Module One

1. Module One SFSP Orientation, Guidance, Regulations and Policy Overview, Sponsor Applications and Responsibilities School and Community Nutrition 2013

2. WELCOME! • Application now completed in CNIPS • Site based claiming in CNIPS • State Agency site and administrative reviews completed in CNIPS • Corrective Action is submitted and approved in CNIPS • All Kentucky policies and required forms are currently under revision • Will not be assigned to a specific consultant for ongoing approval throughout the summer

3. SCN Summer feeding program email address • Ongoing State Agency trainings, primarily provided through e-learning courses and Live Meetings to decrease travel expenses and time away from your organization • SPIN (Summer Program in a NUTSHELL) GUIDES, NEWSLETTER and UPDATES!

4. Outreach, outreach, outreach, and outreach. Did we mention that there is going to be a HUGE emphasis on outreach? • Child Care Branch has joined in on the fun!

5. Trainings Due to the amount new processes (CNIPS) and ongoing development of program formsand policies, the SFSP program training will consist of the following 1. Program Orientation Live Orientation or e-learning course. 2.Regularly scheduled training sessions These will be provided through e-learning courses and through Office 365 throughout the summer to provide the additional training needed on policies, forms, claims, corrective action submission and any other identified area of need.

6. All new and private non profit sponsors are required participate in all program training. Participation will be tracked. • Experienced School Food Authorities are no longer required to attend annual training, however, it is in the best interest of experienced SFA’s to participate.

7. Where to start? With so many changes and so many things new this year where do we start with planning our programs?

8. 2013 USDA Issued SFSP Guidance Recommended “Summer Reading” • Administrative Guide • Nutrition Guide for Sponsors • Monitor Guide • Site Supervisor’s Guide • Site Supervisor’s Guide (Spanish) http://www.fns.usda.gov/cnd/summer/library/handbooks.html

9. USDA Issued Policy Memos (Online) Memo No. Title Date Issued 10-2013 Demonstration Project for Non-Congregate Feeding for 02/15/13 Outdoor Summer Feeding Sites Experiencing Excessive Heat 09-2013 Tax exempt Status for Private Nonprofit Organizations in 01/24/13 CACFP and SFSP 08-2013 Site Caps in SFSP 01/24/13 07-2013 SFSP Standard Contract Threshold 01/24/13 06-2013 Additional State Requirements in SFSP: REVISION 01/24/13 05-2013 SFSP Questions and Answers 11/23/12 04-2013 Summer Feeding Options for School Food Authorities 11/23/12 03-2013 Determining Area Eligibility Based on School Data 11/23/12 02-2013 Procurement Geographic Preference Q&As - Part II 10/09/12 01-2013 Federal Small Purchase Threshold Adjustment 10/02/12

10. USDA Issued SFSP Guidance It is the responsibility of the Sponsor to be knowledgeable of all information contained in USDA and State Guidance.

12. SPIN Newsletter and updates • Ongoing program training • SCN’s Website Find training materials here http://education.ky.gov/federal/SCN/Pages/Summer-Food-Service-Program-(SFSP).aspx • USDA Guidance (Summer Administrative Guide!)

14. Quick Review of Program Essentials WHAT? 7 CFR 225.9(d) Reimbursements are based on the number of meals served to eligible children at approved summer feeding sites during approved operating times. WHO? CFR 225.2 Definitions, Attachment 1 -Children age 18 and under -19 years and over who has a mental or physical disability and who participates during the school year in NSLP. -Age 18 and under pregnant women who receive early Head Start svc. WHERE? Organizations sponsor feeding sites in needy area in which eligible participants receive a meal free of charge.

15. Sponsor Eligibility • 7 CFR 225.14(b), (c) , (d) • A public or private non-profit school food authority • A public or private non-profit residential camp • A public of private non-profit college or university participating in the National Youth Sports Program; a unit of local, county, municipal, State of Federal government; or • Any other type of private non-profit organization

16. Sponsor Responsibilities • Demonstrate Financial and Administrative Capability • Not Have Been Declared Seriously Deficient • Serve Low-Income Children • Conduct a Nonprofit Food Service • Provide Year-Round Service • Exercise Management Control Over Sites • Conduct Pre-Operational Visits • Sign Written Agreement Page 14 Admin Guide

17. Applications • Sponsors must submit applications to the SA annually and sign a permanent agreement that identifies participation in the SFSP before an application can be approved. • Applications are completed and submitted through CNIPS. • Double and triple check the contact information!! The email addresses in CNIPS will be used for most of the communications issued throughout the summer.

18. Applications REMEMBER to click the red SUBMIT FOR APPROVAL button!!! We are unable to process applications that have not been submitted for approval. If the submit for approval button is not available, this means that not all required areas of the application have been completed.

19. Application Requirements DocumentWhere to enter in CNIPS Application Proof of tax exempt status, for non-profit sponsors “Sponsor Checklist” Information to establish administrative and financial responsibility “Budget Detail” Site information for each proposed site “Site Application” Written policy statement on free meals “Sponsor Checklist” Media release “Site Application Checklist” Management plan “Management Plan” Training program plan “Sponsor Checklist”

20. Management Plan • You will need to identify key staff in your management plan. The Administrative Guide outlines the administrative responsibilities needed to operate the program successfully. • While your program may not have all of these positions, the activities related to all of these positions should be in place. • Ultimately it is the responsibility of the Director of the program to ensure all areas are covered.

21. Administrative Staff • Assistant Director's Responsibilities • Train sponsor and site personnel • Design forms for recordkeeping purposes • Liaison for vendor to adjust meal delivery • Check reimbursement vouchers • Maintain time and attendance records of staff • Maintain records on number of meals served • (Director Ultimately Responsible) • Area Supervisor's Responsibilities • Schedule Monitors' visits • Check monitors' reports • Prepare weekly summaries of monitoring efforts • Provide ongoing training for monitors • Visit sites with monitors • Determine need for and following through on corrective action • Review meal counts from sites for unusual patterns

22. Administrative Staff-cont’d

23. Training From the Administrative Guidance:

24. Training • A training agenda and the dates that trainings will be provided or have taken place is submitted with the sponsor application. • Sponsors must have documentation through sign in sheets to demonstrate that training as been provided as required. These do not need to be submitted with the application this year. • SCN has a prototype form that may be utilized to document training agenda’s and be used as a sign in sheet.

26. Training NOTE! Sponsors are required to maintain documentation that all individuals who provide service in the program, from administrative personnel down to site level staff, have been trained on program requirements as they pertain to the duties they perform. See Attachment 15 of the Admin Guide for checklists of topics for each group.

27. Good Frontline people will determine your success as a SFSP sponsor- a good monitor or good site supervisor is worth his or her weight in Gold!!

28. Questions?