Additional information on each of these CNPs is provided below.

NSLP and SBP: The NSLP and SBP are federally assisted meal programs operating in public and nonprofit private schools and residential child care institutions (RCCI) that provide nutritionally balanced breakfasts and lunches that meet specific meal standards to eligible children each school day. For more information, please visit the USDA NSLP web page and the USDA SBP web page .

School food authorities (SFA) have the option of serving afterschool snacks through the NSLP. In addition, SFAs currently administering the NSLP or SBP can provide breakfast, lunch, snack, and supper during the summer months through the Seamless Summer Option (SSO) of the NSLP. For more information about these options, please visit the USDA School Meals Afterschool Snacks web page and the USDA School Meals An Opportunity for Schools web page .
Fresh Fruit and Vegetable Program (FFVP): The FFVP is a grant that provides participating elementary schools funding to purchase additional fruits and vegetables to be served outside of the NSLP and SBP. Elementary schools with high-need students submit an application to participate in the FFVP. For more information, please visit the USDA Fresh Fruit and Vegetable Program web page .
Special Milk Program (SMP): The SMP provides milk to children in schools and childcare institutions that do not participate in other CNPs. The SMP reimburses schools and childcare institutions for milk served. Schools in the NSLP or SBP may also participate in the SMP to provide milk to children in half-day prekindergarten and kindergarten programs where children do not have access to the NSLP or SBP. For more information, please visit the USDA Special Milk Program web page .
The Summer Food Service Program (SFSP) reimburses providers who serve free nutritious meals to children and teens in low-income areas during the summer months when school is not in session. Schools that have the ability to manage a food service program may be either an SSO or SFSP sponsor and enter into agreements with state agencies to run the SSO or SFSP. For more information, please email SSFO@cde.ca.gov.

What are the program operator's responsibilities for administering the School Nutrition Programs (SNP)?

Administrative responsibilities for the programs include but are not limited to:

Maintaining financial records to ensure nonprofit status
Providing applications for meal benefits to each household
Approving and/or denying applications for meal benefits
Verifying current income from a sample of households selected
Completing the direct certification process (unless exempt)
Ensuring meals meet federal and state meal pattern standards
Taking meal counts by category at the point of service
Conducting a monthly edit check of meal counts
Conducting an on-site review of each school to ensure accurate counting and claiming of meals
Completing various reporting requirements
Submitting claims for reimbursement
Maintaining menu production logs, transportation logs, temperature logs, and other documentation as required to show program compliance
Bidding competitively for purchased food, supplies, equipment, and services
Submitting an annual application packet each year in order to receive reimbursement. Application packets must be approved each year prior to monthly claim submission.

How are SNP Operators reimbursed for meals?

SNP Operators receive reimbursement based on the number of meals served to students per category: free, reduced-price, and paid.

How do I apply to participate in an SNP?

Prior to applying to participate in any nutrition program, it is important to confirm that all required documentation is available. For example, if your organization is required to submit an Internal Revenue Service (IRS) 501(c)(3), make sure the document is available and that it meets the requirements outlined for the organization type. Please become familiar with the mandatory documentation for your agency on the associated tab for your agency type. It is also recommended that all applicants become familiar with the different program requirements, rules, and regulations. Please review the information provided on the Resources tab so that you are sure you can meet the requirements of the programs for which you are applying.

When you are ready to apply, contact your SNP county specialist to begin the application process. The listing of the SNP county specialists can be found on the SNP Specialist Directory web page.

I want to use my agency’s Articles of Incorporation rather than a 501(c)(3) to prove nonprofit status. Why must I provide a 501(c)(3)?

Articles of Incorporation are state issued documents which do not provide the required federal determination of nonprofit status. Nonprofit status can only be confirmed with an Internal Revenue Service (IRS) issued 501(c)(3) letter of determination.

Why does the California Department of Education (CDE) require a Unique Entity Identifier (UEI) number?

The CDE requires a UEI number to comply with mandatory federal reporting requirements. Agencies participating in the NSLP and SBP must obtain a UEI number. More information on UEI numbers and how to obtain one can be found at the USDA Unique Entity Identifier Transition web page .

What happens if I do not submit all the required documents?

If the SNP operator fails to submit all required documents and/or respond to communications from the SNP specialist within 30 calendar days from the date the initial application process email is sent, or when the SNP operator’s Child Nutrition Information and Payment System username and password are provided, the SNP operator will be notified by email that they have an additional 30 calendar days to complete the application process. If the SNP operator is unable to meet this deadline, the SNP specialist will withdraw the application and close out the application process. The SNP operator may apply again when they are better prepared to meet the SNP application requirements.

What is an administrative review (AR)?

The AR process is mandatory and designed to ensure that all participating SNP Operators comply with the federal and state program requirements of the CNPs. The CDE is mandated by the USDA to review every SNP Operator at least once during a three-year review cycle. This includes any new SNP Operators entering the program(s).

The CDE completes the AR to ensure program integrity and increase overall compliance, with the following objectives:

Determine if the SNP Operator is meeting all federal and state SNP requirements
Provide focused technical assistance to correct any findings
Secure necessary corrective action documentation demonstrating the SNP Operator’s permanent corrections
Assess fiscal action and recover improperly paid funds

For more information on the AR process, go to the CDE SNP AR web page.

What are the eligibility standards for free and reduced-price meals?

Schools, agencies, institutions, and facilities participating in the NSLP, SBP, and SMP must use the Income Eligibility Guidelines (IEG) to qualify households for free or reduced-price meals or free milk. The IEGs are based on the current federal poverty guidelines by total household size. Children from families with income at or below 130 percent of the poverty level are eligible for free meals and milk. Those with income between 131 percent and 185 percent of the poverty level are eligible for reduced-price meals. The current income and family size criteria can be found under the Income Eligibility Guidelines on the CDE Eligibility web page.

Children are automatically eligible for free school meals if their household receives benefits under CalFresh, California Work Opportunity and Responsibility to Kids (CalWORKs), or Food Distribution Program on Indian Reservations (FDPIR).

For more information on eligibility, please refer to the USDA Eligibility Manual for School Meals .

Please note, with the implementation of the California Universal Meals Program, public schools, charter schools and county offices of education serving Transitional Kindergarten through grade 12 are required to make both a breakfast and lunch available every school day, regardless of eligibility status, but it is still required to make eligibility determinations per the federal requirements.

What are the meal requirements?

To qualify for reimbursement, SNP Operators must meet certain requirements depending upon the menu option they have selected for their school. For more information on meal requirements, please refer to the CDE School Menu Planning Options.

Are schools required to make menu substitutions for children who cannot eat the regular lunch or breakfast?

Yes. The USDA regulations under Title 7, Code of Federal Regulations (7 CFR), sections 15b and 15b.26(d), implements Section 504 of the Rehabilitation Act of 1973 nondiscrimination requirements on recipients of federal financial assistance, such as SNP operators, to serve special meals at no extra charge to children with disabilities. In addition, 7 CFR, sections 210.10(m) and 220.8(m), require SNP operators to make substitutions or modifications in the NSLP and SBP for children whose disabilities restrict their diets.

When supported by a written medical statement from a state licensed healthcare professional, meal substitutions for children with disabilities that restrict the child’s diet can be considered on a case-by-case basis. The CDE only permits the following state licensed healthcare professionals to complete and sign a written medical statement for a disability: Licensed physicians, physician assistants, or nurse practitioners. For more information about accommodating children with special dietary needs due to a disability, please see the CDE Modifications to Accommodate Disabilities web page.

How does an SNP operator contract with a food service management company (FSMC) or vendor?

SNP operators may contract with an FSMC or vendor to provide their meal services. SNP operators are required to meet the federal procurement requirements and regulations that govern CNPs when developing the bid documents and awarding the contract. To ensure compliance with federal procurement requirements, SNP operators must submit formal contract documents to the CDE for review prior to seeking bids. For additional information and forms, go to the CDE Procurement web page.

Are SNP Operators required to have a cafeteria fund for all revenue and expenses for SNPs?

Yes. SNP operators must maintain a nonprofit school food service account per 7 Code of Federal Regulations (CFR), Section 210.9. The cafeteria fund is a restricted account in which all the revenue from all food service operations conducted by the SNP operator, principally for the benefit of school children, is retained and used only for the operation or improvement of the nonprofit school food service. Revenue, when applied to the cafeteria fund, means all monies received by or accruing to the nonprofit school food service in accordance with the state agency's established accounting system. This includes, but is not limited to, student meal payments, earnings on investments, other local revenues, state revenues, interest, and federal cash reimbursements. For additional information, visit the CDE Cafeteria Fund Guidance web page.

What are the professional standards requirements?

