SUMMER FOOD TRAINING

1Welcome to the annual summer food trainingSponsor ResponsibilitiesAttend annual trainingBe responsible for information provided in guidance manualsKeep all documentation 3 years

Submit application by April 15th

In order to participate in the sfsp you are required to attend an annual trainingYou are responsible for the information in the guidance manuals you received in CD formatyou must keep all documentation for 3 years and Your annual application must be submitted by April 15th

We will be covering your responsibilities as a Summer Food Sponsor, Application Requirements, Claims, Site Requirements, Outreach, Meal Service Requirements and Civil Rights2TrainingAnnual 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

Your annual training requirement is being met at this time. You are responsible to train all of your staff and volunteers on their summer food job duties. Documentation is required to assure all staff has been properly trained to run the program. 3Staff TrainingTopics should include:

Site Operation RequirementsDocumenting Site Visits Meal CountingMenu Pattern RequirementsCivil Rights

Topics to be covered during your training sessions are: Site Operations, Site visits, Meal counting and recognizing a reimbursable Meal, civil rights and any topics that are pertinent to your program

4TopicsWe will be covering your responsibilities as a Summer Food SponsorApplication Requirements and ClaimsSite RequirementsMeal Service Requirements Civil Rights

Throughout this training we will be covering your responsibilities as a Summer Food Sponsor. Topics that will be covered in this training are: Application Requirements and Claims, Site Requirements, Meal Service Requirements And Civil RightsIn order to receive credit for attending this individualized training you must send an email to verify you completed the test at the end of the session. Only one person from each sponsoring organization needs to send a confirmation email. If more then one person is in attendance you can just add their name in the body of the email message. 5Application Requirements and Claims

6ApplicationOn line Submission

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

Site Application

User authorization is required

You will reapply for the program by logging onto cnpweb. If you have forgotten your password simply send me an email to have your password reset. Once you have logged on you will complete your sponsor information page and your site information page. Most of the information will roll over but be sure to double check the information and make any needed changes. Please double check email addresses to make sure they are correct.7AdvancesAdvances requested on the Sponsor Information page on CNPWEB Advances will be granted in MayApplication must be approved before advance will be approvedAdvances will be deducted from your first claim

If you participated in the program last year you are eligible to apply for an advance. Complete the section on the sponsor information sheet to request an advance. Since the amount you receive is calculated on the reimbursement you received last year it may not be the same as your requested amount. You must have an approved application in order to receive an advance. 8Open and Restricted Open Sites

School Data: You can use any month in the current year. Data is good for 5 years to establish an eligible site boundaryCensus Data: Data is good for 5 years Other Annual Data: Housing authority information, economic information, migrant education. Contact state agency for assistance.

Site DocumentationAdministrative GuidanceMost sites are qualified using school data. The site must be within the boundary of an eligible school to qualify and the eligibility is good for 5 years.If the site is not within an eligible school boundary it may be eligible using census data or other economic information which shows a need in that area. Contact ODE for assistance if you are having difficulty qualifying a site in a needy area.9Site Information SheetWhere will you find school number for CNPWEB?

Question 26 on Site Information Sheet

Question 26 on the site information sheet establishes site eligibility. The school number and % are available on the sfsp site.10 Application Requirements Email or Mail In SubmissionMedia Release All Sponsors Site Eligibility if non school siteDocumenting site eligibility

New School Sponsors One Time

State Agency-Sponsor AgreementFree Meal Policy Statement

In your packet you will find a copy of the media release. Please fax, mail or email to your SFSP specialist. This is the only document required for most continuing sponsors. If you are establishing site eligibility other then by school data you must submit this documentation before your application will be approved. Contact your SFSP specialist with questions regarding site eligibility.11On-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

After you have completed the sponsor information sheet and site sheets click on the packet tab. At the bottom of the page it says Click here to Enter Dates for Off-Line Once you have entered the dates for the Forms and submitted that page you will then go to the bottom of the packet page to check box and submit12Application Due DateApril 15th or earlier

13CLAIMS MUST BE SUBMITTED WITHIN 60 DAYS OF MONTH CLAIMED

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

CLAIMS14 Box 10 I Certify that to the best of my knowledge and belief, this claim is true and correct in all respects, thatrecords 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

Claim SubmissionBefore the claim will be submitted to ODE you must check two boxes 10 & 11 on the claim summary page. Box 10 I Certify that to the best of my knowledge and belief, this claim is true and correct in all respects, thatrecords 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

15Site revisions may be made any time during program operations. Make changes on line then submit the page once changes have been completedSites changes may include: Increasing or decreasing days of operation Adding a meal Changing a mealtime

Site Changes16Questions? Call the Specialists

Chris Facha, Commodity Specialist 503-947-5896David Jones, Food Distribution Admin Assistant 503-947-5912

