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SFSP New Sponsor Training 2014

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Presentation on theme: "SFSP New Sponsor Training 2014"— Presentation transcript:

1 SFSP New Sponsor Training 2014
Food that’s in when school is out!

2 Welcome Please silence your cell phones
Plan to stay the entire day, if you cannot stay, please plan to attend another full day session Do not hesitate to ask questions If they are specific to your particular sponsorship or site, we will be happy to answer those during break. Introductions We are so happy you have chosen to become an SFSP sponsor. While the regulations can sometimes be daunting, the DOE is here to help. We want you to succeed! Please silence cell phones and if you need to take a call, please step into the hallway. This first part of the day is for potential and new sponsors. Returning sponsors will join us shortly, so if you feel like there is missing information, we will more than likely cover it in the later portion of training. Please do not hesitate to ask questions! We are here to help you succeed as sponsors! Restroom locations, break times, etc.

3 Summer Food Service Program (SFSP)
The Summer Food Service Program was initiated by the USDA in the 1970 Summertime is tough on parents Good nutrition= better performance in school The Summer Food Service Program was initiated by the USDA in the 1970’s as a way for school children to continue to be fed nutritious meals throughout the summer. Students who qualify for free and reduced price meals throughout the school year are at a greater risk of having nothing to eat throughout the summer. Students who have consistent and good nutrition perform better in school and return better prepared to learn when school returns in the fall.

4 SFSP Video USDA training video

5 Who can be an SFSP sponsor?
Public or Private non-profit school food authority Unit of local, municipal, county, tribal, or State government Private non-profit organization Public or Private non-profit camp Public or Private college or university Schools- All schools that are not for profit including public, private and charter schools. This includes private and charter schools as long as the surrounding public school qualifies for the program. Government- includes: Parks and Rec Private Non-Profit- boys and girls clubs, hunger relief programs, churches etc.. Non-profit camps- Free meals only applies to identified children of need. Must collect school info from all campers and identify those who qualify Colleges and Universities: unless the area where these schools are located qualify, they can identify children of need attending camps and conferences

6 Site Selection What is a site?
The physical location, approved by the State Agency, where you serve SFSP meals during the approved meal time Sites may be located in a variety of settings: park, school, church, mobile unit…

7 Types of Sites Open Site- Open to all, including community children
Restricted-Open Site- Open site, but the number of meals available may be restricted due to safety or space concerns Closed-Enrolled Site- Meals served only to those children participating in the site activity Camp- Meals claimed are only for those students who qualify All summer school sites must be open sites. If a school sponsor does not want to operate as an open site, they must continue on NSLP for the summer months. Restricted-open sites will only be an option if space and/or safety are issues. Again, summer schools cannot simply operate as a restricted open site because they do not want to open to the general public. Closed-enrolled sites are sites with a specific activity like a day camp or conference. Camp- Camps must identify and are reimbursed only for meals served to those kids who qualify.

8 Step 1 for Sponsor Approval
Attend Training Complete Sponsor Profile CORE documents 501 C-3 (proof of private non-profit status) Board certification documents Financial Viability (P/L statement, Bank Records) Site Justification forms for proposed sites Submit CORE documents in one mailing or fax to State Agency for review Congratulations, after today, you have attended training! One step down! These CORE documents will need to be provided to the state agency, faxed or mailed to Tina Skinner.

9 Step 2 for Sponsor Approval
State Agency will: Review CORE documents Notify sponsors within 2 weeks of next phase Assign a username and password to CNPweb Potential Sponsor will: Complete all required information in CNPweb Meet with field specialist for pre-approval visit Await further instructions from State Agency Tina and/or Gretchen will assign you a user name and password for CNPweb, which is our web based claims system. Here, you will need to fill out all information for both sponsorship and for each site. Please ensure that all information is correct and up-to-date. You will also be assigned a field staff. Please feel free to call and/or your field specialist and introduce yourself. You will also meet with the field consultant for a pre-approval visit. They will check out your facility, area where you will be serving meals etc.

10 Final Step for Approval
In ONE mailing (no fax) to State Agency submit: Signed permanent agreement Signed procurement statement Completed and signed Vendor ID Form (no visible errors on form including erasure marks) Complete letter to local health department Competed local media report Please make sure this is sent via postal mail, these are permanent documents that must contain an original signature.

11 CNPweb Access Double check all entries within CNPweb
address and phone contact information MUST be correct and changed as needed on a DAILY basis Once the final documents are submitted and all of the information in CNPweb is completed, the State Agency will send an OFFICIAL notification of approval s/phone information must be up to date and current. If the sponsor contact changes or a site supervisor changes mid-summer, you must update that information within CNPweb.

12 CNPweb Introduction to CNPweb…

13 SFSP is the Blue Puzzle Piece
Summer is the blue puzzle piece. If you qualify for commodity foods in the following year, you will click the green puzzle piece to get to that information. If you aren’t a school or childcare facility, you don’t even need to worry about the orange and purple pieces.

14 Sponsor Summary The name and contact information for your field consultant is listed on the sponsor summary page of CNPweb. These ladies are here to help you and are your first line for information. Feel free to them and just introduce yourself.

15 Sponsor Information Sheet
Please ensure that all information on the sponsor information sheet (phone numbers and s) is correct. Your sponsor information sheet needs to be up to date. When you are going to change something, make sure you click the “revise” option. The view option will allow you to change information, but will not allow you to save your work!

16 Accurate Information Required
SPONSORS must remember to: Double check each Site Information page in the CNPweb system for possible changes before program operations Provide accurate information, including Site Supervisor name Post the proper operating dates, meal times, and changes (meal cancellations, field trips, etc) in CNPweb in advance of the change taking place Meals may be disallowed if the sponsor fails to update CNPweb concerning the changes (CNPweb may reject the claim) Each site’s information must be up to date including what meals are served and what times they are served. Failure to update the information can result in disallowed meals. Also keep in mind that just because you have changed the information does not mean that it is approved. Please be sure that the information you have changed is approved before you begin operating as such. Example: if you realize 11:30 is too early and children are not coming for lunch at that time and you decide to change it to 12:00, you cannot change the information in CNPweb at 10:30 and start serving meals at 12 the same day. This is because our field consultants are out and about and need to have up to date information for meal times. This also allows for advertising channels to be updated so parents and children are aware when meals are served. It is also helpful if your site is in a location that is not obvious based on the address, like a park, that you let us know where exactly that site is. For example, say “shelter #10” or “middle of the park next to the playground” this also helps our field staff to know where to go for a site review.

