The Summer Food Service Program for Children

1. The Summer Food ServiceProgram for Children

2. Agenda 9:00 - 9:15 Introductions, Set-up of Training Manual, Resources Recap of Summer 2009 9:15 - 10:30: Review of Program Requirements Planning the Program & Meal Service 10:30 – 10:45 Break 10:45 - 12:00 Program Administration Training Monitoring Civil Rights Program Payments – review of claim process & budget Recordkeeping Requirements Review of On-line Application Process Administrative Reviews Resources

3. SFSP 2009 124 sponsors with approximately 562 sites – net increase of 18 sponsors and 36 sites! Served over 1.9 million meals – up 12% from 2008 Paid out nearly 5 million in reimbursement

4. Program RequirementsPlanning the Program Sponsor Responsibilities Site Eligibility Evaluating & Selecting Sites Meal Service Staffing

5. The Sponsors…they can be: Public or private nonprofit school food authorities; Public or private nonprofit summer camps; Units of local, municipal, county, tribal, or State government; Public or private colleges or universities; and Private nonprofit organizations.

6. Sponsor ResponsibilitiesAttachment 5 A qualified agency that can financially administer the SFSP Capable of fulfilling monitoring requirements Train personnel annually Provide meals that meet the meal pattern requirements within the allowed time frames Maintain accurate records to justify meals served, meal counts, income/expenditures, etc. Maintain site eligibility verification File reimbursement claims within allowed timeframe

7. Program RequirementsPlanning the Program Sponsor Responsibilities Site Eligibility Evaluating & Selecting Sites Meal Service Staffing

8. Site EligibilityAttachment 6 & 7 Participant Eligibility: 18 y.o. and under; a person 19 or older who is determined by a State or local educational agency to have a mental or physical disability and who participates in an educational program during the regular school year The following sites are able to serve up to 2 meals/day: Open Restricted Open & Special Restricted Open Enrolled Migrant and Camp Sites - can receive reimbursement for up to 3 meals/day

9. Open Sites Open sites serve children in geographic areas where 50 percent or more of the local children are eligible for free or reduced price school meals. Two primary methods are used to qualify sites: Elementary School Data letter from school district providing enrollment, number of free/reduced for a particular month during the school year or copy of the Elementary School Data Report (DPI has public school data from September, 2009). This data can be found on the web at: http://dpi.wi.gov/fns/progstat.html. School data is good for 5 years Census Tract Data – Using 2000 Data Provide DPI with exact address of any NEW site location to determine census tract/eligibility DPI able to provide you with a map of eligible areas Special Note: School Sponsors who operate summer school programs are required to be “open” and provide meals to the children enrolled in the summer school as well as those children living in the area.

10. Restricted Open Sites Restricted Open sites are open sites that restrict attendance on a daily basis for reasons of security, safety or control to due staff limitations. These sites also serve children in geographic areas where 50 percent or more of the local children are eligible for free or reduced price school meals. Two primary methods are used to qualify sites: School Data letter from school district providing enrollment, number of free/reduced for a particular month during the school year or copy of the Elementary School Data Report (DPI has public school data from September, 2009) Census Tract Data Provide DPI with exact address of any NEW site location to determine census tract/eligibility

11. Special Restricted Open SitesOr Modified Area Eligible Sites Special Restricted Open sites are open sites that are located in non-needy areas and meet the following criteria: Draw children exclusively from eligible areas; Open to broad community participation from eligible areas—the only limits that can be imposed on participation are daily limits for reasons of security, safety, or control; Do not charge a fee for children to attend; Do not allow children from the surrounding non-needy areas to attend. Documentation needed: List of eligible areas from which the children reside along with the supporting School Data or Census Tract Data as required for a regular open or restricted open site.

12. Enrolled SitesTab 2, Attachments 8-10 Enrolled sites serve only identified groups of children on a daily basis. There are 2 ways to qualify an enrolled site. Elementary School Data letter from school district providing enrollment, number of free/reduced for a particular month during the school year or copy of the Elementary School Data Report (DPI has public school data from September of each year). Census Data OR Free/Reduced Status of the Children If site is not located in an area that is automatically eligible, it can still qualify if 50% of those children enrolled are eligible for free or reduced price meals.

13. Documentation for Enrolled SitesTab 2, Attachments 8-10 If not located in an area that meets the 50% threshold: Income Applications/Enrollment Lists Collect income applications and enrollment figures for each enrolled site--use Attachment 8 (parent letter) and Attachment 9 (income application). Use correct Household Size-Income Scale when approving--Attachment 10. Updated scale will be mailed to your agency in May or early June. School District Documentation It is permissible to obtain the “needy” status of children from the school district(s) they attend. CACFP income forms may also be used. Obtain eligibility on District letterhead or copy of actual income application. If child was determined to be free or reduced in the NSLP they are considered “needy” in the SFSP.

