1. Summer Food Service Program Training
April 6, 14, 21 and May 6, 13, 25, 2011
Amy Socolow
Robin Haunton
Office for Nutrition, Health, and Safety Programs

2. Summer Food Service Program (SFSP)
SFSP is a nonprofit food service program for children, mainly operated during the summer months.
The primary purpose of the SFSP is to provide food service to children from needy areas during periods when area schools are closed for vacation.

3. Summer Food Service Program Administration
United States Department of Agriculture (USDA)
Massachusetts Department of Elementary and Secondary Education (ESE),
Office for Nutrition, Health & Safety Programs
SPSP Sponsors
SFSP Sites

4. Office for Nutrition, Health & Safety Programs (www.doe.mass.edu/cnp)
Special Nutrition Programs
Program Monitoring
Nutrition Education, Training & Outreach
Food Distribution
Financial Management
Go to “Select Program Area” and Choose “Security Portal” to
access all Nutrition Online Resources/Claims.

5. Outreach
ESE contracts with Project Bread to do the outreach for the SFSP under the Child Nutrition Outreach Program (CNOP).
CNOP works with community partners, such as school systems, local government, and social service agencies, to increase awareness of the program and encourage greater participation among children in the community.

6. SFSP Resources
USDA Handbooks-For Additional Handbooks go to and the Online Document Library.
Administrative Guidance for Sponsors
Site Supervisor’s Guide-English
Site Supervisor’s Guide-Spanish
Monitor’s Guide
Nutrition Guidance for Sponsors

7. SFSP Resources (continued)
ESE Summer Food Service Program Guide
SFSP Regulations
Additional Summer Food Service
Resources (in the Online Document
Library)
And Justice for All Posters

8. Sponsor Eligibility Guidelines
Public or private nonprofit
Necessary financial and administrative capability
Final administrative
responsibility
Management Control

9. Examples of Sponsoring Organizations
Public Sponsors
County
Town/City
School District
Private Non-profit Sponsors
Boys & Girls Clubs
YMCA/YWCA
Salvation Army
Churches
Community Agencies

10. Site Classification Open/Area Site Restricted Open Site
Closed Enrolled Site
Residential/Nonresidential Camp Site
National Youth Sports Program Site
Migrant Site
Upward Bound Program Site

11. Open/Area Site
Located in areas in which poor economic conditions exist.
Draws their attendance from schools at which 50% of the children are eligible for free or reduced priced meals in the National School Lunch Program.
List located in ESE Summer Food Service Program Guide Appendix 2 and the Online Document Library

12. Open/Area Site (continued)
May use census data for site qualification.
website:
Must make meals available to any child who attends a meal service.
May serve one meal or two meals each day.

13. Restricted Open Site Areas in which poor economic conditions exist.
Open initially to broad community participation, but the sponsor restricts or limits attendance for reasons of security, safety or control.
Draws attendance from schools at which 50% of the children are eligible for free or reduced priced meals in the National School Lunch Program.

14. Restricted Open Site (continued)
May use census data for qualification.
May not charge a fee for children to attend.
May serve one or two meals per day.
Draws children exclusively from eligible areas.

15. Closed Enrolled Site
Site is only open to enrolled children as opposed to the community at large.
At least 50% of the enrolled children are eligible for free or reduced priced meals in the National School Lunch Program.

16. Closed Enrolled Site (continued)
May use school list to qualify a site.
May use census data to qualify a site.
Website:
May use list from school food authority to qualify children.
May use list from school food authority and Meal Benefit/Income Eligibility Forms to qualify children.

17. Closed Enrolled Site (continued)
Individual Meal Benefit/Income Eligibility Forms or approved documentation such as school name, census data, or list from school food authority, must be on file for State agency to review.
Must have informed ESE which method will be used to document eligibility.
May serve one or two meals per day.

18. Residential/Nonresidential Camps
Must have regularly scheduled food service as part of an organized program for enrolled children.
Shall only claim for meals served to income eligible children.

19. Residential/Nonresidential Camps (continued)
Individual Meal Benefit/Income Eligibility Forms or approved alternate documentation for each eligible child must be on file by session.
May serve up to three meals per day.

