Summer Food Service Program Training

Summer Food Service Program Training April 6, 14, 21 and May 6, 13, 25, 2011 Amy Socolow Robin Haunton Office for Nutrition, Health, and Safety Programs 1

Summer Food Service Program (SFSP) SFSP is a nonprofit food service program for children, mainly operated during the summer months. The primary purpose of the SFSP is to provide food service to children from needy areas during periods when area schools are closed for vacation. 2

Summer Food Service Program Administration United States Department of Agriculture (USDA) Massachusetts Department of Elementary and Secondary Education (ESE), Office for Nutrition, Health & Safety Programs SPSP Sponsors SFSP Sites 3

Office for Nutrition, Health & Safety Programs (www.doe.mass.edu/cnp) Special Nutrition Programs Program Monitoring Nutrition Education, Training & Outreach Food Distribution Financial Management www.doe.mass.edu Go to Select Program Area and Choose Security Portal to access all Nutrition Online Resources/Claims. 4

Outreach ESE contracts with Project Bread to do the outreach for the SFSP under the Child Nutrition Outreach Program (CNOP). www.meals4kids.org CNOP works with community partners, such as school systems, local government, and social service agencies, to increase awareness of the program and encourage greater participation among children in the community. 5

SFSP Resources USDA Handbooks-For Additional Handbooks go to http://www.fns.usda.gov/cnd/summer/library/ handbooks.html and the Online Document Library. Administrative Guidance for Sponsors Site Supervisor s Guide-English Site Supervisor s Guide-Spanish Monitor s Guide Nutrition Guidance for Sponsors 6

SFSP Resources (continued) ESE Summer Food Service Program Guide SFSP Regulations Additional Summer Food Service Resources (in the Online Document Library) And Justice for All Posters 7

Sponsor Eligibility Guidelines Public or private nonprofit Necessary financial and administrative capability Final administrative responsibility Management Control 8

Examples of Sponsoring Organizations Public Sponsors County Town/City School District Private Non-profit Sponsors Boys & Girls Clubs YMCA/YWCA Salvation Army Churches Community Agencies 9

Site Classification Open/Area Site Restricted Open Site Closed Enrolled Site Residential/Nonresidential Camp Site National Youth Sports Program Site Migrant Site Upward Bound Program Site 10

Open/Area Site Located in areas in which poor economic conditions exist. Draws their attendance from schools at which 50% of the children are eligible for free or reduced priced meals in the National School Lunch Program. List located in ESE Summer Food Service Program Guide Appendix 2 and the Online Document Library 11

Open/Area Site (continued) May use census data for site qualification. website: www.fairdata2000.com Must make meals available to any child who attends a meal service. May serve one meal or two meals each day. 12

Restricted Open Site Areas in which poor economic conditions exist. Open initially to broad community participation, but the sponsor restricts or limits attendance for reasons of security, safety or control. Draws attendance from schools at which 50% of the children are eligible for free or reduced priced meals in the National School Lunch Program. 13

Restricted Open Site (continued) May use census data for qualification. May not charge a fee for children to attend. May serve one or two meals per day. Draws children exclusively from eligible areas. 14

Closed Enrolled Site Site is only open to enrolled children as opposed to the community at large. At least 50% of the enrolled children are eligible for free or reduced priced meals in the National School Lunch Program. 15

Closed Enrolled Site (continued) May use school list to qualify a site. May use census data to qualify a site. Website: www.fairdata2000.com May use list from school food authority to qualify children. May use list from school food authority and Meal Benefit/Income Eligibility Forms to qualify children. 16

Closed Enrolled Site (continued) Individual Meal Benefit/Income Eligibility Forms or approved documentation such as school name, census data, or list from school food authority, must be on file for State agency to review. Must have informed ESE which method will be used to document eligibility. May serve one or two meals per day. 17

Residential/Nonresidential Camps Must have regularly scheduled food service as part of an organized program for enrolled children. Shall only claim for meals served to income eligible children. 18

Residential/Nonresidential Camps (continued) Individual Meal Benefit/Income Eligibility Forms or approved alternate documentation for each eligible child must be on file by session. May serve up to three meals per day. 19

