backpack program manual - golden harvest 2017-2018 backpack program table of contents content page #...

Golden Harvest Food Bank provides quality food and other grocery products to those in need. We do this with local community support through direct service programs, food pantries, and community education about hunger.

BackPack Program Manual

2 2017-2018 BackPack Program

Table of Contents

Content Page # BackPack Program Locations 3 GHFB Service Area Map 4 GHFB Program Staff 5 General BackPack Events 6 Section 1: Overview 7 Section 2: Students 8-14 Section 3:Site Coordinators 15-17 Section 4: Program Logistics 17-19 How to Wash Your Hands 20 Loading and Transporting Food Safety 21 Storing Food Safely 22 Defective Cans 23 Section 5: Record Keeping 24-27 Section 6: All About BackPacks 28 Section 7: BackPack Distributions 28-30 Section 8: Program Support 30-33 Section 9: Forms & Checklists 34-38


*BackPack Program Locations

South Carolina Participating Counties # of schools/sites Aiken County 13 schools

Abbeville County 1 site Anderson County 24 schools Bamberg County 1 school Edgefield County 1 school

Greenwood County 12 schools Oconee County 17 schools Pickens County 16 schools

Georgia Participating Counties # of schools/sites Burke County 2 schools

Columbia County 7 schools Glascock County 1 site Greene County 2 schools

Hancock County 1 school Jenkins County 1 school Johnson County 1 school Putnam County 2 school

Richmond County 13 schools Screven County 1 school

Taliaferro County 1 school Warren County 1 school

Washington County 2 schools Wilkes County 1 school

*2016-2017 Locations

A total of 121 schools and sites.


Golden Harvest Food Bank

Service Area Map


Golden Harvest Food Bank Program Staff

Name Job Title Contact Info Travis McNeal Executive Director

(Oversees the Food Bank) 706-736-1199 ext. 211

[email protected]

Kimberly Robinson

Outreach Services Director (Oversees the Outreach

Department)

706-736-1199 ext. 219 [email protected]

*Kimberly Jackson

Child Hunger Programs Coordinator

(Helps you administer the BackPack Program)

706-736-1199 ext. 216

[email protected]

Tammy Jackson Grant Coordinator

(Tracks all funding and grants)


Ann Malay Volunteer Coordinator (Provides opportunities for

you to volunteer)


GOLDEN HARVEST FOOD BANK

P: 706.736.1199

F: 706.736.1375

3310 COMMERCE DR. AUGUSTA, GA 30909

AIKEN DISTRIBUTION CENTER

P: 803.642.2912

F: 803.648.9896

81 CAPITAL DR. AIKEN, SC 29803

ANDERSON DISTRIBUTION CENTER

P: 864.222.9510

F: 864.843.9386

311 ALLIANCE PARKWAY. WILLIAMSTON, SC 29697

mailto:[email protected]











General BackPack Events

Month Activity/Theme August Send out permission slip forms to participating students

1st delivery for some schools (see delivery schedule)

September Complete application and return by September 8, 2017

1st delivery for remaining schools (see delivery schedule)

Hunger Action Month

BackPack Buddies Online Fundraiser

Monthly reports are due by the 5th of the month.

October Monthly reports are due by the 5th of the month.

November Packed with Love (November 4, 2017)

Monthly reports are due by the 5th of the month.

December Monthly reports are due by the 5th of the month.

No December 29, 2017 distribution to students.

January Monthly reports are due by the 5th of the month.

February Monthly reports are due by the 5th of the month.

Thank you letters, cards, drawings due. (Feb 28, 2018)

March Monthly reports are due by the 5th of the month

BackPack Buddies Online Fundraiser

April Monthly reports are due by the 5th of the month.

May Monthly reports are due by the 5th of the month.

Surveys are due. (May 1, 2018)

Red Nose Day

No GA deliveries

June Monthly reports are due by the 5th of the month

No SC deliveries

Nutritional education will be a pilot program at select schools. The quarterly educational flyers will be included in the BackPacks during the months of September, December and March.


Section 1: Overview The mission of Golden Harvest Food Bank (GHFB) BackPack Program is to meet the needs of

children at risk of hunger by providing them with nutritious and easy-to-prepare food to take

home on weekends and school vacations, when they do not have access to free and reduced price

school meals or their household may not have the access to food. This program is currently only

available during the school year.

Nationally, the program concept was developed in Little Rock, Arkansas, in 1995, after a school

nurse asked for help. She had noticed children arriving in her office on Monday mornings

complaining of hunger-related ailments such as stomachaches and dizziness. The nurse sought

help from the local food bank who began providing the school children with groceries in non-

descript BackPacks to carry home. The BackPack Program became an official program of

Feeding America, the national network of food banks, in 2006. Currently, bags of food are

assembled at more than 150 local food banks and distributed at the end of the week to nearly

230,000 children every year.

