utting the pieces ogether - esc11.net · 2020. 4. 1. · these training materials do not cover the...

Texas Department of Agriculture | Revised 2-14-2019 1

PARTICIPANT GUIDE CL PURPOSE

Class Purpose Provide Contracting Entities with program information to assist with successful program operation.

PUTTING THE PIECES TOGETHER

6-HOUR CLASSROOM TRAINING

SUMMER FOOD SERVICE PROGRAM (SFSP)

You understand and acknowledge that

• the training you have completed does not cover the entire scope of the program and that • you are responsible for knowing and understanding all handbooks, manuals, alerts, notices and

guidance, as well as any other forms of communication that provide further guidance, clarification or instruction on operating the program.


SFSP: Putting the Pieces Together 6-Hour Classroom Training Participant Guide

TABLE OF CONTENTS Introduction .................................................................................................................................................... 4

Resources .......................................................................................................................................................... 86 Module 1: Program Basics ............................................................................................................................... 8

Basics ................................................................................................................................................................... 9 Responsibilities, Eligibility, & Site Types ........................................................................................................... 10 Advances & Amendments ................................................................................................................................. 13

Module 2: Running Your Program ................................................................................................................. 14

Recordkeeping & Documentation .................................................................................................................... 15 Site Eligibility Documentation ........................................................................................................................... 16 Staffing & Training ............................................................................................................................................ 18 Civil Rights Training Requirement ..................................................................................................................... 20 Site Supervisor and Monitor Requirements ...................................................................................................... 21

Module 3: Program Finances ........................................................................................................................ 33

Nonprofit Food Service Account ...................................................................................................................... 34 Costs Site Visits & Reviews ................................................................................................................................ 36 Procurement ..................................................................................................................................................... 37 Claims for Reimbursement ............................................................................................................................... 40

Module 4: Meal Service ................................................................................................................................ 42

Preparing for the Meal Service ......................................................................................................................... 43 Plan for the Rules of Summer Feeding .............................................................................................................. 45 Health & Safety ................................................................................................................................................. 46 Serving Meals .................................................................................................................................................... 49 Other Considerations ........................................................................................................................................ 50 Food Components ............................................................................................................................................. 54 Meal Pattern ..................................................................................................................................................... 60 Food Buying Guide ............................................................................................................................................ 67

Module 5: Program Success .......................................................................................................................... 78

Program Promotion ........................................................................................................................................... 79 Keys to Success .................................................................................................................................................. 80 Program Compliance ......................................................................................................................................... 81 Technical Assistance Contact Information ........................................................................................................ 86



INTRODUCTION

Class Overview Training provides audience with USDA program regulations and information regarding important program operations. Acknowledgment Statement You understand and acknowledge that:

• the training you are about to take does not cover the entire scope of the program; and that

• you are responsible for knowing and understanding all handbooks, manuals, alerts, notices and guidance, as well as any other forms of communication that provide further guidance, clarification or instruction on operating the program.

Acronyms ADP – Average Daily Participation AGS – Administration Guide: SFSP CE – Contracting Entity or Sponsor ESC – Education Service Center FBG – Food Buying Guide FSMC – Food Service Management Company OVS – Offer vs. Serve SFA – School Food Authority SFSP – Summer Food Service Program TDA – Texas Department of Agriculture USDA – United States Department of Agriculture VCA – Viability, Capability, Accountability

Modules Estimated Time Module 1: Program Basics

Module 2: Running Your Program

Module 3: Program Finances

Module 4: Meal Service

Module 5: Program Success

Total Class Time 6 hrs

Participant Materials • Participant Guide • USDA Administration Guide: SFSP

(AGS) • TDA’s SFSP Supplemental Handbook

INTRODUCTION



CLASS INTRODUCTION The Putting the Pieces Together 6-Hour Classroom Training for the Summer Food Service Program (SFSP) is designed to provide basic information to understand the major program requirements and plan for successful program implementation. During training, you will meet regional Education Service Center (ESC) Technical Assistance Specialist (s) who will be available to assist you with program implementation. For your convenience, your Technical Assistance Specialist is listed below and you can reach her when you need technical assistance. Technical Assistance Specialist: __________________________________________

Phone: ________________________________

Email: _________________________________

Technical Assistance Specialist: __________________________________________

Phone: ________________________________

Email: _________________________________

ACKNOWLEDGEMENT STATEMENT While TDA provides you with quality information to help you successfully implement SFSP, these training materials do not cover the entire scope of the program. Training only highlights some of the program requirements. It is your responsibility to make sure you know and understand all the program rules and requirements. By attending this training you acknowledge that you understand your responsibility.



MATERIALS AND RESOURCES USDA has created program guidance called the USDA Administration Guide: SFSP (AGS) and a copy has been provided to you. TDA also provides links and additional program information through Squaremeals.org , the TDA Supplemental handbook, and TX-UNPS. USDA’s Summer Food Service Page

• https://www.fns.usda.gov/sfsp/summer-food-service-program

USDA’s Summer Meals Toolkit

• https://www.fns.usda.gov/sfsp/summer-meals-toolkit

Square Meals – Summer Meals Toolkit

• http://www.squaremeals.org/Programs/SummerFeedingPrograms.aspx

• TDA’s SFSP homepage with links, guidance, and additional program information through posts on this page. Also watch for your biweekly newsletter, “In the Loop.”

Square Meals – Farm to Summer

• http://www.squaremeals.org/FandNResources/TexasFarmFresh/FarmtoSummerSite.aspx

TEAM Nutrition

• An initiative of the USDA Food and Nutrition Service to support the Child Nutrition Programs through training and technical assistance for foodservice, nutrition education for children and their caregivers, and school and community support for healthy eating and physical activity

• https://www.fns.usda.gov/tn/team-nutrition

Institute of Child Nutrition (ICN)

• Provides training opportunities for all Child Nutrition Programs, webinars, web based training modules, resources as well as information on SNA Certification

• https://theicn.org/

SFSP Handbooks

• https://www.fns.usda.gov/sfsp/handbooks

• Administrative Guidance for Sponsors (AGS), Sponsor Monitor's Guide, Nutrition Guidance for Sponsors, Site Supervisor's Guide

TDA SFSP Supplemental Handbook (called “TDA Supplemental” in this training)

• Provides information and additional guidance that clarifies the AGS, policy memos, and Texas-specific policy. It is updated throughout the year to reflect Texas policy specific to USDA policy memos.

http://squaremeals.org/Programs/SummerFeedingPrograms.aspxhttps://www.fns.usda.gov/sfsp/summer-food-service-programhttps://www.fns.usda.gov/sfsp/summer-meals-toolkithttp://www.squaremeals.org/Programs/SummerFeedingPrograms.aspxhttp://www.squaremeals.org/FandNResources/TexasFarmFresh/FarmtoSummerSite.aspxhttps://www.fns.usda.gov/tn/team-nutritionhttps://theicn.org/https://www.fns.usda.gov/sfsp/handbooks



• http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingPolicyamp;Handbooks.aspx

Online Training & News

• http://www.squaremeals.org/FandNResources/Training/OnlineEducationandSelfStudy.aspx#SFSP

• Newsletters: https://www.fns.usda.gov/sfsp/summer-meal-newsletters

Outreach Tools

• USDA https://www.fns.usda.gov/tn/summer-food-summer-moves

• TDA Outreach and Printables http://www.squaremeals.org/Programs/SummerFeedingPrograms/OutreachTools.aspx

• Texas Hunger Initiative https://www.baylor.edu/texashunger/

USDA Mapping Tools

• The Mapping Tools page can be used to find underserved areas and potential partners.

