Welcome! Summer Food Service Program New Sponsor Training April 10, 2007

Welcome!Welcome!

Summer Food Service ProgramSummer Food Service ProgramNew Sponsor TrainingNew Sponsor Training

April 10, 2007April 10, 2007

Grants Coordination and School SupportGrants Coordination and School SupportSchool Nutrition Training and Programs School Nutrition Training and Programs

Summer Food Service ProgramSummer Food Service Program

Presented by Presented by

Gloria ZunkerGloria Zunker Phone: (517) 241-2096Phone: (517) 241-2096

[email protected]

Michelle Groothuis Michelle GroothuisPhone: (517) 373-1852 Phone: (517) 373-1852

[email protected]

AgendaAgenda

• Overview of the Summer Food Service Program (SFSP)

• How to Apply to SFSP

• Required Documents and Recordkeeping

• SFSP Resources

• Planning and Administering the Program

SFSP OverviewSFSP Overview

BackgroundBackground

• Provides Free, Nutritious Meals to Low-income Children

• Children Must be 18 Years and Under

• Operates when School is not in Session

• Federally Funded, Administered through State Agencies


MichiganMichigan• Michigan Department of Education

Acquired Administration of Program in 2004

• Advocates:• Food Banks• Legislators• Lobbyists• United Way


Help is NeededHelp is Needed

• Only 10 percent of Michigan’s Eligible Children Receive Free Meals in the Summer

• Low Participation in Rural Areas

• We need more:

• Sponsors

• Sites

• Participation


Sponsoring OrganizationsSponsoring Organizations• Accept Financial and Administrative

Responsibility• Must be Capable of Managing Food Service• Sponsors:

Complete paperwork Arrange for meals

Train and monitor sitesOversee site operations

Submit claims for reimbursement

Section 1: TimelineSection 1: Timeline• March - April• May• One month before start of meal service• Two weeks before start of meal service• First week of meal service• Each day• End of each week• Within first four weeks• Submitting a claim• End of program

Section 2: Applying to SFSPSection 2: Applying to SFSP

• Applications due three weeks prior to first operating day or May 25, 2007, whichever comes first

• Applications processed online through Child Nutrition Application Program (CNAP)

• Found at http://michigan.gov/meis

Before the ApplicationBefore the Application

• A Valid MEIS Account• A Completed Security Access Form• A Computer with an Internet Connection

• Web Browser• Microsoft Internet Explorer 6.0• Netscape 4.0 or higher

• JavaScript and Session Cookies enabled for the Web Browser

• Adobe Acrobat 4.0+

Michigan Education Information Michigan Education Information System (MEIS)System (MEIS)

• MEIS - location for links to the Security Agreement, Application (CNAP) and Claim Form

• To access CNAP, a MEIS account must be created:http://michigan.gov/meis

• Click on the black and white MEIS logo

MEIS User Management SystemMEIS User Management System

Account Creation starts with the User Management System

The login is used to update information once an account has been created

Click on the link: Create a MEIS Account

Create a MEIS Account inCreate a MEIS Account inFour Easy Steps – Step 1Four Easy Steps – Step 1

Do NOT create a new MEIS Account if you already have one!

Click Create a MEIS Account

Enter the first and last name of the user account to be created.

Click the Proceed to Step 2 button.

Create a MEIS Account - Step 2Create a MEIS Account - Step 2

Disregard

Add the basic biographical information

Complete the security questions used to verify identity if password is forgotten


Verify the account information you have provided and click the Create New MEIS Account button


Confirming Your MEIS AccountConfirming Your MEIS AccountThe final screen will confirm your account.

Hint: Print this page for your records.

Hint: Change your password immediately.

Warning: Passwords are case-sensitive.