20. Camp Session Enrollment
Summary Form (Appendix 30 in the ESE Summer Food Service Program Guide and the Online Document Library) is required for all camps.
One form is required for each camp session.

21. Migrant Site
Provide data demonstrating that the site serves the children of migrant workers. Please see Appendix 5 in the ESE Summer Food Service Program Guide and the Online Document Library for sample letter.
Meals served to all children at a migrant site qualify for reimbursement.
May serve up to three meals per day.

22. Meal Benefit/Income Eligibility Form See Appendix 3 in the Summer Food Service Program Guide and the Online Document Library.
Part 1- All are to complete this section. Complete SNAP (formerly Food Stamps)/TANF/FDPIR information if applicable.
Part 2 – To be completed if child is a foster child.

23. Meal Benefit/Income Eligibility Form
(continued)
Part 3 - All households that did not complete SNAP (formerly Food Stamps) , TANF or FDPIR information need to complete this part.

24. Meal Benefit/Income Eligibility Form (continued)
Part 4 – All need to complete.

25. Meal Benefit/Income Eligibility Form (continued)
Part 5 – Optional
For Official Use Only:
After ensuring the above sections have been completed fully sponsors need to complete and sign this section to determine eligibility status of child.

26. SFSP Sponsor Responsibilities
Application
Public Announcement
Record Keeping
Meeting the Meal Pattern
Training
Monitoring
Documentation
Entering and Submitting Claims

27. Sponsor Responsibilities (continued)
Application
Approved application information must be available for review and maintained for a period of three years after the end of the fiscal year to which they pertain (or longer if an audit is in progress).

28. Sponsor Responsibilities (continued)
The following documents are considered permanent documents and will be requested by ESE reviewers. These documents should be safely filed so they are easily accessible every year. The documents are:
The Permanent Agreement
The Policy for Determining Eligibility
Certificate of Authority
PERMANENT AGREEMENT
This is now a permanent document . You should be able to access and have on file the last Permanent Agreement that was submitted to the ESE.
POLICY FOR DETERMINING ELIGIBILITY
This is a document that was originally signed by the sponsors CEO/Executive Director /Superintendent and the ESE Administrator when the SFSP sponsorship first began with your agency.
CERTIFICATE OF AUTHORITY
The document on file must be signed by the CURRENT CEO/EXECUTIVE DIRECTOR/SUPERINTENDENT. If this person has changed and has not signed the current Certificate, then two originals must be mailed to the Department.

29. Sponsor Responsibilities (continued) Permanent Agreement Document
A Permanent Agreement Affirmation Statement is available in the Online Document Library and is required to be uploaded into the Online Application.

30. Sponsor Responsibilities (continued)
Policy for Determining Eligibility Document
A Permanent Policy for Determining Eligibility Affirmation Statement is available in the Online Document Library and is required to be uploaded into the Online Application.

31. Sponsor Responsibilities (continued)
Record Keeping
Records of meals claimed
Records of Program income
Records of all food costs
Records of planning prior to operation
Records of training
Records of monitoring by sponsor

32. Sponsor Responsibilities (continued)
Meeting the Meal Pattern
The Meal Pattern is the nutrition foundation of the SFSP.
SFSP Meal Pattern
Appendix 8 in the ESE Summer Food Service Program Guide and the Online Document Library.
Daily menus of meals served.
Appendix 23 and 25 in the ESE
Summer Food Service Program Guide and the Online Document Library.

33. Sponsor Responsibilities (continued)
Summer Food Service Program Meal Patterns
Breakfast
Lunch or Supper
Snack1 (Choose two of the four)
Milk
Milk, fluid
1 cup (8 fl. oz.)2
1 cup (8 fl. oz.)3
Vegetables and/or Fruits
Vegetable(s) and/or fruit(s), or
Full-strength vegetable or fruit juice or an equivalent quantity of any combination of vegetables(s), fruit(s), and juice
½ cup
½ cup (4 fl. oz.)
¾ cup total4
¾ cup
¾ cup (6 fl. oz.)
Grains and Breads5
Bread or
Cornbread, biscuits, rolls, muffins, etc.
Cold dry cereal
Cooked pasta or noodle product
Cooked cereal or cereal grains or an equivalent quantity of any combination of grains/breads
1 slice
1 serving
¾ cup or 1 oz.6
½ cup
Meat and Meat Alternates
Lean meat or poultry or fish or alternate protein product 7 or
Cheese
Eggs
Cooked dry beans or peas
Peanut butter or soy nut butter or other
nut or seed butters
Peanuts or soy nuts or tree nuts or seeds
Yogurt, plain or sweetened and flavored
An equivalent quantity of any combination of the above meat/meat alternates
(Optional)
1 oz.
½ large egg
¼ cup
2 tbsp.
4 oz. or ½ cup
2 oz.
1 large egg
½ cup
4 tbsp.
1 oz.= 50%8
8 oz. or 1 cup
For the purpose of this table, a cup means a standard measuring cup.