Golden Harvest Food Bank began its first pilot program in 2006 with the Greensboro Housing

Authority and the Greene County Family Connection. Today, Golden Harvest Food Bank still

provides BackPacks to children at Greensboro Housing Authority as well as over 120 other

schools and sites throughout Georgia and South Carolina.

Program Outcomes:

Reduce health problems in children

Remove the barrier of hunger

Empower school personnel

Increase awareness within the schools and community


Section 2: Students Child Hunger Facts

Research shows that hungry children have poorer mental health and overall health, misses more

days of school, suffer greater rates of behavioral disorders, and are less prepared to learn when

they are in school. According to Feeding America:

13.1 million children lived in food-insecure households in 2015.

In 2015, 14.5 million or approximately 20 percent of children in the U.S. lived in

poverty.

What is food insecurity? If a child does not get enough food outside of school he/she is considered “food insecure.” The

U.S. Department of Agriculture defines food insecurity as households that are uncertain of

having, or unable to acquire, enough food to meet basic needs of all their members because of

insufficient money or other resources.

Examples of food insecurity:

● A chronically hungry child will be anxious for a meal to be served, sometimes

showing up early for meals

● Rushing food lines

● Extreme hunger on Monday morning

● Eating all of the food served

● Not being picky about food served

● Lingering around for second helpings or constantly asks for more Addressing a Child’s Need A child who complains about being hungry is not necessarily a child who automatically

qualifies for the BackPack Program. Growing children have an appetite and will say they are


hungry at periods throughout the day. However, in the case of a chronically hungry child,

certain questions can be asked to assess need.

In the morning, a child may say they are hungry. Ask them if they ate breakfast. If they are

eligible for free or reduced price breakfast then make sure they are taking advantage of this

program. If they say they skipped breakfast, find out why. Ask if they had enough food in their

house or if they simply woke up late and did not have time for breakfast. If they did eat

breakfast, ask what they ate and if it was enough to make them full. You may also ask if they ate

dinner the previous night. Once again, ask what they had for dinner and if it was enough to fill

them up.

By asking a few questions you should be able to assess whether or not this is just a case of

normal hunger (where your stomach growls in anticipation for food – not because of a series of

involuntarily missed meals) or whether this seems to be a frequent incident that results because

of food insecurity (the inability to afford enough food). A child who says there is never enough

food in the house or that all they had for dinner was some potato chips is the child who is

considered chronically hungry. Even if a child worries that there will not be enough food at

home, this is a cause for concern. Food insecurity is the main reason for the BackPack Program.

Any child who exhibits this behavior should be considered a candidate for receiving a BackPack.

● Assess hunger through further questioning

● Determine reason for not eating

● Ask what they ate Physical Appearance Certain physical features are indicators of vitamin and/or food deficiencies. If the skin of a child

appears to be puffy and swollen, it can be due to a protein deficiency. A child who is very thin


and whose bones are starting to protrude may have a lack of protein and calories. Another thing

to watch for is redness around the lips and/or cracked lips. Finally, dry and itchy eyes can be a

sign of a vitamin A deficiency. Please keep in mind that the weight of a child is not always a sure

indication of food insecurity. Some obesity is caused from poor nutrition in the diet of the child.

Any of these physical signs should bring a concern and prompt further questions.

● Extreme thinness or puffy, swollen skin

● Chronically dry, cracked lips ● Chronically dry, itchy eyes

School Performance Sometimes the behavior of a child indicates problems at home, with food insufficiency being one

of the problems. Observing some of the following may help to identify chronic hunger:

● Excessive or unexcused absences

● Hyperactive, aggressive, irritable, anxious, withdrawn, distressed, passive/aggressive –

any display of these mentioned which leads to disciplinary action

● Repetition of a grade

● Difficulty in forming friendships, getting along with others

● Sickness – sore throat, common cold, stomach ache, ear infection, fatigue

● Short attention span, inability to concentrate

Please keep in mind that these signs can also be associated with other unseen/unknown

problems.


How do I know a child is not chronically hunger? Children who are chronically hungry are typically very careful to follow the rules of the

program- they want to make sure they receive their food each week. With that in mind, children

who are not chronically hungry will:

• Forget to pick up the BackPack Friday afternoon

• Leave food at school

• Eat food before leaving school or on the bus ride home

• Complain about the flavor or variety of food

• Discuss what food they have eaten over the weekend

If you see a child displaying these behaviors, they may no longer need the BackPack

Program. Talk to the child to find out more about their situation at home before making a

decision. You may use your discretion and withdraw a student from the program at any time if

their situation changes or if they misuse the program.