The USDA established minimum professional standards requirements for school nutrition professionals who manage and operate the NSLP and SBP. The standards aim to institute minimum education standards for school nutrition directors as well as annual training standards for all SNP directors, managers, and staff. These standards ensure that school nutrition personnel have the knowledge, training, and tools they need to plan, prepare, and purchase healthy products to create nutritious, safe, and enjoyable school meals. For more information on the professional standards requirements for the SNPs, please visit the Professional Standards web page.

When can we receive reimbursement?

You cannot receive reimbursement for meals or milk during or prior to the application process for participating in any of the meal programs. The CDE cannot project, estimate, or promise a start (approval) date throughout the application process. The approval date is determined by management once you have properly completed and submitted all application, policy, menu, health permit, and agreement documents; and submitted a complete packet. You can only begin claiming reimbursement beginning on the approval date, which is determined by management. The actual approval date will depend on your responsiveness during the application process and timely submission of required documentation. SNP Operators are not reimbursed during or prior to the application process.

The SNP Operator’s application can only be approved retroactively to the beginning of the month in which the SNP management approves the application packet. This only applies when the SNP Operator has a complete menu certification packet on file covering the month prior, has conducted eligibility on all enrolled students for the month prior, and has taken daily point-of-service meal counts—by eligibility—for every meal period for the month prior. The SNP Operator will receive written correspondence notifying them of when the application packet has been approved and the start date of their meal or milk reimbursement.

If a school changes the grade groups served at that school site, does that affect the school’s ability to participate in the CNPs?

No, schools serving children through grade 12 may participate in the NSLP and SBP. Adding or subtracting grades does not affect a school’s eligibility to participate in CNPs. However, the meal pattern requirements vary by grade to meet the specific nutrient needs of the children being served. Additional information on meal pattern requirements for schools is available at the USDA Nutrition Standards for School Meals web page . The program operator must update the applicable site application to reflect any grades (or sites) that are added.

What is a school food authority (SFA)?

An SFA is defined as the governing body responsible for the administration of one or more schools. It is also the entity that has the legal authority to operate the SNPs (7 Code of Federal Regulations (CFR), Section 210.2). An SFA must enter into an agreement with the CDE to operate the CNPs. Requirements for the agreement can be found at 7 CFR, Section 210.9.

A charter school may participate as an SFA and sign its own agreement with the CDE or participate as part of another SFA. Operating the SNP as part of another SFA can streamline responsibilities involved in administering the programs. While it is the charter school board of directors that signs the agreement with the CDE to operate the NSLP and SBP, we generally refer to charter school rather than the board of directors in the questions and answers, with the understanding that the charter school operates in conjunction with the board of directors as the legal authority.

Could a charter school enter into an agreement with another SFA to assist with program administration?

Yes, a charter school may enter into an agreement with another SFA. Under such an agreement, the other SFA could assume responsibility for various program services, such as determining and verifying eligibility, providing meals, and counting and claiming meals. However, even if the charter school enters into such an agreement, the charter school holds the agreement with the CDE and is ultimately responsible for ensuring that the programs are administered according to all statutory and regulatory requirements. Charter school SFA agreements may include various provisions and clearly identify the rules and responsibilities of each party. SFAs are allowed to join in such intergovernmental agreements to foster greater efficiency (see 2 Code of Federal Regulations (CFR), Section 200.318(e) and Memoranda SP-05-2017, SFSP 02-2017). The following are two examples of what may be included in an agreement.

An SFA provides meals to a charter school. The charter school is responsible for all other aspects of program operations, including certifying household applications for free or reduced-price meals, verifying applications, and counting and claiming meals. The charter school is responsible for maintaining all required paperwork to demonstrate compliance such as, production records, copies of the household applications, meal counts and claims for reimbursement, food labels, and recipes.
A charter school has an agreement with another SFA for virtually all aspects of program operations, such as determining and verifying eligibility, providing meals, and counting and claiming meals. In this arrangement, the charter school must have ready access to records that demonstrate program compliance.

What administrative duties are associated with participating in the SNP?

A comprehensive list and description of administrative requirements can be found at 7 Code of Federal Regulations (CFR), parts 210, 220, 245, and 250. Administrative duties at the SFA level include the following:

Determine student eligibility for free or reduced-price school meals (7 CFR, Section 245.6)
Serve school meals that meet the nutrition standards during the meal period (7 CFR, sections 210.10, and 220.8)
Count the number of reimbursable meals served by type (free, reduced-price, paid) at the point of service (7 CFR, Section 210.7(c)(2))
Maintain a financial management system to account for revenues and expenditures of the nonprofit food service (7 CFR, Section 210.14)
Meet federal reporting and recordkeeping requirements (7 CFR, Section 210.15)
Maintain proper sanitation and health standards in conformance with all applicable state and local laws and regulations and federal statutory requirements (7 CFR, Section 210.13).

Charter schools can contact the CDE for more information and technical assistance by phone at 800-952-5609. Charter schools can competitively procure consultants or contractors to perform some (or all) aspects of program administration.

If a charter school uses a charter management organization (CMO) also referred to as an education service provider (ESP), to manage and operate the charter school, can the CMO be responsible for the SFA’s administrative responsibilities?

It is FNS’ understanding that CMOs are for-profit or nonprofit organizations that contract with individual schools to deliver management services. When a CMO is contracted to manage any aspect of the charter school’s food service, it is considered a food service management company (FSMC) (7 Code of Federal Regulations (CFR), Section 210.2). Like all SFAs that contract with an FSMC, the charter school must follow federal procurement requirements in 7 CFR, Section 210.21 and 2 CFR, Section 200.318-.326 to solicit bids/proposals to contract with this entity. The charter school must include in the solicitation and contract specific SFA responsibilities found in 7 CFR, Section 210.16(a), FSMC responsibilities found in 7 CFR, sections 210.16(c) and (d), and USDA Foods requirements in 7 CFR, sections 250.50–.54 (Subpart D). If the SFA uses a cost-reimbursable contract, the contract must include required provisions in 7 CFR, Section 210.21 and the audit provision found in the 2016 FSMC Handbook for SFAs. These requirements can be found at the USDA Updated Guidance: Contracting with Food Service Management web page .

However, if a CMO does not manage any aspect of the charter school’s meal service, then the charter school/board of directors is permitted to assign its administrative responsibilities to the CMO, which then essentially functions as the SFA. This determination may be based on the recognition that the board, which is comprised of parents or guardians, and other professionals are board of director members in the fiduciary sense, rather than administrators, and thus the school would be better served by allowing the CMO to assume the administrative functions. This means the board could assign to the CMO eligibility, verification, and all other responsibilities for which the SFA is responsible. Such responsibilities may also include competitively procuring the services of an FSMC as specified in the requirements above. Assigning the administrative responsibilities to a CMO does not mean that the charter school abdicates or transfers its responsibility to ensure all program requirements are met; the charter school is still responsible for having all required paperwork on file, such as production records, copies of the household applications, meal counts, claims for reimbursement, food labels and recipes, documentation of all procurement processes for assessing compliance with procurement standards identified above, and oversight of the FSMC.

Does the CMO sign the CNP agreement with the state agency?

The charter school board of directors is responsible for ensuring all program requirements are met and signs the agreement with the state administering agency.

If the CMO administers charter schools in multiple states, can the CMO conduct eligibility, verification and other functions at a location outside the jurisdiction where the charter is held?

Yes, as long as doing so does not cause an inconvenience or act as an impediment to families applying for benefits, or cause required records to be unavailable for review at any time by a state.

What is a charter school collaborative (CSC)? Does a CSC meet the definition of SFA for the purpose of participating in SNP?

A CSC is a legal entity separate from the contracting charter schools that may be authorized to provide a function, service, or facility for contracting charter schools. Questions about an entity’s eligibility to participate in the SNP should be directed to the appropriate state agency.

Ultimately, the CDE is responsible for determining if an entity meets the criteria for participation in the SNP. In determining the eligibility of a CSC to be an SFA, the state agency must determine if state law permits a CSC to act as an SFA consistent with provisions of the Richard B. Russell National School Lunch Act (Title 42, United States Code, Section 1751) and the definition for an SFA (7 Code of Federal Regulations (CFR), Section 210.2). The state agency is responsible for confirming that the CSC contract (with charter schools in the collaborative) includes a provision enabling the CSC to act as an SFA consistent with the regulatory definition and state law.

What are important considerations for charter schools interested in participating in the NSLP and SBP?

