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Food Thats In When School is Out! Veronica Lietz, Acting Program Specialist Child Nutrition Programs SUMMER FOOD SERVICE PROGRAM ADMINISTRATIVE SPONSOR.

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Presentation on theme: "Food Thats In When School is Out! Veronica Lietz, Acting Program Specialist Child Nutrition Programs SUMMER FOOD SERVICE PROGRAM ADMINISTRATIVE SPONSOR."— Presentation transcript:

1 Food Thats In When School is Out! Veronica Lietz, Acting Program Specialist Child Nutrition Programs SUMMER FOOD SERVICE PROGRAM ADMINISTRATIVE SPONSOR TRAINING 2012

2 Federally-funded program administered through State agencies Provides free, nutritious meals to low-income children 18 years old and younger when school is not in session Healthy, Hunger-Free Kids Act of 2010, PL 111-296 simplified program administration in an effort to ensure that families of eligible children are aware of the availability of SFSP meals. USDA-Summer Food Service Program

3 Simplified Summer Food Program Receive the maximum meals times rates reimbursement for each eligible meal served to each eligible child. Costs do not have to be reported, but records must be maintained for State agency reviews Budget must be submitted to ensure quality of meals are maintained Sponsors must maintain a nonprofit food service status

4 How Does the SFSP Work? Recruit Sites Train & Monitor sites Submit claims for reimbursement Outreach to children Feed and supervise kids Provide activities Outreach to children Recruit sponsors Provide training and technical assistance Process claims for reimbursement State Agencies Sponsors Sites

5 Participant Eligibility Children age 18 and under may receive meals through SFSP; or a person who has a mental or physical disability as determined by a State or local educational agency and who participates during the school year in an educational program. 7CFR225.2

6 Sponsor Eligibility Public or private non-profit organization including: Schools Residential camps Colleges or universities with NYSP Units of local, county, municipal, State or Federal government Other nonprofit organizations Must be able to provide documentation of tax exempt status (churches are exempt from this requirement)

7 Sponsor Responsibilities Sponsors must: Demonstrate financial and administrative capability Serve low-income children Conduct a nonprofit food service Provide year-round services in the community served Exercise management control over sites Conduct all monitoring requirements and train staff annually Maintain records to justify meal counts, income, expenses, etc. Meet meal pattern requirements File claims for reimbursement within allowed time frame

8 Site Eligibility Types of Sites Able to receive reimbursement for up to 2 meals a day Open Sites Restricted Open Sites Enrolled Sites Able to receive reimbursement for up to 3 meals a day Camps Alaska Native Migrant Site *Sponsors must provide documentation showing site eligibility criteria*

9 Open Sites Serve children in a needy area where at least 50% or more of the children residing in the area are eligible for free or reduced-price school meals Serve children on a first-come first-serve basis ELIGIBILITY DOCUMENTATION SCHOOL DATACENSUS BLOCK GROUP DATA Special Note: School sponsors who operate summer school programs are required to be OPEN and provide meal to children enrolled in the summer school as well as those children living in the area

10 Restricted Open Site Initially open to broad community participation, but restricts attendance for reasons of security, safety, or control due to staff or space limitations Must be located in a needy area where 50% or more of the children residing in the area are eligible for free or reduced-price meals ELIGIBILITY DOCUMENTATION SCHOOL DATA CENSUS BLOCK GROUP DATA

11 Eligibility Documentation for Open/Restricted Open Sites School Data Based on % of children in the school attendance area within which the site is located that are certified eligible for free or reduced-price school meals May use data from elementary, middle or high school Alaska Free and Reduced Data found on NSLP webpage: Data valid for 5 years *Charter Schools and Alternative Schools generally do not qualify as eligible schools for documenting area eligibility as it pulls children from all over and not just within the school attendance area*

12 Eligibility Documentation for Open/Restricted Open Sites Census Data Census Block Group data identifies areas of pockets of poverty 50 % or more of the children residing in the Census Block Group must be eligible for free or reduced-price school meals American Community Survey (ACS) provides annual estimates, most current data must be used Data valid for 5 years

13 Enrolled Sites Serves an identified group of needy children 50% of enrolled children must be eligible for free or reduced-price school meals ELIGIBILITY DOCUMENTATION SCHOOL DATA OR CENSUS BLOCK GROUP DATA INDIVIDUAL INCOME ELIGIBILITY FORMS FREE/REDUCED PRICE SCHOOL MEALS ELIGIBILITY STATUS

14 Eligibility Documentation for Enrolled Sites Area Eligibility School data Census data School District Documentation Collect free/reduced price eligibility status of children from school district(s) they attend Obtain eligibility on District letterhead or a copy of actual income eligibility form Income Eligibility Forms Collect individual Income Eligibility Forms Use correct household size – income scale when approving

15 Camps May be residential or nonresidential Residential camps must offer regularly scheduled food service as part of an organized program Nonresidential camps must offer cultural or recreational program between meal services. Reimbursed only for children eligible for free and/or reduced price school meals ELIGIBILITY DOCUMENTATION INCOME ELIGIBILITY FORMS FREE/REDUCED PRICE SCHOOL MEALS ELIGIBILITY STATUS

