The Summer Food Service Program for Children

The Summer Food ServiceProgram for Children Webcast 1: Planning the Program Eligibility and Selecting Sites Providing Food & Fun so Children Can Have a Fabulous Summer!

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.

SFSP Materials • 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: http://fns.dpi.wi.gov/fns_market2

The Summer Food Service Program • Provides federal funding (reimbursement) to schools, government agencies, camps and private non-profit organizations for meals served to children 18 and under during the summer months, when school is not in session. • Started in 1968 - Special Food Service Program for Children was created. In 1969, about 99,000 children participated in the summer program, at 1,200 sites. The program now serves over 2 million children per day in the summer nation-wide. • In general, the SFSP targets low-income areas to reach the neediest populations. Unfortunately, only 20% or fewer of those children who are eligible for free/reduced price meals during the school year, eat at a food program site during the summer.

Program RequirementsPlanning the Program • Sponsor Responsibilities • Site Eligibility • Evaluating & Selecting Sites Planning the Program

The Sponsors…they can be: • Public or private nonprofit school food authorities; • Public or private nonprofit summer camps; • Units of local, municipal, county, tribal, or State government; • Public or private colleges or universities; and • Private nonprofit organizations.

Sponsor ResponsibilitiesAttachment 5 • A qualified agency that can financially administer the SFSP • Capable of fulfilling monitoring requirements • Train personnel annually • Provide meals that meet the meal pattern requirements within the allowed time frames • Maintain accurate records to justify meals served, meal counts, income/expenditures, etc. • Maintain site eligibility verification • File reimbursement claims within allowed timeframe

Site EligibilityTab 2, Attachment 6 & 7 Participant Eligibility • Children and youth 18 years old and younger and persons who are determined by a State or local educational agency to have mental or physical disabilities and who still participate in an educational program during the regular school year. What is a Site • A Site is a physical location, approved by the State Agency, where you serve SFSP meals during an approved meal service time. Sites may be located in a variety of settings.

Site EligibilityAttachment 6 & 7 • The following sites are able to serve up to 2 meals/day: • Open • Restricted Open • Enrolled • Migrant and Camp Sites - can receive reimbursement for up to 3 meals/day

Open Sites • Open sites serve children in geographic areas where 50 percent or more of the local children are eligible for free or reduced price school meals. Two primary methods are used to qualify sites: • Elementary School Data • letter from school district providing enrollment, number of free/reduced for a particular month during the school year or • copy of the Elementary School Data Report (DPI has public school data from September, each year). This data can be found on the web at: http://fns.dpi.wi.gov/fns_progstat. • School data is good for 5 years • Census Tract Data • Provide DPI with exact address of any NEW site location to determine census tract/eligibility • DPI able to provide you with a map of eligible areas • Special Note: School Sponsors who operate summer school programs are required to be “open” and provide meals to the children enrolled in the summer school as well as those children living in the area.

Restricted Open Sites • Restricted Open sites are open sites that restrict attendance on a daily basis for reasons of security, safety or control to due staff limitations. These sites also serve children in geographic areas where 50 percent or more of the local children are eligible for free or reduced price school meals. Two primary methods are used to qualify sites: • School Data • letter from school district providing enrollment, number of free/reduced for a particular month during the school year or • copy of the Elementary School Data Report (DPI has public school data from September, each year) • Census Tract Data • Provide DPI with exact address of any NEW site location to determine census tract/eligibility

Restricted Open Sites • Restricted Open located in non-needy areas may also qualify if they meet the following criteria: • Draw children exclusively from eligible areas; • Open to broad community participation from eligible areas—the only limits that can be imposed on participation are daily limits for reasons of security, safety, or control; • Do not charge a fee for children to attend; • Do not allow children from the surrounding non-needy areas to attend. • Documentation needed: • List of eligible areas from which the children reside along with the supporting School Data or Census Tract Data as required for a regular open or restricted open site.

Enrolled SitesTab 2, Attachments 8-11 • Enrolled sites serve only identified groups of children on a daily basis. There are 2 ways to qualify an enrolled site. • Elementary School Data • letter from school district providing enrollment, number of free/reduced for a particular month during the school year or • copy of the Elementary School Data Report (DPI has public school data from September of each year). • Census Data OR • Free/Reduced Status of the Children • If site is not located in an area that is automatically eligible, it can still qualify if 50% of those children enrolled are eligible for free or reduced price meals.

Documentation for Enrolled SitesTab 2, Attachments 8-11 If not located in an area that meets the 50% threshold: • Income Applications/Enrollment Lists • Collect income applications and enrollment figures for each enrolled site--use Attachment 8 (parent letter) and Attachment 9 (income application). • Use correct Household Size-Income Scale when approving--Attachment 10. Updated scale will be mailed to your agency in May or early June. • School District Documentation • It is permissible to obtain the “needy” status of children from the school district(s) they attend. CACFP income forms may also be used. • Obtain eligibility on District letterhead or copy of actual income application. If child was determined to be free or reduced in the NSLP they are considered “needy” in the SFSP.