• http://www.fns.usda.gov/sfsp/mapping-tools-summer-meal-programs

Recipes

• USDA https://www.fns.usda.gov/usda-standardized-recipe (click on Main Dishes)

• TDA Cooking for the Seasons http://www.squaremeals.org/FandNResources/TexasFarmFresh/MenuPlanning/CookingfortheSeasons.aspx

• USDA Recipes for Schools https://theicn.org/icn-resources-a-z/usda-recipes-for-schools/

• National Dairy Council https://www.nationaldairycouncil.org/farm-to-table#RecipesAnchor

Food Buying Guide (FBG)

• FBG https://www.fns.usda.gov/tn/food-buying-guide-for-child-nutrition-programs

• Calculator http://fbg.theicn.org/

Food Safety

• http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingProgramFoodSafety.aspx

• https://www.foodsafety.gov

• https://www.fns.usda.gov/ofs/food-safety

http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingPolicyamp;Handbooks.aspxhttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingPolicyamp;Handbooks.aspxhttp://www.squaremeals.org/FandNResources/Training/OnlineEducationandSelfStudy.aspx#SFSPhttp://www.squaremeals.org/FandNResources/Training/OnlineEducationandSelfStudy.aspx#SFSPhttps://www.fns.usda.gov/sfsp/summer-meal-newslettershttps://www.fns.usda.gov/tn/summer-food-summer-moveshttp://www.squaremeals.org/Programs/SummerFeedingPrograms/OutreachTools.aspxhttps://www.baylor.edu/texashunger/http://www.fns.usda.gov/sfsp/mapping-tools-summer-meal-programshttps://www.fns.usda.gov/usda-standardized-recipehttp://www.squaremeals.org/FandNResources/TexasFarmFresh/MenuPlanning/CookingfortheSeasons.aspxhttp://www.squaremeals.org/FandNResources/TexasFarmFresh/MenuPlanning/CookingfortheSeasons.aspxhttps://theicn.org/icn-resources-a-z/usda-recipes-for-schools/https://www.nationaldairycouncil.org/farm-to-table#RecipesAnchorhttps://www.fns.usda.gov/tn/food-buying-guide-for-child-nutrition-programshttp://fbg.theicn.org/http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingProgramFoodSafety.aspxhttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingProgramFoodSafety.aspxhttps://www.foodsafety.gov/https://www.fns.usda.gov/ofs/food-safety



MODULE 1

Topics

Purpose, How, Benefits, & Timing

Responsibilities, Eligibility, & Site Types

Advances & Amendments

MODULE 1: PROGRAM BASICS

Objective o Participants will use information learned to

understand basic SFSP information.



PROGRAM BASICS In this Module, we’ll review the program basics to ensure understanding of the key concepts. Room to take notes and answer questions is provided within this Participant Guide.

___________________________________________________________

___________________________________________________________

SFSP Participants Sponsor / CE

___________________________________________________________

Purpose

Timing

______ _____ _____ _______

Benefit

How



Program Responsibilities

• _________________________________ based on creditable meals served

• Provide __________________________

• Provide __________________________

• Ensure CEs are compliant with program regulations

• _________________________________

• Assume responsibility for administration of program

• Attend State Agency training • Locate and recruit eligible sites • Hire, train, and supervise staff &

volunteers • Competitively procure food or a vendor • Monitor all sites (See pages 22-23, “SITE

VISITS & REVIEWS” for more information about monitoring.)

• Prepare claims for reimbursement • Ensure sites are sustainable • Maintain program documentation as

required

Program Eligibility What are the eligibility requirements to participate as a CE in SFSP?

• Demonstrate financial and administrative viability, capability and accountability (VCA)

• Not be seriously deficient

• Serve low-income children

• Conduct a nonprofit food service

• Provide year-round public service

• Exercise administrative oversight over the meal service

• IRS documentation / Dunn & Bradstreet Number (if not a religious organization)

• Currently in good standing with the Texas Comptroller and the Texas Secretary of State

• Conduct Pre-Operational Visits

• Sign permanent Program Agreement with TDA

CE TDA



Once you know that you are eligible and able to handle the responsibilities of the SFSP program, you need to select where you will set up your sites. Things to think about when planning your site include location, such as where the need is and who else is already in the area. Site Types

Located in low-income areas. Serve all children on a first-come, first-served basis. Often use school data for eligibility.

Limited size due to space, safety, security, or to maintain control. Children served on a first-come, first-served basis.

Sponsors a local activity for a specific group of children. Use household income for eligibility.

Type of open site that provides flexibility to reach children who cannot get to a traditional site by serving along an approved route.

Only reimbursed for children who are eligible for free or reduced-price meals and requires this group to maintain that documentation. May charge non-eligible children a fee for meals.

Primarily serves children of migrant families. Reimbursed for all children served.

There may be opportunities to work with local schools and even partner with them. CEs are encouraged to meet with schools to see if the schools will be operating a summer nutrition program. School districts with 50% of children eligible for free or reduced-price meals are required to operate a summer nutrition program for a minimum of 30 calendar days. Schools have the option to collaborate with community CEs to operate those 30 calendar days on their behalf.



CEs should not compete to serve sites or target children in the same geographical area, so as to avoid an overlap in service. It is important that a CE evaluate the need of an area it intends to serve. However, there are situations where sites in close proximity might serve different groups of children, such as sites designated for different age groups or sites with a physical barrier like a highway or construction blocking access to the site.

What is the eligibility criteria for children to participate in the program?

• ___________________________________________________________

• ___________________________________________________________

o __________________________________________________________________

o __________________________________________________________________

o __________________________________________________________________



ADVANCES & AMENDMENTS

Apply on or before _________ Advance limits:

• New non-governmental CEs are

limited to no more than

$________________ per program

month

• Returning CEs are limited to

______________________________

successfully managed the previous

year.

For what expenses can an advance be

used:

• ______________________________

Amendments:

• Should be submitted _________________________

___________________________________________

• Allow enough time for amendment approval by TDA

• Changes ___________________________________

___________________________________________

• You must request an amendment whenever any of the following items are altered or modified:

o _____________________________________

o Changing ________________________________

o Address change;

o Name changes;

o Changes to approved _____________________

_______________________________________;

o Changes of authorized representative; and

o Other changes affecting reimbursement.

Advances Amendments



PROGRAM

Objectives o Participants will review the criteria regarding

site operations and be able to successfully implement site operation requirements.