Camp Session Enrollment Camp Session Enrollment Summary Form (Appendix 30 in the ESE Summer Food Service Program Guide and the Online Document Library) is required for all camps. One form is required for each camp session. 20

Migrant Site Provide data demonstrating that the site serves the children of migrant workers. Please see Appendix 5 in the ESE Summer Food Service Program Guide and the Online Document Library for sample letter. Meals served to all children at a migrant site qualify for reimbursement. May serve up to three meals per day. 21

Meal Benefit/Income Eligibility Form See Appendix 3 in the Summer Food Service Program Guide and the Online Document Library. Part 1- All are to complete this section. Complete SNAP (formerly Food Stamps)/TANF/FDPIR information if applicable. Part 2 To be completed if child is a foster child. 22

Meal Benefit/Income Eligibility Form (continued) Part 3 - All households that did not complete SNAP (formerly Food Stamps), TANF or FDPIR information need to complete this part. 23

Meal Benefit/Income Eligibility Form (continued) Part 4 All need to complete. 24

Meal Benefit/Income Eligibility Form (continued) Part 5 Optional For Official Use Only: After ensuring the above sections have been completed fully sponsors need to complete and sign this section to determine eligibility status of child. 25

SFSP Sponsor Responsibilities Application Public Announcement Record Keeping Meeting the Meal Pattern Training Monitoring Documentation Entering and Submitting Claims 26

Sponsor Responsibilities (continued) Application Approved application information must be available for review and maintained for a period of three years after the end of the fiscal year to which they pertain (or longer if an audit is in progress). 27

Sponsor Responsibilities (continued) The following documents are considered permanent documents and will be requested by ESE reviewers. These documents should be safely filed so they are easily accessible every year. The documents are: The Permanent Agreement The Policy for Determining Eligibility Certificate of Authority PERMANENT AGREEMENT This is now a permanent document. You should be able to access and have on file the last Permanent Agreement that was submitted to the ESE. POLICY FOR DETERMINING ELIGIBILITY This is a document that was originally signed by the sponsors CEO/Executive Director /Superintendent and the ESE Administrator when the SFSP sponsorship first began with your agency. CERTIFICATE OF AUTHORITY The document on file must be signed by the CURRENT CEO/EXECUTIVE DIRECTOR/SUPERINTENDENT. If this person has changed and has not signed the current Certificate, then two originals must be mailed to the Department. 28

Sponsor Responsibilities (continued) Permanent Agreement Document A Permanent Agreement Affirmation Statement is available in the Online Document Library and is required to be uploaded into the Online Application. 29

Sponsor Responsibilities (continued) Policy for Determining Eligibility Document A Permanent Policy for Determining Eligibility Affirmation Statement is available in the Online Document Library and is required to be uploaded into the Online Application. 30

Sponsor Responsibilities (continued) Record Keeping Records of meals claimed Records of Program income Records of all food costs Records of planning prior to operation Records of training Records of monitoring by sponsor 31

Sponsor Responsibilities (continued) Meeting the Meal Pattern The Meal Pattern is the nutrition foundation of the SFSP. SFSP Meal Pattern Appendix 8 in the ESE Summer Food Service Program Guide and the Online Document Library. Daily menus of meals served. Appendix 23 and 25 in the ESE Summer Food Service Program Guide and the Online Document Library. 32

