School Meals Initiative Review Informational Packet

Transcription

1 School Meals Initiative Review Informational Packet All local education agencies (LEAs) participating in the National School Lunch Program must undergo a School Meals Initiative (SMI) Review at least once every five years. The review is part of the United States Department of Agriculture s (USDA) strategy to ensure school menus comply with the meal patterns, Dietary Guidelines for Americans, and certain nutrient standards when averaged over a school week. Over the past several years, the Illinois State Board of Education (ISBE) has provided training on expectations and documentation needed to conduct the required nutritional analysis for LEAs. Resources provided to all LEAs include USDA s Menu Planner for Healthy School Meals ( and the Food Buying Guide for Child Nutrition Programs ( Included in this packet, beginning on page 17, are meal pattern information for the NuMenus Menu Planning Approach and nutrient standards. You can complete the SMI Review process in six steps. The information packet provides detailed information on each step to assist you in this process. To prepare the review materials, food service directors have stated it takes approximately one hour to gather the required information. To prepare for this review, please ensure the following materials are available on the day of the review: A copy of the school-week LUNCH menu for the selected week Completed profile sheet (available online at _ _profile.pdf ) Nutrient analysis for the week of review using approved USDA software Production records for each day of the week selected Standardized recipes for any item served during the selected week For each food served during the week of review, include one of the following items from cans, boxes, jars, and packages: o Nutrition Facts label o Purchased product information sheets/labels After the nutrient analysis, meal pattern evaluation, and on-site visit (if applicable) are completed, each school district receives a written report and recommendations for appropriate corrective action, where applicable. Your school community may perceive the SMI report as a report card on the nutritional integrity of your school meals. Parents and students may want validation that your program is providing healthy choices. SMI reviews are conducted both by staff with the Illinois State Board of Education and with Southern Illinois University-Carbondale. Please contact the appropriate office based on your selected week of review and notification of the SMI review.

2 Contact Information: NDDA Laboratory, NSLP Analysis Illinois State Board of Education 875 South Normal Avenue, Room 209 Nutrition Programs Division Food and Nutrition, Mail Code 4317 ATTN: SMI Review Southern Illinois University Carbondale 100 North First Street (W-270) Carbondale, Illinois Springfield, Illinois Fax: Phone: Fax: Phone: Steps for Completing a School Meals Initiative Review Please follow the six easy steps to complete the SMI Review for your school. If you have any questions about a step, please refer to the page(s) indicated for more information. STEP One Two Three Four Five Six ACTIONS REQUIRED Select a school/site and one school-week lunch menu served this school year. Complete the yellow profile sheet for the selected site by recording the information on the enclosed yellow sheet. Copy the lunch menu for the selected school week. Make a copy of the nutrient analysis for the week of review using approved USDA software. Copy a production record for each day of the selected school week of review. Complete the milk record found on the back of the yellow profile sheet. Provide standardized recipes, Nutrition Facts labels, and/or manufacturer s nutrient information for each required food item for the week of review. Please refer to page 12 to determine which food items require nutrient data documentation. Make sure all materials are available by the review date. Some schools may receive a request to mail the information. If asked to mail the materials, please do so promptly to the address provided. If an on-site visit is required, the SMI team will contact your school to schedule a visit. At the conclusion of the SMI Review, the SFA will receive SMI report and nutrient analysis. If the visit identifies deficiencies, the LEA is required to respond by completing the SMI Improvement Plan and incorporating the identified items into current menus to improve the nutritional quality of the meals served to children. REFERENCE PAGE

3 Step One Select a school/site and one school-week lunch menu served this school year. Complete the yellow profile sheet for the selected site by recording the information on the enclosed yellow sheet. Part One: School Food Authority Profile Agreement Number: ABC School District 1234 School House Road Any Town, IL Part Two: School Profile for Lincoln Elementary School _ (Insert name of site selected for review.) Select LUNCH menus for the school week of review. Complete the enclosed profile sheet profile for the school/site selected. Below is an example of a completed school profile for our sample school. 1. Address of school/site 123 Main Street, Anytown, IL selected for review 2. Contact name and title of Jane Smith person completing SMI 3. Best time to be reached for Before 11 a.m. Monday through Friday clarification 4. Contact phone number (217) Contact fax number (217) Contact address jsmith@ .com 7. Menu planning approach used at this site NuMenus Traditional Food-Based 8. Dates of week submitted for review 9. Grade(s) served in school/site 10. Did you implement Offer versus Serve for the week submitted for review? Enhanced Food-Based NOTE: refer to label above for current menu planning approach per application agreement. September 15 19, 201X If this is different, you must access your Site Application through Child Nutrition ACES and update your information. If you have questions, please contact the Illinois State Board of Education at (800) K (Circle all grades served this menu) Yes No 4 th and 5 th Grade K 3 rd Grade 3