Possible exceptions:

• Very young students

• Special needs students

• Children who switch between multiple homes on weekends

• Children who are embarrassed about receiving the food, or may be teased.

Use your best judgment- if a child continues to forget their BackPack but you feel they don’t

have food resources at home, please continue sending home food. The most important thing is to

follow up with the child to assess the reason behind the behavior.

Home Environment Sometimes children will be very open about what is going on at home. For example, a child may

say that his/her dad has lost a job and that the mother does not work. By listening to your

students and by being in contact with parents, the needs of the family can be assessed, which in


turn can help determine whether the child needs to be receiving a BackPack weekly. A single

parent family where the parent works on the weekend is probably a situation in which BackPack

can help a child who may be responsible for fixing their own meals. If the parent is able to fix

meals for the child, but may be limited on the amount of food available, it may be more

beneficial to refer the family to a food pantry. BackPacks are designed for children who are not

able to get sufficient food at home due to neglect or other circumstances that prevent them from

having regular access to food.

● Lack of food resources

● Parent/Guardian is unable to prepare meals

● Moves a lot

● Multiple people living in a household

Any child with multiple risk factors as listed above should be considered for the BackPack

Program. If there are multiple students from one household and any of the students show signs of

chronic hunger then all students in that household should be in the BackPack Program.

How to Identify Students Any child from the McKinney-Vento listing can be a participant

Counselors can work with the teachers. A great example: at one of our schools,

the teachers ask the students to put their heads down and close their eyes. The teacher proceeds

to ask questions such as, did you eat this morning, did you eat last night, do you have socks, do

you have shoes, etc. With each question, the children raise their hand if the answer is a yes. The

teacher records who raises their hand for which question and turns this into the counselor so they

can reach out to those students with resources.

How Long Should A Child Participate in the Program? Chronic hunger can be a long-term or short-term issue:

• Children who are neglected, abused, homeless, or otherwise in very difficult situations may be

on the program the entire year.


• Children whose parents have been laid off, have been evicted from their homes, or are

experiencing other temporary situations may be on the program only as long as the distressing

situation lasts.

As a result, it is very normal for children to come on or off the program throughout the year.

Children should not automatically be enrolled in the program simply on the basis of having

participated the year prior. Likewise, children should not be automatically enrolled because

they receive free or reduced meals. In fact, our experience has shown that only approximately

10% of the children receiving free or reduced price meals are chronically hungry. Throughout

the year, each child’s situation should be assessed, and the child should be enrolled in the

program only if they are determined to be chronically hungry.

Similarly, a child does not have to qualify for free or reduced lunch to be on the program. For

example, if the child’s family qualifies but they choose not to participate, or if the child is

neglected, the child may still be a good candidate for the program.

Talking To Children & Parents about the Program Let the child know they have been invited to join the BackPack Program:

• Explain that the program will make sure they have enough food to eat on the weekends

• Let the child know that if they have enough food at home on the weekends, they will be

removed from the program so another child may take their place.

GHFB does require schools to inform parents, and require parental consent.

• Golden Harvest Food Bank provides sample letters informing parents about the program

• Some schools prefer to talk to parents one on one rather than send a letter home. You may

decide how the program will operate best for your school and families.

Only parents whose children have been referred by a teacher or staff member should be

contacted. Do not send home information to every family at your school- you will have

many children sign up who are not chronically hungry and do not need the program. This


will make it difficult for you to identify which families truly need the program, and will cause

the number of children on the program to be unmanageable.

Food Allergies When communicating with parents, be sure to discuss any food allergies. Use school records to

identify children with food allergies (peanuts, milk, etc.).

Due to the differing types and severity levels of food allergies, we are unable to provide

an allergen-free BackPack.

Talk to the parent to see how they would prefer to handle the issue- sometimes removing

an item from the BackPack is sufficient.

Make a note in your records of any children with allergies, and what their parent’s

preferred method of addressing the issue is.

This may also be a good opportunity to encourage a family to enroll in the free/reduced

lunch program if they do not already participate.

Removing a Child from the Program The school may use their discretion and withdraw a student from the program at any time if a

student’s situation changes or if the student misuses the program. Let the parent/child know that

they are being removed from the program.

What If A Family Needs More Help? If a family is in need of more food, you can use our website to locate our partner agencies in

your community. Go to www.goldenharvest.org then click on “Get Help”, lastly, enter the

zip code. This will bring up contact information for agencies within that particular area. Those in


need can contact these agencies for more information on food distribution or when meals are

served.

