Monitoring the Summer Food Program

1. Monitoring the Summer Food Program Webcast 5: Monitoring Providing Food & Fun so Children Can Have a Fabulous Summer! You are the “Link”

2. Helpful Information Have your training binder with the current manuals and attachments put together and in front of you during the webcast. If you have not received the current SFSP materials, you must request them by completing the online SFSP Training Registration that is posted to our website: http://fns.dpi.wi.gov/fns_training. Each sponsor must register for training and/or materials online in order to participate. It may be helpful to print this PowerPoint prior to viewing so that you can take notes. If you have not yet printed, go back to the training website where you clicked on this presentation and click on the PowerPoint icon on the right to access the PowerPoint. Display features are located at the bottom right of the screen.

3. Administrative Guidance Manual for Sponsors (blue) • Site Supervisor’s Guide (yellow) • Monitor’s Guide (Pink) • Nutrition Guidance Manual for Sponsors (purple) • The Attachment section contains most • of the forms you will need for Program • documentation. If you need additional • copies – you can download them from • our website at: • http://fns.dpi.wi.gov/fns_market2 SFSP Materials

4. A Successful Monitor: • Understands Program Rules and Sponsor Policies • Is familiar with his/her assigned sites (location, needs of that community, and site staff) • Works cooperatively with site staff to implement and maintain a successful SFSP site • Communicates regularly with Sponsor

5. Monitor Responsibilities: • Checking site operations, including maintenance of accurate records; • Providing site staff with training, as necessary; • Conducting pre-operational visits for new and problem sites; • Monitoring sites requiring a visit within the 1st week of operation; • Conducting a full review of all assigned sites within first 4 weeks of operation; • Revisiting sites as necessary; • Reconciling any discrepancies in meal counts and • records with site supervisor;

6. Monitor Responsibilities Cont. • Working with sites to correct any problems; • Completing forms/reports of your site visits and reviews and ensure copies are included in an official file for each site; and • Informing Sponsor of problems found during visits/reviews and ensuring corrective action is completed and documented.

7. Sponsors are required to train their monitors on Program requirements and Sponsor Policies. • Training should include: • explanation of monitor’s duties and responsibilities, • Review of forms that will be used to document visits/reviews and corrective action, • Sponsor policies for meal deliveries, making adjustments to meal deliveries, reporting site complaints, • meal counting, sanitation/food safety rules, • collection of meal count records, etc. • Review of menu, meal pattern requirements, • Offer Vs Serve Policy (if applicable) • Other documentation (time sheets, mileage records) Sponsor Monitor Training

8. Monitoring Coordinator reviews assigned Pre-operational Visits, First Week Visits, and Reviews • Attendance at a Site Supervisor’s training may be beneficial • New monitors should accompany monitoring coordinator or experienced monitor on several pre-operational visits • and first week visits for additional training. Sponsor Monitor Training, Cont.

9. Visits and Reviews The Requirements Pre-Operational Visits First Week Visits Reviews Follow-up Reviews

10. Pre-Operational Visits • Conducted for new and problem sites before a site operates for the summer • Gives the monitor the opportunity to: • Confirm location, needs of surrounding community, type of site • Confirm number and type of meals needed, dates & time meals will be provided, waste removal plans • Evaluate the facility to determine if it is adequate for storing/serving meals requested • Assess needs for site supervision (can be much different for indoor vs outdoor sites) • Discuss meal delivery process • Must be documented and kept on file

11. First Week Visits • Conducted for all new and problem sites during the first week of operation. • First Week Visits are required to ensure the site is running smoothly: • meals are being delivered on time, • storage is adequate, • meals are served at the correct time, • meal counts are being taken correctly, • meals are served without discrimination, etc. • Corrective action to problems identified should be • documented and shared with the site and sponsor. • Must be documented and kept on file.

12. All sites must be reviewed at least once during the first four weeks of program operation. If a site operates less than four weeks, a review is still required. It is recommended that sites not receiving a first week visit be reviewed as early as possible within the four week period. • Monitors must stay for entire meal service to observe: • delivery/preparation of meals, • service of meals, • children eating meals, and • clean-up. Site Reviews

13. Site location • Name of site supervisor • Dates of operation • Field trip schedule (if applicable) • Approved meal service time • Delivery information (if applicable) • Planned menu • Meal count history • Recommendation: • Take a copy of the approved DPI site • application and meal count history with you! What to Know Before You Go

14. Plan to arrive at the site before food is delivered or during meal preparation, if possible. Check to see: • Are meals handled per food code? • Is the site supervisor or at least one trained person present? • Does the meal delivered/prepared meet the meal pattern requirements? • Is there a delivery receipt or production • record for the meal to be served? • Is the food wholesome • (check quality of food offered)? Conducting the ReviewBefore Meal Service