16 Income Eligibility Forms Categorically Eligible Children are categorically eligible for free meals if the: Household receives Food Stamps, TANF, and FDPIR (does not include Denali Kid Care, SSI payments, or Medicaid) Child is a foster child (only foster child qualifies, not the entire household) Income Applications Must be completed to its entirety (adult signature, last 4 digits of SSN, 10 digit case number for Food Stamps, etc.) Must include how eligibility was determined (eligible/ineligible), date and initial/signature of determining official

17 Alaska Native/Migrant Sites Sponsors must submit information obtained from Alaska Native/Migrant organization that certifies that the site predominantly serves Alaska Native/Migrant children Operate as area-eligible open, or restricted sites Reimbursed for up to 3 meals, or snacks per day for each eligible participant Eligibility must be established annually. ELIGIBILITY DOCUMENTATION CERTIFICATION FROM ALASKA NATIVE OR MIGRANT ORGANIZATION/SCHOOL DISTRICT

18 NSLP Sponsors Serves academic summer school participants only May receive reimbursement through the NSLP & School Breakfast Program (SBP) Serves academic summer school participants AND children residing in the area served May receive reimbursement through the SFSP May receive reimbursement through the NSLP Seamless Summer Option (SSO)

19 Site Selection When selecting sites please consider the following factors: Administrative & operating capability Location Staffing Meal service facilities Site activities Serving capacity

20 Outreach Ideas for outreach Alaska Summer Food website: Contact State Agency to input site locations and times Alaska 211 website: Contact State Agency to input site locations and times Send out informational flyers, brochures, posters, postcards, etc. to families Alaska Summer Food Service Program banners USDA SFSP Kickoff Week June 11 th -15 th USDA SFSP Outreach Toolkit

21 Alaska Summer Food

22 Alaska 211 For more information, contact Karen Bitzer at (907) 297-2017 or email

23 Pre-Operational Requirements Sponsors must notify the DEC or Municipality of Anchorage in writing of all prospective sites All food workers should obtain a Food Worker Card and/or Certified Food Protection Managers Certification (CFPM) Sponsors must visit all new sites and any sites that had operational problems in the previous year prior to approval. If you are unsure what your program needs, contact DEC or MUNI DEC - Muni - If you serve pre-packaged meals Food Worker Cards and/or CFPM is not required

24 Site Operation Operation Limitations Sponsors may be approved to operate up to 200 sites and serve 50,000 children a day at all sites Sponsors that plan to administer a meal program at multiple unaffiliated sites should enter into an agreement with the responsible site supervisor or official.

25 Complete online application and paper application forms due by June 15 th or 30 days prior to first day of service. Applications

26 Applying for SFSP There are two parts to the application process: 1. Online application which can be found on the CNP Web, includes: Sponsor Information Sheet Site Information Sheet(s) Budget (not applicable for schools) 2. Paper application enclosures (included in your packets & referenced on slide 53). These need to be filled out and returned either by fax or email. A complete paper and online application are needed for program approval.

27 Application NEW & RETURNING SPONSORS 1. CNP Web online application completed annually Sponsor Information Sheet Site Information Sheet (one for each site) Budget (not applicable for schools) 2. Addendum to Permanent Agreement (only for sponsors operating 25 sites or more)

28 Web Addresses Child Nutrition Programs Main Website Summer Food Service Program Webpage CNP Web Login

29 CNP Web User Authorization

30 CNP Web Login

31 CNP Web Puzzle Page

32 CNP Web Welcome Page

33 CNP Web Sponsor Summary Packet Tab

34 CNP Web Sponsor Summary Application Tab

35 Application NEW & RETURNING SPONSORS Paper Application Site Information Summary Public Release and Policy on Free Meals Site Eligibility Documentation (one for each site) DEC/MOA Notification Letter (fax/email to both DEC and State Agency) Sponsor/Site Agreement (one for each unaffiliated site) School Acknowledgement (for sites operating in schools) Pre-Operational Visit Worksheet (one for each new and problem sites) Meal Service Documentation (more info on slide 63)

36 Application ADDITIONAL REQUIREMENTS FOR NEW SPONSORS: 1.Submit Permanent Agreement with State of Alaska Only needs to be done once and updated only when designated official changes at the sponsoring organization. 2.Documentation of tax-exempt status or letter identifying the unit of government or tribal organization they are affiliated with (churches are exempt from this requirement). 3.CNP Web User Authorization Request 4. New Vendor Questionnaire (if never done business with SOA)

37 Sponsor Application Contains General Sponsor Information Responsible parties Training information Monitoring schedule Advance information Audit requirements DUNS number (see informational handout in your training packet)

38 Site Application Each site must be approved by the State Agency prior to its first day of operation. Sites may be added anytime during the program year. Once a complete site application packet is approved, it will be added to the CNP Web as one of your sites. State Agency has 30 days to approve all applications

39 Site Information Summary Site Information Sheet(s) must include: Name of site Location of site Meal times Estimated average daily participation (ADP) Operation dates (start and end dates) Proposed monitoring schedule Sponsors must complete a Site Information Sheet for each site they intend to operate

