2017 Summer Food Service Program Administrative Training ... · 2017 Summer Food Service Program Administrative Training Agenda 8:30 ... Meal Pattern & Meal Service Requirements

2017 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 2nd 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 Application Process 4:20 – 4:30 Wrap-up/Evaluation

(subject to change)

OSPI CN April 2014

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) Conducting site visits and reviews

Record keeping requirements (Meal count record, delivery receipts, time sheets, production records)

Meal Requirements Follow-up Procedures

Site Operations – labor schedule and cleanup

How meals are provided Reporting racial / ethnic data Meal service requirements – meal pattern, second meals, and meal times

Delivery Schedule (if applicable) Reporting and recordkeeping procedures

Delivery Schedules (if applicable)

Civil Rights requirements Local sanitation and health laws Civil Rights requirements

All topics covered under operation How to monitor and adjust planned meal #s

Storage of meals Sponsor contact person

Alternate meal provisions for inclement weather

Field trips

Production Record Summer Food Programs

Training Record

OSPI CN April 2014

Sponsor Name:

Date: Location: Trainer(s):

Signature of each training participant

OSPI CNS March 2015

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 =


Total:

Vended/Urban Sponsors Breakfast: X X =


Lunch/Supper: X X =

(ADP) (Operating Days) (Rate) Snack: X X =


Total:

Summer Food Service Program

Budget Calculating Worksheet

OSPI CNS March 2015

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:

X

X

=

Average Meal Cost # of days for program operation

# of meals 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 2014

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)

Milk 1 cup (8 fl oz) 1 cup (8 fl oz) 1 cup (8 fl oz)

Vegetables and/or Fruits ½ cup ¾ cup (must offer two items)

¾ cup

Grains and Breads Bread

Roll, muffins, etc. Cold, dry cereal Cooked pasta Cooked Cereal

1 slice

1 serving ¾ cup or 1 oz

½ cup ½ cup

1 slice


½ cup ½ cup

1 slice


½ cup ½ cup

Meat/Meat Alternate Meat/Poultry/Fish

Cheese Eggs

Alternate Protein Cooked dry beans or peas

Peanut / Nut Butters Nuts/Seeds

Yogurt

(Not required) 1 oz 1 oz

½ large egg 1 oz ¼ cup 2 Tbsp 1 oz ½ cup

2 oz 2 oz

1 large egg 2 oz ½ cup 4 Tbsp

1 oz (50% of serving) 1 cup

1 oz 1 oz


Additional menus are in the USDA Nutrition Guidance for Sponsors Handbook (2015 version – pages 23‐24)

Sample Breakfast Menus

Breakfast ‐ Cold

Monday Tuesday Wednesday Thursday Friday Cold Cereal Apple Slices Milk

Bagel w/cream cheese Grape Juice Milk

Fruited Muffin Peach Slices Milk

English Muffin w/jelly Orange Slices Milk

Biscuit w/jelly Mixed Berries Milk

Breakfast ‐ Hot

Monday Tuesday Wednesday Thursday Friday Pancake w/syrup Orange Juice Milk

Oatmeal Blueberries Milk

Breakfast Pizza Orange Juice Milk

Cream of Wheat Raisins Milk

French Toast w/syrup Strawberries Milk

Additional menus are in the USDA Nutrition Guidance for Sponsors Handbook (2015 version – pages 23‐24)

Sample Lunch Menus

Lunch/Supper ‐ Cold

Monday Tuesday Wednesday Thursday Friday Beef & Cheese Sandwich on Bread Tomato Slices/Lettuce Fresh Fruit Cup Milk

Nut Butter Cup/String Cheese Crackers Pepper & Jicama Sticks Cantaloupe Wedges Milk

Ham & Cheese Sub on Hoagie Bun Celery Sticks Plum Milk

Turkey Wrap on a Tortilla Cucumber Slices Orange Smiles Milk

Yogurt Pretzels Carrots Strawberries Milk

Easy Lunch – Hot

Monday Tuesday Wednesday Thursday Friday Hot Dog on a Bun Carrot Sticks Watermelon Milk

Hamburger on a Bun Cherry Tomatoes Apple Slices Milk

Chicken Wrap on a Tortilla Celery Sticks Strawberries Milk

Chicken Nuggets Dinner Roll Snap Sugar Peas Orange Smiles Milk

Cheese Pizza (Pizza Crust) Fresh Broccoli Honeydew Melon Milk

Harder Lunch – Hot

Monday Tuesday Wednesday Thursday Friday Hot Dog Macaroni & Cheese Fresh Broccoli Watermelon Milk

French Toast Sausage Carrot Sticks Banana Milk

Spaghetti Noodles with Meat Sauce Tossed Green Salad Apple Slices Milk

Soft Ground Beef Taco Mexican Rice (& Taco Shell) Peaches Cauliflower Milk

Chicken Strips Dinner Roll Mashed Potatoes w/Gravy Mixed Fresh Fruit Cup Milk

OSPI CN January 2016

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

Milk Meat/Meat Alternate

Grain Vegetable

Fruit Other

* Use the USDA Food Buying Guide (http://www.fns.usda.gov/tn/food‐buying‐guide‐school‐meal‐programs) or the Food Buying Calculator (http://fbg.nfsmi.org/) for planning assistance.

