7 CFR 210.15 – Reporting and recordkeeping
(a) Reporting summary. Participating school food authorities are required to submit forms and reports to the State agency or the distributing agency, as appropriate, to demonstrate compliance with Program requirements. These reports include, but are not limited to:
(1) A Claim for Reimbursement and, for the month of October and as otherwise specified by the State agency, supporting data as specified in accordance with § 210.8 of this part;
(2) An application and agreement for Program operations between the school food authority and the State agency, and a Free and Reduced Price Policy Statement as required under § 210.9;
(3) A written response to reviews pertaining to corrective action taken for Program deficiencies;
(4) A commodity school’s preference whether to receive part of its donated food allocation in cash for processing and handling of donated foods as required under § 210.19(b);
(5) A written response to audit findings pertaining to the school food authority’s operation as required under § 210.22;
(6) Information on civil rights complaints, if any, and their resolution as required under § 210.23;
(7) The number of food safety inspections obtained per school year by each school under its jurisdiction;
(8) The prices of paid lunches charged by the school food authority; and
(9) For any local educational agency required to conduct a second review of free and reduced price applications as required under § 245.11 of this chapter, the number of free and reduced price applications subject to a second review, the number and percentage of reviewed applications for which the eligibility determination was changed, and a summary of the types of changes made.
(b) Recordkeeping summary. In order to participate in the Program, a school food authority or a school, as applicable, must maintain records to demonstrate compliance with Program requirements. These records include but are not limited to:
(1) Documentation of participation data by school in support of the Claim for Reimbursement and data used in the claims review process, as required under § 210.8(a), (b), and (c) of this part;
(2) Production and menu records as required under § 210.10 and documentation to support performance-based cash assistance, as required under § 210.7(d)(2).
(3) Participation records to demonstrate positive action toward providing one lunch per child per day as required under § 210.10(a)(2), whichever is applicable;
(4) Currently approved and denied certification documentation for free and reduced price lunches and a description of the verification activities, including verified applications, and any accompanying source documentation in accordance with 7 CFR 245.6a of this Title; and
(5) Records from the food safety program for a period of six months following a month’s temperature records to demonstrate compliance with § 210.13(c), and records from the most recent food safety inspection to demonstrate compliance with § 210.13(b);
(6) Records to document compliance with the requirements in § 210.14(e);
(7) Records to document compliance with the requirements in § 210.14(f); and
(8) Records for a three year period to demonstrate the school food authority’s compliance with the professional standards for school nutrition program directors, managers and personnel established in § 210.30.
(9) Records to document compliance with the local school wellness policy requirements as set forth in § 210.30(f).