2007 SFSP Training

Slide1: 

2007 Summer Food Service Program SFSP Sponsor Training WELCOME!

Introduction: 

Introduction The Summer Food Service Program was established to provide free meals that meet the Federal nutrition guidelines to children from economically depressed areas during periods when area schools are closed for vacation.

SFSP Structure : 

SFSP Structure Administered at Federal level by USDA Food and Nutrition Service (FNS) Decide overall Program Policy Publish Regulations Funding Source Administered by State Agencies Department of Education & Early Development (EED) Approve Sponsor Applications Monitoring & Inspecting Technical Assistance & Training Compliance Actions Fiscal Integrity

Guidance Resources : 

Guidance Resources Administrative Guidance Site Supervisor Guide Monitor Guide Nutrition Guidance SFSP Regulations 2007 Application Packet Food Buying Guide

SFSP History: 

SFSP History Simplified Summer Food Service Program Consolidated Appropriations Act of 2001 (14 State Lugar Pilot Project) June 30, 2004 Public Law 108-265 Permanent, & added 6 states Agriculture Appropriations Act of 2006 Added 7 states, all private non-profits

Are you a School that wants to serve meals in the summer?: 

Are you a School that wants to serve meals in the summer? Serve only summer school children: Participate in the National School Lunch Program (NSLP). Serve all children in the community but follow most of the NSLP rules & get reimbursed at NSLP rates: Participate in the Seamless Summer Option. Serve all children in the community but follow the SFSP rules & get reimbursed at the SFSP rates: Participate in the SFSP.

Slide7: 

Children (Participants) 18 yrs or under 19 or over mental or physical disability Organizations (Sponsors) Public, private or non-profit … Organizations or faith-based groups Local food authorities (LEA) Residential summer camps / day camps Colleges or universities in the National Youth Sports Programs or Upward Bound Programs Units of local, municipal, State govt., Tribal Villages, Councils, Organizations Participant & Sponsor Eligibility

Types of Sites: 

Types of Sites Open Sites: Open to all children. Restricted Open Site: Open but limited attendance for reasons of space, security, safety or control. Closed Enrolled Site: Only open to children enrolled in program. Camps: Serve all children but reimbursed for those eligible by meal applications. Migrant/Native Alaska Site: Open to all children.

SFSP Site Definitions & Eligibility Documentation: 

SFSP Site Definitions & Eligibility Documentation A site is the physical location where meals are served to children and are consumed in a supervised setting. OPEN SITE Serves all children in the geographical area where at least 50% of the children are eligible for free or reduced-price school meals. Reimbursed for all attending children. ELIGIBILITY DOCUMENTATION School Data can use any month in the current year. Data is good for 3 years to establish an eligible site boundary Census Data Other Data Housing authority or economic information

Slide10: 

RESTRICTED OPEN SITE Initially open to the entire community on a first-come, first-served basis. Sponsor may limit attendance for reasons of security, safety, or control due to staff limitations, etc. Reimbursed for all attending children. ELIGIBILITY DOCUMENTATION School Data Census Data CLOSED ENROLLED SITE ELIGIBILITY DOCUMENTATION Serves only children in specific program or in activity serving only identified groups of children. Site is not open to the community at large. Reimbursed for all attending children. Income eligibility applications accurately completed and at least 50% of enrollees are eligible for free or reduced-price school meals. OR Sponsor may obtain lists of names and eligibility of enrolled children for free or reduced-price meals from schools where children receive school lunch or breakfast.

