Summer Food Service Program

3. St. Paul Public Schools has 5 key values: Service over self—putting student’s needs first Embracing change Courage to do what is right Expecting excellence in all and demanding the highest quality of work from all of your direct reports Love, learn, lead—caring for our students even during the hot winter monthsSt. Paul Public Schools has 5 key values: Service over self—putting student’s needs first Embracing change Courage to do what is right Expecting excellence in all and demanding the highest quality of work from all of your direct reports Love, learn, lead—caring for our students even during the hot winter months

4. New for Summer 2012 Hot Food Pilots Partnerships with Recreational Centers and School Partnerships with Community Sites and Nutrition Services Staff BBQ

5. Acronyms United States Department of Agriculture = USDA Minnesota Department of Education = MDE Summer Food Service Program = SFSP Hazard Analysis Critical Control Point = HACCP Nutrition and Custodial Services = NACS

6. Civil Rights TrainingSchool Nutrition Programs Welcome to a training session on civil rights for School Sponsors that administer and participate in Child Nutrition Programs including School Lunch, Breakfast, Special Milk, Snack and Summer Food. USDA requires that any program receiving federal financial assistance provide training to its staff on civil rights. Specifically, USDA states that “frontline” staff who interact with program applicants or participants and those who supervise “frontline” staff are required to receive civil rights training. Training must be completed and documented on an annual basis. Training is required so that people involved in all levels of program administration understand civil rights related laws, procedures and directives. Welcome to a training session on civil rights for School Sponsors that administer and participate in Child Nutrition Programs including School Lunch, Breakfast, Special Milk, Snack and Summer Food. USDA requires that any program receiving federal financial assistance provide training to its staff on civil rights. Specifically, USDA states that “frontline” staff who interact with program applicants or participants and those who supervise “frontline” staff are required to receive civil rights training. Training must be completed and documented on an annual basis. Training is required so that people involved in all levels of program administration understand civil rights related laws, procedures and directives.

7. What are Civil Rights? What are civil rights? Civil rights refer to the rights of “personal liberty” guaranteed by the 13th and 14th Amendments to the U.S. Constitution and Acts of Congress and to the fair and equitable treatment of all customers and employees. There are numerous civil rights acts/laws that were enacted over the course of the last 40 or so years. It began with Title VI of the Civil Rights Act of 1964. This act led the way and addressed discrimination in relation to race, color and national origin in programs and activities that receive federal financial assistance. Title IX of the Education Amendments of 1972 addressed the issue of sex discrimination while Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act prohibited discrimination based on a disability. In 1975, Congress enacted the Age Discrimination Act which prohibited discrimination based on age. The Civil Rights Restoration Act of 1987 clarified the intent of Congress as it related to the scope of Title VI of the Civil Rights Act of 1964, again prohibiting discrimination based on race, color and national origin. What are civil rights? Civil rights refer to the rights of “personal liberty” guaranteed by the 13th and 14th Amendments to the U.S. Constitution and Acts of Congress and to the fair and equitable treatment of all customers and employees. There are numerous civil rights acts/laws that were enacted over the course of the last 40 or so years. It began with Title VI of the Civil Rights Act of 1964. This act led the way and addressed discrimination in relation to race, color and national origin in programs and activities that receive federal financial assistance. Title IX of the Education Amendments of 1972 addressed the issue of sex discrimination while Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act prohibited discrimination based on a disability. In 1975, Congress enacted the Age Discrimination Act which prohibited discrimination based on age. The Civil Rights Restoration Act of 1987 clarified the intent of Congress as it related to the scope of Title VI of the Civil Rights Act of 1964, again prohibiting discrimination based on race, color and national origin.

8. Goals of Civil Rights What are the goals of civil rights? To eliminate barriers that prevent or deter people from receiving benefits of a government sponsored/funded program. To provide equal treatment in the delivery of programs and services to all applicants, participants and beneficiaries of a federal program. To ensure that all applicants and participants understand their rights and responsibilities. To show respect and dignity to all. What are the goals of civil rights? To eliminate barriers that prevent or deter people from receiving benefits of a government sponsored/funded program. To provide equal treatment in the delivery of programs and services to all applicants, participants and beneficiaries of a federal program. To ensure that all applicants and participants understand their rights and responsibilities. To show respect and dignity to all.