40 Public Release & Policy on Free Meals Open, Alaska Native and Migrant Public Release & Policy on Free Meals: Submitted to various media outlets in the area served by the sponsor after SA approval Publicizes availability of free meals Explains same meal will be served to all children regardless of reimbursement rate, and without discrimination

41 Public Release & Policy on Free Meals Camps and Enrolled sites Public Release & Policy on Free Meals includes: Availability of free meals, non-discrimination statement, and complaint procedures for Civil Rights violations Publicizes availability of free meals Same meals served to all children regardless of reimbursement status and without discrimination. Camps that charge separately for meals must explain: Camp uses Alaska eligibility standards Accepts income eligibility forms from SNAP or TANF

42 Training Agenda & Sign-In

43 Site Eligibility Documentation Sponsors are responsible for determining and documenting the eligibility of the sites you are operating. Each site type may require different eligibility documentation.

44 Health Department Notification Letter

45 Sponsor/Site Agreement

46 School Acknowledgement Form

47 DUNS/CCR Registration DUNS number is required for all programs CCR Registration is required for all programs receiving $25,000 or more in federal funds Refer to DUNS and CCR handouts in your packet for information on how to obtain a DUNS number and register with the CCR

48 Application NEW & RETURNING SPONSORS Meal Service Documentation (if app.) Waiver for Unitized Meals Agreement between Sponsor and School to Furnish Food Vended Meal Service Contract School Acknowledgement Form Site Application for Unaffiliated Sites

49 Waiver for Unitized Meals Sponsors that purchase meals from a vendor that are not unitized must submit a Waiver for Unitized Meals Must explain how meals will be assembled and served Unitized Meal Waivers must be submitted to the State in writing in sufficient time for the SA to respond prior to bid advertising

50 2013 SFSP Reimbursement Rates Advance Payments Sponsor Budget Claims for reimbursement Program Payments

51 2013 SFSP Reimbursement Rates

52 Advance Payments Sponsors may request advance payments for their total program costs, for their operating costs, or for their administrative costs. Request advance payments on Sponsor Info Sheet in the CNP Web Advance payments are reconciled from the claim month that the advance was requested. Additional advances cannot be issued until the prior advance has been reconciled with a claim. Advance Payment Requests are due by: April 15 th with complete application

53 Budget The budget is part of the application process online. It must capture all estimated administrative and operating expenses. Administrative costs include planning, organizing and administering the program Operational costs include the cost of food used, nonfood supplies, preparing, serving and clean up of meals and meal service area. Please see Allowable Summer Food Service Program Expenses and Required Documentation

54 Budget Audit Requirements If your agency receives over $500,000 in federal funding in total for all Programs operated during the year, a program specific audit is required. The online application will ask for this information if exceeding $500,000. You have 9 months past the end of your fiscal year to submit your audit.

55 Claims for Reimbursement Due no later than 60 days past the end of the claim month Needs to be in PENDING APPROVAL by due date (see claim calendar) Sponsors may consolidate claims if the program operates: 10 days or less in the initial month of operation combined with the claim for the following month 10 days or less in the final month combined with the claim from the previous month

56 Claims for Reimbursement To justify claims for reimbursement, sponsors must maintain the following records: Daily meal counts Program operating costs Program administrative costs Any Fund accruing to the program Records must be kept 3 years plus the current year at the Sponsor level.

57 Sponsors are required to annually attend State agency training and must train all administrative and site staff before they undertake their responsibilities. Training

58 Training (cont.) Basic Training Requirements: Staff should receive notification of training Date, time, location, and importance of training session All staff trainings must be documented Date, name of attendees, and topics discussed Separate trainings for staffing groups Administrative staff training Monitor personnel training Site staff training Sites may not operate until site staff have been trained.

59 Administrative Staff Training Administrative staff training should cover: Basic program information How the program will operate within the framework outlined in the SFSP 2013 Administrative Guide Specific duties of monitors Monitors should attend both the Site and Administrative Trainings

60 Monitor Personnel Training Monitor personnel training should cover: Sites they are responsible for Conducting site visits/reviews Reporting procedures Follow-up procedures Food Safety and Sanitation Civil Rights Reporting of racial/ethnic data Monitors should attend both the Site and Administrative Trainings

61 Site Staff Training Site staff training should cover: How the site will operate Recordkeeping requirements Point of service meal counts Meal Pattern requirements Menu Use of leftover food Civil Rights Monitors responsibilities At least one trained site staff must be present during ALL meal services

62 Sponsors must ensure that the following minimum monitoring requirements are met: Pre-operational Visits Site Visits Site Reviews Monitoring

63 Monitoring (cont.) Site Visits and Reviews Pre-Operational Visit Required for all new sites and problem sites before they begin operating. First Week Visit Required to visit all new and problem sites within the first week of operation

64 Monitoring (cont.) Fourth Week Review Required to review all sites during the first four weeks of program operation Ethnic/Racial Data Required to collect ethnic/racial data of participating children annually by each site (residential camps must collect data for each session of camp)