4 Step Two Copy the lunch menu for the school week. Make a copy the Nutrient Analysis for the week of review using approved USDA software. Copy the lunch menu for the school week you are going to review. If your menu does not include the dates served, clearly indicate the dates on the copied menu by writing the dates on the selected menu. If your menu is for a month, please circle the review week. Menus selected for the review week must have been served to students during the current school year. Please refer to the following sample menu with the week of review identified. Make a copy of the Nutrient Analysis for the week of review using approved USDA Software. To ensure compliance with program regulations, make sure you use the most current version of USDA-approved software. A list of USDA-approved software packages is available at opic_id=

5 September 201X Elementary 5 Monday Tuesday Wednesday Thursday Friday Pork Teriyaki Crunchy or Soft Ham Sub w/ Fixings Dippers Tacos LAB DAY Cold Cut Sub w/ Chicken and Grilled Cheese Fixings NO SCHOOL Vegetable Egg Pleezers Roll 12 Tony s Pepperoni Pizza Grilled Cheese Pleezers Mixed Vegetables Applesauce Italian Ice 19 Chicken Patty on Bun Sausage and Egg Bun Whipped Potatoes and Gravy Applesauce Peas 26 Tony s Cheese Pizza Meatball Sub Garden Salad Fruit Salad Italian Ice Rice w/ Teriyaki Sauce Peaches Fortune Cookie 13 Cheeseburger on Bun Steak and Cheese Sub Potato Smiles Mandarin Oranges Coleslaw 20 Tony s Pepperoni Pizza Italian Sausage Sub Corn Pears Italian Ice 27 BBQ Pork Nibblers Bologna and Cheese Potato Wedges Pears Fruit Turnover Corn Mandarin Oranges Shape-Up Bar 14 Spaghetti w/ Meat Sauce Stuffed Crust Dippers w/ Marinara Sauce Tossed Salad Peaches Texas Toast 21 Steak and Cheese Sub Chicken Patty on Bun Potato Rounds Garden Salad Peaches 28 Salisbury Steak w/ Whole-Wheat Roll Chicken Nuggets w/ BBQ Sauce Baked Potato Fresh Veggies w/ Ranch Dressing Thick Vegetable Soup Assorted Fresh Fruit Pretzel Pack 15 Chicken Nuggets Egg Salad Whipped Potatoes and Gravy Assorted Fresh Fruit Sweet Trail Muffin 22 Stuffed Crust Dippers w/ Marinara Sauce Egg Salad Green Beans Assorted Fresh Fruit Jell-O w/ Topping 29 Babe Ruth Chili Dog on Bun Tuna Salad Green Beans Potato Rounds Banana A variety of milk is available daily with each lunch. Lunch is $1.40 and reduced lunch is $ Shrimp Poppers w/ Cocktail Sauce Kielbasa and Kraut on Bun Macaroni and Cheese Broccoli Pineapple 16 Valentine Nachos and Cheese Cheese and Crackers Thick Vegetable Soup Pineapple Valentine Cookie 23 Chili Con Carne Corn Dog Seasoned Potato Wedges Fruit Cocktail Fruit Turnover 30 Crunchy Fish BBQ Grilled Chicken Patty on Bun Macaroni and Cheese Peaches Jell-O w/ Topping 5

