South Carolina Department of Education

2016 Summer Food Service Program

Returning Sponsors Training “What Does SFSP Look Like?”

Getting to Know You

• Introduce yourself by using an adjective in front of your name to describe your personality or something about you. Example: Jazzy Joann

• Name of organization you are with. • What is the one burning question you

have about this training or SFSP?

Agenda: Sponsor’s Responsibilities Site Types and Area Eligibility Outreach and Marketing Menu Planning Administrative & Operating Staff Training Site Supervisors/Monitoring Training Civil Rights Claims for Reimbursement Administrative Review SFSP Application

Sponsor’s Responsibilities

Sponsor Responsibilities: (page 9 and 10)

Sponsor Must Demonstrate financial and administrative capability and accept final financial and

administrative responsibility. Not have been declared seriously deficient in the operation of any Federal Child Nutrition

Program. Serve meals in areas designated as low-income or agree to serve low-income children

(exceptions: camps). Conduct a non-profit food service. Provide year-round service to the area in which they intend to provide the SFSP (some

exceptions may be granted). Exercise management control over sites they serve. Visit and document that all new sites and sites that have had problems running the

program in the past have been inspected prior to program commencement. Sign a written agreement with SCDE.

Sponsor Eligibility 7 CFR 225.14(b) Only certain organizations can sponsor a Program: A public or private nonprofit school food authority. A public or private nonprofit residential summer camp. A unite of State, local, municipal, or county government. A public or private college or university currently participating in the National Youth Sports

Program Any other type of private nonprofit organization.

Site Eligibility Provide site eligibility data with Site Applications Submit a site application and receive approval prior to beginning meal service at that site. Other Responsibilities Conduct training for all administrative and operational personnel prior to starting the

Program. Prepare meals, contract with school food service facility, or contract with a food service

management company. Serve meals that meet requirements and prepare or order meals with the objective of

providing only one meal per child per meal service. Conduct a regularly scheduled food service. Have adequate supervisory and operational personnel for monitoring, managing, and

operating each site. Ensure that each meal is consumed on site. Exception: a fruit, vegetable, or grain may be

taken off site at the sponsor’s discretion. Monitor sites as required to ensure all requirements pertaining to the meal service are

met. Ensure that daily records of meals served are maintained. Maintain accurate records to justify expenses. Claim reimbursements only for those meals served to eligible children. A Camp Sponsor Must Determine income eligibility for each child attending camp. Claim for meals based on the eligibility of children attending camp. A School Sponsor May Use the same menu planning option(s) as used for the National School Lunch and

Breakfast Program during the previous school year.

Main Points: Non Profit Organization (documentation) Can demonstrate financial and administrative

capabilities Hire and train summer personnel Prepare and deliver reimbursable meals that are

in compliance with the USDA meal pattern Prepare claims for reimbursement Monitor and review approved summer sites Maintain proper and accurate documentation Understand and determine eligibility

requirements. Network with community

Summer Food Service Handbooks

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

Organizational Structure

SFSP Director

Assistant Director Monitors Financial Clerical Kitchen

Manager

Site Supervisor

Site Supervisor

Site Supervisor

Site Supervisor

Kitchen Staff

Delivery Drivers

Your Most Important Responsibilities

Providing nutritious meals to the children of South Carolina throughout the summer.

Ensuring safety and protection of those children.

https://catch.sled.sc.gov/

Required SLED Background Checks:- Sponsor Contact- Financial Representative - Authorized Representative- Site Supervisors- Monitors

Background checks can be listed as an administrative expense.

SCDE Background Requirements and Recommendations

Additional Checks:

SC Sex Offender Registry (Free)

Site Types/Eligibility

Site Types and Eligibility Open & Restricted Open – (School or Census Data)

- Serves children in a geographical area where at least 50% of the children are eligible for free or reduced priced school meals

- First-come, first-serve

Closed Enrolled (School/Census Data or Income Statements)

- 50 % of Children are eligible for free or reduced priced school meals

- Site is located in an area where at least 50% of the local children are eligible for free or reduced-priced school meals

- Meals are served only to children enrolled in the program

Site Types and Eligibility Residential and Non-Residential Camps (School or Income Statements)

- Only reimbursed for meals served to campers who are eligible for free or reduced-price meals during the school year.

Migrant (Certification from migrant organization)

- Over 50 % of children are migrant children. - Reimbursed for complete meals served to children.

Area Eligibility: School DataSCDE recommends that sponsors use E-Rate to determine area eligibility.

Classify a site’s eligibility based on the closest school to the site.

How to access E-rate:

Ed.sc.gov Data Other E-rate (http://ed.sc.gov/data/other/)

DO NOT USE the district Percentage to determine site eligibility.

