SFIC Study OMB AppE-Notification Letters State and Local Govt

Appendix E

Sample Notification and Recruitment Letters:

State and Local Governments

Sample Notification Letter to FNS Regional Officers

[LOGO]

OMB Control No.: 0584-NEW

[DATE]

[FNS REGIONAL OFFICER]

[ADDRESS]

Dear [FNS REGIONAL OFFICER]:

The Food and Nutrition Service (FNS) has contracted with Abt Associates Inc. to conduct a School Foodservice Indirect Cost Study. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study.

As part of this study, Abt Associates will be asking the Child Nutrition Directors and State Education Agency Financial Officers of the States in your Region to complete a brief telephone survey. Abt Associates has also selected a random sample of 339 public school districts/school food authorities and ## private schools in your Region and will be asking the School Food Authority Directors and business managers in these districts and private schools to complete a brief web survey about the process of setting indirect cost rates or allocation plans as well as the districts’ procedures for charging a portion of these indirect cost to the foodservice account. The interviews and web surveys will be conducted between June and November 2012.

We greatly appreciate your support in making this a successful study. State and Local level participation in this study is essential for providing Congress with an accurate national-level representation of the processes of establishing indirect cost rates and charging a portion of indirect costs to school foodservice. If you have any questions regarding this project, please contact me at john.endahl@fns.usda.gov or by phone at 703-305-2127.

Sincerely,

John Endahl

Food and Nutrition Service/USDA

Senior Program Analyst

Office of Research and Analysis

Sample Notification Letter to State Child Nutrition Directors

[LOGO]

OMB Control No.: 0584-NEW

[DATE]

[CHILD NUTRITION DIRECTOR]

[ADDRESS]

Dear [CHILD NUTRITION DIRECTOR]:

The Food and Nutrition Service (FNS) has contracted with Abt Associates Inc. to conduct a School Foodservice Indirect Cost Study. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study.

At the State level, we will be speaking with all Child Nutrition Directors, such as yourself, and State Education Agency Financial Officers as part of this study. We would like to ask you to complete a 30-minute telephone survey on how the State Child Nutrition Division is involved in the process of setting or approving school districts’ indirect cost rates or cost allocation plans. A copy of the telephone survey is enclosed.

These interviews will be conducted between June and November 2012. We will be contacting you shortly to schedule a convenient time to conduct this telephone interview. Please review the questions in the copy of the telephone survey. Since several of the questions in the survey deal with your State’s policies and procedures for setting and/or approving school districts’ indirect cost rates or allocation plans, it would be extremely helpful if you could review these policies and procedures prior to your scheduled interview.

We greatly appreciate your participation and your help in making this a successful study. Your answers will assist us in compiling an accurate national-level representation of the processes of establishing indirect cost rates and paying indirect costs. If you have any questions regarding this project, please contact us at SF_Indirect_Cost_Study@abtassoc.com or toll-free at (800) ###-####. You can also contact John Endahl at USDA/FNS at 703-305-2127.

Sincerely,

Carissa Climaco

Abt Associates Inc.

Project Manager

School Foodservice Indirect Cost Study

Sample Notification Letter to State Education Agency Financial Officer

[LOGO]

OMB Control No.: 0584-NEW

[DATE]

[STATE EDUCATION AGENCY FINANCIAL OFFICER]

[ADDRESS]

Dear [STATE EDUCATION AGENCY FINANCIAL OFFICER]:

The Food and Nutrition Service (FNS) has contracted with Abt Associates Inc. to conduct a School Foodservice Indirect Cost Study. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study.

At the State level, we will be speaking with all State Education Agency Financial Officers, such as yourself, as well as Child Nutrition Directors. We would like to ask you to complete a 60-minute telephone survey on how your agency is involved in the process of setting or approving school districts’ indirect cost rates or cost allocation plans. A copy of the telephone survey is enclosed.

These interviews will be conducted between June and November 2012. We will be contacting you shortly to schedule a convenient time to conduct this telephone interview. Please review the copy of the telephone survey. Since several of the questions in the survey deal with your State’s policies and procedures for setting and/or approving school districts’ indirect cost rates or allocation plans, it would be extremely helpful if you could review these policies and procedures prior to your scheduled interview.