Charter schools have cited various challenges in meeting requirements for the school meal programs. There are solutions to these challenges and the CDE is available to provide the training, technical assistance, and resources that charter school need to provide access to nutritious meals through the SNP. Charter schools experiencing these or other challenges can contact the CDE Nutrition Services by phone at 800-952-5609. Challenges that charter schools have communicated include:

Access to kitchen facilities or need to retrofit nontraditional facilities to accommodate meal service
Contracting for food services with third-party providers, including school districts
Adequate staffing available to administer the programs
Establishing reliable administrative systems to receive reimbursements, including electronic point-of-sale devices and meal benefit application systems
Recruiting and hiring staff with experience in school meal programs

Can a school participate in the SNP if it does not have an on-site kitchen?

Yes, a kitchen is not required to participate in the SNP. Schools with minimum facilities can arrange to have meals provided. Schools can partner with another SFA or competitively procure meals from a third-party provider to participate in the SNP.

A school can also contract with an FSMC. When partnering with an FSMC, a school must procure services properly (i.e., competitive procurement) as specified at 7 Code of Federal Regulations (CFR), sections 210.21, 220.16 and 2 CFR, sections 200.318-.326. The CDE can provide further information on the procurement process as well as training and technical assistance to help school food service staff prepare nutritious meals and meet federal requirements. To find out more about the procurement process for the SNPs, please visit the CDE Procurement in CNPs web page. Other resources include the following FNS procurement information:

What is direct certification (DC) and what are the requirements for DC in the CNPs?

DC is the process conducted by state agencies and local educational agencies (LEA) to certify eligible children for free meals without the need for household applications. Free meal benefits through DC are established through systems which match student enrollment lists against Supplemental Nutrition Assistance Program (known as CalFresh in California) agency records and the records of other assistance agencies whose participants are categorically eligible for free meals, including the Temporary Assistance for Needy Families Program, the Food Distribution Program on Indian Reservations, the Head Start Program, and children that are homeless, migrant, runaway, or a foster child.

LEAs are required to directly certify children from households that receive CalFresh benefits, and conduct DC matching activities with CalFresh data at least three times per year: once at or around the start of the school year, and again three and six months after that initial effort. However, LEAs are encouraged to conduct matching activities more frequently to increase the opportunity to identify children in a timely manner.

Benefits of DC include increased program access, reduced burden for families and LEAs, increased reimbursement for LEAs, and improved program integrity. Additionally, the administrative savings through DC allow school districts the opportunity to focus more resources towards improving meal quality and service.

What are the Special Provision Options in the SNP?

In an effort to reduce paperwork and administrative burden, special provision options are available as an alternative for schools with a significant number of low-income students. Information on Special Provisions can be found at the CDE Provisions: Claiming Alternatives web page as well as the CDE Community Eligibility Provision web page.

What is the Community Eligibility Provision?

The Community Eligibility Provision (CEP) is the most recent special provision permitted by law. Schools are eligible to implement CEP if they satisfy the following requirements:

Meet a minimum level of 25 percent of identified students certified for free meals in the prior school year without the use of school meal applications (for example, students directly certified through CalFresh)
Participate in both the NSLP and SBP
Serve free lunches and breakfasts to all students during the 4-year cycle
Count total reimbursable breakfasts and total lunches served daily
Do not collect school meal applications from households
Cover with nonfederal funds any costs of providing free meals to all students above amounts provided by federal reimbursements.

New charter schools that meet the eligibility criteria above are required to elect CEP by June 30 in order to participate in CEP during the following school year. If the number of identified students and enrollment are not available, the new school must wait until the numbers of identified students and total enrollment are available to determine eligibility to elect CEP.

Charter schools should contact their state agency if they are interested in participating in CEP or in learning more about the other special provision options. To learn more about the CEP and other provisions, please visit the USDA School Meals CEP web page .

What are the reimbursement rates for participating schools?

A document detailing the SNP reimbursement rates for July 1st through June 30th of the following year is available in the Download Forms section of the Child Nutrition Information and Payment System, Form ID: SNP Reimbursement Rates. A detailed breakdown of the reimbursement rates can also be found on the CDE CNP Meal Reimbursement Rates web page at Rates, Eligibility Scales, & Funding - Nutrition (CA Dept of Education).

Can school meal reimbursements go directly to the contractor versus going to the SFA then to the contracting vendor?

No, the CDE reimburses SFAs directly for school meals; the SFA is the responsible entity that holds the agreement with the state agency as explained in 7 Code of Federal Regulations (CFR), Section 210.7. SFAs submit a monthly reimbursement claim based on the number of free, reduced-price, and paid meals served. After the state agency reviews the claim, reimbursement is issued to the SFA usually within four to six weeks.

What resources are available for schools interested in finding out more about the SNPs?

SFAs are encouraged to review the following resources to learn more about operating the SNPs:

Resources

Program Operation Resources

CDE Cafeteria Fund Guidance web page
Provides School Nutrition Program (SNP) operators with information and instructions pertaining to federal and state statutes and regulations that govern school cafeteria funds.
CDE Community Eligibility Provision (CEP) web page
Provides information and resources about CEP.
CDE Competitive Foods and Beverages web page
Provides information, tools, and resources to groups and individuals selling foods and beverages to students, during the school day, on school campus, that are outside of the U.S. Department of Agriculture (USDA) school meal program—areas such as fundraising, vending machines, and student stores.
CDE Direct Certification (DC) web page
Provides information and resources about DC.
CDE Disaster Guidance for Child Nutrition Programs (CNP) web page
Includes claiming and reimbursement information, policy guidance, resources, and contacts for all disasters that affect the CNPs.
CDE Ensuring Adequate Time to Eat web page
Provides resources and information to help SNP operators ensure that students have adequate seated time to eat their meal.
CDE Local School Wellness Policy (LSWP) web page
Provides information and resources regarding LSWP.
USDA LSWP Outreach Toolkit web page
Provides USDA LSWP resources and templates.
CDE Nutrition Services web page
Provides information on submitting claims for reimbursement under the CNPs as well as contact information for county Nutrition Claims Analysts.
CDE Provisions: Claiming Alternatives web page
Provides information and resources on alternative ways for SNP operators to claim student meals.
CDE SNP Eligibility web page
Provides eligibility resources regarding SNP applications, forms, and other materials for school meal and milk eligibility.
CDE SNP Forms web page
Provides forms and completed sample forms for use by SNP operators.
CDE SNP Guidance, Manuals, and Resources web page
Provides the most recent guidance manuals, management bulletins, and other materials needed for proper administration of the SNPs.
CDE Rates, Eligibility Scales, & Funding web page
Provides the current reimbursement rates and income eligibility guidelines for the CNPs.
CDE SNP Verification Materials web page
Provides access to verification materials including applications, forms, and materials for the annual, mandatory verification process for eligibility of a sample of completed household meal eligibility applications.

Food Distribution Program

CDE Food Distribution web page
Provides information about the CDE Food Distribution Program (FDP) including USDA Foods, Department of Defense fresh produce, state distribution centers, processing of USDA Foods, and staff contact information.
USDA FDP web page
Provides information about the USDA FDP including federal resources, training, and information related to USDA Foods.
USDA Foods in Schools Product Information Sheets web page
Provides access to the USDA Foods Product Information Sheets and the items expected to be available for schools participating in the NSLP.
USDA Food Buying Guide (FBG) for School Meal Programs web page
Provides access to the USDA FBG.

Meal Pattern Resources

CDE Meal Pattern and Menu Planning web page
Provides information and resources on the federally mandated meal patterns, menu planning options, and meal documentation requirements for all CNPs.
CDE School Menu Planning Options web page
Provides information and resources on the new food-based menu planning approach for the NSLP and the SBP.
Forward Food website
Provides resources and recipes emphasizing plant-based foods.
Institute of Child Nutrition (ICN) website
The mission at the ICN is to provide information and services that promote the continuous improvement of CNPs.

Procurement

CDE Procurement in SNP web page
Provides federal procurement regulations for SNP operators contracting with food service management companies, vendors, or competitively procuring food.
USDA Patrick Leahy Farm to School Program web page
Provides resources to help SNP operators incorporate local foods into their day-to-day operations.
ICN Procuring Local Foods for CNPs web page
Provides a basic overview of federal procurement principles and covers a host of topics related to sourcing and purchasing local foods.

Professional Standards Resources

CDE Professional Standards for SNP Personnel web page
Includes information, regulations and resources for SNP personnel to implement the professional standards.
USDA School Meals Professional Standards web page
Provides information on federal resources, training, and federal requirements surrounding professional standards.

Training Opportunities

CDE Food Service Staff Education and Training web page
Provides information, guidance, and training materials on all aspects of administering the federal CNPs.

