SUMMER FOOD TRAINING

1. SUMMER FOOD TRAINING

2. Attend annual training Be responsible for information provided in guidance manuals Keep all documentation 3 years Submit application by April 15th Sponsor Responsibilities

3. Annual training is required for participation in the summer food program. Your requirement is being met at this time! You are in turn responsible for training your staff on SFSP job duties; administrative and operating All trainings must be documented to include name of attendees, date and content A trained person must be at each site during operation Training

4. Topics should include: Site Operation Requirements Documenting Site Visits Meal Counting Menu Pattern Requirements Civil Rights Staff Training

5. We will be covering your responsibilities as a Summer Food Sponsor • Application Requirements and Claims • Site Requirements • Meal Service Requirements • Civil Rights Topics

6. Application Requirements and Claims

7. On line Submission • https://cnp.ode.state.or.us • Sponsor Information • Site Application • User authorization is required Application

8. Advances requested on the Sponsor Information page on CNPWEB Advances will be granted in May Application must be approved before advance will be approved Advances will be deducted from your first claim Advances

9. Site DocumentationAdministrative Guidance Open and Restricted Open Sites School Data: You can use any month in the current year. Data is good for 5 years to establish an eligible site boundary Census Data: Data is good for 5 years Other Annual Data: Housing authority information, economic information, migrant education. Contact state agency for assistance.

10. Where will you find school number for CNPWEB? Question 26 on Site Information Sheet Site Information Sheet

11. Application Requirements Email or Mail In Submission • Media Release All Sponsors • Site Eligibility if non school site • Documenting site eligibility • New School Sponsors One Time • State Agency-Sponsor Agreement • Free Meal Policy Statement

12. Check here to submit this form to the State for Approval • Application approval will be pending approval when ready for ODE to approve This box must be checked before submitting sponsor and site information for approval • Submit On-line Application

13. April 15th or earlier Application Due Date

14. CLAIMS CLAIMS MUST BE SUBMITTED WITHIN 60 DAYS OF MONTH CLAIMED Revised claims can be submitted up to 90 days of original claim.

15. Box 10 I Certify that to the best of my knowledge and belief, this claim is true and correct in all respects, that records are available to support this claim, that it is in accordance with the terms of existing agreement's, and that payment therefore has not been received. • Box 11 Check here when claim is ready for payment Claim Submission

16. Site Changes Site revisions may be made any time during program operations. Make changes on line then submit the page once changes have been completed Sites changes may include: Increasing or decreasing days of operation Adding a meal Changing a mealtime

17. Commodities • Questions? Call the Specialists Chris Facha, Commodity Specialist 503-947-5896 David Jones, Food Distribution Admin Assistant 503-947-5912

18. Site Requirements and Outreach

19. Waiver of time restrictions: • USDA Memo SFSP 11-2011 TIME RESTRICTIONS

20. Number and Type of MealsRefer to the Administrative Guidance manual • Migrant Sites • 3 meals per day • Breakfast, lunch, supper; snack may replace a meal • All other sponsors • 2 meals per day • Any combination of breakfast, lunch, supper or snack but NOT lunch & supper

21. Open Sites: Open to all children 18 and under • Restricted Open Site: Limited attendance for reasons of space, security, safety or control. • Closed Enrolled Site: Only open to children enrolled in program. At least 50% of the enrolled children must be eligible for free/reduced meals determined by meal applications. Types of SitesRefer to the Administrative Guidance manual

22. Site changes: Make changes On-line. Field trip notification must be submitted to ODE prior to taking field trip if meal is to be served Phone or email information to SFSP specialist prior to field trip. Field Trips and Site Changes

23. Pre-Operational Visit to all new sites. Administrative Guidance Attachment and Monitor’s Guide • 1st Week Visitcan be waived for experienced staff at existing site Email your waiver request Administrative Guidance Attachment and Monitor’s Guide • 4th Week Review Complete within the first 4 weeks of program operation at all sites Administrative Guidance Attachment and Monitor’s Guide • Racial and Ethnic Form Complete once during program operation • Administrative Guidance Attachment and Monitor’s Guide Site Monitoring

24. ADVERTISE PROGRAM • SUCCESSFUL OUTREACH BRINGS MORE CHILDREN TO SITE • RECRUIT COMMUNITY TO GET THE WORD OUT • 1-800-SAFENET BOOKMARKS OUTREACH

25. Media Release • Public announcement must be made by all sponsors and include: • Non discrimination statement • Sponsor & Site information • In addition, camps & enrolled sites must have reduced price guidelines Invite the Media to cover your first service day!