Calculations: Take the Free & Reduced Student totals and divide that by the total number of students enrolled at that school

Rural and Urban DesignationTwo ways to find out whether a site is Rural or Urban:- Use E-Rate- USDA Rural Designation Mapper (http://

www.fns.usda.gov/rural-designation)

SCDE uses both tools.

Outreach and Marketing

Getting the Word Out

Kick Off Event-Helps to introduce your summer meals program to

the community.

Summer Food Served Here!!!

Getting the Word Out

• Newspapers• Websites• Radio• Television• Social Media• Community events• Community places-libraries,

grocery stores, parks, etc.

Summer Food Served Here!!!

Getting the Word Out

• Flyers• Postcards• Banners/Yard Signs

Summer Food Served Here!!!

Create a Summer Experience

• Library• Parks• College- Sororities/Fraternities• Senior Citizens Groups• Farm to Summer

BREAK

Meal Service Requirements, Meal Pattern Requirements,

and Menu Planning

Meal ServicesBreakfastAM/PM SnackLunchSupper

Open/Restricted Open, Closed Enrolled: Serve two meals per day in any combination other than lunch and supper

Camps and Migrants: Serve up to three meals per day in any combination

Number and Type of MealsSponsors may serve one or two meals a day at open, restricted open, and enrolled sites.

With State agency approval, sponsors may serve two meals (including snacks) each day.

Sponsors may choose which combination of meals they would like to serve; however, serving lunch and supper on the same day is not allowed.

Allowable Meal Combinations Include:

Breakfast only Lunch only

Snack only Supper only

Lunch and snack Breakfast and snack

Breakfast and lunch Supper and snackBreakfast and

supper Two snacks

7 CFR 225.16 (b)Administration 67-68

With State agency approval, camp or migrant site sponsors may serve up to three meals (including snacks) each day. Allowable meal combinations include:

Breakfast, Lunch, and Supper Breakfast, Lunch, and Snack Lunch, Supper, and Snack Any combination of meals or

snacks that is less than the maximum number allowed

Meal services can be operated by different sponsors at the same site; however, the maximum number of meals allowed at a site under the regulations [7 CFR 225.16(b)] must not be exceeded (two meals for open, restricted open, and enrolled sites; 3 meals for camp or migrant sites). For example, if a sponsor is approved to serve only lunch at a site, a different sponsor may be approved to serve breakfast or a snack at the same site, because the maximum (two meals) is met but not exceeded (SFSP Memorandum 08-2016: Summer Food Service Program Questions and Answers, November 12, 2015).

Meal Service Requirements Establish meal times for each site

Meals must be served during those times

If meal times change, CDE must be notified

All meals must be consumed on-site Children must receive one meal

before second meals or adult meals are served

Adhere to local health and sanitation regulations

Taking Meal Components Off-Site Children must eat all meals on-site Exception is the ‘Walking Apple’ or

‘Walking Grain’ A child may take one fruit or

vegetable or one grain item off-site for later consumption

All food safety regulations must adhered to DHEC regulations.

Field Trips

Notify SCDE of all field trips If SCDE is not notified, meals

are not reimbursable Use adequate storage

equipment and serving equipment

Leftover Meals

Must plan, prepare, or order meals with the objective of providing one meal per child at each meal service

Leftover meals cannot be provided to families to take home

Leftover meals or food items may be donated to charitable organizations

Sites may designate a “share table”

Special Dietary Needs

• Required to make substitutions or modifications for participants with a dietary disability

• Optional to provide modifications for participants without a dietary disability

• Medical statements must be on file

Offer Versus Serve

• Offer versus serve (OVS) is a concept that applies to menu planning and meal service which allows children to decline some of the food offered in a reimbursable breakfast, lunch, or supper.

• OVS is not allowed at snack (see SFSP Memorandum 5-2016: Meal Service Requirements in the Summer Food Service Program, with Questions and Answers, November 12, 2015).

7 CFR 225.16 (f)(1)(ii) Administration 73-75

Offer Versus Serve: Breakfast

Breakfast: 4 food items must be offered (the fourth item can be fruit/vegetable, grain/bread, or meat/meat alternate)• 3 food items are required for a reimbursable

meal:– 2 servings of the same food item is not

allowable

Breakfast

Offered

Meal Selected

Breakfast

Offered

Meal Selected

¾ cup vegetable Offer Versus Serve: Lunch & Supper

Lunch or Supper: 5 food items must be offered• 3 components are required for a

reimbursable meal:

¾ cup vegetable 1 Grain & 2 oz Meat

Lunch

Offered

Meal Selected

Lunch

Offered

Meal Selected

Meal PatternMeals served must contain all the required components in order to

be counted as reimbursable

Breakfast Lunch/Supper AM/PM Snack 1 serving of milk (8 fl oz)

