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OSN Calendar of Events and Due Dates for SFAs

July

  • School Food Authority (SFA) Renewals - Online claim system opens for sponsor applications, site applications, renewal agreements, and other required documents
    •   Afterschool Care Snack Program (ACSP) applications are included in this process*
    •   Special Milk Program (SMP) applications are included in this process
  • Direct Certification – system opens July 1
    • 13-14: Training on the new system is required of all users. Dates and locations will be announced once the new system is ready to open
  • SFAs distribute free and reduced letter and application to households – after July 1
  • OSN conducts free and reduced regional trainings; online training is also available
  • OSN conducts Summer Food Service Program (SFSP) reviews
  • OSN conducts Fresh Fruit and Vegetable Program (FFVP) training (July or August)
  • New Directors’ Orientation
  • Provision 2 application deadline (new, renewal, or extension)
  • School Nutrition Association’s (SNA) Annual National Conference

August

  • SFA Renewals in online claim system
  • Direct Certification – SFAs to complete match – due 4 weeks before school starts for each SFA, or, if personnel are not available during the summer, at least by the day before F&R applications could start being received—but no later than August 26 (date may fluctuate each year)
  • OSN conducts free and reduced regional trainings; online training is also available (online training must be completed by August 9 – date may fluctuate each year)
  • Paid Lunch Equity Tool (PLE) due to OSN – August 31 (the PLE must be uploaded into the online claim system; if SFAs submit it to the OSN before the system opens in July, the OSN will upload the PLE for the SFA)
  • Non Program Revenue (NPR) Tool due to the OSN – date TBD

September

  • SFA Renewals in online claim system
  • OSN distributes Verification Packet to SFAs
  • OSN conducts Verification training (in-person and online options)
  • Colorado Proud School Meal Day
  • What to Expect for an Administrative Review Training – check OSN website for details

October

  • SFA Verification process begins – October 1 – count applications
  • National School Lunch Week – mid October
  • SFAs to submit Food Safety Inspections Report to the OSN
  • What to Expect for An Administrative Review Training – check OSN website for details
  • Direct Certification – SFAs to complete the second match – by October 31
  • SFA Verification process – October 31 – count students

November

  • SFAs complete Phase 1 of Verification process – November 15
  • OSN’s on-site Administrative Review cycle begins – mid November
  • Direct Certification – SFAs begin the third match – ~November 15

December

  • Direct Certification – SFAs to complete the third match – by ~December 15
  • Verification Reporting data must be submitted to OSN  - December 15
  • OSN to release State Match information to SFAs

February

  • Legislative Action conference (LAC) Washington, DC – late February, early March
  • Directors’ Conference
  • Request for Proposal (RFP) packets are mailed to SFAs – for new contracts with Food Service Management Companies (FSMCs)
  • On-site reviews must be completed by SFAs for multi-unit school districts only – by February 1
  • Annual FSMC registration presentation 
  • FSMC registration is due
  • Charter SFA applications are due for the following school year – February 15
  • Direct Certification – SFAs begin the fourth match – ~February 15

March

  • National School Breakfast Week
  • Direct Certification – SFAs to complete the fourth match – by ~March 15
  • SFSP trainings are conducted 
  • FSMC renewal packets – sent out to SFAs 
  • OSN releases Fresh Fruit and Vegetable Program (FFVP) application

April

  • Community Eligibility Provision(CEP) Notification Form is due from all SFAs
  • SFSP application opens in the claim system April 1
  • SFSP trainings are conducted 
  • Free and Reduced Packet – OSN distributes to SFAs
  • FFVP applications are due 
  • BOCES interest letter sent out by the OSN
  • Provision 2 Packet - OSN distributes to SFAs

May

  • F&R Application Checklist due to the OSN (for districts making changes to the OSN prototype) – end of the month
  • School Nutrition Employee Appreciation Week
  • SFSP applications due – first Friday in May
  • FFVP schools are awarded
  • OSN conducts free and reduced regional trainings; online training is also available
  • BOCES interest letter responses due at the end of the month

June

  • Community Eligiblity Provision (CEP) Request Form is due from interested SFAs
  • Colorado School Nutrition Association (CSNA) / OSN State Conference  
  • SFAs to send out free and reduced public release – June - August
  • OSN conducts SFSP reviews
  • FSMC contract renewal addendums are completed and submitted for OSN approval
  • OSN conducts free and reduced regional trainings; online training is also available
  • FFVP agreements are due from awarded SFAs

On-going

  • Administrative Reviews – November to May (see the OSN website for a list of SFAs up for review each year)
  • Direct Cert training is required of all new users; online training is continuously available
  • *Afterschool Care Snack Program – Initial application is due in the claim system by August 31, though SFAs may apply at any time during the school year (the application must be approved by the OSN at least by the end of the month subsequent to the month in which the program would like to begin claiming reimbursement)
  • Reimbursement claims – due 60 days after the end of each claim month
  • HealthierUS School Challenge applications – may be submitted at any time

CDE Processing timelines

  • SFA Renewals in online claim system: Allow for 2-3 weeks’ processing time for the application to be approved; monthly claims can be submitted only after the annual renewal/application has been approved
  • ~Every other week: The OSN processes and pays claims that have been submitted in the claim system (allow 10-15 business days for the receipt of the check, after the claim has been processed by the OSN in the claim system)

 

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