Topic

Recordkeeping and Documentation

Site Eligibility Documentation

Sponsor/Site Agreements

Staffing & Training

Civil Rights

Site Supervisor Responsibilities

Monitoring: Site Visits & Reviews

MODULE 2: RUNNING YOUR PROGRAM



For setting up and maintaining the site(s), it is the CE’s responsibility to:

• Keep documentation of program records

• Hire committed and capable staff/volunteers by providing clear job descriptions of staff and volunteer positions

• Provide training for all aspects of the program, including Civil Rights

• Provide clear policies and procedures for all duties to be covered at each site, including a monitoring plan

RECORDKEEPING & DOCUMENTATION All publically funded programs require well maintained records. Recordkeeping and documentation is perhaps the _______________________ of successfully operating SFSP. Nearly every requirement of the program can be tied back to some type of documentation. You’ll need to keep records for:

• Site eligibility

• Site participation

• Meals served and how many are claimed for reimbursement

• Operating costs, administrative costs, & and incoming funds

• Proof that SFSP funds are being used for Allowable Costs.

To assist CEs in understanding the types of records that must be properly and accurately maintained, USDA has developed AGS Attachment 22.

There are a lot of documents that must be maintained. For that reason, an

_____________________ and ________ _________________ recordkeeping

system is vital. Also, it is key to showing you have ______________________

practices.

The documentation you provide _____________________ the number of

program meals on each claim is _____________________. Documentation also

shows that program funds are used for _____________________ program

expenses.



As you can see by AGS Attachment 22, the documents the questions ask about are just the tip of the iceberg. Lack of accurate and complete documentation is one of the leading causes of program violations and loss of reimbursement for meals served. Retention: CEs are required to maintain program records and documentation for 3 years, after the completion of the SFSP program year, if there are no unresolved audit findings and the CE isn’t under active investigation. CEs will be required to maintain records and documents longer than 3 years if there are unresolved audit findings or the CE is under an active investigation. CEs should also follow more restrictive recordkeeping retention policies of their administering agency.

REMEMBER: If it isn’t documented, it didn’t happen. And, if it’s documented incorrectly, that’s how it did happen.

SITE ELIGIBILITY DOCUMENTATION

________________ are defined as locations where meals are served to and eaten by children in a supervised congregate setting.

________________ are those that serve children in low-income areas or those that serve specific groups of low-income children.

________________ are not eligible to use site eligibility and must use ________________

________________ forms to verify participant eligibility. Closed-Enrolled sites must use income

eligibility forms or _____________ _______ ____ _____________ in TX-

UNPS.

To establish area eligibility, the percentage must be documented. The two primary sources of data used to determine a site’s area eligibility are school data and census data.

Your Responsibilities: • CEs must maintain all records for three years after the end of the fiscal year of

operation, or longer if required by the State agency. These records must be accessible to Federal and State agency personnel for audit and review purposes (7 CFR §225.8(a)).



School Data • Data should be based on the percentage of children in the area that are certified eligible for

free or reduced-price school meals

• It is important to ensure the information is for the number of children eligible and not the actual number of children who participated in the free or reduced-price school meals

• CEs should use data from nearby elementary, middle or high school campuses to qualify sites o When using campus data, the site must be located within the campus attendance zone

• Individual school data must be used to determine area eligibility for SFSP

• School district free and reduced-price data is also available in TXUNPS under “Download Forms” and on Squaremeals.org/Programs/SummerFeedingPrograms on the “Summer Feeding Administration and Forms” webpage in the SFSP Forms table. The list is titled “2017-2018 School Data.” (Or use the most recent dates)

• Once area eligibility is established with school data, the duration of determination for site eligibility is five years.

Census Data CEs may also use census data to verify site eligibility. Census data is useful because there are occasions when it can help identify “pockets of poverty” where eligible stufents may live. The Census Bureau provides USDA with data specific to SFSP criteria. The information is updated and provided annually. SFSP sites that choose to establish eligibility using census data are required to use the most recent data available. When census data is used to verify site eligibility, the duration of the eligibility is valid for 5 years. When documenting site eligibility, either data method is acceptable. Chapter 1 of TDA Supplemental has many details and methods for how to calculate eligibility. Nearby Areas of Need and Census Block Group Data may be methods that assist CEs to document eligibility of their proposed sites.

If you are a school, remember the Texas Summer Mandate may apply to you. For more information, see the right side of the webpage: http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspx.

file://AVP27/FND/Education%20New/Courses/_Working%20Docs/SFSP/ILT-AnnualTraining-Sharepoint/2018-Aug-Edits/Squaremeals.org/Programs/SummerFeedingProgramshttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspxhttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspx



DOCUMENTATION OF SPONSOR/SITE AGREEMENT If a sponsor plans to administer a Program at sites not legally affiliated with their organization (for example, at recreation programs or vacation Bible schools), the sponsor should enter into an agreement with the site supervisor or responsible site official and keep documentation on file. CEs will only be approved to administer sites where they have “Administrative Oversite.” The agreement should list, in specific terms, the responsibilities of the site supervisor, which will make it easier for the site supervisor to understand his/her duties. However, the agreement does not relieve the sponsor of final administrative and financial responsibility for operating the SFSP at the site, including its responsibility to maintain contact with meal service staff, ensure that there is adequately trained meal service staff on site, and monitor site operations.

STAFFING & TRAINING Staffing The size and type of your program will determine many of your staffing

needs. USDA does require, ___________________, each CE has a

___________________ and ___________________ on staff. It is

recommended that a Director, Assistant Director, Area Supervisor and

Bookkeeper also be on staff.

Other staffing considerations include:

• Have enough staff or qualified volunteers at each site to operate the meal service

o Meal preparation/delivery

o Meal distribution to participants

o Point of Service meal counts

o Enough supervision of the participants to ensure safety and security

o Many positions may only require part-time employment, particularly in the planning and closeout phases

“SFSP regulations require that no food service site may operate until personnel at the site have attended at least one of the sponsor’s training sessions. This is an annual requirement.” -AGS pg 114



o Some meal types may require more staff than others, i.e., lunch will require more staff than snack

• All food service employees must meet the health standards set by local and State health authorities

• Document Labor, or staff hours, only for the time spent working in the SFSP

o Full-time employees must have their time for the SFSP documented or coded

o Employee time spent outside the program must be documented or coded appropriately

• Keep in mind that varied opening and closing dates of individual site operations affect staffing needs

Training A key responsibility in operating SFSP successfully is staff training. CEs are required to ensure all staff involved in the SFSP program receive proper training regarding their function within SFSP. According to SFSP regulations, no food service site may operate until personnel at the site have attended at least one of the sponsor’s training sessions. This is an annual requirement. Training is important to successful program operations and reduces program errors. Training sessions for all staff should be offered beyond the initial training throughout the summer. CEs should also conduct weekly or biweekly meetings to ensure that:

• Staff perform according to regulations

• All meals served will be eligible for reimbursement

• Accurate records document costs and meals claimed

Training must be documented with a minimum of the training date, names of attendees and topics presented. It is also recommended to document attendee signatures, the location of the training, the trainer’s name and keep a copy of any materials used to provide the training. To help CEs understand the training topics to cover, USDA has developed AGS Attachment 15, Training Checklists for Administrative Staff, Monitors, and Site Staff. As you can see the Training checklists include 4 pages. They cover topics for Administrative staff, Monitors, and Site Staff. These lists may not be all inclusive and should be adjusted to fit your program operations.