Slide11: 

RESIDENTIAL SUMMER CAMP & NON RESIDENTIAL DAY CAMP Reimbursed only for meals served to campers who have been individually determined to be eligible. NATIONAL YOUTH SPORTS PROGRAM (NYSP) 3 Ways to Qualify Sponsor provides written certification that it meets DHHS income guidelines 50% of enrolled children reside in geographical area where poor economic conditions exist 50% of enrolled children meet the income eligibility guidelines for free or reduced-price school meals

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MIGRANT or ALASKA NATIVE SITE May be located in needy or non-needy areas. Must serve primarily children of migrant families or Alaska Native children, but may serve other children as well. Reimbursed for all children served. ELIGIBILITY DOCUMENTATION Migrant organization or tribal authority certifies that the site serves migrant or Alaska Native children OR If other children are served, the migrant or tribal authority certifies that the site primarily serves migrant or Alaska Native children

Site Selection: 

Site Selection Site Requirements Must have Site Supervisor Serving Capacity Administrative capabilities Physical capacity Number of children living in the area of each site who are likely to participate Organized activities

Sponsors Responsibilities: 

Sponsors Responsibilities Attend required Annual EED training. Submit Application by May 4, 2007. Operate sites in eligible areas. Train staff and volunteers on SFSP operations. Be responsible for information provided in the guidance manuals. Keep all documentation 3 years plus current year.

Training: 

Training Annual training is required for participation in the summer food program. Your requirement is being met at this time! You are in turn responsible for training your staff on SFSP job duties; administrative and operating. All trainings must be documented to include name of attendees, date and content. A trained person must be at each site during operation.

Monitor’s Responsibilities : 

Monitor’s Responsibilities Visit all sites within 1st week Review all sites within first 4 weeks Check onsite records for adequacy Prepare reports of visits & reviews Ensure compliance with regulation Suggest corrective actions Ensure corrective actions are implemented Conduct onsite training as necessary

Site Supervisor Responsibilities: 

Site Supervisor Responsibilities Serve Meals Clean up after meals Ensure safe & Sanitary conditions Receive & account for delivered meals (vended) Ensure children eat all meals on site Plan and organize daily activities Implement alternatives-inclement weather Take accurate meal counts (POS)

Pre-operational Requirements: 

Pre-operational Requirements Pre-Operational Site Visits Sponsors must visit all new sites Monitors may complete these pre-operational visits

Pre-operational Forms: 

Pre-operational Forms Site Selection Work Sheet Sponsor/Site Agreement Pre-operational visit

Meal Service Options: 

Meal Service Options Self Preparation At each site location or at a central kitchen Must have a health permit Vended Contract with a food service management company or with a school district for food service Use the Procurement Roadmap for guidance Submit required documentation to CNS

Number and Type of Meals: 

Number and Type of Meals Regular open and enrolled sites may serve up to two meals or one meal and one snack each day. (Cannot claim both lunch and dinner at the same site). Camps and migrant or Alaska Native sites may serve up to three meals each day OR two meals and one snack.

Meal Pattern: 

Meal Pattern Breakfast 1 cup fluid milk ½ cup fruit/vegetable or 4 oz. 100% juice 1 serving bread/grain Snack: 2 of the four required components Lunch or Supper 1 cup fluid milk ¾ cup two different fruit/vegetable 1 serving bread/grain 2 oz. Meat/meat alternate

Requirements For Meal Service: 

Requirements For Meal Service Sponsors may allow a piece of fruit or a vegetable to be taken off-site. If the sponsor chooses to allow a piece of fruit or a vegetable to be taken off site, the policy must be consistently implemented for all sites.

Meal Pattern Exceptions: 

Meal Pattern Exceptions Smaller portions for kids 1-6 years old Adult portions for older kids (teens) Special dietary needs - must keep a medical statement on file

Meal Pattern Exceptions: 

Meal Pattern Exceptions NSLP and SBP meal planning options For school sponsors and sponsors vending with school districts Need PRIOR approval from State Agency For all Meal Pattern Exceptions!

Supper Meal Service Exception: 

Supper Meal Service Exception May serve supper in place of lunches in some circumstances. An area eligible but sites, facilities or staff not available for lunch. Late afternoon or evening programs in low income areas without sufficient resources to provide meals.

Leftovers : 

Leftovers Minimize the amount of waste and unusable leftovers Monitor site reports of number of kids attending and number of meals being served. A limited number (2%) of first meals served as a unit can be claimed for reimbursement. Extra meals can be transferred from a site with too many meals to a site with a shortage. Designate a sharing table (individual wrapped sandwich half), check w/DEC.

