1. Supper Program Training for Food Services Staff
THIS IS JUST A PLACE HOLDER FOR SCREEN BEFORE THE PRESENTATION IS READY TO BEGIN.
Provided by the LAUSD Food Services Division v2

2. Supper Program Training for Food Services Staff
TELL: Welcome to the At Risk Afterschool Supper Program training. Thank you for being here today. Before we begin please complete the pre-quiz located in your binder. Answer the questions to the best of your ability.  We will review the pre-quiz answers together before beginning this presentation. There will be a quiz at the completion of this training to assess what you have learned.
Provided by the LAUSD Food Services Division v2

3. Goal
The goal of the Food Services Division is to provide the meal immediately after school to ensure the maximum number of children will have access to the suppers
This program is designed to fill the nutritional gap and ensure children receive the meals they need
The After School Supper program is a mandate for all eligible Beyond the Bell program sites
Tell: The goal of the Food Service Division is to provide the meal immediately after school to ensure the maximum number of children will have access to the suppers. This program is designed to fill the nutritional gap and ensure children receive the meals they need. The After School Supper program is a mandate for all eligible Beyond the Bell program sites.

4. Objective
Develop an understanding of the Supper program processes and requirements
What is After School Supper
Program requirement
Required documentation
Monitoring requirements
Role of the Food Services staff
Role of the After School Program staff
TELL: The objective for this training is to develop an understanding of the Supper program processes and requirements. This training will address the following areas: What is After School Supper and the program requirement, required documentation needed to remain in compliance with the USDA and the CDE rules and regulations, program monitoring requirements, and the vital role and responsibilities of both the Food Services and After School Program staff.

5. What Is The After School Supper Program?
Child & Adult Care Food Program (CACFP) is a federal program that provides reimbursement for supper served to school age children
Up to the age of 18 (or individuals of any age if disabled)
Do not have to be enrolled in the after school program or participate in the offered activities
Available afterschool, on weekends, and holidays
Food Services Division sponsors the program and entered into an agreement with the California Department of Education (CDE)
Tell: The Child & Adult Care Food Program (CACFP) is a federal program that provides reimbursement for supper served to school age children up to the age of 18 (or individuals of any age if disabled). Children do not have to be enrolled in the after school program or participate in the offered activities. The Program is available afterschool, on weekends and holidays if applicable. Food Services Division sponsors the program and entered into an agreement with the California Department of Education (CDE).

6. How To Begin or Change Meal Service
The “Request to Begin or Change Meal Service Form” must be submitted to the Food Services Central office for:
New programs
Change/Extension
Added Supper Student Organization/Group
Weekend service
Program closure
Central office will submit the request to CDE for approval
The site will be notified when the service may begin
TELL: Now let’s talk about the procedure on how to begin or change meal service. The “Request to Begin or Change Meal Service Form” must be submitted to the Food Services Central office for starting new programs, change or extension of the date, days, or times. Also use this form to add a supper student organization or group, weekend service and program closure. Food Services Central office will submit the request to CDE for approval. The site will be notified when the service may begin.

7. Training Requirements
At the start of the year or a new program, the following must be done:
Provide training for all staff and collect training documents
Supper Verification of Training
Supper Service Agreement
- File in the program folder
TELL: At the start of the year or a new program, the following must be done: provide training for all staff (includes Food Services and After School Program staff) as required by CDE within two weeks of the start of program and collect training documents. Trainees who attend the training need to sign the Supper Verification of Training form. In addition, the Supper Service Agreement form must be signed yearly by both the Food Services Manager and After School Program staff. File the Supper Verification of Training and Service Agreement in the program folder.

8. Role of Food Services Manager
It is the FS Manager’s responsibility to:
Attend annual training
Communicate with program staff
Order and prepare meal
Collect and verify document for accuracy
Enter daily meal count in CMS for reimbursement
Monitor programs and provide corrective action
Maintain and file records
TELL: Now let’s talk about the role of Food Services Manager. It is the Food Services Manager’s responsibility to attend annual training, communicate with the program staff, order and prepare meals. Additionally, they need to collect and verify documentation for accuracy, enter daily meal counts in CMS for reimbursement, monitor programs and provide corrective action. Lastly, maintain and file records in the program folder. Food Services Managers will notify their Area Food Service Supervisors when required paperwork has not been submitted by Supper program staff. The required paperwork needs to be filed and kept for 3 years, plus current school year for auditing purpose.