6 Step Three Copy a production record for each day of the selected school week of review. Complete the milk record found on the back of the profile sheet. A production record for the SMI Review must contain the following information: Food components (meat/meat alternate, etc.) and other items, including condiments and milk Recipe (note if a USDA recipe) or food product used. If the food item is a USDA commodity item, please identify as C. If the food item is a processed USDA commodity or a purchased food item, please identify the manufacturer. Planned/projected number of student portions and serving sizes for each age/grade group Planned/projected number of portions and serving sizes for adults Total amount of food prepared (for example, number of servings, pounds, cans, etc.) Actual number of reimbursable meals served (indicate this information for each age/grade group) Actual number of nonreimbursable meals served (such as to adults or a la carte sales) Leftovers and substitutions Production records vary in format, but any successful record accomplishes two things. First, it gives the staff information what foods and recipes to use, for example, and what portion sizes to serve. Second, it enables staff to record information, such as actual quantities prepared and numbers served. A sample production record with the required information is on page 10. If your production record does not contain all of the required information outlined above, you may copy and use the blank sample production record found on page 7. Milk Record Milk should be available with each reimbursable lunch. Select the type(s) of milk you offer to students from the following list. Next to each type of milk you select, please include a percentage of that type of milk offered. This may be determined by identifying from invoices the total number of milks purchased. Then take the total of each type of milk purchased over the total number of milks purchased to determine a percentage for each type of milk. The percentages identified must add up to 100 percent. White Milk Skim Milk 1% Milk 2% Milk Whole Milk Percentage Chocolate Milk Skim Milk 1% Milk 2% Milk Whole Milk Percentage Other (Please Describe) Percentage 6

7 Sample Format Production Record MENU Site: Meal Date: Total Projected Reimbursable Lunches: Food Item Used and Form Recipe or Product (Name and Number) Grade Group Portion Size* (Pound/ Weight/ Quantity) Student Projected Total Projected Amount of Food Used** (Pound or Quantity) Student A la Carte Actual Adult Leftovers *Portion size: Must be same as planned. Use separate line if adjusted for age. **Amount of food used: Based on USDA Food Buying Guide or USDA recipe. ***All foods, including condiments and milk, must be included daily. 7

8 Completing the Sample Production Record 1. Site: Name of the site (school) where you serve and/or prepare the menu. 2. Meal Date: Record the date you serve and/or prepare the menu. 3. Menu: List the food items that make the reimbursable meal. 4. Food Item Used and Form: The same food items listed on the menu in number three should include more detail. For example, include peaches on your list and note the form as sliced in light syrup. You can list chicken nuggets as breaded and baked. Include condiments served. Listing food item and form information is the first step in effectively communicating the menu to the staff. Listing all food items offered, including condiments, is important for future monitoring by the state agency. 5. Recipe or Product (name or number): The recipe or product name and code accurately identify a specific food item to use. It is critical to specify exact recipes and products. If the preparer or server uses a different recipe or product than indicated by the menu planner, the food provided to students may not necessarily meet the nutrient standards or meal requirements as planned. Recipe refers to USDA recipes or recipes developed locally. Using the recipe number, you can reference USDA recipes. For example, you can record cherry cobbler as USDA C-6. You can refer to recipes developed locally by a number code or by recipe name. For example, you can record a recipe developed locally for macaroni and cheese for our sample school as Lincoln 17. The product name and number (#) refers to processed foods. You can obtain this number from the manufacturer, such as Prairie Product #1245. A product information sheet should be on file at your school containing the nutrition information of the product. Generic items such as milk, peaches, and pickles do not require a product number because these types of items are available in the USDAapproved software database. 6. Grade Group: List the grade group(s) of the students for which you plan the menu. Some schools may serve multiple grade groups. For example, a school using the Enhanced Food-Based Menu Planning Approach with grades K 12 requires two grade groups. Record grades K 6 on one line and grades 7 12 on the next line. The same school using the Traditional Food-Based Menu Planning Approach requires grade groups of K 3 and grades Portion Size (number/weight/quantity): This information is important to help ensure you plan, prepare, and serve the correct portion size. Without this guide on the production sheet, the server may have no way of knowing the correct portion size for the grade group. 8. Student Projected : This is the projected number of student servings to prepare for student reimbursable meals. 9. Total Projected : This figure includes projected reimbursable student meals, adult meals, and a la carte sales of the food item. In menus that offer several different selections with Offer versus Serve, it will not be necessary to plan and prepare portions of each menu item for each person. You must keep past production records on file can help accurately forecast future production and menu planning figures for all menu-planning approaches. 10. Amount of Food Used (pound or quantity): Site staff must keep records to verify the planned menu was actually prepared and served. Staff records this information in a way that is appropriate for the food item. For example, you may list the amount of food used as 300 slices of cheese pizza, 6 #10 cans peaches, 10 pounds of carrots, and 50 cartons of milk. 8