We greatly appreciate your participation and your help in making this a successful study. Your answers will assist us in compiling an accurate national-level representation of the processes of establishing indirect cost rates and paying indirect costs. If you have any questions regarding this project, please contact us at SF_Indirect_Cost_Study@abtassoc.com or toll-free at 800-###-####. You can also contact John Endahl at USDA/FNS at 703-305-2127.

Sincerely,

Carissa Climaco

Abt Associates Inc.

Project Manager

School Foodservice Indirect Cost Study

Sample Email Notification Letter to School Foodservice Directors

SUBJECT: USDA/FNS Survey: School Foodservice Indirect Cost Study

OMB Control No.: 0584-NEW

[DATE]

[SFA DIRECTOR]

[ADDRESS]

Dear [SFA DIRECTOR]:

The Food and Nutrition Service (FNS) has contracted with Abt Associates Inc. to conduct a School Foodservice Indirect Cost Study. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study.

Your school district and your foodservice authority have been selected as part of a nationally representative sample for this study. We are contacting SFA Directors, such as yourself, to complete a 30-minute web survey about how your LEA allocates indirect costs and any charges for indirect costs to the foodservice account.

If no member of the foodservice staff is responsible for preparing the foodservice budget or monitoring the foodservice account, the first section in the survey is all that you will need to answer.

Below is the link to this survey, which can also be accessed via the URL:

http://www.opinionport.com/fns/SFAsurvey

You login information is as follows:

Username [USERNAME LOWERCASE]

Password [PASSWORD LOWERCASE]

When you first login, you will be prompted to change your password. You can exit and re-enter the survey at any time, and you will have [#] days from your initial login to complete the survey. The 2011-2012 school year is the reference period for this survey. As some questions in the survey ask for detailed budget and spending information, you may need to refer to the appropriate budget documents. Please complete this survey by [DUE DATE].

We greatly appreciate your participation in this study. Your participation will help us to provide Congress with an accurate nationally representative description of the processes of establishing indirect cost rates and charging a portion of indirect costs to foodservice. If you have any questions regarding this project, please contact us at SF_Indirect_Cost_Study@abtassoc.com or toll-free at 800-###-####. You can also contact John Endahl at USDA/FNS at 703-305-2127.

Sincerely,

Carissa Climaco

Abt Associates Inc.

Project Manager

School Foodservice Indirect Cost Study

Sample Reminder Letter to School Foodservice Directors

[LOGO]

OMB Control No.: 0584-NEW

[DATE]

[SFA DIRECTOR]

[ADDRESS]

Dear [SFA DIRECTOR]:

The Food and Nutrition Service (FNS) has contracted with Abt Associates Inc. to conduct a School Foodservice Indirect Cost Study. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study.

Your school district and your foodservice authority have been selected as part of a nationally representative sample for this study. We are contacting SFA Directors, such as yourself, to complete a 30-minute web survey about how your LEA allocates indirect costs and any charges for indirect costs to the foodservice account.

If no member of the foodservice staff is responsible for preparing the foodservice budget or monitoring the foodservice account, the first section in the survey is all that you will need to answer.

An email was sent to you on [DATE] with the link to the survey and the login information. Our records indicate you have not yet completed the survey. Please access the survey through the email or by going to the following URL:

http://www.opinionport.com/fns/SFAsurvey

You login information is as follows:

Username [USERNAME LOWERCASE]

Password [PASSWORD LOWERCASE]

When you first login, you will be prompted to change your password. You can exit and re-enter the survey at any time, and you will have [#] days from your initial login to complete the survey. The 2011-2012 school year is the reference period for this survey. As some questions in the survey ask for detailed budget and spending information, you may need to refer to the appropriate budget documents. Please complete this survey by [DUE DATE].

We greatly appreciate your participation in this study. Your participation will help us to provide Congress with an accurate nationally representative description of the processes of establishing indirect cost rates and charging a portion of indirect costs to foodservice. If you have any questions regarding this project, please contact us at SF_Indirect_Cost_Study@abtassoc.com or toll-free at 800-###-####. You can also contact John Endahl at USDA/FNS at 703-305-2127.

