The PowerPoint Presentation for this Webinar as well as the recorded webinar will be posted online at under What s New?

Transcription

1 Thank you for joining the Illinois State Board of Education s Fresh Fruit and Vegetable Program Program Overview and Grant Application Details for SY Webinar. The PowerPoint Presentation for this Webinar as well as the recorded webinar will be posted online at under What s New? For detailed information about the FFVP, we encourage you to access the USDA s FFVP Handbook for Schools available at Please be patient We will begin shortly!

2 Fresh Fruit and Vegetable Program (FFVP) SY Webinar February 6, 2013 Illinois State Board of Education Nutrition and Wellness Programs Division

3 Agenda FFVP Goals General Program Requirements Partnerships and Nutrition Education Financial Information Required Paperwork to Apply Important Dates Questions and Answers

4 Is FFVP the same as the Department of Defense (DoD) FFVP? FFVP Grant Competitive grant you must apply for each school year For fresh fruits & vegetables at times other than during meal periods Follow federal, state and local procurement requirements. Generally ordered via a distributor, store, farmers market, etc. DoD FFVP Available to ALL schools that are in the NSLP For fresh fruits & vegetables during the meal periods Must order through approved DoD Vendor. More information about DoD FFVP available online at f/dod_freshfruitandvegprog.pdf.

5 * Create Healthier School Environment * Expand Variety of Fruits and Vegetables * Increase Students Fruit and Vegetable Consumption * Make a Difference in Children s Diets Overall FFVP Goals 5

6 Who Can Apply for the FFVP Grant? Elementary Schools (Grades 8 and below) that participate in the National School Lunch Program (NSLP). Residential Child Care Institutions (RCCI) that operate an elementary school program (grades 8 and below) during the day and participate in NSLP. Understand that USDA requires highest priority be given to schools with the highest percentage of low-income students. Due to the number of elementary schools in Illinois at or above the 50 percent criterion, it is unlikely that ISBE would select schools with less than 50 percent eligibility. 6

7 School Year Number of Applicants for FFVP Number of Selected Schools Lowest Eligibility % Selected for FFVP Total FFVP Funding * % $2,207, % $3,344, % $4,756, % $4,921,609 *ISBE limited FFVP to one school per district to ensure equitable distribution of funds. This practice was discontinued for the subsequent school years, as required by USDA. FFVP in Illinois Historical Data

8 If the school is selected for FFVP, Who receives the Fresh fruit and vegetable snacks provided through the FFVP Grant? ALL enrolled students at the FFVP school regardless of their eligibility status (free, reduced-price, or paid). Teachers, directly involved in the service of the fruits and vegetables to their student are encouraged to participate with the students. FFVP is not intended for administrators, parents or other adults within the school community. 8

9 Times and Frequency of FFVP Service Only during the regular school day Can NOT be served during the National School Lunch Program or School Breakfast Program meal periods Allowable to serve all students on the same days or different grade levels on alternate days, but ensure equal distribution across all grades The FFVP must operate the first week of school and every month until the end of the school year, or until funds are depleted. (We encourage selected school to budget accordingly!) Requirement to serve all students FFVP at least TWICE (2 times) per week from the beginning of the school year. 9

10 Locations for the FFVP Service Inside classrooms Hallways Inside the cafeteria * (NOT during meal periods) In free vending machines At kiosks/carts/baskets In the school/nurse s office School assemblies 10

11 Partnerships & Nutrition Education Partnerships and Nutrition Education are requirements of the grant and play a very important role! Partnerships should be utilized for promotion, marketing, nutrition education and more. Use partnerships for nutrition education there are organizations out there that will help you with free nutrition education!

12 Who can help? Examples of Partnerships Teachers and other school staff U of I extension - Local businesses including supermarkets, hospitals, colleges, etc. Local farmers market YMCA/YWCA Media Academy of Nutrition and Dietetics (Formerly the American Dietetic Association) American Nurses Association Orchards Local farmers/growers Parent Association (PTA/PTO) Community service groups Library Local Wellness Policy Committee 12

13 Financial Information The FFVP grant is similar to other Child Nutrition Programs. It is a reimbursable grant program. Each selected site must submit a monthly claim of expenditures. Reimbursement will be provided for all allowable items up to the grant awarded total. Grant award letters will be sent in late April 2013 and will include a breakdown of the funding allocations.