Section 3: Site Coordinator Site Coordinator Selection The school site coordinator is the individual at your school who will act as the main contact

between the school and the food bank and thus are the eyes and ears for the food bank for the

most important part of the BackPack Program, distributing the food to the children. This position

includes multiple responsibilities, which are described below. A committed and enthusiastic

school/site program coordinator is crucial to the success of the program. When deciding

who the ideal candidate is, make sure they are able to fulfill the criteria below.

Able to dedicate 1-3 hours a week to the program

Able to be respectful of the confidentiality of the children being served

Able to adhere to the agreed upon terms of the Program Partnership Agreement

Able to fulfill the responsibilities listed in the section below

Site Coordinator Responsibilities (Additional

information can be found in the Program Agreement)

The program site (school) will be responsible for the following:

1. Training/ Meetings/Orientations

a. Review program training materials

b. Attend BackPack program meetings/trainings

2. Record Keeping

a. Maintain all necessary signed permission forms

b. Submit monthly reports


c. Maintain an accurate list of students enrolled in the program (for your record

only)

d. Administer program surveys when needed

3. Monitoring

a. Distribution

i. Make sure BackPacks are only given out to students with permission to be

in the program and by staff/volunteers with a cleared background check

b. Food

i. Count food when delivered to assure nothing is missing

ii. Assure that food is being properly stored

iii. Keep the stock rotated – use oldest items first

4. Student Protection

a. Help ensure that the confidentiality of participants is protected

b. Remove foods to which students have allergies of if damaged

c. Notify participants of food recalls

d. National Background Check completed on all staff/volunteers

5. Communication/Coordination

a. Communicate BackPack Program information to the participants

b. Be the primary communication link with Golden Harvest Food Bank

c. Contact Golden Harvest when food supply is low or the numbers of students serve

need to be adjusted

d. Notify Golden Harvest of any problems with food, delivery or service.

BackPack Coordinator Training Any Food Bank trainings for the BackPack Program are highly important for site coordinators.

Developing and maintaining a working relationship with each distribution site is one of the most

crucial steps in operating an efficient and effective program. These meetings / trainings /

orientations provide an ideal opportunity to make sure the site has their system worked out for

administering the program.


National Background Check (Additional information can be found in the Program

Application)

Staff and volunteers, including the site coordinator, with direct repetitive contact with children

must pass a National Background Search. These Background checks are done to ensure the

safety of the child. Careful screening of staff and volunteers who work with children is an

important risk management precaution. This standard only applies to the staff and or volunteers

that are responsible for distributing the BackPacks to the children. The ways in which these

background checks performed are at the discretion of your distribution school/site.

Annual Program Review All programs are reviewed yearly to determine the need of the school and to determine the

school’s compliance during the school year. This review is important to ensure that we are truly

reaching the areas that are in need and all program locations are following the guidelines set by

Feeding America as well as the program agreement. This review takes place in May of each year.

Section 4: Program Logistics

Quantity Received: Quantity received is based on the number of students in the program and

the total number of weeks the program is in session. Typically, schools will receive 1-2

months’ worth of food during each monthly delivery.

Delivery Day: Delivery will be determined by GHFB. A schedule is provided for each

school/site.

Assisting the Delivery Driver: Please ensure that you have sufficient help from volunteers,

staff or custodians to help unload the BackPacks and place them in their designated location.

The school is responsible for getting the BackPacks to its secured storage area.


Check the Delivery: The BackPack Site Coordinator (or designee/volunteers) must check

the BackPack food delivery each time the GHFB truck delivers. Let GHFB Child Hunger

Coordinator know if anything is incorrect for example: not the correct number of bags,

extremely damaged boxes, etc.

Refusal of delivery: Refusal of delivery is not permitted. Please accept all deliveries.

Refusal of deliveries causes a strain on the drivers, warehouse techs, and accountants and

costs the Food Bank to return product to the Food Bank and restock. If you refuse your

delivery, please do not expect a delivery until your next scheduled delivery.

Sign for the Delivery: It is required that the BackPack Coordinator (or designee/volunteer)

sign for products received at each food delivery. This signed invoice will serve as a record

that the site received an accurate delivery.

Bad Weather/Unforeseen Circumstances: In the case of inclement weather or other

unforeseen circumstance, GHFB will make every effort to contact each BackPack School

Site Coordinator if the delivery will be delayed or postponed. In the event that this does

occur, GHFB will reschedule as soon as GHFB is able.

Holidays/School Breaks: It is the coordinator’s responsibility to check the delivery schedule

and ensure that their school is open on that delivery day.

