Welcome!Welcome!
Summer Food Service ProgramNew Sponsor Training
April 2009
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
AgendaAgenda
• Overview of the Summer Food Service Program (SFSP)
• Planning and Administering the Program
• How to Apply to SFSP
• Required Documents and Recordkeeping
• SFSP Resources
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
SFSP OverviewSFSP Overview
MichiganMichigan• Michigan Department of Education
Acquired Administration of Program in 2004
• Advocates:• Food Banks• Legislators• Lobbyists• United Way
SFSP OverviewSFSP Overview
Help is NeededHelp is Needed
• Only 14 percent of Michigan’s Eligible Children Receive Free Meals in the Summer
• Low Participation in Rural Areas
• We need more:
• Sponsors
• Sites
• Participation
SFSP OverviewSFSP Overview
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 1 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
Create a MEIS Account - Step 3Create a MEIS Account - Step 3
Verify the account information you have provided and click the Create New MEIS Account button
Create a MEIS Account - Step 4Create a MEIS Account - Step 4
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-lineNow 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 letter to health department and any indicated attachments
Section 3 - Required Forms Section 3 - Required Forms PacketPacket
• Site Change Form- for temporary changes only
• Field Trip Notification Form
• Submit Site Change and Field Trip Forms either on-line at www.michgian.gov/sfsp or by fax to (517) 373-4022.
Section 4- Civil RightsSection 4- Civil Rights
Section 5 - Administrative Section 5 - Administrative Guidance ManualGuidance Manual
Page 8 - Administrative Guidance Manual
• Planning the Program
• Administering the Program
• Food Service Management Companies
• Reference Section
Planning the ProgramPlanning the Program
EligibilityEligibility
Page 13
Management responsibilities
cannot be delegated below the
sponsor level
Planning the ProgramPlanning the Program
EligibilityEligibilityA single sponsor may sponsor different types of sites:
• Open Sites• Restricted Open• Closed Enrolled• Camps: Residential and Nonresidential• Migrant Sites• NYSP Sites
Planning the ProgramPlanning the Program
Evaluating and SelectingEvaluating and SelectingSponsors and SitesSponsors and Sites
Page 25
• Evaluating an area
• Selecting sites• Properly equipped• Meet state and local health standards
• Site supervision
• Serving capacity
• Site activities
• Sponsor/Site agreement
Planning the ProgramPlanning the Program
Evaluating and SelectingEvaluating and SelectingSponsors and SitesSponsors and Sites
Page 28• Permanent Agreement• Pre-Operational Requirements
• Health and Sanitation• Notify the local health department in
writing of all prospective site locations• Arrange for prompt trash removal
Planning the ProgramPlanning the Program
Meal ServiceMeal Service
Page 30
• Sponsor self-preparation
• Obtain meals from School Food Authority (SFA)
• Obtain meals from a Food Service Manage-ment Company
Planning the ProgramPlanning the Program
Meal ServiceMeal ServicePage 31
Commodities
• Sponsors preparing meals on-site or at central kitchen
• Sponsors receiving their meals from a participating National School Lunch Program
Planning the ProgramPlanning the Program
Meal ServiceMeal ServicePage 33
Meal Pattern Requirements
Breakfast• One serving of milk
• One serving of vegetable or fruit full strength
• One serving of grain or bread
Planning the ProgramPlanning the Program
Meal ServiceMeal Service
Meal Pattern Requirements
Lunch or supper
• One serving of milk
• Two or more servings of vegetables/fruits
• One serving of grain or bread
• One serving of meat
Planning the ProgramPlanning the Program
Meal ServiceMeal ServiceMeal Pattern Requirements
• Snack
Two food items, each from a different food component. Remember, juice cannot be served when milk is served as the only other component.
Planning the ProgramPlanning the Program
Meal ServiceMeal Service
Meal Pattern Exceptions
• School sponsors may use NSLP meal pattern
Page 35
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.
Planning the ProgramPlanning the Program
Meal ServiceMeal ServicePage 36
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
Planning the ProgramPlanning the Program
Meal ServiceMeal ServicePage 37
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
Planning the ProgramPlanning the Program
Page 39
• Food Safety Rules
Page 41
• Staffing Responsibilities
Planning the ProgramPlanning the Program
StaffingStaffingPage 41-43
• 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
Planning the ProgramPlanning the Program
ApplicationApplicationPage 44
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 54
Training• Monitoring• Civil Rights • Program Payments• Recordkeeping• Administrative
Reviews• Post Program • Evaluation
Regulations
Federal
State Local
Administering the ProgramAdministering the Program
TrainingTrainingPage 54• Training
One of sponsor’s major requirements
• 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
Administering the ProgramAdministering the Program
Page 58
• Accurate Point-of-Service Counts Critical!
• Suggested to notify local health inspectors of training
Administering the ProgramAdministering the Program
MonitoringMonitoringPage 61• 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
Administering the ProgramAdministering the Program
MonitoringMonitoring• All site reviews and visits must be
documented.
• Site/Monitor Review• Determines if site is meeting program
requirements• Review entire meal period
Administering the ProgramAdministering the Program
MonitoringMonitoringPage 62
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
Administering the ProgramAdministering the Program
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
Administering the ProgramAdministering the Program
Civil RightsCivil Rights
Page 63
• What are the Civil Rights requirements?
• What racial and ethnic data must I collect?
Administering the ProgramAdministering the Program
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
Administering the ProgramAdministering the Program
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
Administering the ProgramAdministering the Program
Program PaymentsProgram Payments
• Program Payments found in Chapter 4 page 65
• 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.
Administering the ProgramAdministering the Program
Recordkeeping - Chapter 5Recordkeeping - Chapter 5
Page 73
Records must be kept on:• Meal counts• Operating costs• Administrative costs• Funds accruing to the program• Training records• Visits and reviews
Administering the ProgramAdministering the Program
RecordkeepingRecordkeeping
Page 75
Operating Costs• Receiving reports• Purchasing invoices• Records of any returns,
discounts, credits• Inventory records• Canceled checks
Administering the ProgramAdministering the Program
RecordkeepingRecordkeepingPage 77
Administrative Cost
Costs incurred by the sponsor for activities related to:
planning, organizing, and administering the program
Administering the ProgramAdministering the Program
RecordkeepingRecordkeeping
• Checklist of records to obtain/keep found on page (Attachment 22)
• Record Retention• 3 years following the submission date of the
final claim for reimbursement.• 3 years + current year• No unresolved audit findings
Administering the ProgramAdministering the Program
Administrative Reviews –Administrative Reviews –Chapter 6Chapter 6
Page 80
• 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 21 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 21
Sample Portion Sizes
• Milk = 1 Cup
• Fruit/Vegetable = ¾ cup
• Bread/Grain = 1 serving/1 slice
• Meat = 2 oz.
Meal ServiceMeal Service
Page 22 – 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 Service
• 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 28 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 ServiceMeal Service
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
Meal ServiceMeal Service
Meal Pattern Review• This?
• 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
Meal ServiceMeal Service
Meal Pattern Review• This?
• 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
Food Sanitation andFood Sanitation andFood SafetyFood Safety
Page 77 – 92
• Wash Hands • Keep Hot Foods Hot! • Keep Cold Foods Cold!• Keep food out of danger zone
41 Degrees Fahrenheit to 135 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 16
• 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
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!
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
• Residential Camps• Application• Meal Counts
You Are Trained!You Are Trained!
• Next step, one-to-one pre-operational visit with an MDE representative
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