9. Protected Classes What is a protected class? A protected class refers to any person or group of people who have a characteristic for which discrimination is prohibited based on a law, regulation or an executive order. Protected classes in schools are: race, color, national origin, sex, age and disability. Note: There are specific laws and regulations that provide for the 6 protected classes in Food and Nutrition Service (FNS) Programs (i.e. Child Nutrition Programs). Protected classes may vary somewhat between federal programs. For example, other federal programs may include the following protected classes: sexual orientation, marital or family status, parental status and protected genetic information. What is a protected class? A protected class refers to any person or group of people who have a characteristic for which discrimination is prohibited based on a law, regulation or an executive order. Protected classes in schools are: race, color, national origin, sex, age and disability. Note: There are specific laws and regulations that provide for the 6 protected classes in Food and Nutrition Service (FNS) Programs (i.e. Child Nutrition Programs). Protected classes may vary somewhat between federal programs. For example, other federal programs may include the following protected classes: sexual orientation, marital or family status, parental status and protected genetic information.

10. Civil Rights(A Sponsor’s Responsibilities) Civil Rights – A Sponsor’s Responsibilities All sponsors must have an understanding of their responsibilities to ensure that the civil rights of all applicants and participants are protected. These responsibilities include: the collection and use of racial/ethnic data. the development of an effective public notification system. a plan for equal access. the requirements for reasonable accommodation of persons with disabilities. requirements for language assistance. a plan for conflict resolution which includes the development of a complaint procedure. We will now examine each one of these responsibilities.Civil Rights – A Sponsor’s Responsibilities All sponsors must have an understanding of their responsibilities to ensure that the civil rights of all applicants and participants are protected. These responsibilities include: the collection and use of racial/ethnic data. the development of an effective public notification system. a plan for equal access. the requirements for reasonable accommodation of persons with disabilities. requirements for language assistance. a plan for conflict resolution which includes the development of a complaint procedure. We will now examine each one of these responsibilities.

11. Collection and Use of Racial and Ethnic Data Collection and Use of Racial and Ethnic Data All schools who participate in a USDA Child Nutrition Program must have a system to collect the racial and ethnic data of program participants in accordance with FNS policy. This data is typically collected at the time of student enrollment and becomes part of the MARSS (Minnesota Automated Reporting Student System) or other student data systems used by schools. The data is used to determine the state’s compliance with Federal Civil Rights Laws. There are five racial categories, which are: American Indian or Alaskan Native, Asian, Black or African American, Native Hawaiian or other Pacific Islander and White . There are two distinct ethnic categories: Hispanic or Latino OR Not Hispanic or Latino This information may look familiar as it appears on the back of the Application for Educational Benefits form for free and reduce-priced meals as part of a voluntary Civil Rights Survey. Since this information is collected through the enrollment process in public schools, this section may be eliminated, if desired, from the application when printed for family distribution. This would also apply to private schools if racial/ethnic data is collected elsewhere.Collection and Use of Racial and Ethnic Data All schools who participate in a USDA Child Nutrition Program must have a system to collect the racial and ethnic data of program participants in accordance with FNS policy. This data is typically collected at the time of student enrollment and becomes part of the MARSS (Minnesota Automated Reporting Student System) or other student data systems used by schools. The data is used to determine the state’s compliance with Federal Civil Rights Laws. There are five racial categories, which are: American Indian or Alaskan Native, Asian, Black or African American, Native Hawaiian or other Pacific Islander and White . There are two distinct ethnic categories: Hispanic or Latino OR Not Hispanic or Latino This information may look familiar as it appears on the back of the Application for Educational Benefits form for free and reduce-priced meals as part of a voluntary Civil Rights Survey. Since this information is collected through the enrollment process in public schools, this section may be eliminated, if desired, from the application when printed for family distribution. This would also apply to private schools if racial/ethnic data is collected elsewhere.

12. Racial and Ethnic Data Collection and Use of Racial and Ethnic Data This data must be maintained on file for three years. It is important to note that access to this information is restricted to authorized school personnel and is available only to authorized state and federal personnel when requested. Collection and Use of Racial and Ethnic Data This data must be maintained on file for three years. It is important to note that access to this information is restricted to authorized school personnel and is available only to authorized state and federal personnel when requested.

13. Public Notification ****With provided nondiscrimination translation guide Public Notification Schools must display the “…And Justice For All” poster in a prominent location where it is visible to all participants of Child Nutrition Programs. Posters are available from the Minnesota Department of Education Food and Nutrition Service upon request. ****With provided nondiscrimination translation guide Public Notification Schools must display the “…And Justice For All” poster in a prominent location where it is visible to all participants of Child Nutrition Programs. Posters are available from the Minnesota Department of Education Food and Nutrition Service upon request.