Additional BackPacks for Students: Schools may send home an extra BackPack with

students before a break of one week or longer. Maximum ONE extra BackPack at a time.

(It’s important to keep in mind that a child will have to carry these bags home and should not

carry too heavy of a load). (Thanksgiving, Christmas & Spring Break)

Food Safety & Storage Guidelines (More information will be provided during Food Safety

Training for the BackPack Program)


Although the BackPack Program food is shelf-stable and does not need to be refrigerated, the

food should be stored in a place that is ventilated, secure, clean, pest free, and allows for food

inventory to be rotated.

Secure: Food should be stored in a secure location. It should be in a place where it cannot be

used or compromised by children, faculty or staff, or other people who use the building.

Clean: The storage area should be clean, dry and organized.

Pest-free: Food must be stored at least 6” off the ground for pest control purposes. The food can

be stored in a cabinet, on a table, or on a pallet. The food can be stored in the Food Bank boxes

they are delivered in. You can request a pallet for your BackPacks if needed. In addition, you

should make sure the pest control service that monitors your kitchen area also monitors the

BackPack storage area.

First In, First Out (FIFO): Food should be stored in a way that makes it easy to use the oldest

food first. This will ensure that no food sits in your inventory any longer than necessary.

If you find any of the food is damaged, it will need to be disposed of as soon as possible.

There should not be an abundance of BackPack’s left in the school’s storage at the end of

each month !!! ☺


Section 5: Record Keeping Maintaining accurate, up-to-date, and pertinent documentation is of the utmost importance to

Golden Harvest Food Bank. It is the responsibility of all School Partners to become familiar with

required documentation and complete relevant paperwork. GHFB reserves the right to conduct,

and encourages the participation in, voluntary year-end informational surveys regarding

customer service, service delivery models, and/or community impact. All records should be kept

in one place (folder, binder, cabinet) organized and easily retrievable. Documents that should be

kept for the program include:

1. Weekly Distribution Count (or anything that helps you keep track of what you distribute)

2. BackPack Enrollment (or anything that helps you keep track of the students who are

enrolled the program)

3. Permission Slip Forms

4. Monthly Report Forms

5. Invoices (only for those sites that receive a delivery from GHFB)

Documentation List Annual Site Application: All School/Site Partners must annually formalize their

participation in the program through a “GHFB’s BackPack Program Application” signed

by the School Coordinator and Principal. All Site Coordinator must maintain a complete

copy on file. Failure to turn in current application will delay your shipment of

BackPack’s.

BackPack Food Safety Training: All Coordinators’ must complete food safety training.

To receive credit for the current year, complete the form located in the application after

receiving training or viewing the PowerPoint training slides and complete the quiz.

Background Check Verification: Please list all staff and volunteers that assist with the

BackPack Program and ensure that their backgrounds are clear to work with students.


Monthly Reporting: All School Partners must fax, submit online or e-mail monthly

reports. Reports are due no later than the 5th of each month.

Site/School Calendar: GHFB must have a copy of each site’s calendar for the school

year. It must include any days the facility will be closed or inaccessible and any weeks

the site will not distribute BackPacks.

Program Surveys/Thanks You’s: Parent Surveys, Student Surveys and Coordinator

Surveys will be distributed. Full participation is encouraged to get the maximum result

from the program. Students are encourage to create “thank you’s” to donors.

Parental Consent: The signed parental consent forms are to be kept on site (at the

school) for the entire school year. New parental consent forms must be signed each

school year.

All surveys/forms will be provided. The school may make additional copies if needed.

Monthly Reporting Monthly Report requests will be e-mailed each month. This e-mail will list a due date (typically

around the 25th of each month).

Why are monthly reports important?

• Used for program projections/budgets • Help us measure success • Hold us accountable- we

report this information to the media, our funders, and Feeding America, the nation’s network of

food banks • Help us maintain and acquire donors and volunteers and helps us to continue to

seek out grant opportunities

We are able to offer this program because of our donor base. We are frequently asked to

provide donors with data regarding the schools we serve. We depend on our schools to provide

this data so that we may maintain strong relationships with our donor base. This is very

important to the sustainability of the program.


Where is the monthly report found? • An email will be sent monthly. There is also a

form in the back of the manual. The report can be faxed or e-mailed. An online option is

now available.

What if I didn’t serve any students last month?

If you are a new school or don’t consistently have children enrolled in the program, it’s possible

you may have months where you don’t distribute food; however, you must still fill out a monthly

report. If we do not receive a report from you, we will not know if you forgot or didn’t distribute.

Please fill out a report and simply enter “0” when asked how many bags were distributed.

What happens if I don’t fill out a report?