Sincerely,

Carissa Climaco

Abt Associates Inc.

Project Manager

School Foodservice Indirect Cost Study

Sample Email Reminder to School Foodservice Directors

SUBJECT: (REMINDER) USDA/FNS Survey: School Foodservice Indirect Cost Study

OMB Control No.: 0584-NEW

[DATE]

[SFA DIRECTOR]

[ADDRESS]

Dear [SFA DIRECTOR]:

The Food and Nutrition Service (FNS) has contracted with Abt Associates Inc. to conduct a School Foodservice Indirect Cost Study. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study.

Your school district and your foodservice authority have been selected as part of a nationally representative sample for this study. We are contacting SFA Directors, such as yourself, to complete a 30-minute web survey about how your LEA allocates indirect costs and any charges for indirect costs to the foodservice account.

If no member of the foodservice staff is responsible for preparing the foodservice budget or monitoring the foodservice account, the first section in the survey is all that you will need to answer.

An email was sent to you on [DATE] with the link to the survey and the login information. Our records indicate you have not yet completed the survey. Please access the survey through the link below, or access the survey via the URL:

http://www.opinionport.com/fns/SFAsurvey

You login information is as follows:

Username [USERNAME LOWERCASE]

Password [PASSWORD LOWERCASE]

When you first login, you will be prompted to change your password. You can exit and re-enter the survey at any time, and you will have [#] days from your initial login to complete the survey. The 2011-2012 school year is the reference period for this survey. As some questions in the survey ask for detailed budget and spending information, you may need to refer to the appropriate budget documents. Please complete this survey by [DUE DATE].

We greatly appreciate your participation in this study. Your participation will help us to provide Congress with an accurate nationally representative description of the processes of establishing indirect cost rates and charging a portion of indirect costs to foodservice. If you have any questions regarding this project, please contact us at SF_Indirect_Cost_Study@abtassoc.com or toll-free at 800-###-####. You can also contact John Endahl at USDA/FNS at 703-305-2127.

Sincerely,

Carissa Climaco

Abt Associates Inc.

Project Manager

School Foodservice Indirect Cost Study

Sample Telephone Reminder Script for School Foodservice Directors

[READ TO RECRUIT/RESPONDENT] “Hello – I am working on the School Foodservice Indirect Cost Study for the US Department of Agriculture’s Food and Nutrition Service. Your school district and your foodservice authority have been selected as part of a nationally representative sample for this study. An email was sent to you on [DATE] with the link to the survey and your login information. Our records indicate you have not yet completed the survey. Do you remember receiving the email?”

[IF YES] “Did you have any questions about the survey or any problems accessing the survey?”

[IF YES, REFER TO LIST BELOW FOR ANSWERS TO FREQUENTLY ASKED QUESTIONS]

Study Description. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study. We are contacting SFA Directors, such as yourself, to complete a 30-minute web survey about how your LEA allocates indirect costs and any charges for indirect costs to the foodservice account.

Length of Web Survey. Approximately 30-minutes.

Deadline for Completion. [DATE]

Other Questions. I will find an answer and call you back.

[IF NO OTHER QUESTIONS] “Could I please confirm your email address?” [OBTAIN RECRUIT/RESPONDENT EMAIL ADDRESS..]

“Thank you. I will arrange to have an email with the survey link sent to you at this email address. If you have any questions about the survey, please call us at 1-800-###-#### or email us at SF_Indirect_Cost_Study@abtassoc.com. The phone number and email address will also be included in the survey email.” [END CALL]

[IF NO] “I will ask our survey team to resend the email to you with the survey link and your login information. If you have any questions about the survey, please call us at 1-800-###-#### or email us at SF_Indirect_Cost_Study@abtassoc.com. The phone number and email address will also be included in the survey email.” [END CALL]

[IF NO] “Could I please confirm your email address?” [OBTAIN RECRUIT/RESPONDENT EMAIL ADDRESS..]

