2016 Summer Food Service Program Administrative Training Agenda

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1 2016 Summer Food Service Program Administrative Training Agenda 8:30 9:00 Registration 9:00 12:00 Program Basics Eligibility Requirements Site Responsibilities Financial Management Meal Pattern & Meal Service Requirements Production Records 12:00 1:00 Lunch (on your own) 1:00 4:20 Program Details Monitoring Responsibilities and Requirements Site Supervisor Responsibilities and Requirements Meal Service Serving Capacity Self-Prep vs Vended Meals Food Safety Meal Delivery Meal Pattern Requirements 2 nd Meals The Share Table Adult Meals Leftovers Meal Delivery Service Styles - Serve Only - Offer vs. Serve Point of Service Meal Counts Field Trips Additional Foods Donated Foods Dietary Accommodations USDA Foods Civil Rights Program Outreach SFSP Website where to look for information and materials first Application Process 4:20 4:30 Wrap-up/Evaluation (subject to change)

2 Summer Food Service Program Budget Calculating Worksheet Calculating a budget will help in both program planning and monitoring of program expenses. To be financially viable program expenses should not exceed program reimbursement. It is important that sponsors closely monitor program costs to ensure that all program expenses are adequately covered by the reimbursement received. Projected Reimbursement Expected revenue based on estimated of # of children served Projected Expenses Operating Costs + Administrative Costs Projected Reimbursement Calculate the number and types of meals you anticipate you will serve at each site. Use historical data for programs that have operated in the past. New programs should talk with others to estimate the number of children that typically attend activities. WINS (Washington Integrated Nutrition System) will calculate your projected reimbursement based on the ADP and Operating Days you enter. Self-Preparation/Rural Sponsors Breakfast: X X = (ADP) (Operating Days) (Rate) Lunch/Supper: X X = (ADP) (Operating Days) (Rate) Snack: X X = (ADP) (Operating Days) (Rate) Total: Vended/Urban Sponsors Breakfast: X X = (ADP) (Operating Days) (Rate) Lunch/Supper: X X = (ADP) (Operating Days) (Rate) Snack: X X = (ADP) (Operating Days) (Rate) Total: OSPI CNS March 2015

3 Projected Expenses General Operating Costs Operating costs are allowable costs for preparing and serving meals to eligible children and program adults. All costs must be fully document and must represent actual program costs. Food Costs: Average Meal Cost X # of days for X # of meals = program operation served each day Food Costs Direct labor costs: Direct labor costs include compensations by sponsors for labor that is required to prepare and serve meals, to supervise children during the meal service and to clean up after the meal service. These costs may include wages, salaries, employee benefits and the share of taxes paid by the sponsor. Facilities/utilities costs: Rental costs for buildings, and utility costs. Transportation of food costs: Transportation costs to pick up food supplies or to transport food to the sites. Transportation of children costs: Transportation costs to transport children to the serving site. Nonfood supplies: Nonfood costs include items such as napkins, disposable dishware, straws, paper bags, plastic bags, dish soap, hand soap, etc. = = = = = Equipment rental: Rental of Food Service Equipment = Other costs: (specify) = Administrative Costs Administrative costs are for activities related to planning, organizing and administering the program. Records must be kept to support administrative costs. Administrator: = Monitor: = Secretary: = Bookkeeper, accountant: = Printing, mail costs, phone: = Office supplies: = Travel to/from sites: = Indirect costs: = Utilities: = Other:(specify) = OSPI CNS March 2015

4 Production Record Summer Food Programs Training Record Training is a responsibility of the sponsor. Training must be held for all staff involved in Summer Feeding Program. The following are the subject areas to be covered for the different program areas. Check off each area trained and then ask the training participants to sign the back of this form and retain for your records. Required subject areas: Administration Monitoring Operation Purpose of the program Site assignments Purpose of the program Site Eligibility Monitoring schedules Site Eligibility Record keeping requirements (form use) Meal Requirements Conducting site visits and reviews Follow-up Procedures How meals are provided Reporting racial / ethnic data Record keeping requirements (Meal count record, delivery receipts, time sheets, production records) Site Operations labor schedule and cleanup Meal service requirements meal pattern, second meals, and meal times Delivery Schedule (if applicable) Reporting and recordkeeping procedures Civil Rights requirements Local sanitation and health laws Civil Rights requirements All topics covered under operation Delivery Schedules (if applicable) How to monitor and adjust planned meal #s Storage of meals Sponsor contact person Alternate meal provisions for inclement weather Field trips OSPI CN April 2014