Additional Resources

USDA School Meals web page
Provides comprehensive information on federal requirements, policies, and procedures, and is intended to help agencies accurately determine, certify, and verify children’s eligibility for free and reduced-price (F/RP) school meals and free milk.
CDE California Fresh Fruits and Vegetables Program (FFVP) web page
Provides information regarding requirements and how to apply for the FFVP.
CDE Healthy Eating and Nutrition Education web page
Provides information about improving nutrition and establishing healthy eating habits in school, childcare, adult, and after school settings.
ICN Education and Training Resources for SNPs web page
Provides research-based education and training resources designed to help nutrition staff meet the challenges of the day to day operations of successful nutrition programs.
CDE Local Control Funding Formula (LCFF) web page
Provides information about how the LCFF is hallmark legislation, enacted in 2013, that fundamentally changed how all local educational agencies in the state are funded.
CDE LCFF FAQs web page
Provides access to FAQs and answers regarding the LCFF.
USDA School Meals Documents and Resources web page
Provides resources including handbooks and guides.
CDE Smarter Lunchrooms Movement web page
Provides information about an evidence-based strategy to help make healthy choices in the lunchroom by making easy changes in the lunch lines.
CDE Summer Meal Programs web page
Provides information regarding the federal meal programs during vacation and off-track periods.
USDA Team Nutrition (TN) web page
TN is an initiative of the USDA Food and Nutrition Service to support SNP operators through training and technical assistance for food service, nutrition education for children and their caregivers, and school and community support for healthy eating and physical activity. Free USDA TN materials are available to school nutrition professionals and designed to motivate children into making healthier choices in the cafeteria and beyond.
ICN Team Up webinar archives web page
To view webinars produced by the USDA and ICN.

Definitions

Below are definitions for some of the most common terms used in the Child Nutrition Programs (CNP).

Administrative Review (AR): An evaluation conducted by the California Department of Education (CDE) that is mandated by the U.S. Department of Agriculture (USDA).The AR process is designed to ensure that all participating School Nutrition Program (SNP) operators and agencies comply with the federal and state program requirements of the CNPs. The CDE is mandated by the USDA to review every SNP operator at least once during a three-year review cycle. This includes any new school food authorities (SFA) entering the program(s). The schedule of reviews is subject to change and you will receive an AR notification email when you are scheduled for a review.

Afterschool Meal Supplement (Snacks): All programs that meet the eligibility requirements can participate in the National School Lunch Program (NSLP) and receive USDA reimbursement for afterschool snacks. A school must provide children with regularly scheduled activities in an organized, structured and supervised environment; and include educational or enrichment activities (e.g., mentoring or tutoring programs).Competitive interscholastic sport teams are not an eligible afterschool program.

Alternate Meal: Although an alternate meal (also known as an emergency meal) is not clearly defined in federal or California state regulations, the use of alternate meals refers to any meal served to a student that is different from the day’s advertised meal. Alternate meals are most often provided to students who have documented doctor-approved meal substitutions, or to those students who have lost or forgotten their meal payment(s) or medium of exchange. While schools are not obligated to provide meals to students eligible for paid meals who lose or forget their meal money, schools may serve these children an alternate meal, which may or may not qualify for reimbursement under the federal CNP regulations. Per California Education Code (EC) Section 49557(c), students who receive reduced-priced meal benefits cannot be served alternate meals. Further information on alternate meals can be found on the CDE Unpaid Meal Charges and Excess Account Balances web page.

Assistance Programs: Receipt of benefits by any household member from certain assistance programs conveys categorical (automatic) eligibility for free school meals to all children in the household. The determination is made through direct certification for assistance programs or through an application with appropriate case numbers. The assistance programs that convey categorical eligibility to all children in the household are:

Supplemental Nutrition Assistance Program (SNAP, known as CalFresh in California)
Food Distribution Program on Indian Reservations (FDPIR)
Temporary Assistance for Needy Families (TANF, known as California Work Opportunity and Responsibility to Kids [CalWORKs] in California)

Automated Data Matching: Automated data matching is the most common method used to directly certify children. Matches are made between student enrollment records and benefit recipient records from assistance programs, foster care agencies, Head Start programs, migrant education programs, agencies working with homeless and runaway children, or other appropriate state or local agencies to establish categorical eligibility.

Bad Debt: Bad debt is unrecovered/delinquent debt that, after all reasonable steps have been taken, has not been recovered by, or before, the end of the school year in which the debt was incurred.

Buy American Provision (BAP): In the NSLP and School Breakfast Program (SBP), for all solicitations and contracts, the USDA requires SFAs to include BAP language that states that only foods which are 100 percent domestically grown and processed will receive an approval for purchase. The SFA must also include the BAP requirement in its documented procurement procedures and retain records documenting any exceptions. All responsive and responsible bidders must acknowledge and agree to comply with the BAP.

Cafeteria Fund: Title 7, Code of Federal Regulations (7 CFR), governs a nonprofit school’s food service account, known as the cafeteria fund. SFAs participating in the NSLP, SBP, and Special Milk Program must establish a cafeteria fund (7 CFR, Section 210.9[b][1]). All federal, state, and local revenues, payments, and program reimbursements must be deposited into the cafeteria fund and are to be used solely for the operation and improvement of this service. In addition, SNP operators must comply with state and federal limitations on the use of cafeteria funds.

CalFresh: A federally mandated, state-supervised, and county-operated government entitlement program that provides monthly food benefits to assist low-income households in purchasing the food they need to maintain adequate nutritional levels. Children from households that receive benefits under CalFresh are deemed categorically eligible for free school meals. CalFresh is federally known as SNAP.

California Longitudinal Pupil Achievement Data System (CALPADS): A longitudinal data system used to maintain individual-level data including student demographics, course data, discipline, assessments, staff assignments, and other data for state and federal reporting.

California Work Opportunity and Responsibility to Kids (CalWORKs): A federally designated, state-funded and county-operated public assistance program that provides cash aid and services to eligible families that have a child(ren) in the home. Children from households that receive benefits under CalWORKs are deemed categorically eligible for free school meals. CalWORKs is federally known as TANF.

Carryover of Eligibility: When a child transitions from one standard counting and claiming school to another standard counting and claiming school within the same local educational agency (LEA) between school years, the child’s eligibility status from the previous school year is carried into the current school year for up to 30 operating days, beginning on the first operating day of school. A child’s prior year’s eligibility remains in effect until a new eligibility determination is made or, if no determination is made, for up to 30 operating days (7 CFR, Section 245.6[c][2]).

Categorical Eligibility: Automatic eligibility for free meals or free milk due to a child’s (or any household member’s) receipt of benefits under an assistance program, or a child’s designation as Other Source Categorically Eligible (7 CFR, Section 245.2). There are two ways children may be classified as categorically eligible:

Participation in an assistance program (7 CFR, Section 245.6[b][7]): A child or any member of the household receives benefits from an assistance program as determined either through direct certification (DC) or an application with the appropriate case number.
Other Source Categorically Eligible designation (7 CFR, Section 245.6[b][8]): A child is documented as meeting the applicable definition, as defined in this section, as:
- Homeless, runaway, or migrant child
- Foster child
- A child enrolled in a federally funded Head Start or comparable state or Indian Tribal Organization-funded Head Start or prekindergarten program

An individual child’s eligibility for free benefits under any of the Other Source Categorical Eligibility Programs does not convey to other children in the household (7 CFR, Section 245.6[b][8]). Except for a foster child, the household indication of Other Source Categorically Eligible status must be confirmed through documentation prior to certifying the child’s eligibility for free meals. If documentation does not confirm eligibility for an Other Source Categorical Eligibility, the household should be asked to resubmit the application and include income information.

Child Nutrition Information and Payment System (CNIPS): The CDE web-based system for administering the federal and state Child Nutrition Programs (CNP), including the National School Lunch, School Breakfast, Food Distribution, Special Milk, Child and Adult Care Food, Summer Food Service, and Seamless Summer Option Programs.

Community Eligibility Provision (CEP): CEP was implemented as a result of the Healthy, Hunger-Free Kids Act of 2010 (HHFKA). It is one of the federal provisions to increase access to the NSLP and SBP while decreasing administrative burden at the LEA level; specifically through an alternative method for claiming student meals in high poverty schools.

Competitive Foods: All foods and beverages sold to students on school campus during the school day outside the reimbursable meal programs (7 CFR, Section 210.11[a][2]). For more information on serving competitive foods in California, please visit the CDE Competitive Foods and Beverages web page.

Determining Official: A determining official is an LEA official responsible for determining children’s eligibility for free and reduced-price (F/RP) benefits. An employee of a food service management company (FSMC) may act as an agent for the LEA in various aspects of the application, certification, and verification processes. The company’s employee must comply with all requirements, including limited disclosure of individual eligibility information. However, the LEA is ultimately responsible for ensuring that all requirements are met and that the information on the application remains the property of the LEA and may not be used or possessed by the FSMC for any use other than to determine eligibility for F/RP meals. This also applies when an LEA and/or CNP operator contracts with an Educational Service Provider to manage these functions.