“Thank you. I will arrange to have an email with the survey link sent to you at this email address. If you have any questions about the survey, please call us at 1-800-###-#### or email us at SF_Indirect_Cost_Study@abtassoc.com. The phone number and email address will also be included in the survey email.” [END CALL]

Sample Email Notification Letter to Public Local Education Agency Business Managers

SUBJECT: USDA/FNS Survey: School Foodservice Indirect Cost Study

[LOGO]

OMB Control No.: 0584-NEW

[DATE]

[LEA BUSINESS MANAGER]

[ADDRESS]

Dear [LEA BUSINESS MANAGER]:

The Food and Nutrition Service (FNS) has contracted with Abt Associates Inc. to conduct a School Foodservice Indirect Cost Study. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study.

Your school district and its foodservice authority have been selected as part of a nationally representative sample for this study. We are contacting Local Education Agency Business Managers, such as yourself, to complete a 60-minute web survey about how your LEA allocates indirect costs in its financial reporting.

If your district’s foodservice director is responsible for developing the foodservice budget, s/he will also be asked to complete a brief web survey.

Below is the link to this survey, which can also be accessed via the URL:

http://www.opinionport.com/fns/LEAsurvey

You login information is as follows:

Username [USERNAME LOWERCASE]

Password [PASSWORD LOWERCASE]

When you first login, you will be prompted to change your password. You can exit and re-enter the survey at any time, and you will have [#] days from your initial login to complete the survey. The 2011-2012 school year is the reference period for this survey. As some questions in the survey ask for detailed budget and spending information, you may need to refer to the appropriate budget documents. Please complete this survey by [DUE DATE].

We greatly appreciate your participation in this study. Your participation will help us to provide Congress with an accurate nationally representative description of the processes of establishing indirect cost rates and charging a portion of indirect costs to foodservice. If you have any questions regarding this project, please contact us at SF_Indirect_Cost_Study@abtassoc.com or toll-free at 800-###-####. You can also contact John Endahl at USDA/FNS at 703-305.-2127.

Sincerely,

Carissa Climaco

Abt Associates Inc.

Project Manager

School Foodservice Indirect Cost Study

Sample Reminder Letter to Public Local Education Agency Business Managers

[LOGO]

OMB Control No.: 0584-NEW

[DATE]

[LEA BUSINESS MANAGER]

[ADDRESS]

Dear [LEA BUSINESS MANAGER]:

The Food and Nutrition Service (FNS) has contracted with Abt Associates Inc. to conduct a School Foodservice Indirect Cost Study. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study.

Your school district and its foodservice authority have been selected as part of a nationally representative sample for this study. We are contacting Local Education Agency Business Managers, such as yourself, to complete a 60-minute web survey about how your LEA allocates indirect costs in its financial reporting.

If your district’s foodservice director is responsible for developing the foodservice budget, s/he will also be asked to complete a brief web survey.

An email was sent to you on [DATE] with the link to the survey and the login information. Our records indicate you have not yet completed the survey. Please access the survey through the email or by going to the following URL:

http://www.opinionport.com/fns/LEAsurvey

You login information is as follows:

Username [USERNAME LOWERCASE]

Password [PASSWORD LOWERCASE]

When you first login, you will be prompted to change your password. You can exit and re-enter the survey at any time, and you will have [#] days from your initial login to complete the survey. The 2011-2012 school year is the reference period for this survey. As some questions in the survey ask for detailed budget and spending information, you may need to refer to the appropriate budget documents. Please complete this survey by [DUE DATE].

We greatly appreciate your participation in this study. Your participation will help us to provide Congress with an accurate nationally representative description of the processes of establishing indirect cost rates and charging a portion of indirect costs to foodservice. If you have any questions regarding this project, please contact us at SF_Indirect_Cost_Study@abtassoc.com or toll-free at 800-###-####. You can also contact John Endahl at USDA/FNS at 703-305.-2127.

Sincerely,

Carissa Climaco

Abt Associates Inc.

Project Manager

School Foodservice Indirect Cost Study

Sample Email Reminder Letter to Public Local Education Agency Business Managers

SUBJECT: (REMINDER) USDA/FNS Survey: School Foodservice Indirect Cost Study

OMB Control No.: 0584-NEW

[DATE]

[LEA BUSINESS MANAGER]

[ADDRESS]

Dear [LEA BUSINESS MANAGER]:

The Food and Nutrition Service (FNS) has contracted with Abt Associates Inc. to conduct a School Foodservice Indirect Cost Study. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study.