9. Role of After School Program Staff
After school program staff play an integral part in the success of the supper program. Program staff must:
Attend annual training
Post all required posters
Communicate with the Food Service Manager (FSM)
Ensure program is open to the community
Adhere to serving time
Follow point of service procedures
Complete and submit required paperwork
TELL: The After school supper program staff play an integral part in the success of the supper program. Program staff must attend annual training as required by CDE; communicate with the Food Service Manager for meal ordering, adjustments, or special dietary needs. The required posters must be posted in an area visible to the participants. Ensure the gate is opened during the meal service, and the program is available to the community. Meals must be served at the approved serving time. Program staff must follow the point of service procedures, complete and submit required daily paperwork.

10. Mandatory Postings
Posters must be placed in an area visible to participant:
“And Justice for All” Poster
School Poster
Supper Menu
TELL: Now we are going to talk about the mandatory postings. The Food Services Manager will provide these posters, “And Justice for All”, School poster and the Supper menu to the program staff. The Supper program staff must place the mandatory postings in an area visible to the participants.

11. Communication
Communicate with the Program Coordinator for adjustment of counts and accuracy of paperwork as needed
Facilitate communication between Program Coordinator & Food Service Staff
Order according to the needs of the program
Complete all required paperwork
Communication is the key to success with the supper program
TELL: The Food Services Manager will need to communicate with the program coordinator for adjustment of counts and accuracy of paperwork as needed. The communication between the program coordinator and Food Services staff will be facilitated also for the following: ordering food according to the needs of the program, and completion of all required paperwork. Communication between the FS Manager and the onsite supper program staff is vital for the success of the program.

12. Communicating Special Dietary Needs
FSM will communicate with the BTB Coordinator of any students with food allergies
FSM is to provide the “Medical Statement to Request Special Diets” to families for completion by the child’s treating physician
FSM will submit the completed “Medical Statement to Request Special Diets” form to the Nutrition Specialists
FSM will make substitutions based on the special diet provided by the Nutrition Specialist
TELL: The Food Services Manager will communicate with the Beyond the Bell Coordinator of any students with food allergies. The Food Service Manager will provide the “Medical Statement to Request Special Diets” to families. The child’s treating physician will need to complete the form. The Food Services Manager will submit the completed “Medical Statement to Request Special Diets” form to the Nutrition Specialists. The manager will make substitutions based on the special diet provided by the Nutrition Specialist.

13. Ordering Order supper meals for all programs on site
According to the supper menu
Provide fresh cold menu items as often as possible
Make adjustments to order
Production history
Feedback from onsite supper program staff
TELL: Moving on, let’s talk about ordering. The Food Services Manager will order supper meals for all programs on site. Place orders according to the supper menu and provide fresh cold menu items as often as possible. Make adjustments to the order based on production history and feedback from the onsite supper program staff.

14. Meal Preparation
Prepare and pack the requested amount of meals for after school pick up
Inside insulated bag with ice or ice packs or
Inside refrigerated beverage cooler
Provide two clean, sanitized thermometers and one extra milk
1% or non-fat, and lactose free milk
Include a minimum of two lactose free milk
TELL: The Food Services staff will prepare and pack the requested amount of meals for after school pick up. Meals will be stored inside insulated bags with ice, ice packs or inside a refrigerated beverage cooler. The Program staff will receive two clean, sanitized thermometers and one extra milk to take the temperature and ensure that it is below 41 degrees. The milk provided should be either 1% or non-fat, and a minimum of two lactose free milks must be included daily to meet special requests for lactose intolerant children. A special diet form is not needed when regular milk is substituted for lactose milk.

15. Sample Supper Meal A reimbursable supper meal includes:
Supper kit and milk
(1%, non fat, or lactose free milk)
Non-Offer Versus Serve
TELL: A reimbursable supper meal consists of a supper kit and a milk. The participant will have a choice of either 1 %, non-fat or lactose free milk. The supper meal program is NON-OFFER VERSUS SERVE.

16. Reimbursable Meal Activity
Which one is the complete reimbursable supper meal?
Click on the correct answer.
Option 1:
Milk Only
Option 2: Kaiser Cheese Sandwich
Option 3: Power Up
& Milk
TELL: Now, let’s test our knowledge. Using your mouse, click on the picture that indicates a reimbursable supper meal. A correct selection will allow you to move on to the next slide. An incorrect selection will result with an incorrect message prompt.

17. Incorrect!
Try again
TELL: Incorrect, click on the box to try again.

18. Congratulations! You have selected the correct reimbursable supper meal. Click anywhere to continue.
TELL: Congratulations! You have selected the reimbursable supper meal. Click anywhere to continue.