CIVIL RIGHTS TRAINING REQUIREMENT SFSP is a federally funded program through USDA Food and Nutrition Service. As part of the program regulations, all CEs are required to adhere to federal Civil Rights laws. The purpose for this requirement is to:

• __________________________________________________________

• __________________________________________________________

One compliance requirement for CEs is to provide Civil Rights training to all program staff and volunteers prior to starting their job functions within the program. To assist CEs in meeting this requirement, TDA has developed a comprehensive Civil Rights training and made it available on SquareMeals.org. CEs are not required to use the Civil Rights training developed by TDA, it is a resource available to CEs. As with any other training, CEs are required to document that each employee has taken Civil Rights training. Another compliance requirement is that CEs document ethnic and racial data for all program participants. To assist CEs collect this data, USDA has developed AGS Attachment 21, Racial and Ethnic Data Form. Instructions for completing AGS Attachment 21 are on page 2 of the attachment. The next compliance requirement is to ensure the “And Justice For All” poster is prominently displayed where the food service is conducted, even on field trips. It can be requested from your regional Education Service Center. For other questions about the “And Justice for All” posters see https://www.fns.usda.gov/civil-rights/obtain-justice-posters. The last Civil Rights requirement we will discuss in class is the USDA non-discrimination policy statement and complaint procedures. CEs are required to include these statements on ALL program materials, including but not limited to:

• Press releases

• Flyers

• Pamphlets

• Menus

• Promotional, marketing and outreach materials

Access to other Civil Rights requirements are found in USDA FNS Instruction 113-1 downloadable at www.fns.usda.gov/cr/documents/113-1.pdf . The current non-discrimination statement is available under the front cover of the AGS and on the USDA FNS website, http://www.fns.usda.gov/usda-nondiscrimination-statement/.

https://www.fns.usda.gov/civil-rights/obtain-justice-postershttp://www.fns.usda.gov/cr/documents/113-1.pdfhttp://www.fns.usda.gov/usda-nondiscrimination-statement/http://www.fns.usda.gov/usda-nondiscrimination-statement/



SITE SUPERVISOR & MONITOR RESPONSIBILITIES In addition to comprehensive training, clear and concise policies and procedures as well as position descriptions will also help CEs ensure program operations are carried out according to program regulations. Site Supervisor Depending on the types of site you operate, Site Supervisors may be employees or volunteers from your organization or they may be employees of the site location. Either way, it is important to understand the responsibilities USDA has outlined for this position.

• Attend sponsor training • Ensure civil rights is properly implemented • Stay at the site for the entire meal service • Inform director or assistant director of field trips • Have communication with director or assistant director for changes in meal service • Serve meals • Clean up after meals • Ensure safe and sanitary conditions at the site • Ensure the safety of food, and comply with local health and safety standards • Receive and account for delivered meals • Ensure that children eat all meals on site • Plan and organize daily site activities, including nutrition education • Implement alternate food service arrangements during inclement weather • Take accurate meal counts at point of service (unless an alternate system that provides an

accurate count has been approved by the State agency) USDA has developed a Site Supervisor’s Guide to assist in the training and understanding of responsibilities for the Site Supervisor position. It is available at: https://www.fns.usda.gov/sfsp/handbooks

https://www.fns.usda.gov/sfsp/handbooks

https://www.fns.usda.gov/sfsp/handbookshttps://www.fns.usda.gov/sfsp/handbooks



Monitoring Efficient and capable monitoring of sites is essential for any

program to be successful. Monitors serve as a ________________ ________________ between

the CEs’ headquarters and the actual food service sites. Monitors are the eyes and ears of the CE

and need to be trustworthy and reliable. Establishing effective ________________

________________ will help prevent problems from occurring and will make it easier to correct

any problems that may arise.

In your monitoring procedures, CEs are responsible to:

• Establish policies for the monitoring of sites

• Establish policies for submitting reports after the visit/review is completed

• Design a system for prompt review of all monitor reports

• Follow up on reports, promptly addressing any items that need correction at the site

USDA recommends CEs have at least 1 monitor per every 15 to 20 sites. It is possible that in rural areas more monitors may be needed because of the possible distance between sites. Monitors have the responsibility to:

• look for safety issues,

• ensure each site is operating as required per regulations,

• provide onsite training, etc.

• Complete site visits and site reviews

Notes: ___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

You can find additional information about monitoring duties in the USDA State Agency Monitoring Guide. https://www.fns.usda.gov/sfsp/handbooks




Site Visits and Site Reviews When operating sites, the review process is vital. USDA requires a minimum of visits and reviews for all sites.

• Pre-Operational Visits:

o Ensure the site is able to accommodate the meal service and is safe

o Must be conducted for new sites and those with “operational problems” the previous year

o Must be completed _____________________________

o May use the _____________________________ Form, found in USDA’s Monitor’s Guide

• First Week Site Visits:

o Require a monitor to observe that the food service is operating smoothly and problems are resolved immediately within the first week of operation

o Must be conducted for ALL sites

Note: a waiver may allow certain returning sites to skip this requirement. The waiver must be applied for in TX-UNPS. [For details and requirements see: http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspx.]



• Site Reviews:

o Are in-depth reviews and require observation of all phases of meal service from set up to tear down

o Must be conducted for ALL sites



• Examples of Operational Problems include, but are not limited to:

o Sites with _____________________________________ from previous year

o Sites not conducting point of service

o Sites lacking ________________________setting for meals

o Sites failing to serve the right ________________________________________________

o Sites owing a debt

o Sites in serious deficiency

http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspxhttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspx



ACTIVITY: MONITORING FORMS To increase familiarity with the monitoring forms, you will be given 30 minutes to complete the forms with the information provided.

SFSP Pre-Operational Visit Form • Site Name: SFA Bldg. North Side • Site Number: 1002 • Site Address: 1700 Congress Ave., Austin, TX, 78701 • Site Phone Number: (512) 463-6000 • Person to Contact: Jane Archer • Type of Site: Recreation Center • Estimated number of children site could serve: 50 • Estimated number of needy children: 230 • Estimated number of personnel needed: 4 Yes/No Boxes • Are the present facilities adequate for meal service? Yes • Shelter for inclement weather? Yes • Adequate cooking facilities (if applicable)? N/A • Adequate storage for prepared or delivered food? Yes • Storage space for records at site? Yes • Adequate refrigeration? Yes • Access to a telephone? Yes • Is this site for-profit? No • Types of organized activities: Organized outside games such as scooter races, dodge ball,

basketball, four square, etc. • Improvements or corrective actions needed before site operates:

Considering the site, come up with the improvements or corrective actions needed before site operates.

• Did the site have deficiencies in the previous summer, if applicable? No • Signature: Chance Barron on 05/20/2019



SFSP First Week Site Visit Form • Date of site visit: 06/04/2019

• Monitor’s arrival time: 11:00 am

• Departure Time: 2:00 pm

• Site: SFA Bldg. North Side

• Site Address: 1700 Congress Ave.

• Discussion with site staff (list names): Jane Archer, Sam Boyd, Mike Caplan, Carole Donovan

Notes & Observations Boxes

• Has supervisor attended training session? Yes

• Are meals being counted and signed for? No, not consistently

• Are all required records being completed? Yes

• Are meals served as second meals excessive?