17 Submit for Approval Please make sure you check the “check here to submit this form for state approval” box. If you do not, we do now know there are changes that need approval. Also, do not make any changes to your operation until the changes have been approved by us in the office.

18 Field Consultants Conduct Preapproval visits
Please get to know your field consultant and ask any questions you might have to her. They are here to help you succeed! Field Staff may show up at any time during meal service to one of your sites. Your field consultant is assigned by county, with the exception of Marion and Hamilton counties which are divided among a few different field staff. These ladies can show up at any point during meal service (this is why correct information in CNPweb is critical). They are here to help you, so if you have any doubts or questions, please do not hesitate to ask prior to their visit, so that things run smoothly when they are present for an official site review.

19 Federal Compliance Review
All new sponsors to SFSP will be reviewed in their first year as a sponsor. Reviews will be scheduled by your field consultant and every aspect of the SFSP operation will be reviewed. (Additional details to follow) Sponsors must self monitor each site for compliance as well! All new sponsors will be reviewed by their field consultant. This includes the consultants combing through every aspect of the operation from production records to gas receipts and meal count forms. The review should not be stressful. Remember that we want you to succeed, you just have to follow the rules too. 

20 Evaluation Your Situation
Where do you go from here? Sponsor vs. Site Questions? There are two options for those who are not sure about sponsorship. Become a sponsor. This makes you responsible for all paperwork for every aspect of the SFSP. Become a site under an already established sponsor. This puts you under their umbrella and keeps paperwork and documentation to a minimum, but still allows you to serve the children of your community.

21 Break Time! When we come back, returning sponsors will be joining us for the remainder of the training.

22 Thank you for joining us.
SFSP Sponsor Training Thank you for joining us. We will begin shortly, please have a seat and make yourself comfortable.

23 Welcome Please silence your cell phones
Plan to stay the entire day, if you cannot stay, please plan to attend another full day session Do not hesitate to ask questions If they are specific to your particular sponsorship or site, we will be happy to answer those during break. Introductions Restroom, vending, etc…

24 About Today’s Training
In-person training is required this year for all SFSP sponsors..make sure this information gets to the people running your SFSP! All information today is vital to running a successful SFSP program Today is a full day, thank you for your undivided attention!

25 No Kid Hungry Video This is a video put together by the No Kid Hungry coalition. We think it really reflects the true nature of SFSP and what it means to some children.

26 Pre-Test Pop quiz time! This is not meant to freak you out, we just want to assess what you already know.

27 True or False? SFSP is a great way to raise funds for your organization. Milk must be an 8oz serving. It is ok to give a child two meals and count both as first meals because his brother is at home sick and needs to eat. A mother can eat her daughter’s left over carrots as long as the daughter is finished with her meal. It is ok to start meal service early and finish early as long as you serve the full amount of time you promised. Show of hands for true or false: SFSP is a great way to raise funds for your organization. (false) SFSP sponsors must maintain a non-profit food service for the summer. Milk must be an 8oz serving. (true) It is ok to give a child two meals and count both as first meals because his brother is at home sick and needs to eat. (false) First meals can only be claimed when given to a child on site (one meal per child) and the meal must be consumed on site as well. A mother can eat her daughter’s left over carrots as long as the daughter is finished with her meal. (false) All food must be consumed by the child, left over food must be disposed of. It is ok to start meal service early and finish early as long as you serve the full amount of time you promised. (false) Meals may only be served during the approved meal times in CNPweb. Meals served outside of approved meal times are subject to disallowance.

28 Hunger in Indiana Only about 20% of children eligible for free and reduced price meals during the school year participate in SFSP during the summer months when school is out In 2013, Indiana SFSP included 252 sponsors with over 1200 sites that served around 3 million meals! Thank you for caring!

29 Who can participate in free meals?
Any child 18 years or younger And anyone over the age of 18, still participating in educational programming during the regular school year that is determined by a state or local education agency to have mental or physical disabilities In some cases, we have seen a teen mother and her child eat a meal. If you are in doubt about an age, ask. Go with the age of what the student tells you.

30 Sponsor Requirements ALL organizations must demonstrate the following:
Fiscal viability and administrative capability Not be seriously deficient Be able to serve low income children Designate all reimbursement funds to the non-profit food service account Year round community service Exercise management control over sites Fiscal Viability- you are to remain non-profit. Any costs higher than reimbursement will have to come from other resources. Deficiency- If you are seriously deficient, the state may limit the number of sites you are able to operate the following year. Low income children- Sites must be in an area where the closest elementary school has a free/reduced lunch rate of 50% or higher. Funds- All monies collected must be separate from general operating funds. If a separate account is not available, a line item report showing where SFSP funds are coming and going out of the account. Year-round community service- this is a non-profit endeavor, non-profit organizations already operating successfully will have greater success. Management- All sites are to be run following USDA guidelines. As a sponsor, you are responsible for all of your sites, even if you have taken a group “under your wing” Please train all staff for all sites properly and monitor all sites for compliance.

31 SFSP Sponsors MUST: Fulfill monitoring requirements
Train staff annually (including civil rights training and retrain when applicable) Provide nutritious meals meeting meal pattern requirements & comply with food safety regulations Serve within the approved time frame Maintain accurate records If you feel you cannot comply with these and other requirements, you may need to seek funds elsewhere Monitoring responsibilities include a first week for new sites and 4 week monitor for all sites. Train staff in all aspects of SFSP including: meal counts, civil rights, meal pattern and OVS where applicable. Meals must follow SFSP meal pattern requirements (we will go through this later) Meals for reimbursement may only be served during APPROVED meal times. All records for SFSP must be maintained. The records must also be maintained for the previous 3 years plus the current year. **If you cannot or are unwilling to comply with the regulations as set by the USDA, you may need to seek funds for your food service elsewhere.** We don’t like to be the bad guys, but failure to comply or complacency to allow sites to not comply with the regulations will result in fiscal action and in some cases termination.

