Transcript Beyond the Bell Training for After School Snack Programs

Summer Food Service Program
(SFSP) Training
for
Food Services Staff
Provided by the LAUSD Food Services Division
5.4.2015
Purpose and Benefits
The Summer Food Service Program (SFSP) provides free,
nutritious meals and snacks to children in low-income areas
when they are out of school for at least 15 continuous school
days
Studies show that children gain more than twice as much weight
during the summer than the regular school year
• Lack of physical activity
• Poor nutrition
Keeps children from going hungry
• Programs provide a nutritious meal during the summer
break
Objectives
At the end of this training Food Services staff members will
be:
• Knowledgeable on the United States Department of
Agriculture (USDA) policies and procedures on the Summer
Food Service Program (SFSP)
• Knowledgeable on California Department of Education’s
(CDE) Summer Food Service Program (SFSP) implementation
and participation
• Aware of the staff members role in the success of the SFSP
• Aware of the processes of ordering, point of service and
counting and claiming of meals
What Is SFSP?
The Summer Food Service Program (SFSP) provides
reimbursements for meals served to school aged children
• Up to the age of 18 (or any age if disabled and enrolled in a school
program)
• Access to all children from the community at large
• School site is open to the community
• Post banners advertising the meal service at the gate
• A minimum of one gate must be open for the community to
participate
• Monitor the gate to ensure it is open for service
• No requirement that children receiving meals participate in the
offered activities
Site Eligibility Guidelines
• Sites must be located in eligible areas where 50 % or more of
students qualify for free or reduced meals during the school year
Reaching Out To The Community
The Summer Food Service Program is open and available to members
of the community. The sponsor must advertise the meal service:
• Media Release
• Provided to media outlets
• SFSP Banners
• Posted at each site at the entrance gate of the school facing the street
• SFSP Meal Service Dates and Times Poster
• Posted at each site at the meal service location for all meal service types
offered at the site
• Meal service dates and serving times are available on the Food Service
website
• Flyers
• Available on the Food Services website in both Spanish and English
Participating Summer Programs
Participating SFSP Programs
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Beyond the Bell (BTB)
Extended Learning Opportunity Summer (ELOS)
Extended School Year (ESY)
Credit Recovery
Local Design
Special Ed Centers
National School Lunch Program (NSLP)
• Off Sites
• EEC
Food Services Division (FS Division) sponsors the SFSP
The FS Division enters into an agreement with the California
Department of Education (CDE) and assumes full responsibility for
meeting all requirements for reimbursements
Recordkeeping Requirements
Prepare copies of the following documentation and keep on hand at
all times.
Completed documents, readily available for site monitoring and
audits:
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SFSP Training Sign in Sheet
SFSP Training Certificate
SFSP Service Agreements for all staff members
Production Worksheets
Daily Meal Count Forms
Summer SFSP Daily Meal Transport Records
Maintained by the Food Service Manager or designee in a folder.
If your site is audited during the summer
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Scan and email a copy of the audit report to your AFSS and
Lisa Hess
Food Service Teams
There are three types of summer cafeteria sites:
Stand Alone Site
• Prepares and serves for their program
Parent Site (Hub Site)
• Prepares and serves for their program and others
Non Prep Site
• Orders and serves meals for their program
Stand Alone Sites
A Stand Alone site prepares and serves for their program only
The Food Services Manager will:
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Place orders for all products needed in CMS
Receive and store deliveries, complete all receiving tickets
Prepare meals according to SFSP menu and recipes
Create and complete production records in CMS daily
Serve the children and record the amount of meals served on the Daily
Meal Count Form
• Input counts in CMS Daily Entry under SFSP Program
• Audit the program’s compliance along with the AFSS
• FSM will observe the meal service daily
• Be responsible for the quality, safety and oversight of the meals
• Complete HACCP records
• Includes taking of temperatures of all meals prepared and milk
Parent Sites
A Parent site prepares and serves for their program and others
The Food Services Manager will:
• Place orders for all products needed for all programs
• Complete EZ Steps all menu plans assigned to your site for total number
of meals needed
• Exception: Receiving Sites will order their own milk
• Create and complete production record for main site daily
• Adjust “Prepared Amount” column on Production record to the actual
amount you are preparing for your site only.