• Do meals meet meal pattern requirements? Yes

• Is there proper sanitation/storage? No, there are not adequate trash cans for the meal service

• Is the site supervisor following procedures established to make meal order adjustments? Yes

• Are meals served at the time approved by the State agency? Yes

• Are all meals served and consumed on-site? Yes

• Is each meal served as a unit? Yes

• Are there any problems with delivery? No

• Is there documentation of children’s income eligibility, if applicable? Yes

• Is there an AJFA nondiscrimination poster displayed in a prominent place? No

• List any problems that were noted, and any corrective actions that were initiated to eliminate the problems: Considering the site, list any problems that were noted during the visit, and any corrective actions that were initiated to eliminate the problems.

• Signature: Chance Barron on 06/04/2019



SFSP Site Review Form • Sponsor: SGBarron Cares • Site: SFA Bldg. North Side • Site Contact: Jane Archer, Site Supervisor • Site Address: 1700 Congress Ave., Austin, TX 78701 • Telephone: (512) 463-6000 • Date of review: 06/25/2019 • Monitor’s arrival time: 10:30 am • Departure time: 12:45 pm • Site Supervisor: Jane Archer • Open site: X (Not a Camp Site) • ADP: 50 • Today’s attendance: 47 • Approved meal service time: 11:30 am – 12:30 pm • Type of meals & Approved level: Lunch & 50 Fill-In Boxes • # Meals delivered: 50 • # Milks from previous day: 0 • Time meals delivered: 10:45 am • Time meals served: 11:30 am • # First meals served to children: 47 • # Second meals served to children: 0 • # Meals served to Program adults: 2 • # Meals served to non-Program adults: 0 • Discarded meals: 0 • # Meals leftover: 1 Page 2: Yes/No Boxes • 1. Does the staffing pattern correspond to that listed on the approved site sheet? Yes • 2. Has the site supervisor attended training session? Yes • 3. Does the site have sufficient food service supervision? Yes • 4. Are meals counted/checked before signing delivery report? Yes • 5. Are accurate meal counts taken of meals served? Yes • 6. Are meals served as second meals excessive? No • 7. Are records of adult meals being kept? Yes • 8. Do meals meet approved menu? Yes



• 9. Do meals meet meal pattern requirements? Yes • 10. Are meals checked for quality? Yes • 11. Is there proper sanitation/storage? Yes • 12. Is the site supervisor following procedure established to make meal order adjustments? Yes • 13. Are meals served within approved time frames? Yes • 14. Are all meals served and consumed on-site? (Note if state agency and sponsor allow

fruits/vegetables/grains to be taken off-site.) Yes • 15. Does site have a place to sercve children meals in case of inclement weather? No • 16. Is each meal served as a unit? Yes • 17. Is the meal delivery schedule followed? Yes • 18. Are there provisions for storing or returning excess meals? Yes • 19. Is there documentation of children’s income eligibility, if applicable? Yes • 20. Is there an “And Justice for All” poster, provided by the sponsor, on display in a prominent

place? Yes

• 21. Are meals served to all attending children regardless of the child’s race, color, national origin, sex, age, or disability? Yes

• 22. Do all children have equal access to services and facilities at the site regardless of the child’s race, color, national origin, sex, age, or disability? Yes

• 23. In informational material concerning the availability and nutritional benefits of the Program acailable in appropriate languages and translations are accurate? Yes

• 24. Are there reasonable modifications in policies and procedures to ensure individuals with disabilities have equal access and effective communication when accessing the Program? Yes

• 25. Are there reasonable steps in place to ensure meaningful access to services for limited English proficient persons by providing information in the frequently encountered, non-English languages of individuals eligible to be served or likely to be affected by the program? Yes

Page 3: • Explain any “No” answers, then use the “Actual Count / Type of Meal” boxes to explain any

violations, and finish the violations and corrective action below that. Considering the site, list any problems that were noted during the visit, and any corrective actions that were initiated to eliminate the problems.

Page 3 Signatures: • Monitor’s Signature: Chance Barron on 06/25/2019 • Site Supervisor’s Signature: Jane Archer on 06/15/2019 • Sponsor representative’s Signature: SG Barron on 06/15/2019



PROGRAM FINANCES

Objectives o Participants will implement a nonprofit food

service and implement the necessary procedures to ensure program compliance and financial accountability.

Topics

Nonprofit Food Service Account

Costs

Procurement

Claims for Reimbursement

MODULE 3: PROGRAM FINANCES



NONPROFIT FOOD SERVICE ACCOUNT When operating SFSP, CEs are required to keep a separate nonprofit food service account for all program funds related to SFSP. This does not mean a separate bank account, but a separate accounting process to process SFSP funds.

The success of SFSP relies just as heavily on a sound working budget as any other aspect of the program. A sound budget helps isolate and define program costs and helps to keep program expenses within the limits of expected reimbursement.

When planning your SFSP budget, consider the length of your program taking into account availability of staff, financial resources, facilities and type of meal preparation. Budgets should anticipate the types of expenses expected or line items. It is important to keep your expenses in the defined line items of your submitted budget. TDA understands that sometimes changes to the budget are necessary. If your budget changes, submit an amended budget through TX-UNPS for review and approval.

FNS Instruction 796-4, Rev. 4 and AGS page 132 provide guidance on unallowable costs for which program funds may not be used. See chapter 9 of TDA Supplemental for more information on Program Costs and Reimbursements. USDA also has a toolkit on Budgeting for Success at http://www.fns.usda.gov/sfsp/summer-meals-toolkit.

While working with your program budget, there will be program income. Program Income must be documented but will not affect program reimbursements. Sometimes it is possible to accrue funds in your nonprofit food service account.

Excess Funds VS Unused Reimbursement In summer of 2018, USDA separated the terms “excess funds” and “unused reimbursement.” These two are different in how they are accrued and how they can be used.

• _____________________ are “the difference between any advanced funding and reimbursement funding.”

• So if you receive advanced funds that end up being more than the reimbursement you apply for, then you have excess funds and must repay the funds to the state. It cannot be transferred to another Child Nutrition Program.

• _____________________ is “the difference between the amount claimed for reimbursement and actual costs.”

http://www.fns.usda.gov/sfsp/summer-meals-toolkit



• “For example, if a sponsor received $1,000 in meal claim reimbursement, but only spent $900 on actual costs to operate the Program, the sponsor would have $100 in unused reimbursement.”

• There is a place in TxUNPS to note how unused reimbursement will be used.

Unused reimbursement cannot be transferred from the nonprofit food service account to other organizational programs or expenses to reduce the account balance either. Unused reimbursement are still considered program funds and must be used for that purpose.

USDA expects sponsors to manage resources so that a well-run, quality summer meal service does not result in a significant amount of unused reimbursement. It is incumbent of sponsors to monitor program operations throughout the summer and for sponsors to make adjustments to ensure that quality meals are being served. CEs must work with TDA to determine the most effective use of unused reimbursement.

Source: Federal Register, Vol 83, No 106, page 25352

Notes: ___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________



COSTS When developing your budget there are two types of costs to consider, administrative and operational. Administrative costs are those that involve the administration of the program such as planning, organizing up and administering the program. Operational costs are those that are necessary to operate the program such as making and serving meals to eligible children. What are some examples of…

Be sure you keep receipts and other documentation of your program costs. Documentation is critical to a successful program. USDA has developed AGS Attachments 23-28 to aid with tracking administrative costs.