Migrant Sites • Migrant sites can participate in the SFSP. • To confirm migrant status, sponsors must submit information obtained from a migrant organization which certifies that the site served children of migrant farm worker families to document its eligibility • Migrant sites operated by a sponsor participating in the DPI Migrant Education Projects do not have to submit the certification. • Migrant Organizations that sponsor migrant sites, certify to this requirement within the Agreement – separate documentation is not required. • If the site also serves non-migrant children, the sponsor must certify that the site predominantly serves migrant children. This certification is completed as part of the on on-line Application process and satisfies eligibility for the site for the entire summer. • Sponsors may serve up to 3 meals/day at approved migrant sites

Site Eligibility Documentation of site eligibility required: • Open/Restricted Open: maintain on file school or census tract data to support eligibility • letter from school district providing enrollment, number of free/reduced for a particular month during the school year or copy of the Elementary School Data Report (DPI) • census tract information (DPI will provide) • Enrolled: • letter from school district providing enrollment, number of free/reduced for a particular month during the school year or copy of the Elementary School Data Report (DPI) OR • maintain on file approved income applications from households along with the list of children enrolled in the program or income eligibility determination from School District (on district letterhead) along with the enrollment list. • Migrant • certification that site serves primarily children of migrant farm workers

Site EligibilityTab 2, Attachment 6 & 7 • Site Definitions & Eligibility • Camps • sponsor receives reimbursement for the meals served to “needy” children for up to 3 meals/day • Upward Bound & Other Pre-college Programs • may be classified as a camp whereby sponsor receives reimbursement for the meals served to “needy” children for up to 3 meals/day • may be classified as an enrolled site whereby sponsor receives reimbursement for all meals served for up to 2 meals/day • Any site that is residential must be classified as a camp.

Residential/Nonresidential Camps • Residential summer camps and nonresidential day camps that offer a regularly scheduled food service as part of an organized camping program for enrolled children may participate. • Nonresidential day camps must offer a continuous schedule of organized cultural or recreational programs for enrolled children. • Camps receive reimbursement based on the number of children who have been determined to be eligible for free and reduced price meals, based upon income statements collected from households of children attending camp AND/OR documentation received from a school. • Camps may claim up to 3 meal services per day, per child.

Upward Bound Programs • Based on Upward Bound’s income eligibility standards, income statements DO NOT have to be collected specifically for the SFSP. If a child is income eligible for Upward Bound, they are considered ‘needy’ in the SFSP. • Enrolled Site • Based on Upward Bound’s requirement that two-thirds of children enrolled be ‘income eligible’, an Upward Bound site serving Upward Bound Program students exclusively automatically qualifies to become an enrolled site. • Upward Bound Programs sites NOT providing service exclusively to Upward Bound program participants may be classified as an enrolled site, providing at least 50% of the children that attend on a daily basis are considered “needy” based on income information obtained for the Upward Bound Program. • Sponsor receives reimbursement for all meals served to Upward Bound participants, up to 2 meals/day • Camp Site • Reimbursement received is determined based on the number of children enrolled that are income eligible for Upward Bound (i.e. ‘needy’ in SFSP). • Sponsor receives reimbursement for ‘needy’ children, up to 3 meals/day

Pre-College Programs • Agencies operating Pre-college Programs may participate in the SFSP; even if already participating in the DPI Pre-college Scholarship Program. • Enrolled Site • At least 50% of the students enrolled in the Pre-college Program would need documentation to indicate that they are ‘needy’. • Sponsor would receive reimbursement for all meals served to the Pre-college students, up to 2 meals/day • Camp Site • Reimbursement received is determined based on the number of children enrolled that are income eligible; determined by collection of income statements and/or data from school child attends. • Sponsor would receive reimbursement for ‘needy’ children, up to 3 meals/day • Pre-college Programs must establish eligibility by either obtaining the income statement (like regular camp type sponsors) and make a determination of income status OR obtain documentation of free or reduced price meal status from the school district that the children most recently were enrolled. If the child is approved as eligible to receive free or reduced price school meals, they are considered ‘needy’ in the SFSP.

Documentation for Camp or Enrolled SitesTab 2, Attachments 8-11 • Income Statements/Enrollment Lists • Collect income statements and enrollment figures for each session--use Attachment 8 (parent letter) and Attachment 9 (income statement). It is important to use the most current forms! • Use correct Household Size-Income Scale when approving--Attachment 10. Updated scale will be mailed to your agency in May or early June. • School District Documentation • It is permissible to obtain the “needy” status of children from the school district(s) they attend. • Obtain eligibility on District letterhead or copy of actual income application. If the child was determined to be free or reduced in the NSLP they are considered “needy” in the SFSP. • Ask parent for a copy of the letter from the School District approving child for free or reduced priced meals. • CACFP Documentation • If child attends a daycare during the school year that participates in the CACFP, obtain a copy of the income application. If the child was determined to be free or reduced in the CACFP they are considered “needy” in the SFSP.

