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Quality Control (QC) File Structure Desk Guidelines

EO Guidance Document #
FNS Document #
QC Policy Memo 09-02
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PDF Icon Policy Memo (71.19 KB)
DATE: November 13, 2008
Index No.: QC-09-02
Provision: Handbook 310
SUBJECT: Quality Control (QC) File Structure Desk Guidelines

FNS staff is working on making improvements to the QC process. One of the major components of the improvements that we are working towards is the development of a paperless work environment for both state and federal QC staff. In order to accomplish such a big task we are working on a number of issues. The first will be to work towards a web based next generation version of what is currently called the Food Stamp Quality Control System (FSQCS). Of course with the recent name change this is actually now the Supplemental Nutrition Assistance Program Quality Control System (SNAP-QCS). As we move toward this and other improvements we will eventually work towards more electronic approaches to doing QC reviews. As a first step we need to standardize as much of what we can in gathering of information. To that end we are requesting your assistance in how we get information in the QC records.

This memo provides a uniform standard in the assembly of required documentation contained in Quality Control (QC) case files. The reason for these guidelines is to increase consistency among states in our efforts to eventually becoming completely automated. In addition, by conforming to these standards, the Food and Nutrition Service (FNS) QC re-reviewers will spend less time searching for information and verification for a particular element. This will decrease the need for follow-up contact with a state for omitted information which should result in time and resource savings for both states and FNS.

The attached four pages detail the structures for Active Complete, Active Drop, Negative Complete and Negative Drop case files. Please implement this policy as soon as possible but no later than March 1, 2009.

John Knaus
Acting Director
Program Accountability and Administration Division


Page updated: December 22, 2021

The contents of this guidance document do not have the force and effect of law and are not meant to bind the public in any way. This document is intended only to provide clarity to the public regarding existing requirements under the law or agency policies.