14 Financial Information Grant funding from July 1, 2013 June 30, Allocations will be $50-$75/student eligible for FFVP that is enrolled in the school site. Grant funds are in two (2) allocations: July 1, 2013 Sept. 30, 2013 = 20% of grant funds Oct. 1, 2013 June 30, 2014 = 80% of grant funds The two grant allocations are set amounts and if the funds are not spent in that specific period of time they will not carry over. For example: if your 1 st allocation is $1000 and you only spend $600, the remaining $400 is gone. Budgeting your grant funds is very important! 14

15 Financial Information: Examples of items that can be purchased: Fresh fruits and vegetables (no frozen, canned, or vacuum packed) Low-fat/fat-free dips for vegetables only Paper products for service. Operating labor: labor costs to prepare and/or serve fresh fruits & vegetables. Operating labor is limited to 25% of each month s expenditures. You are not required to claim labor. Administrative costs: labor costs to plan for the program, manage paperwork, and obtain equipment. Administrative costs are limited to 10% of the total grant amount. If you work with a Food Service Management Company and they would be doing the labor, please visit our FFVP website at: and click on: Labor Costs Guidance for Contracted Schools

16 Fund Tracking Form Sample available online Used by FFVP schools to TRACK funding and for budget purposes 16

17 Claims for Reimbursement The FFVP claim form is completed and submitted monthly. Include all allowable expenses for that month including fresh fruits and vegetables, paper products, equipment, wages and benefits, etc. We recommend that claims are submitted within 10 days after the end of the month in which you are claiming to ensure prompt payment by ISBE. Per USDA, any claim received by our office later than 60 days from the last day of the month you are claiming CANNOT paid.

18 Final Claim Dates are provided online at

19 Allowable Fruits and Vegetables Allowable: A variety of fresh fruits and fresh vegetables, in their most natural state.

20 Actual Fresh Fruits Claimed in Illinois FFVP Schools Review of a Sampling of FFVP Illinois Claims November and December 2012

21 Actual Fresh Vegetables Claimed in Illinois FFVP Schools Review of a Sampling of FFVP Illinois Claims November and December 2012

22 Fresh Fruit and Vegetable Program (FFVP) Grant Application School Year Grant Application is NOW available online at Each elementary school building must apply separately. Only ONE application per school building may be submitted. If duplicate applications are submitted for the same school building, such schools will not be considered.

23 Fresh Fruit and Vegetable Program (FFVP) Grant Application School Year You must complete the grant application in its entirety and secure the appropriate signatures including the FFVP contact person located at the school site, food service director, school principal, and the district superintendent (or equivalent positions as determined by ISBE). The Directory of Educational Entities available at should be referenced to identify the correct person

24 Grant Application Major Areas General Information about School/Site and FFVP Contact Person Information School Data Purchasing Preparation and Service Recordkeeping Marketing and Promotion Nutrition Education Partnerships Personnel Agreement

25 Eligibility Data FY2013

26 Let s take a look at this data

27 Matching the Data to the General Information Section of the Grant Application Column A Agreement Number (Orange) Column B Sponsor/District Name (Light Blue) Column G and I School Building Name and Site Number (Green) Column J, K and L School Physical/Mailing Address including City and Zip (Pink) Column Q Enrollment (Yellow) Column R Site % Eligible (Purple)

28 General Information about the School/Site

29 *A USDA requirement is that FFVP is only for Elementary Schools. In Illinois, we allow schools with grades 8 and below to participate.

30 PURCHASING FFVP is a federally funded program and therefore all applicable federal and state procurement requirements must be adhered to including procurement thresholds for formal and informal procurement procedures. You are required to ensure that you are obtaining the specific products that you want for the most reasonable prices. Therefore, it is important that administrative staff of FFVP understand the following key components related to procurement: Product specifications must be developed Delivery schedule must be discussed Method of payment determined Ample storage facilities for items based on delivery schedule Ensure that a minimum of 3 bids/price quotes are received, depending on if formal or informal procurement procedures required. Careful review of the requirements related to procurement has been reviewed by staff at this school and compliance with all FFVP requirements related to procurement will be met. x Please mark one: Yes No