32 SFSP Reimbursement Program
Designed to help cover expenses related to purchasing, preparing and serving meals to eligible children Total reimbursements should not exceed the SFSP expenses for the summer. Any difference must be reinvested into SFSP for the following year or returned to the State Agency. This program is non-profit. Any excess funds must remain in the non-profit food service account for the following year, or returned to the state agency.

33 Challenges from Last Year
Food being consumed off site Parents eating off of child’s plate What are some solutions for this? Meal count sheets not completed daily/correctly Racial/Ethnic Data Form incomplete Meal times not changed in CNPweb Meal quality We will talk in detail more about these later, but please be aware that these are areas that need special attention from sponsors. Spotlight image on later slides that speak about these. Look for this spotlight icon in upcoming slides where we speak more on these issues

34 Unallowable Costs Non-program adult meals
Meals served in violation of program requirements Food purchased for non-SFSP use Delivery costs associated with vended meals Bad debt, loans or legal fees Building materials, entertainment and fundraising costs Purchase or rent of land, buildings or renovations to existing structures The purchase of gift cards where the items purchased with those gift cards are not tracked for proof of program compliance If you are unsure if a cost is allowable, please call our office to confirm prior to using SFSP funds to pay for the expense Non-program adult meals- difference between program and non-program adult Meals served in violation of program requirements- missing components Food purchased for non-SFSP use- food purchased for use in other areas of the food service (foods bought for youth group suppers at the same church who runs SFSP) Delivery costs associated with vended meals- all costs must be included in the price of the meal Bad debt, loans or legal fees- duh. Building materials, entertainment and fundraising costs- the money from claims is only for the food service, if you choose to entertain the children or need materials for games, the money for those materials must come from another source than the food service account. Purchase or rent of land, buildings or renovations to existing structures- again, this is for food service The purchase of gift cards where the items purchased with those gift cards are not tracked for proof of program compliance- any gift cards used in purchases made for the SFSP must be tracked and provable through receipts kept on file

35 Program Policies Meals are to be counted at time of service
Parents may not eat off of a child’s plate This includes excess food from a child’s plate after he is finished eating Meals must be eaten on site ***NEW POLICY*** A Child may take a fruit OR vegetable OR grain off site. You no longer need a waiver for this. No other foods may be carried off site Meals cannot be pre-counted or counted after service. The meal count sheet should be used in conjunction with meal service and marked each time a child is served. Unfortunately, parents are not allowed to consume any part of a child’s meal and any waste must be disposed of. If you see parents consuming food, please ask them not to and remind them of the policy. If this is a consistent issue, you can pay for adult meals from another source. Otherwise, you will need to ask parents to pay for a meal that they can consume. Meals must be eaten entirely on-site. If you do not have an obvious area for meals to be consumed, you must be able to monitor meals that are being eaten, so please contain children who are taking meals to a reasonable area. NEW POLICY: Each child may carry off-site ONE of the following: fruit, vegetable or grain. Please note that a sandwich would not qualify as it is grain component only.

36 Special Considerations
Offer versus Serve Training A la carte sales Non-congregate feeding for outdoor sites due to excessive heat- NEW POLICY Success= Start slow and build each year If you are looking to operate offer vs serve, you must complete additional online training. OVS is a method of service that allows the children to choose what they will eat and helps save on waste. A la carte- non compete with meal… if you are serving a ham sandwich, don’t sell pizza slices for .50c Non-congregate feeding: NEW POLICY- You may apply for a non-congregate feeding waiver. This waiver only applies to days when the national weather service issues an excessive heat advisory and allows children to take meals off-site and consume them in another location. This waiver only applies to outdoor sites with no bad weather alternate. This would not apply to sites where there is a shelter or building where meals can be served and consumed.

37 Operating Limitations
Sponsors may be approved for a maximum of 200 sites with a maximum ADP of 50,000 for all sites combined In addition, the State Agency has discretion to: Restrict the number of sites a new sponsor may operate (3 sites) Restrict the number of sites a sponsor with an identified serious deficiency in the previous year is allowed to operate (3 sites)

38 Returning Sponsor It is critical that CNPweb be updated and reflect correct information Failure to have correct information in CNPweb may result in disallowed meals

39 Sponsor Information Sheet
Please ensure that all information on the sponsor information sheet (phone numbers and s) is up to date. If something changes over the summer, please update information.

40 Site Information Sheets
Submit one Site Information sheet for each of your sites serving meals Site sheets can be added or deleted throughout the summer Please be sure that all information is up to date including site supervisor and meal times. Remember to click the “revise” option. If you click view, you can change it, but not save changes and submit them for approval.  Sites should only be deleted with cause… it is ok to begin a site if you are unsure of success, but please do not close a site unless you have a reason. Sites cannot be closed without approval from the state agency.

41 Type of Site

42 Site Information Sheets
If you have a “Restricted Open” site, please indicate the reason in the general comments section on the site information sheet. (Section #84)

43 Site Supervisor This must be a person who is at the site during each meal service, every day. This is not someone who is not present each day during service times. The site supervisor does not have to be the person “in charge” at the facility, but it is the SFSP site supervisor. The person who ensures compliance each day.

44 Meal Times Ensure that all meal times are correct and that service follows what is in CNPweb. Meals served outside of the approved times and days may be disallowed. If you make changes to meal times in CNPweb, they MUST be approved prior to those changes taking effect. This is critical for our field consultants as they make their site visit schedules. This will also save you from disallowed meals if they do come and the meal service time is not yet approved in CNPweb.

45 Field Trips Please list ALL field trips and days children will not be eating on site in section #76 of the site information sheet. If this section is not complete, meals consumed off site for the day may be disallowed This is critical information for our field consultants while they plan site visits. Please have this filled in for every field trip no less than 48 hours prior to the field trip. This gives our field consultants time to see the updated information prior to leaving for the site visit and make adjustments to their schedules as needed.

46 Keep in Mind Each sponsor who operates multiple sites must remember to double check each Site Information page in the CNPweb system for possible changes before program operations It is the sponsor’s responsibility to post the proper operating dates, meal times, and changes (meal cancellations, field trips, etc) in CNPweb in advance to the change taking place Meals may be disallowed if the sponsor fails to update CNPweb concerning the changes (CNPweb may reject the claim) Please ensure from the very beginning of the summer that meal times and information is correct. Again, meal time changes must be approved by the state agency PRIOR to the changes taking effect. Again, when field staff come to visit, if meal times are not correct, any meals served outside of the approved time will be disallowed.