• Indicate number of meals transferred to RAP and/or SFSP program(s) in
the Comments Section
• List each program and number of meals separately per program
Parent Sites Cont.
The Food Services Manager will:
• Prepare, package and deliver meals to other SFSP locations assigned
• Complete Summer SFSP Daily Meal Transport Record
• Input counts in CMS Daily Entry under SFSP Program for your site only
• SFSP receiving sites will claim their meals in CMS Daily Enter at their site
• Complete HACCP records
• Includes taking of temperatures of all meals prepared and milk
• Recording the temperatures on the “SFSP Summer Daily Transport Meal
Record” form
• Ensure mileage is properly tracked, recorded and claimed
Non Prep Sites
A Non Prep site orders and serves meals for their program
The Food Services Manager will:
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Coordinate with manager at parent site for number of meals needed
Order milk and juice for their own site
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Receive and store deliveries, complete all receiving tickets and cost transfers
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Assist in preparing, packaging and delivering meals from parent site as assigned
Serve the children and record the amount of meals served on the Daily Meal Count
Form
Complete Daily Meal Count Forms
Input counts in CMS Daily Entry under SFSP Program
Audit the program’s compliance along with the AFSS
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• FSM will observe the meal service daily
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Be responsible for the quality, safety and oversight of the meals
Complete HACCP records
• Includes taking of temperatures of all meals prepared and milk and recording the
temperatures on the “SFSP Summer Daily Transport Meal Record” form
Summer SFSP Daily Meal Transport Record
Summer SFSP Daily Meal Transport Records must be completed daily for all
food transported for each:
• Meal Service Type
• Off Site Program
• Field Trip
Summer SFSP Daily Meal Transport
Record Instructions
Summer SFSP Daily Meal Transport Record Form Instructions
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Program Name: Food Services Manager or designee must fill in the program name
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Date: Food Services Manager or designee must fill in the date of meal service
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Preparation School Site Name: Food Services Manager or designee must fill in the name of
the prep school site
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Loc Code Food Services Manager or designee must fill in the Prep site location code
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Column 1 will be filled out by Food Services Manager or designee with menu items listed
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Column 2 will be filled out by Food Services Manager or designee with the portion sizes
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Column 3 will be filled out by Food Services Manager or designee with the amount of meals
prepared
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Column 4 will be filled out by Food Services Driver at the receiving site at time of drop off
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Column 5 will be filled out by Food Services Driver with amount delivered to program
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Signatures: The receiver will sign the form after receipt of meals
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Food Services Manager will verify all information and sign in the designated area
Daily Meal Count Form
Daily Meal Count Form Instructions
Heading and Section 1 - Completed by the Food Services Manager
Sections – Completed by the Food Services Manager or designee
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Section 1 (Meals received/prepared) – Document total available meals
Section 2 (First meals served to children) –Cross off numbers as each child receives a complete
meal
Section 3 (Second meals served to children) - Cross off numbers as each child receives a
second complete meal
Section 4 ( Meals served to program adults) – Can be served to non Food Services program
adults with the payment of $5.00
Section 5 (Meals served to non program adults) - Can be served to adults with the payment of
$5.00
Section 6 (Total meals served) - Add sections 2 thru 5, entering the total meals served
Section 7 (Total damaged/incomplete or other non-reimbursable meals) - Enter the amount of
meals
Section 8 (Total leftover meals) - Enter the amount of meals
Section 9 (Total of items) – Add sections 6 thru 8, entering the total
• Total in section 9 should match the total in section 1
Cross of the number of additional children requesting a meal after all available meals were
served
Signature
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Food Services Manager or designee will verify information, sign and date the form
Eligible Meals Served
Eligible First Meals
Eligible first meals are those that were served to children that include all
food components that meet the Meal Pattern requirements.
