Nutritional Services

What is a reimbursable school breakfast and lunch

 

If meals are free this school year, why do I need to fill out an application?
Yes, filling out an application helps students receive additional funds. This aides in us receiving additional funding for our programs and assists your family to receive other services.

If meals are free this school year, what is MySchoolBucks for?
If your child would like to purchase snacks or assorted drinks -- they will need funds in their accounts. If your child brings lunch from home but would like to purchase a drink such as milk or juice, there is an additional cost.

 

The Hamilton-Wenham Regional School Lunch Program uses a computerized Point Of Sale (POS) system. Each student will be given a PIN number (which remains the same until graduation) and is used at the lunch-line registers when purchasing lunch. Please call or email the food service office to obtain your child's PIN at 978-468-0306 or e.burns@hwschools.net. If your child forgets or doesn't know their PIN, they only need to ask the staff at the cafe register.

To help increase the efficiency of the lunch lines, we strongly encourage using the "Debit Account" to pay for your child's meals. Payments can be made online at myschoolbucks.com and the monies will automatically be deducted from the account every time the child's PIN number is entered at the register.  Payments can also be made by check for weekly or monthly amounts.  If the student is absent, the monies remain in the account until used. Any unused balances at the end of the year will automatically be transferred as beginning balances for the next school year. Special arrangements are made for students who do not have a lunch from home, cash or money on account.  

FAQs

Can I make payments to multiple children's accounts with one payment?
Yes. You will need to enter a specific payment amount for each child.

Can I receive an email when my child's account balance is low?
Yes. If you use an online account, you can establish an account balance notification threshold for each child. Once the account balance falls below the established amount, you will be notified by myschoolbucks.

Does my child need to use their PIN?
Yes, all children must use their PIN’s each time they come through the lunch line.

What if my child only buys milk? Snack? Infrequent lunches?
We still encourage you to prepay. You can put a small amount on account.  You do not need to make the transaction online.  Avoid the $2.75 charge by sending a check or cash to the school cafeteria.

What is in place to prevent another child using my child’s PIN?
The PIN numbers are linked to the student's pictures. Each time their PIN number is entered into one of the registers, the student's picture will appear on the screen. The cashier will verify the student matches the picture on the screen.  If they don't match, the cashier will not allow the meal to be purchased.

Can I prevent my child from purchasing multiple school meals or ala carte items?
Yes.  Please contact the food service director directly if you would like to set limit on your child’s account. Eleni can be reached most effectively by email at e.burns@hwschools.net or by phone 978-468-0398

What happens to the money at the end of the school year?
Funds in your child’s account will roll over to the next school year.  If your child is graduating or moving out of the district, arrangements can be made to reimburse you. Contact the food service office.

How long after I make a payment will the money be available in my child/ren’s account?
Online payments are generally processed by PayPal within 24 hours.  However, if the payment option selected is an e-check, the processing will take anywhere from 4 to 7 business days. Checks sent to the school will be available as soon as they are given to the cashier.

Can I change my child’s PIN?
Yes, just call the food service office 978-468-0306.

I just moved to the district, how do I sign up?
Your child will be automatically in the system.  Contact the food service office 978-468-0306 or e.burns@hwschools.net for all of the information you will need for online payments or other questions.

MEAL SUBSTITUTIONS FOR MEDICAL OR SPECIAL DIETARY REASONS

USDA Regulation 7 CFR Part 15b requires substitutions or modifications in school meals for children whose disabilities restrict their diets. A child with a disability must be provided substitutions in foods when that need is supported by a signed statement from a licensed physician.

In Cases of Food Allergy
Generally, children with food allergies or intolerances do not have a disability as defined under either Section 504 of the Rehabilitation Act or Part B of IDEA, and the school food service may, but is not required to, make food substitutions for them.  However, when in the licensed physician’s assessment, food allergies may result in severe, life-threatening (anaphylactic) reactions, the child’s condition would meet the definition of “disability”, and the substitutions prescribed by the licensed physician must be made.

School food service may make food substitutions, at their discretion, for individual children who do not have a disability, but who are medically certified as having a special medical or dietary need.  Such determinations are only made on a case-by-case basis.  This provision covers those children who have food intolerances or allergies, but do not have life-threatening reactions (anaphylactic reactions) when exposed to the food(s) to which they have problems.

Medical Statement for Children with Special Dietary Needs
Each special dietary request must be supported by a statement explaining the requested food substitution and must be signed by a recognized medical authority. The Medical Statement must include:

• An identification of the medical or other special dietary condition which restricts the child’s diet;
• The food or foods to be omitted from the child’s diet; and
• The food or choice of foods to be substituted.

If we do not receive a medical statement from a recognized medical authority, your child will receive a regular lunch tray.  Medical statements completed by parents or guardians will not be accepted.

MEDICAL STATEMENT TO REQUEST SPECIAL MEALS AND/OR ACCOMMODATIONS

What is SNAP?

SNAP is a federal nutrition program administered by the Department of Transitional Assistance (DTA) for Massachusetts residents.

Who is eligible?

SNAP eligibility is based on who is in the household, income and certain expenses. “Eligibility” means who can and can’t get the benefit. Check your eligibility in 30 seconds using our confidential screener. If you are approved, SNAP will go back to the date you applied.

How do I apply?

Apply for Massachusetts SNAP online.

 

Unpaid Meals Standard Practice

As of September 2025

If a student participating in the free, reduced price or paid rate does not have funds in his/her account to pay for lunch the following will happen

1. Students are allowed to “charge” up to five (5) meals  – the POS system is set up to allow charges up to this amount, after this amount, cashiers are unable to “override” the system
2. Students will not be allowed to “charge” for snacks
3. The food service office will send low or negative balance alerts weekly.
4. If a student has exceeded his/her meal limit – he/she will be provided a cheese sandwich and a milk – this will be entered on the POS but no charge is made to the student account
5. A student will NEVER be denied food
6. If a student has exceeded his/her meal limit, the Food Service Director will
   1. inform the family
   2. contact the building principal  
7. In the event of non-response from the family, the Food Service Director will inform the Assistant Superintendent of Administration and Finance.

Note:

1. This information will be included on the “letter to households” at the beginning of each school year
2. This information  will be posted on FSD webpage
3. This information will be shared with individual school administration to be included in school handbooks
4. Credit for cheese sandwiches will be made from “in need” account

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity. Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339. To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by: mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; or fax: (833) 256-1665 or (202) 690-7442; or email: program.intake@usda.gov This institution is an equal opportunity provider. 05/05/2022