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UPDATE ON
SCHOOL NUTRITION PROGRAM POLICIES AND RECORDKEEPING
REQUIREMENTS FOR
SCHOOL YEAR 2013-2014
The objective of this training is to
Provide an overview of the new recordkeeping requirements as a result of the healthy Hunger Free Kids Act of 2010 (HHFKA)
Identify where resources can be accessedStress the importance of having appropriate
personnel attend relevant training and watch webinars
Questions?
• REMEMBER THAT THIS IS AN OVERVIEW TO GIVE YOU AN AWARENESS OF ALL THE CHANGES AND UPDATES.
• DETAILS WILL BE PROVIDED DURING THE TOPIC SPECIFIC WEBINARS THAT ARE SCHEDULED
What if I get scheduled for an Administrative Review (AR)
this year?
There will be a training by invitation only just for you. You
will be prepared for success!
5
NEW Administrative Review Areas
Meal Access & Reimbursement
(PS 1)
Meal Pattern & Nutritional Quality
(PS 2)
Resource Management
(General)
General Program Compliance
(General)
Other Federal Program Reviews
(PS &General)
• Certification & Benefit Issuance
• Verification
•Meal Counting & Claiming
•Meal Components & Quantities
• Offer versus Serve
• Dietary Specs & Nutrient Analysis
• Risk Assessment• Nonprofit
School Food Service Account• Paid Lunch
Equity• Revenue from
Non-program Foods• Indirect Costs• USDA Foods
• Civil Rights• SFA On-site
Monitoring• Local Wellness
Policy• Competitive
Foods•Water• Food Safety• SBP & SFSP
Outreach• Reporting &
Recordkeeping• Other State Regs
• Afterschool Snacks
• Seamless Summer Option
• Fresh Fruit & Vegetable Program
• Special Milk Program
AVAILABLE RESOURCES ON SNEARS
CURRENT MEMOS AND MESSAGES
ARCHIVED MEMOS/RESOURCES
WEBINARS
TRAINING PRESENTATIONS
ARCHIVED MEMOS
WEBINARS (UNDER TRAINING)
FUTURE TOPICS FOR WEBINARS?
• OCT 8: VERIFICATION• OCT 22: MENU PLANNING, OFFER VERSUS
SERVE,PRODUCTION RECORDS• OCT 23: FOOD SAFETY AND HACCP• OCT 24: LOCAL WELLNESS POLICIES• OCT 29: CIVIL RIGHTS• NOV 8: AFTER SCHOOL SNACK PROGRAM AND SEAMLESS
SUMMER OPTION (ASSP/SSO)
AND ALL THESE WILL BE ARCHIVED ON SNEARS FOR FUTURE REFERENCE AND TRAINING OF YOUR STAFF
HANDS ON TRAININGS SCHEDULED?• RESOURCE MANAGEMENT –
– SEPT 30, – OCT 15 – OCT 31
• MENU PLANNING, OFFER VERSUS SERVE AND PRODUCTION RECORDS – OCT 3– OCT 7– OCT 9
• HEALTHIER US SCHOOL CHALLENGE (HUSSC) – NOV 19
DETAILS ARE CURRENTLY AVAILABLE ON SNEARS ON THE MESSAGES AND MEMOS PAGE
RESOURCE MANAGEMNTThis comprehensive topic includes:
• RISK ASSESSMENT• NON PROFIT SCHOOL FOOD SERVICE
ACCOUNT• PAID LUNCH EQUITY• REVENUE FROM NON PROGRAM FOODS• INDIRECT COSTS• USDA FOODS
FOOD SAFETY AND HACCP
ALTHOUGH THERE IS NOT A LOT OF CHANGE HERE THESE REQUIREMENTS ARE SO IMPORTANT ON A DAILY BASIS IN YOUR OPERATION THAT ONGOING TRAINING OF STAFF IS RECOMMENDED.
DOCUMENT ALL STAFF TRAINIG!!
BUT I RECEIVE MEALS FROM A VENDOR………
LEA MUST KNOW THAT VENDORS ARE HACCP COMPLIANT WHEN PREPARING FOOD
NOTE: PREPARATION FACILITIES (Commercial vendors and other LEAs) must be visited when an AR is scheduled
LOCAL WELLNESS POLICY(LWP)
HHFKA ADDED NEW PROVISIONS
A LOCAL WELLNESS POLICY WITH BOARD APPROVAL IS NOW REQUIRED
BUT WHAT DOES IT HAVE TO INCLUDE?