Allowed administrative

costs:

Allowed operating

costs:

Unallowable costs:

• _______________________________________

• _______________________________________

• _______________________________________

• _______________________________________

• _______________________________________

• ____________________________________________ • ____________________________________________ • _______________________________________ • _______________________________________ • _______________________________________ • ____________________________________________ • ____________________________________________

• _______________________________________

• _______________________________________

• _______________________________________

• _______________________________________

• _______________________________________

• _______________________________________



Calculating Adult Meals You need to plan for program and non-program adults.

• Program adults include staff members involved in the preparation and/or serving of meals that are served AFTER all children have received their meals.

• Non-program adults are those who are not directly related to the meal service as well as adults who do not work in the SFSP.

• Non-program adults may include:

o _____________________________

o _____________________________

o _____________________________

o _____________________________

o _____________________________

• Meals served to Program and non-Program adults must be counted and recorded separately on the daily meal count form.

• Meals served to __________________ adults may not be claimed for reimbursement, but may be counted as _____________________________.

• CEs may sell meals to non-program adults for the total cost of the meal or provide them at no charge and absorb the cost.

PROCUREMENT Procurement is a multi-step process for obtaining goods, products, and/or services in exchange for money or value.

• When operating the SFSP, all CEs must follow strict Federal guidelines to ensure:

o _________________________ competition and

o avoid conflicts of interest.

• CEs must have:

o _________________________ and

o a _________________________ for the ethical conduct of employees engaged in procurement.



Types of Procurement 1 2 5 4 3

Clues: 1. Aggregate costs equal to or less than $10,000 in a single transaction; Must be equitably distributed among qualified suppliers (“spreading the wealth”)

2. Aggregate cost equal to or less than $50,000; Services, supplies or other property; Price quotations from adequate number of qualified sources – at least 3; Must document the date, vendors consulted, and quotes received

3. $50,000 or more; Requires Invitation for Bid (IFB) – includes any specifications and defines the items/services to be procured; Requires public advertisement – give sufficient time for bidders to respond prior to the opening of the bids; Bids solicited from an adequate number of known suppliers; Firm fixed price contract award; Awarded to the lowest responsive and responsible bidder 4. $50,000 or more; Used when conditions for competitive sealed bids do not exist; Request for Proposal (RFP) is used – more qualitative in nature, and the vendor solicitation responses are scored based on the evaluation criteria specified in the solicitation; RFP identifies all evaluation factors and their relative importance and any response must be considered; Requires public advertisement – give sufficient time for bidders to respond prior to the opening of the bids; Bids solicited from an adequate number of qualified sources; Awarded to the proposal that is most advantageous to the program, with price and other factors considered

5. When there is inadequate competition, sole source, or emergency situation or exigency. TDA must be notified and grant approval for:

__________________________ & ______________________________



Procurement Bids REMINDER: Regardless of the dollar amount or method of procurement used, CEs must ensure free and open competition. To aid CEs in the bid process, TDA has developed an Invitation for Bid (IFB) and Contract form. These documents are available for download on Squaremeals.org/Programs/SummerFeedingPrograms website in the Administration & Forms in the SFSP Forms table. Note: CEs must use the IFB and Contract when contracting with an FSMC. There is much information on contracting with FSMCs in the “Food Service Management Company Contracts” section of Chapter 6 of TDA Supplemental. CEs must forward bid(s) to TDA for approval before awarding a contract if:

• Sole source

• FSMC bid selected is not the lowest

• FSMC bid totals $150K or more

Any costs deemed to have occurred through improper procurement and the associated meals with that procurement may be disallowed. CEs are required to disclose to TDA and identify any conflicts of interest and potential conflicts of interest, including: related-party transactions, less-than-arms-length transactions, ownership interest in equipment, supplies, vehicles and facilities, or disclose any other information that inhibits TDA from making an informed assessment of the allowability of a particular cost. Any action that diminishes free and open competition undermines the integrity of the procurement process and may subject the CE to bid protests.CEs must have protest procedures in place (as part of the procurement procedures) to handle and resolve disputes related to procurements. Should a bid protest occur, the CE must disclose the information to TDA. Additional information regarding procurement is available on AGS p. 83. For SFAs, the Institute of Child Nutrition (ICN) has designed a manual titled Procurement in the 21st Century that provides guidance on procurement located at http://www.nfsmi.org/ResourceOverview.aspx?ID=475 See chapter 6 of TDA Supplemental for more information on Procurement.

http://www.nfsmi.org/ResourceOverview.aspx?ID=475



CLAIMS FOR REIMBURSEMENT Claims for reimbursement are submitted to TDA through TX-UNPS monthly at the end of the claiming period. Claims for reimbursement are based on the number (and type) of meals served to eligible program participants that meet program requirements. A limited number of second meals served as a unit can be claimed for reimbursement, as long as the total number of second meals does not exceed 2% of first meals served by the sponsor, for all sites, during the claim period. TDA encourages CEs to file their claims as soon as possible. What is the deadline to file a claim?

• For a full month of SFSP: ______________________________________________________

• If not a full month: ___________________________________________________________

• Example: If the CE operated for a few days in August, and the last day of SFSP operation was

August 5, the claim would be due by _____________________________________________

Claims not filed prior to established timeframes are considered late. TDA is not obligated to pay late claims and as a general rule, doesn’t. If a CE does have a late claim, the CE has the option to use a one-time exception to have the claim paid. One-time exceptions are only valid once every 36 month or 3 years. Claim Validation Program compliance is a priority for TDA. To ensure CEs operate the program in compliance with all rules and regulations, TDA may validate claims submitted during program operation and after the program has been completed. Documentation is vital to validate all claims submitted. During a claim validation, CEs are required to submit any and all documentation pertaining to program operations. Documentation may include but is not limited to:

• Receipts (purchases, meal delivery, donated items, etc.)

• Daily Menu Production Worksheets

• Daily, Weekly and Monthly Meal Count Records

• Program related contracts

• Income eligibility forms



• Recycling and Leftover forms

• See AGS Attachment 22, Checklist of Records

Accurate, organized and thorough recordkeeping will help to ensure the claims submitted are validated and the maximum reimbursement maintained. Inaccurate, disorganized and incomplete recordkeeping will cause meals to be disallowed and reduce reimbursement. Even if the program has ended, CEs are still eligible for review. If during a review, meals are found to be disallowed, the CE is responsible to reimburse TDA the rate value of the meals disallowed. For more information about documentation, see the “Recordkeeping and Documentation” section of this training in Module 2 of this course, page 14.

Notes: ___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

REMEMBER: If it isn’t documented, it didn’t happen. And, if it’s documented inaccurately, that’s how it did happen.



MEAL SERVICE

Objectives o Participants will be able to create menus that

are appealing and meet the requirements for program reimbursement.

o Participants will be able to complete the Daily Menu Production Worksheet and daily, weekly and monthly meal count data.

