Administrative Review Requirements for Production Records

During the Administrative Review, the CSDE will evaluate the SFA’s production records to ensure they provide sufficient information to document meal pattern compliance and meet the requirements below.

• Support claims for reimbursement: Production records include all information necessary to support claims for reimbursable meals and afterschool snacks, i.e., all menu items are listed, and the minimum daily and weekly servings of all meal components are offered, including the appropriate types of fluid milk for each age/grade group and the minimum servings of whole grain-rich (WGR) foods.
• Menu planning: The SFA uses production records for proper planning, such as determining meal consumption and leftovers.
• Quantities of prepared foods: Production records document that the quantities of prepared foods are sufficient for the total number of reimbursable meals and afterschool snacks offered and served.
• Number of reimbursable and nonreimbursable meals/snacks: Production records document the total number of meals and afterschool snacks served (reimbursable and nonreimbursable), including the number of portions for each food and beverage item.
• Weekly requirements for grades K-12: Production records document that menus for grades K-12 meet the weekly meal pattern requirements, including the weekly WGR requirement for lunch and breakfast, the weekly limits fruit juices and vegetable juices at lunch and breakfast, the weekly vegetable subgroups at lunch, and the weekly limit for grain-based deserts at lunch. For guidance on the NSLP and SBP meal patterns for grades K-12, refer to the CSDE’s Guide to the Meal Patterns for Grades K-12 in the NSLP and SBP.
• Requirements for preschool menus: Production records document that preschool menus meet the daily WGR requirement, the daily juice limit, and the product-based limits for sugars in yogurt and breakfast cereals. For guidance on the NSLP, SBP, and ASP preschool meal patterns, refer to the CSDE’s Guide to Meeting the Preschool Meal Patterns and Crediting Requirements for the School Nutrition Programs.
• Align with standardized recipes: Production records align with the SFA’s standardized recipes, i.e., the ingredients in the SFA’s standardized recipes correspond to the menu items listed on the production records.

SFAs must ensure that food service staff include all required elements for each daily production record. Food service staff must be trained in the proper procedures for completing production records.