Part 2: Administering the SFSP Program – Administrative Review

1. Part 2: Administering the SFSP Program – Administrative Review Oregon Department of Education Summer Food Service Program

2. Objectives Review procedures Examples and consequences of Review findings How to create a corrective action plan Common findings

3. Review Procedures Site level: Meal service operations Recordkeeping at the site Sponsor level: How claim for reimbursement is assembled Review of records maintained by sponsor Sponsor’s must: Make all records available for ODE CNP review Implement corrective actions Review results may: Affect the amount of reimbursement

4. Examples of Review Findings • Failure to maintain adequate records • Failure to adjust meal orders • Failure to have a trained site supervisor • Serving meals that do not include all required components or correct quantities • Serving more than one meal at a time • Children eating complete meals off-site • Additional program findings- USDA Administrative Guidance for Sponsor

5. Consequences of Review Findings Withholding or recovery of reimbursements Temporary suspension Termination and exclusion from future participation

6. Corrective Action Plan When ODE CNP identifies findings during a review: Sponsors are required to correct the problems found Sponsors will write a specific corrective action plan to correct the problems ODE CNP will initiate a follow-up system to ensure that Sponsors implement their corrective action plan

7. Corrective Action Plan What How Who When Supporting Documents

8. ODE CNP Review Findings Maintaining adequate records Meeting meal pattern requirement Requesting health inspection Conducting/documenting site monitoring visits Conducting point-of-service meal counts Providing training to site personnel Complying with Civil Rights requirements Meeting meal service requirements

9. Guidance Materials The following USDA SFSP guidance materials are available to assist sponsors with program implementation. • Administrative Guidance for Sponsors • Monitor’s Guide • Site Supervisor’s Guide • Nutrition Guidance for Sponsors • Food Buying Guide • Food Buying Guide Calculator The USDA SFSP guidance materials are available on the USDA’s SFSP Resource Web page under “Handbooks” at http://www.fns.usda.gov/sfsp/sfsp-faqs-about-sponsors-0. The Food Buying Guide is available on USDA’s Web page at http://www.fns.usda.gov/tn/foodbuying-guide-child-nutrition-programs. The Food Buying Guide Calculator is available on National Food Service Management’s (NFSMI’s) Web page at http://fbg.nfsmi.org/.

10. Questions?

11. USDA Non-Discrimination Statement The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complain form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.govIndividuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.