19. Meal Service Only one meal may be served to children:
During the approved serving time
Primary serving time will be immediately after-school dismissal
No changes without CDE approval
Supper is Non-Offer Versus Serve
All food items must be taken
Meals must be consumed on campus in the designated eating area
TELL: Only one meal may be served to children during the approved serving time. The primary servicing time will be immediately after school dismissal. This is so that all interested participants will have access to the supper meal program whether or not they are part of the daily after school activities. The after school program staff must serve meals during the approved serving time. Remember, no changes can be made without CDE approval. Supper is non-offer versus serve and all food items must be taken. Meals must be consumed on campus in the designated eating area.

20. Meal Service Activity On School Campus At Home On School Bus
Where must supper meals be consumed? Click on the correct picture.
TELL: Now, let’s test our knowledge. Using your mouse, click on the picture that indicates the place where the supper meal can be consumed? A correct selection will allow you to move on to the next slide. An incorrect selection will result with an incorrect message prompt
On School Campus
At Home
On School Bus

21. Incorrect!
Try again
TELL: Incorrect, click on the box to try again.

22. Correct!
Supper meals must be served in the designated eating area on the school campus
TELL: Correct, supper meals must be served in the designated eating area on the school campus. Click in the box to continue to the next slide.
Click anywhere to continue

23. Leftover Policy
Un-served suppers are meals that were not served to students. All un-served suppers will be returned to the cafeteria.
Un-served milk may not be reserved
Un-served refrigerated (non shelf stable) meals may not be reserved
Un-served and un-opened shelf stable supper meal may be re-served
TELL: Now let’s talk about the leftover policy. All un-served suppers will be returned to the cafeteria, this includes meals not served to students. Milk, as well as, the refrigerated (non shelf stable) meals cannot be recycled and must be discarded by the Food Service manager. Any un-served and un-open shelf stable supper meal may be re-served.

24. Required Documentation
The following documentation is required to support meal claims:
Daily
Supper Meal Count Form
Supper Distribution Worksheet
At Risk After School Program Reimbursable Meal Worksheet
Supper Community Feed Attendance Roster
Weekly
Attendance Rosters
TELL: There are daily or weekly required documents that need to be completed and returned to the Food Services Manager. The following documentation is required daily to support meal claims: Supper Meal Count Form, Supper Distribution Worksheet, At Risk After School Program Reimbursable Meal Worksheet and Supper community Feed Attendance Roster. These four documents are provided by the Food Services Manager to the program staff. The Supper Distribution Worksheet is only used when the site runs more than one supper program or group. Attendance Rosters are prepared by the program staff and must be returned to the Food Services Manager weekly.

25. Required Documentation Activity
Click on the 3 forms that must be completed daily.
A blue box will appear if a correct selection has been made.
Click here when all 3 correct boxes are selected.
Supper Meal Count Form
Attendance Roster
At Risk After School Program Reimbursable Meal Worksheet
Supper Community Feed Attendance Roster
TELL: Let’s refresh your memory and play this activity. Click the three forms that must be completed daily if your site serves only one program or group. A blue box will appear if a correct selection has been made. Click on the green box when all three correct boxes have been selected.

26. Incorrect!
Try again
TELL: Incorrect, click on the box to try again.

27. Congratulations. You have selected the 3 daily required forms
Congratulations! You have selected the 3 daily required forms. Click anywhere to continue.
TELL: Congratulations! You have selected the three daily required forms. Click anywhere to continue.

28. Supper Meal Count Form Example
This form is prepared daily by the Food Services staff with the meals for each supper program or group.
TELL: This is an example of the Supper Meal Count form. This form is prepared daily by the Food Services staff with the meals for each supper program or group.

29. What’s New - Supper Meal Count Form
The Supper Meal Count Form was updated to add verification steps to ensure the program is in compliance in the following areas:
Civil Rights
Point of Service
Meals consumed in designated eating area
The Program Coordinator will indicate where the meals were served and the specific location on campus
Designated Eating Area
TELL: A new box has been added at the upper right hand corner of the Supper Meal Count Form. This box is used for the Program Coordinator or designee to verify that the program is in compliance in the following areas: Has the Program Coordinator or designee verified that the “And Justice for All” poster has been placed in prominent area; have the meals been checked off when taken at the Point of Service; and that All meals have been consumed in the designated eating area. If all 3 have been completed and verified. Then the Program Coordinator or designee will place their initials in the box. The Program Coordinator will also indicate where the meals were served and place the location on the designated eating area section of the Supper Meal Count form. The rest of the form has not been changed.

