In accordance with state and federal law, the Linn-Mar Community School District adopts the following policy to ensure school district employees, families, and students have a shared understanding of expectations regarding meal charges. The policy seeks to allow students to receive the nutrition they need to stay focused during the school day, prevent the overt identification of students with insufficient funds to pay for school meals, and maintain the financial integrity of the nonprofit school nutrition program.

PAYMENT FOR MEALS
Each student is assigned a computerized meal account. Parents can pre-pay into a student’s meal account by sending a check to the student’s school, district office, or paying online with debit/credit card. During meal service, students scan an ID badge at the cash register. The computer debits and records purchases from the student’s meal account.

MEAL CHARGING
The Nutrition Services department closely monitors student accounts to prevent negative balances and changes as follows:

Students:
Students that fail to have positive account balances may charge meals under the following parameters:

• Students will be served a full, regular meal (breakfast or lunch)
• Allergies will be taken into consideration
• No snacks or a la carte items may be charged, with the exception of milk
• Families will receive email communications when the account balance is low or negative

Staff/Adults:

• No charges of meals or a la carte items allowed
• Adults will be notified of their balance verbally at the cash register when the balance falls below $15.00
• Adults will receive email communications when the account balance is negative

Students who qualify for free or reduced meals will never be denied a reimbursable meal even if they have accrued a negative balance from previous purchases. Schools are encouraged to provide a reimbursable meal to students with outstanding meal charge debt. If an alternate meal is provided, the meal must be the same meal presented in the same manner to any student requesting an alternate meal.

NEGATIVE ACCOUNT BALANCES
The school district will make reasonable efforts to notify families when meal account balances are low. However, the failure of the school district to notify families will not relieve the families’ obligations to keep meal account balances current; nor will it prevent the school district from being able to take all actions legally available to collect any delinquent account balances. Additionally, the school district will make reasonable efforts to collect unpaid meal charges classified as delinquent debt. Negative balances of more than $20.00, not paid prior to the end of the school year, will be turned over to the manager of Nutrition Services [or designee] for collection. Options may include collection agencies, small claims court, or any other legal method permitted by law.

UNPAID STUDENT MEAL ACCOUNTS
The district will establish an unpaid student meal account in a school nutrition fund. Funds from private sources and funds from the district flexibility account may be deposited into the unpaid school meal accounts in accordance with law. Funds deposited into this account will be used only to pay individual student meal debt.

COMMUNICATION OF POLICY
The policy and supporting information regarding meal charges will be provided in writing to:

• All households at or before the start of each school year
• Students and families who transfer into the district, at time of transfer
• All staff responsible for enforcing any aspect of the policy

Adopted: 4/16
Reviewed: 8/17; 2/24
Revised: 11/18; 9/21
Related Policy: 702.1; 702.1-R2; 702.1-E1-E2
Legal Reference (Code of Iowa): 42 USC 1751; 7 CFR §§ 210; 283A; 281 IAC 58
IASB Reference: 710.04

USDA CHILD NUTRITION PROGRAMS IN IOWA
PROCEDURES FOR HANDLING A CIVIL RIGHTS COMPLAINT

1. Civil rights complaints related to the National School Lunch Program, School Breakfast Program, Afterschool Care Snack Program, Summer Food Service Program, Seamless Summer Option, or Child and Adult Care Food Program are written or verbal allegations of discrimination based on USDA protected classes of race, color, national origin, sex, age, and disability.
    
2. Any person claiming discrimination has a right to file a complaint within 180 days of the alleged discrimination. See below for additional Iowa Civil Rights information. A civil rights complaint based on the protected classes listed in #1 above must be forwarded to the address on the nondiscrimination statement.
    
3. All complaints, whether written or verbal, must be accepted by the School Food Authority (SFA)/Sponsor/Organization and forwarded to the USADA at the address or link on the nondiscrimination statement within five calendar days of receipt. An anonymous complaint should be handled the same way as any other. Complaint forms may be developed, but their use cannot be required. If the complainant makes the allegations verbally or in a telephone conversation and is reluctant or refuses to put them in writing, the person who handles the complaint must document the description of the complaint.
    
4. There must be enough information to identify the agency or individual toward which the complaint is directed and indicate the possibility of a violation. Every effort should be made to obtain at least the following information:
   
   1. Name, address, and telephone number or other means of contacting the complainant;
   2. The specific location and name of the organization delivering the program service or benefit;
   3. The nature of the incident(s) or action(s) that led the complainant to feel there was discrimination;
   4. The basis on which the complainant feels discrimination occurred (race, color, national origin, sex, age, or disability);
   5. The names, titles, and addresses of people who may have knowledge of the discriminatory action(s); and
   6. The date(s) when the alleged discriminatory action(s) occurred or, if continuing, the duration of such action(s).
       