5 Sponsor Name: Date: Location: Trainer(s): Signature of each training participant OSPI CN April 2014

6 Summer Meal Pattern Food Component Breakfast (Select foods from all three required components) Lunch or Supper (Select foods from all 4 of the required components) Snack (Select 2 of the 4 components) 1 cup (8 fl oz) 1 cup (8 fl oz) 1 cup (8 fl oz) Vegetables and/or Fruits Grains and Breads Bread Roll, muffins, etc. Cold, dry cereal Cooked pasta Cooked Cereal 1 slice 1 serving ¾ cup or ¾ cup (must offer two items) 1 slice 1 serving ¾ cup or ¾ cup 1 slice 1 serving ¾ cup or Meat/Meat Alternate Meat/Poultry/Fish Cheese Eggs Alternate Protein Cooked dry beans or peas Peanut / Nut Butters Nuts/Seeds Yogurt (Not required) ½ large egg ¼ cup 2 Tbsp 2 oz 2 oz 1 large egg 2 oz 4 Tbsp (50% of serving) 1 cup ½ large egg ¼ cup 2 Tbsp OSPI CNS 2014

7 Sample Breakfast Menus Breakfast Cold Monday Tuesday Wednesday Thursday Friday Cold Cereal Apple Slices Bagel w/cream cheese Grape Juice Fruited Muffin Peach Slices English Muffin w/jelly Orange Slices Biscuit w/jelly Mixed Berries Breakfast Hot Monday Tuesday Wednesday Thursday Friday Pancake w/syrup Orange Juice Oatmeal Blueberries Breakfast Pizza Orange Juice Cream of Wheat Raisins French Toast w/syrup Strawberries Additional menus are in the USDA Nutrition Guidance for Sponsors Handbook (2015 version pages 23 24)

8 Sample Lunch Menus Lunch/Supper Cold Monday Tuesday Wednesday Thursday Friday Beef & Cheese Sandwich on Bread Tomato Slices/Lettuce Fresh Fruit Cup Nut Butter Cup/String Cheese Crackers Pepper & Jicama Sticks Cantaloupe Wedges Ham & Cheese Sub on Hoagie Bun Celery Sticks Plum Turkey Wrap on a Tortilla Cucumber Slices Orange Smiles Yogurt Pretzels Carrots Strawberries Easy Lunch Hot Monday Tuesday Wednesday Thursday Friday Hot Dog on a Bun Carrot Sticks Watermelon Hamburger on a Bun Cherry Tomatoes Apple Slices Chicken Wrap on a Tortilla Celery Sticks Strawberries Chicken Nuggets Dinner Roll Snap Sugar Peas Orange Smiles Cheese Pizza (Pizza Crust) Fresh Broccoli Honeydew Melon Harder Lunch Hot Monday Tuesday Wednesday Thursday Friday Hot Dog Macaroni & Cheese Fresh Broccoli Watermelon French Toast Sausage Carrot Sticks Banana Spaghetti Noodles with Meat Sauce Tossed Green Salad Apple Slices Soft Ground Beef Taco Mexican Rice (& Taco Shell) Peaches Cauliflower Chicken Strips Dinner Roll Mashed Potatoes w/gravy Mixed Fresh Fruit Cup Additional menus are in the USDA Nutrition Guidance for Sponsors Handbook (2015 version pages 23 24)

9 Production Record Summer Food Service Program Production Record Site Name: Date: Meal: Breakfast Lunch/Dinner Snack Planned # children to be served: Actual # children served: Planned # adults to be served: Actual # adults served: Offer vs Serve Yes No Menu: Component / Item Planned # Servings Planned Portion Size Total Quantity Prepared Actual # Servings Leftovers Meat/Meat Alternate Grain Vegetable Fruit Other * Use the USDA Food Buying Guide ( buying guide school meal programs) or the Food Buying Calculator ( for planning assistance. OSPI CN January 2016

10 Summer Food Service Program Pre-Operational Site Visit MUST be completed before site can be approved to operate Sponsor: Site Supervisor Name: Site Address (include city): Monitor s Arrival Time: Site Name: Start Date: Meal Types offered: Monitor s Departure Time: Site is a: park school recreational center residential camp homeless center other (specify): Estimated number of children site can serve: Are facilities adequate for an organized meal service? Yes No Meals will be: prepared on site vended by: school Site has: prepared at another location Adequate refrigeration or alternate provision? Yes No Health inspection Yes No Cooking/heating facilities Yes No Place to store prepared or delivered food Yes No Shelter for inclement weather Yes No Hand washing facilities Yes No Trash removal Yes No List types of organized activities planned for this site: Food Service Management (must be registered with OSPI) Concerns that need to be addressed prior to site operations: I certify the above site has been visited and has the capability to serve meals for the number of children anticipated for this site (or will have the capacity after concerns noted above are addressed). Signed: Name and Title: Date: OSPI CNS March 2014