47 Evaluating Site Locations
Evaluating an area: See pg 31 of Sponsor Handbook Is it SAFE, SANITARY, and CHILD CONVENIENT? Cooperate with local Parks and Rec Contact Youth organizations- YMCA, YWCA, local boys and girls clubs… Faith Base organizations Food Bank Other areas: housing complexes, community centers, mobile home parks– anywhere that children congregate

48 Types of Sites Open Site- Site is open to all and will be publicized on IDOE and State of Indiana websites All open sites must be truly open to the public- proof that the site is operating as an open site may be requested by field staff during a review Academic Summer School sites must remain on NSLP if the site is not operating as a true open site Restricted-Open Site- Open to the public, but offered on first come-first served basis This option should only be used if there are safety concerns or space restrictions Open Site- Proof would include proof that children from the community, not participating in summer school are attending free meals at the site. Restricted Open- reasons for operating a restricted open site must be given to the state agency for approval of operating a restricted open site.

49 Types of Sites Camps- Only meals served to eligible children can be claimed School information should be included on camp applications. State Agency personnel will help camp sponsors to find out if campers qualify. Closed-Enrolled Sites- These sites are closed only to those participating and those participating are identified groups of in need children Prior to operation, these sites must show that 50% of the children participating are eligible for free or reduced price lunches. Academic Summer School cannot be a closed enrolled site Camps- The state agency can help identify children who qualify for free meals. Closed-Enrolled- proof that the children participating in the program qualify as 50% free or reduced.

50 Site Preparation Pre-operational requirements (attachment 13)
Pre-Operational visit sheet- site visits are required for new sites and sites having problems and/or changes in personnel Health and Sanitation- Notify local Health Department of all prospective sites Sponsor/Site agreement (Attachment 14) Helpful when sites are not under your direct control Lists specific responsibilities of the site supervisor for the food service program Prior to the beginning of SFSP operation, each new site under a sponsor must be visited by the sponsor and the Pre-Op visit sheet must be completed for those visits and retained on file. Sponsor/Site agreement sheet is not mandatory, but very helpful for a sponsor with sites not under direct control of the sponsor. It holds the site accountable.

51 Meal Service Requirements
Meal Options Meal Preparation Meal Pattern Requirements Menu Planning Daily Meal Count Sheet

52 Meal Options You may serve any two of the following Breakfast AM Snack
Lunch* PM snack Dinner* *Lunch or Dinner can be served, but not both You can also only serve one, if that is what you want to do. You are no obligated to serve 2 meals.

53 How many meals can you serve?
Open/Restricted Open, Open Enrolled sites can serve up to two meals per day in any combination other than lunch and supper Camps and Migrant Sites can serve up to three meals per day in any combination Reminder: individual eligibility must be determined

54 Important Detail… The service time you put into CNPweb is your approved time. Service at the site must remain at this time unless authorized to change times. If you change the meal time in CNPweb, but the time change has not been approved by the State Agency, then you must continue serving the original times listed in CNPweb until the change has been approved. Our CNPweb system will not allow simultaneous meal times- please allow 1 hour to pass between the start of meals, including snacks, i.e.- you will not be able to start snack service at 10:45 and start lunch service at 11:00.

55 Meal Preparation Self-Prep meals- prepared in your kitchen using your staff Vended Meals- Prepared by someone you have entered into an official contract with such as a school or local catering company Food Service Mgmt Company- Comes into your school or organization and runs all aspect of the food production Self-prep- please be aware that you are held to food safety standards of all other food service operations. It is always a great idea to have someone on staff who is ServSafe certified. Vended meals- please ensure that it is cost effective to serve vended meals while retaining quality. FSMC- please be sure that all contracts with food service management companies include language about summer food service.

56 UDSA is an equal opportunity provider and employer.
Documentation Regardless of preparation method, a dated menu for every meal served is necessary Production records and/or delivery slips with complete menu listed are necessary for accurate documentation Substitutions made to the menu for any reason must be documented in production records Posted menus must contain the short non-discrimination statement: UDSA is an equal opportunity provider and employer. Documentation is vital for a successful program. Keep dated menus, production records, food inventory sheets. When a field consultant comes for review, it should be clear where your food came from, where it went and it should back up the number of meals claimed. Don’t forget to include the short non-discrimination statement on any menus posted in a public space.

57 Meal Pattern The Following slides provide information on the SFSP meal pattern All meals served must contain all of the components in order to be counted as reimbursable Unless you are utilizing Offer vs Serve (we’ll get to that after the meal pattern slides) Be Creative School Food Authorities can us the SFSP meal pattern or the same menu planning system used in the prior school year Yes, there is a meal pattern. It is pretty simple to follow, just don’t forget any of the components! Schools are welcome to continue using the meal pattern they use for school lunches, or they can follow the SFSP meal pattern.

58 Breakfast Required: Optional: One serving of milk (8 fl oz)
One ½ cup serving of a fruit or vegetable- or 100% juice (4 fl oz) One serving of a grain/bread (varies by type) Optional: one meat or meat alternative Any juice served must be 100% strength When we say meat alternate what we mean is cheese, yogurt, soy protein etc… The meat/meat alternate is optional at breakfast, but would be in addition to the other components, it cannot replace the milk, juice or grain.

59 Juice cannot be served when milk is the other item.
Snack Required: 2 Food Items from 2 different food components Juice cannot be served when milk is the other item. Example: juice and crackers OK! Juice and milk- NOT OK! Apple and mixed fruit juice- NOT OK! 2 from the following: Grain, milk, fruit/vegetable, meat/meat alternate

60 Lunch and Supper Required: One serving of milk (8 fl oz)
Two or more servings of vegetables and/or fruit totaling a ¾ cup serving One serving of grain/bread One 2oz serving of meat or meat alternate 8oz of milk, no exceptions- if you are pouring milk from a jug, do not use an 8oz cup. You will not be able to fulfill the 8oz serving requirement. Two or more vegetables and/or fruit, so one ¾ c serving of carrots will not meet requirement. One serving of bread/grain is a 1oz eq. 2oz of meat/meat alternate can include a mixture of meat and/or cheeses.