Your school district and its foodservice authority have been selected as part of a nationally representative sample for this study. We are contacting Local Education Agency Business Managers, such as yourself, to complete a 60-minute web survey about how your LEA allocates indirect costs in its financial reporting.

If your district’s foodservice director is responsible for developing the foodservice budget, s/he will also be asked to complete a brief web survey.

An email was sent to you on [DATE] with the link to the survey and the login information. Our records indicate you have not yet completed the survey. Please access the survey through the link below, or access the survey via the URL:

http://www.opinionport.com/fns/LEAsurvey

You login information is as follows:

Username [USERNAME LOWERCASE]

Password [PASSWORD LOWERCASE]

When you first login, you will be prompted to change your password. You can exit and re-enter the survey at any time, and you will have [#] days from your initial login to complete the survey. The 2011-2012 school year is the reference period for this survey. As some questions in the survey ask for detailed budget and spending information, you may need to refer to the appropriate budget documents. Please complete this survey by [DUE DATE].

We greatly appreciate your participation in this study. Your participation will help us to provide Congress with an accurate nationally representative description of the processes of establishing indirect cost rates and charging a portion of indirect costs to foodservice. If you have any questions regarding this project, please contact us at SF_Indirect_Cost_Study@abtassoc.com or toll-free at 800-###-####. You can also contact John Endahl at USDA/FNS at 703-305.-2127.

Sincerely,

Carissa Climaco

Abt Associates Inc.

Project Manager

School Foodservice Indirect Cost Study

Sample Telephone Reminder Script for Public Local Education Agency Business Managers

[READ TO RECRUIT/RESPONDENT] “Hello – I am working on the School Foodservice Indirect Cost Study for the US Department of Agriculture’s Food and Nutrition Service. Your school district and your foodservice authority have been selected as part of a nationally representative sample for this study. An email was sent to you on [DATE] with the link to the survey and your login information. Our records indicate you have not yet completed the survey. Do you remember receiving the email?”

[IF YES] “Did you have any questions about the survey or any problems accessing the survey?”

[IF YES, REFER TO LIST BELOW FOR ANSWERS TO FREQUENTLY ASKED QUESTIONS]

Study Description. This study was mandated by Congress in Section 307 of the Healthy Hunger-Free Kids Act of 2010 (P.L. 111-296). The objective of this study is to assess the extent to which school food authorities participating in the National School Lunch program (NSLP) and School Breakfast Program (SBP) pay indirect costs. The Act also requires that States and selected school districts participate in this study. We are contacting Local Education Agency Business Managers, such as yourself, to complete a 60-minute web survey about how your LEA allocates indirect costs and any charges for indirect costs to the foodservice account.

Length of Web Survey. Approximately one hour.

Deadline for Completion. [DATE]

Other Questions. I will find an answer and call you back.

[IF NO OTHER QUESTIONS] “Could I please confirm your email address?” [OBTAIN RECRUIT/RESPONDENT EMAIL ADDRESS..]

“Thank you. I will arrange to have an email with the survey link sent to you at this email address. If you have any questions about the survey, please call us at 1-800-###-#### or email us at SF_Indirect_Cost_Study@abtassoc.com. The phone number and email address will also be included in the survey email.” [END CALL]

[IF NO] “I will ask our survey team to resend the email to you with the survey link and your login information. If you have any questions about the survey, please call us at 1-800-###-#### or email us at SF_Indirect_Cost_Study@abtassoc.com. The phone number and email address will also be included in the survey email.” [END CALL]

[IF NO] “Could I please confirm your email address?” [OBTAIN RECRUIT/RESPONDENT EMAIL ADDRESS..]

“Thank you. I will arrange to have an email with the survey link sent to you at this email address. If you have any questions about the survey, please call us at 1-800-###-#### or email us at SF_Indirect_Cost_Study@abtassoc.com. The phone number and email address will also be included in the survey email.” [END CALL]