Production Record Summer Food Service Program

Production Record

OSPI CNS March 2014

Summer Food Service Program Pre-Operational Site Visit

MUST be completed before site can be approved to operate

Sponsor: Site Name:

Site Supervisor Name: Start Date:

Site Address (include city): Meal Types offered:

Monitor’s Arrival Time: 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 prepared at another location Food Service Management

(must be registered with OSPI)

Site has: 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: 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: Date:

Name and Title:

OPSI CNS March 2014

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.

Sponsor: Site Name:

Site Supervisor Name: Start Date:

Site Address (include city): Meal Types offered:

Monitor’s Arrival Time: Monitor’s Departure Time:

Areas of Discussion () If

Discussed Notes

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?

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: Date:

Sponsor Monitor Signature: Date:

OSPI CNS Summer Food Service Program Reference Sheets

OSPI CNS 9/2015

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 4th 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 4th week review or OSPI site review, then;

3. Make a copy of the previous summer’s 4th week review form and write on top of form “1st Week Visit Waived for 20XX.”

4. Place the copy in the current year’s 1st week visit file.

Resources: SFSP Memorandum 12-2011 – Waiver of Site Monitoring Requirements in

the Summer Food Service Program

Acronym Reference -CNS -OSPI -SFSP -USDA

Child Nutrition Services Office of Superintendent of Public Instruction Summer Food Service Program United States Department of Agriculture

FORM SPI 1146C-2 (Rev. 9/12)

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTIONCHILD NUTRITION SERVICES

SIMPLIFIED SUMMER FOOD PROGRAMSITE REVIEW FORM

SPONSOR

ADP

Lunch

VISIT NO.

DATE OF VISIT

MEAL DELIVERY TIME

CAP

SITE SUPERVISOR

ADDRESS

SPONSOR MONITOR

Supper

VENDED STATE REVIEWER

SnackMEAL TYPE

SITE NAME

MEAL SERVING TIME

Breakfast

2nd1st Other

ActualApproved

LeftArrived

Total meals delivered/prepared

Firsts served to eligible children

Seconds served to eligible children

Program adult meals served

Other adult meals served

Leftovers

Field trip meals approved byOSPI? If no, number of mealsdisallowed ________

Number of meals missing components/food items and disallowed

Are meals served within approvedmeal times? If no, number of mealsdisallowed ______

Prep/Deliv over CAP (vended)

Number of meals taken off-siteand disallowed

Are meal counts taken at point ofservice? If no, number of mealsdisallowed __________

Has this site supervisor been trained?

Does site supervisor know how to adjust dailynumber of meals ordered/prepared?

Delivery receipt for vended or satellite site?

Any children not served?

Number

1.

2.

3.

4.

5.

6.

12.

7.

11.

13.

8.

10.

14.

15.

19.

9.

Is the nondiscrimination poster displayed in aprominent place?

Are meals served to all attending childrenregardless of the child’s race, color, nationalorigin, sex, age, or disability?

Do all children have equal access to services andfacilities at the site regardless of race, color,national origin, sex, age, or disability?

20.

21.

22.

Yes No

Yes No

Yes No

Yes No N/A

Ethnic Identity: (Numerical, not percentage)M T W T F

Today’s Menu Comments (To include meal acceptability and food temperatures)

Meat/Meat Alternate

Fruit/Vegetable

Fruit/Vegetable

Grain/Bread

Milk

I certify that the above information is true. Monitor: Date:

I acknowledge receipt of a copy of this form. Site Supv: Date:

State ReviewerDate:

SITE NO.

Yes No

Yes No

Yes No

White

Black or AfricanAmerican

Asian

Not Hispanic or Latino

American Indian orAlaska Native

AGREEMENT NO. TYPE OF SITE:

Open Enrolled

(complete week)

Yes No

Corrective action required? If yes, see sponsorcorrective action summary form for direction.

23.

(OSPI only) If applicable, new CAP of ________(B) (L) (D)(AM) (PM) snacks is placed on this site effective as of

Yes No

Native Hawaiian orOther Pacific Islander

Yes No

Yes No

Self Prep: Are menu production records up-to-date?17. Yes No

Vended: Meal pattern requirements met?18. Yes No

*Daily Meal Reports for Week of:

LeftoversOther AdultsProgram AdultsSecondsFirstsMeals on-handDelivered

N/A

Racial Identity: (Numerical, not percentage)

Hispanic or Latino

*This section must be completed during a review.

All NO answers must be addressed in a CAP.

Yes No Is there a plan in place to handle leftover meals?16.