Failure to complete monthly reports on time may result in a loss of grant funding, and/or

probation/termination of the partnership or a reduction in the number of students served.

What is the total number of unduplicated families you served this month? This is asking how many separate households you are serving.

Note: Please do NOT list any emergencies, issues, or order changes on your monthly report.

If you have an issue that needs assistance, please contact the Child Hunger Coordinator directly

to ensure prompt attention to your situation.

Monthly Report Compliance Monthly reports are due each month. Failure to turn in monthly reports will result in a probation

period. The probation period consist of six months of program inactivity, (the six months begin

in August when most schools begin) program retraining and program reevaluation. Non-

Compliance of monthly reporting letters will be mailed in May. All programs that receive a letter

may be eligible to reapply for the program if funding is available in February of the following

year. For example: If a school receives a letter in May of 2017, that school can reapply in

February of 2018.

Annual Site Visit All Golden Harvest Food Bank participating schools and sites are required

to be monitored (visited) at least once a year, at a minimum. The main purpose of the monitoring


visit is to ensure that the high sanitation and safety standards we are committed to are upheld,

from the point of delivery to the time the product is placed in the child’s hand. This is also a time

to receive any updates, gather feedback and strengthen our partnership!

Site Visit Expectations 1. Review of files (permission Slip Forms, Monthly Reporting Form, Invoices, Roster)

2. A review of the storage area to ensure that the locations safety and sanitation standards are

upheld.

3. An opportunity to brainstorm, answer questions and address concerns regarding BackPack

distribution.

4. Review of receiving inventory and distribution process and related record-keeping system.

5. The visit will be documented on the BackPack Site Monitoring Form and the Site Coordinator

will be asked to sign the form after the visit is completed.

6. The visit lasts no longer than 15 minutes.

7. Site visits are Monday-Thursday from 800am-100pm.

County Expect your site visit during these months

Greenwood & any missed schools from the

previous school year

September

Pickens, Edgefield & Aiken October

Oconee & Anderson November

Richmond, Columbia, McDuffie, Burke, Jenkins

& Screven December

Washington, Johnson, Jefferson & Emanuel,

Warren, Glascock & Hancock January

Elbert, Lincoln, Wilkes, Greene, Putnam, Lincoln,

McCormick & Taliaferro February

Pickens, Oconee, Barnwell, Bamberg,

Allendale & Aiken

March

Anderson and any missed schools during your

scheduled month

April


Section 6: All about BackPacks Food items will vary depending on what we are able to purchase. We try our best to include a

variety of nutritious and kid-friendly meals and snacks. BackPacks may include:

● Breakfast items (cereal, breakfast bar)

● 1% Milk (shelf stable)

● Fruit (applesauce, mixed fruit, etc.)

● Ready to Eat Items (spaghetti rings, macaroni in tomato sauce, ravioli w/ beef, etc.)

● Snack (granola bar, crackers, etc.)

● 100% fruit juice (various flavors)

● Vegetables (green beans, corn, etc.)

Section 7: BackPack Distribution BackPacks should be distributed on Friday’s, or the last day before the weekend if it is a long

weekend.

• The BackPack Program is flexible enough to accommodate a variety of ways of distributing

BackPacks. Each school is free to develop its own plan.

Distribution Plan Develop a clear plan that will cut down on the time actually spent distributing the BackPacks and

reduce the likelihood of mistakes and confusion. Some questions to consider:

1. How will children carry the BackPacks home?

2. What will be the best time for children to receive their BackPacks?

3. What will be the most efficient and confidential way to hand them out?

4. Who will be the back-up person if the site coordinator is absent?


Central Distribution (Example #1) If the BackPacks are distributed from a central location, typically the Coordinator makes an

announcement for all kids to come to that location. Many schools give the group a name, like

Mrs. Brown’s BackPack Club, the Blue Tigers (or another mascot), the BackPack Buddies, etc.

(Please do not include anything related to food in the name of the group) This method can be

easier for record keeping purposes, and gives you a chance to check in with each child weekly.

Classroom Distribution (Example #2) If the BackPacks are distributed to children in their classrooms, it is best to send out the

BackPacks at the end of the day. There are several ways to distribute BackPacks using this

approach. Examples include: • Have a teacher or staff person deliver BackPacks to the

classrooms during last period. • Give an up to date list of students enrolled in the program each

month to your staff. Distributing food will be easier if each teacher knows which students in the

classroom should receive a BackPack. • It is also possible to ask each teacher to pick up

BackPacks for his or her students sometime during the day Friday and hand out the BackPacks in

the classroom at the end of the day.

Plastic Bags Using plastic bags is optional for the program.

