Welcome! Summer Food Service Program New Sponsor Training April 2009.

Welcome!Welcome!

Summer Food Service ProgramNew Sponsor Training

April 2009

Grants Coordination and School SupportGrants Coordination and School SupportSchool Nutrition Training and Programs School Nutrition Training and Programs

Summer Food Service ProgramSummer Food Service Program

Presented by Presented by

Gloria ZunkerGloria Zunker Phone: (517) 241-2096Phone: (517) 241-2096

[email protected]

AgendaAgenda

• Overview of the Summer Food Service Program (SFSP)

• Planning and Administering the Program

• How to Apply to SFSP

• Required Documents and Recordkeeping

• SFSP Resources

SFSP OverviewSFSP Overview

BackgroundBackground

• Provides Free, Nutritious Meals to Low-income Children

• Children Must be 18 Years and Under

• Operates when School is not in Session

• Federally Funded, Administered through State Agencies


MichiganMichigan• Michigan Department of Education

Acquired Administration of Program in 2004

• Advocates:• Food Banks• Legislators• Lobbyists• United Way


Help is NeededHelp is Needed

• Only 14 percent of Michigan’s Eligible Children Receive Free Meals in the Summer

• Low Participation in Rural Areas

• We need more:

• Sponsors

• Sites

• Participation


Sponsoring OrganizationsSponsoring Organizations• Accept Financial and Administrative

Responsibility• Must be Capable of Managing Food Service• Sponsors:

Complete paperwork Arrange for meals

Train and monitor sitesOversee site operations

Submit claims for reimbursement

Section 1: TimelineSection 1: Timeline• March - April• May• One month before start of meal service• Two weeks before start of meal service• First week of meal service• Each day• End of each week• Within first four weeks• Submitting a claim• End of program

Section 2: Applying to SFSPSection 2: Applying to SFSP

• Applications due three weeks prior to first operating day or May 1 whichever comes first

• Applications processed online through Child Nutrition Application Program (CNAP)

• Found at http://michigan.gov/meis

Before the ApplicationBefore the Application

• A Valid MEIS Account• A Completed Security Access Form• A Computer with an Internet Connection

• Web Browser• Microsoft Internet Explorer 6.0• Netscape 4.0 or higher

• JavaScript and Session Cookies enabled for the Web Browser

• Adobe Acrobat 4.0+

Michigan Education Information Michigan Education Information System (MEIS)System (MEIS)

• MEIS - location for links to the Security Agreement, Application (CNAP) and Claim Form

• To access CNAP, a MEIS account must be created:http://michigan.gov/meis

• Click on the black and white MEIS logo

MEIS User Management SystemMEIS User Management System

Account Creation starts with the User Management System

The login is used to update information once an account has been created

Click on the link: Create a MEIS Account

Create a MEIS Account inCreate a MEIS Account inFour Easy Steps – Step 1Four Easy Steps – Step 1

Do NOT create a new MEIS Account if you already have one!

Click Create a MEIS Account

Enter the first and last name of the user account to be created.

Click the Proceed to Step 2 button.

Create a MEIS Account - Step 2Create a MEIS Account - Step 2

Disregard

Add the basic biographical information

Complete the security questions used to verify identity if password is forgotten


Verify the account information you have provided and click the Create New MEIS Account button


Confirming Your MEIS AccountConfirming Your MEIS AccountThe final screen will confirm your account.

Hint: Print this page for your records.

Hint: Change your password immediately.

Warning: Passwords are case-sensitive.

You will be able to access CNAP once your MEIS account has been authorized in the system. For help with MEIS

MDE/CEPI Help Desk

(517) 335-0505

Submit Security AgreementSubmit Security Agreement• Security Agreement:

http://michigan.gov/mde

• Fax to Ruby Zavala: 517-373-4022

• SFSP – CNAP access usually available within

24 hours

CNAP Authorization StructureCNAP Authorization StructureLevel 3 - Enter/Certify• Can Enter/Edit information and Certify applications• Can initiate applications• Can assign lower security levels (levels 1 and 2) to allow other

users to edit or view• Submit, modify and delete applications and amendments

Level 2 - Enter/Edit• Can Enter/Edit information on application pages• Can initiate applications

Level 1 - Read-Only• Can View all parts of the application• Cannot input or edit any information

MEIS accounts are required for all levels.