14. Migrant Sites Migrant sites can participate in the SFSP. To confirm migrant status, sponsors must submit information obtained from a migrant organization which certifies that the site served children of migrant farm worker families to document its eligibility Migrant sites operated by a sponsor participating in the DPI Migrant Education Projects do not have to submit the certification. Migrant Organizations that sponsor migrant sites, certify to this requirement within the Agreement – separate documentation is not required. If the site also serves non-migrant children, the sponsor must certify that the site predominantly serves migrant children. This certification is completed as part of the on on-line Application process and satisfies eligibility for the site for the entire summer. Sponsors may serve up to 3 meals/day at approved migrant sites

15. Site Eligibility Documentation of site eligibility required: Open/Restricted Open/Special Restricted Open: maintain on file school or census tract data to support eligibility letter from school district providing enrollment, number of free/reduced for a particular month during the school year or copy of the Elementary School Data Report (DPI) census tract information (DPI will provide) Enrolled: letter from school district providing enrollment, number of free/reduced for a particular month during the school year or copy of the Elementary School Data Report (DPI) OR maintain on file approved income applications from households along with the list of children enrolled in the program or income eligibility determination from School District (on district letterhead) along with the enrollment list. Migrant certification that site serves primarily children of migrant farm workers

16. Site EligibilityTab 2, Attachment 6 & 7 Participant Eligibility: 18 y.o. and under; a person 19 or older who is determined by a State or local educational agency to have a mental or physical disability and who participates in an educational program during the regular school year Site Definitions & Eligibility Camps sponsor receives reimbursement for the meals served to “needy” children for up to 3 meals/day Upward Bound & Other Pre-college Programs may be classified as a camp whereby sponsor receives reimbursement for the meals served to “needy” children for up to 3 meals/day may be classified as an enrolled site whereby sponsor receives reimbursement for all meals served for up to 2 meals/day

17. Residential/Nonresidential Camps Residential summer camps and nonresidential day camps that offer a regularly scheduled food service as part of an organized camping program for enrolled children may participate. Nonresidential day camps must offer a continuous schedule of organized cultural or recreational programs for enrolled children. Camps receive reimbursement based on the number of children who have been determined to be eligible for free and reduced price meals, based upon income statements collected from households of children attending camp AND/OR documentation received from a school. Camps may claim up to 3 meal services per day, per child.

18. Residential/Nonresidential Camps Tab 2, Attachments 8-10 Income Statements/Enrollment Lists Collect income statements and enrollment figures for each session--use Attachment 8 (parent letter) and Attachment 9 (income statement). It is important to use the most current forms! Use correct Household Size-Income Scale when approving--Attachment 10. Updated scale will be mailed to your agency in May or early June. School District Documentation It is permissible to obtain the “needy” status of children from the school district(s) they attend. Obtain eligibility on District letterhead or copy of actual income application. If the child was determined to be free or reduced in the NSLP they are considered “needy” in the SFSP.

19. Upward Bound Programs Agencies operating Upward Bound Programs may participate in the SFSP. Upward Bound Programs may claim for 2 or 3 meals per day: Two meals = Enrolled Site Three meals = Camp Site Based on Upward Bound’s income eligibility standards, income statements DO NOT have to be collected specifically for the SFSP. If a child is income eligible for Upward Bound, they are considered ‘needy’ in the SFSP. Enrolled Site - Based on Upward Bound’s requirement that two-thirds of children enrolled be ‘income eligible’, an Upward Bound site serving Upward Bound Program students exclusively automatically qualifies to become an enrolled site. Sponsor receive reimbursement for all meals served to Upward Bound participants, up to 2 meals/day

20. Upward Bound Programs Enrolled Site - Upward Bound Programs sites NOT providing service exclusively to Upward Bound program participants may be classified as an enrolled site, providing at least 50% of the children that attend on a daily basis are considered “needy” based on income information obtained for the Upward Bound Program. Camp Site – receiving reimbursement for up to 3 meals/day: Reimbursement received is determined based on the number of children enrolled that are income eligible for Upward Bound (i.e. ‘needy’ in SFSP).

21. Other Pre-College Programs Agencies operating Pre-college Programs may participate in the SFSP; even if already participating in the DPI Pre-college Scholarship Program. Pre-college Programs may claim for 2 or 3 meals per day: Two meals = Enrolled Site Three meals = Camp Site Enrolled Site: At least 50% of the students enrolled in the Pre-college Program would need documentation to indicate that they are ‘needy’. Sponsor would receive reimbursement for all meals served to the Pre-college students, up to 2 meals/day Pre-college Programs must establish eligibility by either obtaining the income statement (like regular camp type sponsors) and make a determination of income status OR obtain documentation of free or reduced price meal status from the school district that the children most recently were enrolled. If the child is approved as eligible to receive free or reduced price school meals, they are considered ‘needy’ in the SFSP.

22. Other Pre-College Programs Camp Site - receiving reimbursement for up to 3 meals/day: Reimbursement received is determined based on the number of children enrolled that are income eligible; determined by collection of income statements and/or data from school child attends.

23. Documentation for CampsTab 2, Attachments 8-10 Income Applications/Enrollment Lists Collect income applications and enrollment figures for each session--use Attachment 8 (parent letter) and Attachment 9 (income application). It is important to use the most current forms! Use correct Household Size-Income Scale when approving--Attachment 10. Updated scale will be mailed to your agency in May or early June. School District Documentation It is permissible to obtain the “needy” status of children from the school district(s) they attend. Obtain eligibility on District letterhead or copy of actual income application. If child was determined to be free or reduced in the NSLP they are considered “needy” in the SFSP.