30. Supper Distribution Worksheet
Sites with more than one program or group use the Supper Distribution Worksheet to consolidate meal counts from all programs or groups onto one form.
TELL: In addition, there is a new form called the Supper Distribution Worksheet which is used when the site has more than one program or group. This was created to consolidate meal counts from all programs or groups onto one form.

31. Supper Distribution Worksheet
The Supper Distribution Worksheet is:
Completed daily
The Program Coordinator or designee is responsible to:
Ensure all numbers on the Supper Meal Count Forms are correct
Transfer information from the Supper Meal Count Forms into the Supper Distribution Worksheet
Sign and submit to FS Manager with supporting attendance and meal count documents
TELL: The Supper Distribution Worksheet is completed daily by the Food Services Manager and Supper Program Coordinator. The program coordinator or designee is responsible to ensure the numbers from all supper programs or groups are entered correctly on the Supper Meal Count Forms. Then, transfer the information from the Supper Meal Count Forms into the Supper Distribution Worksheet. The Program Coordinator will sign and submit to Food Services Manager with supporting attendance and meal count documents.

32. Supper Distribution Worksheet, cont.
FS Manager responsible to:
Ensure the Supper Meal Count Form supports the meals claimed for each program
Verify the numbers match the totals and make any necessary corrections before signing the Supper Distribution Worksheet
Enter the number into the Excel worksheet on their computer
Enter counts into CMS
Note: The number of meals served cannot exceed the attendance
TELL: Continuing on with the Supper Distribution Worksheet, it is the responsibility of the Food Services Manager to ensure that the Supper Meal Count form supports the meals claimed for each program. Then, verify that the numbers match the totals and make any necessary corrections before signing the form. The Food Services Manager will enter the number into the Excel worksheet to automatically calculated the total. Finally, enter the counts into CMS to claim the meals. Note that the number of meals served cannot exceed the attendance.

33. At Risk After School Supper Program Reimbursable Meal Worksheet
The reimbursable meal worksheet is used to document the meal served to the child
Mark off the numbers on the worksheet in numerical order
Check, slashes or X’s
The last number marked represents the amount served
The total is placed into column #8 of the Supper Meal Count Form
TELL: The Food Services manager will provide this Reimbursable Meal Worksheet daily for program staff. The reimbursable meal worksheet is used by the program coordinator or designee to check off the students at the POS after all menu items have been taken by the participant. Simply mark off the numbers on the worksheet in numerical order by using check marks, slashes or X’s. The last number checked off will represent the amount of children served. The total from this worksheet is placed into column #8 (Children Served) on the Supper Meal Count Form.

34. Weekly Attendance Check
Weekly attendance rosters are used by on site programs
Document who were in attendance on any given day
Return to FS Manager at the completion of Fridays meal service along with other required forms
TELL: The Weekly attendance rosters are provided by the Beyond the Bell program staff and are used to track the amount of children in attendance. These rosters may track up to one week of attendance figures. These types of rosters are not used by Youth Services programs. At the completion of Fridays meal service, the program coordinator or designee will make a copy of the weekly attendance for the FSM and retain the original for their records. The weekly attendance roster is returned to the FS Manager, along with the Friday Supper Meal Count Form, Supper Distribution Worksheet and At Risk After School Supper Program Reimbursable Meal Worksheet.

35. Supper Community Feed Attendance Roster
The roster records non-program and community member attendance
Participant names are written to document the attendance
The total count on the roster indicates how many students were in attendance
The attendance count is documented on the Supper Meal Count Form
Return to the FSM daily
TELL: The Supper Community Feed Attendance Roster is provided by Food Services Manager to the program staff. The roster records non-program and community member attendance. The participants names are written to document the attendance. The names may be written by an adult or the child, regardless of who writes the names, they must be legible. The total count on the roster indicates how many students were in attendance. The number of students in attendance is documented on the Supper Meal Count form, in the upper left corner. Sign-in sheets should be returned to the Food Services Manager daily.

36. Monitoring Timeline
3 site monitoring's are required by the CDE to ensure the program is following proper procedures
All monitoring’s are unannounced
The first monitor is 4 weeks after the start of the program
Completed before September 15, 2015
The second monitor must be conducted prior to winter break
Completed before December 18, 2015
The third monitor must be conducted prior to spring break
Completed before March 18, 2016
No more than six months may lapse between reviews
TELL: There are 3 site monitoring’s required by the CDE to ensure the program is following proper procedures. All monitoring’s are unannounced. The first monitor is 4 weeks after the start of program, the monitoring process should be completed before September 15, The second monitor must be conducted prior to winter break, which shall be completed before December 18, The third monitor must be conducted prior to March 18, No more than 6 months may lapse between reviews.