11 Sponsor: Summer Food Service Program First Week Site Visit This form must be completed for each site during the first week of operation. If waiving the first week visit, refer to the First Week Visit Waiver Reference Sheet for instructions. Site Supervisor Name: Site Address (include city): Monitor s Arrival Time: Site Name: Start Date: Meal Types offered: Monitor s Departure Time: Areas of Discussion Has the supervisor attended SFSP training (and is it documented)? Is there a Justice for All poster on display in a prominent place? Are there any problems with meal delivery? (time/amounts/temp/etc.) Is there proper sanitation/adequate storage to ensure food safety? Are required records being completed daily or at point of service (delivery records, meal count forms, temperature logs, site staff training, etc.)? Is the supervisor aware that changes with the average daily participation (ADP) need to be communicated to the sponsor? Does the supervisor know the approved meal service start/end times? Do the meals served meet meal pattern requirements? Is offer vs serve implemented correctly, if used? Are only reimbursable meals being counted? Are second meals excessive (> 10% of the meals delivered/prepared)? Are all meals served and consumed onsite? ( ) If Discussed Notes Is the sit supervisor aware of the plan on how to monitor children taking one fruit, veg, or grain off-site for later consumption? Does the site have a share table? If so, are proper temperatures being maintained? Camps & Closed Sites only: Is there documentation of children s income eligibility, if applicable? List any issues / concerns noted during the visit and any corrective actions initiated to eliminate them: Site Supervisor Signature: Sponsor Monitor Signature: Date: Date: OPSI CNS March 2014

12 OSPI CNS Summer Food Service Program Reference Sheets First Week Site Visit Waiver SFSP sponsors are required to conduct a site visit during the first week of operation. A waiver of the first week site visit is available for those sites that operated successfully in the previous year. A fourth-week site review is still required to be completed within the first four weeks of operation. A SFSP sponsor may waive the first week site visit of any returning site that meet the following conditions: Has the same site supervisor, and; Did not have any serious findings in the previous summer s 4 th week review or OSPI site review. Serious findings include, but are not limited to: Serving meals outside approved meal service times. Serving meals that did not meet meal pattern. Serving meals that did not meet portion size requirements. Serving more than one meal per child simultaneously. Allowing children to take meals off-site. Not taking point of service meal counts. Claiming meals not served to children. Steps: 1. Determine which returning sites have the same site supervisor from the previous summer, then: 2. Determine which of those returning sites did not have serious findings during their 4 th week review or OSPI site review, then; 3. Make a copy of the previous summer s 4 th week review form and write on top of form 1 st Week Visit Waived for 20XX. 4. Place the copy in the current year s 1 st week visit file. Resources: SFSP Memorandum Waiver of Site Monitoring Requirements in the Summer Food Service Program Acronym Reference -CNS Child Nutrition Services -OSPI Office of Superintendent of Public Instruction -SFSP Summer Food Service Program -USDA United States Department of Agriculture OSPI CNS 9/2015

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION CHILD NUTRITION SERVICES SIMPLIFIED SUMMER FOOD PROGRAM SITE REVIEW FORM SPONSOR SITE NAME ADDRESS SITE SUPERVISOR SPONSOR MONITOR VENDED ADP 1.