65 Monitoring (cont.) Reviewing Reports All questions should be answered Problems should be noted Include comments in the remarks section Ensure meal counts are taken appropriately Recommend corrective action, if any, and follow-up Recommend adjustments in meal orders to avoid excess meals Sign and date reports

66 Sponsors are reviewed in accordance with USDA Federal Review requirements. Administrative Reviews

67 New sponsors will have two reviews during their first year Pre-approval review First year review All sponsors will have a State Administrative Review at least every 3 years USDA may conduct one or more Federal Reviews each summer

68 Corrective Action When the State Agency finds violations during a review, it will require the sponsor to correct the problems found. The State Agency will initiate a follow-up system to ensure that sponsors take the specific action for correcting violations. List of program violations can be found on page 95 of your Admin Guide

69 SFSP Deadlines Complete applications must be received by April 15 th in order to receive advance payments. All others: Applications must be received 30 days prior to your first day of operation and no later than June 15 th. Sponsor and sites must be approved before the meal service starts.

70 Sponsors must maintain records for 3 years plus the current year. Recordkeeping

71 Sponsors must maintain the following records: Permanent Agreement SFSP Application Daily meal counts Operating & Labor Costs Administrative Costs Claims for reimbursement Training Site Visits and Reviews Procurement records Checklist of Records (attachment 22) 2013 SFSP Administrative Manual

72 All sponsors and staff must review civil rights information annually. Civil Rights PowerPoint Civil Rights

73 Resources Spend some time on our website: Information is available about: Food Safety Traditional Foods Forms & Templates Training Materials USDA Links Nutrition Resources Contact information for other SFSP sponsors and much more…

74 Meal Service Sponsor Training 2013

75 Purpose of SFSP The goal of the SFSP is to ensure nutritious breakfasts, lunches, suppers, and snacks are served to children when school is not in session.

76 SFSP Program Basics Health Safety & Sanitation Meal Preparation Meal Pattern Requirements Meal Components Creditable Foods/ Non-Creditable Foods Meal Service Menu Planning Cycle Menus Production Records Resources

77 Health Safety & Sanitation State of Alaska Department of Environment Conservation (DEC) Municipality of Anchorage (MUNI) Food Worker Cards Certified Food Protection Manager

78 Health Safety & Sanitation

79 Commodities SFSP Sponsors eligible to receive USDA Foods (commodities) are: Sponsors preparing meals onsite or at a central kitchen; Sponsors purchasing meals from an SFA that participates in the NSLP; and SFA Sponsors that procure their SFSP meals from the same FSMC that competitively provided their NSLP and/or SBP meals. Please contact the State Agency if youre interested in the Commodity Program

80 Meal Preparation Self-Prep Sponsors prepare meals at each site location or at a central kitchen Sponsors with self-prep sites receive the higher administrative reimbursement rate Vended Sponsors may purchase meals from a school or caterer A written agreement or a contract between the sponsor and vendor must be submitted with the Application Sponsors with sites in the Anchorage area receive the lower administrative reimbursement rate

81 Meal Preparation Food Service Management Company (FSMC) Sponsor may contract with a FSMC to obtain and prepare unitized meals (submit waiver of unitized meals if FSMC does not unitize meals) Contract between sponsor and FSMC must be submitted with the Application Sponsors with sites in the Anchorage area receive the lower administrative reimbursement rate

82 Meal Pattern Requirements All meals served must meet the meal pattern requirements. Meal patterns ensure that children receive well- balanced meals and minimum portions for each meal component that must be served in order to receive reimbursement for each meal.

83 Meal Pattern Requirements For a breakfast to be a reimbursable meal, it must contain: Milk Fruit/Vegetable Grain/Bread A meat/meat alternate is optional

84 Meal Pattern Requirements For lunch or supper to be a reimbursable meal, it must contain: Milk Fruit/Vegetable (2 servings) Grain/Bread Meat/Meat Alternate

85 Meal Pattern Requirements For a snack to be a reimbursable meal, it must contain two of these components: Milk Fruit/Vegetable Grain/Bread Meat/Meat Alternate

86 Allowable Meal Pattern Exceptions Infant Meals Follow CACFP Infant Meal Pattern (7 CFR 226.20(b)) Meals for children Age 1-6 May adjust portion sizes for younger children (7 CFR 226.20(c)) Meals for children Age 12-18 May adjust portion sizes for older children (7 CFR 226.20(c)) Meals prepared in Schools May use NSLP meal patterns (7 CFR 210.10 and 210.10(a))

87 Meal Components Milk Fruits/Vegetables Grains/ Breads Meat/Meat Alternates

88 Milk Fresh, fluid and pasteurized Powered milk may be served if fresh milk is unavailableuse within 24 hours Nonfat or 1% milk for children 2 and up Contains vital nutrients including calcium, potassium, vitamin D, and protein Help maintain bone mass Provide little or no saturated fat

89 Milk For breakfast and snack: Milk can be served as a beverage, on cereal or as a beverage and on cereal For Lunch or Supper: Milk must be served as a beverage only