14. Public Notification Public Notification Schools must specifically mention in their promotional/informational materials or on their website that they participate in a USDA child nutrition program and must include the non-discrimination statement. If space on the publication is extremely limited, there is a shorter non-discrimination statement that can be used [i.e., This institution is an equal opportunity provider]. Be sure to convey the message of equal opportunity in photos and other graphics that are used to provide program information to applicants or participants. For example, show participants of different races and gender attending or utilizing the services at your facility.Public Notification Schools must specifically mention in their promotional/informational materials or on their website that they participate in a USDA child nutrition program and must include the non-discrimination statement. If space on the publication is extremely limited, there is a shorter non-discrimination statement that can be used [i.e., This institution is an equal opportunity provider]. Be sure to convey the message of equal opportunity in photos and other graphics that are used to provide program information to applicants or participants. For example, show participants of different races and gender attending or utilizing the services at your facility.

15. Equal Access Equal Access Schools must provide equal access to all eligible participants regardless of race, color, national origin, sex, age, or disability. Equal Access Schools must provide equal access to all eligible participants regardless of race, color, national origin, sex, age, or disability.

16. Reasonable Accommodation of persons with disabilities Reasonable Accommodation Schools must make reasonable accommodations for persons with disabilities. A school is required to provide FOOD SUBSTITUTIONS or MODIFICATIONS if: A. A physician’s statement is on file that describes the participant’s disability (a disability as defined in federal regulations) that prevents the participant from eating the regularly offered foods; and B. The physician has indicated the substitutions or modifications that the participant needs. The Special Diet Statement from the physician must be kept on file at the school. Note: When food or beverage substitutions are requested for a non-disabled participant (i.e., a participant who requests a vegetarian diet or a religious-based diet) the school may decide whether or not to honor the special dietary request. It is not considered to be a civil rights issue should the school decide not to honor the special dietary request. Note: “Reasonable accommodations” also refers to ensuring that disabled participants have physical access to programs and services – easily accessible entrances, rest rooms, etc.Reasonable Accommodation Schools must make reasonable accommodations for persons with disabilities. A school is required to provide FOOD SUBSTITUTIONS or MODIFICATIONS if: A. A physician’s statement is on file that describes the participant’s disability (a disability as defined in federal regulations) that prevents the participant from eating the regularly offered foods; and B. The physician has indicated the substitutions or modifications that the participant needs. The Special Diet Statement from the physician must be kept on file at the school. Note: When food or beverage substitutions are requested for a non-disabled participant (i.e., a participant who requests a vegetarian diet or a religious-based diet) the school may decide whether or not to honor the special dietary request. It is not considered to be a civil rights issue should the school decide not to honor the special dietary request. Note: “Reasonable accommodations” also refers to ensuring that disabled participants have physical access to programs and services – easily accessible entrances, rest rooms, etc.

17. Reasonable Accommodation Reasonable Accommodation Situation: A parent complains about the choices provided during breakfast and demands that gluten-free products be provided for their child. What must the school do, and how does this relate to civil rights? The school is required to provide the gluten-free products if: a physician has determined that the participant is disabled according to federal definitions; and the physician has prescribed gluten-free products on the “Special Diet Statement”. This situation only becomes a civil rights issue if the child has a recognized disability and the school does not accommodate the child’s special dietary needs. If the participant is not disabled, the school may make food substitutions at their discretion.Reasonable Accommodation Situation: A parent complains about the choices provided during breakfast and demands that gluten-free products be provided for their child. What must the school do, and how does this relate to civil rights? The school is required to provide the gluten-free products if: a physician has determined that the participant is disabled according to federal definitions; and the physician has prescribed gluten-free products on the “Special Diet Statement”. This situation only becomes a civil rights issue if the child has a recognized disability and the school does not accommodate the child’s special dietary needs. If the participant is not disabled, the school may make food substitutions at their discretion.

