Welcome!

1. Welcome! Summer Food Service Program Sponsor Training 2010

2. 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

3. 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

4. SFSP OverviewMichigan • Michigan Department of Education Acquired Administration of Program in 2004 • Advocates: • Food Banks • Legislators • Lobbyists • United Way

5. SFSP OverviewHelp is Needed • Only 16 percent of Michigan’s Eligible Children Receive Free Meals in the Summer • Low Participation in Rural Areas • We need more: • Sponsors • Sites • Participation

6. 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

7. 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

8. 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

9. 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+

10. 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 Michigan Education Information System (MEIS)

11. 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

12. 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 theProceed to Step 2button.

13. Create a MEIS Account - Step 2 Add the basic biographical information Disregard

14. Create a MEIS Account - Step 3 Complete the security questions used to verify identity if password is forgotten

15. Create a MEIS Account - Step 4 Verify the account information you have provided and click the Create New MEIS Account button

16. 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 (517) 335-0505

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

18. 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.

19. 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 (517) 373-0420.

20. Applying to SFSPCNAP On-line Now let’s go to the web www.michigan.gov/meis and look at the SFSP CNAP Summer Food Service Program Child Nutrition Application Program

21. SFSP ApplicationFinal Steps Remember to: • Mail in copy of letter to health department and any indicated attachments

22. 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 (517) 373-4022.

23. Section 4- Civil Rights

24. Section 5 -Production Records

25. Section 6 - 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 12 Management responsibilities cannot be delegated below the sponsor level

27. 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

28. 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

29. Planning the ProgramEvaluating and SelectingSponsors and Sites Page 30 • 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

30. Planning the ProgramMeal Service Page 32-33 • Sponsor self-preparation • Obtain meals from School Food Authority (SFA) • Obtain meals from a Food Service Manage-ment Company

31. Planning the ProgramMeal Service Page 33 Commodities • Sponsors preparing meals on-site or at central kitchen • Sponsors receiving their meals from a participating National School Lunch Program • SFAs that procure their SFSP meals from the same FSMC that competitively provided their most recent NSLP or SBP meals

32. Planning the ProgramMeal Service Page 34-35 Meal Pattern Requirements Breakfast • One serving of milk • One serving of vegetable or fruit or full strength juice • One serving of grain or bread • A meat or meat alternate is optional

33. 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 • Offer vs Serve Page 38 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. • Sharing tables

36. Planning the ProgramMeal Service Page 39 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

37. Planning the ProgramMeal Service Page 40-41 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

38. Planning the Program Page 42-43 • Food Safety Rules Page 44 • Staffing Responsibilities

39. Planning the ProgramStaffing Page44-46 • 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 47 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. Page 57 Training Monitoring Civil Rights Program Payments Recordkeeping Administrative Reviews Post Program Evaluation Regulations Federal State Local Administering the Program

42. Administering the ProgramTraining Page 57 • 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

43. Administering the Program Page 61 • Accurate Point-of-Service Counts Critical! • Suggested to notify local health inspectors of training

44. Administering the ProgramMonitoring Page 63 • 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 65 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

48. Administering the ProgramCivil Rights Page 66 • 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