15. Confirm the type of site with the site supervisor. Check for the open site posting, if applicable. • Check for other postings: • And Justice for All Poster, • Menu, and • others required by Sponsor Conducting the Review Before Meal Service

16. If meals are delivered: • Did the site count the number of meals received? • Is there record of the number leftover from the previous day (if applicable)? • Based on the average number of meals served, is the site ordering based on serving one meal per child per day? Conducting the Review Before Meal Service

17. Conducting the ReviewDuring Meal Service • Observe the entire meal service…beginning to end: • Is the meal served during the approved time? • Are children receiving complete meals? • Is only one meal served per child? • Are only authorized adults served? • Are all meals eaten on-site? • Is the meal counted at the Point of Service? • Is the meal acceptable to the children? • Are meals served in a safe and • sanitary manner? • Are children served without discrimination?

18. Conducting the ReviewDuring Meal Service • Take your own Point of Service Count to compare with the site’s count at the end of meal service. • If applicable, is the sharing table implemented effectively?

19. Conducting the ReviewAfter Meal Service • If meals are leftover: • Are they recorded properly on the meal count forms • Are they stored properly for use the following day (if allowed by sponsor) • If a large number are left, clarify with the sponsor how the meals will be used in the near future (inquire about meal delivery change if applicable). • Check garbage disposal procedures

20. Conducting the ReviewAfter Meal Service • Document meal count on review forms: • First Meals • Second Meals • Program Adult Meals • Non-Program Adult Meals • Disallowed Meals • Fully document the reason for any disallowed meals; make sure disallowed meals are not included in 1st meal count.

21. Conducting the ReviewAfter Meal Service • Complete the review of the site’s records. Be sure to fully review meal count records: • Are meal counts and leftovers accurately recorded on a daily basis? • Is the same number meals served each day except on the day of your visit/review? • Have the records been submitted to the sponsor in a timely manner?

22. Conducting the ReviewAfter Meal Service • Complete monitoring forms: • Remember to include the review date and arrival and departure time for the review. • Be sure all questions are answered or indicate ‘N/A’ for those that do not apply. • If problems are found, be sure to clearly indicate what the problem was; provide as much detail as possible. • Sign and date the form.

23. Develop a Corrective Action Plan for the site, if needed: • Write the corrective action plan on a form to be left with the site, • Review the findings with the site supervisor, • Discuss ways implement changes needed to resolve the findings, • Correct as many problems NOW; document if corrections were made on-site, and • Have the site supervisor sign the corrective • action form and leave a copy on-site. • Congratulate sites that do a good job! Corrective Action

24. Follow-up • Be sure to follow-up with the Sponsor with the results of the review; especially if serious problems were identified (disallowed meals, etc.). • Recommend weekly meetings with monitors to discuss monitoring schedule, site issues. Serious problems must be addressed immediately. • If any changes were required to the number of meals delivered, dates of operation, or time of meal service, ensure that these have been communicated to the responsible person(s)! • Schedule and conduct a follow-up review, if necessary. • Follow-up reviews must be documented just • like the original review.

25. Common Problems • Meals served outside of the approved meal service time; sometimes this is not observed but is evident by the fact the sites serves ALL of the meals delivered each day, but doesn’t on the day of the review. • No point-of-service count (meals count determined by attendance or tray count) • Meals not served as a ‘unit’ • Meal order not based on actual number served • Children take unapproved food items off site • Site doesn’t notify sponsor of field trips • No thermometer in refrigerator

26. When to close a site… • If the health or safety of children is compromised (site unfit for serving food, location too dangerous, etc.); • Repeat offenders of more serious problems – if after repeated documented reviews, the site fails to comply with corrective action; • Failure to submit meal count records as requested by the sponsor; • Submission of falsified records to the sponsor;

27. Monitoring – Office Duties • Good organizational skills helpful!  • Keep monitoring records together in a site file • Remember to report back any immediate issues promptly: times in meal service, dates of operation, number of meals to be delivered, etc. • If site visit/review was not completed on date planned, discuss with supervisor, if necessary, to reschedule (within required timeframe!) • Group meetings once a week are helpful to discuss • issues – common problems at sites, issues with • delivery system, menu, etc.

28. Rewarding those that do Well! • Look up SFSP Standards of Excellence (FRAC) • http://frac.org/federal-foodnutrition-programs/summer-programs/standards-of-excellence-summer-programs/

29. Monitoring the Summer Food Program Webcast 5: Monitoring Providing Food & Fun so Children Can Have a Fabulous Summer! You are the “Link” In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice).  Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish).   USDA is an equal opportunity provider and employer.