9 11. Student : Record the actual number of students served. 12. A la Carte : Record the actual amount of the food item sold a la carte. 13. Adult : Record the number of adult meals actually served. 14. Leftovers: After serving the meal, site staff records leftovers on the production records. Estimate the quantity/portions leftover of recipes or the number of servings. This will assist you with revisions when serving the menu in the future. 9

10 Sample Format Production Record Site: Lincoln Elementary School Meal Date: September 28, 201X Total Projected Reimbursable Lunches:175_ MENU Salisbury Steak and Whole-Wheat Roll Chicken Nuggets, BBQ Sauce Baked Potato Fresh Carrot Sticks, Broccoli, and Cherry Tomatoes Low-Fat Ranch Dressing Cherry Cobbler Milk, Fluid Variety 2 oz M/MA 1 G/B ⅜ c V ½ c F and ½ G/B 8 oz Food Item and Form Used Meat/Meat Alternate Salisbury Steak Chicken Nuggets Vegetable/Fruit Potato, baked, 5 oz Carrot Sticks, precut Broccoli Flowers, precut Cherry Tomatoes, fresh Recipe or Product (Name and Number) D 33 Brand J Grade Group Portion Size* (Pound/ Weight/ Quantity) K 6 1 ea 5 ea/4 oz K 6 1 ea ⅛ c ⅛ c ⅛ c Student Projected Total Projected Amount of Food Used** (Pound or Quantity) 220 srv 76¼ lb 165 ea 6 lb 3 lb 7 lb Student A la Carte Actual Adult Leftovers 11 srv 1¾ lb 1 ea ¾ lb ¾ lb 1 lb Cherry Cobbler C 6 25/srv 1 square 175 Grains/Breads Whole-Wheat Roll Brand X K 6 1 ea rolls ea Other BBQ Sauce Brand Z K 6 Portion pack/2 ea 300 Low-Fat Ranch Dressing Brand Q Portion ea ea pack/2 ea Milk Fluid, variety K 6 ½ pt (½ pt) (½ pt) *Portion Size: must be same as planned. Use separate line if adjusted for age. **Amount of food used: based on USDA s Food Buying Guide or USDA recipe. ***All foods, including condiments and milk, must be included daily pans 310 ea ea 10

11 Step Four Provide standardized recipes, Nutrition Facts labels, and/or manufacturer s nutrient information for each required food item for the week of review. Please refer to page 12 to determine which food items require nutrient data documentation. In order to analyze the nutrient content of your menu, specific nutrient information is required. You may not need nutrition information for all food items. Refer to Nutrition Information Requirements for the SMI on the following page. For food items that require nutrient information, this information may come in the form of a Nutrition Facts label or a manufacturer s nutrient information. If you have any questions about sending nutrition facts or manufacturer s nutrient information, please include the Nutrition Facts label. You can find a Nutrition Facts label on the box, can, or package of the food item. (See sample below.) NOTE: Sometimes the Nutrition Facts label does not include the name of the food item or product. If this is the case, please indicate the food item or product somewhere on the nutrient information. For example, copy the entire product label including the nutrition facts section or write the name of the product on the nutrition facts section. NOTE: Although Child Nutrition (CN) labels assist in crediting food items to the meal pattern, they do not contain nutrient information. Please ensure all products contain nutrient information and if available, include a CN Label. (See example below.) You may also obtain manufacturer s nutrient information directly from a food broker or vendor. Make a list of food items that do not include Nutrition Facts labels. Contact your food broker or vendor for more information. Some vendors may offer an online product catalog with nutrition information. 11

