2012 upward bound summer food training sponsor responsibilities attend annual training be...

2012Upward Bound Summer Food

Training

Sponsor Responsibilities

• Attend annual training• Be responsible for information provided in guidance

manuals• Keep all documentation 3 years

• Submit application by April 15th

Training

• Annual training is required for participation in the summer food program. Your requirement is being met at this time!

• You are in turn responsible for training your staff on SFSP job duties; administrative and operating

• All trainings must be documented to include name of attendees, date and content

• A trained person must be at each site during operation

• Annual training is required for participation in the summer food program. Your requirement is being met at this time!

• You are in turn responsible for training your staff on SFSP job duties; administrative and operating

• All trainings must be documented to include name of attendees, date and content

• A trained person must be at each site during operation

Staff Training

Topics should include:

• Site Operation Requirements• Documenting Site Visits • Meal Counting• Menu Pattern Requirements• Civil Rights

Topics

• We will be covering your responsibilities as a Summer Food Sponsor

• Application Requirements and Claims• Site Requirements• Meal Service Requirements • Civil Rights

Application Requirements and

Claims

ApplicationOn line Submission

https://cnp.ode.state.or.us

Sponsor Information

Site Application

User authorization is required

ApplicationCheck here to submit this form to the State for

Approval Application approval will be pending approval when

ready for ODE to approve

This box must be checked before submitting sponsor and site information for approval

Submit

Advances

• Advances requested on the Sponsor Information page on CNPWEB

• Advances will be granted in May• Application must be approved before advance will

be approved• Advances will be deducted from your first claim

Application Requirements

Email, Fax or Mail

One Month Sample Menu

Application Due Date

• April 15th or earlier

Claims

• CLAIMS MUST BE SUBMITTED WITHIN 60 DAYS OF MONTH CLAIMED

• Revised claims can be submitted up to 90 days of original claim.

Claim Submission

Box 10 I Certify that to the best of my knowledge and belief, this

claim is true and correct in all respects, that records are available to support this claim, that it is in accordance with the terms of existing agreement's, and that payment therefore has not been received.

Box 11Check here when claim is ready for payment

Site Requirements

Eligibility Requirements• All children are categorically eligible except:• First generation college students only• If the child is only eligible as first generation college

bound you must provide confidential income statement to qualify them using free/reduced guidelines

Eligibility Requirements• Camps may use the Upward Bound application in-

lieu of the SFSP meal application to determine the individual child’s eligibility.

Field Trips and Site Changes• Site changes: Make changes On-line.

• Field trip notification must be submitted to ODE prior to taking field trip if meal is to be served

• Phone or email information to SFSP specialist prior to field trip.

Site MonitoringPre-Operational Visit to all new sites. Administrative Guidance Attachment and Monitor’s Guide

1st Week Visit can be waived for experienced staff at existing site

Administrative Guidance Attachment and Monitor’s Guide

4th Week Review Complete within the first 4 weeks of operation at all sites

Administrative Guidance Attachment and Monitor’s Guide

Racial and Ethnic Form Complete once during program operation

Administrative Guidance Attachment and Monitor’s Guide

Sanitation Inspections

• The Sanitation inspections you receive during the school year meets the requirement

Media Release

• Public announcement must be made by all sponsors:

– Media release requirement is met by Upward Bound during application process

– If the USDA program is mentioned in literature promoting the upward bound program non discrimination statement must be added

SUMMARY OF SPONSOR RESPONSIBILITIES

• MAINTAIN ALL RECORDS

• MAINTAIN NON-PROFIT FOOD SERVICE

• DOCUMENT ALL COSTS

• TRAIN STAFF AND VOLUNTEERS

• CONDUCT AND DOCUMENT REQUIRED SITE VISITS

Meal Service Requirements

Number and Type of Meals Administrative Guidance

• Residential Programs 3 meals per day Breakfast, lunch, supper;

snack may replace a meal

• All other Programs 2 meals per day Any combination of breakfast,

lunch, supper or snack but NOT lunch & supper

SFSP Meal Pattern Nutrition Guidance Manual

• Breakfast• 1 cup fluid milk• ½ cup fruit/vegetable or 4 oz.

100% juice• 1 serving bread/grain

Snack:2 of the four required

components

• Lunch or Supper• 1 cup fluid milk• ¾ cup two different

fruit/vegetable • 1 serving bread/grain• 2 oz. Meat/meat alternate

Point of Service• Meal count must be taken at point of service• All children must take a complete meal • Including milk• Use meal count form guidance manuals

Offer Versus Serve• Each child must be offered a complete meal• For breakfast all three components must be

offered. A child can decline 1 component• For lunch or supper all five components must be

offered. A child can decline 2 components

TIME RESTRICTIONS

Waiver of time restrictions:

USDA Memo SFSP 11-2011

Requirements for meal service

• Serve the same meal to ALL children• Ensure children eat their meal on site• Ensure that all children receive a first meal before any adults or

complete seconds are served • Adults may not eat ANY part of a child’s meal• Adhere to local health & sanitation regulations

Requirements for meal service

• Post site rules and serving times at the site of meal service along with an “And Justice for All” poster

• The sponsor must designate specific boundaries for the meal service site and inform participants of them

• Have arrangements for serving during inclement weather if meals are served outdoors

• Claim only meals served during times approved on site information sheet

• Meals may not be delivered any sooner than one hour before meal service & someone must receive & count the meals upon arrival

Medical Statements

• Written Statement• Foods to be omitted• Foods to be substituted• Signed by a medical professional

Meal Documentation

• Menus – dated & substitutions recorded• Menu Production Records• Food receipts – match menus• Donated foods – must be recorded• CN labels/Manufacturers Specifications• Medical Statements for food substitutions• Recipes• Vended Meal Agreement Administrative Guidance Attachment

31

Web Addresses• CNP website:• https://cnp.ode.state.or.us • Use this website to submit application and file your monthly

claim

• SFSP website:• www.ode.state.or.us/services/nutrition/sfsp • Use this website for program information and to access forms

Appeal Rights (7 CFR 225.6(b)(3) and 225.13

• Any sponsor denied participation in the program or denied program payment may obtain a hearing by an official other than the one directly responsible for the original determination. At the time of the denial, the State agency must tell the sponsor whom to contact for an appeal.