37. Monitoring Requirements
Monitors will be conducted by FSM
Monitoring Report will be submitted to the Area Food Services Supervisor (AFSS) for review
Copy of Supper Menu must be attached with the Monitoring Report for future reference
Any corrective action required follow up must be completed within 60 calendar days
Give a copy to the program coordinator
TELL: Monitors will be conducted by The Food Services Manager and the Monitoring Report will be submitted to the Area Food Service Supervisor for review. A copy of the Supper Menu must be attached with the Monitoring Report for future reference. The Food Services manager should coordinate with the Area Food Service Supervisor and communicate any concerns or issues discovered during the monitoring. If any corrective action is required, a follow up must be completed within 60 calendar days. The Food Services Manager will provide a copy of the monitoring report to the program coordinator for their record.

38. Record Maintenance for Audit
The Program Coordinator must maintain one month of completed records for site monitoring’s and audits:
Supper Meal Count Forms
Supper Distribution Worksheet
At Risk After School Supper Program Reimbursable Meal Worksheets
Supper Community Feed Attendance Rosters
Attendance Rosters
Meal Service Agreement Forms
Supper Verification of Training
TELL: The program coordinator must create a folder or binder and maintain one month of completed records for site monitoring’s and audits. The documents include: Supper Meal Count form, Supper Distribution Worksheet, At Risk After School Supper Program Reimbursable Meal Worksheets, Supper Community Feed Attendance Rosters, Attendance Rosters, and the annual Meal Service Agreement forms and Supper Verification of Training,.

39. Point of Service Monitor – Multiple Program site
Sites with more than one program or group use this form for monitoring.
TELL: This is a sample of the Point of Service Monitor report designed for sites with more than one program or group. The Food Services manager will need to use this Point of Service Monitor for each individual program or group at each designated eating area. After conducting all Point of Service Monitoring’s, Food Services Manger will need to consolidate the information from each form into the Site Monitoring Report. If one Point of Service Monitor question was answered “No”, the Site Monitoring Report will also have a “No” for the same question.

40. Submission of Monitoring Reports
Once the AFSS receives the Site Monitoring Report from FSM, AFSS must:
Fill in the Area Food Services Monitor Review section
Submit to Food Service Staff Aide (per each ESC)
AFSS will audit at least one monitor for each of their supper program sites:
Review 2 weeks of paperwork and audit within 2 weeks for the selected site
Complete a Site Monitoring Report and Point of Service Monitor for each additional program
AFSS will submit report to Central Office
File and Keep for 3 year plus the current year
TELL: Once the Area Food Services Supervisor receives the Site Monitoring Report from Food Services Mamager, the AFSS must review and fill in the Review section. Submit to the the Food Service Staff Aide assigned to your district. The AFSS will audit at least one monitor for each of their supper program sites; review 2 weeks of paperwork and audit within 2 weeks for the selected site to verify compliance. After the audit, the AFSS will complete a Site Monitoring Report and Point of Service Monitor for each additional program. The AFSS will then submit the report to the Central Office. The central office will file and keep for 3 years plus the current year.

41. Cleanliness of Eating Areas
Serving and eating areas are cleaned and maintained by After School Program staff
Program staff should:
Clean spills
Pick-up any remaining trash
Empty trash into the large trash receptacles
Obtain replacement trash liners from M&O
TELL: Serving and eating areas are cleaned and maintained by the After School Program staff. The Program staff should clean spills with a damp sponge, pick-up any remaining trash, and empty trash into the large trash receptacles. Then, obtain replacement trash liners from M&O and place in the trash can as needed.

42. Contacts
ELEMENTARY SCHOOL UNIT - Serving all Elementary School Sites except YDP Sites
Office (310)
Marie Bracamonte, Field Coordinator
MIDDLE SCHOOL UNIT - Serving all Middle School Sites
Office (213)
Carlos Martinez, Field Coordinator
YOUTH DEVELOPMENT PROGRAM UNIT -Serving Youth Development Program (YDP) & Youth Services at YDP Sites
Office (818)
Isaure Blandin, Field Coordinator
Read Slide
Issues relating to the After School Supper Program may be communicated by contacting the Field Coordinators of the units.

43. Questions? Thank you! LAUSD Food Services Division
TELL: Thank you for attending the Supper training. We will now answer any questions.
LAUSD Food Services Division
Nourishing Children to Achieve Excellence