upward bound summer food training sponsor responsibilities attend annual training be responsible for...

Upward 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

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.

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 If you offer 4 components A child can

decline 1 component. • For lunch or supper all five components must be

offered. A child can decline 2 components

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

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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.

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!!