1 serving of milk (8 fl oz)

1 serving of milk(8 fl oz)

½ cup fruit/vegetable ¾ cup of fruit/vegetable(2 servings = ¾ cups)

¾ cup fruit/vegetable

1 serving of grain/bread 1 serving of grain/bread 1 serving of grain/bread

1 meat/meat alternate (optional)

2 oz meat/meat alternate

1 oz meat/meat alternate

Serve 2 or 4 components

Menu Planning Exercise

Daily Meal Count Sheet

Meal Count Reporting Camps

Administrative & Operational Training

Staff Training

Training

Weekly-biweekly meeting Good communication with State Agency,

FSMC or school vendor, your staff members, monitors, site staff, and health inspectors

Sponsor Training Duties 7 CFR 225.7(a) and 225.15(d)(1)

Must attend State agency training annually Must train all administrative staff and site staff before they

undertake their responsibilities. Make sure training is geared to responsibility

Administrative/Operating Staff Training & Site Supervisors/Monitoring Training

Staff should receive a letter or flyer announcing date, time, location

Keep a record of attendees, documentation of the topics covered for each training session offered

Sponsor Training Administrative Staff7 CFR 225.15(d)(1)

Training for administrative staff at the sponsor level (office staff, assistants, clerks, bookkeepers, secretaries, area supervisors)

Site Supervisor/Monitors’

Training

Sponsor Training Monitor Personnel 7 CFR 225.15(d)(1)

Monitors should be present at both site and administrative training to make sure they have understanding of program operations at both levels. Thorough training needed to make sure monitors are knowledgeable of program requirements and duties so that they can give feedback to sponsors about all of the sites and how they are operating.

Sponsor Training of Site Staff7 CFR 225.15(d)(1)

SFSP regulations require that no food service may operate until personnel at the site have attended at least one of the sponsor’s training sessions. This is an annual requirement. Regulations requires that at least one person who has been trained by the sponsor be present during the time of the meal service.

Monitoring Monitoring is essential to making a program successful. Having a good system will prevent problems from occurring and will make it easier to correct any problems that arise. • Participate in annual training, understand Program

requirements, including civil rights requirements• Ensure that sites operate according to Program

requirements, including civil rights requirements;• Carry a supply of all necessary forms during site visits

and reviews• Provide training for site personnel when needed; and;• Spend enough time at each site to ensure Program

operations.

Site Visits and Reviews

Pre-operational Visit First week Visit Fourth Week Visit

Pre-Operational Visits Done prior to requesting approval to the State

Agency . Confirms that all new sites and sites with

previous serious deficiencies have been visited and have the capability to provide meal service.

First Week Visits Visit each site at least once during the first week

of operation.

Fourth Week Visit Must conduct a review of the food service at least

once in the first four weeks of site operation.

Monitor must observe a complete meal service from beginning to end, including delivery or preparation of meals, the meal service, and clean up after meals.

Monitoring

Records of visits and reviews must be documented

Develop a tracking system for handling monitor reports

Review reports immediately and follow up on problems

Document corrective action taken at the site

Schedule a follow up review if necessary Make sure reports are signed and dated

Reviewing Monitoring Reports• Pay attention to quality of report • Make sure all questions were answered on report• Look for notes or comments in the remarks

section• Look for number of meals delivered and or

served and number of children who in attendance are always the same

• Look at corrective actions; failure to note one or failure to initiate correction of the problem

• No recommendation to adjust orders when number exceeds attendance;

• Arrives at sites late and/or do stay entire meal service

Civil Rights

What is Civil Rights? The nonpolitical rights of a citizen; the rights of personal liberty guaranteed to U.S. citizens by the 13th and 14th Amendments to the U.S. Constitution and the acts of Congress.

Sponsors receiving USDA funds must follow Civil Rights regulations and policy.

Goals of Civil Rights

• Eliminate barriers to program benefits

• Provide equal treatment to all • Explain rights and responsibilities• Show respect and dignity to all

What is Discrimination?

The act of distinguishing one person or group of persons from others, either intentionally, by neglect, or by the effect of actions, or lack of actions based on their protected classes.

Nondiscrimination Statement

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov. This institution is an equal opportunity provider.

Nondiscrimination StatementThe nondiscrimination statements must be included in the following:

1. Websites2. Brochures3. Employee Handbooks4. Parent Handbooks5. Print or Broadcast Ads6. Newsletters7. Flyers8. Enrollment Forms

Civil Rights Complaints Can be either written or verbal:

Allege that discrimination has occurred in violation of one of the protected classes:• Race• Color• National Origin• Sex • Age• Disability

Procedures for Filing a Civil Rights ComplaintRight to File a Complaint- Any person has a right to file a complaint within 180 days of the date of the alleged discriminatory action. Can be written or verbal.