You will be able to access CNAP once your MEIS account has been authorized in the system. For help with MEIS

MDE/CEPI Help Desk

(517) 335-0505

Submit Security AgreementSubmit Security Agreement

• Security Agreement: http://michigan.gov/mde

• Fax to Ruby Zavala: 517-373-4022

• SFSP – CNAP access usually available within

24 hours

CNAP Authorization StructureCNAP Authorization StructureLevel 3 - Enter/Certify• Can Enter/Edit information and Certify applications• Can initiate applications• Can assign lower security levels (levels 1 and 2) to allow other

users to edit or view• Submit, modify and delete applications and amendments

Level 2 - Enter/Edit• Can Enter/Edit information on application pages• Can initiate applications

Level 1 - Read-Only• Can View all parts of the application• Cannot input or edit any information

MEIS accounts are required for all levels.

Logging Into CNAPLogging Into CNAP

To Login to CNAP:• Enter your MEIS Login and Password in

the text boxes on the CNAP Login page• Click the Login button

If you have questions, phone Ruby Zavala at (517) 373-0420.

Once your Security Access Form has been submitted and approved, you can use your MEIS Login and Password to login to CNAP.

Remember, the MEIS password is Case Sensitive.

Applying to SFSPApplying to SFSPCNAP On-lineCNAP On-line

Now let’s go to the web www.michigan.gov/meis and look at the SFSP CNAP

Summer Food Service Program Child Nutrition Application Program

SFSP ApplicationSFSP ApplicationFinal StepsFinal Steps

Remember to:

• Mail in copy of signed sponsor agreement•

• Copy of one week sample menu•

• Letter to health department

Section 3 - Field Trip andSection 3 - Field Trip andSite Change FormsSite Change Forms

• Site Change Forms

• Field Trip Notification Forms Submit these forms either on-line at

www.michgian.gov/sfsp or by fax to (517) 373-4022.

Section 4 - SFSP ResourcesSection 4 - SFSP Resources

SFSP Web Site www.michigan.gov/mde

• Click on Offices• Click on Grants Coordination and School

Support• Click on Summer Food Service

Or go directly to www.michigan.gov/sfsp

Section 4Section 4

• Grants and other Funding Opportunities

• Ideas and Resources for SFSP

• Marketing Resource Materials Munch and Summer Food Service graphics

can be used freely• Found on www.michigan.gov/sfsp

Section 5 - Administrative Section 5 - Administrative Guidance ManualGuidance Manual

Page 11 - Administrative Guidance Manual

• Planning the Program

• Administering the Program

• Food Service Management Companies

• Reference Section

Planning the ProgramPlanning the Program

EligibilityEligibility

Page 15

Management responsibilities

cannot be delegated below the

sponsor level


EligibilityEligibility

A single sponsor may sponsor different types of sites:

• Open Sites• Restricted Open• Closed Enrolled• Camps: Residential and Nonresidential• Migrant Sites• NYSP Sites


Evaluating and SelectingEvaluating and SelectingSponsors and SitesSponsors and Sites

Page 28

• Evaluating an area• Selecting sites

• Properly equipped• Meet state and local health standards

• Site supervision• Serving capacity• Site activities• Sponsor/Site agreement


Evaluating and SelectingEvaluating and SelectingSponsors and SitesSponsors and Sites

Page 34

Pre-Operational Requirements

• Health and Sanitation

• Notify the local health department in writing of all prospective site locations

• Arrange for prompt trash removal


Meal ServiceMeal Service

Page 35

• Sponsor self-preparation

• Obtain meals from School Food Authority (SFA)

• Obtain meals from a Food Service Manage-ment Company


Meal ServiceMeal ServicePage 36

Commodities

• Sponsors preparing meals on-site or at central kitchen

• Sponsors receiving their meals from a participating National School Lunch Program



Meal Pattern Requirements

Breakfast• One serving of milk

• One serving of vegetable or fruit full strength

• One serving of grain or bread




Lunch or supper

• One serving of milk

• Two or more servings of vegetables/fruits

• One serving of grain or bread

• One serving of meat




• Snack

Two food items, each from a different food component. Remember, juice cannot be served when milk is served as the only other component.



Meal Pattern Exceptions

• School sponsors may use NSLP meal pattern

Page 40

Leftover Meals or Components

• Monitor site reports of attendance, waste, and cost

• Total number of second meals cannot exceed 2% of first meals served for all sites in claiming period.