90 Creditable as Milk Flavored Milk Milkshakes containing minimum serving requirements (need a recipe) Smoothies containing minimum serving requirements (need a recipe) Lactose-reduced milk Acidified milk (Kefir, Acidophilus) Fortified & Pasteurized goat milk

91 Not Creditable as Milk Soy medication statement or parent statement needed if meets substitute requirements (only 3 brands) Cream Rice or Coconut milk Drinkable Yogurt Non-pasteurized milk Milk incorporated into recipes Almond milk & other nut milk Non-fortified goats milk Evaporated milk Yogurt or cheese (meat alternate)

92 Milk Substitutions Schools may offer a nondairy milk substitute to a student with a medical or special dietary need other than a disability. Schools may make the substitution only with a written request from a medical authority or parent/guardian (for schools only). All other SFSP Sponsors must have a medical statement on file for milk substitutions Any milk substitutions must meet the USDAs nutrient requirements in order to receive reimbursements for these meals Pacific Ultra Soy Milk, 8 th Continent Soy Milk and Pearl Smart Soymilk are the only nondairy milk substitutes that meet the USDA nutrient requirements.

93 Milk Substitutions NutrientMilk Substitute Nutrition Standards UnitRDI% Daily Value 2,000 kcal/day Calcium276Mg1000mg27.6% Protein8G50g16% Vitamin A500IU5000IU10% Vitamin D100IU400IU25% Magnesium24Mg400mg6% Phosphorus222Mg1000mg22.2% Potassium349Mg3500mg10% Riboflavin.44Mg1.7mg25.9% Vitamin B 12 1.1Mcg6mcg18.3%

94 Creditable as Meat/Meat Alternates Poultry, fish or lean meat Cheese, cheese sauces, and cheese substitutes Eggs Cooked dry beans or peas Nut butters (peanut) or seed butters Peanuts, soy nuts, tree nuts or seeds Yogurt: plain, sweetened, or flavored 4 oz. for breakfast or snack 8 oz. for lunch or supper

95 Meat/Meat Alternates Nuts and seeds may fulfill only ½ of the requirement for lunch or supper Peanut butter or other nut butters are not recommended to use only to meet the requirement – too much and difficult for children to eat Frozen yogurt or other yogurt-flavored snack products are not creditable Dried beans or peas do not count as a vegetable and a meat alternate in the same meal

96 Not Creditable as Meat/Meat Alternates Imitation cheese or cheese products i.e. Velveeta is not creditable Cream cheese Tofu Drinkable yogurt, frozen yogurt bars Commercial pot pies Formulated (processed) meat products with no product specifications or CN labels Wild game and traditional foods that are disallowed by Alaska Department of Environmental Conservation (DEC)

97 Shelf-Stable Meals Shelf-stable dried meat, poultry and seafood snacks are not creditable towards a reimbursable meal. Do not qualify for CN Labeling Program Cannot contribute to meat component Manufacturers Analysis sheets are not accepted Please see USDA Policy Memo TA 05-2011 Revised 06222011: Shelf-stable, Dried Snacks Made from Meat, Poultry, or Seafood

98 Shelf-Stable Meals Creditable Cooked, cured meat and/or poultry sausages without byproducts Shelf-stable sticks packed in water without byproducts Breaded meat or poultry sticks Dried pepperoni for pizza toppings Not Creditable Smoked snack sticks made with beef and chicken Summer sausage Pepperoni sticks Meat, poultry or seafood jerky Meat or poultry nuggets (shelf-stable, non-breaded dried meat or poultry snack similar to jerky)

99 Traditional Foods What can be used: Fresh or Frozen Fish Fresh or Frozen game such as reindeer, caribou, beaver, whale, moose, ducks and birds The cook or other authorized person must decide if food is safe to prepare Must be labeled with name of food, date received, and source of food Traditional foods information available:

100 Traditional Foods What cannot be used: Wild mushrooms Bivalve shellfish such as clams or mussels Fox meat & organs Bear or walrus meat Polar bear liver Fermented meat & seafood (stink eggs, fermented beaver tail, fermented flipper, etc.) Non-commercial smoked & dried fish products

101 Fruits/Vegetables Use 100% juice May not be served for a snack if milk or another fruit/vegetable is the only other component 2 forms of the same fruit or vegetable may not be served at a meal Applesauce and Apple Juice Minimum serving 1/8 cup of fruit/vegetable to qualify towards the component Fruits/Vegetables served as a combination item are creditable as only one serving Peas & carrots, fruit cocktail, pizza toppings

102 Benefits of Fruits Provides a number of nutrients such as potassium, fiber, Vitamin C, and folate Are naturally low in fat, sodium, and calories Adds color, flavor and texture to meals

103 Encouraging Fruits Offer a variety fruits Select fruit canned in 100% juice or water instead of light or heavy syrup Limit juice; try not to serve juice to meet the fruit/vegetable requirement too many times throughout the week. It may fill up the children and take the place of foods that provide other needed nutrients Choose 100% juice Labels are deceiving 100% vs 100% Vitamin C