Serving Meals Family Style: 

Serving Meals Family Style Only allowed at camps Enough food is placed on table to provide the minimum meal pattern requirement. Some amount of each required component must be placed on each plate. Staff should actively encourage kids to accept the full portion during the meal.

Field Trips in SFSP: 

Field Trips in SFSP Sponsor must notify vendor, if applicable and the State Agency. (Use the Site Change & Field Trip Notification form from CNS.) If the State Agency is not notified prior to the field trip, meals served may be considered “consumed off-site” and not be reimbursed. Sponsors must insure the safety and quality of the meals when transporting them.

Time Restrictions: 

Time Restrictions 3 hours must elapse between the beginning of one approved meal service and the beginning of another. The serving period for lunch and supper does not exceed 2 hours. The serving period for breakfast and snacks does not exceed 1 hour.

Meal Counts: 

Point of Service Counts are “CRITICAL”. Meals must be counted as they are served – at the end of the serving line. Reimbursable meals- Only meals containing all required components and quantities served to children can be counted as first or second meals. Meal Counts

Unacceptable Meal Counts: 

Unacceptable Meal Counts Tray or Plate counts Pre-counts Counts taken prior to meal service. Counts based on attendance, # of tickets distributed or previous meal counts. Counts done before seeing the “whole” meal.

Food Storage, Sanitation and Safety: 

Food Storage, Sanitation and Safety Nutrition Guidance for Sponsors. Food Safety packets for each Sponsor. Hazard Analysis Critical Control Points HACCP Self-Inspection Checklists.

DEC Requirements: 

DEC Requirements All Food workers must have food safety training. Beginning January 2008 you will have to have a Food Worker Card which requires training and passing an exam in basic food safety and knowledge. On-line test site for Food Worker Card http://alaska.state.gegov.com/foodworker/

DEC Requirements: 

DEC Requirements On-line test site for Food Worker Card http://alaska.state.gegov.com/foodworker/ FAQs for Food Worker Cards in Alaska http://www.dec.state.ak.us/eh/docs/fss/FactSheetFWCFPM.pdf

DEC Requirements: 

DEC Requirements Written Standard Operating Procedures. On-going monitoring, correction and verification to make sure the food system developed is working.

DEC Requirements: 

DEC Requirements One Certified Food Protection Manager (CFPM) will be required to be on staff. One CFPM can represent all locations for multi-site programs if…

DEC Requirements: 

DEC Requirements CFPM has a record on site at each location showing certification. CFPM is involved in day to day activities, governs the activities and is responsible for activities. CFPM has Food Safety Program in place for all food workers and enforces procedures. and…

DEC Requirements: 

DEC Requirements The person in charge at each site can demonstrate his knowledge and produce all records during an inspection in the CFPM’s absence. All Food Workers must hold a Food Handler Card on file at each location.

DEC Requirements: 

DEC Requirements CFPM Training Available http://www.dec.state.ak.us/eh/fss/training/cfpm.html

After the Program Starts: 

After the Program Starts Conduct first week visit/review within first 4 weeks. Follow through on any corrective action required. Adjust number of meals as needed. Collect meal counts on a daily/weekly basis. Collect racial/ethnic data for each site and maintain on file.

After the Program Starts : 

After the Program Starts Maintain records to support the claim for reimbursement. Time and attendance records (pg 188-189) Mileage (pg 181-183) Keep receipts for food, paper goods, printing, etc. Keep daily meal count records Telephone calls to CNS Office rental receipts

Recordkeeping: 

Recordkeeping Training & Monitoring Menus, Meal Production and Inventory Records Meal Counts Administrative & Operating Costs, Procurement Program Income Public Notices Applications Health Inspections Civil Rights Documents Records must be kept for 3 years plus current year

Program Payments: 

Program Payments Reimbursements Advance Payments Operating & Administrative Costs Startup payments Program Reimbursement Operating & Administrative Reimbursements

Claim For Reimbursement: 