Meal Requirements

• Same meal pattern to all children• Meals eaten on site• All children eat one meal before a child is served

a second complete meal• Adhere to local health regulations• Make arrangements for inclement weather• Serve meals during the agreed meal service times



Time Restrictions

• 3 hours between the beginning of one meal service and the beginning of another

• 4 hours between lunch and supper

• Supper before 7:00 p.m. end by 8:00 p.m.

• Lunch and Supper < 2 hour serving time

• Breakfast and Snacks < 1 hour


Page 45

• Food Safety Rules

Page 46

• Staffing Responsibilities


StaffingStaffingPage 46

• USDA Recommends One Monitor for Every 15-20 Sites

• Factors which Affect Staffing

• Rural vs. urban location

• Opening and closing dates

• Part-time, volunteer staffing

• Size of program


ApplicationApplicationPage 49

Federal Regulations/Application Requirements

• How applications are approved

• What to check for on the agreement before signing

• What happens if an application is denied

• What a Sponsor may appeal

Administering the ProgramAdministering the ProgramPage 61

Training• Monitoring• Civil Rights • Program Payments• Recordkeeping• Administrative

Reviews• Post Program • Evaluation

Regulations

Federal

State Local

Administering the ProgramAdministering the Program

TrainingTrainingPage 61• Training

One of sponsor’s major requirements

Page 64• No food service site may operate until personnel

at the site have attended sponsor training• At a minimum, sponsors should cover all the

topics listed in Attachment 15 (page 150)


Page 66

• Accurate Point-of-Service Counts Critical!

• Suggested to notify local health inspectors of training

DAILY MEAL COUNT FORM

Site Name: Meal Type (circle) B L SN SU

Address: Telephone:

Supervisor's Name: Delivery Time: Date:

Meals received/prepared_______ + Meals available from previous day______ = _______ (Total meals available)

First Meals Served to Children (cross off number as each child receives a meal) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 Total First Meals +

Second meals served to children 1 2 3 4 5 6 7 8 9 10 Total Second 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 Total non-Program Adult Meals +

TOTAL MEALS SERVED =

Total damaged/incomplete/other non-reimbursable meals +

Total leftover meals +

Total of items + + = Item should be equal to item

Number of additional children requesting a meal after all available meals were served 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

By signing below, I certify that the above information is true and accurate: ___________________________________________________________________________ Signature Date


MonitoringMonitoringPage 68• Pre-Operational Visit for

new and problem prone sites

• Site Visit • At least once during

first week• Ensures food service

is operating smoothly• Do not have to stay

for entire meal period

PRE-OPERATIONAL SITE VISIT FORM Site Name: _____________________________________________________ Date:________________ Time of Arrival: _______________ Time of Departure:______________ Problems Noted: Corrective Action: __________________________ __________________________________ Site Supervisor Signature Monitor Signature

First Week Visit Form Site Name: ___________________________________________________ Date: ________________________________________________________ Time of Arrival:_______________ Time of Departure:______________ Problems Noted: ______________________________________________ Corrective Action: ____________________________________________________ __________________________ ___________________________________ Site Supervisor Signature Monitor Signature


MonitoringMonitoring

• All site reviews and visits must be documented.

• Site/Monitor Review• Determines if site is

meeting program requirements

• Review entire meal period

MONITOR SITE REVIEW FORM

Complete an original and one copy. The copy should be left with the site supervisor and

the original retained at the sponsor's office.

COMPLETE FROM SPONSOR'S RECORDS PRIOR TO REVIEW Site Name/Address: ______________________________________________________ Phone: _________________ Site Supervisor's Name: _____________________________________ Site #: ________ Approved Meal CAP (Vended Programs): ________ Approved Serving Time:________ Date of Review: ___________________________ Monitor's Arrival Time: ___________________ Departure Time: _____________ Name/Title of person contacted at site: __________________________________ Number of children meeting the free meal family size and income eligibility standard ______ (Applicable only for camps and sites qualifying under individual enrollment data)

Meal Service 1. Type of Meal Observed: Breakfast Lunch Snack Supper 2. Record the meal count for the day of the review.