34. Sponsor Responsibilities (continued)
USDA Nutrition Guidance
Creditable/Non-creditable foods
Components
Variety
Nutrition

35. Sponsor Responsibilities (continued)
Training
Documentation and synopsis of training sessions held for administrative and operational personnel.
Appendix 9-13 in the ESE
Summer Food Service Program Guide and the Online Document Library.

36. Sponsor Responsibilities
Training (continued)
Training Resources
USDA Guidance Materials
ESE Summer Food Service Program Guide
Reviews from previous summers
Training Topics
What If…
Site Responsibilities
Administrative Responsibilities
Who’s in Charge
Food Safety and Sanitation
Food Allergy Awareness
NEVER TAKE ANYTHING FOR GRANTED!
Even though you know the information, don’t assume that your site staff knows the same information.

37. Sponsor Responsibilities (continued)
Monitoring
Sponsors have the responsibility to monitor all of their sites.
Ensures that all sites comply with Program regulations.
Ensures that all children participating in the Summer Food Service Program are receiving nutritious meals. Appendix in the ESE Summer Food Service Program Guide and the Online Document Library.

38. Sponsor Responsibilities IDENTIFY, CORRECT AND FOLLOW-UP!
Monitoring (continued)
It’s more than just checking off the boxes
Look CAREFULLY at all sites
Ensure that the proper documentation is being maintained.
Make sure that you complete all of your monitoring visits.
1. Pre-Operational Visit-to be completed prior to the opening of the site.
2. Site Visits-within the first week of site operation.
3. Site Reviews-during the first four weeks of site operation.
IDENTIFY, CORRECT AND FOLLOW-UP!

39. Sponsor Responsibilities (continued)
Documentation
Documentation of all program pre-operational visits, monitoring, training, operational and administrative expenses, program income, menus, meal counts, production records or signed meal delivery slips, enrollment and civil rights counts by session.

40. Sponsor Responsibilities (continued)
CIVIL RIGHTS NONDISCRIMINATION STATEMENT
All sponsor program materials must contain the USDA non-discrimination statement
The full text of the statement must read:
“In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write to USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington DC or call (800) or (TTY). USDA is an equal opportunity provider and employer.”
If the material is too small to permit the full statement to be included, at a minimum include the following statements, in print no smaller than the text that…
“This institution is an equal opportunity provider”.
And Justice For All Posters must be displayed at all sites, in Sponsor Offices and on Field Trips

41. Sponsor Responsibilities (continued)
Claims
Sponsors may claim reimbursement for administrative and operational costs.
Sponsors must have complete records to document all costs and meals claimed.
The sponsor must submit all claims in a timely and accurate fashion.

42. SFSP Claim
All sponsors will receive the amount of operating and administrative reimbursement (meals times rates).
Completed records must document all costs claimed.

43. SFSP Claim- Administrative Costs
Administrative Costs are costs incurred by the Sponsor for activities related to:
planning
organizing
administering the program

44. SFSP Claim – Operating Costs
Operating costs are those incurred by the sponsor for:
Providing and serving meals to eligible children and Program adults.
Preparation or ordering of meals.