13 OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION CHILD NUTRITION SERVICES SIMPLIFIED SUMMER FOOD PROGRAM SITE REVIEW FORM SPONSOR SITE NAME ADDRESS SITE SUPERVISOR SPONSOR MONITOR VENDED ADP 1. Total meals delivered/prepared 2. Firsts served to eligible children 3. Seconds served to eligible children 4. Program adult meals served 5. Other adult meals served 6. Leftovers 7. Number of meals missing components/ food items and disallowed 8. Number of meals taken off-site and disallowed 9. Any children not served? Yes No Number 10. Are meal counts taken at point of service? If no, number of meals disallowed Yes No 11. Are meals served within approved meal times? If no, number of meals Yes disallowed No 12. Field trip meals approved by OSPI? If no, number of meals disallowed Yes No N/A 13. Prep/Deliv over CAP (vended) Ethnic Identity: (Numerical, not percentage) Hispanic or Latino Not Hispanic or Latino Racial Identity: (Numerical, not percentage) White American Indian or Black or African Alaska Native American Native Hawaiian or Asian Other Pacific Islander Today s Menu Meat/Meat Alternate CAP AGREEMENT NO. SITE NO. MEAL TYPE Breakfast MEAL DELIVERY TIME STATE REVIEWER DATE OF VISIT VISIT NO. 1st Lunch MEAL SERVING TIME Approved Arrived 2nd Snack 14. Has this site supervisor been trained? 15. Does site supervisor know how to adjust daily number of meals ordered/prepared? 16. Is there a plan in place to handle leftover meals? TYPE OF SITE: Open Other Actual Left Supper Yes Yes 19. Delivery receipt for vended or satellite site? Yes No N/A 20. Is the nondiscrimination poster displayed in a prominent place? Yes No 21. Are meals served to all attending children regardless of the child s race, color, national origin, sex, age, or disability? Yes No 22. Do all children have equal access to services and facilities at the site regardless of race, color, national origin, sex, age, or disability? Yes No 23. Corrective action required? If yes, see sponsor corrective action summary form for direction. Yes (OSPI only) If applicable, new CAP of (B) (L) (D) (AM) (PM) snacks is placed on this site effective as of *Daily Meal Reports for Week of: (complete week) M T W T F Delivered Meals on-hand Firsts Seconds Program Adults Other Adults Leftovers Comments (To include meal acceptability and food temperatures) Enrolled 17. Self Prep: Are menu production records up-to-date? Yes No 18. Vended: Meal pattern requirements met? Yes No *This section must be completed during a review. Yes No No No No Fruit/Vegetable Fruit/Vegetable Grain/Bread I certify that the above information is true. Monitor: Date: I acknowledge receipt of a copy of this form. Site Supv: Date: State Reviewer FORM SPI 1146C-2 (Rev. 9/12) All NO answers must be addressed in a CAP. Date:

14 Summer Food Programs Satellite and Vended Meal Delivery Receipt Sponsor / Vendor Name: Site Name: Kitchen Supervisor / Staff Number of Meals Produced/Shipped Site Supervisor / Staff Number of Meals Received Carefully check and count meals Carefully check and count meals # Temperature # Temperature Breakfast meals: Breakfast meals Lunch meals: Lunch meals Supper meals: Supper meals Snacks: Snacks Signature : Date: Signature: Date: Summer Food Programs Satellite and Vended Meal Delivery Receipt Sponsor / Vendor Name: Site Name: Kitchen Supervisor / Staff Number of Meals Produced/Shipped Site Supervisor / Staff Number of Meals Received Carefully check and count meals Carefully check and count meals # Temperature # Temperature Breakfast meals: Breakfast meals Lunch meals: Lunch meals Supper meals: Supper meals Snacks: Snacks Signature : Date: Signature: Date: OSPI Child Nutrition January 2014

15 Summer Food Service Program Menu Planner Component Required Amount Breakfast (Select foods from all three required components) Monday Tuesday Wednesday Thursday Friday 1 cup (8 fl oz) Vegetables and/or Fruits Grains and Breads Bread Roll, muffins, etc. Cold, dry cereal Cooked pasta Cooked Cereal Meat/Meat Alternate Meat/Poultry/Fish Cheese Eggs Alternate Protein Cooked dry beans or peas Peanut / Nut Butters Nuts/Seeds Yogurt 1 slice 1 serving ¾ cup or (Not Required) ½ large egg ¼ cup 2 Tbsp OSPI CNS 2015

16 Summer Food Service Program Menu Planner Component Required Amount Lunch (Select foods from all 4 of the required components) Monday Tuesday Wednesday Thursday Friday 1 cup (8 fl oz) Vegetables and/or Fruits Grains and Breads Bread Roll, muffins, etc. Cold, dry cereal Cooked pasta Cooked Cereal Meat/Meat Alternate Meat/Poultry/Fish Cheese Eggs Alternate Protein Cooked dry beans or peas Peanut / Nut Butters Nuts/Seeds Yogurt ¾ cup 1 slice 1 serving ¾ cup or 2 oz 2 oz 1 large egg 2 oz 4 Tbsp (50% of serving) 1 cup OSPI CNS 2015

17 Summer Food Service Program Menu Planner Component Required Amount Snack (Choose 2 of the 4 components) Monday Tuesday Wednesday Thursday Friday 1 cup (8 fl oz) Vegetables and/or Fruits Grains and Breads Bread Roll, muffins, etc. Cold, dry cereal Cooked pasta Cooked Cereal Meat/Meat Alternate Meat/Poultry/Fish Cheese Eggs Alternate Protein Cooked dry beans or peas Peanut / Nut Butters Nuts/Seeds Yogurt ¾ cup 1 slice 1 serving ¾ cup or (Not Required) ½ large egg ¼ cup 2 Tbsp OSPI CNS 2015

