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Welcome!. Summer Food Service Program New Sponsor Training April 10, 2007. Grants Coordination and School Support School Nutrition Training and Programs Summer Food Service Program Presented by

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  1. Welcome! Summer Food Service Program New Sponsor Training April 10, 2007

  2. Grants Coordination and School SupportSchool Nutrition Training and Programs Summer Food Service ProgramPresented by Gloria ZunkerPhone: (517) 241-2096zunkerg@michigan.gov Michelle GroothuisPhone: (517) 373-1852 groothuism@michigan.gov

  3. Agenda • Overview of the Summer Food Service Program (SFSP) • How to Apply to SFSP • Required Documents and Recordkeeping • SFSP Resources • Planning and Administering the Program

  4. SFSP OverviewBackground • Provides Free, Nutritious Meals to Low-income Children • Children Must be 18 Years and Under • Operates when School is not in Session • Federally Funded, Administered through State Agencies

  5. SFSP OverviewMichigan • Michigan Department of Education Acquired Administration of Program in 2004 • Advocates: • Food Banks • Legislators • Lobbyists • United Way

  6. SFSP OverviewHelp is Needed • Only 10 percent of Michigan’s Eligible Children Receive Free Meals in the Summer • Low Participation in Rural Areas • We need more: • Sponsors • Sites • Participation

  7. SFSP OverviewSponsoring Organizations • Accept Financial and Administrative Responsibility • Must be Capable of Managing Food Service • Sponsors: Complete paperwork Arrange for meals Train and monitor sites Oversee site operations Submit claims for reimbursement

  8. Section 1: Timeline • March - April • May • One month before start of meal service • Two weeks before start of meal service • First week of meal service • Each day • End of each week • Within first four weeks • Submitting a claim • End of program

  9. Section 2: Applying to SFSP • Applications due three weeks prior to first operating day or May 25, 2007, whichever comes first • Applications processed online through Child Nutrition Application Program (CNAP) • Found at http://michigan.gov/meis

  10. Before the Application • A Valid MEIS Account • A Completed Security Access Form • A Computer with an Internet Connection • Web Browser • Microsoft Internet Explorer 6.0 • Netscape 4.0 or higher • JavaScript and Session Cookies enabled for the Web Browser • Adobe Acrobat 4.0+

  11. MEIS - location for links to the Security Agreement, Application (CNAP) and Claim Form To access CNAP, a MEIS account must be created: http://michigan.gov/meis Click on the black and white MEIS logo Michigan Education Information System (MEIS)

  12. MEIS User Management System Account Creation starts with the User Management System The login is used to update information once an account has been created Click on the link: Create a MEIS Account

  13. Create a MEIS Account inFour Easy Steps – Step 1 Do NOT create a new MEIS Account if you already have one! Click Create a MEIS Account Enter the first and last name of the user account to be created. Click theProceed to Step 2button.

  14. Create a MEIS Account - Step 2 Add the basic biographical information Disregard

  15. Create a MEIS Account - Step 3 Complete the security questions used to verify identity if password is forgotten

  16. Create a MEIS Account - Step 4 Verify the account information you have provided and click the Create New MEIS Account button

  17. Confirming Your MEIS Account The final screen will confirm your account. Hint: Print this page for your records. Hint: Change your password immediately. Warning: Passwords are case-sensitive. You will be able to access CNAP once your MEIS account has been authorized in the system. For help with MEIS MDE/CEPI Help Desk (517) 335-0505

  18. Security Agreement: http://michigan.gov/mde Fax to Ruby Zavala: 517-373-4022 SFSP – CNAP access usually available within 24 hours Submit Security Agreement

  19. CNAP Authorization Structure Level 3 - Enter/Certify • Can Enter/Edit information and Certify applications • Can initiate applications • Can assign lower security levels (levels 1 and 2) to allow other users to edit or view • Submit, modify and delete applications and amendments Level 2 - Enter/Edit • Can Enter/Edit information on application pages • Can initiate applications Level 1 - Read-Only • Can View all parts of the application • Cannot input or edit any information MEIS accounts are required for all levels.

  20. Logging Into CNAP Once your Security Access Form has been submitted and approved, you can use your MEIS Login and Password to login to CNAP. Remember, the MEIS password is Case Sensitive. To Login to CNAP: • Enter your MEIS Login and Password in the text boxes on the CNAP Login page • Click the Login button If you have questions, phone Ruby Zavala at (517) 373-0420.

  21. Applying to SFSPCNAP On-line Now let’s go to the web www.michigan.gov/meis and look at the SFSP CNAP Summer Food Service Program Child Nutrition Application Program

  22. SFSP ApplicationFinal Steps Remember to: • Mail in copy of signed sponsor agreement • Copy of one week sample menu • Letter to health department

  23. Section 3 - Field Trip andSite Change Forms • Site Change Forms • Field Trip Notification Forms Submit these forms either on-line at www.michgian.gov/sfsp or by fax to (517) 373-4022.