Claim For Reimbursement 2007 Reimbursement Rates Rural or Anchorage Self-Prep &/Or Vended Breakfast $2.6925 $2.6425 Lunch $4.7275 $4.6500 Dinner $1.1225 $1.0950

Consolidating Your Sites:Claim Information: 

Consolidating Your Sites: Claim Information

Example of Claim Consolidation Report : 

Example of Claim Consolidation Report

Filling out the Claim for Reimbursement: 

Filling out the Claim for Reimbursement

Slide50: 

Claim For Reimbursement-Part 1 1) Name, Address & Contact Phone Number Month & Check if Original or Amended Claim Period covered by claim Total # of Sites Total # of Operating Days for Claim Average Daily Participation – use the largest number of 1st meals by meal type and divide by your Total Number of Operating Days

Claim For Reimbursement–Part 2: 

Claim For Reimbursement–Part 2

Claim Due Dates: 

Claim Due Dates

Civil Rights Compliance: 

Civil Rights Compliance

What Is Discrimination?: 

What Is Discrimination? Discrimination is defined as different treatment which makes a distinction of one person or a group of persons from others; either intentionally, by neglect, or by the actions or lack of actions based on….

Protected Classes : 

Protected Classes Race Color Sex Age National Origin Disability

Heart of Civil Rights Act: 

Heart of Civil Rights Act No person in the United States shall on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal Financial Assistance.

8 Areas of Compliance: 

8 Areas of Compliance Public Notification System Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

Public Notification System: 

Public Notification System All sponsors and their sites must display in a prominent place the “And Justice For All”, non-discrimination poster . All sponsors must have the capability of providing informational materials in the appropriate translation.

Public Notification System: 

Public Notification System The nondiscrimination statement should be included, in full, on all materials regarding the SFSP that are produced for public notification.

Non-Discrimination Statement: 

Non-Discrimination Statement In accordance with Federal law and U. S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, DC 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

Too Big?: 

Too Big? USDA is an equal opportunity provider.

8 Areas of Compliance: 

8 Areas of Compliance Public Notification System Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

Data Collection: 

Data Collection Keep files for 3 years + the current year Must include the number of children participating the estimated number of potential eligible children by racial/ethnic category.

Data Collection: 

Data Collection Sources for potential participation: Census data Public school enrollment data.

8 Areas of Compliance: 

8 Areas of Compliance Public Notification System Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

Civil Rights Training: 

Civil Rights Training State agencies are responsible for training local agencies on an annual basis Local agencies are responsible for training subrecipients, including “frontline staff” who interact with applicants or participants on an annual basis

Civil Rights Training: 

Civil Rights Training All staff should receive training on all aspects of civil rights compliance. Staff should be able to identify a civil rights complaint if received. They should know what to do if they receive a complaint. Understand that it is the basic right of the individual to file a complaint.

8 Areas of Compliance: 

8 Areas of Compliance Public Notification System Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

Compliance Reviews: 

Compliance Reviews There are three types of Compliance Reviews… Pre-award Compliance Reviews Routine Compliance Reviews Special Compliance Reviews

8 Areas of Compliance: 

8 Areas of Compliance Public Notification System Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

Civil Rights Complaints: 

Civil Rights Complaints Right to file a complaint: Any Person alleging discrimination based on race, color, national origin, sex, age, or disability has a right to file a complaint within 180 days of the alleged discriminatory action. Acceptance: All civil rights complaints, written or verbal, shall be accepted and forwarded to the Civil Rights Division of the USDA Food and Nutrition Service.

8 Areas of Compliance: 

8 Areas of Compliance Public Notification System Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

Assurances: 

Assurances A civil rights assurance shall be incorporated in all agreements between State agencies and sponsors.

8 Areas of Compliance: 

8 Areas of Compliance Public Notification System Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

Limited English Proficiency: 

Limited English Proficiency Where a significant number or proportion of the population eligible to be served needs service or information in a language other than English in order to be informed of or to participate in the program, the recipient shall take reasonable steps to provide information in the appropriate language to such persons.