Meals delivered or prepared _______ +

Meals left over from the previous day _______ =

A. TOTAL MEALS AVAILABLE: _____

First meals served to children ______ +

Second meals served to children ______ =

B. TOTAL POTENTIAL REIMBURSABLE MEALS: _____

Meals served to program adults ______ +

Meals served to non-program adults ______ +

Other non-reimbursable meals ______ +

Unserved/excess meals ______

C. TOTAL NON-REIMBURSABLE MEALS:_____ CHECK: A = B+C

D. Number of additional children requesting a meal after all available meals were served: ______ 3. Record the number of disallowed meals in each category for the observed meal service on the day of the review. a. Served outside approved time _______ f. Non-unitized

_______ b. Missing components _______ g. Served to adults but included


MonitoringMonitoringPage 69

Monitor Reports

Monitor needs retraining if:• Not all questions on the report answered• Monitor rarely note problems, no comments• No follow-up on suspicious patterns• Corrective action not followed up on• Fails to make adjustments in meal orders

when attendance exceeds meals and vise versa

• Monitor arrives at site late, does not stay for meal service


MonitoringMonitoring

Site Re-Training• Discussion of issue and planned action

• Continuous targeting of problem sites• Graduated response

• Focus of Site Training• Instruction on use of forms• Seriousness of issue• Penalties


Civil RightsCivil Rights

Page 70

• What are the Civil Rights requirements?

• What racial and ethnic data must I collect?


Civil RightsCivil RightsRequirements

• Inform potential participants, particularly minorities of the availability of SFSP

• Display nondiscrimination poster• Offer reasonable effort for translation• Inform public of program upon request• Non-discrimination statement and instructions for filing

complaint• Meals served to all attending children regardless of race,

color, national origin, gender, age, and disability• All children have equal access to services and facilities


Civil RightsCivil Rights

Racial/Ethnic Data

• Determine the number of eligible participants by racial/ethnic category for the area served.

• Data retained for three years

BENEFICIARY DATA FORM

Sponsor:_______________________________________ Site:____________________________________________ Address:________________________________________ Site Supervisor:______________________________________

Racial and Ethnic Category

Number of Participating

Children

American Indian or Alaskan Native (A person having origins in any of the original peoples of North and South America (including Central America), and who maintains cultural identification through tribal affiliation or community recognition [includes Aleuts and Eskimos])

Asian (A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent, including, for example, Cambodia, China, J apan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam).

Black or African American (A person having origins in the black racial groups of Africa).

Native Hawaiian or Other Pacific Islander (A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.)

Hispanic or Latino (A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race).

White (A person having origins in any of the original peoples of Europe, North Africa, or the Middle East).

________________________________________________ Monitor's signature

________________ Date


Program PaymentsProgram Payments

• Program Payments found in Chapter 4 pages 72 – 80

• Key To Reimbursement - Section 9

SFSP SimplifiedSFSP SimplifiedAccounting ProcedureAccounting Procedure

Simplified Summer Feeding Program

• Michigan included

• Simplified cost accounting procedure

• Eliminate the operating and administrative cost comparison required by law and regulations

• Sponsors receive maximum operating and administrative reimbursement.


Recordkeeping - Chapter 5Recordkeeping - Chapter 5

Page 81

Records must be kept on:• Meal counts• Operating costs• Administrative costs• Funds accruing to the program• Training records• Visits and reviews


RecordkeepingRecordkeeping

Page 83

Operating Costs• Receiving reports• Purchasing invoices• Records of any returns,

discounts, credits• Inventory records• Canceled checks


RecordkeepingRecordkeepingPage 85

Administrative Cost

Costs incurred by the sponsor for activities related to:

planning, organizing, and administering the program


RecordkeepingRecordkeeping

• Checklist of records to obtain/keep found on page 172

• Record Retention• 3 years following the submission date of the

final claim for reimbursement.• 3 years + current year• No unresolved audit findings


