Application Letter for an Office Clerk - Download as Excel

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                                              Office of Larry E. Reider
                                       Kern County Superintendent of Schools
                                                     Advocates for Children



                                                  Food Service Department
                                            Meal Count and Collection Procedures


Kern County Superintendent of Schools Food Service Department operates out of a Central kitchen at the Richardson
Child Development Center. Meals are prepared by the Food Service staff, packed and delivered to each individual site.
The sites are required to call in their meal counts daily to the Richardson kitchen. Each site has a pre-determined
maximum enrolled meal count and if there is no call, the pre-determined maximum meal count is supplied. The
Richardson kitchen maintains a meal delivery sheet for each day that notes the maximum counts and the delivered
amounts. Transport sheets are sent with the delivered food showing delivered amounts, temperatures, and portions
per student for each food item. Each site has a supply of frozen reimbursable meals to serve as a back-up system
should the count exceed the amount delivered.

                                                           Applications

At Auburn, 34th St. CLC, NKCS, Sillect CLC, Star Academy, Kelly F. Blanton Center, and Ridgecrest CLC (Alternative
Education sites),  applications and letters to the parents are included in all enrollment packages that are given to the parents
when the students are enrolled in school. At Aurora, Richardson CDC, Kern Co. Autism-Dai Break, and Blair (Special
Education sites), during the first week of each school year or when a student enrolls during the year, a new application
and letter to the parents are sent home with each attending student. Alternative Education sites have a designated
eligibility official to approve the applications. After the application has been approved, it is forwarded to the Food Service
dept. for further review. After review, the Account Clerk for the Food Service dept. will input the application into the Food
Service dept. computer program, which will automatically update a students status on the printed class list. Special
Education sites, except Richardson CDC, send applications directly to the Food Service dept. for approval and update
through the computer. At Richardson CDC, applications are approved by the Food Production Lead. Notification letters
are sent to the parent/guardian once the status has been determined. Since the Alternative Education sites are non-
pricing, a letter is sent to the site to verify the status was computed correctly. The letters are kept in a confidential,
secure area by the designated approving authority. Students who qualify for benefits under Direct Certification will not
be required to complete the usual application if their name appears on the list prior to their enrollment. These students
will be able to receive the benefits of the meal program on the first day of school without further processing. If a students
name does not appear on the Direct Certification list, the family is offered the application form. The Direct Certification
process is ran monthly for the Alternative Education sites and twice a year for the Special Education sites through our
local Department of Human Services for matches and if a student is found to appear on the list at a later date than enroll-
ment, the status of the student will be changed as of the date on the Direct Certification list.

                          Class List/Daily Meal Count System Procedure for Reimbursable Meals

At Richardson CDC, a computer Point of Sale program has been installed and is used to determine lunch counts.
Students utilize a computer generated Student I.D. card with the help of a teacher or aide if necessary. Should a student
have an extreme behavior problem, the teacher will seat the student and then run the student's card for them. As a back-
up system, a computer generated list is kept at the site, and the aides, teachers, or Food Service staff will mark the
student's name off by either a check or "X" if the computer is not working. When the class is restricted to serving in the
classroom because the cafeteria isn't available, the back-up list will be used. Once the lunch line is closed, the Food
Service personnel will upload the information to the main system at the Account Clerk's work station.
                                                                                                                     pg. 2

All sites except Richardson CDC will use the class list/daily meal count sheet system as described below. The coded
class list/daily meal count sheets are created and maintained by the Account Clerk in the Food Service dept. The
coded class list/daily meal count sheets are designed to handle a week's worth of information. The designated authority
in the classroom or office handles drops and transfers from sites by marking the class list/daily meal count sheet. If a
student is dropped, a line will be drawn through the student's name and the drop date is recorded. If a student is added,
the student's name and first day of attendance is written in on the blank spaces. When the Account Clerk in the Food
Service dept. receives the completed class list/daily meal count sheets, the changes are made before a new sheet
is sent out. Any student consuming a meal in a classroom where his/her name does not appear on the class list/daily
meal count sheet will have their name written in and the meal checked at the Point of Service. When the Account
Clerk enters the meal counts into the Food Service dept. computer program, if the student is in another classroom, the
meal will be recorded under the student's name and the Account Clerk will manually mark the correct status on the
sheet. The Food Service dept. computer program will only allow one breakfast and/or one lunch per day to be recorded
for any student. All class list/daily meal count sheets are sent into the Food Service dept. for monitoring, recording, and
storage. A copy of the completed class list/meal count sheet is kept on site for back-up in the event of a loss in the
mail system. Class list/daily meal count sheets are saved for three years plus the current year (old records stored in the
warehouse are marked with destroy dates with a notation to call the Food Service dept. before disposal).

