Slide 1

Becoming a Summer Food Service Sponsor

Welcome to the Becoming a Summer Food Service Sponsor webinar presented by the Oregon Department of Education Child Nutrition Programs (ODE CNP). During the webinar today we will discuss eligibility, the application process, and then answer any questions. For the remainder of this training we will refer to the Summer Food Service Program as SFSP. During this webinar will we talk about “sponsors”. Sponsors are organizations that enter into an agreement with ODE CNP and are responsible for the oversight of the program. At any time if you have a question please use your chat feature located in the lower right hand side of your screen. We will keep the phone lines muted so we don’t get interference and buzzing from the phone lines. Please do not hesitate to ask any questions!

Slide 2 • What is SFSP • Participant eligibility• Sponsor eligibility• Site eligibility• Types of SFSP sites• Application process

Objectives

In this training, we will review information on: • What SFSP is • participant eligibility • Sponsor eligibility • site eligibility • Types of SFSP sites. • And review the application process

and timeline

Slide 3 • Free meals to youth through

age 18– First to last day of summer

vacation• Administered by ODE CNP• Sponsor organizations

– Non-profit foodservice

• Sites

What is SFSP

First, let’s review what the SFSP is. During the school year, students that attend a school participating in the National School Lunch Program can readily receive a meal . But when school is out, a child’s need for these meals doesn’t go away. However, they may not have access to regular meals until school begins again. In addition, families budgets may be stretched to their breaking point during this time. Lack of regular, nutritious meals during the summer can affect a child’s health and may cause a learning slump. The summer food service program was created to help kids who are 1 year-old through age 18 who rely on free and reduced-price school meals during the school year to continue receiving healthy meals and snacks during the summer. Sponsors for the SFSP can provide meals from the first day of summer vacation to the last day of summer vacation. Summer meals programs are funded by the United States Department of Agriculture (USDA); administered by state agencies, such as the Oregon Department of Education; and run by public and private organizations. These organizations are referred to as “sponsors.” Sponsors have an agreement with the Oregon Department of Education to operate the program. The Oregon Department of Education reimburses Sponsors for serving meals and snacks that meet the program requirements. Sponsors may have one or more sites where meals are served. SFSP sponsors operate what is considered a “non-profit” foodservice.

Sponsors do not need to break even or lose money. However, money that is earned has to go back into SFSP or another federally funded child nutrition program- be it for food or labor associated with the program. A site is the physical location where meals can be served. A site could be a cafeteria, park, or community room for a few examples. Summer meals need to be consumed by participants on site in a congregate setting. At the site, there is a site supervisor to ensure that the rules around SFSP are followed. There may be other site staff there as well to serve meals, lead enrichment activities, and/ or assist the site supervisor. Staff at the site level may be paid or volunteer staff.

Slide 4 • Reimbursement program

What is SFSP

The SFSP brings Federal dollars into communities in the form of combined reimbursements for meals and operations/administrative costs. Sponsors receive their Program payments based on the number of meals served multiplied by the appropriate combined administrative and operating rates for reimbursement. Sponsors may serve one or two meals a day at open, restricted open, and enrolled sites. With ODE CNP approval, sponsors may serve two meals (including snacks) each day. Sponsors of camp sites may serve up to three meals per day. There are two different reimbursement

rates based on where the site is located and how meals are prep/delivered. Sites that are self-prep and/ or located in a rural area receive a higher reimbursement rate for meals and snacks. Sites that receive vended meals and located in an urban area receive a lower reimbursement rate for meals and snacks. Vended includes sites that use a Food Service Management Company. Reimbursements may be used to cover allowable operating costs including: food costs, labor costs, nonfood supplies and space for food service. Reimbursements may also be used to cover administrative costs which include activities related to planning, organizing, and administering the program.

Slide 5

Summer Food Service Program Eligibility

Now let’s discuss eligibility regarding the Summer Food Service Program. This will be a brief overview of the topic, for more in-depth training on this please visit our training web page, which we will review later in this presentation.

Slide 6

• Ages– Children age 18 and under may receive meals

through SFSP– Other circumstances

Participant Eligibility

Children age 18 and under may receive meals through SFSP. A person 19 years of age and over who has a mental or physical disability (as determined by a State or local educational agency) and who participates during the school year in a public or private non-profit school program (established for the mentally or physically disabled) is also eligible to receive meals.