45. SFSP Simplified Cost Accounting
Under the simplified cost accounting procedures:
Sponsors do not have to report their costs to the State agency, although they must maintain records for the State agency’s review.
Reimbursement is based on “meals times rates”, without comparison to actual or budgeted costs.
Advance payments will be based on the current years earning potential (meals x rate) or last years actual costs.
Please pull out your packet of additional slides.
Previously, each Sponsor’s reimbursement rates for Operating and administrative costs were based on a variety of cost comparison’s including estimated costs, actual costs, the maximum reimbursement rates for each category, and the number of meals served. Depending on these variables, sponsors may or may not have received the maximum reimbursement. With Simplified summer, all Sponsors will receive the maximum reimbursement for meals served.
Advance payments will be based on the current years earning potential (meals x rate) or last years actual costs. If you have added or removed a substantial number of sites from last year, that will be taken into account when determining your advance payments.

46. Online Claim Processing
Claims will be entered and processed via an online application.
Online application will automatically compute the costs that are entered. No more calculation errors.
No more sending paper or faxing your claims.
Timelines for when claims are due still apply.
This application will be available the end of June, the beginning of July.
Change forms, that Amy mentioned, need to be ed and processed by us prior to you entering your claim. If the information you try to claim for is different form your original information that you submitted with your application, then your claim will reject.

47. Who Can Submit the Claims?
For usernames and passwords originally assigned by ESE, complete access to submit the Sponsor claims is given ONLY to the Sponsor:
Executive Director
Superintendent
Or any other person that was designated as the Authorized Sponsor Representative in your original application for SFSP.*
If the above mentioned identified individuals choose to assign others in the organization submission capability, an must be sent (from the address of that identified individual ) to:
Kathleen Millett, Executive Director
And Copy:
Carrie Harrington, Business Management Specialist
The must identify your organization and Sponsor agreement number and designate to whom in the organization should be assigned the ability to submit the claims.
*Please Note: Submission authorization will not be provided to those who are not employees of the Sponsor (i.e., food service management personnel).
Certificate of Authority completed with your application.

48. Sponsor Record Keeping Requirements
Approved Application Information
Documentation of Meals Claimed
Documentation of Program Income
Documentation of Program Expenses
Documentation of Pre-Operational Planning

49. Sponsor Record Keeping Documents (Continued)
Documentation of Training
Documentation of Monitoring
Documentation of Site Eligibility
Documentation of Meeting Meal Pattern
Civil Rights Documentation-
Appendix 18 in the ESE Summer Food Service Program Guide and the Online Document Library.

50. Site Responsibilities
Point of Service
Meal Times
Seconds
Unitized Meals
Food Safety and Sanitation
Food Allergy Awareness

51. Site Responsibilities (continued)
Food Safety
CLEAN - Wash hands, utensils and surfaces in hot soapy water before and after food preparation, and especially after preparing meat, poultry, eggs or seafood to protect adequately against bacteria. Use a disinfectant cleaner or a mixture of bleach and water on surfaces and antibacterial soap on hands.
SEPARATE - Keep raw meat, poultry, eggs and seafood and their juices away from ready-to-eat foods; never place cooked or ready to eat food on a surface that previously held raw meat, poultry, eggs or seafood.
COOK - Cook food to the proper internal temperature (this varies for different cuts and types of meat and poultry) and check for doneness with a food thermometer.
CHILL - Refrigerate or freeze perishables, prepared food and leftovers within two hours and make sure the refrigerator is set at no higher than 41°F and that the freezer unit is set at 0°F. Maintain a temperature log to ensure that temperatures remain at safe levels.

52. Site Responsibilities (continued)
Food Safety-Field Trips
Keep Cold
Some foods that need to stay cold include:
• Meat and poultry sandwiches or salads
• Tuna and egg salads
• Milk, cheese or yogurt
• Opened cans of fruit or pudding
• Peeled or cut fruits and vegetables
Room Temp Safe
Some foods that don’t need to be kept cold include:
• Peanut butter sandwiches
• Cookies
• Crackers
• Commercially dried fruit
• Unopened cans of fruit or pudding
• Unopened juice boxes
• Fruit-filled pastries
USDA

53. Site Responsibilities
Food Safety-Field Trips (continued)
COOL IT!
Bacteria can quickly multiply to
dangerous levels
when foods are left at room
temperature.
Keep foods safe by:
• Keeping sandwiches in an insulated lunch bag with a frozen gel pack OR with a frozen juice box
• Freezing sandwiches overnight. They’ll thaw by lunchtime, but stay cold and safe.
• Packing sandwiches in a cooler with ice or cold source
NEVER LEAVE FOOD IN A HOT VEHICLE
USDA

54. Site Responsibilities (continued)
Sanitation-Keep It Clean
Dispose of all trash properly
Your cooler is not a garbage can
After use, make sure to disinfect your coolers
Always have plenty of garbage bags
Garbage receptacles should always be a proper distance from your food
Monitor daily garbage pickups and make sure that site staff have local Sanitation Department contact information if needed.