31 PREPARATION AND SERVICE Preparation and service of FFVP is a critical component. Administrative staff of the FFVP must carefully review the following areas related to preparation and service of the fresh fruits and vegetables to the students at no charge during the school day, at times other than during the meal periods. Operational/preparatory equipment, such as knives and cutting boards, etc., should be inventoried to determine if any operational items will need to be purchased. Ensure that the school s Food Safety Plan has been updated to reflect FFVP standard operating procedures including information about preparation, transport, service, and clean-up of the FFVP. Appropriate staffing levels have been discussed and determined for FFVP. Note that operational labor is limited to 25% or less of your total monthly expenditures. Service plans, including delivery and staff responsible, have been determined. It must be planned for all students to receive a FFVP snack at least twice per school week when school is in session four or more days. If school is in session for three or less days in a week, service must be at least one day that week. Service of FFVP must begin with the first week of the school year and every attempt for service of FFVP for the entire school year will be made. Careful review of the requirements related to preparation and service of FFVP have been reviewed by staff at this school and compliance with all FFVP requirements related to preparation and service will be met. x Please mark one: Yes No

32 RECORDKEEPING The FFVP requires recordkeeping which includes the submission of a monthly claim for reimbursement and budget/tracking of the use of FFVP funds. Also important is to identify the personnel, including back-up personnel, responsible for any recordkeeping tasks associated with the FFVP. Careful review of the requirements related to recordkeeping including the timely submission of the monthly claim for reimbursement for FFVP has been reviewed by staff at this school and compliance with all FFVP recordkeeping requirements will be met. Please mark one: x Yes No

33 MARKETING AND PROMOTION Marketing and promotion of the FFVP within your community is a key component related to the success of the grant. There are a variety of methods that can be used to market and promote the FFVP to the students, parents, staff and overall school community. Promotional events help to keep the program exciting for the students. FFVP staff working in this school will market and promote the FFVP to all students, parents, staff, and the overall school community to garner support for the success of the FFVP. Please mark one: x Yes No

34 NUTRITION EDUCATION Nutrition education for the students is a key component of the FFVP as well as a requirement of the grant. While introducing the students to healthy fresh fruits and vegetables as snacks, teaching them about healthy eating habits is also important. Providing nutrition education may also help schools to reach their goals of a healthier school environment. Please identify three nutrition education activities that this school will conduct if the FFVP is awarded to you. Such activities may include but are not limited to classroom activities or special events.

35 PARTNERSHIPS Partnerships are an important component of this program. Please identify five potential partners that you would work with to implement the FFVP in your school to ensure a successful program.

36 PERSONNEL A successful FFVP requires the commitment of staff throughout the school. Please identify, by title, the person(s) responsible for each task listed below.

37 Fresh Fruit and Vegetable Program Agreement Page 7 of the Grant Application. Fill in the Name of the School District and Site in the First Paragraph. Section A. 3. Enter Name of Site Finally, Secure all Applicable Signatures.

38 Fresh Fruit and Vegetable Program Agreement - Signatures

39 Directory of Educational Entities Link:

40 Column G lists the Administrator.

41 Mrs. Krista Finklea Mr. Calvin D Lee Sample School Application

42 Please note: Incomplete Grant Applications Incomplete applications and applications with incorrect signatures will NOT be considered. School personnel will NOT be contacted to correct errors.

43 Fresh Fruit and Vegetable Program (FFVP) Grant Application School Year Verify the application is complete and submit via mail, fax, or electronic mail to: Fresh Fruit and Vegetable Program Nutrition and Wellness Programs Division Illinois State Board of Education 100 North First Street (W-270) Springfield, IL Fax: (217) Electronic Mail Address: Applications must be received at ISBE no later than close of business on March 15, 2013.

44 FFVP Selected Schools SY Schools selected for the FFVP for the school year will be notified via letter to the district superintendent/administrator no later than April 30, The dollar amount of the grant awarded to each school will be included. Please note that funds may not be obligated or spent until July 1, ISBE will also post the selected FFVP schools on the Illinois State Board of Education, Nutrition and Wellness Programs Division website (

45 Important Dates for School Year FFVP Grant March 15, 2013 Applications must be received at ISBE April 30, 2013 Selected SY FFVP Schools notified July 1, 2013 FFVP Funding Begins

46 Contact Information Call: (local) (toll free) (fax) FFVP Program Staff Nutrition and Wellness Programs Division Website: FFVP Website: 46