Slide 7 • Eligible Organizations

– Public or private non-profit school food authority (SFA)

– Public or private non-profit residential camp– Public or private non-profit college or university

participating in the National Youth Sports Program– A unit of local, county, municipal, State or Federal

Government or– Any other type of private non-profit organization

• Must provide year-round service

Sponsor Eligibility

Only certain types of organizations can sponsor the SFSP. These organizations include: • a public or private non-profit school

food authority (SFA); • a public or private non-profit

residential camp; • a public or private non-profit college

or university participating in the National Youth Sports Program;

• a unit of local, county, municipal, State or Federal Government; or

• any other type of private non-profit organization

These organizations must provide year-round service

Slide 8

• Site types• Three common types

– Open– Camps (residential and

nonresidential)– Closed enrolled

Site Eligibility

Sponsors may operate the SFSP at one or more sites, which are the actual locations where meals are served and children eat in a supervised setting. Eligible sites are those that serve children in low-income areas or those that serve specific groups of low-income children. Sponsors must provide documentation that proposed sites meet the income eligibility criteria required by law. There are three common types of sites: open sites, camps (residential and nonresidential), and closed enrolled sites.

Slide 9 • Open sites

– Establish site eligibility on “need and openness”– First-come, first-serve basis– Allow meal service access to all children

requesting a meal• Restricted open sites

– Restrict or limit the feeding site’s attendance for reasons space, security, safety or control

– First-come, first-serve basis, but meal service will be limited

Site Eligibility – Open Sites

• Open Sites. Most sponsors establish site eligibility on “need and openness.” If a site is located in a needy area (where 50 percent or more of the children residing in the area are eligible for free or reduced-price school meals) and meals are made available to all children in the area on a first-come, first-serve basis, these sites are considered open.

• Restricted Open Sites. On occasion, a sponsor that would normally operate an open site –meaning initially open to broad community participation – must restrict or limit the feeding site’s attendance for reasons of space, security, safety, or control. In recognition of these circumstances, these types of sites operate as restricted open sites. The sponsors must make known publicly that the site is open on a first-come, first-serve basis to all children of the community at large, but that the meal service will be limited as stated

above. Both open and restricted open sites must be located in a school attendance area where 50 percent or more of the children residing in the area are eligible for free or reduced-price school meals.

Slide 10 • Camps

– Residential or nonresidential

– Do not have to establish area eligibility

– Collect and maintain individual income eligibility forms

– Reimbursed only for those enrolled children who meet the free and/or reduced price eligibility standards

Site Eligibility – Camps

Camps can be residential or nonresidential day camps which offer regularly scheduled food service as part of an organized program for enrolled children. In residential camps, participants spend the duration of the organized program in a 24-hour supervised care setting and receive a regularly scheduled food service as part of the program. Sponsors of nonresidential camp sites must offer a continuous schedule of organized cultural or recreational programs for enrolled children between meal services. Unlike open, restricted open and closed enrolled sites, sponsors of both residential and nonresidential camps do not have to establish area eligibility. However, they must collect and maintain individual income eligibility forms. Camps are reimbursed only for those enrolled children who meet the free and/or reduced price eligibility standards.

Slide 11

• Closed enrolled sites– Established where

• An identified group of needy children live in a "pocket of poverty” • Identified low-income children are transported to a congregate

meal site located in an area with less than 50 percent eligible children

• A program provides recreational, cultural, religious, or other types of organized activities for a specific group of children

– Open only to enrolled children– Eligibility determined by individual income eligibility or area

eligibility• Area eligibility may only be used if the site is serving children

that live in the area in which the site is located

Site Eligibility –Closed Enrolled Sites

Closed enrolled sites are usually established where: • an identified group of needy children

live in a "pocket of poverty;" • identified low-income children are

transported to a congregate meal site located in an area with less than 50 percent eligible children; or

• a program provides recreational, cultural, religious, or other types of organized activities for a specific group of children.

These types of sites are open only to enrolled children or to an identified group of children, as opposed to the community at large. Closed enrolled sites must also establish the eligibility either through the individual income eligibility of the children attending the site or through area eligibility. To establish eligibility based on the income of the individual children, sites must collect income eligibility forms. At least 50 percent of the enrolled children at the site must be eligible for free or reduced-price school meals.

Slide 12 ODE CNP SFSP Website

http://www.oregon.gov/ode/students-and-family/childnutrition/sfsp/Pages/default.aspx

For more detailed information on the SFSP, please visit the Oregon Department of Education Summer Food Service Program web site at the address on this page. On the website you will find links to all recent and past SFSP memos and related news, the summer food service training webpage, and the ““How do I apply to offer the summer meals program?” link. You will also find sections that cover

SFSP Regulations and Guidance manuals, program information, and a section for enhancing your program.