Logging Into CNAPLogging Into CNAP

To Login to CNAP:• Enter your MEIS Login and Password in

the text boxes on the CNAP Login page• Click the Login button

If you have questions, phone Ruby Zavala at (517) 373-0420.

Once your Security Access Form has been submitted and approved, you can use your MEIS Login and Password to login to CNAP.

Remember, the MEIS password is Case Sensitive.

Applying to SFSPApplying to SFSPCNAP On-lineCNAP On-lineNow let’s go to the web www.michigan.gov/meis and look at the SFSP CNAP

Summer Food Service Program Child Nutrition Application Program

SFSP ApplicationSFSP ApplicationFinal StepsFinal Steps

Remember to:

• Mail in copy of letter to health department and any indicated attachments

Section 3 - Required Forms Section 3 - Required Forms PacketPacket

• Site Change Form- for temporary changes only

• Field Trip Notification Form

• Submit Site Change and Field Trip Forms either on-line at www.michgian.gov/sfsp or by fax to (517) 373-4022.

Section 4- Civil RightsSection 4- Civil Rights

Section 5 - Administrative Section 5 - Administrative Guidance ManualGuidance Manual

Page 8 - Administrative Guidance Manual

• Planning the Program

• Administering the Program

• Food Service Management Companies

• Reference Section

Planning the ProgramPlanning the Program

EligibilityEligibility

Page 13

Management responsibilities

cannot be delegated below the

sponsor level


EligibilityEligibilityA single sponsor may sponsor different types of sites:

• Open Sites• Restricted Open• Closed Enrolled• Camps: Residential and Nonresidential• Migrant Sites• NYSP Sites


Evaluating and SelectingEvaluating and SelectingSponsors and SitesSponsors and Sites

Page 25

• Evaluating an area

• Selecting sites• Properly equipped• Meet state and local health standards

• Site supervision

• Serving capacity

• Site activities

• Sponsor/Site agreement


Evaluating and SelectingEvaluating and SelectingSponsors and SitesSponsors and Sites

Page 28• Permanent Agreement• Pre-Operational Requirements

• Health and Sanitation• Notify the local health department in

writing of all prospective site locations• Arrange for prompt trash removal


Meal ServiceMeal Service

• Sponsor self-preparation

• Obtain meals from School Food Authority (SFA)

• Obtain meals from a Food Service Manage-ment Company



Commodities

• Sponsors preparing meals on-site or at central kitchen

• Sponsors receiving their meals from a participating National School Lunch Program


Meal ServiceMeal ServicePage 33

Meal Pattern Requirements

Breakfast• One serving of milk

• One serving of vegetable or fruit full strength

• One serving of grain or bread



Meal Pattern Requirements

Lunch or supper

• One serving of milk

• Two or more servings of vegetables/fruits

• One serving of grain or bread

• One serving of meat


Meal ServiceMeal ServiceMeal Pattern Requirements

• Snack

Two food items, each from a different food component. Remember, juice cannot be served when milk is served as the only other component.



Meal Pattern Exceptions

• School sponsors may use NSLP meal pattern

Leftover Meals or Components

• Monitor site reports of attendance, waste, and cost

• Total number of second meals cannot exceed 2% of first meals served for all sites in claiming period.



Meal Requirements

• Same meal pattern to all children• Meals eaten on site• All children eat one meal before a child is served

a second complete meal• Adhere to local health regulations• Make arrangements for inclement weather• Serve meals during the agreed meal service times



Time Restrictions

• 3 hours between the beginning of one meal service and the beginning of another

• 4 hours between lunch and supper

• Supper before 7:00 p.m. end by 8:00 p.m.