Sponsor Responsibilities (continued) Summer Food Service Program Meal Patterns Breakfast Lunch or Supper Snack 1 (Choose two of the four) Milk Milk, fluid 1 cup (8 fl. oz.) 2 1 cup (8 fl. oz.) 3 1 cup (8 fl. oz.) 2 Vegetables and/or Fruits Vegetable(s) and/or fruit(s), or Full-strength vegetable or fruit juice or an equivalent quantity of any combination of vegetables(s), fruit(s), and juice ½ cup ½ cup (4 fl. oz.) ¾ cup total 4 ¾ cup ¾ cup (6 fl. oz.) Grains and Breads 5 Bread or Cornbread, biscuits, rolls, muffins, etc. or Cold dry cereal or Cooked pasta or noodle product or Cooked cereal or cereal grains or an equivalent quantity of any combination of grains/breads 1 slice 1 serving ¾ cup or 1 oz. 6 ½ cup ½ cup 1 slice 1 serving ½ cup ½ cup 1 slice 1 serving ¾ cup or 1 oz. 6 ½ cup ½ cup Meat and Meat Alternates Lean meat or poultry or fish or alternate protein product 7 or Cheese or Eggs or Cooked dry beans or peas or Peanut butter or soy nut butter or other nut or seed butters or Peanuts or soy nuts or tree nuts or seeds or Yogurt, plain or sweetened and flavored or An equivalent quantity of any combination of the above meat/meat alternates (Optional) 1 oz. 1 oz. ½ large egg ¼ cup 2 tbsp. 1 oz. 4 oz. or ½ cup 2 oz. 2 oz. 1 large egg ½ cup 4 tbsp. 1 oz.= 50% 8 8 oz. or 1 cup 1 oz. 1 oz. ½ large egg ¼ cup 2 tbsp. 1 oz. 4 oz. or ½ cup For the purpose of this table, a cup means a standard measuring cup. 33

Sponsor Responsibilities (continued) USDA Nutrition Guidance Creditable/Non-creditable foods Components Variety Nutrition 34

Sponsor Responsibilities (continued) Training Documentation and synopsis of training sessions held for administrative and operational personnel. Appendix 9-13 in the ESE Summer Food Service Program Guide and the Online Document Library. 35

Sponsor Responsibilities Training (continued) Training Resources USDA Guidance Materials ESE Summer Food Service Program Guide Reviews from previous summers Training Topics What If Site Responsibilities Administrative Responsibilities Who s in Charge Food Safety and Sanitation Food Allergy Awareness NEVER TAKE ANYTHING FOR GRANTED! Even though you know the information, don t assume that your site staff knows the same information. 36

Sponsor Responsibilities (continued) Monitoring Sponsors have the responsibility to monitor all of their sites. Ensures that all sites comply with Program regulations. Ensures that all children participating in the Summer Food Service Program are receiving nutritious meals. Appendix 15-17 in the ESE Summer Food Service Program Guide and the Online Document Library. 37

Sponsor Responsibilities Monitoring (continued) It s more than just checking off the boxes Look CAREFULLY at all sites Ensure that the proper documentation is being maintained. Make sure that you complete all of your monitoring visits. 1. Pre-Operational Visit-to be completed prior to the opening of the site. 2. Site Visits-within the first week of site operation. 3. Site Reviews-during the first four weeks of site operation. IDENTIFY, CORRECT AND FOLLOW-UP! 38

Sponsor Responsibilities (continued) Documentation Documentation of all program pre-operational visits, monitoring, training, operational and administrative expenses, program income, menus, meal counts, production records or signed meal delivery slips, enrollment and civil rights counts by session. 39

Sponsor Responsibilities (continued) CIVIL RIGHTS NONDISCRIMINATION STATEMENT All sponsor program materials must contain the USDA nondiscrimination statement The full text of the statement must read: 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 to USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington DC 20250-9410 or call (800) 795-3272 or 202-720-6382 (TTY). USDA is an equal opportunity provider and employer. If the material is too small to permit the full statement to be included, at a minimum include the following statements, in print no smaller than the text that This institution is an equal opportunity provider. And Justice For All Posters must be displayed at all sites, in Sponsor Offices and on Field Trips 40

Sponsor Responsibilities (continued) Claims Sponsors may claim reimbursement for administrative and operational costs. Sponsors must have complete records to document all costs and meals claimed. The sponsor must submit all claims in a timely and accurate fashion. 41

SFSP Claim All sponsors will receive the amount of operating and administrative reimbursement (meals times rates). Completed records must document all costs claimed. 42

SFSP Claim- Administrative Costs Administrative Costs are costs incurred by the Sponsor for activities related to: planning organizing administering the program 43