104 % Juice on Food Labels

105 Benefits of Vegetables Rich in key nutrients such as calcium, potassium, fiber, magnesium, and Vitamin E Associated with a decreased risk of chronic diseases Low in calories, fat, sugar, and sodium Canned usually have more sodium & sugar

106 Encouraging Vegetables Offer a variety of vegetables, especially dark green, and orange vegetables Buy canned vegetables with no added salt Avoid frying vegetables and find new ways to prepare them Use herbs and spices instead of butter, margarine, and/or salt to add flavor

107 Vegetables that should be limited Olives and Pickles High in sodium Snack = ¾ cup required – about 24 black olives Raisins High in sugar Snack = ¾ cup required

108 Brainstorm In a small group, brainstorm a list of dark green and orange vegetables

109 Do you know your leafy greens?

110 Not Creditable as Vegetables/Fruits Ketchup/Chili sauce, pickle relish Chips & Sticks (banana, potato) Coconut Commercial pizza or spaghetti sauce without CN label Fruit in yogurt (unless you add the fruit) Jelly, jam, and preserves Fruit-flavored drinks, ades or punches less than 50% strength Poptart fillings Popsickles (unless 100% fruit juice)

111 Grain/Bread Important dietary sources of fiber, vitamins, minerals, antioxidants Must be whole-grain or enriched or made from whole- grain or enriched flour or meal Cereals must be whole-grain, enriched or fortified Grain-based sweet snack foods should not be served as part of a snack more than 2x/week

112 Creditable as Grain/Bread Breads Biscuits, bagels, muffins, tortillas, rolls, and crackers Cooked cereal grains (i.e. rice, bulgur, oatmeal, corn grits) Ready to eat breakfast cereal (enriched) Cooked macaroni/noodle products Non-sweet snacks (i.e. hard pretzels, breadsticks, corn chips) Sweets (i.e. pastries, cookies, cakes, doughnuts, granola bars) No more than 2 times a week

113 Not Creditable as Grain/Bread Potatoes or corn (vegetables) Ice Cream cones Nut or seed meals and flours Tapioca Potato chips Popcorn or caramel corn Muffins if first ingredient is not enriched grain Items made from flours that are not enriched

114 What are Whole Grains? Entire cereal grain seed or kernel


116 Recognizing Whole Grains The word whole listed before the type of grain Some grains have standard of identity Cracked wheat, crushed wheat, graham flour The term berries or groats indicate a whole, unrefined grain Rye berries or buckwheat groats Rolled oats, oatmeal, brown rice, brown rice flour, and wild rice are whole grains

117 Reading Bread Labels Whole Wheat Bread Whole Wheat Flour, Water, High Fructose Corn Syrup, Wheat Gluten, Yeast, Salt, Molasses, Soybean Oil, Cracked Wheat, Oats, Calcium Propionate (preservative), Sodium Stearyl, Lactylate, Mono- and Diglycerides, Wheat Bran, Whey, Soybeans, Wheat Germ, Nonfat Milk, Soy Lecithin. Wheat Bread Enriched Flour (Wheat Flour, Malted Barley Flour, Niacin, Reduced Iron, Thiamin Mononitrate, Riboflavin, Folic Acid), Water, High Fructose Corn Syrup, Yeast, Contains 2% or less of the following: Soybean Oil, Salt, Sodium Stearoyl Lactate (non Dairy), Calcium Sulfate, Guar Gum, Calcium Propionate (a preservative), Enzyme Active Soy Flour, Monocalcium Phosphate, Datem (vegetable), Ammonium Sulfate, Enzymes (vegetable), Ascorbic Acid (dough conditioner), Azodicarbonamide, L-Cysteine.

118 Children with Special Needs – Food Disabilities A child with a disability that restricts his/her diet must be provided food substitutions only when supported by a statement signed by a licensed physician. The medical state must identify: The childs disability and an explanation of why the disability restricts the childs diet The major life activity affected by the disability The food or foods to be omitted from the childs diet and, The food or choice of foods that must be substituted

119 Children with Other Special Needs – Food Allergies An abnormal response to the bodys defense If childs allergic condition meets the USDAs definition of a disability, substitutions must be made to accommodate the food allergy with a medical statement from a licensed physician

120 Children with Other Special Needs – Food Intolerances An adverse food-induced reaction that does not involve the bodys immune system Not considered disabilities Sponsors are not required, but are encouraged, to provide food substitutions

121 Meal Service Open, Restricted Open and Enrolled Sites Sites may serve up to 2 meals or 1 meal and 1 snack per day in any combination except lunch and supper Camps, Alaska Native and Migrant Sites Sites may serve up to 3 meals per day in any combination of breakfast, lunch, snack, supper School Food Authorities (sponsors and vendors) May use the SFSP meal pattern or NSLP meal pattern

122 Types of Meal Service For Camps ONLY Family Style Meal Service Requires that all components must be offered so that a child can take a full portion of each, although they are not required to do so. Cafeteria Style Meal Service Requires that a complete meal with the correct portion sizes be received by the child.