Limited English Proficiency: 

Limited English Proficiency Recipients of Federal financial assistance have a responsibility to take reasonable steps to ensure meaningful access to their programs and activities by persons with limited English proficiency.

Limited English Proficiency : 

Limited English Proficiency Factors to consider in determining what is reasonable: Number of LEP individuals participating in the Program. Frequency of contact with the Program. Nature and importance of the Program. Resources available. For more information on LEP go to: www.lep.gov

8 Areas of Compliance: 

8 Areas of Compliance Public Notification System Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

Religious Organizations: 

Religious Organizations Equal opportunities for religious organizations Ensures a level playing field for the participation of faith-based organizations and other community organizations in the USDA programs

Religious Organizations: 

Religious Organizations This is accomplished by: Prohibiting discrimination on the basis of religion, religious belief, or religious character in the administration of Federal funds. Allowing a religious organization that participates in USDA programs to retain its independence and continue to carryout its mission, provided that direct USDA funds do not support any inherently religious activities such as worship or religious instruction. and…

Religious Organizations: 

Religious Organizations Clarifying that faith-based organizations can use space in their facilities to provide USDA-funded service without removing religious art, icons, scriptures, or other religious symbols; and Ensuring that no organization that receives direct financial assistance from USDA can discriminate against a program beneficiary on the basis of religion or religious belief.

Final Words on Civil Rights: 

Final Words on Civil Rights Memories of our lives, of our works and our deeds will continue in others who believe and act for fairness and justice Rosa Parks 1913-2005

Administrative Reviews: 

Administrative Reviews Pre-Approval On-Site Visit REQUIRED for all new sponsors. CNS Program Reviewer or State Agency Project Assistant will perform.

Pre-Approval On-Site Visit: 

Pre-Approval On-Site Visit WHY? Verify program’s existence Review of the SFSP Rules and Regulation A helpful tool to get you off on the right foot

What to Expect ???: 

What to Expect ??? A review of your records Including: Eligibility Information Meal Service Plans and Menus Civil Rights Compliance Personnel Financial Management

CNS Administrative Reviews: 

CNS Administrative Reviews Meal Service Observation from prep to clean up. How the claim for reimbursement is assembled. Sponsor and site records like training info, meal counts, menus, production records and review reports.

Violations: 

Violations Time between meals Inadequate sponsor or site records Lack of training Serving more than one meal to one child at one time Eating complete meals off-site Inaccurate claiming Not meeting meal pattern requirements Failure to report sites to DEC

Self Monitoring Requirements: 

Self Monitoring Requirements Refer to the 2007 Monitor’s Guide

Types of Visits and Reviews : 

Types of Visits and Reviews Pre-operational For new Sponsors, new sites, sites with new staff and problem sites BEFORE SFSP is in operation

Slide90: 

Why? To be sure that sites have the facilities to provide meal service for the anticipated number of children in attendance and the capability to conduct the proposed meal service.

Site Reviews: 

Site Reviews All new sites or sponsors must be visited at least once during the FIRST week of operation by the site monitor. This is to ensure operations are going smoothly!!!!!

Site Reviews: 

Site Reviews All sites must be reviewed at least once during the first 4 weeks of operation (by the SFSP Monitor) Observation of meal service from delivery to clean up

Site reviews : 

Site reviews Must revisit if problems are found and follow up on corrective action if it was needed. Communicate with the site supervisor as well as the sponsor. Must be documented Sign and date reports See pages 21-26 in Monitor’s Guide

Appeal Rights: 

Appeal Rights May obtain a review from another official Advance payment denial Denial of sponsor’s claim for reimbursement Termination of sponsor participation Denial of sponsor’s application Denial of food service management Claim against sponsor for remittance of payment Refusal by the state to forward to FNS exception request by sponsor for late payment of late claim or upward adjustment

If you have questions about the SFSP Application please stay after for assistance.: 

If you have questions about the SFSP Application please stay after for assistance. Mark your calendars… May 4, 2007 is the deadline!