Direct Certification (DC): Determining children eligible for free benefits based on documentation obtained directly from appropriate state or local agencies or other authorized individuals. DC of a child’s eligibility status should not involve the household. The communication exchange should be between an appropriate agency and the state agency, LEA, or school.

DC for Assistance Programs: DC with assistance programs is a federally mandated process that SNP operators must use to certify school-age recipients of CalFresh (formerly Food Stamps) and CalWORKs benefits as eligible for free school meals without further application. Letters from CalWORKs and FDPIR agencies submitted by households are considered DC. However, DC for CalFresh households must be conducted using an automated data matching process (7 CFR, Section 245.6[b][1]). If a household provides a CalFresh eligibility letter to the LEA or school, the letter must be used to establish eligibility, but it is not considered DC for reporting purposes.

DC for Other Source Categorically Eligible Programs: A process conducted through an automated data matching or an exchange of information between appropriate state or local agencies and officials from Other Source Categorical Eligibility Programs, such as the LEA’s homeless liaison. DC also may be conducted using lists of eligible children provided to the state agency or LEA from appropriate officials of these programs. Letters and contacts from officials of these programs may also be used as DC (7 CFR, Section 245.6[b][2]).

Direct Verification: The use of public records as a means to verify children’s eligibility for F/RP benefits. Direct verification may be conducted with assistance program agencies or appropriate officials of Other Source Categorical Eligibility Programs to confirm eligibility for free meals. Direct verification may be used for applications included in the verification sample or those verified for cause (7 CFR, Section 245.6a[g]).

Disaster Relief: Schools and/or districts participating in the NSLP are allowed flexibility in providing meals to children and food to affected communities during state or federally declared disasters.

Error Prone: Applications within $100 per month of the applicable Income Eligibility Guidelines.

Extension of Categorical Eligibility for Assistance Programs: A child or other household member’s receipt of benefits from an assistance program automatically extends eligibility for free benefits to all children who are members of the household (7 CFR, Section 245.6[b][7]).

Food Distribution Program on Indian Reservations (FDPIR): FDPIR is a federal program that provides USDA Foods to low-income households living on Indian reservations. Children from households that receive benefits from FDPIR are deemed categorically eligible for free school meals.

Food Service Management Company (FSMC): An FSMC is a commercial enterprise or a nonprofit organization that may be contracted with by the SFA or LEA to manage any aspect of the school food service.

Formal Procurement: A formal procurement process is primarily used to purchase food and/or services when the one-year procurement cost exceeds the applicable simplified acquisition threshold. This situation applies to most contracts between SNP operators and FSMCs. As part of the competitive bidding process, SNP operators must issue and publicly advertise a Request for Proposal or Invitation for Bid for any procurement equal to or over the applicable simplified acquisition threshold.

Foster Child: An Other Source Categorical Eligibility designation for a child who is formally placed by a court or a state child welfare agency. Whether placed by the state child welfare agency or a court, in order for a child to be considered categorically eligible for free meals, the state must retain legal custody of the child. This definition does not apply to informal arrangements or permanent guardianship placements that may exist outside of state or court-based systems (7 CFR, Section 245.2).

Free Meal: A meal served in the NSLP or SBP to a child eligible for such benefits under 7 CFR, Section 245.2. Neither the child nor any member of the household pays or is required to work in the school or in the school’s food service to receive a free meal.

Free Milk: Milk served in the Special Milk Program to a child eligible for free milk per 7 CFR, Section 245.2. Neither the child nor any member of the household pays or is required to work in the school or in the school’s food service to receive free milk.

Head Start: An Other Source Categorical Eligibility Program, which refers to federal Head Start and any state-funded prekindergarten program that use eligibility criteria that are identical or more stringent than federal Head Start (7 CFR, Section 245.2).

Homeless: An Other Source Categorical Eligibility Program designation for a child who is identified by the LEA’s homeless liaison or by an official of a homeless shelter as lacking a fixed, regular, and adequate nighttime residence (7 CFR, Section 245.2).

Household: A group of related or nonrelated individuals who are living as one economic unit. The term family has the same definition as household per 7 CFR, Section 245.2.

Income Eligibility Guidelines (IEG): The family-size income levels prescribed annually by the Secretary of Agriculture for determining eligibility for F/RP meals and free milk. The free guidelines are 130 percent of the federal poverty guidelines. The reduced price guidelines are 185 percent of the federal poverty guidelines.

Local Educational Agency (LEA): Per 7 CFR, Section 210.2, the term “local educational agency” refers to:

A public board of education or other public or private nonprofit authority legally constituted within a state for the administrative control of public or private nonprofit schools in a political subdivision of a state
An administrative agency or combination of school districts recognized by the state
Any other public or private nonprofit agency with administrative control and direction of public or private nonprofit schools or residential child care institutions (RCCI)

Limited English Proficiency (LEP): A limited ability to read, speak, write, or understand English. LEAs, schools, and other entities that receive federal financial assistance—including reimbursements for meals from the USDA—must take reasonable steps to ensure meaningful access to their programs and activities by persons with LEP.

Local School Wellness Policy (LSWP): LEAs that participate in the NSLP, SBP, or any other federal CNPs are required by federal law to establish an LSWP for all schools under its jurisdiction. LSWPs are an important tool for parents, LEAs, and school districts in promoting student wellness, preventing and reducing childhood obesity, and providing assurance that school meal nutrition guidelines meet the minimum federal school meal standards.

Meal Vendor: Companies that prepare and deliver meals to SFAs. A meal vendor may also develop menus and menu production records. Meal vendors may not access individual student meal eligibility information, collect meal payments, conduct point-of-service meal counts, provide program oversight, collect claim data, or act as an employee of or agent for the SFA.

Medicaid (known as Medi-Cal in California): The program of medical assistance established under Title XIX of the Social Security Act, Title 42 United States Code (U.S.C.) Section 1396. This definition encompasses both regular Medicaid programs and expanded Medicaid programs where states have used funding from Title XXI of the Social Security Act to fund Medicaid expansions to reach children in families with higher incomes.

Migrant: An Other Source Categorical Eligibility designation for a child who is enrolled in the Migrant Education Program as determined by the state or local Migrant Education Program coordinator or as documented by an appropriate LEA official, such as the homeless liaison (7 CFR, Section 245.2).

Mixed Households: Those households that include children designated as Other Source Categorically Eligible and other children who are not (7 CFR, Section 245.2).

National School Lunch Program (NSLP): The NSLP is a federally assisted meal program operating in public and nonprofit schools and RCCIs. It provides nutritionally balanced, low-cost or free lunches to children each school day. The program was established under the National School Lunch Act (NSLA), signed by President Harry Truman in 1946.

Net Cash Resources: All monies (as determined by the California School Accounting Manual), that are available or have accrued to an SFA’s nonprofit school food service at any given time, less cash payable. Such monies may include, but are not limited to, cash on hand, cash receivables, earnings on investments, cash on deposit, and the value of stocks, bonds, or other negotiable securities.

Nondiscrimination Statement: All forms of communication available to the public regarding program availability must contain the appropriate nondiscrimination statement. The nondiscrimination statement must be prominently displayed on the document.

Nutritionally Adequate Meal: A nutritionally adequate meal is a breakfast or lunch, as defined in the EC Section 49531, which qualifies for reimbursement under the federal CNP regulations.

Operating Days: The days on which reimbursable meals or milk are provided by a school or another SNP operator (7 CFR, Section 245.2).

Other Source Categorically Eligible: Categories that make children automatically eligible for free benefits, either through direct certification or application. A child’s eligibility for free benefits under Other Source Categorical Eligibility does not extend to any other child in the household. A child is Other Source Categorically Eligible if they are:

Enrolled in federal Head Start
Enrolled in state or Indian Tribal Organization funded prekindergarten programs that use eligibility criteria that are identical to or more stringent than federal Head Start
Determined to be homeless by the LEA’s homeless liaison or by an official of a homeless shelter
Determined to be a migrant by the state or local Migrant Education Program coordinator or homeless liaison
Determined to be a runaway who is identified by the local education liaison as receiving assistance through a program under the Runaway and Homeless Youth Act
Determined to be a foster child whose care and placement is the responsibility of the state or who is formally placed by a court with a caretaker household through which the state retains legal custody of the child

Overt Identification: Any action that may result in a child being recognized as certified for (or potentially eligible to receive) F/RP school meals or free milk. LEAs and SFAs must assure that a child’s eligibility status is not disclosed at any point in the process of providing F/RP meals or free milk, including:

When the child or household is notified of the availability of F/RP benefits
During certification and notification of eligibility
During the provision of meals in the cafeteria
At the point of service
During the provision of additional services, such as educational services to low income children
When the child pays for their meals

Procurement: A multistep process for obtaining goods and services at the lowest possible price. The steps in this process include planning, writing specifications, advertising the procurement, awarding a contract, and managing the contract.