123 Types of Meal Service Offer Versus Serve Breakfast: child may decline 1 food item offered at breakfast Lunch/Supper: child may decline up to 2 of the food items offered at lunch or supper OVS is not available for snacks Other Types of Meal Service Pre-plated or pre-packaged All meals must have all the required meal components in order to claim for reimbursement.

124 Requirements of Meal Service In order for a meal to be reimbursable, the meals must be: Meeting the meal pattern requirements Served complete Documented using production records or equivalent Served during the State approved meal time service Consumed by the children onsite Counted at the point of service (point of service meal counts)

125 Happy, Healthy Eating Environments How to make mealtime at your site a pleasant experience: Allow children to eat at their own pace Dont force children to eat, encourage them Offer a variety of foods in different ways Make sure the dining room is attractive and clean Provide serving utensils that are age appropriate Have children help setup the food service and help clean up after eating Provide a quiet time before meals so children are relaxed Encourage children to talk about their food experiences Encourage a friendly atmosphere

126 Meal Service Times Submit meal times for each site to the State Meals/Snacks may be served and claimed on weekends If meals are not prepared onsite, sponsors must ensure meals are delivered no more than 1 hour before the beginning of the meal service and have adequate food storage Meal time changes must be approved by the State prior to implementing

127 Daily Meal Counts Meal counts must be taken daily at the Point of Service. Monthly/Weekly consolidate meal counts (attachment 18,19, 20) Establish a double check system to verify meal counts

128 Daily Meal Count Form

129 Field Trips in SFSP Sponsors must notify the State of all field trips that affect the time or location of the meal service. Failure to notify State may be considered consumed off-site for any meals served and are not reimbursable Please remember food safety when eating off-site Field Trip Notification Form found in packets

130 Leftover Meals or Components Sponsors may use the following to help minimize the amount of food waste: Monitor site reports and adjust meal preparation Limit number of second meals served as a unit Transfer extra meals from a site with too many to a site with a shortage Designate a sharing table Store complete meals and nonperishable components (must follow food safety) Donate excess food to homeless shelters, food pantries or other nonprofit organizations

131 Menu Planning Five basic menu planning principles… 1. Include all food components 2. Strive for high nutritional content 3. Emphasize variety 4. Think about color 5. Consider eye appeal

132 Cycle Menus Vs Production Records All sponsors must maintain daily production records or use cycle menus to document meals that meet the meal pattern requirements.

133 Cycle Menus Set of planned menus repeated in the same order for a period of time, 3-6 weeks is typical. Keep original on file Post a working copy & save Substitutions must be listed on working cycle menus Combination foods must have recipe on file with yields

134 Cycle Menus Evaluate your Cycle Menu Will the foods on the menu appeal to the children and look good? Do your menus repeat any of the foods you have selected for other meals on that day? Do they encourage children to eat a variety of foods? Do they meet SFSP requirements? Do they promote a healthy lifestyle? Is it within your food budget?

135 Combination Foods Foods that have more than one ingredient are considered combination foods. May be commercially made or homemade. Commercial – need CN label or Manufacturers Analysis Homemade – need recipe For lunch or supper: Combination foods should only have 2 components that will be claimed Only 1 vegetable/fruit component can be represented Additional food items in the combination food will count as extras

136 Child Nutrition (CN) Labels Provides information on how a product contributes to the meal pattern requirements If you purchase a product that does not have a CN label, you must obtain the Product Formulation Sheet (Manufacturers Analysis) Child Nutrition (CN) Labeling Program

137 CN Label How to identify a CN label? A CN label will always contain the following: The CN logo, with a distinct border The meal pattern contribution statement A 6-digit product identification number USDA/FNS Authorization The month and year of approval CN This 3.00 oz serving of raw beef patty provides when cooked 2.00 oz equivalent meat for Child Nutrition Meal Pattern Requirements. (Use of this logo and statement Authorized by the Food and Nutrition Service, USDA 05-84.) 000000

138 Food Buying Guide An essential manual to help determine quantities of food to purchase for use when preparing meals for children. Food Buying Guide Manual: de.html de.html Food Buying Guide Calculator:

139 Standardized Recipes A standardized recipe is one that has been tried, adapted, and retried several times for use by a given food service operation and has been found to produce the same good results and yield every time when the exact procedures are used with the same type of equipment and the same quantity and quality of ingredients. Measuring Success with Standardized Recipes USDA Recipes for Schools: USDA Recipes for Child Care:

140 Analyzing Recipes Use Recipe Analysis Worksheet – Appendix A of the Food Buying Guide Document the contributions of ingredients in the recipes to ensure it meets the meal pattern requirements

141 Recipe Analysis Instructions List all ingredients and the amount of each ingredient Use the Food Buying Guide. Record the yields (meat/meat alternate in ounces, fruit/vegetable in ¾ cup servings and grains/bread in 1 slice bread or equivalent) Determine the number of 2 ounce meat/meat alternate servings by dividing the total by 2 Round the total for fruit/vegetables and grain/bread down to the nearest whole number to find the number of servings

