Presentation on theme: "Summer Food Service Program Training"— Presentation transcript:
1Summer Food Service Program Training April 6, 14, 21 and May 6, 13, 25, 2011Amy SocolowRobin HauntonOffice for Nutrition, Health, and Safety Programs
2Summer 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.
3Summer Food Service Program Administration United States Department of Agriculture (USDA)Massachusetts Department of Elementary and Secondary Education (ESE),Office for Nutrition, Health & Safety ProgramsSPSP SponsorsSFSP Sites
4Office for Nutrition, Health & Safety Programs (www.doe.mass.edu/cnp) Special Nutrition ProgramsProgram MonitoringNutrition Education, Training & OutreachFood DistributionFinancial ManagementGo to “Select Program Area” and Choose “Security Portal” toaccess all Nutrition Online Resources/Claims.
5OutreachESE 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.
6SFSP ResourcesUSDA Handbooks-For Additional Handbooks go to and the Online Document Library.Administrative Guidance for SponsorsSite Supervisor’s Guide-EnglishSite Supervisor’s Guide-SpanishMonitor’s GuideNutrition Guidance for Sponsors
7SFSP Resources (continued) ESE Summer Food Service Program GuideSFSP RegulationsAdditional Summer Food ServiceResources (in the Online DocumentLibrary)And Justice for All Posters
8Sponsor Eligibility Guidelines Public or private nonprofitNecessary financial and administrative capabilityFinal administrativeresponsibilityManagement Control
9Examples of Sponsoring Organizations Public SponsorsCountyTown/CitySchool DistrictPrivate Non-profit SponsorsBoys & Girls ClubsYMCA/YWCASalvation ArmyChurchesCommunity Agencies
10Site Classification Open/Area Site Restricted Open Site Closed Enrolled SiteResidential/Nonresidential Camp SiteNational Youth Sports Program SiteMigrant SiteUpward Bound Program Site
11Open/Area SiteLocated 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
12Open/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.
13Restricted 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.
14Restricted 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.
15Closed Enrolled SiteSite 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.
16Closed 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.
17Closed 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.
18Residential/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.
19Residential/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.
20Camp 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.
21Migrant SiteProvide 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.
22Meal 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.
23Meal 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.
24Meal Benefit/Income Eligibility Form (continued) Part 4 – All need to complete.
25Meal Benefit/Income Eligibility Form (continued) Part 5 – OptionalFor 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.
26SFSP Sponsor Responsibilities ApplicationPublic AnnouncementRecord KeepingMeeting the Meal PatternTrainingMonitoringDocumentationEntering and Submitting Claims
27Sponsor Responsibilities (continued) ApplicationApproved 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).
28Sponsor 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 AgreementThe Policy for Determining EligibilityCertificate of AuthorityPERMANENT AGREEMENTThis 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 ELIGIBILITYThis 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 AUTHORITYThe 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.
29Sponsor 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.
30Sponsor Responsibilities (continued) Policy for Determining Eligibility DocumentA Permanent Policy for Determining Eligibility Affirmation Statement is available in the Online Document Library and is required to be uploaded into the Online Application.
31Sponsor Responsibilities (continued) Record KeepingRecords of meals claimedRecords of Program incomeRecords of all food costsRecords of planning prior to operationRecords of trainingRecords of monitoring by sponsor
32Sponsor Responsibilities (continued) Meeting the Meal PatternThe Meal Pattern is the nutrition foundation of the SFSP.SFSP Meal PatternAppendix 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 ESESummer Food Service Program Guide and the Online Document Library.
33Sponsor Responsibilities (continued) Summer Food Service Program Meal PatternsBreakfastLunch or SupperSnack1 (Choose two of the four)MilkMilk, fluid1 cup (8 fl. oz.)21 cup (8 fl. oz.)3Vegetables and/or FruitsVegetable(s) and/or fruit(s),orFull-strength vegetable or fruit juice or an equivalent quantity of any combination of vegetables(s), fruit(s), and juice½ cup½ cup (4 fl. oz.)¾ cup total4¾ cup¾ cup (6 fl. oz.)Grains and Breads5BreadorCornbread, biscuits, rolls, muffins, etc.Cold dry cerealCooked pasta or noodle productCooked cereal or cereal grains or an equivalent quantity of any combination of grains/breads1 slice1 serving¾ cup or 1 oz.6½ cupMeat and Meat AlternatesLean meat or poultry or fish or alternate protein product 7orCheeseEggsCooked dry beans or peasPeanut butter or soy nut butter or othernut or seed buttersPeanuts or soy nuts or tree nuts or seedsYogurt, plain or sweetened and flavoredAn equivalent quantity of any combination of the above meat/meat alternates(Optional)1 oz.½ large egg¼ cup2 tbsp.4 oz. or ½ cup2 oz.1 large egg½ cup4 tbsp.1 oz.= 50%88 oz. or 1 cupFor the purpose of this table, a cup means a standard measuring cup.