55. ** Some Exemptions Apply…
Massachusetts Food Allergen Awareness Regulation Department of Public Health
Section 105 CMR established Food Allergy Awareness Requirements
Regulation states: food establishments that cook, prepare, or serve food intended for immediate consumption either on or off the premises shall comply with the following requirements.
** Some Exemptions Apply…
Massachusetts Department of Public Health – Food Protection Program

56. What are the Eight Major Food Allergens?
Milk
Eggs
Peanuts
Tree Nuts
Wheat
Soybeans
Fish
Shellfish
These allergens are responsible for 90% of all food allergy reactions

57. How Do Allergic Reactions Occur?
Ingestion (taste) of the food allergen is the principal route of exposure
Tactile (touch) exposure
Inhalation (smell) exposure

58. Requirements of SFSP Sponsors
Written policies and procedures for identifying, documenting, and accommodating students with food allergies, and
Documentation verifying participation in food allergen training recognized by the Massachusetts Department of Elementary and Secondary Education and the Department of Public Health.

59. Food Allergy Awareness
Strongly Recommended Suggestions for SFSP Sponsors
The sponsor will train all site staff on the policies and procedures as they relate to onsite food allergy awareness.
Using the Allergen Posting at all of the SFSP feeding sites. This was not designed to designate allergen issues for every meal served, just a general warning.

60. IMPORTANT The meal served at this site may contain
SFSP
IMPORTANT
The meal served at this site may contain
one of the following allergens:
EGGS
FISH
MILK
PEANUTS
SHELLFISH
SOY
TREE NUTS
WHEAT
FOOD ALLERGEN POSTING FOR SFSP SITES
This meal may have been prepared in a facility that is
NOT allergen-free.

61. Food Allergy Awareness Resources
American Celiac Disease Alliance
Asthma and Allergy Foundation of America
Food Allergies: About.com
Food Allergy & Anaphylaxis Network
Food Allergy Initiative
John Stalker Institute of Food & Nutrition
Massachusetts Department of Elementary & Secondary Education – Office for Nutrition, Health and Safety Programs
Massachusetts Department of Public Health Approved Vendors wareness_vendors.pdf
Massachusetts Department of Public Health – Food Protection Program
These are available in the Additional Summer Food Service Resources document in the Online Document Library.

62. SFSP Changes For Returning Sponsors:
All changes to your program requested after initial program approval require an amendment to your online application.
For New Sponsors:
A Change Form is in Appendix 20 of the ESE Summer Food Service Program Guide as well as the Online Document Library. Forms must be completed as directed and ed to so ESE records can be kept up to date.

63. Field Trip Policy Meals taken on field trip may be claimed.
notification of date/specific location of trip.
Use standard form in the manual (Appendix 19 in the ESE Summer Food Service Program Guide) and in the Document Library.
“And Justice for All” poster must be displayed prominently on all field trips.

64. Additional Information
Dietary Substitutions
Commodity Foods
Family Style Meals
Offer vs Serve

65. Reviews USDA ESE (Sponsor Reviews and Site Reviews)
Common Errors – pages in the ESE Summer Food Service Program Guide.
Open reviews from last year

66. Document Library www.doe.mass.edu
The Document and Reference Library has been set up as a repository for important documents related to the SFSP Programs. The ESE staff will update this list periodically.
The documents will usually be a word template or excel spreadsheet.
Go to “Select Program Area” and Choose “Security Portal” to
access all Nutrition Online Resources/Claims.

67. Thank you for your efforts!
Thank you for providing meals to children in Massachusetts during the summer months.
It’s vital to ensure that nutritious meals are still available even when schools may be closed.