Slide 13 Questions?

13

Does anyone have any questions about participant, sponsor, or site eligibility? Please use your chat feature located in the lower right hand side of your screen. Next Dustin will review applying to become a Summer Food Service Program sponsor.

Slide 14 Summer Food Service

ProgramApplication

Thank you Cathy. Over the next several slides I will review all the elements that are required with the SFSP application.

Slide 15

1. Training

2. Offline and online forms

3. Pre-Approval Visit

Application Elements

Three are three steps to the SFSP application. The first is to complete required SFSP trainings. All required trainings are available on the ODE CNP SFSP public website. All trainings must be completed by the applicant. The second step is to complete and submit offline and online forms. Later in this presentation I will review all the required forms and where you can find them. The last step is an on-site pre-approval visit. The Pre-Approval Visit cannot be conducted until the application materials have been reviewed by a Child Nutrition Specialist and any/all corrections made to the application materials. A Child Nutrition Specialist from ODE CNP will make an appointment to review the applicant’s site prior to final approval. After completion of the Pre-Approval Visit, the Child Nutrition Specialist will review with the applicant any areas that do not meet SFSP requirements and will request changes or implementation or procedures prior to approval of the application. Once all changes or procedures are received, or if no changes are required, the application may be approved and the agreement will be signed. If an application is denied the applicant organization may request an appeal and ODE CNP will provide appeal rights at the time of denial.

Slide 16 Application Website

http://www.oregon.gov/ode/students-and-family/childnutrition/sfsp/Pages/BecomingaSFSPsponsor.aspx

On this slide is a screenshot of the ODE CNP SFSP application website. The link is located on the bottom of the slide. On the SFSP application website you will find all the required offline forms for the application. Also, you will find an application checklist that details all the required forms.

Slide 17 Application RequirementsStep 1 – Training

– Submit certification email to ode.communitynutrition@ode.state.or.us

http://www.oregon.gov/ode/students-and-family/childnutrition/sfsp/Pages/SFSPTraining.aspx

On this slide is a screenshot of the ODE CNP SFSP training website. The link is located on the bottom of the slide. At least one staff member from the organization must complete all required SFSP trainings. The staff member or members with direct oversight of the Program must complete the trainings. It’s recommended than more than one staff member complete all required trainings. To document that your organization has completed the trainings, the staff member or members that have completed the trainings must submit a training certification email to the Community Nutrition email inbox at ode.communitynutrition@ode.state.or.us

Slide 18

• One time submission– Offline forms

• Available on the ODE CNPSFSP application website

– Online forms• Available on CNPweb

• Administrative and financial responsibility, capability and accountability

Application RequirementsStep 2 – Offline and Online Forms

Step 2 in the application process is to submit required offline and online forms. All offline forms are available on the ODE CNP SFSP application website, referenced earlier in the presentation. Download all applicable forms, complete and submit to ODE CNP. All online forms are available on CNPweb, which is ODE CNP’s online application and claiming system. Later in the presentation I will review CNPweb and how to access the forms.

Slide 19

• State Agency-Sponsor Agreement– Permanent– Addendum

• Applicants that currently operate other Child Nutrition Programs Addendum to existing

Step 2 – Offline Forms

Over the next few slides I will review which offline forms organizations will be required to complete and submit with the application. The first is the State Agency-Sponsor Agreement. In order to participate in the SFSP, organizations must enter into a permanent program agreement with ODE CNP. The agreement is a legally binding document that specifies the rights and responsibilities of both the sponsor and ODE CNP, and should be read carefully before being signed. For organizations that currently operate one or more other Child Nutrition Programs (e.g. CACFP, NSLP) they only need to complete an addendum to the Agreement.

Slide 20

• Budget• IRS Non-Profit Status 501 C3 Form• W-9 form • DUNS Number

– Two ways to obtain1. Phone – call toll free at 1-866-705-57112. Online – http://fedgov.dnb.com/webform

Step 2 – Offline Forms

Applicants must also submit: • Budget. The SFSP Budget provides

high level details of what your organization expects to receive in SFSP reimbursement for the year, and what your organization expects to expend to run the nonprofit foodservice. You will need to include estimates of expenses by category, for example foodservice labor, food costs, supply costs, etc. The SFSP budget is an excel document and is available on the ODE CNP SFSP application website.