OSPI Child Nutrition January 2014

Sponsor / Vendor Name: Site Name:

Kitchen Supervisor / Staff Number of Meals Produced/Shipped

Carefully check and count meals

Site Supervisor / Staff Number of Meals Received 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

Carefully check and count meals

Site Supervisor / Staff Number of Meals Received 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

OSPI CNS 2015

Summer Food Service Program Menu Planner

Breakfast(Select foods from all three required components)

Component Required Amount

Monday Tuesday Wednesday Thursday Friday

Milk 1 cup (8 fl oz)

Vegetables and/or Fruits

½ cup



1 slice


½ cup ½ cup


Cheese Eggs



Yogurt

(Not Required) 1 oz 1 oz


OSPI CNS 2015


Lunch(Select foods from all 4 of the required components)





¾ cup



1 slice


½ cup ½ cup


Cheese Eggs



Yogurt

2 oz 2 oz

1 large egg 2 oz ½ cup 4 Tbsp

1 oz (50% of serving) 1 cup

OSPI CNS 2015


Snack(Choose 2 of the 4 components)





¾ cup



1 slice


½ cup ½ cup


Cheese Eggs



Yogurt

(Not Required) 1 oz 1 oz


OSPI CNS March 2016

Site Name

Date

Day of Week (circle) S M T W T F S

Time Meals were Delivered Meal Type (circle) Br AM Lu PM Su

Milk Received = Meals received/prepared =

Milk on hand from yesterday + Leftover meals from yesterday +

Total Milk on Hand = Total Meals Available =

CHILDREN’S MEALS

FIRST MEALS served to children (cross number as each child is served)

1 11 21 31 41 51 61 71 81 91 101 111 121 131 141 151 161 171 181 191 2 12 22 32 42 52 62 72 82 92 102 112 122 132 142 152 162 172 182 192 3 13 23 33 43 53 63 73 83 93 103 113 123 133 143 153 163 173 183 193 4 14 24 34 44 54 64 74 84 94 104 114 124 134 144 154 164 174 184 194 5 15 25 35 45 55 65 75 85 95 105 115 125 135 145 155 165 175 185 195 6 16 26 36 46 56 66 76 86 96 106 116 126 136 146 156 166 176 186 196 7 17 27 37 47 57 67 77 87 97 107 117 127 137 147 157 167 177 187 197 8 18 28 38 48 58 68 78 88 98 108 118 128 138 148 158 168 178 188 198 9 19 29 39 49 59 69 79 89 99 109 119 129 139 149 159 169 179 189 199

10 20 30 40 50 60 70 80 90 100 110 120 130 140 150 160 170 180 190 200

Total first meals =

Disallowed meals =

TOTAL MEALS TO CLAIM =

SECOND MEALS served to children

1 2 3 4 5 6 7 8 9 10 Total second meals =

Number of children requesting a meal but not receiving one (site ran out of meals) 1 2 3 4 5 6 7 8 9 10

ADULT MEALS

Meals served to Program Adults

1 2 3 4 5 6 7 8 9 10 Total program adult meals =

Meals served to Non-Program Adults

1 2 3 4 5 6 7 8 9 10 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 :

Summer Food Service Program Daily Meal Count

OSPI Child Nutrition Services March 2016

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: Date:

Clinic Name: Phone:

*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 1973.

Regulations: 7 CFR 210.8(b)(4), 7 CFR215.10(b), 7 CFR220.11(b), 7 CFR 225.9(d)(6), 7 CFR 226.10(e)

Claim Deadlines Oct 2016 ‐ September 2017

The claim deadlines for fiscal year 2017 (October 2016‐September 2017) are as shown.

Claim Month First Claim Deadline Final Claim Deadline October 2016 November 15, 2016 December 30, 2016 November 2016 December 15, 2016 January 30, 2017 December 2016 January 15, 2017 February 30, 2017 January 2017 February 15, 2017 March 30, 2017 February 2017 March 15, 2017 April 30, 2017 March 2017 April 15, 2017 May 30, 2017 April 2017 May 15, 2017 June 30, 2017 May 2017 June 15, 2017 July 30, 2017 June 2017 July 15, 2017 August 30, 2017 July 2017 August 15, 2017 September 30, 2017

August 2017 September 15, 2017 October 30, 2017 September 2017 October 15, 2017 November 30, 2017

There are no claim deadlines for downward revised claims.

Explanation of the three columns:

‐ First column: Identifies the claim month.

‐ Second column: Identifies the date the claim must be entered in WINS to be processed and paid to the sponsoring organization on the last day of the month. The claim must be entered before 5:00 p.m. or it will not be processed until the following month.

‐ Third column: Identifies the date an original or revised claim must be entered in WINS in order to

processed and paid during the next payment cycle.

o Example 1: An October claim is entered in WINS before 5:00 pm November 15. It will be processed and paid to the sponsoring organization on the last working day of November.

o Example 2: An October claim is entered in WINS November 16. It will be processed and paid to the sponsoring organization on the last working day of December.

o Example 3: An October claim is entered in WINS December 30. It will be processed and paid to the sponsoring organization on the last working day of January.

If the final claim deadline is missed, contact the fiscal supervisor at (360) 725‐6287.

Documents

2017 Summer Food Service Program Administrative Training ... · 2017 Summer Food Service Program Administrative Training Agenda 8:30 ... Meal Pattern & Meal Service Requirements