Professional Standards: The USDA established minimum professional standards for school nutrition professionals who manage and operate the NSLP and SBP. These standards address Section 306 of the HHFKA. The standards will ensure that school nutrition personnel have the knowledge, training, and tools they need to plan, prepare, and purchase healthy products to create nutritious, safe, and enjoyable school meals.

Provisions: Provisions are methods for reducing paperwork and other administrative burdens at the local level by simplifying the traditional operating procedures for meal eligibility and meal counting. Schools must apply to participate in provisions and receive approval from the CDE prior to implementation.

Reduced-price Meal: A meal served in the National School Lunch Program or School Breakfast Program to a child from a household eligible for such benefits under 7 CFR, Part 245; for which the price does not exceed the maximum allowable reduced price specified under 7 CFR, Part 245; and for which neither the child nor any member of the household is required to work.

Residential Child Care Institution (RCCI): Any distinct part of a public or nonprofit private institution that:

Maintains children in residence
Operates principally for the care of children
If private, is licensed by the state or local government to provide residential child care services under the appropriate licensing code

The definitions of school and child in 7 CFR, sections 210.2, 215.2, and 220.2, outline the requirements for eligible RCCIs and eligible residents.

Runaway: An Other Source Categorical Eligibility designation for a child who is identified by the LEA’s homeless liaison or a program official as receiving assistance from a program under the Runaway and Homeless Youth Act (7 CFR, Section 245.2).

Sample Pool: The total number of approved applications on file as of October 1 of the current school year.

Sample Size: The number of applications subject to verification. The minimum and maximum sample size is 3 percent of the total or 3,000 applications, whichever is less.

School: (a) An educational unit of high school grade or under, recognized as part of the educational system in the state and operating under public or nonprofit private ownership in a single building or complex of buildings; (b) any public or nonprofit private classes of preprimary grade when they are conducted in the aforementioned schools; or (c) any public or nonprofit private RCCI, or distinct part of such institution, which operates principally for the care of children, and, if private, is licensed to provide residential child care services under the appropriate licensing code by the state or a subordinate level of government, except for residential summer camps which participate in the Summer Food Service Program for Children, Job Corps centers funded by the Department of Labor, and private foster homes. The term RCCI includes, but is not limited to: homes for the mentally, emotionally or physically impaired, and unmarried mothers and their infants; group homes; halfway houses; orphanages; temporary shelters for abused children and for runaway children; long-term care facilities for chronically ill children; and juvenile detention centers. A long-term care facility is a hospital, skilled nursing facility, intermediate care facility, or distinct part thereof, which is intended for the care of children confined for 30 days or more.

School Breakfast Program (SBP): The SBP is a federally funded meal program operated by schools and other agencies to provide nutritionally balanced, low-cost or free breakfasts to children.

School Campus: All areas of the property under the jurisdiction of the school that are accessible to students during the school day (7 CFR, Section 210.11[a][4]).

School Food Authority (SFA): The governing body responsible for the administration of one or more schools. The SFA has the authority to enter into a legal agreement with the state administrating agency to operate the school meal programs (7 CFR, Section 210.2).

School Year (SY): The period from July 1 through June 30 (7 CFR, Section 210.2).

Severe Need Breakfast Reimbursement: Severe need eligible schools are those schools that served at least 40 percent F/RP lunches two school years prior. These schools are eligible for a higher rate of breakfast reimbursement.

State Meal Mandate: EC Section 49501.5 requires all public schools, charter schools, and county offices of education to make a nutritionally adequate breakfast and a nutritionally adequate lunch available during each school day to any student who requests a meal. These meals must be made available free of charge regardless of the student’s eligibility for a federally funded free or reduced-price meal.

Supplemental Nutrition Assistance Program (SNAP, known as CalFresh in California): SNAP offers nutrition assistance to millions of eligible, low-income individuals and families and provides economic benefits to communities. Children from households that receive benefits under SNAP are deemed categorically eligible for free school meals.

Temporary Assistance for Needy Families (TANF, known as CalWORKs in California): A federal designation for a state-funded program under Part A of Title IV of the SSA. Children from households that receive benefits under TANF are deemed categorically eligible for free school meals.

Verification: Section 9(b)(3) of the NSLA and regulations at 7 CFR, Section 245.6a(c)(1), establish requirements for LEAs in conducting verification of eligibility for F/RP meals based on applications in participating schools. Verification is only required when eligibility is determined through the application process, and is not required for eligibility determinations made through the DC process.

Verification for Cause: LEAs must annually verify eligibility of children from a sample of household applications approved for F/RP meals. In addition to the annual verification, 7 CFR, Section 245.6a(c)(7), requires LEAs to verify any questionable application for cause. Verification for cause may take place anytime during the school year. The USDA supports the use of verification for cause when appropriate.

Verification Reporting: The verification report is an annual, mandatory process by which SFAs report the results of their eligibility verification process. All agencies that participate in the NSLP or SBP are required to complete the verification report, including those that are exempt from the eligibility verification process.

Without Further Application: “Without further application” means that no action is required by the household of a child who has been directly certified to receive free meal benefits (42 U.S.C. 1758[b][4][G][i]).

Working Days: The days when school is open and teachers or school administration are on site, but the reimbursable meal service is not in operation.

Public Schools District, County Office of Education, Tribal, or Other Governmental Entity (federal, state, city, juvenile detention facility, etc.)

To begin the application process, please contact your assigned School Nutrition Programs (SNP) analyst. The SNP analyst will send a template email detailing the necessary steps to start the application process and how to become a new SNP operator, including any required documents that must be submitted. Please review the items below to ensure you are ready to apply.

California School Directory

The SNP analyst will verify that your agency has an active status with the California School Directory. To confirm your school’s status, please visit the CDE School Directory.

Required Documents

The following documents need to be submitted for a complete application packet. You will find more details on documentation requirements below:

W-9 Form
Unique Entity Identifier (UEI)
Professional Standards Certification Form (Form ID SNP-62)
New Sponsor Acknowledgement Form (Form ID SNP-64)
Child Nutrition Information and Payment System (CNIPS) Application Packet
Copy of food service management company (FSMC) or vendor contract (if applicable)
CNIPS User Acceptance (Form ID CNP-01)
Permanent Single Agreement (Form ID SNP-NSLP-01) and addendums
Free and Reduced-price Policy Statement (Form ID SNP-NSLP-02)
Donated Food Agreement (Form ID SNP-NSLP-03)
Certificate of Compliance—Direct Certification with Medicaid (Form ID SNP-69)
Health permit for each food service site
Menu Certification Packet

Important: Documents must contain a certified digital signature or a scanned, wet signature. Typed signatures will not be accepted.

Obtain a Vendor Number

In order to conduct business and submit reimbursement claims to the CDE, you must establish a vendor number. A vendor number allows the agency to conduct business and submit claims to the CDE.

Professional Standards Guidelines

The USDA established minimum professional standards requirements for school nutrition professionals who manage and operate the National School Lunch Program (NSLP) and School Breakfast Program (SBP). The standards aim to institute minimum education standards for school nutrition directors as well as annual training standards for all SNP directors, managers, and staff. These standards will ensure school nutrition personnel have the knowledge, training, and tools they need to plan, prepare, and purchase healthy products to create nutritious, safe, and enjoyable school meals.

Review the USDA School Meals Professional Standards and the CDE Professional Standards for SNP Personnel web pages to determine if your district/agency is able to meet the professional standards requirements.

New Sponsor Acknowledgement

SNP operators cannot receive reimbursement for meals or milk during or prior to the application process being completed and approved by the CDE. New SNP operators can claim reimbursement beginning on the approval date, which is determined by the CDE.

Child Nutrition Information and Payment System (CNIPS) Application

Once the vendor number has been issued, your assigned SNP analyst will grant administrator access to the CNIPS to the school’s director or authorized official. The CNIPS Application Packet is a series of forms that will need to be completed and submitted online. Please review the CNIPS instructions provided to you in the initial SNP interest email.

Based on the information you provide in the Application Packet, the Checklist section may display a list of additional documents that you must complete or upload. Once you have completed all required sections and uploaded any required documents, you will be able to submit your Application Packet for review.