18 Summer Food Service Program Daily Meal Count Site Name Day of Week (circle) S M T W T F S Time Meals were Delivered Date Meal Type (circle) Br AM Lu PM Su Received = Meals received/prepared = on hand from yesterday + Leftover meals from yesterday + Total on Hand = Total Meals Available = CHILDREN S MEALS FIRST MEALS served to children (cross number as each child is served) Total first meals = Disallowed meals = TOTAL MEALS TO CLAIM = SECOND MEALS served to children Total second meals = Number of children requesting a meal but not receiving one (site ran out of meals) ADULT MEALS Meals served to Program Adults Total program adult meals = Meals served to Non-Program Adults Total non-program adult meals = Total Income received = $ Total leftover meals = (Meals available total meals served to children total meals served to adults disallowed meals) By signing below, I certify that the above information is true and accurate. Name: Signature: Date : OSPI CNS March 2016

19 Summer Food Service Program Field Trip Notification All meals served and claimed as part of the Summer Food Service Program (SFSP) must be at approved sites. When meals are taken to feed children during a field trip, the sponsor must submit a field trip notification form to OSPI in order to claim those meals. The following criteria must be met for field trip meals to be reimbursable: The Field Trip Notification form must be submitted to OSPI at least one day in advance of a field trip. If the site is open to the community, the site must also remain open for the scheduled meal service, even if all the regularly attending children are going on the field trip. All requirements of the meal pattern must be met for the field trip meal type. A separate meal count form must be maintained for the field trip. The person taking the field trip meal counts must be trained and training must be documented. If the planned meal taken on the field trip (i.e., sack lunch) differs from the meal served at the open site, a separate menu must be kept. Site Name Field Trip Date Field Trip Location Meal Service Type Meal Service Time By signing this form, I am certifying that meals will be available at the open site(s) as scheduled. I am also certifying that the meals will be served only to the children taken on the field trip from the site, at the location and time noted, by a trained staff person. Sponsor Name Date Contact Name & Title Contact Signature Send to: Office of Superintendent of Public Instruction (OSPI) fax: larissa.burke@k12.wa.us OSPI Child Nutrition March 2016

20 Dietary Accommodations Summer Food Service Program PART 1 CHILD INFORMATION Child s Name: PART 2 DIET INSTRUCTIONS Food / Beverage to be Omitted Food / Beverage to be Substituted PART 3 TO BE COMPLETED BY A RECOGNIZED MEDICAL AUTHORITY* Please check one: The child identified above has a disability that restricts the child s ability to consume specific food(s) or beverage(s). An individual with a disability is described under Section 504 of the Rehabilitation Act (1973) and the Americans with Disabilities Act (ADA) as a person who has a physical or mental impairment that substantially limits one or more major life activities/bodily functions. Refer to the end of this document for definitions of disability and major life activities/bodily functions. The child identified above has a medical condition (but not a disability) that requires a dietary accommodation. Example: Non-disabling allergies or food intolerances. Name of Recognized Medical Authority*(please print): Signature: Clinic Name: Phone: Date: *Recognized medical authority: licensed health care professional authorized to write medical prescription under Washington State Law PART 4 DEFINITIONS A Person with a Disability is defined as any person who has a physical or mental impairment which substantially limits one or more major life activities, has a record of such impairment, or is regarded as having such impairment. Physical or Mental Impairment means (a) any physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting one or more of the following body systems: neurological; musculoskeletal; special sense organs; respiratory, including speech organs; cardiovascular; reproductive, digestive, genito-urinary; hemic and lymphatic; skin; and endocrine; or (b) any mental or psychological disorder, such as mental retardation, organic brain syndrome, emotional or mental illness, and specific learning disabilities. Major Life Activities are functions such as caring for one s self, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating and working. Major Life Activities now include Major Bodily Functions such as functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, cardiovascular, endocrine, and reproductive functions. Has a Record of Such an Impairment is defined as having a history of, or has been classified as having a mental or physical impairment that substantially limits one or more major life activities. Citations from Section 504 of the Rehabilitation Act of OSPI Child Nutrition Services March 2016

Simplified Summer Feeding Program

Simplified Summer Feeding Program 1 Meal Requirements Morning: Program Basics Afternoon: Program Details Review regulations on meal service Identify the rules around offer vs serve and practice identifying