18. Reasonable Accommodation Reasonable Accommodation Situation: Representatives from an ethnic minority group contact the school and insist that ethnic food choices be made available. Could their request present a civil rights issue? Requirements allow a school to decide what foods will be served on a menu as long as the menus meet meal pattern requirements in terms of food components and required quantities. Therefore, this request is not considered to be a civil rights issue. However, it would seem reasonable for the school to consider the group’s request and offer some/more ethnic type foods on the menu. Reasonable Accommodation Situation: Representatives from an ethnic minority group contact the school and insist that ethnic food choices be made available. Could their request present a civil rights issue? Requirements allow a school to decide what foods will be served on a menu as long as the menus meet meal pattern requirements in terms of food components and required quantities. Therefore, this request is not considered to be a civil rights issue. However, it would seem reasonable for the school to consider the group’s request and offer some/more ethnic type foods on the menu.

19. Language Assistance Language Assistance Sponsors must take reasonable steps to assure “meaningful” access to the information and services they provide… especially for people with Limited English Proficiency (LEP). Reasonable steps would include an evaluation of the following factors: The number or proportion of LEP persons to be served or likely to be encountered by the Sponsor or program. The frequency with which LEP individuals come in contact with the program. The nature and importance of the program, activity, or service provided by the program to people’s lives. The resources that are available and the costs to provide these services. Providing services to LEP individuals might include: The distribution of meal benefit forms in different languages. The Application for Educational Benefits and the Household letter forms are available in nine different languages including English, Hmong, Khmer-Cambodian, Laotian, Russian, Somali, Spanish, Vietnamese and Arabic. The Notification of Approval/Denial Letter translations include Hmong, Khmer-Cambodian, Laotian, Russian, Somali, Spanish and Vietnamese. View the Food and Nutrition website (http://education.state.mn.us/MDE/Learning_Support/FNS/index.html). Select School Nutrition Programs-Student Meal Applications, then Application for Educational Benefits. For additional language translations, view the United States Department of Agriculture’s website (www.fns.usda.gov). The hiring of a bilingual interpreter to assist program applicants or participants with form completion or to provide basic School Nutrition Program information to LEP program participants. A shortage of resources or anticipated costs to provide these services to individuals with LEP does not eliminate the requirement to do so. Sponsors must explore the most cost-effective means of delivering services and information to people with Limited English Proficiency. Language Assistance Sponsors must take reasonable steps to assure “meaningful” access to the information and services they provide… especially for people with Limited English Proficiency (LEP). Reasonable steps would include an evaluation of the following factors: The number or proportion of LEP persons to be served or likely to be encountered by the Sponsor or program. The frequency with which LEP individuals come in contact with the program. The nature and importance of the program, activity, or service provided by the program to people’s lives. The resources that are available and the costs to provide these services. Providing services to LEP individuals might include: The distribution of meal benefit forms in different languages. The Application for Educational Benefits and the Household letter forms are available in nine different languages including English, Hmong, Khmer-Cambodian, Laotian, Russian, Somali, Spanish, Vietnamese and Arabic. The Notification of Approval/Denial Letter translations include Hmong, Khmer-Cambodian, Laotian, Russian, Somali, Spanish and Vietnamese. View the Food and Nutrition website (http://education.state.mn.us/MDE/Learning_Support/FNS/index.html). Select School Nutrition Programs-Student Meal Applications, then Application for Educational Benefits. For additional language translations, view the United States Department of Agriculture’s website (www.fns.usda.gov). The hiring of a bilingual interpreter to assist program applicants or participants with form completion or to provide basic School Nutrition Program information to LEP program participants. A shortage of resources or anticipated costs to provide these services to individuals with LEP does not eliminate the requirement to do so. Sponsors must explore the most cost-effective means of delivering services and information to people with Limited English Proficiency.

20. Complaint Procedures Complaint Procedures If a participant has a Civil Rights complaint in regard to their participation in School Nutrition Programs, advise them to send the complaint to: USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 (800) 795-3272 or (202) 720-6382 (TTY). Note: The address of where to send a civil rights complaint can be found on the “And Justice for All” poster. Civil Rights complaints may also be sent to the Midwest regional office of USDA at: Regional Director/EEO, 77 W. Jackson Blvd., FL 20, Chicago, IL 60604-3591 or call (312) 353-3353. Complaint Procedures If a participant has a Civil Rights complaint in regard to their participation in School Nutrition Programs, advise them to send the complaint to: USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 (800) 795-3272 or (202) 720-6382 (TTY). Note: The address of where to send a civil rights complaint can be found on the “And Justice for All” poster. Civil Rights complaints may also be sent to the Midwest regional office of USDA at: Regional Director/EEO, 77 W. Jackson Blvd., FL 20, Chicago, IL 60604-3591 or call (312) 353-3353.