SFSP Claim Operating Costs Operating costs are those incurred by the sponsor for: Providing and serving meals to eligible children and Program adults. Preparation or ordering of meals. 44

SFSP Simplified Cost Accounting Under the simplified cost accounting procedures: Sponsors do not have to report their costs to the State agency, although they must maintain records for the State agency s review. Reimbursement is based on meals times rates, without comparison to actual or budgeted costs. Advance payments will be based on the current years earning potential (meals x rate) or last years actual costs. 45

Online Claim Processing Claims will be entered and processed via an online application. Online application will automatically compute the costs that are entered. No more calculation errors. No more sending paper or faxing your claims. Timelines for when claims are due still apply. 46

Who Can Submit the Claims? For usernames and passwords originally assigned by ESE, complete access to submit the Sponsor claims is given ONLY to the Sponsor: Executive Director Superintendent Or any other person that was designated as the Authorized Sponsor Representative in your original application for SFSP.* If the above mentioned identified individuals choose to assign others in the organization submission capability, an email must be sent (from the email address of that identified individual ) to: Kathleen Millett, Executive Director (kmillett@doe.mass.edu) And Copy: Carrie Harrington, Business Management Specialist (charrington@doe.mass.edu) The email must identify your organization and Sponsor agreement number and designate to whom in the organization should be assigned the ability to submit the claims. *Please Note: Submission authorization will not be provided to those who are not employees of the Sponsor (i.e., food service management personnel). 47

Sponsor Record Keeping Requirements Approved Application Information Documentation of Meals Claimed Documentation of Program Income Documentation of Program Expenses Documentation of Pre-Operational Planning 48

Sponsor Record Keeping Documents (Continued) Documentation of Training Documentation of Monitoring Documentation of Site Eligibility Documentation of Meeting Meal Pattern Civil Rights Documentation- Appendix 18 in the ESE Summer Food Service Program Guide and the Online Document Library. 49

Site Responsibilities Point of Service Meal Times Seconds Unitized Meals Food Safety and Sanitation Food Allergy Awareness 50

Site Responsibilities (continued) Food Safety CLEAN - Wash hands, utensils and surfaces in hot soapy water before and after food preparation, and especially after preparing meat, poultry, eggs or seafood to protect adequately against bacteria. Use a disinfectant cleaner or a mixture of bleach and water on surfaces and antibacterial soap on hands. SEPARATE - Keep raw meat, poultry, eggs and seafood and their juices away from ready-to-eat foods; never place cooked or ready to eat food on a surface that previously held raw meat, poultry, eggs or seafood. COOK - Cook food to the proper internal temperature (this varies for different cuts and types of meat and poultry) and check for doneness with a food thermometer. CHILL - Refrigerate or freeze perishables, prepared food and leftovers within two hours and make sure the refrigerator is set at no higher than 41 F and that the freezer unit is set at 0 F. Maintain a temperature log to ensure that temperatures remain at safe levels. www.fightbac.org 51

Site Responsibilities (continued) Food Safety-Field Trips Keep Cold Some foods that need to stay cold include: Meat and poultry sandwiches or salads Tuna and egg salads Milk, cheese or yogurt Opened cans of fruit or pudding Peeled or cut fruits and vegetables Room Temp Safe Some foods that don t need to be kept cold include: Peanut butter sandwiches Cookies Crackers Commercially dried fruit Unopened cans of fruit or pudding Unopened juice boxes Fruit-filled pastries USDA 52

Site Responsibilities Food Safety-Field Trips (continued) COOL IT! Bacteria can quickly multiply to dangerous levels when foods are left at room temperature. Keep foods safe by: Keeping sandwiches in an insulated lunch bag with a frozen gel pack OR with a frozen juice box Freezing sandwiches overnight. They ll thaw by lunchtime, but stay cold and safe. Packing sandwiches in a cooler with ice or cold source NEVER LEAVE FOOD IN A HOT VEHICLE USDA 53

Site Responsibilities (continued) Sanitation-Keep It Clean Dispose of all trash properly Your cooler is not a garbage can After use, make sure to disinfect your coolers Always have plenty of garbage bags Garbage receptacles should always be a proper distance from your food Monitor daily garbage pickups and make sure that site staff have local Sanitation Department contact information if needed. 54