35Sponsor Responsibilities (continued) TrainingDocumentation and synopsis of training sessions held for administrative and operational personnel.Appendix 9-13 in the ESESummer Food Service Program Guide and the Online Document Library.
36Sponsor Responsibilities Training (continued)Training ResourcesUSDA Guidance MaterialsESE Summer Food Service Program GuideReviews from previous summersTraining TopicsWhat If…Site ResponsibilitiesAdministrative ResponsibilitiesWho’s in ChargeFood Safety and SanitationFood Allergy AwarenessNEVER TAKE ANYTHING FOR GRANTED!Even though you know the information, don’t assume that your site staff knows the same information.
37Sponsor Responsibilities (continued) MonitoringSponsors 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.
38Sponsor Responsibilities IDENTIFY, CORRECT AND FOLLOW-UP! Monitoring (continued)It’s more than just checking off the boxesLook CAREFULLY at all sitesEnsure 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!
39Sponsor Responsibilities (continued) DocumentationDocumentation 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.
40Sponsor Responsibilities (continued) CIVIL RIGHTS NONDISCRIMINATION STATEMENTAll sponsor program materials must contain the USDA non-discrimination statementThe 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
41Sponsor Responsibilities (continued) ClaimsSponsors 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.
42SFSP ClaimAll sponsors will receive the amount of operating and administrative reimbursement (meals times rates).Completed records must document all costs claimed.
43SFSP Claim- Administrative Costs Administrative Costs are costs incurred by the Sponsor for activities related to:planningorganizingadministering the program
44SFSP 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.
45SFSP 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.
46Online 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.
47Who 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 DirectorSuperintendentOr 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 DirectorAnd Copy:Carrie Harrington, Business Management SpecialistThe 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.
48Sponsor Record Keeping Requirements Approved Application InformationDocumentation of Meals ClaimedDocumentation of Program IncomeDocumentation of Program ExpensesDocumentation of Pre-Operational Planning
49Sponsor Record Keeping Documents (Continued) Documentation of TrainingDocumentation of MonitoringDocumentation of Site EligibilityDocumentation of Meeting Meal PatternCivil Rights Documentation-Appendix 18 in the ESE Summer Food Service Program Guide and the Online Document Library.
50Site Responsibilities Point of ServiceMeal TimesSecondsUnitized MealsFood Safety and SanitationFood Allergy Awareness
51Site Responsibilities (continued) Food SafetyCLEAN - 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.
52Site Responsibilities (continued) Food Safety-Field TripsKeep ColdSome 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 vegetablesRoom Temp SafeSome 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 pastriesUSDA
53Site Responsibilities Food Safety-Field Trips (continued)COOL IT!Bacteria can quickly multiply todangerous levelswhen foods are left at roomtemperature.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 sourceNEVER LEAVE FOOD IN A HOT VEHICLEUSDA
54Site Responsibilities (continued) Sanitation-Keep It CleanDispose of all trash properlyYour cooler is not a garbage canAfter use, make sure to disinfect your coolersAlways have plenty of garbage bagsGarbage receptacles should always be a proper distance from your foodMonitor 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 HealthSection 105 CMR established Food Allergy Awareness RequirementsRegulation 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
56What are the Eight Major Food Allergens? MilkEggsPeanutsTree NutsWheatSoybeansFishShellfishThese allergens are responsible for 90% of all food allergy reactions
57How Do Allergic Reactions Occur? Ingestion (taste) of the food allergen is the principal route of exposureTactile (touch) exposureInhalation (smell) exposure
58Requirements of SFSP Sponsors Written policies and procedures for identifying, documenting, and accommodating students with food allergies, andDocumentation verifying participation in food allergen training recognized by the Massachusetts Department of Elementary and Secondary Education and the Department of Public Health.
59Food Allergy Awareness Strongly Recommended Suggestions for SFSP SponsorsThe 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 SFSPIMPORTANTThe meal served at this site may containone of the following allergens:EGGSFISHMILKPEANUTSSHELLFISHSOYTREE NUTSWHEATFOOD ALLERGEN POSTING FOR SFSP SITESThis meal may have been prepared in a facility that isNOT allergen-free.
61Food Allergy Awareness Resources American Celiac Disease AllianceAsthma and Allergy Foundation of AmericaFood Allergies: About.comFood Allergy & Anaphylaxis NetworkFood Allergy InitiativeJohn Stalker Institute of Food & NutritionMassachusetts Department of Elementary & Secondary Education – Office for Nutrition, Health and Safety ProgramsMassachusetts Department of Public Health Approved Vendors wareness_vendors.pdfMassachusetts Department of Public Health – Food Protection ProgramThese are available in the Additional Summer Food Service Resources document in the Online Document Library.
62SFSP 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.
63Field 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.
64Additional Information Dietary SubstitutionsCommodity FoodsFamily Style MealsOffer vs Serve
65Reviews USDA ESE (Sponsor Reviews and Site Reviews) Common Errors – pages in the ESE Summer Food Service Program Guide.Open reviews from last year
66Document 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” toaccess all Nutrition Online Resources/Claims.
67Thank 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.