Please use the most current Parent Letter and Household –Size Income Statement – Tab 2, Attachment 8 & 9

Income Application Issues • Automatic eligibility--FoodShare, W-2, FDPIR • if a child receives Medical Assistance or SSI payments, this does NOT automatically qualify the child as “needy” • SNAP or TANF case numbers obtained from Illinois or Minnesota participants may be eligible if they meet certain criteria (See attachment 11, Tab 2: Sponsor & Site Eligibility) • Foster Children - In terms of completing the Household Size - Income Statement, a child who is the legal responsibility of a welfare agency or the court may be considered a foster child. • The Healthy, Hunger-Free Kids Act of 2010, Public Law 111-296, expanded categorical eligibility for all child nutrition programs to foster children under the responsibility of the State or placed by a court. Therefore, these children are automatically eligible for free meals. • Include foster children on the family income applications or obtain documentation from an appropriate State or local agency indicating the status of the child as a foster child.

Income Application Issues • Family Size and Income Determinations for Military Families • Household members that are deployed for service are to be considered “temporarily absent” (consider them as a household member and include their income sent home). • The housing allowance for military personnel living in privatized housing has been permanently excluded from consideration as income when determining household eligibility for free or reduced-price meals. “Privatized housing” refers to the Military Housing Privatization Initiative, a program operating at a number of military installations. It is important to note that this income exclusion is only for service members living in housing covered under the Initiative. It is not an allowable exclusion for households living off-base in the general commercial/private real estate market • Combat pay is excluded if it is: Received in addition to the service member’s basic pay; Received as a result of the service member’s deployment to or service in an area that has been designated as a combat zone; and Not received by the service member prior to his/her deployment to or service in the designated combat zone. • Other military benefits received in cash must be considered as income. An in-kind benefit where the household receives no cash is NOT counted. • Income Applications • must include the determination (needy/non-needy), date and initial/signature of determining official • must be complete! All require an adult signature and date. The adult’s last four digits of the SS# or a designation that they do not have one must be made for income statements that are determined based on income.(ideally completed and determined prior to the end of the session in which the child is attending).

Evaluating an Area and Selecting Sites Tab 3, Attachments 12-14 • Operating Limitations • Listed in Part I, Chapter 2 of the Administrative Guidance Manual • The Healthy, Hungry-Free Kids Act of 2010 removed limits on the number of sites that private nonprofit organizations may operate in the SFSP (formally 25 sites) • Sponsor/Site Agreement--Attachment 14 • helpful when sties are not affiliated with your organization • agreement list specific responsibilities of the site supervisor for the food service program • Pre-operational Requirements • Site visit prior to operation required for new sites and site that have had problems and/or a change in personnel—Attachment 12 • Health and Sanitation--List of Regional public health agencies and a sample letter to the health department—Tab 4, Attachment 23

Evaluating an Area and Selecting Sites Tab 3, Attachments 12-14 • Evaluating an area • ask parks and recreation about their summer rec programs • contact youth organizations, including YMCAs, YWCAs, Boys & Girls Clubs, and scout troops about their summer plans • contact faith-based organizations about summer activities • consider other areas (housing complexes, community centers, rural trailer parks, etc.) where children congregate and look for ways to bring meals to the them • contact your local food bank or pantry to ask about opportunities to partner in the community • contact local parent groups to determine the level of parental support • Selecting Sites--may wish to use Attachment 12 to collect initial information about the site: Meal Service Facilities, Site Supervision, Serving Capacity, Site Activities, Number of Sites

Recap of Program Planning Tab 5, Attachment 24 • Re-evaluate your agency’s ability to administer the program – effects of possible changes in staffing, financial status, etc. • If agency is willing to offer the Program: • determine where the areas are in the community that qualify (if open, restricted open, enrolled sites); • obtain documentation, if needed to qualify the site(s); • meet with other groups/organizations in the community to organize program and determine needs (types of meals needed, when to serve, who will serve, etc); • visit the potential sites and complete the Pre-Operational Visit/Site Selection form. • If the site is a camp or enrolled site required to collect household size-income statements, begin by incorporating the new parent letter and household size income statement into your camp registration packet. Brainstorm ideas on ways to get back income statements that are as complete as possible (training social workers and other staff that work directly with children coming to camp); • contact the local health dept, notifying them of the potential sites (required for all site types). A copy of this correspondence must be sent to DPI during contract approval.

The Summer Food ServiceProgram for Children Webcast 1: Planning the Program Eligibility and Selecting Sites Providing Food & Fun so Children Can Have a Fabulous Summer! 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.

The Summer Food Service Program for Children