12 Nutrition Information Requirements for the School Meals Initiative You DO need food labels from: All entrées, side dishes, and dessert items that are processed or pre-packaged (see opposite side for exceptions) USDA-Processed Commodities Dairy Products Low-fat or fat-free dairy products (sour cream, cream cheese, cheese, etc.) Meats and Meat Alternates All entrées excluding eggs Fruit and Vegetables Vegetable mixtures Packaged vegetables (in butter, cream sauce, etc.) Breads/Cereals Dinner rolls, biscuits, whole-wheat bread, or other unique baked products Other Low-fat or fat-free mayonnaise or Miracle Whip Low-fat or fat-free salad dressings All other low-fat or fat-free condiments You DO NOT need food labels from: USDA Commodities Dairy Products Unflavored, chocolate, and strawberry milk; BUT DO specify the percent fat (e.g., 1% chocolate milk) on the Milk Record (back of the yellow Profile Sheet) Meats and Meat Alternates Eggs Fruit and Vegetables 100 percent juices Canned, frozen, and/or fresh vegetables Canned, frozen, and/or fresh fruit Indicate fresh, frozen, or canned and the kind of syrup (light, heavy, own juice) Breads/Cereals Saltines Graham crackers Other Pudding Plain gelatin Margarine (full-fat) Salad dressing (full-fat but identify type) 12

13 Standardized Recipe When conducting an SMI Review, use the menu analysis to check for compliance with nutrition goals. The SMI reviewers will need to know which recipes you used and have copies of those recipes. Standardized recipes are necessary for any menu item indicated on a production record that contains more than one ingredient, such as beef stir-fry, seasoned vegetables, and sandwiches. A standardized recipe is one that has been tried, adapted, and retried several times for use by a given food service operation and has been found to produce the same good results and yield every time when the exact procedures are used with the same type of equipment and the same quantity and quality of ingredients. Standardized recipes help ensure product quality, make menu planning more consistent, make cost control easy, and produce the same consistent product time after time. If you are standardizing your own recipe, or modifying an already standardized recipe such as one from USDA, you will want to keep careful records. The following sample form may be helpful; however, you may use any form you wish. The following information must be included on the form: Yield: Include serving size and number of servings. All ingredients: Provide as much information as possible for each ingredient. Include form (such as fresh, frozen, or canned), packing medium (such as canned in juice or light syrup, frozen with added sugar, or plain), fat content (such as 20 percent fat ground beef or ground pork, no more than 30 percent fat), and brand (Tyson Cooked Diced Chicken Meat, Pierre Pork Sausage Patty). Correct measures, weights, and/or pack size. Preparation procedures USDA standardized recipes for school meals are available on the National School Food Service Management Institute s website at 13

14 Standardized Recipe Form Recipe Name: Ingredients Weight Measure Preparation Directions Yield: Serving Size: 14

15 Sample Menu Illustrating Where Labels and Recipes Are Required Monday Tuesday Wednesday Thursday Friday 26 Tony s Cheese Pizza Meatball Sub Garden Salad Fruit Salad Italian Ice Low-Fat Ranch Dressing 27 BBQ Pork Nibblers Bologna and Cheese Potato Wedges Pears Fruit Turnover A variety of milk offered daily with each lunch. 28 Salisbury Steak w/ Whole-Wheat Roll Chicken Nuggets w/ BBQ Sauce Baked Potato Fresh Veggies w/ Ranch Dressing Cherry Cobbler Catsup Margarine 29 Babe Ruth Chili Dog on Bun Tuna Salad Green Beans Potato Rounds Banana 30 Crunchy Fish BBQ Grilled Chicken Patty on Bun Macaroni and Cheese Peaches Jell-O w/ Topping What Should Be Included for the Review? Tuesday 27 BBQ Pork Nibblers Bologna and Cheese Potato Wedge Pears Fruit Turnover Milk Wednesday 28 Salisbury Steak w/ Whole-Wheat Roll Chicken Nuggets w/ BBQ Sauce Baked Potato Fresh Veggies w/ Ranch Dressing Cherry Cobbler Catsup Margarine Standardized recipe, Nutrition Facts label, or manufacturer s nutrient information BBQ Pork Nibblers Bologna and Cheese Potato Wedges Fruit Turnover Standardized recipe, Nutrition Facts label, or manufacturer s nutrient information Salisbury Steak Whole-Wheat Roll Chicken Nuggets Cherry Cobbler Ranch Dressing (Low- Fat) No label required. List details on production record. Pears Milk No label required. List details on production record. BBQ Sauce Baked Potato Fresh Veggies Milk Catsup Margarine (Full-Fat) 15