The Following Actions May Be Appealed• Denial of sponsor's request for an advance payment; • Denial of a sponsor's claim for reimbursement (except on decisions

made by FNS with respect to late claims or upward adjustments); • Termination of a sponsor's (or a site's) participation in the program; • Denial of a sponsor's site application; • Denial of a food service management company’s application for

registration or the revocation of a food service management company’s registration;

• Claim against a sponsor for remittance of a payment; and

• Refusal by the State agency to forward to FNS an exception request by the sponsor for payment of a late claim or a request for an upward adjustment to a claim.

Procurement and Purchasing

Sponsors must follow USDA’s Uniform Federal Assistance Regulations governing procurement

Part III of your administrative guidance manual

Vended meal Agreement

Procurement Guidance

Civil Rights

Introduction• Civil Rights Regulations are intended to assure that

benefits of Child Nutrition Programs are made available to all eligible children.

• All sponsors receiving Federal $$ must implement Civil Rights requirements to be eligible for the program.

Discrimination is:• Delaying receiving benefits or services that

others receive• Denying benefits or services that others

receive• Treating someone Differently than others to

their disadvantage• Giving Disparate Treatment. (To Separate)

Something which does not seem discriminatory, but has a discriminatory impact in practice.

Protected Classes• Race • Color • National origin

• AgeAge• Sex Sex • DisabilityDisability

Civil Rights Requirements• And Justice for All poster prominently displayed

• Nondiscrimination Policy Statement printed on documents that mentions USDA or SFSP

• Ethnic or Racial and Data Form

• Written procedure for handling civil rights complaints and a complaint log (form provided)

• Staff trained on Civil Rights requirements

• Translation of Outreach Materials

And Justice For All Current version of the poster must be on

display in a prominent place where SFSP participants and potential participants can see/read the poster during all SFSP activities.

Nondiscrimination Statement

• Short Version: Use if you mention the USDA food program on material that is one page front and back

• Long Version: Use if your material is more than one page

• Web Page: If you mention the USDA food program you must include the short statement on your web page

Nondiscrimination StatementLong version

Available on ODE webpage to cut and paste

• “In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discrimination on the basis of race, color, national origin, sex, age, or disability.

• To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call, toll free (866) 632-9992 (Voice). TDD users can contact USDA through local relay or the Federal relay at (800) 877-8339 (TDD) or (866)377-8642 (relay voice users). USDA is an equal opportunity provider and employer.”

Nondiscrimination Statement: Short Version

“This institution is an equal opportunity provider”

Ethnic Racial Data Form Actual Participants Data

• During Program operation, sponsors must collect Ethnic Racial Data about the Program participants.

• Site Monitor(s) must complete one Ethnic Racial Data Form for each site using visual observation during one meal service

• Ethnic or Racial Data Form can be found in the Administrative

Guidance Attachments and the Monitor’s Guidance

Civil Rights Complaint Policy and Procedure

• Written procedure for accepting and forwarding civil rights complaints to ODE

Civil Rights Complaint Procedure

Civil R ights Com plaint P rocedure

I f C o m p la ina n t R e tu rns C R C o m p la in t F o rm T o S po n sor

.S p o n sor F o rw ard s C R C o m p la in t F o rm T o O D E w ith in w o rk in g 3 D a ys

S p o nso r g ive s C o m pla in a n t C R C o m p la in tF o rm a n d /o r S po n sor C o m p le te s C R

C o m pla in t Fo rm w ith C o m p la in a n t

C R C o m p la in t D o cu m e n tedin C R C o m p la in t L og

C R C om p la in t R e ce ive d b y S po n sor(V e rb a l o r W ritte n )

Civil Rights Complaint Form

• Civil Rights Complaint Form must be provided to any person who feels they may have been discriminated against based the protected classes

• Sponsor must make every attempt to help complainant complete CR Complaint Form

• If complainant returns CR Complaint Form to sponsor, it must be forwarded to ODE with 3 days of receipt by sponsor

Civil Rights Complaint Log

All discrimination complaints must be

documented in the Civil Rights complaint log.

Staff Training• Train staff annually on Civil Rights requirements

– And Justice For All poster – Nondiscrimination Statement– What is a Civil Rights complaint– Civil Rights complaint procedure– Collecting Racial/Ethnic Data

Civil Rights Specialist

• Winston Cornwall is the Civil Rights Specialist for ODE. You may contact him or one of the specialists in our office regarding any complaints or technical assistance required.

Civil Rights ResourcesWinston CornwallODE Civil Rights Specialist

Phone: (503)-947-5675Email: winston.cornwall@state.or.us

Training Verification

• To receive credit for completing your required summer food training each Sponsor must email ODE with your name and the name of your program

• Email: barbara.cracknell@state.or.us or

mailto:kathy.duncan@state.or.us