24. Please use the new Parent Letter and Household –Size Income Statement – Tab 2, Attachment 8 & 9

25. Income Application Issues Automatic eligibility--Food Stamps, W-2, FDPIR if a child receives Medial Assistance or SSI payments, this does NOT automatically qualify the child as “needy” Quest Card (WI) and Link Card (IL) numbers cannot be accepted Foster Children - In terms of completing the Household Size - Income Statement, a child who is the legal responsibility of a welfare agency or the court may be considered a foster child. foster children are considered a household of one income applications for foster children should only include personal income for that child (not money paid to foster parent(s)). Zero should be listed if no income an adult household member must sign and date the form Family Size and Income Determinations for Military Families Household members that are deployed for service are to be considered “temporarily absent” (consider them as a household member and include their income sent home). The housing allowance for military personnel living in privatized housing has been permanently excluded from consideration as income when determining household eligibility for free or reduced-price meals. “Privatized housing” refers to the Military Housing Privatization Initiative, a program operating at a number of military installations. It is important to note that this income exclusion is only for service members living in housing covered under the Initiative. It is not an allowable exclusion for households living off-base in the general commercial/private real estate market

26. Income Application Issues Family Size and Income Determinations for Military Families, cont. Combat pay is excluded if it is: Received in addition to the service member’s basic pay; Received as a result of the service member’s deployment to or service in an area that has been designated as a combat zone; and Not received by the service member prior to his/her deployment to or service in the designated combat zone. Other military benefits received in cash must be considered as income. An in-kind benefit where the household receives no cash is NOT counted. Income Applications must include the determination (needy/non-needy), date and initial/signature of determining official must be complete! All require an adult signature and date. The adult’s SS# or a designation that they do not have one must be made for income statements that are determined based on income.(ideally completed and determined prior to the end of the session in which the child is attending).

27. Program RequirementsPlanning the Program Sponsor Responsibilities Site Eligibility Evaluating & Selecting Sites Meal Service Staffing

28. Evaluating an Area and Selecting Sites Tab 3, Attachments 11-13 Operating Limitations Listed on pg. 30 of the Administrative Guidance Manual Sponsor/Site Agreement--Attachment 13 helpful when sties are not affiliated with your organization agreement list specific responsibilities of the site supervisor for the food service program Pre-operational Requirements Site visit prior to operation required for new sites and site that have had problems and/or a change in personnel—Attachment 11 Health and Sanitation--List of Sanitarians—Tab 4, Attachment 23

29. Program RequirementsPlanning the Program Sponsor Responsibilities Site Eligibility Evaluating & Selecting Sites Meal Service Staffing

30. Evaluating an Area and Selecting Sites Tab 3, Attachments 11-13 Evaluating an area ask parks and recreation about their summer rec programs contact youth organizations, including YMCAs, YWCAs, Boys & Girls Clubs, and scout troops about their summer plans contact faith-based organizations about summer activities consider other areas (housing complexes, community centers, rural trailer parks, etc.) where children congregate and look for ways to bring meals to the them contact your local food bank or pantry to ask about opportunities to partner in the community contact local parent groups to determine the level of parental support Selecting Sites--may wish to use Attachment 11 to collect initial information about the site: Meal Service Facilities, Site Supervision, Serving Capacity, Site Activities, Number of Sites

31. Evaluating an Area and Selecting Sites Tab 3, Attachments 11-13 Operating Limitations Listed on pg. 30 of the Administrative Guidance Manual Sponsor/Site Agreement--Attachment 13 helpful when sties are not affiliated with your organization agreement list specific responsibilities of the site supervisor for the food service program Pre-operational Requirements Site visit prior to operation required for new sites and site that have had problems and/or a change in personnel—Attachment 11 Health and Sanitation--List of Sanitarians—Tab 4, Attachment 23

32. Program RequirementsPlanning the Program Sponsor Responsibilities Site Eligibility Evaluating & Selecting Sites Meal Service Staffing

33. Meal ServiceTab 4, Attachments 14-23 Meal Preparation Nutrition Goals Menu Planning Meal Pattern, Evaluation, Special Needs Production Records Purchasing & Commodities Sanitation & Food Safety Time Requirements & Other Meal Time Rules

34. Meal Preparation Self-prep – sponsor prepares their own meals on-site or at central location. Vended – sponsor buys meals from a school or caterer/Food Service Management Company (FSMC); requires an agreement between sponsor and vendor which must be submitted with the Application-Agreement– Sample Agreements (Attachment 16A and 16B) is located under Tab 4 of the Attachments. Purchasing meals only from a school – written agreement between the school and sponsor is much simpler and does not require the formal competitive purchasing procedures. Use Attachment 16A. Purchasing meals from a caterer/FSMC – written agreement between caterer/FSMC and sponsor is required. Formal competitive purchasing is not required unless the contract is expected to exceed $100,000. For those contracts under $100,000, please use Attachment 16B. Contact DPI for a Prototype Invitation for Bid and Contract that will EXCEED $100,000. If contract exceeds $100,000, must follow the formal bid procedures and the invitation to bid and bid schedule must be submitted to DPI for review. DPI must be present for bid openings exceeding $100,000. NOTE: Agencies with year-round FSMC contracts, participating in the SFSP, must have SFSP language in their contract or the contract must be rebid.

35. Nutrition Goals Nutrition Guidance for Sponsors  Provide meals that meet the meal pattern requirements and are appetizing to children. The meal pattern requirements ensure that children receive well-balance meals that supply the kinds and amounts of foods that they require to help meet their nutrient and energy needs. Meet the Dietary Guidelines Challenge by: Adding variety to your menus; Including physical activity in daily activities; Lowering saturated fat, trans fat, cholesterol, salt and added sugars; Practicing food safety rules.