Administrative Reviews –Administrative Reviews –Chapter 6Chapter 6

Page 89

• Violations of program requirements

• How to create a corrective action plan

Food Service Management Food Service Management Companies (FSMC) – Part IIICompanies (FSMC) – Part III

• What is a FSMC?• Vended Sponsors may not contract

management of: • Meal ordering• Official recordkeeping• Submitting claims• Training and monitoring administrative/site staff• Announcement of meals to media• Determining income eligibility

Section 6 –Section 6 –Nutrition GuidanceNutrition Guidance

Page 19 & 20 Meal Pattern Requirements

• Breakfast - 1 milk,1 fruit or vegetable, 1 grain

• Lunch/Dinner - 1 milk, 2 fruits or vegetables, 1 grain, 1 meat

• Snack - 2 different components

Meal PatternsMeal Patterns

Page 19

Sample Portion Sizes

• Milk = 1 Cup

• Fruit/Vegetable = ¾ cup

• Bread/Grain = 1 serving/1 slice

• Meat = 2 oz.


Page 20 – Endnotes

Fruits and Vegetables

• Minimum serving size: ¼ cup

• 2 or more different fruits and vegetables at lunch and supper

• Juice, only meets ½ requirement for lunch or supper

Meal ServiceMeal ServicePage 26• Processed Cheese Spread

• 2 oz. serving = 1 oz. meat alternate• Cannot say “imitation” or “product”

• Beans• Used as either meat or vegetable • Not both in same meal

• Hot Dogs, Bologna

• All meat, no cereals

Meal ServiceMeal ServicePage 26 Meat and Meat Alternate

• Required for lunch and supper

• Cooked Meats- • No bone in portion size factor

• Yogurt• No homemade• No frozen

• Nuts and Seeds• Fulfill requirements for snack• ½ requirement for lunch or supper


Meal Pattern Review• This?

• 2 oz. roast beef• 2 slices whole wheat

bread• ¼ cup cucumber• ½ cup strawberries• ½ pint milk

Meal Pattern Review• Or This?

• 2 oz. roast beef• 2 slices whole wheat

bread• ¼ cup cucumber• ½ cup strawberries• ½ cup orange juice



• ½ medium baked potato• 1 oz. cheese• ¼ cup chopped broccoli• ¼ cup pinto beans• ¼ cup sliced peaches• ½ pint milk

Meal Pattern Review• Or This?

• ½ medium baked potato• 1 oz. cheese• ¼ cup chopped broccoli• ¼ cup cooked pinto beans• 1 dinner roll• ½ pint milk



• 1 hamburger bun• 1 oz. ground beef patty• 1 oz. cheese• ¼ cup coleslaw• ½ cup orange wedges• ½ pint milk

Meal Pattern Review• Or This

• 1 hamburger bun• 1 oz. ground beef patty• 1 tbsp. ketchup• ¼ cup coleslaw• ½ cup orange wedges• ½ pint milk

Section 6 - HACCPSection 6 - HACCP

• Hazard Analysis Critical Control Points

• Weekly checklist for smooth food service operation.

Food Sanitation andFood Sanitation andFood SafetyFood Safety

Page 71 – 93

• Wash Hands • Keep Hot Foods Hot! • Keep Cold Foods Cold!• Keep food out of danger zone

41 Degrees Fahrenheit to 140 Degrees Fahrenheit

Section 7 –Section 7 –Monitor’s GuideMonitor’s Guide

• Less detailed version of the Administrative Guide

Section 8 – SiteSection 8 – SiteSupervisor’s GuideSupervisor’s Guide

• Expectations of Site Supervisor – page 4

• Do’s and Don’ts – page 15

• Excellent Training Resource

Section 9 - Program PaymentsSection 9 - Program Payments

“The Key to Reimbursement”• Claim form instructions

and information

Links located on: • http://michigan.gov/sfsp or• Claim form login screen

THE KEY TO REIMBURSEMENT Michigan Summer Food Service Program 2007

Security Access Information Submitting the Claim for Reimbursement Deadlines for Claim Submission Reimbursement Rates

Calculating Reimbursement Allowable and Unallowable Costs List of Allowable SFSP Costs and Required Documentation

Program Payments – Claim FormProgram Payments – Claim Form

• Access the claim form:

http://michigan.gov/meis• Child Nutrition Programs • Claim Forms

Click on:• Summer Food Service

Program (SFSP) –

SM-4012-SF

Submit Claims On Time!Submit Claims On Time!