CommoditiesWhen planning your menus for the Summer food service program keep in mind this is a great way to utilize your commodities You should have received a memo with instructions on ordering and allocation if you did not or need assistance call Beverly or David17Site Requirements and Outreach

18TIME RESTRICTIONSWaiver of time restrictions:

USDA Memo SFSP 11-2011

See slide19Number and Type of MealsRefer to the Administrative Guidance manualMigrant Sites3 meals per dayBreakfast, lunch, supper; snack may replace a mealAll other sponsors2 meals per dayAny combination of breakfast, lunch, supper or snack but NOT lunch & supper

20Types of SitesRefer to the Administrative Guidance manualOpen Sites: Open to all children 18 and under

Restricted Open Site: Limited attendance for reasons of space, security, safety or control.

Closed Enrolled Site: Only open to children enrolled in program. At least 50% of the enrolled children must be eligible for free/reduced meals determined by meal applications.

21Field Trips and Site ChangesSite changes: Make changes On-line.

Field trip notification must be submitted to ODE prior to taking field trip if meal is to be servedPhone or email information to SFSP specialist prior to field trip.

Please do not fax in any forms to request a field trip22Site MonitoringPre-Operational Visit to all new sites. Administrative Guidance Attachment and Monitors Guide

1st Week Visit can be waived for experienced staff at existing site Email your waiver request Administrative Guidance Attachment and Monitors Guide 4th Week Review Complete within the first 4 weeks of program operation at all sites Administrative Guidance Attachment and Monitors Guide

Racial and Ethnic Form Complete once during program operation Administrative Guidance Attachment and Monitors Guide

All forms can be found in the administrative guidance manual attachment section or the monitors guidance located on the CD that was mailed to you.23OUTREACHADVERTISE PROGRAM

SUCCESSFUL OUTREACH BRINGS MORE CHILDREN TO SITE

RECRUIT COMMUNITY TO GET THE WORD OUT

1-800-SAFENET BOOKMARKS

Think of creative ways to advertise your program. Notify churches, community agencies, libraries, pools, sport and scout groups in your community. Place flyers and signs where families with children will see them to increase participation in your program. Advertising on your last month menu 24Media ReleasePublic announcement must be made by all sponsors and include:Non discrimination statementSponsor & Site informationIn addition, camps & enrolled sites must have reduced price guidelinesInvite the Media to cover your first service day!

25Sanitation InspectionsSanitation inspections will be paid for by sponsor ODE will supplement cost by providing $$ for each approved siteReimbursement is paid on a first come first paid basis until funds are depleted. If inspection takes place in school kitchen it will count as one of the two required inspections for the year.Notify your local sanitarian about any changes to site times or location.Reimbursement form on CNPWEBOFFLINE FORMS

Sanitation dollars are allocated by USDA using a formula. The amount we receive is not enough to cover costs for all sponsors. You will receive a request form that must be mailed in with your invoice to receive reimbursement. Reimbursement will be paid on a first come first served basis. If you have any questions call ODE.26SUMMARY of ResponsibilitiesMAINTAIN ALL RECORDS

MAINTAIN NON-PROFIT FOOD SERVICE

DOCUMENT ALL COSTS

TRAIN STAFF AND VOLUNTEERS

CONDUCT AND DOCUMENT REQUIRED SITE VISITS

27Meal Service Requirements

28Meal Service RequirementsRefer to the Administrative Guidance ManualSFSP Meal Pattern

School Districts may use meal pattern approved during the school year

Offer versus Serve may be used by school district sponsors

29SFSP Meal PatternBreakfast1 cup fluid milk cup fruit/vegetable or 4 oz. 100% juice1 serving bread/grain

Snack:2 of the four required components Lunch or Supper1 cup fluid milk cup two different fruit/vegetable 1 serving bread/grain2 oz. Meat/meat alternate

30Point of ServiceMeal count must be taken at point of serviceAll children must take a complete meal Including milk if using SFSP meal patternUse meal count form in your guidance manual attachment section

31Requirements for meal serviceServe the same meal to ALL childrenEnsure children eat their meal on siteEnsure that all children receive a first meal before any adults or complete seconds are served Adults may not eat ANY part of a childs mealMeals may be served to children 18 to 1 yearAdhere to local health & sanitation regulations

I encourage you to sell meals to adults if there is a demand. Parents often want to eat with their children. You can determine the price of the meals, many schools charge the same as they do during the school year. Some sponsors issue tickets to parents who purchase a meal so they are not mistaken as a parent eating off of a childs plate. All in all it brings the community into the program when all the family eat together.32Requirements for meal servicePost site rules and serving times at the site of meal service along with an And Justice for All posterThe sponsor must designate specific boundaries for the meal service site and inform participants of themHave arrangements for serving during inclement weather if meals are served outdoorsClaim only meals served during times approved on site information sheetMeals may not be delivered any sooner than one hour before meal service & someone must receive & count the meals upon arrival