61 Meal Pattern All components must be available or an equivalent substitution for that meal component Example: You have run out of apples, you can substitute fruit or vegetable and serve, for instance, a banana instead You can use 2oz of ham for 2oz of turkey However, if you run out of equivalent components and some meals served are missing all of the requirements, you may not claim those meals for reimbursement Bread/Grain Chart Any meals missing any of the meal components are not able to be claimed for reimbursement. Here is how to figure out if your grain meets the 1oz eq requirement. Please ask if you have any questions.

62 Food Allergy Substitutions
Not required to accommodate preferences Required to accommodate those with disabilities who are unable to consume regular program meals Disabilities must be supported by a statement from a licensed medical authority You are not required to make changes do to preferences. Disability is the key word. A student with a life threatening allergy to a food item. This must be supported with a letter from a physician. If the allergy is milk, you must make an equal substitution, you cannot give a milk allergy or lactose intolerance a juice in place of the milk and call it even.

63 8oz of Milk A FULL 8 fluid ounces of milk must be served- no exceptions. The State Agency highly recommends purchasing 8oz cartons to ensure kids are receiving a full 8 oz. Keep all original and unmodified receipts for milk purchased. If you are pouring milk out of a jug it is advisable to have 10oz or higher cups in order to ensure a full 8oz is given. Milk receipts must be maintained so that the state agency reviewer is able to see that you did have enough milk for the amount of meals that you served. Please keep in mind that if you are not OVS, you must serve a milk to each child as part of a reimbursable meal. Even if they do not want it. This includes if you are pouring it.

64 Importance of Documentation
No food, including milk, can be purchased with the use of food stamps. Keep all original receipts on file for 3 years plus the current year- just as you should with all SFSP documentation. Inventory Log (attachment 17) Not purchasing food with food stamps probably seems like a no-brianer, but it has happened in the past, so we need to mention it. Buying foods with food stamps and then being reimbursed for it through SFSP is being double paid by the federal government. Please don’t do it. Original receipts in their original form should be kept on file with all other documentation for 3 years plus the current year. During reviews last year, our reviewers had some issues tracking food bought on receipts with where it was served on the menu. This year, we are asking that everyone fill out inventory control sheets. This includes schools and tracking the food that you pull from inventory left over from the school year.

65 Inventory Log (attachment 17)
Here is the inventory control sheet that is a part of the sponsor handbook. It is attachment 17. We want to see what food is in inventory and then we can see where it is put on the menu. You can complete this weekly or every two weeks, but please be consistent about filling it out, so that our reviewers know that you are using the food that you purchase for SFSP.

66 Accepting Food Donations
Reimbursement money should cover the cost of providing a nutritious meal to kids. Consider using donated foods in other areas of your program such as other meals or meals for adults If food donations are accepted, the sponsor must use the Indiana Food Donations Form to document the donation. The DONOR must sign the form verifying they will provide the receipts for items donated, if requested. Only accept donations that have been held at food safe temperatures and have not been tampered with in any way. Do not accept donations paid for using other federal program dollars (Food Stamps) If in doubt, do not accept! Food donation form? I don’t have a copy to put in. Please know that food donations are allowed, but that all monies received are to be used to provide meals to children, not for other expenses. Track every donation. Be very vigilant about keeping records for donated foods. You must use the Indiana Food Donations Form to track these donations.

67 Indiana Donation Form

68 Menu Planning Activity
Please create a few different options for a meal.

69 Menu Documentation All menus must be planned to meet the meal pattern requirements Be Creative! Menus/Food Inventory/Production records must be maintained daily and will be reviewed during the review process by your field consultant Be creative with your menus! If you have the capability to serve hot food, please do. Many kids these days do not receive a hot cooked meal at home. Please keep documentation of your meals from start to finish.

70 Production Record Here is an example of a production record. See that is has all of the components and gives us a clear picture of what was prepared and what was served. The SFSP meal pattern is also included on this record.

71 Menu Planning CN Labels, Food Specifications and/or Standardized Recipes Items such as chicken nuggets, corndogs, pizza, ravioli, pancake wrap, etc. should come with a child nutrition label which tells you how an item credits CN labels and/or food specifications for commercially prepared foods show proof that you are meeting the meal pattern requirements CN labels and food specifications are labels on food items with more than one menu component included, such as chicken nuggets (meat and grain). This label tells you how the item credits, how many servings of each component are in the item. These help with menu planning to ensure you are meeting the requirements. Standardized recipes will help us to figure out the meal pattern contribution.

72 Examples Four chicken nuggets credit as 1.25oz of meat and .75 oz of grain Food Specifications will come direct from manufacturer or food vendor and may not contain the CN box. The top is an example of a CN label. This label will have a box around it with CN on each side, it will also include a note about USDA approval to use the CN label. The bottom is a food specification, food specs list the menu contribution and often have a section that says “child nutrition” or “school food” and lists the grain, meat, vegetable contributions under that heading. It is important to note that both of these list the serving size and then the contribution. Please ensure that if it says four chicken nuggets meets the pattern, that you are serving the four nuggets and not three.

73 Standardized Recipes If you are serving items that are made on site and not pre packaged, it is wise to use a standardized recipe so that you know how the serving credits Do not deviate from the recipe or all measurements and serving sizes will be incorrect A standardized recipe will have: All ingredients listed and amounts of each ingredient Serving Size Total number of servings per recipe Standardized recipes are recipes that have each ingredient and amount of that ingredient, the yield of the recipe, or how many servings are made from it, and the size of the serving. If the recipe is a USDA recipe, it will include the component breakdown, if it is not, a bit of math will help us to determine the component contribution. Deviation from the recipe will result in different meal pattern contributions. Please follow the recipe as it is listed so that we can ensure meal pattern compliance.

74 Standardized Recipe Here is a USDA standardized recipe. You can see the ingredients and the amounts needed for 50 or 100 servings, it tells you what size scoop to portion the recipe with and it also includes the meal pattern contribution.