The CNIPS Online Application Packet will include:

Complete Sponsor Application
Complete Site Application—one application per physical feeding location
- A site is the physical location, exact address, where:
  - Program meals are served to students
  - Students consume a complete reimbursable meal
  - The SNP operator will claim the meals they served to the students
SB 80 Certification, if applicable

Meal Vendor or Food Service Management Company Contract

If your agency contracts with a private meal vendor or an FSMC, you must complete this section in the CNIPS:

If using a meal vendor (private company), complete the following:
- Vendor Fact Sheet
- Upload a copy of the vendor contract to the checklist
If using an FSMC, complete the following:
- FSMC Fact Sheet
- Upload a copy of the FSMC contract and bid package to the checklist

For additional information on contracts and the procurement process, review the CDE Procurement in SNP web page or contact the School Food Service Contract Unit by email at SFSContracts@cde.ca.gov.

CNIPS Required Documents

Complete all documents noted below with a certified digital signature from an authorized official employed by your agency. You will be given access to these documents when you are granted access to the CNIPS. You will be asked to submit the following documentation by email:

CNIPS User Acceptance (Form ID CNP-01)
Permanent Single Agreement (Form ID SNP-NSLP-01) and addendums
Free and Reduced-price Policy Statement (Form ID SNP-NSLP-02)
Donated Food Agreement (Form ID SNP-NSLP-03)
Certificate of Compliance—Direct Certification with Medicaid (Form ID SNP-69)

Health Permit

A current and valid health permit must be submitted for each site application. Receipt of a health permit is required whether the food is prepared on site or is received from an outside source. If the school does not currently have a valid health permit, it is recommended that an inspection be scheduled with the local county health department as quickly as possible.

The USDA requires that all schools participating in the NSLP and/or SBP receive two food safety inspections annually. Once the initial food safety inspection is completed, the school would obtain a health permit. The school must contact their local county health department to schedule the required two inspections each school year.

Menu Certification

Providing students with quality nutritious meals is one of the goals of the NSLP and SBP. All prospective SNP operators must submit a complete Menu Certification Packet prior to approval. Our Child Nutrition Consultant (CNC) will contact you and provide guidance on the required menu certification process.

The following documents will be requested and instructions for submission will be provided when the CNC contacts you:

Menus—one full week of each menu offered by grade group for the current month or month prior
USDA Menu Worksheets
Nutrient Analysis (must be a USDA-approved nutrient analysis software program) or Simplified Nutrient Assessment (part of the USDA Menu Worksheet)
Menu Certification Submittal Form (Form ID SNP-28)
Site List (Form ID SNP-29)
Attestation

The above documents must be submitted together to the CNC.

The USDA Certification of Compliance web page provides information regarding the meal pattern, certification, and menu worksheets.

Charter Schools

Locally Funded Charter School

Locally funded charter schools are not eligible to participate as a School Nutrition Program (SNP) operator in any of the meal programs. They can only participate as a site under their chartering school district and should contact the district about joining their meal program agreement.

Directly Funded Charter School

To begin the application process, please contact your assigned SNP analyst. A list of SNP analysts is located in the Child Nutrition Information and Payment System (CNIPS), Download Forms section, titled Caseload. The SNP analyst will send a template email detailing the necessary steps to start the application process and how to become a new SNP operator, including the required documents that must be submitted. Please review the information below to ensure you are ready to apply.

California School Directory

The SNP analyst will verify that the organization has an active status with the California School Directory. To confirm your school’s status, please visit the CDE School Directory. If you do not currently maintain an active status, this will need to be corrected prior to contacting your assigned SNP analyst to start the application process.

Charter School Directory

The SNP analyst will verify that the organization has an active status with the California Charter School Directory. To confirm your school’s status, please visit the CDE Charter School Directory. If you do not currently maintain an active status, this will need to be corrected prior to contacting your assigned SNP analyst to start the application process.

Required Documents

The following documents will need to be submitted for a complete application packet. You will find more details on documentation requirements below:

Copy of the Internal Revenue Service (IRS) 501(c)(3) Tax Exempt Letter
Payee Data Record (STD. 204)
Unique Entity Identifier (UEI)
Professional Standards Certification Form (Form ID SNP-62)
New Sponsor Acknowledgement Form (Form ID SNP-64)
CNIPS Application Packet
Copy of Food Service Management Company (FSMC) or vendor contract (if applicable)
CNIPS User Acceptance (Form ID CNP-01)
Permanent Single Agreement (Form ID SNP-NSLP-01) and addendums
Free and Reduced-price Policy Statement (Form ID SNP-NSLP-02)
Donated Food Agreement (Form ID SNP-NSLP-03)
Certificate of Compliance—Direct Certification (DC) with Medicaid (Form ID SNP-69)
Health Permit for each food service site
Menu Certification Packet

Important: Documents must contain a certified digital signature or a scanned wet signature. Typed signatures will not be accepted.

Obtain a Vendor Number

In order to conduct business and submit claims to the CDE, you must establish a vendor number. A vendor number allows the agency to conduct business and submit claims to the CDE.

Important: The Payee Data Record (STD. 204) requires either an original signature or certified digital signature. The Legal Business Name you report on the Payee Data Record (STD. 204) must be identical to the business name on your IRS letter and registered with the California Secretary of State. You may verify your business name on the Secretary of State website .

Professional Standards Guidelines

The USDA established minimum professional standards requirements for school nutrition professionals who manage and operate the NSLP and SBP. The standards aim to institute minimum education standards for school nutrition directors as well as annual training standards for all SNP directors, managers, and staff. These standards will ensure school nutrition personnel have the knowledge, training, and tools they need to plan, prepare, and purchase healthy products to create nutritious, safe, and enjoyable school meals.

New Sponsor Acknowledgement

CNIPS Application

Once the vendor number has been issued, your assigned SNP analyst will grant administrator access to the CNIPS to the school’s director or authorized official. The CNIPS Application Packet is a series of forms that will need to be completed and submitted online. Please review the CNIPS Instructions provided to you in the initial SNP interest email.

The CNIPS Online Application Packet will include:

Complete Sponsor Application
Complete Site Application—one application per physical feeding location
- A site is the physical location, exact address, where:
  - Program meals are served to students
  - Students consume a complete reimbursable meal
  - The SNP operator will claim the meals they served to the students
SB 80 Certification, if applicable

Meal Vendor or FSMC Contract

If your agency contracts with a private meal vendor or an FSMC, you must complete this section in the CNIPS:

If using a meal vendor (private company), complete the following:
- Vendor Fact Sheet
- Upload a copy of the vendor contract to the checklist
If using an FSMC, complete the following:
- FSMC Fact Sheet
- Upload a copy of the FSMC contract and bid package to the checklist

For additional information on contracts and the procurement process, review the CDE Procurement in SNP web page or contact the School Food Service Contracts Unit by email at SFSContracts@cde.ca.gov.

CNIPS Required Documents

Complete all documents noted below with an original signature from an authorized official employed by the organization. You will be given access to these documents when you are granted access to the CNIPS. You will be asked to submit the following documents by email:

CNIPS User Acceptance (CNP-01)
Permanent Single Agreement (SNP-NSLP-01) and addendums
Free and Reduced-price Policy Statement (SNP-NSLP-02)
Donated Food Agreement (SNP-NSLP-03)
Certificate of Compliance—DC with Medicaid (SNP-69)

Health Permit

Menu Certification

The following documents will be requested and instructions for submission will be provided when the CNC contacts you:

Menus—one full week of each menu offered by grade group for the current month or month prior
USDA Menu Worksheets
Nutrient Analysis (must be a USDA-approved nutrient analysis software program) or Simplified Nutrient Assessment (part of the USDA Menu Worksheet)
Menu Certification Submittal Form (Form ID SNP-28)
Site List (Form ID SNP-29)
Attestation

The above documents must be submitted together to the CNC.

The USDA Certification of Compliance web page provides information regarding the meal pattern, certification, and menu worksheets.

Private Schools

Private School Affidavit

The SNP analyst will verify that the school has an active status with the California Private Schools Office. If you do not currently maintain an active status, this will need to be corrected prior to contacting your assigned SNP analyst to start the application process.

California School Directory

The SNP analyst will verify that the organization has an active status with the California School Directory. To confirm your school’s status, please visit the CDE School Directory.

Required Documents

The following documents will need to be submitted for a complete application packet. You will find more details on documentation requirements below:

Copy of the Internal Revenue Service (IRS) 501(c)(3) Tax Exempt Letter
Payee Data Record (STD. 204)
Unique Entity Identifier (UEI)
Professional Standards Certification Form (Form ID SNP-62)
New Sponsor Acknowledgement Form (Form ID SNP-64)
Child Nutrition Information and Payment System (CNIPS) Application Packet
Copy of food service management company (FSMC) or vendor contract (if applicable)
CNIPS User Acceptance (Form ID CNP-01)
Permanent Single Agreement (Form ID SNP-NSLP-01) and addendums
Free and Reduced-price Policy Statement (Form ID SNP-NSLP-02)
Donated Food Agreement (Form ID SNP-NSLP-03)
Health Permit for each food service site
Menu Certification Packet

Important: Documents must contain a certified digital signature or a scanned, wet signature. Typed signatures will not be accepted.