● It is the school’s responsibility to secure plastic bags used for distribution. Plastic bags

work well because they can easily be collected and do not require a child to return the

bag the following week. Additionally, you can host a plastic bag drive, which can be a

great outreach tool to raise awareness about hunger in your community among

other schools, churches, or community organizations.

Additional things you MAY need to run an efficient program Labels: Labels on the food bags help volunteers and school staff distribute the food.


Access to a computer: Common computer programs like Microsoft Word and Excel (or

similar drafting and computing programs) are highly recommended.

a. For example, Microsoft Excel can help you keep an up-to-date list of your participants.

b. Access to a printer is also recommended to print the labels, letters, flyers, and other resources

you will need for your program.

Cart or dolly: To easily deliver the bags each week, it is helpful to have a cart or dolly.

Storage space: Having storage space at the school makes setting up food packaging and

organizing delivery much easier for volunteers and staff.

Binder: To keep all of your program information in 1 location.

Missed Distribution

Absences In the event a student is absent for any reason on the primary distribution day, they should receive the food from the backpack on their first day back to school. The food should NEVER be “held back” for disciplinary reasons.

Snow days In the event of an impending snow day on the regular distribution day, schools have the option to either distribute food early, wait until the normal distribution day or wait until the following week. For example if the weather reports predict bad weather for Thursday night into Friday, you can give out the food on Thursday.

Confidentiality

BackPacks should be given out as confidentially and discreetly as possible. In order to achieve this:

Avoid making public announcements that refer to children receiving the food Do not hand food to children in the midst of their peers who are not receiving the food

Section 8: Program Support GHFB BackPack Program is supported by private foundations, individual donors, civic groups,

the community and local businesses. Each year, staff of GHFB reapply and re-solicit donors for


funds to keep the program going. Sometimes GHFB is successful enough with these fundraising

efforts that the program can expand.

If your school or organization has a church, business or group in the community that supports

you, tell them about the BackPack program and how it benefits children. Each site’s BackPack

Program Coordinator is an ambassador to the community for the BackPack Program as a whole.

If interest in helping/getting involved is expressed, there are many ways they can help. They

can donate money to ensure the program has the funds to continue. The more BackPack

supporters there are, the more successful the program will be overall.

Individual Donations If an individual or organization writes a check for your school’s BackPack Program, please be

sure to put your school’s name on the check in order to ensure that the donation is credited to

your school.

Advocating As a BackPack Coordinator, you serve as an advocate for your program and are the best person

to speak on the behalf of your program. A-D-V-O-C-A-T-E for your program throughout your

community. Let the public know your needs and wants for the children within YOUR

community.


Marketing & Media Schools and community partners should notify GHFB of all media requests and media coverage

for the BackPack Program.

Closing out the School Year Pass out all BackPacks and include those numbers on your final monthly report

File all yearly paperwork (keep files for 3 years before destroying)

Return any borrowed equipment

Turn in your final monthly report and/or surveys

Notify Golden Harvest of any staff changes for the next school year.

Prepare for any summer trainings (if applicable)

Additional Questions 1. “What if my numbers have changed?” If your numbers decrease, please notify

the Child Hunger Coordinator through e-mail. (Numbers cannot increase unless

additional funding has been secured)

2. “What if I have excess food in inventory and will not need my order this

month?” Contact the Food Bank at least 1 week before your delivery and let us know

that you would prefer to skip this order. If you do not notify us in time, you are expected

to accept your delivery as usual and store the excess food until you are able to use it.

3. “What if I need more BackPacks?” School numbers will not be increased

unless your school has additional funding in your school’s grant account. (Also note that

if you receive funding in January, you will not receive an increase in your shipment until

your February delivery).

4. “I don’t have enough food to distribute this week!” Be proactive! Prevention is

key.


Check your inventory weekly- the sooner you can notify us of a problem or

potential shortage, the more likely we can help you find a solution

Don’t forget that you will most likely need to wait until your next delivery to add

a new child to the program- otherwise, you may run short

Mark your calendar with a monthly reminder to contact us if you need a change

made to your order. The Food Bank staff makes every effort to send reminders each

month, but you should not rely on these emails.

5. If you’re going to be short on food:

~Contact the Child Hunger Coordinator as soon as possible

~Ask the Child Hunger Coordinator if there is an upcoming delivery in your area- it’s possible

you may be able to pick up additional food at one of our 3 warehouses.


Section 9: Forms & Checklists Program Checklist

Backpack Program Planning Checklist

◻ Identify students that are believed to be chronically hungry.

▪ Make sure to keep a list of the student's name and room number for easy access if the school’s BackPack Program Coordinator is ever unavailable.

◻ Determine a location where food can be safely stored.