Eligible Second Meals
Second meals may be served:
• After all children have received a first complete meal
• During the last 10 minutes of meal service
If second are served, sponsors may be reimbursed up to two percent of
all eligible first meals served for all sites during the claiming period
Daily Meal Count Form Example
Adult A La Carte Sales & Inventory
Food Services Responsibilities
The following compliance measures must be adhered to by
the Food Services Division:
• Administer SFSP in accordance with regulations (7 Code
of Federal Regulations, part 225)
• Attend State training and train staff
• Advertise the meal service
• Ensure civil rights compliance
• Monitoring of sites
• Set up a record keeping file for 2015 SFSP Programs
– Retain all records for 3 years plus the current year
• Submit claims for reimbursement on time
Meal Service Types and Timeframes
Meal service types and timeframes:
• Breakfast – cannot exceed two hours
• Lunch – cannot exceed two hours
• Snack – average service of 30 minutes
Meals must be served only during the approved timeframes
entered into CNIPS
Requests to Change Meal Service Times
Any service time changes must be approved by the CDE before
implemented
• School site administrators may not request service time changes
directly through the Food Service Manager or AFSS
– Submit request through the Summer Program Office running
the program on site
• Summer program will email the request to Lisa Hess
([email protected])
• Lisa Hess sends the request to the CDE for approval
• Lisa Hess emails the AFSS with the CDE approval
• AFSS communicates approval to the site
Summer Program Contacts
Operating Office Contact Information:
Academic Intervention: (213) 241-7900
• ELOS (Extended Learning Opportunity Summer)
• Elementary/Middle Schools
• CRSSP (Credit Recovery Summer School Program)
• High Schools
Elementary School Unit: (310) 515-3010
LA's BEST: (213) 745-1900
Middle School Unit: (213) 633-3500
Migrant Education: (213) 241-0510
Special Education/ESY: (213) 241-6701
YDP Unit: (818) 587-4300
Field Trip Approval Process
To be reimbursed for meals taken on a field trip, the sponsor must:
Report all field trips in CNIPS prior to the trip date
• FSM or designee emails Lisa Hess at least one week in advance of
field trip
• Request must include:
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Date of field trip
Number of meals requested
Field trip location (Cabrillo Beach, Exposition Park, Gene Autry Museum)
If the site will remain open for community meal service
• Lisa will obtain approval from the CDE and will notify the FSM of
approval
• Unapproved field trips meals may NOT be claimed for
reimbursement
• Unapproved meals provided will be a financial loss to the division
Field Trip Meal Service Requirements
Maintain documentation that all meals taken on a field trip comply
with meal pattern requirements and food safety regulations
• Summer SFSP Daily Meal Transport Records must be completed
Conduct a point of service meal count at the field trip location
where meals will be served
• Document meals by using the Daily Meal Count Form
If the site is approved to be closed on the field trip date:
• Post a notice to announce when the site will be closed and when it
will resume meal service
Meal Service Requirements: Ordering
Summer Orders
• Follow CMS Ordering Calendar for SFSP program
• Current Manager will place orders according to the calendar
through July 3rd
• Summer Manager will place orders in CMS once they start
their assignment and for the duration of the program
• Managers must make any adjustments to orders before
consolidation each week
• Follow current ordering adjustment procedures
Meal Service Requirements:
Food Storage and Preparation
Food preparation, storage and meal service must follow
all HACCP/Food Safety procedures:
• Employees wear appropriate safety attire and Personal
Protective Equipment (PPE)
• Sanitation and Personal Hygiene requirements
HACCP forms posted and completed daily
• Thermometer Calibration Logs
• Food Temperature Logs
• Equipment Temperature Logs
• Equipment malfunctions are reported for repairs
SFSP Lunch and Snack Menus
Follow the Summer lunch and snack menus, ensuring the correct
serving sizes are offered and served.
• Energizer and Power Up Box meals are for FIELD TRIP and BACK UP meals only
Breakfast and Snack Reimbursable Meals
Verify that a reimbursable meal has been selected prior
to checking off the meal served on the Daily Meal Count
Form
Breakfast
• Offer vs Serve
• Must offer 4 food items
• 3 food components must be taken
Snack
• Non Offer vs Serve
• Must offer 2 food items
• All food components must be taken
Lunch Reimbursable Meals
Verify that a reimbursable meal has been selected prior
to checking off the meal served on the Daily Meal Count
Form
Lunch
• Offer vs Serve
• Must offer 5 food items
• Meat/Meat Alternate
• Different Servings of Vegetables and/or Fruits
• Grain or Bread
• Milk
• 3 food components must be selected
• Field trips are not Offer vs Serve; a complete meal must be taken
“Traveling Apple” Policy
Site staff may permit children to leave during
lunch with one food item from the following
choices:
• Fruit
• Vegetable
• Grain
Children MAY NOT leave with the main entrée, milk
or other food items.