Acceptance- All civil rights complaints written or verbal shall be accepted and forwarded to State Agency within three working days. Need to be able to identify the agency or organization that the complaint is being directed. Anonymous complaints should be handled as any other complaints.

Verbal Complaints-If person make complaint verbally or on phone and refuses to place allegation in writing. The person whom they are making allegations shall write up the complaint.

Civil Rights (7 CFR 225.7(g)) • Display and Justice for All posters in prominent area• Take reasonable steps to ensure meaningful access for

limited English proficient languages of individuals eligible to be served or likely to be affected by the program

• Make reasonable modifications in policies and procedures to ensure individuals with disabilities have equal access and effective communication when accessing the Program

• Include the nondiscrimination statement and, instructions for filing a compliant, in public release information, flyers, brochures

• Make sure meals are served to all attending children, regardless of their race, color, national origin, sex, age, or disability (no separating the children)

.

Race and Ethnic Data Collection 7 CFR 225.7(g)• Sponsor must collect ethnic/racial category date

each year for each site. • Use visual identification to determine a

participant’s racial/ethnic category.• For collection purposes, a participant may be

included in the group which he or she appears to belong, identify with, or is regarded as a member of by the community.

Summary: Civil Rights “Must Do List” Prominently display the And Justice for All Poster Nondiscrimination statement on all printed

materials that is available to the public Collect and maintain Racial/Ethnic Data annually Make reasonable accommodations for persons

with disabilities Train staff annually and retain proof of training Make sure staff is fully aware of procedure

Complaint Procedure

Financial Management

Claims for Reimbursement

Claims for Reimbursement

Rural or Self-Prep Sites Urban or Vended Sites

Breakfast $ 2.1325 Breakfast $ 2.0925

Lunch or Supper $3.7450 Lunch or Supper $ 3.6850

Supplement $ 0.8875 Supplement $ 0.8650

2016 Summer Food Service Program Reimbursement Rates

Advance Payments Sponsors may request an operating and/or administrative advance for June and July if they operate more than 10 days during the requested month.

All advance payments are recoup before a reimbursement payment is distributed to the sponsor.

Example:

June Advance= $ 5,000June Claim for Reimbursement = $ 7,568June Net Reimbursement = (-$5,000) $ 2,568

If advance payments are greater than that of the reimbursed amount, sponsors will need to return the

difference to SCDE.

CAPA CAP is the amount of allowable meals a sponsor may serve daily for each approved site and meal service.

How are CAPs determined:- Site Information Applications- Change Forms

CAPSite #14: Daily Participation Estimation – 45

Lunch – SCDE approves: 50 children daily

Allowable claim amounts:

Week (Monday – Friday): 250 meals Month (June: 22 Operating days): 1100 meals

Meals over the approved CAP amount are non-reimburseable.

Claim for Reimbursements Sponsors may receive reimbursements for actual meals served during approved meals services.

Sponsors must:Claim only reimbursable meals served to eligible childrenMay not claim over their CAP (next slide)

All claims are due to SCDE by the 10th of each month

All claims (original or revisions) must be submitted by sponsors within 60 calendar days of the end of the claiming month in order to be paid with program funds.

SCDE has 45 days to process claims for reimbursements

Claim for Reimbursement

When sponsors are approved to participated in SFSP they will receive access to their personal claiming spreadsheet.

Google Docs

Administrative Review

Administrative Review Every aspect of the SFSP operation will be reviewed.

Please review your Administrative Review Checklist

Recordkeeping at site and sponsor level must be maintained, accurate, and available at all times.

New sponsors are added to the AR cycle and are reviewed every 3 years.

Problematic sponsors are reviewed when deemed necessary.

Sponsor Application

SFSP Policies and Resources

Summer Tool Kit http://www.fns.usda.gov/sfsp/summer-meals-toolkit Area Eligibility Map http://www.fns.usda.gov/areaeligibility Rural Designation Map http://www.fns.usda.gov/rural-designation SFSP Handbooks: http://www.fns.usda.gov/sfsp/handbooksAdministrative Guidance for SponsorsMonitor’s GuideNutrition Guidance for SponsorsSite Supervisor’s Guide

SFSP Best Practices http://www.fns.usda.gov/sfsp/best-practices SFSP Meal Patterns http://www.fns.usda.gov/sfsp/sfsp-meals-and-snacks

USDA Policies http://www.fns.usda.gov/sfsp/policy USDA Regulations http://www.fns.usda.gov/sfsp/regulations Standardized Recipes www.nfsmi.org South Carolina Department of Education State SFSP Resourceshttp://ed.sc.gov/districts-schools/nutrition/summer-food-program/

Questions & Answers