36. Meal Pattern Requirements Open/Restricted Open/Enrolled sites can serve up to two meals services per day in any combination other than lunch and supper. Camps and Migrant Sites can serve up to three meals per day (any combination of breakfast, lunch, supper, snack) School Food Authorities: Can use the SFSP Meal Pattern or The same menu planning system used in prior school year. Can implement the Offer Vs Serve Provision at all sites.

37. SFSP Meal PatternBreakfast For a breakfast to be a reimbursable meal it must contain: one serving of milk (8 fl. oz.) one serving of a vegetable or fruit or full-strength juice; and (1/2 cup) one serving of grain/bread (varies) A meat or meat alternate is optional

38. SFSP Meal PatternSnacks For a snack to be a reimbursable meal, it must contain two food items. Each food item must be from a different food component. However, juice cannot be served when milk is served as the only other component.

39. SFSP Meal PatternLunch/Supper For a lunch or supper to be a reimbursable meal it must contain: one serving of milk (8 fl. oz.); two or more servings of vegetables and/or fruits (combined must equal ¾ cup); one serving of grain/bread (varies); and one serving of meat or meat alternate (2 oz).

40. Field Trips All meals taken on a field trip must meet the same meal pattern requirements if you want to claim for them – No exceptions! Sites must notify the sponsor of the field trip ahead of time. Open sites need to keep meals on-site for those children not going on the field trip; Production records must be kept for the field trip meal. If the meal is not prepared by the sponsor, complete production information must be obtained from the caterer or restaurant indicating that the meal provided met the meal pattern requirements for the meal to be claimed. This can be difficult! A meal count form must be completed when the meals are distributed.

41. Evaluating Your Menu & Eating Environment Use the Summer Menu Checklist on pg 38 of the Nutrition Guidance Manual for Sponsors! Evaluate the Eating Environment: Make mealtime a happy time Consider the physical environment Promote nutrition education Merchandize your meals

42. Accommodating Children With Special Needs A child whose disability restricts his/her diet shall be provided food substitutions only when supported by a statement signed by a licensed physician. The medical statement shall identify: the individual’s disability and why the disability restricts the child’s diet the major life activity affected by the disability the food or foods to be omitted from the child’s diet and the food or choice of foods that must be substituted Children with disabilities: A child whose disability restricts his/her diet shall be provided food substitutions only when supported by a statement signed by a licensed physician. Children with disabilities: A child whose disability restricts his/her diet shall be provided food substitutions only when supported by a statement signed by a licensed physician.

43. Food Allergies Caused by the body’s immune system Most common in infants due to their immature digestive systems Determination should be made whether the child’s allergic condition meets USDA’s definition of a disability A food allergy is caused by the body’s immune system reacting inappropriately to a food or food additive. Most common in infants, due to their immature digestive systems. Usually outgrown during the preschool years. A determination should be made whether the child’s allergic condition meets USDA’s definition of a disability. (see definition on previous slide)A food allergy is caused by the body’s immune system reacting inappropriately to a food or food additive. Most common in infants, due to their immature digestive systems. Usually outgrown during the preschool years. A determination should be made whether the child’s allergic condition meets USDA’s definition of a disability. (see definition on previous slide)

44. Milk Substitutions for School Programs New Milk Rule: This new rule allows non-disabled students who cannot consume fluid milk due to medical or special dietary needs to submit a note from a medical authority or parent as evidence they need an alternative to fluid milk. If a school chooses to accommodate a request for a milk substitution that is not a disability (which can now be signed by medical authority or parent/guardian), they must provide a nutritionally equivalent substitute. This final rule is not intended to accommodate students who do not drink cow’s milk due to taste or personal preference. Nondairy beverages offered as fluid milk substitute be nutritionally equivalent to fluid milk and provide specific levels of calcium, protein, vitamins A and D, magnesium, phosphorus, potassium, riboflavin and vitamin B-12. More specifics on the amounts are found in the Final Rule and in the USDA memo “Q&As: Milk Substitution for Children with Medical or Special Dietary Needs (SP-35-2009). For more information, visit our website: http://www.dpi.wi.gov/fns/regs.html A food allergy is caused by the body’s immune system reacting inappropriately to a food or food additive. Most common in infants, due to their immature digestive systems. Usually outgrown during the preschool years. A determination should be made whether the child’s allergic condition meets USDA’s definition of a disability. (see definition on previous slide)A food allergy is caused by the body’s immune system reacting inappropriately to a food or food additive. Most common in infants, due to their immature digestive systems. Usually outgrown during the preschool years. A determination should be made whether the child’s allergic condition meets USDA’s definition of a disability. (see definition on previous slide)

45. Menus 2-4 weeks of menus MAY be sent to DPI for review during the Application approval process. It is not required unless and agency is NEW or has had problems with menu planning in the past. sponsor will designate on the application as to whether or not menus will be sent in once received they will be evaluated by DPI sponsor will receive feedback with the approval letter Please!! Review the menu evaluation that comes back with the approved application-agreement for changes that may be REQUIRED.

46. Production Records/WorksheetsTab 4, Attachments 14-15 Production Planning Resources Production Records and Worksheets-An Overview Blank Production Record Prototypes Prototype Production Worksheets and Instructions

47. Production RecordsTab 4, Attachments 14 Provide minimal documentation of meal service estimated number to be served actual number served menu food item serving size quantity prepared quantity leftover Several prototype production records are in your binder Please note the additional line for the second fruit/vegetable (lunch and supper) and column for quantity leftover. Quantity leftover especially important if that food will be served the following day. Still simple…but does not help you plan production – Recommended only for experienced production planners!