• Documentation of tax-exempt status

under the Federal Internal Revenue Code of 1986 if they are private non-profit entities. Note: SFSP regulations do not require church sponsors to obtain Federal tax-exempt documentation.

• W-9 form and a Data Universal

Numbering System (DUNS) Number. • A DUNS number is a unique,

non-indicative 9-digit identifier issued and maintained by Dun & Bradstreet that verifies the existence of a business entity globally. D&B assigns DUNS numbers for each physical location of a business.

• There are two ways to obtain a

DUNS number: • Phone – call toll free-number

1-866-705-5711 • Online – visit

http://fedgov.dnb.com/webform

Slide 21

• Free Meal Policy Statement

• Site eligibility

• Training program

Step 2 – Offline Forms

For enrolled sites, provide a written policy statement on free meals. This policy statement, which must be approved by ODE CNP explains that the same meal is served to all enrolled children regardless of reimbursement status and without discrimination against any child because of race, color, national origin, sex, age or disability. Applicants must submit documentation demonstrating site eligibility for all sites. For sites that are eligible by area, documentation could include a school boundary map showing the site is located in the attendance boundary of a school where 50 percent or more of students qualify for free/reduced priced meals, or an email from a school district officially stating the site is located in the attendance boundary of a school where 50 percent or more of students qualify for free/reduced priced meals. Applicants must submit a sample one month menu for all meals offered at each site. And applicants must certify that a training program will be conducted for monitors and site

personnel. Include information explaining when the training will be held and the topics that will be discussed. Applicants can use the ODE CNP created SFSP Training Form on the application website to document SFSP training for staff.

Slide 22 • Media release

– Must include:• Announce the availability of free meals• Nondiscrimination policy• Complaint procedures• Reduced-price income eligibility guidelines for enrolled sites and

camps• Statement that children who are part of households that receive

SNAP benefits, FDPIR or TANF benefits are automatically eligible for free meals

– Media release must be provided to media outlets serving the area where the SFSP site(s) are located

– Template media release• http://www.oregon.gov/ode/students-and-

family/childnutrition/sfsp/Pages/default.aspx

Step 2 – Offline Forms

Applicants must provide a copy of a proposed media release with the application. The application may not be approved without it. Once the media release statement is approved by ODE CNP it must be provided to media outlets (e.g., newspapers, television and radio stations, city government web sites) serving the area where the SFSP sites are located. The media release must include: • Announce the availability of free

meals • Nondiscrimination policy • Complaint procedures • Reduced-price income eligibility

guidelines for enrolled sites and camps

• Statement that children who are part of households that receive SNAP benefits, FDPIR or TANF benefits are automatically eligible for free meals

There is a template media release available in the Administration Guide for SFSP if you need help creating one. You will find the Administration Guide for SFSP on the ODE CNP SFSP public

website located at the link on the slide.

Slide 23

• Copy of Invitation for Bid– Food Service Management Company

providing meals• Copy of Vended Meal Agreement

– School Food Authority or other entity providing meals

Step 2 – Offline Forms

For sponsors that plan to use a food service management company to provide meals, provide a copy of the invitation for bid. Sponsors should also submit plans for advertisement for bids if they intend to contract with a food service management company. For sponsors that plan to use a school food authority or other organization to provide meals, provide a copy of the vended meal agreement.

Slide 24

• Online Forms– CNPweb: https://cnp.ode.state.or.us

• User Authorization• Sponsor Information Sheet

– Management plan

• Site Information Sheet• Budget

Step 2 – Online Forms

That concludes a review of the offline forms that applicants need to submit. Next I will cover the online forms that will need to completed and submitted as part of the SFSP application. To submit forms through CNPweb, sponsors must submit CNPweb User Authorization Request forms to ODE CNP. The forms are available on the ODE CNP SFSP application website. Staff that will be responsible for submitting applications and claims will need access. In addition, respective

staff can have View access only if they will NOT be submitting applications or claims. Other forms submitted through CNPweb: • Sponsor Information Sheet

• The Sponsor Information Sheet includes contact information for the organization, staff contact information, the management plan, information on the meal service, etc.

• Applicants may request advance payments through the Sponsor Information Sheet. These are payments that may be received before the program begins to pay for administrative and operating costs that are incurred before the program starts

• A management plan that includes staffing responsibilities. The management plan is included in the Sponsor Information Sheet.

• Site Information Sheets for all participating sites

• The Site Information Sheet includes documentation that the site is capable of managing an effective meal service; meal service times; documentation of eligibility, average daily attendance, site meal caps, etc.