Sponsors may designate a “sharing table” where
children may return whole items that they
choose not to eat.
• These items are available to other children who
may want additional helpings
• Adults may not consume or take home items
from the “sharing table” or food programs
Point of Service Guidelines
Line
Starts
Here
Consumed
on the
School
Campus
SFSP Mandatory Postings
These Postings must be visible during meal service
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SFSP Meal Service Schedule
SFSP Training Certificate
And Justice For All Poster – 11” x 17”
Summer Menu
Meal Service Requirements:
Daily Entry
Enter numbers into CMS Daily Entry at the end of each
meal service using the information from the;
• Daily Meal Count Form
• Summer SFSP Daily Meal Record
SFSP Daily
Entry will
show up in
drop down
AFSS Responsibilities
AFSS will communicate and confirm the Food Service Managers
are:
• Following all SFSP regulations
• Reviewing production amounts and leftover totals for the
first week, making adjustments as needed
• Adjusting orders and consolidating properly
• Completing all required documents on a daily basis
• Communicating with the Summer Principal regularly
– Food Service Managers should introduce themselves to the Summer
Principal on the first day of the program
Monitor Responsibilities
Monitor/Review SFSP programs
• Monitoring of Sites completed by AFSS:
• Pre-operational visit
• Completed and submitted to Lisa Hess by June 5, 2015
• First week visit
• Site Review within first 4-weeks
• A separate site review is required for snack and lunch
• May not be completed on the same day
• Additional monitoring as needed
Conduct training as necessary
Verify any discrepancies in meal counts and production records with the
Food Service Manager
• Suggest corrective action
Monitoring must be submitted to Lisa Hess
Monitoring Requirements
Pre-Operational Visit
• AFSS must visit all assigned summer sites by June 5th and
complete the Pre-Operational Visit Worksheet for each site
• Verify that the site is capable of providing meal services for
the number of children expected to attend
First Week Visit
• AFSS must visit all assigned sites at least once during the first
week of operation and complete the First Week Visit Form
• Ensure the food service is operating smoothly
• Apparent problems are immediately resolved
Monitoring Requirements cont’d
Site Review
• Complete the Site Review Form (3 pages)
• AFSS must review all sites at least once during the first four
weeks of program operations
• If the program operates less than four weeks, the AFSS must
still conduct a review
• Follow up as necessary
Ethnic and Racial Data Form
• Every year sponsors must determine the number of potential
eligible participants by ethnic/racial categories
• Completed once per SFSP site during summer program
Students With Food Allergies
Food Services Manager will communicate with the BTB
Coordinator of any students with severe food allergies
• FS Managers are to provide the “Medical Statement to Request
Special Diets” to families for completion by the child’s treating
physician
• The FS Manager will submit the completed “Medical Statement to
Request Special Diets” form to the Nutrition Specialists
• Manager will make substitutions based on the special diet
provided by the Nutrition Specialist
Review Questions
Who makes the adjustments to the SFSP food order?
• Food Services Manager
What is one way you can promote the SFSP program at
your site to the community?
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Post the banner by the open gate, facing the street
How often is the Daily Meal Count form submitted to the
FS Manager?
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Daily
What time does the SFSP lunch meal service begin?
• Lunch meal service begins at the time approved entered
in CNIPS.
Review Questions
True or False: It is acceptable to count the number of
children served a meal as they sit at the tables eating.
• False. The reimbursable meal is counted only at the
point of service, as the child takes the complete meal.
True or False: Adults can also receive a meal as long as it
is the complete meal.
• True. Meals can be offered to Adults for $5.00 but is
highly discouraged.
True or False: The SFSP Service Agreement and SFSP
Training Certificate is given to the Food Services
Manager?
• True. The SFSP Service Agreement and SFSP Training
Certificate is given to the Food Services Manager.
Questions?
Thank you!
LAUSD Food Services Division
Nourishing Children to Achieve Excellence