Topic

Preparing for the Meal Service

Plan for the Rules of Summer Feeding

Health & Safety

Serving Meals

Other Considerations: Counting, Leftovers,& Share Tables

Food Components

Meal Pattern

Commercially Prepared Foods, CN Labels, Special Allowances, & Dietary Substitutions Food Buying Guide (Credible Foods Resources) Activities: SFSP Reimbursable Meals Non-Reimbursable Meals Daily Menu Production worksheet

MODULE 4: MEAL SERVICE



PREPARING FOR MEAL SERVICE There are some things to consider when preparing for SFSP Meal Service. Where do you want your meal sites to be located and how many sites are you willing to sponsor? What facilities will be available at the sites, such as restrooms, kitchens, seating areas, etc? Who and how will the meals be prepared? Approximately how many meals should be served and what would they cost? What safety consideration should you be aware of? Let’s take a look at some of the specific requirements for preparing and serving meals. Number & Types of Meals As you plan your numbers, first think about your site-type and what is the best time for serving meals in the summer. The type of meals served each day varies by site type. Available options include breakfast, lunch, supper, and snack. However you cannot do all four. Allowed site and meal combinations are: Open, Restricted Open, Enrolled

___________________________________________ Except _______________ & ______________________as the meal combination is not allowable

Camps, Migrant, and Homeless Feeding Sites ___________________________________________

+ + +

+ +

+ Draw the combination that is not allowed



Time Rules CEs must notify TDA of each site’s meal service times. These are approved during the site application and TDA makes this information available to the public. So it is important to be accurate and update TDA of any changes. While there are not set times mandated for each meal service type, USDA does have some rules:

• Breakfast and snack meal services ____________________

• Lunch and supper meal services ____________________

• Supper meal service begins by/before ______ and is finished by ______.

Note: A waiver may allow sites to skip the time requirement, specifically the “Time Rules” above and “Time Between Meals” below. Meal Times must be indicated in TX-UNPS, Site App. [For details and requirements see: http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspx.]

If a meal time must be cancelled or moved, CEs should post the cancellation/change as quickly as possible at the site after TDA has approved the change. Failure to do so is considered a serious program violation.

Time between meals must also be considered. Plan meal times to allow participants to once again become hungry.

• At least 3 hours between start of

o ____________________

o ____________________

o snack & ________________

o ________________ & (afternoon) snack

o snack & ________________

• At least 4 hours between

___________________________

_____________

____________________ those

meals.

http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspxhttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspx



PLAN FOR THE RULES OF SUMMER FEEDING “MEAL REQUIREMENTS”

When conducting the meal service CEs must adhere to specific requirements at each site. These requirements include:

• Serve meals on time o Plan for prep time or time necessary for meal delivery. o Cannot be reimbursed for meals served outside times approved by TDA

• Every eligible child receives a meal o Prepare or purchase one meal for each child anticipated at meal service. o 2nd meals can be provided once all children have received a 1st meal. CEs can be

reimbursed for second meals up to 2% of the number of 1st meals served, for all sites, during the claiming period.

• All meals are complete and reimbursable o Meals must meet meal pattern requirements for the meal type o provide the minimum required portions ensuring all children are served the

same meal (unless a substitution is necessary to accommodate disabilities). o References:

Dietary Restrictions section of this training Meal Pattern section of this training

• All meals are eaten on site. o Meal service must be provided at a congregate meal site. o Children cannot consume meals off-site. o Children may take either a fruit, vegetable, or grain item off-site. Item must be

from the child’s own meal or left on a “share table.” • All meals are counted.

o See “Meal Counting and Documentation” in the next few pages for details.

• Submit field trip information for approval to TDA through TXUNPS. o Field trips are a great way to boost participation. o CEs must provide TDA 15 days advance notice prior to a field trip, or meals may

not be reimbursed. o CEs must maintain safety, sanitation and administrative responsibilities. o Civil Rights requirements still apply, the “And Justice For All” poster must be

prominently displayed as required Side of cooler Side of bus or van Hung from a staff/volunteer

o All meal service requirements must be met, even during a field trip. • Make arrangements for inclement weather



o All sites must have appropriate arrangements for inclement weather, including excessive heat and thunderstorms.

o Should meal service have to be cancelled, CE must post notice at the site notify regional TDA office

o Excessive Heat Demonstration Project: At the time of this release, USDA has not announced whether the Demonstration Project for Non-Congregate Feeding at Sites Experiencing Excessive Heat will be extended for summer 2019. For the latest information on this project, visit: http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspx.

HEALTH & SAFETY Ensuring the health and safety of participants and staff is a significant responsibility. Most food borne illness can be prevented with safe handling practices. CEs must certify that they meet all applicable state and local health, safety, and sanitation standards. CEs will need to work with the local health department to ensure all health and sanitation regulations are followed.

• Notify the local health department prior to the start of program operations by providing the locations and serving times for each site in writing.

• Ask your local health department about specific requirements for food preparation in your local area. (TDA recommends having a Certified Food Handler while the local health department may require one.)

• Also, you may ask if they offer any training for staff. • At application, CEs must submit to TDA a copy of the notification to the local health

department(s) that have jurisdiction over each site. • Find your local health inspector at:

http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingProgramFoodSafety.aspx

Train your staff on sanitation and food safety [Cleaning and food storage are here for you, as they are some of the most critical processes to teach your site staff. Additional resources are below and in the resources section.] The process of cleaning and sanitizing should occur in every food service establishment on a routine bases.

http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspxhttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerWaivers.aspxhttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingProgramFoodSafety.aspxhttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingProgramFoodSafety.aspx



Five steps for cleaning and sanitizing in a three compartment sink: • Scrape away leftover food on the dishes and utensils into a near-by trash can that is

appropriately sized for the amount of food waste. • Clean the dishes and utensils in the first sink with soap and warm water. • Rinse the dishes and utensils in the second sink with clear, clean water. • Sanitize the dishes and utensils in a chemical solution or very hot water (at least 171°F)

in the third sink. • Allow the dishes and utensils to air-dry.

Principals of Food Storage Storing food safely is ensures purchased items remain fresh and safe to eat. The following principals apply to dry, cold and frozen storage.

• Ensure the storage area is clean, sanitized, and free from pest or rodents • Storage racks should be six (6) inches off the floor and away from the wall • Ensure items are not stored under in/near restroom facilities • Ensure items are away from leaking pipes or condensation • Practice the F-I-F-O Rule: First-In-First-Out • Store all food items and service materials away from chemicals or cleaning supplies • Items containing allergens need to be stored separately to reduce this risk of

contamination • Only store items in containers designed for specific storage purpose; do not use old food

containers to store household chemicals or use household chemical containers to store food items.

• Items removed from the original container need to be properly label for storage. • Always refrigerate perishable food within 1 hour when the temperature is above 90 °F

(32.2 ºC). • Check the temperature of your refrigerator and freezer with an appliance thermometer.

The refrigerator should be at 40 °F (4.4 ºC) or below and the freezer at 0 °F (-17.7 ºC) or below.

• Cook or freeze fresh poultry, fish, ground meats, and variety meats within 2 days • Perishable food such as meat and poultry should be wrapped securely to maintain

quality and to prevent meat juices from getting onto other food. • To maintain quality when freezing meat and poultry in its original package, wrap the

package again with foil or plastic wrap that is recommended for the freezer. • Canned foods are safe as long as they are not exposed to freezing temperatures, or

temperatures above 90 °F. Discard cans that are dented, rusted, or swollen. • Check expiration dates before purchasing or preparing items • Freeze or use items before the “use-by” date



Storing Food Safely • Delivery, as well as storage, must follow local health department regulations. TDA

cannot approve sites with meals brought in, unless: o Food is not held in temperature danger zones for longer than

allowed by TDA and local health safety codes, or o Proper facilities exist onsite for storing the food.