48. Production WorksheetsTab 4, Attachment 15 Provides a method to determine the amount of a menu item to purchase AND prepare based on the estimated participation and portion size. Requires reference to yield information from: The Food Buying Guide Child Nutrition Labels Food Specifications Standardized Recipes Grain/Bread Chart – found in the FBG and Nutrition Guidance Manual Commodity Fact Sheets Helps to ensure that meal pattern requirements are met. Production records or worksheets must be completed or meals cannot be claimed for reimbursement!

49. Food Buying Guide Food Buying Guide (FBG) Essential piece in planning meals and production Provides food yields The FBG is on the USDA website. Any updates to the FBG are posted at: http://teamnutrition.usda.gov/Resources/foodbuyingguide.html So, after you’ve planned your menu, it’s time for you to prepare the foods. The new Food Buying Guide can help you with this. The new FBG is finally here. Copies were distributed to all agencies in last Summer. You can also find it on-line on the USDA website (we have a link to USDA, FNS Online on our DPI website). Essential piece in planning meals and production Provides food yieldsSo, after you’ve planned your menu, it’s time for you to prepare the foods. The new Food Buying Guide can help you with this. The new FBG is finally here. Copies were distributed to all agencies in last Summer. You can also find it on-line on the USDA website (we have a link to USDA, FNS Online on our DPI website). Essential piece in planning meals and production Provides food yields

50. Child Nutrition (CN) Labels The CN Labeling Program is a voluntary Federal labeling program for Child Nutrition Programs. Provides information on how a product contributes to the meal pattern requirements. If you purchase a product that does not have a CN label, you must obtain a food manufacturer‘s specification sheet.

51. Recipes  Standardize and Analyze Begin with a standardized recipe Must have list of all ingredients with measures Must provide the # of portions it makes Next, analyze recipe to determine contribution to meal pattern – see FBG, Appendix A. Having standardized recipes makes it easy to plan the menu and production. Documentation on the production record can then be limited to referencing the standardized recipe – no need to detail all ingredients! You can find standardized recipes on the USDA Healthy School Meals Resource System website: http://healthymeals.nal.usda.gov/nal_display/index.php?info_center=14&tax_level=1&tax_subject=230

52. Grain/Bread Chart & Crediting Found on Reference Section of the Nutrition Guidance Manual and on page 3-15 of the Food Buying Guide Helps you to determine the size of a grain product to serve to meet minimum portion size requirements without analyzing a recipe – required for purchased items that do not or are not eligible to have a CN label.

53. The Menu Exercise What records will need to be completed and reviewed to ensure that enough of each menu item is prepared so that the meal can be claimed for reimbursement?

54. Purchasing Food & Nonfood Supplies Tab 4, Attachment 20 - 22 Requirements Competitive purchasing practices are to be followed when purchases of food and non-food supplies are below $100,000. Keep a log of contacts with vendors to show competitive purchasing – Tab 4, Attachment 21 When purchases exceed the $100,000 formal bid procedures must be followed: Solicit bidders through Invitations for Bid Bids are sealed/opened publicly Results in a fixed price contract Contract awarded to the responsive/responsible bidder lowest in price No negotiations

55. Purchasing Remember to: Consider minority vendors: All sponsors are encouraged to take affirmative steps to ensure that minority firms and women’s business enterprises are used when possible. Buy American: “Section 104(d) of the William F. Goodling Nutrition Reauthorization Act of 1998 requires schools and institutions participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) in the contiguous United States to purchase, to the maximum extent practicable, domestic commodities or products for use in meals served under NSLP and SBP.” The Summer Food Service Program is included in this requirement as it is authorized as part of the NSLP. Include the Certification Statement – Suspension/Debarment Tab 4, Attachment 22 Additional Resource 2010 Nutrition Guidance Manual

56. CommoditiesTab 4, Attachment 17-18 You may receive commodities if: you prepare your own meals; a school prepares your meals; you are a school and your meals are prepared by a FSMC that provided service in the most recent school year for NSLP/SBP Commodity Offer: the amount offered is dependent on the estimated number of meals to be served over the summer. SFSP entitlement is $0.015 per meal, although the actual offer is expected to exceed this amount. the handling charge rate is $.0347/gross weight pound for pick-up of commodities. If you choose to have your commodities delivered the charge rate is $.0628/gross weight pound. You will pay this amount for each item your agency orders and receives in addition to any processing fees for the processed products your agency orders and receives.

57. Commodities Tab 4, Attachments 17-18 TWO APPLICATION DEADLINES if you want commodities: The SFSP Application must be submitted on-line and all required documents e-mailed/faxed/mailed to DPI by April 16th. May choose to pick-up or receive delivery - pick up locations are Darien and Eau Claire If you have ordered SFSP commodities in previous years, you will be able to submit the commodity contact and delivery information in the Wisconsin Commodity Internet Ordering System after February 28, 2010. This must be done by April 10th in order to be eligible to receive commodities. The internet instructional manual is posted on the DPI website: http://dpi.wi.gov/fns/market2.html. Towards the end of April 2010, eligible agencies will receive an instruction packet on placing the commodity order. The information packet will include detailed internet instructions for placing the order and will provide instructions for pick-up or delivery. Order commodities using the Internet between May 3, 2010 – May 10, 2010. Print a copy of the commodity order from the Commodity Internet System after May 15th. Order received in June. Transfer leftovers at end of summer to a school or food pantry that receives commodity foods. SFAs may keep leftover commodities to use in NSLP.