142 142 Ingredients that are being claimed AmountMeat/Meat Alternate (2 oz) Fruit/Vegetable (3/4 cup) Bread/Bread Alternate (1 slice bread or equivalent) Raw ground beef (no more than 25% fat) 3 lbs. 4 oz. 1 lbs.=11.5 -1 oz servings (from FBG) 3.25*11.5= 37.37 servings Cooked macaroni noodles or spaghetti 1 qt. 2 ¼ cup = 6 ¼ cups ½ cup = 1 serving or 1 slice of bread (from FBG) 6.25/0.5= 12.5 servings Canned tomato paste1 lb. 2 oz. = 18 oz 16 oz = 27.6 servings (from FBG) 16/27.6 = 0.578 servings/oz 18/0.578= 31 servings 1 Tbsp = ¼ cup servings Total37.37 oz.3112.5 servings Calculations37.37/2 = 18 Number of Servings18 - 2 oz. servings 31 – ¼ cup servings (not claiming) 12 - ½ cup servings (equal to 1 slice) Recipe Calculation for Claiming Beef & Spaghetti Casserole

143 Production Records Minimum documentation of meals meeting the meal pattern Date Estimated number to be served Actual number served Menu items Portion size Quantity prepared Amount leftover

144 Production Record Instructions 1. Enter the calendar date showing month, day and year. 2. Enter all menu items served on this date for the appropriate meal service 3. Enter the name of each food used to meet meal or snack requirements. For a menu item like beef pot pie, the foods that meet the meal requirements at lunch or supper could be: beef cubes would meet the meat/meat alternate requirement; potatoes and carrots in the pie would meet part of the fruit/vegetable requirement; the pie crust would meet part or all of the grain/bread requirement. 4. Enter quantity of each ingredient or food item used to meet the meal requirements. Use weights, measures or number, (e.g., stew beef, 10 lbs; potatoes, 3 lbs; etc.). 5. Enter the portion or serving size of each menu item served (e.g., 5 oz. pie, ½ cup juice). Serving sizes can be shown in measures (such as cup measures, scoop size, ladle size), weight, or number (such as medium apple). 6. Enter the child participants served at each meal/snack. 7. Enter the number of program adults served at each meal/snack (if applicable). 8. Enter the number of leftovers on the production record. Tracking of leftovers is important. Staff can also indicate whether leftovers are to be frozen for later use or incorporate into the menu in the next few days.

145 Production Records Daily Menu Production Worksheet Date (1): March 1, 2012Sponsor: Summer Sun Club Meal PatternMenu (2)Food Item Used (3)Quantity Used (4) Serving Size (5) C P (6) P A (7) Left- overs (8) BreakfastMilk, Fluid Juice or Fruit or Vegetable Grain/Bread Nonfat Milk Orange Smiles Oatmeal Nonfat Milk (gal) Large navel oranges Quaker Oats Oatmeal 1 gallon 10 oranges 6 cups 8 fl. oz. ½ cup 828 serv. 5 oran 2 serv AM Snack(Select 2) Milk, Fluid Juice or Fruit or Vegetable Grain/Bread Meat/Meat Alternate LunchMilk, Fluid Juice or Fruit or Vegetable Grain/Bread Meat/Meat Alternate Nonfat Choc. Milk Apple Baby Carrots Ham/Cheese Sandwiches Nonfat Choc. Milk (12oz carton) Medium sized bag of apples Baby Carrots (1/4C prepacked bags) Whole Wheat Bread Ham and Cheddar Cheese (1oz each) 10 cartons 10 apples 10 bags 20 slices 20 oz 8 fl. oz. ¾ cup total 1 slice 2 oz. 91 None PM Snack(Select 2) Milk, Fluid Juice or Fruit or Vegetable Grain/Bread Meat/Meat Alternate Ants on a Log 100% Grape Juice Celery Sticks ( ¼ cup = 3 sticks) 100% Grape Juice (4 fl. oz. cartons) Peanut Butter (2T = 1oz) 1 lb. 10 cartons 32 oz jar ¼ cup 4 fl. oz. 2 Tbsp 71 8 serv 2 cart. 24 oz. SupperMilk, Fluid Juice or Fruit or Vegetable Grain/Bread Meat/Meat Alternate Additional Comments:

146 More Resources Check out the USDA Team Nutrition website for many nutrition and menu planning resources… USDA MyPlate National Food Service Management Institute USDA Recipes Menu Planners And much more…

147 Included in SFSP Packet Application Packet & Checklist (in yellow) Appeal Procedures Advance Payment Options Vended Meal Agreements Agreement between Sponsors and Schools to Furnish Food Waiver for Unitized Meals Site Definitions & Eligibility Documentation Alaska 50% or Greater School Data 2013 SFSP Reimbursement Rates Allowable Expenses Worksheet Meal Pattern Daily Production Record Daily Meal Count Medical Statement Field Trip Notification Form First Week Site Visit Fourth Week Site Review Ethnic/Racial Data Form 2013 SFSP Manuals (Administrative Guidance, Nutrition Guidance, Site Monitors, Site Supervisors)

148 Veronica Lietz Acting Program Specialist (907) 465-4788 Or Debbie Soto Education Program Assistant (907)465-3316 For more information, contact:

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