Rates of ReimbursementRates of Reimbursement

Program Payments - Program Payments - Questions?Questions?

• Security Agreement Form AssistanceRuby Zavala: (517) 373-0420

E-mail: [email protected]: (517) 373-4022

• Claim Form AssistancePam Miller: (517) 373-1074

E-mail: [email protected] Pat Arend: (517) 373-2438

E-mail: [email protected]

Section 10Section 10

Michigan Department of Education

• Site reviews unannounced

• Sponsor reviews announced

200. Civil Rights Compliance

YES NO N/A

201. Admission and placement criteria and procedures are nondiscriminatory. 202. The "…And Justice for All…" or FNS-approved poster is on display. 203. Is there any separation by race, age, sex, disability, color or national origin? (If YES, explain in comments section of review .)

204. All services and facilities are used routinely by all people without regard to age, sex, disability, race, color, or national origin. (i.e., social and recreational areas, study areas, lavatories, waiting rooms, chapels, playgrounds, etc.)

205. The site serves meals to all attending children equally regardless of the child's race, color, sex, age, disability, or national origin.

206. Racial/ethnic beneficiary data has been collected based on visual counts taken during meal service or information supplied by parents of beneficiaries.

207. Does the site provide information in the appropriate translation concerning the availability and nutritional benefits of the program?

208. Does this site appear to be in compliance with Title VI of the Civil Rights Act of 1964? ( If NO, explain and recommend corrective action and follow-up.)

209. Is the non-discrimination statement and the procedure for filing a complaint included in the SFSP information? (as required by FNS instruction 113-8)

210. Attendance By Racial/Ethnic Group on the Day of Review (no percentages). Any review of a site having only one race should include a statement indicating the general racial composition of the area the site serves.)

BLACK OR AFRICAN

AMERICAN

NATIVE HAWAIIAN OR

OTHER PACIFIC ISLANDER

HISPANIC OR LATINO

AMERICAN INDIAN OR ALASKAN

NATIVE

ASIAN WHITE TOTAL

SFSP-SITE I

Michigan Department of Education SUMMER FOOD SERVICE PROGRAM (SFSP)

SITE REVIEW REPORT

Mail Corrective Action to: Michigan Department of Education

Grants Coordination and School Support Summer Food Service Program

P.O. Box 30008 Lansing, MI 48909

GENERAL INFORMATION Name of Sponsor

Date Agreement Number

Name/Title of Site Person Interviewed Name and Address of Food Service Site

Telephone Area/No.

100. SITE PROFILE 102. Anticipated Daily Participation 102a. CAP(for vended sites):

103. Attendance on Day of Review

104. Period of Operation 105. Total Days of Operation

101. Type of Site 101a. Location □ Open □ rural □ Open Restricted □ urban □ Special Restricted Open □ Enrolled □ Residential/Nonresidential Camp □ NYSP □ Migrant Site

Beginning Date

Ending Date

106. Meal Preparation C. Who prepares the meals? A. Where are meals prepared? □ On-site □ Central Kitchen B. Approved Meals □ Breakfast □ Lunch □ Supper □ AM Snack □ PM Snack

□ Sponsor - Self-prep

□ School Sponsor - Continuation of FSMC school year contract

□ Purchase of meals from a school

□ Purchase of meals from a vendor/caterer

□ Contract with public or private FSMC

□ Contract with university food service ON-SITE REVIEW

You Are Trained!You Are Trained!

• Next step, one-to-one pre-operational visit with an MDE representative