58. Sanitation and Food Safetyhttp://teamnutrition.usda.gov/Resources/serving_safe.html Notify your health department prior to the start of your SFSP operation via mail or e-mail. Document correspondence you have with them. Include sanitation and food safety training during your annual operational training that is required for ALL employees and/or volunteers that have food service responsibilities. Utilize the information provided in the Nutrition Guidance Manual for Sponsors Consider inviting a local sanitarian to your training and/or send appropriate personnel to a Serve Safe course Be sure to provide employees/volunteers with what they need to follow the rules on a daily basis: paper towels, sanitizing solution for cleaning tabletops, sanitizer test kits, plastic gloves, hairnets/hats, coolers with ice when needed, etc. Post signs with a list of good sanitation practices in appropriate locations as reminders. Post instructions for manual washing and preparing sanitizing solutions. Closely monitor employees and volunteers throughout the summer to ensure that proper sanitation and food safety practiced are followed.

59. Time Requirements(waivers available if needed) 3 hours must pass between the beginning of one approved meal service (including snacks) and the beginning of another. 4 hours must pass between lunch and supper when a site serves lunch and supper with no afternoon snack. Supper must begin before 7 p.m., and must end by 8 p.m. The serving period for lunch and supper should not exceed 2 hours. The serving period for breakfast and snacks should not exceed 1 hour.

60. Meal Time Rules! Complete meals must be served to all children; All meals (1st and 2nd) must be served only during the approved meal service time. The number of meals served to children are to be counted as the children receive a complete meal; If second meals are served it should be done after all other children have received a first meal; Meals must be counted in the correct category – 1st meals, 2nd meals, Disallowed Meals, Non-program Adult Meals, Program Adult Meals. Children need to remain on-site when eating their meal. Only a whole fruit/vegetable may be taken off-site (this is left to the discretion of the sponsor whether or not to allow this)

61. Meal Time Rules! Provide meals to all children without discrimination; Postings – display menu for the week/month and the “and Justice for All” Poster.

62. Reducing Waste at Non school Sponsored Sites Non school sponsored sites must serve the entire meal to the child in order to receive reimbursement. What can be done to minimize waste? Implement a sharing table for food items at the end of the serving line if allowed by your health dept. These should be items that are wrapped or self contained (banana, milk) and if perishable, be placed on ice. Allow other children who would like ‘seconds’ on an item to take the food to eat from the sharing table. Unless it is a whole fruit/vegetable, the food item must be consumed immediately. Food that is safe to reuse the following day needs to be documented as a ‘leftover’ by the site and then documented on the meal count sheet and on the inventory/production record used by the sponsor. This is required to show that the site had enough of that component on hand the following day to offer all children a complete meal. When possible, offer children choices from the various components. Meal count forms and production records for ‘recycling milk and/or food’ can be found under Tab 10, in the Attachment Section of your materials. .

63. Program RequirementsPlanning the Program Sponsor Responsibilities Site Eligibility Evaluating & Selecting Sites Meal Service Staffing

64. Staffing Administrative duties: state agency training managing and supervising of SFSP site selection process application process outreach efforts hiring, training ensuring monitoring requirements are met ensuring civil rights compliance meal ordering adjustments reimbursement claim processing handling all agreements, contracts, bidding with vendors monitoring sites Essentially all duties listed under Director’s, Assistant Director’s, Area Supervisor’s and Bookkeeper’s and Monitor’s Responsibilities are administrative

65. Staffing Operational duties: preparing meals serving meals clean-up ensuring safe and sanitary conditions at site receiving and accounting for meals ensuring all children eat meals on-site planning and organizing daily site activities taking meal counts

66. Program RequirementsAdministering the Program Training Monitoring Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

67. TrainingTab 6, Attachment 27 & 28 Sponsor Requirements training of monitors training of site supervisors training of other site staff Training required for release of second advance payment does not apply to school district sponsors All nonschool sponsors wishing to receive a 2nd advance, must contact DPI to obtain a form to complete. Training must be documented with an agenda and sign-in sheet of those attending – may use Attachment 28.

68. Administrative personnel: Basic program information (purpose of program, site eligibility, recordkeeping requirements, organized site activity, meal requirements, nondiscrimination compliance) How the program will operate within the framework of the guidelines (how meals are provided, delivery schedule, records/forms used) Specific duties of monitors (conducting site visits/reviews, assigning site responsibilities, monitoring schedule, reporting procedures, follow-up procedures, office procedures)

69. Training Site Personnel Topics to be covered are very dependent on the type of food service operation (central kitchen vs on-site meal prep) Basic for all: meal pattern requirements, menu meal counting/recordkeeping nondiscrimination policy use of leftover food sanitation and food safety issues site monitoring

70. Program RequirementsAdministering the Program Training Monitoring Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

71. MonitoringTab 7, Attachments 29-33 Sites-Visits and Reviews Pre-operational visits required for new sites and sites who had problems in prior year—Attachment 29 First week visits need to visit each site during 1st week of operation—Attachment 30 & 31; waiver of this requirement available. Reviews need to review each site during the 1st four weeks of operation--Attachment 32 & 33 Monitoring plan submitted as part of the Application-Agreement Process Additional Resource Monitor’s Guide A DPI training for Monitors will be held April 21st in Madison!

