1. Oregon Department of Education Summer Food Service Program
Planning your Summer Food Service Program
Staffing
Welcome to the Planning your Summer Food Service Program – Staffing training for Summer Food Service Program hosted by Oregon Department of Education Child Nutrition Programs
Oregon Department of Education
Summer Food Service Program

2. Objectives
Determine the number of staff members needed to effectively run the program
Staff responsibilities
Dictated by the size and type of sponsor
Part-time employment
Recordkeeping
No less than one monitor for every 15 to 20 sites in urban areas
Sponsor must provide adequate personnel
In this training, we will review information on:
• determining the number of staff members needed to effectively run the program; and
• staff members’ responsibilities.
The size and type of a sponsor's SFSP will dictate many of the sponsor's staffing needs. Depending on a sponsor's program, many positions will require only part-time employment, particularly in the planning and close-out phases. The need for recordkeeping personnel varies according to the size of the program. To meet program monitoring requirements, USDA recommends no less than one monitor for every 15 to 20 sites in urban areas. The number of monitors necessary for rural sites may increase depending upon the geographic area to be covered. Also, varied opening and closing dates of individual site operations affect staffing needs. In every case, however, the sponsor must provide adequate personnel for overall program management and monitoring.
The following slides provide examples of duties and responsibilities by position.

3. Duties Director Provide overall management and supervise the SFSP
Select sites
Submit applications/agreements to ODE CNP
Correspond with ODE CNP
Coordinate with other agencies and conduct outreach efforts
Hire, train, and supervise staff
Arrange for food preparation or delivery
Ensure that all monitoring requirements are met
Adjust meal orders
Submit claims
Ensure civil rights compliance
Handle all agreements and contracts, bidding, and negotiations with vendors for purchased meals
Director's Responsibilities
Provide overall management and supervise the SFSP
Select sites
Submit applications/agreements to ODE CNP
Correspond with ODE CNP
Coordinate with other agencies and conduct outreach efforts
Hire, train, and supervise staff
Arrange for food preparation or delivery
Ensure that all monitoring requirements are met
Adjust meal orders
Submit claims
Ensure civil rights compliance
Handle all agreements and contracts, bidding, and negotiations with vendors for purchased meals

4. Duties Assistant Director
Provide initial and ongoing training for sponsor and site personnel
Design forms for recordkeeping purposes
Maintain liaison with vendor to adjust meal delivery
Double check claims
Maintain time and attendance records of staff
Maintain records on number of meals served
Assistant Director's Responsibilities
Provide initial and ongoing training for sponsor and site personnel
Design forms for recordkeeping purposes
Maintain liaison with vendor to adjust meal delivery
Double check claims
Maintain time and attendance records of staff
Maintain records on number of meals served

5. Duties Area Supervisor Schedule monitors' visits
Check monitors' reports
Prepare weekly summaries of monitoring efforts
Provide ongoing training for monitors
Visit sites with monitors
Determine need for and following through on corrective action
Review the meal counts submitted by sites for unusual meal count patterns, e.g., first meals always or usually equals meals delivered
Oversee several monitors
Report site problems to the Director or Assistant Director
Area Supervisor's Responsibilities
Schedule monitors' visits
Check monitors' reports
Prepare weekly summaries of monitoring efforts
Provide ongoing training for monitors
Visit sites with monitors
Determine need for and following through on corrective action
Review the meal counts submitted by sites for unusual meal count patterns, e.g., first meals always or usually equals meals delivered
Oversee several monitors
Report site problems to the Director or Assistant Director

6. Duties Bookkeeper Maintain records on the following: Prepare claims
Daily site reports, invoices, and bills
Food costs
Labor costs
Administrative costs
Other costs
Program income
Prepare claims
Prepare payroll
Purchase office supplies
Bookkeeper's Responsibilities
Maintain records on the following:
Daily site reports, invoices, and bills
Food costs
Labor costs
Administrative costs
Other costs
Program income
Prepare claims
Prepare payroll
Purchase office supplies

7. Duties
Monitor
Check on-site operations to ensure that site personnel maintain records
Ensure the program operates in accordance with the requirements
Visit all sites within the first week of food service operations
Review food service operations of all sites within the first four weeks of operation
Prepare reports of visits and reviews
Report unresolved or critical issues to the director
Revisit sites as necessary
Suggest corrective actions for problems encountered
Ensure that sites take corrective actions
Conduct on-site training as necessary
Monitors are critical to the successful operation of your SFSP sites. They are the “eyes and ears,” providing valuable feedback about how the sites are operating by visiting sites on a regular basis and observing meal services.
Monitor's Responsibilities
Check on-site operations to ensure that site personnel maintain records
Ensure the program operates in accordance with the requirements
Visit all sites within the first week of food service operations
Review food service operations of all sites within the first four weeks of operation
Prepare reports of visits and reviews
Report unresolved or critical issues to the director
Revisit sites as necessary
Suggest corrective actions for problems encountered
Ensure that sites take corrective actions
Conduct on-site training as necessary
The monitor visits sites on a regular basis and observes meal service operations. At a minimum, one monitor is needed for every 15 to 20 sites. For more information on site visits and reviews please complete the Administering the Summer Food Service Program – Monitoring training.

8. Duties Site Supervisor Serve meals Clean up after meals
Ensure safe and sanitary conditions at the site
Ensure the safety of food, and comply with local health and safety standards
Receive and account for delivered meals
Ensure that children eat all meals on-site
Plan and organize daily site activities
Implement alternate food service arrangements during inclement weather
Take accurate meal counts at point of service
Site Supervisor's Responsibilities
Serve meals
Clean up after meals
Ensure safe and sanitary conditions at the site
Ensure the safety of food, and comply with local health and safety standards
Receive and account for delivered meals
Ensure that children eat all meals on-site
Plan and organize daily site activities
Implement alternate food service arrangements during inclement weather
Take accurate meal counts at point of service

9. Questions?
If you have any questions please contact ODE CNP at

10. In accordance with Federal civil rights law and U. S
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C ; (2) fax: (202) ; or (3) This institution is an equal opportunity provider.
Thank you for participating in the Planning the Program – Staffing training for Summer Food Service Program hosted by Oregon Department of Education Child Nutrition Programs
Thank you for everything you do to fuel Oregon’s future!