16 Step Five Make sure all materials are available by the review date. Some schools may receive a request to mail the information. If asked to mail the materials, please do so promptly to the address provided. The SMI team is available to answer any questions you have regarding this review process. The best way to reach us is via at NDDA@siu.edu. We are also available Monday through Friday from 8 a.m. to 3 p.m. at (866) (toll free) or (618) Step Six If an on-site visit is required, the SMI team will contact your school to schedule a visit. At the conclusion of the SMI Review, the SFA will receive an SMI report and nutrient analysis. If the visit identifies deficiencies, the LEA is required to respond by completing the SMI Corrective Action Plan and incorporating the identified items into current menus to improve the nutritional quality of the meals served to children. 16

17 Nutrient Standard Menu Planning Approach Under the Nutrient Standard Menu Planning Approach (NSMP/NuMenus), meals are planned using USDA-approved computer software specifically programmed to help you plan menus that meet the required level of calories, nutrients, and the Dietary Guidelines for Americans for specific age groups. With NuMenus, there are no required food components or food items except for milk and this approach does not use meal patterns. Instead, with this approach, menu planners work with menu items. A menu item is any single food or combination of foods. When selecting NuMenus as your menu planning approach, menus must meet the nutrient standards for specific age groups averaged over a school week and the completed nutritional analysis of the menus must reflect what you offer to students. SFAs must have completed nutritional analyses that show the menus meet the nutritional requirements for all meals claimed for reimbursement. Meal Structure for Lunch In the National School Lunch Program, meals are required to have three menu items for lunch. The three categories are as follows: Entrée (1 serving): A combination of foods or a single food item offered as the main course. Milk (1 serving): You must offer in fluid form, as a beverage, but no amount is required. Schools must offer fluid milk in a variety of fat contents and may offer flavored or unflavored milk and lactosefree fluid milk. Side Dishes (1 or more servings): Consider any other menu item offered to be a side dish unless it is a condiment. Condiments are not menu items; they are additions to the meal. Condiments must be included as part in the overall nutrient analysis, but are not considered menu items. Age Groups There are three ways to meet the nutrient standards for specific age groups: Plan menus by grade groups: K 3, K 6, and grades Use a set of established age groups: ages 3 6, ages 7 10, ages 11 13, and age 14 or older. Develop customized age groups. You must have a minimum of two groups if the groups span grades 5 and 6 or ages 10 and 11 years of age. Offer versus Serve Under Offer versus Serve (OVS), students may take less than the planned portions of the otherwise declined menu items. The required menu items taken by students must be a full serving. The decision to decline the allowed number of menu items or to accept smaller portions of otherwise declined menu items does not affect the charge for the meal. The menu planner establishes what constitutes a serving for each menu item. Senior high schools are required to have Offer versus Serve for lunch. 17

18 Lunch With the Nutrient Standard Menu Planning Approach, Offer versus Serve must offer at least three menu items for lunch: an entrée, fluid milk, and a side dish. Students must select at least two of the three menu items. One of the two menu items selected must be an entrée. If you offer more than three menu items as a meal unit, students may decline up to two menu items of the meal unit. (Students can never decline the entrée.) Nutrient Standards for Established Age Groups Lunch School Week Averages Age/Grade Group Ages 3 6 Ages 7 10 Ages Ages 14 or Older Calories Protein (g) Calcium (mg) Iron (mg) Vitamin A (RE) Vitamin A (IU) Fat** (g) Vitamin C Saturated Fat** (g) **There are no RDAs for fat or saturated fat; menu planners will monitor the fat content of meals and the percentage of calories from fat and saturated fat. The nutrient standard for fat will be based on 30 percent of calories from fat. The nutrient standard for saturated fat will be based on less than 10 percent of calories from saturated fat. The fat and saturated fat standards will vary depending upon the amount of calories per meal; therefore, these columns have been left blank. 18