72. Here’s the Scenario: Site: City Park , Type: Open, Approved Meal Service Time: 12:00 – 1:00 100 bag lunches and milk delivered by sponsor Pre-review: The monitor looks at the approved site application, delivery slips and meal counts submitted by the site. The monitor notes that the site serves all meals delivered each day. No problems were noted on the first week visit. At the site: Meals were delivered at 11:15 am and the park and recreation staff signed for the meals. The monitor arrives around 11:30 am and notes that the meals are sitting on a table ready to be served. The monitor observes some children sitting at tables and others running around playing on playground equipment. Around 11:45 am more children arrive in cars with their parents. A few parents are in a hurry and ask to take meals for their children as soon as possible. The park and recreation staff allow one parent to take two meals and leave the park. It is now 12:00 and the rest of the children begin to line up for meals. Meals are passed out to children until 1:00 pm. Staff use a clicker counter to count meals. At the end of meal service 21 bags and milk are leftover and put into refrigeration. The park quiets down and kids are leaving. Staff see some children leaving with bags but figure most of the food is probably eaten, so they let them go. The monitor reviews the site’s meal count form and notes that the park and recreation staff meal counted 79 meals were served, 21 leftover. What are the problems and what would you do next? What a “Site” to Behold!

73. Here’s the Scenario: Site: Summer Fun Camp Type: Residential Camp Meal Service: Family Style Approved Meal Service Time: 12:00 – 1:00 The monitor is reviewing lunch meal service at this experienced site; arriving in the dining hall around 11:30. The monitor observes that the meal is ready to be served and children are waiting outside to be ushered in by their camp counselor. After consulting with the food service manager, the children are allowed to come in and be seated. It appeared that the counselors were counting children as they came into the dining hall, but it didn’t write anything down. After a rowdy verse or two of one of those fun camp songs, designated children from each table come up to the serving line to retrieve the meal components that have been dished up for their table. As the children are bringing the food to the tables, camp counselors go around to each table asking who would like milk with their meal. Milk is brought to the tables for those that want it. Children are then allowed to go to a salad bar and return to their table to eat; serving themselves whatever they feel like eating as the camp counselors sit at the other end of the dining hall eating their meal. The children eat and meal service ends at 12:30. The leftover food is taken back to the kitchen and tables are cleaned up. Monitoring Exercise

74. Program RequirementsAdministering the Program Training Monitoring Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

75. Civil Rights RequirementsTab 8, Attachments 34 & 35 Civil Rights Pre-award Compliance Review Information: Submitted as part of the Application process; done to help ensure the agency is compliant with the civil rights requirements. Nondiscrimination Statement: Check to be sure you are using the most current statement! Must be printed on all materials which address the SFSP. Examples of materials needing the statement include: enrollment forms, newsletters, brochures, handbooks, flyers, websites. Shortened version may be used only if the print materials is a page or less and there isn’t enough room for the full version. “USDA is an equal opportunity provider and employer.” Public Notification: Sample Media Releases: Must be completed prior to program operation. Attachment 35 (front and back). and Justice for All . . . poster: Please contact DPI for posters. Each site must have a full size poster on display. Outreach: For open sites, be sure you are contact minority organizations in your areas. Use the outreach poster provided by DPI throughout the community. Racial/Ethnic Data Form: Must be collected from each site. Please ensure data collection is done by both race and ethnicity (separate count). Attachment 34

76. Program RequirementsAdministering the Program Training Monitoring Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

77. Program PaymentsTab 9, Attachments 36 - 39 2010 Reimbursement Rates - Attachment 36 Determining Potential Reimbursement under Simplified SFSP - Attachment 37 For all non-camp sites; meal reimbursement is figured by multiplying the number of meals served (by type), by the corresponding operational and administrative reimbursement rate. For camp sites; meal reimbursement is based on enrollment, number of children determined as ‘needy’, and the number of meals served, by session. Allowable Program Costs - Attachment 38 Advance Payments - Certification for Second Month’s Advance (PI-1491) for Non-school agencies Claims for Reimbursement under the Simplified SFSP No longer reporting income, expenditures, disallowed meals, program adult & non-program adult meals, and inventory values! Internet claiming is available and is the preferred method of claiming. A manual is posted on the DPI website: http://dpi.wi.gov/fns/fincou3.html. Password letters will be mailed out along with the Application approval letter for NEW sponsors only. A paper reimbursement form and instructions can be found under Tab 9 of the Attachment Section.

78. Program Payments Claim Deadlines Prior to the start of the summer; determine the number of claims that need to be completed based on the months/days of operation and the SFSP claim guidelines. Remember: If there is 10 days or less of operation within a given month; that month can be combined with the prior or following month, If there is less than 10 operating days in the final month of operation; that final month MUST be combined with the prior month. Funds Remaining After All Expenses Are Paid With the Simplified SFSP it is possible to earn more SFSP money than what is expended. Sponsors that operate the National School Lunch Program or Child and Adult Care Food Program may transfer remaining SFSP money into those accounts. All other sponsors MUST retain the money for use in the SFSP the following summer. Carry-over money must be reported on the SFSP budget within the SFSP Application.