5. USDA is the cognizant agency for the Child Nutrition Programs listed and, therefore, is the first contact for the six protected classes listed in #1 above, for complaints received within 180 days. Civil rights complaints must be submitted to the USDA Office of Civil Rights within five calendar days of receipt and no later than 180 days of the discriminatory act. The link for submission of a complaint is: program.intake@usda.gov.
    
6. In Iowa, protected classes also include sexual orientation, gender identity, and religion or creed and complaints can be filed up to 300 days of occurrence. The address for Iowa complaints is: Iowa Civil Rights Commission, Grimes State Office Building, 400 E 14^th Street, Des Moines, IA 50319-1004; phone numbers 515-281-4121 or 800-457-4416; website: https://icrc.iowa.gov/.

Adopted: 7/22
Reviewed: 2/24
Related Policy: 702.1; 702.1-R1; 702.1-E1-E2
Legal Reference (Code of Iowa): Bureau of Nutrition and Health, IDOE, 12/2021
IASB Reference: 710.01-R(1)

USDA NONDISCRIMINATION STATEMENT
In accordance with federal civil rights law and US Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its agencies, offices, and employees; and institutions participating or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted of funded by the USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the agency (state or local) where they applied for benefits. Individuals who are deaf, hard of hearing, or have speech disabilities may contact the USDA through the Federal Relay Service at 800-877-8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form (AD-3027) found online at https://www.usda.gov/oascr/how-to-file-a-program-discrimination-complaint, any USDA office, or write a letter addressed to the USDA and provide in the letter all of the information requested on the form. To request a copy of the complaint form call 866-632-9992. Submit the completed form or letter to the USDA by:

US Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue SW
Washington DC 20250-9410
Fax: 202-690-7442
Email: program.intake@usda.gov

This institution is an equal opportunity provider.

IOWA NONDISCRIMINATION STATEMENT
It is the policy of this Child Nutrition Program provider not to discriminate on the basis of race, creed, color, sex, sexual orientation, gender identity, national origin, disability, age, or religion in its programs, activities, or employment practices as required by Iowa Code Sections 216.6, 216.7, and 216.9. If you have questions or grievances related to compliance with this policy by this CNP provider, please contact the Iowa Civil Rights Commission, Grimes State Office Building, 400 E 14^th Street, Des Moines, IA 50319-1004; phone numbers 515-281-4121 or 800-457-4416; or website: https://icrc.iowa.gov/.

Adopted: 7/22
Reviewed: 2/24
Related Policy : 702.1; 702.1-R1-R2; 702.1-E2
Legal Reference (Code of Iowa): 216.6-9
IASB Reference: 710.01-E(1)

CLICK HERE TO DOWNLOAD THE COMPLAINT FORM

COMPLAINT CONTACT INFORMATION

Name:
Address, City, State, Zip:
County:
Phone Number:
Email:

COMPLAINT INFORMATION

1. Specific name and location of entity and individual delivering the service or benefit.

2. Describe the incident or action of the alleged discrimination or give an example of the situation that has a discriminatory effect on the public, potential program participants, or current participants.

3. On what basis does the complainant feel discrimination exists (race, color, national origin, sex, age, disability, creed, sexual orientation, religion, gender identity, political party affiliation, actual/potential parental/family/marital status)?

4. List the names, titles, and business addresses of persons who may have knowledge of the alleged discriminatory action.

5. List the dates during which the alleged discriminatory actions occurred, or if continuing, the duration of such actions.

6. Date complaint received.

7. Person receiving complaint.

8. Action(s) taken:

CLICK HERE TO DOWNLOAD ATTACHMENTS A-F

The Linn-Mar Community School District agrees to participate in the National School Breakfast/Lunch Program, to receive commodities donated by the USDA, and accepts responsibility for providing either free or reduced price meals to eligible children in the schools under its jurisdiction.

The School Food Authority assures the Child Nutrition Programs Division that the school system will uniformly implement the following policy to determine the children’s eligibility for free and reduced price meals in all National School Breakfast/Lunch Program schools under its jurisdiction. In fulfilling its responsibilities, the School Nutrition Authority:

1. Agrees to serve meals free to children from families whose income is at or below that qualifying them for free meals.
2. Agrees to serve meals at a maximum reduced price at or below the maximum amount allowed by regulations to children from families whose income is at or below that qualifying them for reduced price meals.
3. Agrees to provide these benefits to foster children and to children from families who are experiencing strikes, layoffs, and unemployment which cause the family’s income to fall within qualifying limits.
4. Agrees that there will be no physical segregation of, nor any other discrimination against, any child because of inability to pay the full price of meals. The names of the children eligible to receive either free or reduced price meals will not be published, posted, or announced in any manner and there will not be overt identification of any such children by use of special tokens, tickets, or any other means. Further assurance is given that children eligible for either free or reduced price meals shall not be required to:
   