• Budget • In addition to the offline

budget, applicants will submit an online budget in CNPweb. Applicants will need to submit estimated

operating costs and estimated administrative costs for the upcoming program year based on the approved offline budget.

An ODE CNP staff person will work with you throughout the application process and provide you with technical assistance and other guidance as needed.

Slide 25

• Deadline– May 15

Submitting Applications

The deadline for submitting a complete application to operate the SFSP in the summer months is May 15

Slide 26 • Review by ODE CNP• Applicant notified:

– Within 15 days if the application is incomplete– Within 30 days of receiving a completed

application of its approval or disapproval• Sponsors and sites must be approved prior

to the start of meal serviceFor more information contact Dustin Melton at dustin.melton@state.or.us or 503-947-5901

Review of Applications

Within 30 days of receiving a completed application, ODE CNP will notify the applicant of its approval or disapproval. If the application is incomplete, ODE CNP will notify the applicant within 15 days and provide technical assistance to help the applicant complete the application process. All applications must be approved by June 15th. Sponsors will receive reimbursement

only for meals that are served after they have been approved for program operations. Sponsors must be certain that they have been approved before they begin their meal service.

Slide 27 Questions?

Does anyone have any questions about participant, sponsor or site eligibility? Please use your chat feature located in the lower right hand side of your screen.

Slide 28

Grants and Resources

If your organization in interested in becoming a summer meals sponsor, funds and resources are available to help start your summer food service program. The Oregon state legislature recognizes that some funding is need to start-up and expand access to Summer Meals. Funds have been appropriated to the Oregon Department of Education for Start-up and Expansion grants for At-Risk Afterschool and Summer Meal Programs.

Slide 29 ODE GrantsAt-Risk Afterschool Meals and Summer Meals Program

– $478,753 allocated in grant funds– Available up to $20,000 per sponsor

Allowable Costs– Summer Meals program planning– Staffing costs for outreach– Enrichment activities– Transportation costs for summer meals

Currently there is over $395,000 available in grant funds available for Sponsors during the 2017- 2019 biennium. Grant funds are available up to a maximum of $20,000 per Sponsor. Grant applications are considered for costs that support the start-up or expansion of at-risk afterschool or summer meal sites. Examples of allowable costs include: • Summer Meals program planning • Staffing costs for outreach and

increasing participation • Enrichment activities • Transportation costs for summer

meals. • This transportation cost is

the cost of the transportation of meals to sites and not the cost of transporting participants to meal sites. Grant funds cannot be used to purchase a vehicle, but grant funds may be used to refurbish one that has already been acquired.

Slide 30 ODE Grants

Important Dates– Round 2: Opens March 6, 2018– Closes April 3, 2018

For more information contact Cathy Brock at cathy.brock@state.or.us or 503-947-5898

Important dates for upcoming rounds include Round 2 of grant applications open March 6, 2018 and close April 3, 2018. For more information, please contact me, Cathy Brock, at cathy.brock@state.or.us or 503-947-5898

Slide 31 PHFO GrantsSummer Meals Support Fund

– Awards of up to $5,000 – Applications open February 23rd – April 6th

– oregonhunger.org/grants

For more information contact Marcella Miller at Marcella@oregonhunger.org or 503-595-5501 x307

Additionally, PHFO also has Summer Meals Support funds available. In 2017 PHFO awarded $50,000 to 21 schools and nonprofits across Oregon. These awards do not have the same restrictions as the ODE CNP grant funds. For instance, these award funds may be able to be used towards a vehicle purchase. Applications are now open and close on April 6th. Please contact Marcella Miller at PHFO for more information.

Slide 32 Oregon Summer Referral Resources• SummerFoodOregon.org – local website for

families and referral partners• Call, text or email 211 for “summer meals”• Text ‘Food’ or ‘Comida’ to 877-877• Physical and digital outreach materials are

available in five languages.

Resources

If you do decide to participate or want to help promote existing local programs, we utilize three referral resources here in Oregon and also promote the use of branded outreach materials. Families can use their zip codes, address, city, or county to find nearby locations AND hours at summerfoodoregon.org, 211, or by texting 877-877. Our branded outreach materials and more information and news about SFSP are available at the link or by contacting us.

Slide 33 The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal,

and where applicable political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any

public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint form, found online at

http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter

containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture,

Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at

program.intake@usda.gov

Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

Thank you for participating in Becoming a Summer Food Service Sponsor presented by the Oregon Department of Education Child Nutrition Thank you for everything you do to fuel Oregon’s future!