75 USDA Standardized Recipe Resources

76 Food Safety Meals should be kept at food safe temperatures and temperature logs must be maintained (attachment….) Cold foods should be held at 40 degrees Fahrenheit or below Hot foods should be held above 135 degrees Fahrenheit Know your limitations and abilities. Acceptable temperatures must be maintained throughout service time. Proper food sanitation should be maintained Hairnets/hats Gloves to be worn for the handling of foods not pre-packaged Regularly sanitizing food preparation surfaces and surfaces where the children eat Food safety practices should always be in place. Food temperatures should be maintained from purchase and delivery through service. Please don’t forget about hair restraints, hand washing and gloves for foods that are not pre-packaged. Sanitizing food preparation areas is also essential, especially if the kitchen at your organization is used for other programs. i.e.- church dinner on Sunday, SFSP on Monday. It is wise to have someone in your food operation who is ServSafe certified. This is a certification that most food managers maintain. This will give your organization a person who is aware of and knowledgeable on food safety.

77 Temperature Log Temperature logs must be kept daily and will be viewed by you field consultant during the review period Temperatures will not and should not be the same every day. Make sure you menu plan for foods that you can hold at food safe temperatures throughout the duration of the meal service time. Depending on length of meal service, you may need to take temperatures multiple times throughout service. If you need an example of a temperature log, please ask your field consultant. You may also write temperatures on production record sheets. Temperature logs are something that have not been kept in the past, but are part of the SFSP. Please be aware that your field consultant will be asking to view temperature logs during site visits and administrative reviews. This is not something new. Temperature taking is good practice for any food service operation. Temperatures will not be the same every day. Make sure that you can hold hot foods hot and cold foods cold- Hot food 135 and higher, cold food- 40 degrees and lower If you meal service is longer than one hour, it is a good idea to temp the food multiple times during your service to ensure that foods remain at food safe temperatures. Your field consultant can help you with a temperature log, you can also keep temperatures on your production records, and if serving off-site from the kitchen, you can write the temperature on the daily meal count sheet prior to meal service. Again, this is not a new requirement. Following food safety guidelines ensures you are covered, should there be a food poisoning outbreak. And, if you are a returning sponsor, you should have already been doing so. If the health department narrow a child’s illness down to you and another source, keeping temperature logs could ensure that we do not see you on the 10 o’clock news. Please teach your site staff how to take temperatures. If your food is prepackaged and cannot be opened, place the thermometer between stacked packages as you would with a food delivery.

78 Food Waste Reduction Offer vs Serve: optional serving method for self-prep sponsors only, which allows kids to reject up to two components of the meal Additional training is required through the state agency and you must be approved to operate OVS Sharing Table: A table where kids can put wrapped, unwanted items for others to consume. These items cannot be “recycled” into other reimbursable meals- would result in a double claim Good for sponsors where each kid must take everything that is offered Offer vs Serve is a provision that allows the children to reject up to two of the the components of the meal. You will need to do an additional online training session and be approved to operate offer vs serve. A Sharing table is a table where children can place unwanted items and another child can select those items to eat as an “extra”. The items must be pre-wrapped/packaged and cold items may need to be kept on ice. (milk, cheese stick etc.) This is a good option for sponsors not wanting or able to operate offer vs serve. The food on the sharing table may not be recycled into another reimbursable meal. This would result in a double claim of that food. i.e. if there is a bowl of apples on the sharing table, you cannot keep those apples and place them in the next day’s sack lunches.

79 Decision Time – Will you
Self-Prep meals- prepared in your kitchen using your staff Vended Meals- Prepared by someone you have entered into an official contract with such as a school or local catering company Food Service Mgmt Company- Comes into your school or organization and runs all aspect of the food production Self-prep- please be aware that you are held to food safety standards of all other food service operations. It is always a great idea to have someone on staff who is ServSafe certified. Vended meals- please ensure that it is cost effective to serve vended meals while retaining quality. FSMC- please be sure that all contracts with food service management companies include language about summer food service.

80 Procurement All Sponsors must comply with USDA procurement standards showing that federal dollars are used competitively. For purchases under $150,000 annually a sponsor must attempt to collect bids from at least 3 vendors This includes items such as milk, bread etc. This also applies to catered meals For purchases over $150,000 annually a formal bid process must be followed. Please contact the state agency for more information. Star

81 Procurement Regardless of whether you self prepare, vend meals, or use a FSMC…you must use proper procurement procedures Please contact Tina Herzog at or BEFORE you start your procurement process All purchases must be made using OPEN and FREE competition and must be documented

82 Procurement: Local Stores
Even if you shop at local grocery stores, please compare big item prices at various stores to ensure you are getting the best possible prices. Even if you purchase all of your food from a local grocery store, you should compare prices at various stores to ensure you are getting the best prices on your food items.

83 Record Keeping Daily Weekly Daily Meal Count Form Production Records
Standardized Recipes and CN Labels Temperature log Weekly Weekly Meal Count Consolidation form Food Receipts Non-food receipts Milk Receipts Food inventory form Here is a breakdown of what documentation needs to be kept and how often.

84 Daily Meal Count Form Most Important Document for meal counting
Make sure all staff are informed on how to complete this form SFSP records should include a meal count form for each site for each day in operation, with counts of each meal served Must be maintained for 3 years plus the current year This form will be viewed during an administrative review, to avoid disallowed meals, please ensure that the form is being completed correctly and used for each meal service The daily meal count form is the form that will be reviewed during your administrative review. Please ensure that the form is filled out correctly and completely.

85 Daily Meal Count form Hand out meal count form exercise (to follow)
There is also a 2nd page to this form for sites that exceed 150 meals in a day. It is part of attachment 18 in your handbook.

86 Second Meals Meals planned should allow for one meal per child. You are allowed to serve 2nd meals, however, the maximum claimable amount is 2% of the total meals served. Keep track of the total number of 2nd meals served and the CNPweb claims system will calculate the 2% reimbursement for those meals. You do not have to do any math! More than 2 meals served to one child is highly discouraged often times resulting in excessive plate waste. Please plan to serve only one meal per child. However, you may serve second meals. Count them on the meal count sheet as second meals, not first meals. The total claim for 2nd meals is no more than 2% of the total first meals served. CNPweb will do this calculation for you, so please just keep track of the number of 2nd meals served. More than 2 meals served to one child is discouraged. This usually results in a child taking a meal and keeping only one food item from it and throwing the rest away. These 3rd meals served to children cannot be claimed for any reimbursement.