  24. Section 4 - SFSP Resources SFSP Web Site www.michigan.gov/mde • Click on Offices • Click on Grants Coordination and School Support • Click on Summer Food Service Or go directly to www.michigan.gov/sfsp

  25. Section 4 • Grants and other Funding Opportunities • Ideas and Resources for SFSP • Marketing Resource Materials Munch and Summer Food Service graphics can be used freely • Found on www.michigan.gov/sfsp

  26. Section 5 - Administrative Guidance Manual Page 11 - Administrative Guidance Manual • Planning the Program • Administering the Program • Food Service Management Companies • Reference Section

  27. Planning the ProgramEligibility Page 15 Management responsibilities cannot be delegated below the sponsor level

  28. Planning the ProgramEligibility A single sponsor may sponsor different types of sites: • Open Sites • Restricted Open • Closed Enrolled • Camps: Residential and Nonresidential • Migrant Sites • NYSP Sites

  29. Planning the ProgramEvaluating and SelectingSponsors and Sites Page 28 • Evaluating an area • Selecting sites • Properly equipped • Meet state and local health standards • Site supervision • Serving capacity • Site activities • Sponsor/Site agreement

  30. Planning the ProgramEvaluating and SelectingSponsors and Sites Page 34 Pre-Operational Requirements • Health and Sanitation • Notify the local health department in writing of all prospective site locations • Arrange for prompt trash removal

  31. Planning the ProgramMeal Service Page 35 • Sponsor self-preparation • Obtain meals from School Food Authority (SFA) • Obtain meals from a Food Service Manage-ment Company

  32. Planning the ProgramMeal Service Page 36 Commodities • Sponsors preparing meals on-site or at central kitchen • Sponsors receiving their meals from a participating National School Lunch Program

  33. Planning the ProgramMeal Service Page 38 Meal Pattern Requirements Breakfast • One serving of milk • One serving of vegetable or fruit full strength • One serving of grain or bread

  34. Planning the ProgramMeal Service Meal Pattern Requirements Lunch or supper • One serving of milk • Two or more servings of vegetables/fruits • One serving of grain or bread • One serving of meat

  35. Planning the ProgramMeal Service Page 38 Meal Pattern Requirements • Snack Two food items, each from a different food component. Remember, juice cannot be served when milk is served as the only other component.

  36. Planning the ProgramMeal Service Page 39 Meal Pattern Exceptions • School sponsors may use NSLP meal pattern Page 40 Leftover Meals or Components • Monitor site reports of attendance, waste, and cost • Total number of second meals cannot exceed 2% of first meals served for all sites in claiming period.

  37. Planning the ProgramMeal Service Page 42 Meal Requirements • Same meal pattern to all children • Meals eaten on site • All children eat one meal before a child is served a second complete meal • Adhere to local health regulations • Make arrangements for inclement weather • Serve meals during the agreed meal service times

  38. Planning the ProgramMeal Service Page 44 Time Restrictions • 3 hours between the beginning of one meal service and the beginning of another • 4 hours between lunch and supper • Supper before 7:00 p.m. end by 8:00 p.m. • Lunch and Supper < 2 hour serving time • Breakfast and Snacks < 1 hour

  39. Planning the Program Page 45 • Food Safety Rules Page 46 • Staffing Responsibilities

  40. Planning the ProgramStaffing Page46 • USDA Recommends One Monitor for Every 15-20 Sites • Factors which Affect Staffing • Rural vs. urban location • Opening and closing dates • Part-time, volunteer staffing • Size of program

  41. Planning the ProgramApplication Page 49 Federal Regulations/Application Requirements • How applications are approved • What to check for on the agreement before signing • What happens if an application is denied • What a Sponsor may appeal

  42. Page 61 Training Monitoring Civil Rights Program Payments Recordkeeping Administrative Reviews Post Program Evaluation Regulations Federal State Local Administering the Program

  43. Administering the ProgramTraining Page 61 • Training One of sponsor’s major requirements Page 64 • No food service site may operate until personnel at the site have attended sponsor training • At a minimum, sponsors should cover all the topics listed in Attachment 15 (page 150)

  44. Administering the Program Page 66 • Accurate Point-of-Service Counts Critical! • Suggested to notify local health inspectors of training

  45. Administering the ProgramMonitoring Page 68 • Pre-Operational Visit for new and problem prone sites • Site Visit • At least once during first week • Ensures food service is operating smoothly • Do not have to stay for entire meal period

  46. Administering the ProgramMonitoring • All site reviews and visits must be documented. • Site/Monitor Review • Determines if site is meeting program requirements • Review entire meal period

  47. Administering the ProgramMonitoring Page 69 Monitor Reports Monitor needs retraining if: • Not all questions on the report answered • Monitor rarely note problems, no comments • No follow-up on suspicious patterns • Corrective action not followed up on • Fails to make adjustments in meal orders when attendance exceeds meals and vise versa • Monitor arrives at site late, does not stay for meal service

  48. Administering the ProgramMonitoring Site Re-Training • Discussion of issue and planned action • Continuous targeting of problem sites • Graduated response • Focus of Site Training • Instruction on use of forms • Seriousness of issue • Penalties

  49. Administering the ProgramCivil Rights Page 70 • What are the Civil Rights requirements? • What racial and ethnic data must I collect?

  50. Administering the ProgramCivil Rights Requirements • Inform potential participants, particularly minorities of the availability of SFSP • Display nondiscrimination poster • Offer reasonable effort for translation • Inform public of program upon request • Non-discrimination statement and instructions for filing complaint • Meals served to all attending children regardless of race, color, national origin, gender, age, and disability • All children have equal access to services and facilities

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