Data PrivacyLearning Support : Minnesota Department of Education

Data Privacy

Commercial Software Used in School Nutrition Programs (SNP)


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DATE: February 13, 2006

TO: Sponsors of School Nutrition Programs

FROM: Joseph Lee, Policy Coordinator

Food and Nutrition Service

SUBJECT: Commercial Software Used in School Nutrition Programs

The U.S. Department of Agriculture has issued the following statement concerning School Food Authorities’ responsibility for accuracy and data privacy when using commercial software. If you have any questions about this information, please contact FNS – Policy Team at 651-582-8526, 800-366-8922, or e-mail to fns@state.mn..us.

Text of USDA message:

Recently, we received anecdotal information concerning technical problems and improper use of commercial software resulting in the submission of inaccurate claims for reimbursement in the School Nutrition Programs. Additional information indicates that the commercial software may also be linked to breaches in the confidentiality of students’ meal application information.

School food authorities (SFAs) are encouraged to use technology to improve their management of the Child Nutrition Programs, including the School Nutrition Programs. We recognize that technology can improve efficiency and accuracy. However, pursuant to Federal law, each SFA is fully responsible for proper program management, accurate income eligibility applications and claims, maintenance of confidential information in a secure manner, and ensuring that computer and software programs function properly.

The National School Lunch Act (the Act) limits the use and disclosure of confidential student application and eligibility information. Additionally, the Act provides that reimbursement may be made only for meals actually served to eligible participants.

Therefore, this memo is a reminder that each SFA is responsible for guaranteeing the accuracy of any electronic application technology (including electronic signatures) and of its claims for reimbursement, as well as for ensuring that free and reduced price eligibility information remains confidential.

Thank you for your attention to this matter.