GOALS ARE REQUIRED TO BE SET FOR
NUTRITION EDUCATION AND PHYSICAL ACTIVITYNUTRITION PROGRAM GOALS BASED ON HHFKA
ALSO:THERE MUST BE A DESIGNATED LWP OVERSIGHT
OFFICIALTHERE MUST BE A PLAN IN PLACE TO MEASURE
IMPLEMENTATION
CIVIL RIGHTS
POSTERS MUST BE IN ALL MEAL SERVICE AREAS (LUNCH ROOMS AND CLASSROOMS)
NEW CIVIL RIGHTS STATEMENT MUST BE ON ALL DOCUMENTS INCLUDING YOUR MENUSEMPLOYEE CIVIL RIGHTS TAINING MUST BE
DOCUMENTED
AFTER SCHOOL SNACK PROGRAM (ASSP)
MONTHLY MENUS COMPLIANT WITH MEAL PATTERN MUST BE ON FILE
PRODUCTION RECORDS ARE REQUIRED (CONSIDER THESE A LEGAL DOCUMENT TO SUPPORT YOUR CLAIM FOR REIMBURSEMENT)
ON SITE REVIEWS MUST BE DONE BY THE LEA 2 TIMES A YEAR
MUST HAVE AN ACCEPTABLE COUNTING SYSTEM FOR AREA ELIGIBLE SIGHTS AND REGULAR SITES (ONE SNACK PER CHILD PER DAY)
THE “EDUCATION COMPONENT” REQUIREMENT FOR PARTICIPATION HAS BEEN REMOVED
SEAMLESS SUMMER OPTION (SSO)
WILL BE REVIEWED THE SUMMER BEFOR OR AFTER AN AR IS SCHEDULED
THIS WILL BE ADDRESS IN DETAIL AT THE TRAINING FOR THOSE LEAs SCHEDULED FOR AN AR
FRESH FRUIT AND VEGETABLE PROGRAM (FFVP) AND SPECIAL
MILK PROGRAMS
• THESE WILL ALSO BE REVIEWD AND OBSERVED DURING AN AR
• CLAIMS WILL BE VALIDATED
BREAKFAST AND LUNCH MENUS
PLAN COMPLIANT MENUS TRAIN STAFF IN MENU REQUIREMENTS SHORT WEEK FOR LUNCH? Know how to
calculate vegetable requirements
UNIVERSAL FREE BREAKFAST?
SERVING BREAKFAST AT NO COST TO ALL STUDENTS?
Meals must be counted and recorded correctly by category (free, reduced price and paid)
LEA must document how costs will be covered since there is no income from payment of meals
PRODUCTION RECORDS NEW STATE AGENCY FORMS ARE AVAILABLE
THESE ARE LEGAL DOCUMENTS TO SUPPORT YOUR CLAIM FOR REIMBURSEMENT
FISCAL ACTION WILL BE TAKEN WHEN THEY ARE NOT AVAILABLE
FISCAL ACTION WILL BE TAKEN FOR ONGOING ERRORS WHEN THEY ARE COMPLETED
ONGOING STAFF TRAINING IS CRITICAL
OFFER VERSUS SERVE (OVS)
LEA must offer enough food on all reimbursable meal service lines and have signage posted
Written policy must be on file for each school Students must select required components to make a
reimbursable meal Food service staff must be trained and able to
recognize a reimbursable meal.
SIGNS FOR BREAKFAST AND LUNCH ARE REQUIRED AND SHOULD NOT BE COMBINED
HAVE FAMILY STYLE SERVICE?
• MOST FAMILY STYLE SERVICE IS IN THE CLASSROOM.
• IT IS IMPORTANT TO TRAIN THE EMPLOYEES SERVING THE MEALS ON THE OVS POLICY
• A STANDARD OPERATING PROCEDURE (SOP) SHOULD BE IN EVERY CLASSROOM FOR REFERNCE
DIETARY SPECIFICATIONS: SMI IS GONE!
Meals must meet standards for:CaloriesSaturated FatTrans FatSodium (Starting School Year 2014- 2015)
A determination will be made by SA whether a weighted nutrient analysis is required during the AR
OTHER POLICIES THAT WILL BE REQUIRED?
FIELD TRIPSCHARGING MEALS
CONSIDERING PURCHASING EQUIPMENT? ALL EXPENDITURES ABOVE $5000 WILL NEED STATE AGENCY APPROVAL. A MEMO WITH THE DETAILS WILL BE POSTED ON SNEARS
ONGOING PROGRAM REQUIREMENTS
VERIFICATION PROCESS
BIOSECURITY
POTABLE WATER
COMPETIVE FOODS
REPORTING AND RECORDKEEPING
Where can you find State Agency forms?
SNEARS VERSUS
DEPT OF AG WEBSITE?• (need address here…………………….)
• Karen…..help me out here. Come up with some language on what will be where
WHAT NOW?
Attend trainings and view webinars planned by SA
STILL have questions after watching the webinars and reviewing the training presentations ?
Contact us with questions at 609-984-0692
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