33Site RulesPost site rules where they can be seenState price of meal if you are selling mealsAdd rules appropriate to your sitePost menu and JFA on poster board with site rules if in a park or outdoor site

34Requirements for meal serviceSponsors may allow a piece of fruit or a vegetable to be taken off-site

If the sponsor chooses to allow a piece of fruit or a vegetable to be taken off site, the policy must be consistently implemented for all sites

35 Meal DocumentationMenus dated & substitutions recordedMenu Production RecordsFood receipts match menusDonated foods must be recordedCN labels/Manufacturers SpecificationsMedical Statements for food substitutionsRecipesVended Meal Agreement Administrative Guidance Attachment

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36Web AddressesCNP website:https://cnp.ode.state.or.us Use this website to submit application and file your monthly claimSFSP website:www.ode.state.or.us/services/nutrition/sfsp Use this website for program information and to access forms

37Appeal Rights (7 CFR 225.6(b)(3) and 225.13Any 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.

38The Following Actions May Be AppealedDenial 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 companys application for registration or the revocation of a food service management companys 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.

39Procurement and Purchasing

40Procurement and PurchasingSponsor Procurement Overview RoadmapSFSP Websitehttp://www.ode.state.or.us/search/results/?id=208Informal Procurement ProcedureFormal Procurement Procedure

41Informal Procurement ProceduresPrice quotes from at least three sourcesAward item to vendor that meets specificationsMaintain documentation of written or verbal quotesUnder the small purchase threshold of $150,000.

42formal Procurement ProceduresInvitation to bid (IFB) Bids that are publicly solicitedRequest for Proposal (RFP) Competitive proposals with more than one source submitting an offerOver Small Purchase ThresholdSponsor Procurement Overview Roadmap

43Procurement and PurchasingSponsors must follow USDAs Uniform Federal Assistance Regulations governing procurement Part III of your administrative guidance manual Vended meal AgreementProcurement Guidance contact Su Fennern at 503-947-5849 or su.fennern@state.or.us for any questions regarding procurement

44CIVIL RIGHTS

45IntroductionCivil 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.

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.

46 Discrimination is:Delaying receiving benefits or services that others receiveDenying benefits or services that others receiveTreating someone Differently than others to their disadvantageGiving Disparate Treatment. (To Separate) Something which does not seem discriminatory, but has a discriminatory impact in practice.

Discrimination is:Delaying receiving benefits or services that others receiveDenying benefits or services that others receiveTreating someone Differently than others to their disadvantageGiving Disparate Treatment. Something which does not seem discriminatory, but has a discriminatory impact in practice47Protected ClassesRace Color National origin Age Sex Disability

Protected ClassesRace Color National originAge Sex Disability

48Civil Rights RequirementsAnd 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

SFSP Civil Rights Training 1-09vAnd 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 MaterialsAnd 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.

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.50Nondiscrimination StatementShort Version: Use if you mention the USDA food program on material that is one page front and backLong Version: Use if your material is more than one pageWeb Page: If you mention the USDA food program you must include the short statement on your web page

Nondiscrimination StatementThe short version may be used on a document that is one page or on a web page. If the document is more then one page the long version is required.51Nondiscrimination 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.

Long version Available on ODE webpage to cut and paste

52Nondiscrimination Statement Short VersionThis institution is an equal opportunity provider

SFSP Civil Rights Training 1-09Nondiscrimination Statement: Short VersionOutreach MaterialsSponsors must translate outreach materials & feeding sites information into the languages of potential participants

54Ethnic 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 Monitors Guidance

Ethnic or Racial Data Form can be found in the Administrative Guidance Attachments and the Monitors Guidance

55Civil Rights Complaint Policy and ProcedureCivil Rights Complaint Policy and Procedure

Written procedure for accepting and forwarding civil rights complaints to ODE

SFSP Civil Rights Training 1-09Your organization must have Written procedure for accepting and forwarding civil rights complaints to ODECivil Rights Complaint Procedure

57Civil Rights Complaint FormCivil 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

58Civil Rights Complaint Log

All discrimination complaints must be documented in the Civil Rights complaint log.

59Staff TrainingTrain staff annually on Civil Rights requirements

And Justice For All poster Nondiscrimination StatementWhat is a Civil Rights complaintCivil Rights complaint procedureCollecting Racial/Ethnic Data

Train staff annually on Civil Rights requirements

60Civil Rights SpecialistWinston 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.

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.

61Civil Rights ResourcesWinston CornwallODE Civil Rights Specialist

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

62ContactsIf 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

63Have a great summer feeding kids!!

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