87 Alternate Counting Methods
Clicker The use of a clicker system for counting meals is discouraged. The State Agency has seen many instances where the clicker total at the end of a meal is inaccurate when compared to the actual meal count taken by a member of the field staff. It is wise to have trained staff or volunteers solely devoted to tallying meal counts at the point of service for each line. Requiring children to line up and receive meals in an orderly fashion will also help prevent the miscount and inaccurate claiming of meals. The best way to count meals is to be organized! Clickers seem like a practical way to count meals, however, it is often not an accurate way to count meals. We have had many instances where a meal count taken by a clicker versus meal count taken field staff have varied significantly. Please train your staff to tally meals using the daily meal count sheet. Keep in mind that the more organized you keep children, the easier it is to keep track of meal count. Have them form a line and have your meal counter approve their meal before they take a seat to eat their meal. Organization is the best way to always have an accurate meal count.

88 Meal Count form Exercise
Please fill the top of meal count form completely with your information Next we will count meals according to the following scenario Scenario: (OVS not in effect) Approved meal service times: 11:30-12:00 Today we have on the menu: Turkey Sandwich, carrots, applesauce and milk It is 11:25 and Sam says he has to leave early and wants a meal now, so you give him one. 11:30- Billy comes through the line and takes a meal 11:30-Sally follows, but only takes a sandwich and milk and refuses to take the fruit and vegetable, so you allow her to go eat 11:40- John comes through with his two siblings and each of them take complete meals 11:45- Jane and her mother come through and both Jane and her mother take a meal 11:50- Sarah and her four siblings all come through, but Sarah wants to share her meal with her younger sibling, so only Sarah and three of her siblings take meals 11:55- Billy comes back up and is still hungry, he wants another meal, so you give him one. 12:05- 3 children come up and want a meal, so you give them each one meal. How many meals can you claim? First: 9 Second: 1 Non-Program Adult: 1- you also need to show where that mother paid for her meal or where funds other than SFSP funds have been provided to cover the expense. The meals served before and after your approved meal time cannot be claimed for reimbursement. Because you are not operating OVS, you cannot claim the child who took only the sandwich and milk as a meal. Children would need to take all meal components.

89 Operating Rate + Administrative Rate = Reimbursement Rate
SFSP Reimbursement rates are annually determined by the USDA and consist of two parts: Operating Rate + Administrative Rate = Reimbursement Rate The total reimbursement rate is multiplied by the number of meals actually served to eligible participants. Sponsors will not receive any additional funds besides this. The reimbursement rate varies depending on what meal it is and whether or not the site is a self-preparation site. The rates will follow on the following slide. Please be aware that you will not receive any other funds for SFSP other than your reimbursement rate times the number of meals served.

90 Reimbursement 2014 Rates Operating Rate Administrative Rate Breakfast
(Rural or Self-Prep) (Other Sites) Breakfast $1.84 $0.1825 $0.1450 Lunch or Supper $3.21 $0.3350 $0.2775 Snack $0.75 $0.0900 $0.0725

91 Reimbursement Claims will be filed via CNPweb
Claims will not be accepted more than 60 days after the last day of the claim month Please note that the cut off is 60 days and not 2 months. It is wise to have your claims submitted as soon as possible to avoid not being able to claim the meals you served.

92 Site Staff Monitors Site Supervisors Other site staff
Site staff will include the following: Monitor, Site Supervisor, Other site staff

93 Monitors Must be separate from the day to day operations of the site
Site Monitors must visit sites at least two times during the program year for new sites and once during the program year for returning sites. Monitor site visit form must be filled out and completed fully Creative use of staff for monitor position Monitors for sites cannot be a part of the daily operation of the site- the monitor cannot also be the site supervisor. Sites must be monitored twice if they are a new site, and once if they are a returning site without any deficiencies from the previous year. More regular visits are encouraged. The monitor forms include a first week visit form for new sites and a first 4 weeks visit for all sites. First week visits and 4th week visits cannot be conducted during the same meal service and it is discouraged that they occur on the same day. You do not necessarily need to hire a new person to monitor your sites, site supervisors could monitor each other or the pastor at the church who does not help with SFSP each day, can be the monitor… just remember to train whomever you choose to be the monitor on monitoring responsibilities.

94 Site Supervisors Responsible for the day to day operation of the site
This should be someone who is present each day during meal service time for the entire length of meal service The name in CNPweb should be the person who is there should there be a visit from state agency staff If a site supervisor changes, make sure the contact person is correct on the site information sheet The site supervisor is someone who is a part of each day’s SFSP operation. One person should not be listed as the site supervisor for multiple sites, unless the meal times are not overlapping and a reasonable amount of time elapses between meal times for the person to be present for the entire meal time at each site. If this person changed throughout the summer, please update CNPweb to reflect the personnel change.

95 Other Site Staff Those involved in other aspects of SFSP
Program adults Those involved in the administration of SFSP Meals for program adults is an allowable cost This can include cooks, volunteers, meal counters– anyone else involved in the SFSP operation who is not the site supervisor. Program adult is someone involved in the administration of SFSP- the meals consumed by program adults is an allowable cost. Camp counselors who are leading camp activities and bring the kids over to meal service do not count as program adults, they need to be involved in SFSP, not other planned activities, though they can help taking meal counts, collecting trash, etc… then they would be considered program adults.

96 Training Make sure all staff understand that your program must comply with USDA regulations in order to receive reimbursement More than one person should know how to do all of the tasks necessary for program compliance at each site Sites not willing to uphold the USDA regulations will not be allowed to claim meals through the program. This includes enforcing the site rules. Cross training is important incase of absence. If the site supervisor is the monitor for another site, someone will need to be trained to know the site supervisor’s responsibilities in that person’s absence.

97 Training Sponsors must provide at least one training session for administrative and operating staff (more if necessary) Training of monitors Training of site supervisors Training of other staff Training check list in the back of your sponsor handbook All staff must be trained, there is a checklist in the back of the sponsor handbook with lists of what to cover for staff.

98 Training Administrative Personnel
Basic program information (purpose of program, site eligibility, recordkeeping, organized site activity, meal requirements, non discrimination compliance) Program guidelines and Federal Compliance Meal pattern compliance Daily meal count form Specific duties of monitors (conducting site visits/reviews, assigning site responsibilities, monitoring schedule, reporting procedures, follow up and office procedures) Administrative personnel includes those not at sites each day– the administrative assistant who inputs the claim, monitors who are not involved in daily operation of any sites.