Obtain a Vendor Number

In order to conduct business and submit claims to the CDE, you must establish a vendor number. A vendor number allows the agency to conduct business and submit claims to the CDE.

Professional Standards Guidelines

New Sponsor Acknowledgement

Child Nutrition Information and Payment System (CNIPS) Application

Once the vendor number has been issued, your assigned SNP analyst will grant administrator access to the CNIPS to the school’s director or authorized official. The CNIPS Application Packet is a series of forms that will need to be completed and submitted online. Please review the CNIPS Instructions provided to you in the initial SNP interest email.

The CNIPS Online Application Packet will include:

Complete Sponsor Application
Complete Site Application—one application per physical feeding location
- A site is the physical location, exact address, where:
  - Program meals are served to students
  - Students consume a complete reimbursable meal
  - The SNP operator will claim the meals they served to the students

Meal Vendor or Food Service Management Company Contract

If your agency contracts with a private meal vendor or an FSMC, you must complete this section in the CNIPS:

If using a meal vendor (private company), complete the following:
- Vendor Fact Sheet
- Upload a copy of the vendor contract to the checklist
If using an FSMC, complete the following:
- FSMC Fact Sheet
- Upload a copy of the FSMC contract and bid package to the checklist

For additional information on contracts and the procurement process, review the CDE Procurement in SNP web page or contact the School Food Service Contracts Unit by email at SFSContracts@cde.ca.gov.

CNIPS Required Documents

Complete all documents noted below with an original signature from an Authorized Official employed by the organization. You will be given access to these documents when you are granted access to the CNIPS. You will be asked to submit the following documents by email:

CNIPS User Acceptance (CNP-01)
Permanent Single Agreement (SNP-NSLP-01) and addendums
Free and Reduced-price Policy Statement (SNP-NSLP-02)
Donated Food Agreement (SNP-NSLP-03)

Health Permit

Menu Certification

The following documents will be requested and instructions for submission will be provided when the CNC contacts you:

Menus—one full week of each menu offered by grade group for the current month or month prior
USDA Menu Worksheets
Nutrient Analysis (must be a USDA-approved nutrient analysis software program) or Simplified Nutrient Assessment (part of the USDA Menu Worksheet)
Menu Certification Submittal Form (Form ID SNP-28)
Site List (Form ID SNP-29)
Attestation

The above documents must be submitted together to the CNC.

The USDA Certification of Compliance web page provides information regarding the meal pattern, certification, and menu worksheets.

Residential Child Care Institutions (RCCI)

Please note, all required documents must contain either a certified digital signature or scanned, wet signature when submitting to the CDE.

Obtain a Vendor Number

In order to conduct business and submit claims to the CDE, you must establish a vendor number. A vendor number allows the agency to conduct business and submit claims to the CDE. You will be asked to submit the following document by email:

Payee Data Record (STD. 204)
Unique Entity Identifier (UEI)
Copy of the Internal Revenue Service (IRS) 501(c)(3) Tax Exempt Letter
Copy of the Facility License or School Certificate, one per site

Professional Standards Guidelines

You will be asked to submit the following document by email:

Professional Standards Certification Form (Form ID SNP-62)

New Sponsor Acknowledgement

You will be asked to submit the following document by email:

New Sponsor Acknowledgement Form (Form ID SNP-64)

Child Nutrition Information and Payment System (CNIPS) Application

Once the vendor number has been issued, your assigned SNP analyst will grant administrator access to the CNIPS to the school’s director or authorized official. The CNIPS Application Packet is a series of forms that will need to be completed and submitted online. Please review the CNIPS Instructions provided to you in the initial SNP interest email.

The CNIPS Online Application Packet will include:

Complete Sponsor Application
Complete Site Application—one application per physical feeding location
- A site is the physical location, exact address, where:
  - Program meals are served to students
  - Students consume a complete reimbursable meal
  - The SNP operator will claim the meals they served to the students

Meal Vendor or Food Service Management Company Contract

If your agency contracts with a private meal company or a food service management company (FSMC), you must complete this section in the CNIPS:

If using a Meal Vendor (private company), complete the following:
- Vendor Fact Sheet
- Upload a copy of the vendor contract to the checklist
If using an FSMC, complete the following:
- FSMC Fact Sheet
- Upload a copy of the FSMC contract and bid package to the checklist

For additional information on contracts and the procurement process, review the CDE Procurement in SNP web page or contact the School Food Service Contracts Unit by email at SFSContracts@cde.ca.gov.

CNIPS Required Documents

CNIPS User Acceptance (CNP-01)
Permanent Single Agreement (SNP-NSLP-01) and addendums
Free and Reduced-price Policy Statement (SNP-NSLP-02)
Donated Food Agreement (SNP-NSLP-03)

Menu Certification

The following documents will be requested and instructions for submission will be provided when the CNC contacts you:

Menus—one full week of each menu offered by grade group for the current month or month prior
USDA Menu Worksheets
Nutrient Analysis (must be a USDA-approved nutrient analysis software program) or Simplified Nutrient Assessment (part of the USDA Menu Worksheet)
Menu Certification Submittal Form (Form ID SNP-28)
Site List (Form ID SNP-29)
Attestation

The above documents must be submitted together to the CNC.

The USDA Certification of Compliance web page provides information regarding the meal pattern, certification, and menu worksheets.

Nonpublic School, Educational Camp, or Recreational Camp

Please note, all required documents must contain either a certified digital signature or scanned, wet signature when submitting to the CDE.

Obtain a Vendor Number

Payee Data Record (STD. 204)
Unique Entity Identifier (UEI)
Copy of the Internal Revenue Service (IRS) 501(c)(3) Tax Exempt Letter
Copy of the Facility License or School Certificate, one per site

Professional Standards Guidelines

You will be asked to submit the following document by email:

Professional Standards Certification Form (Form ID SNP-62)

New Sponsor Acknowledgement

You will be asked to submit the following document by email:

New Sponsor Acknowledgement Form (Form ID SNP-64)

Child Nutrition Information and Payment System (CNIPS) Application

Once the vendor number has been issued, your assigned SNP analyst will grant administrator access to the CNIPS to the school’s director or authorized official. The CNIPS Application Packet is a series of forms that will need to be completed and submitted online. Please review the CNIPS Instructions provided to you in the initial SNP interest email.

The CNIPS Online Application Packet will include:

Complete Sponsor Application
Complete Site Application—one application per physical feeding location
- A site is the physical location, exact address, where:
  - Program meals are served to students
  - Students consume a complete reimbursable meal
  - The SNP operator will claim the meals they served to the students

Meal Vendor or Food Service Management Company Contract

If your agency contracts with a private meal company or a food service management company (FSMC), you must complete this section in the CNIPS:

If using a Meal Vendor (private company), complete the following:
- Vendor Fact Sheet
- Upload a copy of the vendor contract to the checklist
If using an FSMC, complete the following:
- FSMC Fact Sheet
- Upload a copy of the FSMC contract and bid package to the checklist

For additional information on contracts and the procurement process, review the CDE Procurement in SNP web page or contact the School Food Service Contracts Unit by email at SFSContracts@cde.ca.gov.

CNIPS Required Documents

CNIPS User Acceptance (CNP-01)
Permanent Single Agreement (SNP-NSLP-01) and addendums
Free and Reduced-price Policy Statement (SNP-NSLP-02)
Donated Food Agreement (SNP-NSLP-03)

Health Permit

A current and valid health permit must be submitted for each site application. Receipt of a health permit for sites that do not have a current facility license or school certificate is required whether the food is prepared on site or is received from an outside source. If the school does not currently have a facility license or school certificate, it is recommended that an inspection for a health permit be scheduled with the local county health department as quickly as possible.

Menu Certification

The following documents will be requested and instructions for submission will be provided when the CNC contacts you:

Menus—one full week of each menu offered by grade group for the current month or month prior
USDA Menu Worksheets
Nutrient Analysis (must be a USDA-approved nutrient analysis software program) or Simplified Nutrient Assessment (part of the USDA Menu Worksheet)
Menu Certification Submittal Form (Form ID SNP-28)
Site List (Form ID SNP-29)
Attestation

The above documents must be submitted together to the CNC.

The USDA Certification of Compliance web page provides information regarding the meal pattern, certification, and menu worksheets.

Questions: School Nutrition Programs Unit | SNPInfo@cde.ca.gov

Last Reviewed: Wednesday, September 17, 2025

This institution is an equal opportunity provider.
Esta institución es un proveedor que ofrece igualdad de oportunidades.