• Lunch and Supper < 2 hour serving time

• Breakfast and Snacks < 1 hour


Page 39

• Food Safety Rules

Page 41

• Staffing Responsibilities


StaffingStaffingPage 41-43

• USDA Recommends One Monitor for Every 15-20 Sites

• Factors which Affect Staffing

• Rural vs. urban location

• Opening and closing dates

• Part-time, volunteer staffing

• Size of program


ApplicationApplicationPage 44

Federal Regulations/Application Requirements

• How applications are approved

• What to check for on the agreement before signing

• What happens if an application is denied

• What a Sponsor may appeal

Administering the ProgramAdministering the ProgramPage 54

Training• Monitoring• Civil Rights • Program Payments• Recordkeeping• Administrative

Reviews• Post Program • Evaluation

Regulations

Federal

State Local

Administering the ProgramAdministering the Program

TrainingTrainingPage 54• Training

One of sponsor’s major requirements

• No food service site may operate until personnel at the site have attended sponsor training

• At a minimum, sponsors should cover all the topics listed in Attachment 15


Page 58

• Accurate Point-of-Service Counts Critical!

• Suggested to notify local health inspectors of training


MonitoringMonitoringPage 61• Pre-Operational Visit for new and

problem prone sites

• Site Visit • At least once during first week• Ensures food service is operating

smoothly• Do not have to stay for entire meal

period


MonitoringMonitoring• All site reviews and visits must be

documented.

• Site/Monitor Review• Determines if site is meeting program

requirements• Review entire meal period


MonitoringMonitoringPage 62

Monitor Reports

Monitor needs retraining if:

• Not all questions on the report answered• Monitor rarely note problems, no comments• No follow-up on suspicious patterns• Corrective action not followed up on• Fails to make adjustments in meal orders when

attendance exceeds meals and vise versa• Monitor arrives at site late, does not stay for meal

service


MonitoringMonitoring

Site Re-Training• Discussion of issue and planned action

• Continuous targeting of problem sites• Graduated response

• Focus of Site Training• Instruction on use of forms• Seriousness of issue• Penalties


Civil RightsCivil Rights

Page 63

• What are the Civil Rights requirements?

• What racial and ethnic data must I collect?


Civil RightsCivil RightsRequirements

• Inform potential participants, particularly minorities of the availability of SFSP

• Display nondiscrimination poster• Offer reasonable effort for translation• Inform public of program upon request• Non-discrimination statement and instructions for filing

complaint• Meals served to all attending children regardless of race,

color, national origin, gender, age, and disability• All children have equal access to services and facilities


Civil RightsCivil Rights

Racial/Ethnic Data

• Determine the number of eligible participants by racial/ethnic category for the area served.

• Data retained for three years


Program PaymentsProgram Payments

• Program Payments found in Chapter 4 page 65

• Key To Reimbursement - Section 9

SFSP SimplifiedSFSP SimplifiedAccounting ProcedureAccounting Procedure

Simplified Summer Feeding Program

• Michigan included

• Simplified cost accounting procedure

• Eliminate the operating and administrative cost comparison required by law and regulations

• Sponsors receive maximum operating and administrative reimbursement.


Recordkeeping - Chapter 5Recordkeeping - Chapter 5

Page 73

Records must be kept on:• Meal counts• Operating costs• Administrative costs• Funds accruing to the program• Training records• Visits and reviews


RecordkeepingRecordkeeping

Page 75

Operating Costs• Receiving reports• Purchasing invoices• Records of any returns,

discounts, credits• Inventory records• Canceled checks


RecordkeepingRecordkeepingPage 77

Administrative Cost

Costs incurred by the sponsor for activities related to:

planning, organizing, and administering the program


RecordkeepingRecordkeeping

• Checklist of records to obtain/keep found on page (Attachment 22)

• Record Retention• 3 years following the submission date of the

final claim for reimbursement.• 3 years + current year• No unresolved audit findings


Administrative Reviews –Administrative Reviews –Chapter 6Chapter 6

Page 80

• Violations of program requirements

• How to create a corrective action plan

Food Service Management Food Service Management Companies (FSMC) – Part IIICompanies (FSMC) – Part III

• What is a FSMC?• Vended Sponsors may not contract

management of: • Meal ordering• Official recordkeeping• Submitting claims• Training and monitoring administrative/site staff• Announcement of meals to media• Determining income eligibility

Section 6 –Section 6 –Nutrition GuidanceNutrition Guidance

Page 21 Meal Pattern Requirements

• Breakfast - 1 milk,1 fruit or vegetable, 1 grain

• Lunch/Dinner - 1 milk, 2 fruits or vegetables, 1 grain, 1 meat

• Snack - 2 different components

Meal PatternsMeal Patterns

Page 21

Sample Portion Sizes

• Milk = 1 Cup

• Fruit/Vegetable = ¾ cup

• Bread/Grain = 1 serving/1 slice

• Meat = 2 oz.


