ABC’s of TEFAP, OFP, ACP

1. ABC’s of TEFAP, OFP, ACP 2018 Member Agency Training

2. I’m just trying to feed people 1/3 of the food the network of TEFAP contracted agencies distributed in 2017 was from USDA, OFP & ACP. That is why it is important to know the rules and abide by them. 2018 Member Agency Training

3. TEFAP and OFP food is allocated to your agency based on the percentage of the total people you serve in your county. • You can order portions of your allocations if you order more than once per month. • The website tracks how much you order each time, so when you have ordered your total allocation, you will no longer see that product • You do not have to take all of your allocation, but you cannot have more than your allocation. Ordering Allocations of Food 2018 Member Agency Training

4. Please check for damage at time of receipt. • You are responsible for verifying that you have received the number of cases of product on your invoice. • If there is a difference between the case count on the invoice and what you received, you have 48 hours to notify Shared Harvest of the discrepancy. Receiving TEFAP, OFP and ACP 2018 Member Agency Training

5. Dry product must be stored at least 4” off the floor and 4” from the wall. • Freezers must maintain temp 0° or below • Refrigerators must maintain a temp between 35° to 40° • Temperatures should be checked & logged daily but no less than 3 times a week. If any discrepancies are logged, document what action was taken. • Temperature logs should be maintained for all storage areas, including freezer, cooler and dry • Maintain a good pest control system with a qualified person on staff or contract with a licensed firm to handle pest control management • You are responsible for the safekeeping of product. • Notify Shared Harvest upon discovering any loss Storing TEFAP, OFP & ACP 2018 Member Agency Training

6. Commodities are to be provided to all eligible persons as part of the food package. • Commodities are not to be the singular source of food supply at a pantry • A once a month give away of TEFAP & OFP commodities only is prohibited • Allocations received MUST be distributed within 60 days of receipt • Allow clients access to all food available, at least once a month to be counted as a full service • Unless you are a shelter or soup kitchen YOU CANNOT OPEN, ALTER OR REPACKAGE PRODUCT. • There is no distribution rate per household size. Distributing TEFAP, OFP and ACP 2018 Member Agency Training

7. Establish regular hours of operation (at least one day each week) • Prominently post at the entrance days and hours of operation, what information the client is required to provide and what geographic area the agency serves • Soup Kitchens may be open to the general public or be located in a shelter that provides meals to the community and or sheltered individuals or families • LD’s may choose to provide distributions of produce, bakery or other surplus items to clients as often as their inventory allows. Distributing TEFAP, OFP & ACP 2018 Member Agency Training

8. 200% of poverty, no proof of income is required • Eligibility to take food home (ETFHF) form provides for self declaration of eligibility and proves receipt of food • Picture ID & Proof of residency is required each visit, unless VCM bar code ID is used – then just verify client record is correct • Proof of family size is prohibited • ETFHF must be completed each time you provide food • A new ETFHF must be started if anything changes during the year, except VCM which auto archives old form and starts a new one • IF A MISTAKE IS FOUND AFTER THE CLIENT SIGNS THE FORM, YOU CAN NOT CREATE A NEW ONE, HAVE THEM SIGN IT AND THEN DISPOSE OF THE INCORRECT ONE. START A NEW FORM GOING FORWARD AND FILE WITH THE OLD ONE • Must keep forms for five years and have a process to destroy the forms after that which protects client confidentiality Eligibility to take food home 2018 Member Agency Training

9. Full Service: Client has access to all foods available from the LD at least once per month • Partial Service: Only produce, bakery, excess inventory or difficult to move products are available as often as the LD allows • Meal providers do not have to use this form • A monthly statistical report is required for each type of service • All LD’s are required to complete forms with 100% accuracy and may be audited periodically by the Ohio Association of Foodbanks Eligibility to take food home 2018 Member Agency Training

10. Do not allow client to fill out anything on form but signature and date Do not allow client to shop/receive food until form has been checked for correct completion LD’s are encouraged to utilize desk guide to insure proper completion If you would like an on site training for all your volunteers, you can schedule a training with Sarah Best practices & resources 2018 Member Agency Training

11. All front line staff and volunteers are to receive Civil Rights Training annually • Document trainings provided using the civil rights training check list • Retain a copy of signed checklist for your records and send a copy of the checklist(s) no later than June 30, 2019 by email or mail to the Agency Relations Director Civil Rights 2018 Member Agency Training

12. Monthly Statistical Reports are due the 15th of the month following the month to which the report pertains. • Statistical Reports should match the count of families and age demographics for that months Eligibility to Take Food Home forms • A separate report is required for full and partial service each month • Soup Kitchens and shelters report the number of people and meals • Number of people should be based on an unduplicated count. If you are able to determine what that count is, you are welcomed to use that format. If you are not able to easily determine an unduplicated count, then go with the busiest sign in or bed count date as your head count for the month. Reports 2018 Member Agency Training

13. Notify Shared Harvest 30 days prior to closing in writing with inventory count • Include plan to return unused TEFAP, OFP and ACP and date of delivery • Collect and return 5 years worth of completed Eligibility to Take Food Home Forms • Upon satisfactory completion of above, Shared Harvest may reimburse the organization for the portion of inventory that carried shares Ceasing Operations 2018 Member Agency Training

14. Shared Harvest may decide to terminate the TEFAP contract immediately if: • Any illegal conduct by LD is discovered • Violation of any provision of the TEFAP contract • If your TEFAP contract is terminated: • A termination letter will be hand delivered at the time Shared Harvest appears at the LD • At that time, Shared Harvest will recover any TEFAP, OFP and ACP inventory • Retrieve five years of Eligibility to Take Food Home forms Terminating Contract 2018 Member Agency Training

15. Review of Inventory • Storage and distribution practices • Cleanliness • Proper posting of required materials • Availability of Food Programs Manual • http://jfs.ohio.gov/ofam/pdf/foodprogramsmanual.pdf • An audit of a month’s worth of Eligibility to Take Food Home forms • Pest and fire control • Review of temperature logs • Civil Rights training verification • Other items as may be required by USDA or ODJFS Monitoring Visits 2018 Member Agency Training

16. ACP provides produce to agencies that call 24 hours in advance of pick-up or delivery, first come first served • Produce can be mass distributed or become part of the food package, either way, forms must be completed • ACP produce must be picked up at the foodbank within 24 hours of the call or placed on delivery if there is room on the truck • Like OFP, ACP is free • Call Rick, Nate or Darrell AFTER 9:00am Ag Clearance Program 2018 Member Agency Training

17. You cannot charge clients for food nor request donations • Donation canisters cannot be displayed where clients are being served • Clients cannot be required to participate in ‘self help’ programs or religious services • Clients are not required to have a referral from another organization • You may not sell, exchange or use for personal gain or in any fraudulent manner any TEFAP, OFP or ACP product. • When distributing TEFAP, OFP or ACP product, you cannot discriminate based on race, color, religion, sex, age, disability or national origin. • Staff or volunteers eligible for TEFAP, OFP or ACP product cannot be given preferential treatment Prohibited Activities 2018 Member Agency Training

18. Read the TEFAP, OFP, ACP Contract • Read the Regional Plan • Read the Programs Manual • Read correspondence or emails from Shared Harvest • Respond when asked • Call with questions Please, Please, Please Read 2018 Member Agency Training