   • Work for meals
   • Use a separate lunchroom
   • Go through a separate serving line
   • Enter the lunchroom through a separate entrance
   • Eat meals at a different time
   • Eat meals different from those sold to children paying full price
5. Agrees that in the operation of child nutrition programs no child will be discriminated against because of age, color creed, national origin, race, religion, marital status, sex, sexual orientation, gender identity, physical attributes, genetic information, physical or mental ability or disability, ancestry, political party preference, political belief, military status, socioeconomic status, pregnancy, or familial status.
6. Agrees to establish and use a fair hearing procedure for parental appeals of the school’s decisions on applications and for school officials’ challenges to the correctness of information contained in an application or to the continued eligibility of any child for either free or reduced price meals. During the appeal and hearing process, the child will continue to receive free or reduced price meals. A record of all appeals and challenges and their dispositions will be retained for three years.

Prior to initiating the hearing procedure, the parent or school official may request a conference to provide an opportunity to discuss the situation, present information, and obtain an explanation of data submitted in the application and decisions rendered. Such a conference will not in any way prejudice or diminish the right to a fair hearing. The hearing procedure will provide the following:

• A publicly announced, simple method for making an oral or written request for a hearing.
• An opportunity to be assisted or represented by an attorney or other person.
• An opportunity to examine, prior to and during the hearing, the documents and records presented to support the decision under appeal.
• Reasonable promptness and convenience in scheduling a hearing and adequate notice as to the time and place of the hearing.
• An opportunity to present oral or documentary evidence and arguments supporting its position without undue influence.
• An opportunity to question or refute any testimony, or other evidence, and to confront and cross examine any adverse witnesses.
• The hearing be conducted, and the decision made, by a hearing official who did not participate in the decision under appeal or in any previous conference.
• The parties concerned, and any designated representative thereof, be notified in writing of the decision of the hearing official.
• For each hearing a written record be prepared; including the decision under appeal, any documentary evidence and summary of any oral testimony presented at the hearing, the decision of the hearing official and reasons therefore, and a copy of the notification to the parties concerned of the hearing official’s decision.
• Such written record be preserved for a period of three years and be available for examination by the parties concerned, or their representatives, at any reasonable time and place during such period.

7. Agrees to designate the Manager of Nutrition Services* for the Linn-Mar Community School District (2999 N 10^th St, Marion, IA 52302) as the determining official who will review applications and make determinations of eligibility. The official will use the criteria outlined in this policy to determine which individual children are eligible for either free or reduced price meals.
8. Agrees to develop and send to each child’s parent a letter as outlined herein, including an application for either free or reduced price meals, at the beginning of each school year and whenever there is a change in eligibility criteria.

On an annual basis, parents will need to complete the application and return it to the determining official (Nutrition Services Manager) for review. Such applications and documentation of action taken will be maintained for three years after the end of the fiscal year to which they pertain.

Applications may be filed at any time during the year. Any parent enrolling a child in a school for the first time at any time during the year will be supplied with such documents. If a child transfers from one school to another under the jurisdiction of the same School Food Authority, eligibility for either free or reduced price meals will be transferred to, and honored by, the receiving school. All children from a family will receive the same benefits. Within 10 working days of receipt of applications, parents/guardians will be notified individually, in writing, of the acceptance or denial of their applications. Children will be served meals immediately upon the establishment of their eligibility.

When an application is rejected, parents will be informed of the reason for denial and of the hearing procedure. The designated hearing official is the Superintendent of Schools* (2999 N 10^th St, Marion, IA 52302).

9. Agrees to submit to the news media, local employment offices, and major employers contemplating or experiencing large layoffs the public release, which is attached.
10. Agrees to collect racial and ethnic data on all applicants for free and reduced price benefits and keep this information on file for the processed applications.

*Must be different people

The following attachments are adopted with and considered part of the preceding policies. Should the School Food Authority wish to develop its own format for any of these attachments, it must be certain that all essential elements are retained, and all meanings remain obvious and correctly presented in any such modifications.

• Attachment A: Income guidelines for free and reduced price meals
• Attachment B: Sample letter to parents/guardians
• Attachment C: Application form
• Attachment D: Sample notification form
• Attachment E: Public release
• Attachment F: Collection procedures

Attachments A through F are reviewed annually by the Chief Financial/Operating Officer of the Linn-Mar Community School District (2999 N 10^th St, Marion, IA 52302).

Adopted: 6/70
Reviewed: 9/11; 10/12; 4/15; 8/17; 11/18; 9/21; 2/24
Revised: 10/10; 11/13; 4/16