Page 22 – Endnotes

Fruits and Vegetables

• Minimum serving size: ¼ cup

• 2 or more different fruits and vegetables at lunch and supper

• Juice, only meets ½ requirement for lunch or supper


• Processed Cheese Spread• 2 oz. serving = 1 oz. meat alternate• Cannot say “imitation” or “product”

• Beans• Used as either meat or vegetable • Not both in same meal

• Hot Dogs, Bologna

• All meat, no cereals

Meal ServiceMeal ServicePage 28 Meat and Meat Alternate

• Required for lunch and supper

• Cooked Meats- • No bone in portion size factor

• Yogurt• No homemade• No frozen

• Nuts and Seeds• Fulfill requirements for snack• ½ requirement for lunch or supper


Meal Pattern Review• This?

• 2 oz. roast beef• 2 slices whole wheat

bread• ¼ cup cucumber• ½ cup strawberries• ½ pint milk

Meal Pattern Review• Or This?

• 2 oz. roast beef• 2 slices whole wheat

bread• ¼ cup cucumber• ½ cup strawberries• ½ cup orange juice



• ½ medium baked potato• 1 oz. cheese• ¼ cup chopped broccoli• ¼ cup pinto beans• ¼ cup sliced peaches• ½ pint milk

Meal Pattern Review• Or This?

• ½ medium baked potato• 1 oz. cheese• ¼ cup chopped broccoli• ¼ cup cooked pinto beans• 1 dinner roll• ½ pint milk



• 1 hamburger bun• 1 oz. ground beef patty• 1 oz. cheese• ¼ cup coleslaw• ½ cup orange wedges• ½ pint milk

Meal Pattern Review• Or This

• 1 hamburger bun• 1 oz. ground beef patty• 1 tbsp. ketchup• ¼ cup coleslaw• ½ cup orange wedges• ½ pint milk

Food Sanitation andFood Sanitation andFood SafetyFood Safety

Page 77 – 92

• Wash Hands • Keep Hot Foods Hot! • Keep Cold Foods Cold!• Keep food out of danger zone

41 Degrees Fahrenheit to 135 Degrees Fahrenheit

Section 7 –Section 7 –Monitor’s GuideMonitor’s Guide

• Less detailed version of the Administrative Guide

Section 8 – SiteSection 8 – SiteSupervisor’s GuideSupervisor’s Guide

• Expectations of Site Supervisor – page 4

• Do’s and Don’ts – page 16

• Excellent Training Resource

Section 9 - Program PaymentsSection 9 - Program Payments

“The Key to Reimbursement”• Claim form instructions

and information

Links located on: • http://michigan.gov/sfsp or• Claim form login screen

Program Payments – Claim FormProgram Payments – Claim Form

• Access the claim form:

http://michigan.gov/meis• Child Nutrition Programs • Claim Forms

Click on:• Summer Food Service

Program (SFSP) –

SM-4012-SF

Submit Claims On Time!Submit Claims On Time!

Program Payments - Program Payments - Questions?Questions?

• Security Agreement Form AssistanceRuby Zavala: (517) 373-0420

E-mail: [email protected]: (517) 373-4022

• Claim Form AssistancePam Miller: (517) 373-1074

E-mail: [email protected] Pat Arend: (517) 373-2438

E-mail: [email protected]

Section 10Section 10

• Residential Camps• Application• Meal Counts

You Are Trained!You Are Trained!

• Next step, one-to-one pre-operational visit with an MDE representative

Welcome! Summer Food Service Program New Sponsor Training April 2009.

Documents

Transcript of Welcome! Summer Food Service Program New Sponsor Training April 2009.