Paid and Reduced Price students may prepay their meals before school or at morning recess. Students do not receive
any tickets. Adult meals are sold at some sites. If a site requests an adult meal, the adult meal is recorded on the
Richardson kitchen meal delivery sheet. The adult meal is paid in cash to the secretary of the school or designated
authority, who sends the money in with a Student Breakfast/Lunch Money Received form with the notation that the sale
was for an adult meal. The office staff, designated site authority, or the Food Production Lead receives the cash or check
from the student for Paid or Reduced Price meals. The personnel receiving the money will fill out a Student Breakfast/
Lunch Money Received form. The receiving personnel will keep a copy of the form, and send a copy of the form with the
money in a sealed money bag to the attention of: Rosenda Thomas, 6th floor, City Centre. In turn, Rosenda will then
post the money received into the Food Service dept. account and send a copy of the form to the Account Clerk in the
Food Service dept. The Account Clerk will credit the student's account and put the amount paid in the Food Service
computer program. The program automatically tracks each student's balance. Prepayment is encouraged and the
parents are notified at the beginning of the school year. Meal charges are allowed. At the end of each month, a state-
ment reflecting the student's meal activity is sent to the parent/guardian.

The Point of Service may be at the beginning or end of the service line. Point of Sale for sites feeding Family Style will
be at the table. Each student will give his/her name to the designated authority at each site. The designated authority
will mark the class list/daily meal count sheet with a check mark or an "X" to indicate that the student has received a
meal. The designated authority will check to be sure that the meal served is a complete reimbursable meal. Some sites
also use the code of "A" for designating the student is absent, "B" to designate the student brought their lunch, or zero to
designate the student did not eat. If the space is left blank, no meal was consumed. The completed class list/daily
meal count sheet is sent weekly to the Account Clerk in the Food Service dept. for input into the computer. The site will
keep a copy of the completed class list/daily meal count sheets in the event of a lost original. Left over items are served,
but no second meals or replaced trays will be marked. If there would be earned student meals, the student's name
would have the check or X designated in the correct meal box for that day. The Food Service staff prepares for field trips.
A sack lunch request form for requesting meals is available at each site and one can also be obtained from the Account
Clerk in the Food Service dept. The supervising adult will issue the meal and mark the class list/daily meal count sheet
at the Point of Service.

                                        Visiting Student/Special Education Classes

If Kern Co. Supt. Of Schools is asked to furnish meals to a Special Educ. class that is usually served by the school
district where the classroom is located, the following procedures should be followed. The Special Educ. classrooms
must call in a count to the Richardson kitchen. The meals will either be transported or picked up depending on the area.
All meals will be transported with transport sheets. The Special Educ. classroom will have a blank class list/daily meal
                                                                                                                    pg. 3

count sheet. The designated food authority in the classroom will write in each student's name and mark the meal that
the student is served using one of the coding systems described above. The list is forwarded to the Food Service dept.
An employee of the Food Service dept. office will take the list and contact the home district Food Service dept. and obtain
the status of the student on the day the student ate and the list will be coded. The meals will then be counted under the
Richardson site count as Visitors for the day. When a student visits a classroom for a day, the designated food authority
will write on the class list/daily meal count sheet the name of the student, what meal the student consumed, and the
home district of the student with a notation that the student was a Visitor only. When the class list/daily meal count
sheet is turned into the Food Service dept. office, the Account Clerk or Food Service Manager will contact the home
district Food Service dept. and obtain the status of the student on the day the student ate and the list will be coded. The
meals will then be counted under the site where the meal was consumed.

                                                        Meal Charges

Kern Co. Supt. Of Schools utilizes pricing and non-pricing policies depending on the particular site. Regardless of a
student's status or account balance, Kern Co. Supt. Of Schools will supply each student a reimbursable meal daily. A
monthly statement is mailed home to the parents/guardians whose child(ren) is participating at a pricing site.

                                                           Reports

Reports are compiled and generated in the Food Service dept. The Account Clerk in the Food Service dept. records
meal counts. Site reports are then compiled using an internal automated system. The automated system figures the
edit checks at the end of the month.

                                                       Site Monitoring

The site monitoring is conducted yearly before February 1. The Food Service Manager or the Food Production Lead will
conduct the site monitoring visits. Site monitoring records are kept for three years plus the current year.

				
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