99 Training Site Personnel
Topics to be covered will vary depending on what type of food service operation you operate Basic Meal pattern compliance Meal counting/record keeping Non-discrimination policy Use of left-over food Sanitation and food safety issues Site monitoring

100 Failure to train staff appropriately may result in disallowed meals
Training Train all program staff: Recordkeeping Serving times and components Civil Rights Failure to train staff appropriately may result in disallowed meals Any new staff must be trained as they begin work. You will need to train new staff after everyone else if they are hired after an all staff training date. Please ensure that those trained have clear understanding of program requirements.

101 Civil Rights Overview Civil Rights Pre-award Compliance Review Info.
Sponsor Information Page (CNPweb) Handout for information on county data News Release Must be completed prior to program operation Non Discrimination Statement Must be included on all program materials Ethnic/Racial Data Form Must be collected and completed at each site (attachment 21 in handbook) And Justice for All Poster Must be posted and visible at each site Civil Rights Quiz Civil rights training is required for each employee and must be refreshed annually.

102 Civil Rights One person at your organization is responsible for taking the online quiz Print results of quiz and keep in file The person who took the quiz is then responsible for training all other staff Keep record of training Any new staff throughout the summer must be civil rights trained prior to beginning work with SFSP.

103 Civil Rights These are the acceptable civil rights posters. A poster must be on display at each site. The sign on the left, we have available today. The sign on the right can be found on our website under the SFSP link and is a standard sheet of paper size.

104 Civil Rights Statements
Non-Discrimination Statements Short to be included on all printed materials such as menus and newspaper ads Long statement is to be included on websites and any printed materials 2 pages or longer

105 Civil Rights Statements
Short Statement: USDA is an equal opportunity provider and employer. Long Statement: 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 USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C or call (866) (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish). USDA is an equal opportunity provider and employer.

106 Ethnic/Racial Data Form
This form can be tricky! We have found across the board that the form is not filled out correctly, so let’s fill out one together based on the people in this room. Have each person in the room fill out a form based on the people in the room.

107 Monitoring Sites- Sponsor Visits and Reviews
Pre-Op visits- required for new sites and sites which have had problems with compliance the prior year (attachment 13) First Week Visit- required for all new sites within the first week of operation. A waiver for this requirement is available only for returning school sponsors (attachment 29) 4 week Review- review each site within the first 4 weeks of operation (attachment 30) A monitoring plan is required as part of your SFSP application/agreement enclosures First and 4 week reviews cannot be conducted simultaneously. It is recommended that you visit sites more often than once or twice each summer.

108 Monitoring Monitor’s Guide- Available on our website
Sponsor must develop a corrective action plan to deal with review findings observed during site visits Each sponsor must comply with all the monitoring requirements Please write your findings for monitored sites. We would rather see that you found errors and corrected them, than go to a site and it not be operating in compliance, but when you visited the week prior, everything was fine.

109 Budget and Audit Requirements
Budget planning is part of the application process online for all sponsors excluding returning school sponsors Make sure to capture all estimated administrative and operating costs Audit Requirements If your agency receives more than $500,000 in federal funding in total for all Federal Programs in one year, a program specific audit is required Online sponsor application will ask for this information When budget planning please include all costs associated with running your program. The audit will be performed by the state board of accounts. The sponsor application will trigger if this will be necessary.

110 State Administration Provide Training
State Agency Staff is available to give technical assistance to individual sponsors upon request. Request can be made by phone or in person Each region has an assigned School Nutrition Specialist field consultant. These consultants are available to provide extra assistance to all sponsors. The State Agency is responsible too- We provide training, like today; we are available to come to your organization and provide further explanation of program requirements; and each sponsor has an assigned field consultant who is available to answer questions as needed.

111 Sponsor Reviews Sponsors are reviewed in accordance with USDA required Federal Review regulations All new sponsors will have a sponsor review their first year in operation and any of the sites under the sponsorship could be visited at any time throughout the summer Occasionally, USDA conducts federal reviews of Indiana SFSP sponsors Reviews are conducted based on USDA requirements. All new sponsors will be reviewed in their first year. Occasionally, the USDA could conduct a federal review. Any site under any sponsor may be visited at any point throughout the summer by state agency or USDA staff. It is imperative that each site is operating in compliance with the guidelines.

112 Non-Compliance USDA requires all regulations to be enforced by State Agencies Recordkeeping at site and sponsor level must be maintained, accurate, and available at all times All sponsors are subject to unannounced and announced reviews. Sponsors should notify site staff that the state agency may visit at any point throughout the summer.

113 Results of Non-Compliance
Any non-compliance of USDA regulations or Indiana policies may result in: Disallowed meals Denied Claims Serious deficiency determination Number sites limitation Return of monies to the State Agency Termination from the program

114 The more you advertise, the more successful you will be.
Promotional Tips You must promote your SFSP site at least one way Newspaper Radio Website Billboard The more you advertise, the more successful you will be. Keep information up to date so that kids know when and where they can get a meal. If you close a site during the summer, please let those kids who attend the site know where the next nearest site is that they can receive a meal.

115 Additional Resources -USDA SFSP site: -No Kid Hungry:
-No Kid Hungry: Mobile Site Cost Calculator -Please do not hesitate to call the state office

116 Hoosier Family of Readers
This initiative is a movement by the superintendent of public schools, Glenda Ritz. Consider becoming a partner with Hoosier Family of Readers!

117 Incentive Program Punch Cards
10 punches and get a prize Don’t punch until child is finished eating to keep kids on-site Has been successful in southern part of state Punch cards are a great incentive for kids: one punch for one meal, bring a friend and get an extra punch. Incentives can be simple- temporary tattoos, bouncy balls, etc. In Hanover, Gleanors Food bank tried an incentive program last year and it was very successful. The kids loved it!

118 SFSP Newsletter Check the “Summer Times” Newsletter when it is sent to you for new and important information. The Summer Times is sent once per month. Please read it for reminders and tips that will be helpful for success.

119 Tips for Success Offer Quality meals- follow updated guidelines
Serve low fat/fat free milk and whole grains Keep sound financial records Publicize the program Be realistic and flexible Include Activities- by adding an activity, children will have more incentive to come to your site and you will see more stable participation (athletic, academic, arts and crafts)

120 Thank You! We look forward to a happy and successful summer with Indiana SFSP. Tina Skinner: Gretchen Pentzer:

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