▪ Needs to be at least 6” off of the floor, 4 inches off wall and 6 inches from the ceiling and secured (locked). You will need to store up to 1 months’ worth of supplies. (Some sites will store 2 months depending on the number of students receiving BackPacks).

◻ Assign tasks to the staff involved.

▪ Staff responsibilities include: ● Ensuring confidentiality ● Distributing packs ● Meeting the delivery truck and helping to unload the packs. ● Keeping track of paperwork and qualitative information ● Reporting changes in the number of packs needed ● Provide feedback to the Food Bank in regards to program quality and effectiveness.

◻ Plan out the logistics. →How will the children receive the BackPacks on Friday? Will they pick them up at a central location? Will teachers fill them in the classroom? Will volunteers distribute? →How will you track to ensure that the BackPacks are going only to children enrolled in the program? Communicate with participants and their parents.

▪ Talk to the student and make sure the following is communicated: ● Confirm that there is a need. ● Explain when and where to pick up the backpack or the day it will be distributed in the

classroom. ● Tell them that the food is for them to eat when they get hungry throughout the weekend. ● Communicate that they should not open the BackPack until they get home (to cut down on the

number of children who may want one, but might not be eligible).

▪ Explain that if things improve at home and they do not need the food anymore they can tell the School’s BackPack Coordinator.

▪ Contact the parents of each participant by sending a letter, explaining that the program is optional, and collecting consent for participation. The consent forms are to be kept on site throughout the school year.


2017-2018 Monthly Reporting Due Dates

Reporting Month Due Date

August September 5th

September October 5th

October November 6th

November December 5th

December January 5th

January February 5th

February March 5th

*March April 5th

*April May 7th

*May Last scheduled day of distribution for the

school year

*Jun Last scheduled day of distribution for the

school year

*Please submit form on the last day of distribution for your county. (This includes Spring Break)

Reports can be e-mailed to:

[email protected] or faxed to 706-736-1375

Online Submission: https://goo.gl/forms/kn45Ns8VdZ6F2C7g1


https://goo.gl/forms/kn45Ns8VdZ6F2C7g1


BackPack Program Monthly Activity Report

Month/Year: ___________________ # of Students Enrolled in Program: ___________

School’s Name: ___________________________ County:_________________________

Weekly Distribution Numbers

Date: Week 1 Distribution Numbers





Total # distributed this month

# of students on a waiting list

Please share stories/comments from students, parents or the school of how this program helped one or more families this month (optional):

Completed By: _________________________________________ Date: ________________

Fax # 706-736-1375 or [email protected]


Dear Parents/Guardians:

Your child has an opportunity to participate in the Golden Harvest Food Bank BackPack Program.

Here’s how it works: Every Friday afternoon at the school your child attends, your child will receive a bag full of nutritious, kid-friendly food for the weekend.

• The BackPacks (bags) are distributed as discreetly as possible and generally contain enough food to serve one child per weekend.

• There is no charge for the BackPack to you or to the student. Families are only asked to participate in an anonymous survey to help improve the program.

For any additional questions, please contact your school representative.

________________________________ __________________________ School BackPack Coordinator Phone Number

_______________________________ Please Cut Here _______________________________

If you would like your child to participate, please complete the information below.

____ Yes, my child (ren) can participate ____ No, I do not want my child(ren) to participate.

________________________________________ __________________

Parent/Guardian Signature Date

Child’s Name Grade Teacher’s Name Allergies 1.

2.

3.

4.

5.


Estimado Padres/ Guardián: Su hijo/a tiene una oportunidad de participar en el Programa de BackPack de parte de Golden Harvest Food Bank. Y esta es la manera de cómo funciona: Todos los viernes por la tarde en la escuela de su hijo o hija, su hijo/a recibirá una bolsa llena de alimentos nutritivos para el fin de semana. • Las bolsas de alimentos se distribuyen en la mayor discreción posible y generalmente contienen suficiente comida para servir a un niño/a por todo el fin de semana. • No hay ningún cargo para las bolsas de alimentos para usted o para el estudiante. Si usted tiene alguna pregunta sobre el programa, por favor póngase en contacto con el BackPack Representante en su escuela: ________________________________ __________________________ Representante de BackPack Programa Número de teléfono

___________________________ Por favor corte aquí_______________________________ Si usted desea que su hijo participe, por favor complete la siguiente información.

____ Sí , mi hijo (a ) puede participar ____ No, yo no quiero que mi hijo (a ) a participar. ________________________________________ __________________ Nombre de Padres / Guardián Fecha

Nombre Grado El nombre de Maestro/a **Alergias 1.

2.

3.

4.

5.