26. Sanitation inspections will be paid for by sponsor • ODE will supplement cost by providing $$ for each approved site • Reimbursement is paid on a first come first paid basis until funds are depleted. • If inspection takes place in school kitchen it will count as one of the two required inspections for the year. • Notify your local sanitarian about any changes to site times or location. • Reimbursement form on CNPWEB OFFLINE FORMS Sanitation Inspections

27. MAINTAIN ALL RECORDS MAINTAIN NON-PROFIT FOOD SERVICE DOCUMENT ALL COSTS TRAIN STAFF AND VOLUNTEERS CONDUCT AND DOCUMENT REQUIRED SITE VISITS SUMMARY of Responsibilities

28. Meal Service Requirements

29. SFSP Meal Pattern School Districts may use meal pattern approved during the school year Offer versus Serve may be used by school district sponsors Meal Service RequirementsRefer to the Administrative Guidance Manual

30. SFSP Meal Pattern • Breakfast • 1 cup fluid milk • ½ cup fruit/vegetable or 4 oz. 100% juice • 1 serving bread/grain Snack: 2 of the four required components • Lunch or Supper • 1 cup fluid milk • ¾ cup two different fruit/vegetable • 1 serving bread/grain • 2 oz. Meat/meat alternate

31. Meal count must be taken at point of service All children must take a complete meal Including milk if using SFSP meal pattern Use meal count form in your guidance manual attachment section Point of Service

32. Serve the same meal to ALL children Ensure children eat their meal on site Ensure that all children receive a first meal before any adults or complete seconds are served Adults may not eat ANY part of a child’s meal Meals may be served to children 18 to 1 year Adhere to local health & sanitation regulations Requirements for meal service

33. Post site rules and serving times at the site of meal service along with an “And Justice for All” poster The sponsor must designate specific boundaries for the meal service site and inform participants of them Have arrangements for serving during inclement weather if meals are served outdoors Claim only meals served during times approved on site information sheet Meals may not be delivered any sooner than one hour before meal service & someone must receive & count the meals upon arrival Requirements for meal service

34. Post site rules where they can be seen State price of meal if you are selling meals Add rules appropriate to your site Post menu and JFA on poster board with site rules if in a park or outdoor site Site Rules

35. Sponsors may allow a piece of fruit or a vegetable to be taken off-site If the sponsor chooses to allow a piece of fruit or a vegetable to be taken off site, the policy must be consistently implemented for all sites Requirements for meal service

36. Menus – dated & substitutions recorded Menu Production Records Food receipts – match menus Donated foods – must be recorded CN labels/Manufacturers Specifications Medical Statements for food substitutions Recipes Vended Meal AgreementAdministrative Guidance Attachment Meal Documentation

37. Web Addresses • CNP website: • https://cnp.ode.state.or.us • Use this website to submit application and file your monthly claim • SFSP website: • www.ode.state.or.us/services/nutrition/sfsp • Use this website for program information and to access forms

38. Any sponsor denied participation in the program or denied program payment may obtain a hearing by an official other than the one directly responsible for the original determination. At the time of the denial, the State agency must tell the sponsor whom to contact for an appeal. Appeal Rights (7 CFR 225.6(b)(3) and 225.13

39. Denial of sponsor's request for an advance payment; Denial of a sponsor's claim for reimbursement (except on decisions made by FNS with respect to late claims or upward adjustments); Termination of a sponsor's (or a site's) participation in the program; Denial of a sponsor's site application; Denial of a food service management company’s application for registration or the revocation of a food service management company’s registration; Claim against a sponsor for remittance of a payment; and Refusal by the State agency to forward to FNS an exception request by the sponsor for payment of a late claim or a request for an upward adjustment to a claim. The Following Actions May Be Appealed

40. Procurement and Purchasing

41. Procurement and Purchasing • Sponsor Procurement Overview Roadmap • SFSP Website • http://www.ode.state.or.us/search/results/?id=208 • Informal Procurement Procedure • Formal Procurement Procedure

42. Informal Procurement Procedures • Price quotes from at least three sources • Award item to vendor that meets specifications • Maintain documentation of written or verbal quotes • Under the small purchase threshold of $150,000.

43. formal Procurement Procedures • Invitation to bid (IFB) Bids that are publicly solicited • Request for Proposal (RFP) Competitive proposals with more than one source submitting an offer • Over Small Purchase Threshold • Sponsor Procurement Overview Roadmap

44. Procurement and Purchasing • Sponsors must follow USDA’s Uniform Federal Assistance Regulations governing procurement • Part III of your administrative guidance manual • Vended meal Agreement • Procurement Guidance contact Su Fennern at 503-947-5849 or su.fennern@state.or.us for any questions regarding procurement

45. CIVIL RIGHTS

46. Civil Rights Regulations are intended to assure that benefits of Child Nutrition Programs are made available to all eligible children. All sponsors receiving Federal $$ must implement Civil Rights requirements to be eligible for the program. Introduction

47. Delayingreceiving benefits or services that others receive • Denying benefits or services that others receive • Treating someoneDifferently than others to their disadvantage • Giving Disparate Treatment. (To Separate) Something which does not seem discriminatory, but has a discriminatory impact in practice. Discrimination is:

48. Race Color National origin Protected Classes • Age • Sex • Disability

49. And Justice for All poster prominently displayed Nondiscrimination Policy Statement printed on documents that mentions USDA or SFSP Ethnic or Racial and Data Form Written procedure for handling civil rights complaints and a complaint log (form provided) Staff trained on Civil Rights requirements Translation of Outreach Materials Civil Rights Requirements

50. Current version of the poster must be on display in a prominent place where SFSP participants and potential participants can see/read the poster during all SFSP activities. And Justice For All