• To ensure food safety, CEs may use Form H1639 Temperature Record to record the temperature of coolers and freezers that are used to store foods

o Available for download on http://www.Squaremeals.org/Programs/SummerFeedingPrograms

Additional resources for training your staff: […these useful tools you may use to train your site staff]

• SquareMeals.org has a page dedicated to Health and Safety resources, including: o Health Inspector Locator Tool o Cleanliness o Purchasing and Receiving Food Safely o Storing Food Safely o Principles of Cleaning and Sanitizing o Prepare for an Emergency o Cleaning your Refrigerator o Proper Hand-washing o http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeed

ingProgramFoodSafety.aspx • The Food Safety website has a section for “clean, separate, cook, chill” that links off to 4

separate pages of training information. o https://www.foodsafety.gov/

• USDA – video shorts, esp hand washing. o https://www.fns.usda.gov/ofs/food-safety

• 15-The Site Supervisor’s Guide has a tip sheet on food safety rules o https://www.fns.usda.gov/sfsp/handbooks o Starting on page 18

• Information regarding food safety is available in the USDA Nutrition Guidance for Sponsors

o https://www.fns.usda.gov/sfsp/handbooks o Starting on page 74

http://www.squaremeals.org/Programs/SummerFeedingProgramshttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingProgramFoodSafety.aspxhttp://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingProgramFoodSafety.aspxhttps://www.foodsafety.gov/https://www.fns.usda.gov/ofs/food-safetyhttps://www.fns.usda.gov/sfsp/handbookshttps://www.fns.usda.gov/sfsp/handbooks



SERVING MEALS Once you have your setup planned, then we turn to the meal preparation itself. You have to plan for how many meals you need, how the meals will be prepared, how to keep count, and what do with the leftovers.

Actual Number of Meals Needed It is critical to plan well for the number of meals needed for each meal. Establish your procedures before you begin your program. In addition to feeding the children who visit your site, don’t forget to plan for any program and non-program adults who may want to eat a meal. Information about the money for adult meals can be found in the Program Finances module, Costs section. A few days after the program has started, sites should plan meals based on actual Average Daily Participation (ADP).

Type of Meal Service There are two ways to have meals prepared for SFSP:

• ____________________________ (SP) and

• ____________________________ (VM).

Mark “SP” or “VM” next to each phrase.

___________ is preparing the meals yourself.

___________ must be delivered as unitized meals to the site.

___________ includes the advantage of a higher reimbursement to cover the costs of kitchen and staff.

___________ mean purchasing the meals from an approved and licensed vendor.

___________ may be from a School Food Authority (SFA) or private/public Food Service Management Company (FSMC).

___________ provides the maximum control over the quality of the meal preparation.

___________ meals may be prepared at each site or a central kitchen.

___________ must adhere to procurement regulations.

___________ requires adequate kitchen and storage facilities.



You can find additional details on planning, distributing, serving, and storing in the USDA Nutrition Guidance for Sponsors. https://www.fns.usda.gov/sfsp/handbooks USDA Foods TDA administers the distribution of USDA Foods, which are donated commodities to help with food costs and meal pattern. It supports the Dietary Guidelines for Americans, and products are 100% American grown. There are more than 180 nutritious food items available and can be received as fresh, frozen, packaged, canned, dried or bulk. Use of USDA Foods does not affect your program reimbursement. However, CEs who participate in USDA Foods are responsible for shipping costs and should take storage of the foods into consideration. If your organization qualifies for this program, state your interest on the SFSP application. It is best to apply and express interest early as USDA Foods operate on a first come, first served basis. Popular items deplete quickly and items are not guaranteed. TDA will contact you if you express interest in USDA Foods. (Eligibility is based on the meal service type. See AGS page 79 for the full eligibility list.)

OTHER CONSIDERATIONS: COUNTING & DOCUMENTING, SHARING & RECYCLING

Meal Counting and Documentation Counting meals is one piece of record keeping that is critical to your program. Be sure you have a staff member assigned to this important role recording the number of participants and meals served.

USDA requires that meals are counted on a __________________________________ at the

__________________________________, which is when the children

__________________________________. To accomplish this, CEs can use an electronic Point

of Service system or Attachment 18 (or Attachment 16 for camps).

Unitized Meals have all components packaged, delivered and served as a unit. Milk or juice may be packaged separately but must be served with the meal for the meal to be reimbursable.




If no Point of Service system is in place, Attachment 18 must be completed, by a staff person, at every meal service, as children are receiving their meal. Instructions for proper completion of the form are on the last page of Attachment 18. TDA reviews this form to verify the meals claimed for a particular meal service were actually served. It is important that the form is accurate and signed by the person taking the meal count. Attachment 18 is also an excellent record of attendance per meal service, per site. By watching the numbers on this form, you can decide if/when to adjust the number of meals prepared for each meal service at each site. The information will also make it easy to make an amendment to that site’s ADP. Attachment 19 is a weekly consolidation of the daily meal counts recorded on Attachment 18. Instructions for proper completion of the form are on the last page of Attachment 19. Attachment 19 provides a weekly snapshot of meal service at each site. The information will help assist with claim completion. One thing listed on Attachment 19 is Money Collected/To Be Collected for Adult Meals. While a count of adult meals is collected on Attachment 18, the money collected is not. Information about the money for adult meals can be found in the Program Finances module, Costs section. Attachment 20 is a monthly consolidation for Attachment 19. The information gathered on this form also allows the CE to identify any trends in attendance. Attachment 20 consolidates all meals served for the claim period by site and meal type and assists in completing claim data in TX-UNPS.

Leftovers • Ensure limited leftover, unusable food

• Leftover usable food should be documented in order to justify all costs and meals claimed

o Can be documented on the Daily Menu Production Worksheets in the Additional Comments section regarding leftovers (or recycled food) used in the meal.

• If allowed by the county/city health department, CEs can have a “share table” or “station” where children return uneaten, whole items for other children who may want additional servings of those items.




Sharing Tables • A sharing table allows declined milk to be recycled, as long as the milk is individually

packaged, remains unopened, and safety protocols are followed.

• If your health inspector allows you to keep and reuse leftovers, be sure food is held at proper temperatures and stored safely. Safety information regarding leftover meals or components and donated food is available in the AGS p. 67.

o For example: If a child decides they do not want a milk they have taken as part of the reimbursable meal and the milk has not been opened, they may place it in a cooler labeled “Extra”.

• Be sure to speak to your local health department to ensure you follow their food requirements.

o Some health departments may have limitations or not allow a “sharing table.” If sharing tables are not allowed, the milk and leftovers must be discarded.

o If health department does allow declined milk to be “recycled,” CE should complete the Record of Leftover/Recycled Food form.

o Document both the leftovers and when the leftovers are used.

o Form is available for download at http://www.squaremeals.org/Programs/SummerFeedingPrograms.aspx, under “Summer Feeding Administration & Forms” on the left. Then scroll down to the SFSP Forms table.

o Find your local health inspector at: http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingProgramFoodSafety.aspx

• Accurate records are critical to show you have enough milk to match the meals claimed.


utting the pieces ogether - esc11.net · 2020. 4. 1. · these training materials do not cover the...

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