21. Complaint Procedures Complaint Procedures The school is encouraged to discuss the civil rights issue with the person who has filed the complaint in an effort to quickly resolve the problem. Whether or not the issue is resolved at the school level, a person alleging discrimination has a right to file a complaint within 180 days of the discriminatory action. If the complaint is verbal and the person alleging discrimination is not inclined to put the allegation in writing, the person to whom the complaint was made must write up the complaint on behalf of the complainant. The complaint write-up should be kept on file for 180 days from the date of the alleged discriminatory action. If you have any questions about meeting civil rights requirements for School Nutrition Programs, contact the Minnesota Department of Education, Food and Nutrition Service, at 651-582-8526, 800-366-8922 or fns@state.mn.us Complaint Procedures The school is encouraged to discuss the civil rights issue with the person who has filed the complaint in an effort to quickly resolve the problem. Whether or not the issue is resolved at the school level, a person alleging discrimination has a right to file a complaint within 180 days of the discriminatory action. If the complaint is verbal and the person alleging discrimination is not inclined to put the allegation in writing, the person to whom the complaint was made must write up the complaint on behalf of the complainant. The complaint write-up should be kept on file for 180 days from the date of the alleged discriminatory action. If you have any questions about meeting civil rights requirements for School Nutrition Programs, contact the Minnesota Department of Education, Food and Nutrition Service, at 651-582-8526, 800-366-8922 or fns@state.mn.us

22. Summer Food Service Program Overview History The Summer Food Service Program (SFSP) was established to ensure that low-income children continue to receive nutritious meals when school is not in session. Participant Eligibility The Summer Food Service Program is available to all children 18 years of age and under, and persons over 18 who participate in a public or nonprofit private school program established for the mentally or physically handicapped. All sites are open to all children in the community.

23. Site Information Responsibilities and documentation needed for monitor visits and MDE review. Memorandum Nutrition Services Memorandum USDA Meal times Site information sheet Web page – nacs.spps.org

24. Organization & Recordkeeping Field Trips Training Checklist Temperature Logs Offer vs. Serve or Unitized Food items leaving site Second Meals Adults

25. Meal Service - Overview Menus Order Guide Online Fax Will Calls Security access at 1930 Como Food Prep HACCP

26. Delivery Schedule & Receiving Order by 5:00 p.m. Wednesday for Monday delivery Friday for Wednesday delivery Tuesday for Friday delivery Sign shipping list and keep copy for documentation

27. Production Records Sample of Production Records Tally Sheets Entering Meals Served Online All completed Production Records/Tallysheets remain on site. Turn in at year shut down, check in

28. Meal Accountability(At Point-of-Service) Critical - importance of accurate point-of service meals counts Meal counts - number of meals actually served to children Only complete meals served to eligible children can be claimed for reimbursement. Meals must be counted at the actual point-of-service Not acceptable methods for taking meal counts Attendance records or morning meal counts Tray counts Counting/claiming the number of meals ordered rather than the number served Ensure that only complete meals are served.

29. Site Responsibility Guide Structured Activities Supervision Securing Food and Supplies Pest Control

30. Procedures for Ending Summer Food Program Final Inventory Check-In

31. Posters & Guide Approved poster “And Justice for All” Site Supervisor’s Guide Food Safety, page 9, 10 Official Visitors, page 11 Questions & Answers, page 12 – 14 Do’s and Don’ts, page 15, 16

32. Posters Please post the translation sheet next to you “And Justice For All” poster. It features the English, Spanish, Hmong, Somali, and Karen translations of the nondiscrimination statement.Please post the translation sheet next to you “And Justice For All” poster. It features the English, Spanish, Hmong, Somali, and Karen translations of the nondiscrimination statement.

33. Posters (Half English/Half Spanish) Please neatly write in your schools dates and times.(Half English/Half Spanish) Please neatly write in your schools dates and times.

34. Special Diets Special Diet Statements Students WITH disability Students WITHOUT disabilities Food allergies Menu with icons Ingredient list

35. Questions? Any questions?Any questions?

36. Thank You Hunger is one of the most severe roadblocks to the learning process. Lack of nutrition during the summer months may set up a cycle for poor performance once school begins again. Hunger also may make children more prone to illness and other health issues. The Summer Food Service Program is designed to fill that nutrition gap and make sure children can get the nutritious meals they need. Thank you for attending this training and for all that you do to support our mission of feeding hungry children.Thank you for attending this training and for all that you do to support our mission of feeding hungry children.