Massachusetts Food Allergen Awareness Regulation Department of Public Health Section 105 CMR 590.009 established Food Allergy Awareness Requirements Regulation states: food establishments that cook, prepare, or serve food intended for immediate consumption either on or off the premises shall comply with the following requirements. ** Some Exemptions Apply Massachusetts Department of Public Health Food Protection Program http://www.mass.gov/dph/fpp 55

What are the Eight Major Food Allergens? Milk Eggs Peanuts Tree Nuts Wheat Soybeans Fish Shellfish These allergens are responsible for 90% of all food allergy reactions 56

How Do Allergic Reactions Occur? Ingestion (taste) of the food allergen is the principal route of exposure Tactile (touch) exposure Inhalation (smell) exposure 57

Requirements of SFSP Sponsors 1) Written policies and procedures for identifying, documenting, and accommodating students with food allergies, and 2) Documentation verifying participation in food allergen training recognized by the Massachusetts Department of Elementary and Secondary Education and the Department of Public Health. 58

Food Allergy Awareness Strongly Recommended Suggestions for SFSP Sponsors The sponsor will train all site staff on the policies and procedures as they relate to onsite food allergy awareness. Using the Allergen Posting at all of the SFSP feeding sites. This was not designed to designate allergen issues for every meal served, just a general warning. 59

SFSP IMPORTANT The meal served at this site may contain one of the following allergens: FOOD ALLERGEN POSTING FOR SFSP SITES EGGS FISH MILK PEANUTS SHELLFISH SOY TREE NUTS WHEAT This meal may have been prepared in a facility that is NOT allergen-free. 60

Food Allergy Awareness Resources 1) American Celiac Disease Alliance http://americanceliac.org/ 2) Asthma and Allergy Foundation of America http://www.aafa.org/ 3) Food Allergies: About.com http://foodallergies.about.com 4) Food Allergy & Anaphylaxis Network http://www.foodallergy.org 5) Food Allergy Initiative http://www.faiusa.org/?page=home 6) John Stalker Institute of Food & Nutrition http://johnstalkerinstitute.org/ 7) Massachusetts Department of Elementary & Secondary Education Office for Nutrition, Health and Safety Programs http://www.doe.mass.edu/cnp 8) Massachusetts Department of Public Health Approved Vendors http://www.mass.gov/eeohhs2/docs/dph/environmental/foodsafety/allergen_a wareness_vendors.pdf 9) Massachusetts Department of Public Health Food Protection Program http://www.mass.gov/dph/fpp These are available in the Additional Summer Food Service Resources document in the Online Document Library. 61

SFSP Changes For Returning Sponsors: All changes to your program requested after initial program approval require an amendment to your online application. For New Sponsors: A Change Form is in Appendix 20 of the ESE Summer Food Service Program Guide as well as the Online Document Library. Forms must be completed as directed and emailed to charrington@doe.mass.edu so ESE records can be kept up to date. 62

Field Trip Policy Meals taken on field trip may be claimed. Email notification of date/specific location of trip. Use standard form in the manual (Appendix 19 in the ESE Summer Food Service Program Guide) and in the Document Library. And Justice for All poster must be displayed prominently on all field trips. 63

Additional Information Dietary Substitutions Commodity Foods Family Style Meals Offer vs Serve 64

Reviews USDA ESE (Sponsor Reviews and Site Reviews) Common Errors pages 79-80 in the ESE Summer Food Service Program Guide. Open reviews from last year 65

The Document and Reference Library has been set up as a repository for important documents related to the SFSP Programs. The ESE staff will update this list periodically. The documents will usually be a word template or excel spreadsheet. Document Library www.doe.mass.edu Go to Select Program Area and Choose Security Portal to access all Nutrition Online Resources/Claims. 66

Thank you for your efforts! Thank you for providing meals to children in Massachusetts during the summer months. It s vital to ensure that nutritious meals are still available even when schools may be closed. 67