Summer Food Service Program Training April 6, 14, 21 and May 6, 13, 25, 2011 Amy Socolow Robin Haunton Office for N

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

2. 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.

3. 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

4. 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.

5. 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.

6. 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

7. 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

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

9. 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

10. 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

11. 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

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.

18. 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.

19. 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.

20. 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.

21. 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.

22. Meal Benefit/Income Eligibility FormSee 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.

23. 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.

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

25. 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.

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

27. 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).

28. 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.

29. 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.

30. 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.

31. 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

32. 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.

33. Sponsor Responsibilities(continued) Summer Food Service Program Meal Patterns For the purpose of this table, a cup means a standard measuring cup.

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

35. 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.

36. 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.

37. 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.

38. 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!

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

40. Sponsor Responsibilities (continued) CIVIL RIGHTS NONDISCRIMINATION STATEMENT All sponsor program materials must contain the USDA non-discrimination 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

41. 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.

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

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

44. 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.

45. 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.

46. 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.

47. 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).

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

49. 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.

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