summer food training camps 2012 eligibility summer camps sfsp meal application may use...

SUMMER FOOD TRAININGCamps 2012

Eligibility

• Summer camps

SFSP meal applicationMay use applications from local schools Reimbursed ONLY for children determined eligible for

free or reduced price mealsFoster children are categorically eligibleFoster children can be counted as a family member.

Sponsors Responsibilities

Attend Required Annual TrainingSubmit Application by April 15th Demonstrate Financial And Administrative

CapabilityResponsible for site managementInformation in Guidance Manuals

Training• Annual training required for all staff responsible for SFSP job

duties; administrative and operating

• You are responsible for training all staff involved in meal program

• All trainings must be documented

• A trained person must be at each site during operation

Application RequirementsOn line Submission

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

Sponsor Information

Site Application

Budget

User authorization is required

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

On-line 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

Application Requirements

Mail In Submission New sponsors

• State Agency-Sponsor Agreement• IRS Non-Profit Status• Free Meal Policy Statement• One Month Sample Menu

Continuing Sponsors mail, email or fax the following documents:

One Month Sample Menu

Application Due Date

• April 15th or earlier

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. • If you have a field trip schedule submit it to ODE as

soon as it is available

Site Changes• Site revisions may be made any time during

program operations. • Make changes on line then submit the page once

changes have been completed• Sites changes may include: Increasing or decreasing days of operation

Adding a meal Changing a mealtime

Claim for Reimbursement

• Meal applications must be approved

• Eligible children are claimed on claim form

• Submit claim after month is over

Foster Children

• Categorically eligible for Free

•Monthly foster payment is not considered income

•No longer consider a household of 1, part of the household on the application

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

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.

Check here when claim is ready for payment

Camp Monitoring

• Must visit once during each session if new group of children are attending

• Insure meal pattern & accuracy of count• Correct any problems

Site Monitoring Forms Administrative Guidance and Monitors Guidance

1. First week visit form

2. Fourth week visit form

3. Racial Ethnic Data Form once each session when different children are attending

Sanitation & Inspection

• Sponsor must comply with the local and state sanitarian requirements of kitchen and eating area

• Camp inspection is sufficient to meet requirement

Meal ServiceRequirements

Number and Type of Meals Administrative Guidance

Camps 3 meals per day Breakfast, Lunch, Supper Snack may replace a meal

Point of Service• Meal count must be taken at point of service• All children must be offered a complete meal • Offer versus serve will cut down on plate waste• Use camp roster or meal count form

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

SFSP Meal Pattern Nutrition Guidance Manual

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

100% juice• 1 serving bread/grainSnack: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

Medical Statements

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

Child Nutrition (CN) Labels Child Nutrition (CN) Labels Nutrition Guidance ManualNutrition Guidance Manual

Distinct label on the product certifying the contribution of each meal pattern component in the product. Printed on the product’s packaging in this format:

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

26

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

SUMMARY of Responsibilities

• MAINTAIN ALL RECORDS

• MAINTAIN NON-PROFIT FOOD SERVICE

• DOCUMENT ALL COSTS

• TRAIN STAFF AND VOLUNTEERS

• CONDUCT AND DOCUMENT REQUIRED SITE VISITS

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 Statement

Long 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 ProcedureCivil Rights Complaint

Policy and Procedure

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

Civil Rights Complaint ProcedureCivil 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 Resources

Winston 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

Contacts

• If you have any questions or require any assistance call or email

• Barbara Cracknell Summer, Food Program Coordinator 503-947-5911 barbara.cracknell@state.or.us

• Lynne Reinoso Manager, 503-947-5892 lynne.reinoso@state.or.us

Have a great summer feeding kids!!