Summer Food Service Program

1
Welcome!

• Summer Food Service Program
• New Sponsor Training
• April 2009

2

Grants Coordination and School SupportSchool
Nutrition Training and Programs Summer Food
Service ProgramPresented by Gloria Zunker
Phone [phone]zunkerg_at_michigan.gov
3
Agenda

• Overview of the Summer Food Service Program
  (SFSP)
• Planning and Administering the Program
• How to Apply to SFSP
• Required Documents and Recordkeeping
• SFSP Resources

4
SFSP OverviewBackground

• 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

5
SFSP OverviewMichigan

• Michigan Department of Education Acquired
  Administration of Program in 2004
• Advocates
• Food Banks
• Legislators
• Lobbyists
• United Way

6
SFSP OverviewHelp is Needed

• Only 14 percent of Michigans Eligible Children
  Receive Free Meals in the Summer
• Low Participation in Rural Areas
• We need more
• Sponsors
• Sites
• Participation

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SFSP OverviewSponsoring Organizations

• Accept Financial and Administrative
  Responsibility
• Must be Capable of Managing Food Service
• Sponsors
• Complete paperwork
• Arrange for meals
• Train and monitor sites
• Oversee site operations
• Submit claims for reimbursement

8
Section 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

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Section 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

10
Before 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

11
Michigan Education Information 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

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MEIS 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
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Create a MEIS Account inFour 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.
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Create a MEIS Account - Step 2

• Add the basic biographical information

Disregard
15
Create a MEIS Account - Step 3
Complete the security questions used to verify
identity if password is forgotten
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Create a MEIS Account - Step 4
Verify the account information you have
provided and click the Create New MEIS Account
button
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Confirming Your MEIS Account
The 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 [phone]
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Submit Security Agreement

• Security Agreement
• http//michigan.gov/mde
• Fax to Ruby Zavala
• 517-373-4022
• SFSP CNAP access usually available within
• 24 hours

19
CNAP Authorization Structure

• Level 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.

20
Logging Into CNAP
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.

• 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 [phone].

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Applying to SFSPCNAP On-line

• Now lets go to the web www.michigan.gov/meis and
  look at the SFSP CNAP

Summer Food Service Program Child Nutrition
Application Program
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SFSP ApplicationFinal Steps

• Remember to
• Mail in copy of letter to health department and
  any indicated attachments

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Section 3 - Required Forms Packet

• 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
  [phone].

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Section 4- Civil Rights
25
Section 5 - Administrative Guidance Manual

• Page 8 - Administrative Guidance Manual
• Planning the Program
• Administering the Program
• Food Service Management Companies
• Reference Section

26
Planning the ProgramEligibility

• Page 13
• Management responsibilities
• cannot be delegated below the
• sponsor level

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Planning the ProgramEligibility

• A single sponsor may sponsor different types of
  sites
• Open Sites
• Restricted Open
• Closed Enrolled
• Camps Residential and Nonresidential
• Migrant Sites
• NYSP Sites

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Planning the ProgramEvaluating and
SelectingSponsors 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

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Planning the ProgramEvaluating and
SelectingSponsors 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

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Planning the ProgramMeal Service

• Page 30
• Sponsor self-preparation
• Obtain meals from School Food Authority (SFA)
• Obtain meals from a Food Service Manage-ment
  Company

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Planning the ProgramMeal Service

• Page 31
• Commodities
• Sponsors preparing meals on-site or at central
  kitchen
• Sponsors receiving their meals from a
  participating National School Lunch Program

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Planning the ProgramMeal Service

• Page 33
• Meal Pattern Requirements
• Breakfast
• One serving of milk
• One serving of vegetable or fruit full strength
• One serving of grain or bread

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Planning the ProgramMeal 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

34
Planning the ProgramMeal Service

• Meal 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.

35
Planning the ProgramMeal 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.

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Planning the ProgramMeal Service

• Page 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

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Planning the ProgramMeal Service

• Page 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 700 p.m. end by 800 p.m.
• Lunch and Supper
• Breakfast and Snacks

38
Planning the Program

• Page 39
• Food Safety Rules
• Page 41
• Staffing Responsibilities

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Planning the ProgramStaffing

• Page 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

40
Planning the ProgramApplication

• Page 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

41
Administering the Program

• Page 54
• Training
• Monitoring
• Civil Rights
• Program Payments
• Recordkeeping
• Administrative Reviews
• Post Program
• Evaluation

• Regulations
• Federal
• State
• Local

42
Administering the ProgramTraining

• Page 54
• Training
• One of sponsors 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

43
Administering the Program

• Page 58
• Accurate Point-of-Service Counts Critical!
• Suggested to notify local health inspectors of
  training

44
Administering the ProgramMonitoring

• Page 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

45
Administering the ProgramMonitoring

• All site reviews and visits must be documented.
• Site/Monitor Review
• Determines if site is meeting program
  requirements
• Review entire meal period

46
Administering the ProgramMonitoring

• Page 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

47
Administering the ProgramMonitoring

• 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

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Administering the ProgramCivil Rights

• Page 63
• What are the Civil Rights requirements?
• What racial and ethnic data must I collect?

49
Administering the ProgramCivil Rights

• Requirements
• 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

50
Administering the ProgramCivil Rights

• Racial/Ethnic Data
• Determine the number of eligible participants by
  racial/ethnic category for the area served.
• Data retained for three years

51
Administering the ProgramProgram Payments

• Program Payments found in Chapter 4 page 65
• Key To Reimbursement - Section 9

52
SFSP SimplifiedAccounting 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.

53
Administering the ProgramRecordkeeping - 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

54
Administering the ProgramRecordkeeping

• Page 75
• Operating Costs
• Receiving reports
• Purchasing invoices
• Records of any returns, discounts, credits
• Inventory records
• Canceled checks

55
Administering the ProgramRecordkeeping

• Page 77
• Administrative Cost
• Costs incurred by the sponsor for activities
  related to
• planning, organizing, and administering the
  program

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Administering the ProgramRecordkeeping

• 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

57
Administering the ProgramAdministrative Reviews
Chapter 6

• Page 80
• Violations of program requirements
• How to create a corrective action plan

58
Food Service Management Companies (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

59
Section 6 Nutrition 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

60
Meal Patterns

• Page 21
• Sample Portion Sizes
• Milk 1 Cup
• Fruit/Vegetable ¾ cup
• Bread/Grain 1 serving/1 slice
• Meat 2 oz.

61
Meal 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

62
Meal 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

63
Meal Service

• Page 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

64
Meal 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

65
Meal 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

66
Meal 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

67
Food Sanitation andFood 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

68
Section 7 Monitors Guide

• Less detailed version of the Administrative Guide

69
Section 8 SiteSupervisors Guide

• Expectations of Site Supervisor page 4
• Dos and Donts page 16
• Excellent Training Resource

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Section 9 - Program Payments

• The Key to Reimbursement
• Claim form instructions and information
• Links located on
• http//michigan.gov/sfsp or
• Claim form login screen

71
Program 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

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Submit Claims On Time!
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Program Payments - Questions?

• Security Agreement Form Assistance
• Ruby Zavala [phone]
• E-mail zavalar_at_michigan.gov
• Fax [phone]
• Claim Form Assistance
• Pam Miller [phone]
• E-mail millerpa_at_michigan.gov
• Pat Arend [phone]
• E-mail arendp_at_michigan.gov

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Section 10

• Residential Camps
• Application
• Meal Counts

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You Are Trained!

• Next step, one-to-one pre-operational visit with
  an MDE representative