79. Program Payments Audits Requirements If your agency receives over $500,000 of federal funding in total for all Programs operated, a Program specific audit is required Application will ask for this information; if exceeding $500,000 DPI will provide a SFSP audit guide

80. Program RequirementsAdministering the Program Training Monitoring Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

81. RecordkeepingTab 10, Attachments 40-47 Point of Service Meal Count All meals, including field trips, must be counted at the point in which the meal is served to the child. Back-out systems such as tray counts are not acceptable. Acceptable methods to count meals: Check-off at the end of the line using the various forms provided in your binder. Daily Meal Count Forms , Daily Reimbursable Meal Record Token or Popsicle stick method – have the children pick-up a token or stick at the beginning of the line and deposit in a receptacle at the end of the line. The last server ensures that the token or stick is placed in the container. Different colored tokens or sticks could be used to account for second meals and adult meals served. Count the number of tokens or sticks and record on the Daily Reimbursable Meal Record. Works well when only one server is a available. Clicker counter method – click off as each child receives a complete meal. Will require a separate counter or method to account for 2nd meals and adult meals. Record the number of meals served on the Daily Reimbursable Meal Record.

82. RecordkeepingAttachments 40-47 Point of Service Meal Count continued… Forms must be complete and available in order for the meals to be claim for reimbursement. Ideas for organizing meal count forms for sponsors with multiple sites and meal services: Provide sites with forms pre-printed with their site name, number (if applicable), and meal type. Copy meal count forms for the various meal services on different colored paper – using light colors if forms are faxed. Example: breakfast – yellow, lunch – pink, supper – green, snacks – blue. Request that forms be returned by a specific day/time in the week. Set up procedures that will be followed in advance for sites that do not return meal count forms. Make sure sites are aware of the established consequences if meal count forms are not returned.

83. RecordkeepingAttachments 40-47 Field Trips Field Trip Request Form—This must be documented at the sponsor level in order for meals to be claimed. If field trips have not been documented, meals will be disallowed. Field Trip Meal Count Form Expenditures Operational Records (food, food service labor, non-food supplies, utilities, etc.) Administrative Records (admin labor, supplies, utilities, etc.) Operational and Administrative expenses do not have to be separated out but must be on file to support total expenses for the Program. Reminder for Public School Districts: SFSP has been assigned WUFAR Project Code 586 within Fund 50. Site Changes Site Change Form – Can be used by sites to notify sponsor of changes. All changes to site information must be done on-line by the Sponsor. Training Training must be documented annually. May use the Agendas provided in the binder. All persons attending the training must sign in. May use Summer Food Service Program Training—Attachment 28

84. Program RequirementsAdministering the Program Training Monitoring Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

85. Application Process On-line Sponsor/Site Application Due April 16th if requesting commodities and/or an advance Due May 15th if not requesting either. The on-line SFSP application will be ready to accept updates Mid-March. Remember the Commodity Contract must be updated as well if requesting commodities! Instructions may be found on: http://dpi.wi.gov/fns/market2.html. The on-line application instructional manual is posted on the DPI Community & School Nutrition Team homepage: http://dpi.wi.gov/fns/index.html Information from 2009 will be rolled-over. Review and update carefully! Remember to update each site. If a site is not operating in 2010, inactive it. The session page is the last page of the site application – it must be updated!! PRINT OUT A COPY of the Application for yourself when finished. An approved copy will NOT be sent to you with the approval letter. When updates are made throughout the summer you may wish to print a copy of the page updated with a date stamp to verify date submitted to DPI.

86. Application ProcessLogging in…

87. Application ProcessTab 5, Attachments 24-26 Signed Agreement – read prior to clicking on the “I AGREE” button. Do not send unless you have a change in the Authorized Rep. Application Attachments to be e-mailed/faxed/mailed: Letter to Health Dept – EVERYONE Federal Tax Exempt Status (if there has been a change) Equipment/Office Space Rental Agreements (if needed) Media Release (if not using DPI prototype) Vendor Agreement (Vended sponsors only) Invitation to Bid and Bid Schedule (if required) Waiver Request of Time Requirements (if needed) Waiver Request of Meal Service Limit (300 meals/site for PNP – if needed) Meal Pattern Variation Request (usually only needed if serving very young children) Migrant site certification (only required for non-DPI Education sites and for migrant sites not sponsored directly by a Migrant Organization)

88. Application Process Tab 5, Attachments 24-26  Agreement/Policy Statement Located under Tab 5 of the Attachment Section and posted on the DPI website: http://dpi.wi.gov/fns/market2.html. Only needs to be signed by non-school sponsors that have had a change in the Authorized Representative since last summer. School sponsors do NOT have to submit a SFSP Agreement/Policy Statement. The school year Agreement/Policy Statement contains all of the SFSP language. Your agreement on this contract is based on the 3 bulleted items at the top of the Certification page only. All other sponsors must “Agree” to the SFSP Agreement/Policy Statement as posted.

89. Administrative Reviews, Corrective ActionTab 5 and Tab 11 Reviews are conducted once every 3 years, unless there are problems noted during a review. Larger sponsors may receive a review annually. The list of agencies to be reviewed in 2010 are located in Tab 11, Attachment 48. This list is subject to change. Sponsors will be contacted by a DPI consultant prior to the review and will receive a letter outlining the documentation that must be made available during the review. If corrective action is required due to review findings, it is usually due within 30 days, unless the finding is critical and needs immediate correction in order for the sponsor to continue to operate. Sponsors will be provided with Appeal Procedures Tab 5, Attachment 25 if financial adjustments are required and/or it is determined that meals were claimed in error. Serious problems may result in a sponsors may be declared seriously deficient (see Tab 5, Attachment 26).

90. Additional Resources LOTS of resources are available from DPI Door Hangers Community Posters Food Buying Guides Meal Pattern Posters Basics at a Glance (measurements poster) http://teamnutrition.usda.gov/library.html