Child Nutrition Program Regulations “The Basics” 2011 – 2012

1. Child Nutrition Program Regulations“The Basics”2011 – 2012

2. Understanding the regulations and requirements for USDA’s Child Nutrition Programs Welcome to “Boot Camp”

3. Orientation • Contract for School Nutrition Programs • Menu Planning • Commodities • Mandatory Health Inspection • Mandatory Wellness Policy • On-Site Evaluations

4. Programs • National School Lunch Program (NSLP) • School Breakfast Program (SBP) • Food Distribution Program (Commodities) • Federal Special Milk Program (SMP) • Wisconsin School Day Milk Program (WSDMP) • After School Snacks (ASCSP) • Summer Food Service Program (SFSP)

5. Permanent AgreementSigning on the dotted line… • Department of Public Instruction (DPI) agrees: • School Food Authority (SFA) agrees: • DPI and the SFA mutually agree:

7. DPI agrees to: • Reimburse SFA • Allocate commodities • Inform SFA of regulation changes

8. SFA agrees to: • Maintain non-profit food service and limit cash resources • Serve meals each full day of school • Prohibit the sale of foods of minimal nutritional value

9. SFA agrees to: • Price meals as a unit • Serve meals meeting the requirements and maintain the required records • Develop and follow the policy statement for free and reduced price meals. • Implement a meal accountability system that protects student confidentiality

10. SFA agrees to • Complete an edit check and compile claims • Conduct on-site inspections yearly by February 1 - multi site schools only • Comply with all state/local sanitation and health standards

11. SFA agrees to: • Appropriately utilize accepted commodities • Maintain a financial management system – submit annual financial report • Retain records for 3 school years plus the current year or until audit resolution

12. SFA agrees to: • Comply with direct certification requirements • Establish a local school wellness policy

13. Policy StatementFor Free & Reduced Priced Meals or Milk Accepting Responsibility…

14. SFA agrees to: • Provide free or reduced priced meals to all eligible children • Not discriminate based on race, sex, color, age, national origin or disability • Designate officials

15. SFA annually agrees to: • Complete direct certification a minimum of 3 times per school year • Distribute applications • Submit a public release • Notify parents of eligibility determination • Conduct verification

16. Code of Conduct Civil Rights & Procurement

17. Civil Rights • Civil Rights Compliance Self-Evaluation Form • Public notification • “And Justice For All …” poster displayed at all sites • Special Needs/ Special Diets • Annual training

18. Must be completed by/on October 31st each year Document is kept on file at SFA – Do not send to DPI Downloaded from DPI website at: http://fns.dpi.wi.gov/fns_fincou1 On Documents and Forms page under “Other Forms and Documents

19. All schools must display the most current “And Justice for All” poster: - in the food service area - in each school - in a location that is easily visible to students and the public.

20. Civil Rights Training • Required annually for “front line” school staff and supervisors • Training will be verified during CRE reviews • Questions should be directed to DPI’s nutrition team • Sample PowerPoint on DPI website at: http://fns.dpi.wi.gov/fns_training#SNT

21. “Public Release” • SFA is required to submit to local news media - required to submit but not to pay for publication • SFA is required to submit to community and grassroots organizations who work with low-income households • Maintain copies of what was sent out, where it was sent and when

22. Special Dietary Needs • Meal accommodations are required for children with disabilities at no additional charge when documented by a licensed physician Substitutions may be made but are not required for children who are medically certified as having a special medical or dietary need (must still have a note on file from a recognized medical authority)

23. Procurement

24. Procurement (Purchasing) • Open and free competition • Buy American products • Under $100,000 requires documented price quotes • Over $100,000 requires either an Invitation for Bid (IFB) or Request for Proposal (RFP)

25. Joint Agreement • Agreement between two SFAs solely to provide meals • Prototype located on DPI website • Must submit copy of signed Joint Agreement each year to DPI • Must use DPI prototype agreement not later than the 2012 -2013 school year

26. Vendor Agreement • SFA contracts with an outside company solely to provide meals • Vendor cannot manage any aspect of the food service operation such as point of service meal counts, reimbursement claims or free/reduced meal certification

27. Vendor Agreement • Prototype Agreement on the DPI website • Must use prototype not later than the 2012 -2013 school year • Submit signed copy of Vendor Agreement and Wisconsin Restaurant License to DPI annually

28. Food Service Management Company Contract • FSMC if they manage any aspectof the food service operation such as point of service meal counts, reimbursement claims or free/reduced meal certification • Contract must be formally bid • DPI must review formal bid packet in advance of contract execution • FSMC must comply with all USDA procurement regulations

29. The “Mess” Hall Menu Planning Systems for Healthy School Meals

30. Menu Planning Options • Food Based Menu Planning • Traditional • Enhanced • Nutrient Standard Menu Planning (NuMenus) • Assisted Nutrient Standard Menu Planning (Assisted NuMenus) • Alternate Menu Planning Approach

31. Food Based Systems Food Component ▼ Food Item ▼ Serving

32. Lunch

33. WHAT MUST BE OFFERED FOR A REIMBURSABLE BREAKFAST?

34. Servings Breakfast and Lunch • Minimum quantities for specific age/grade groups • Servings are determined by the school’s selected meal pattern

35. Nutrition Requirements for Fluid Milk • New requirement begins at start of school year 2011 - 2012 • Applies to schools in NSLP and SBP • Also applies to schools in SMP • School must offer at least 2 choices of milk • Milk must be low-fat (1%) or fat-free

36. Offer Versus Serve(OVS) • Offer Versus Serve (OVS) allows students to decline a certain number of food items in school meals. • The goals of OVS are to minimize plate waste and to encourage schools to offer more food choices to students. • OVS is mandatory for grades 9-12 at lunch • Optional for all other grade levels at lunch • Optional at breakfast for all grade levels.

37. OVS - The “Regs”Lunch and Breakfast • All food items must be offered to all students • Serving sizes must equal the minimum required quantities • Meal must be priced and sold as a unit • Students have the option to refuse any items. School cannot require student/s to take any particular item/s

38. Water Availability • New requirement begins at start of school year 2011 - 2012 • Applies to schools in NSLP during meal service • Water must be easily accessible to students without restrictions and at no charge • Must be available in or adjacent to the meal service areas

39. Production Records • Required for program compliance • DPI Coordinated Review Effort (CRE) • School Meals Initiative (SMI) • Management tool • Document daily production • Forecast production • Staff communication • Evaluation tool • Participation trends • Financial management

40. The “Commissary” The Federal Food Distribution Program

41. USDA Commodities • Purchased by USDA to support American agriculture • Based on agricultural surplus • Offered to recipients of government supported programs • 20% of a school’s foodservice budget

42. What kinds of commodity products are offered? • meats • fruits • vegetables • dairy • grains • nuts & oils

43. Entitlement • Yearly entitlement is determined by the yearly federal assistance rate per meal times the agency’s prior year’s total reimbursable meals served. • For new agencies to the USDA commodity program, the yearly entitlement for the first year only, will be determined by the federal assistance rate per meal times the agency’s estimated number of reimbursable meals.

44. What is the entitlement dollar value of a commodity product? • The entitlement dollar value of the commodity is the actual cost of the product as purchased by USDA from the market. • Agencies do not directly pay the entitlement dollar value. • This dollar value is subtracted from the agency’s yearly entitlement dollar balance.

45. Are commodities free? • Commodities are not free. The entitlement value of each product as purchased by USDA, pays for the cost to purchase the product and ship the product into the state of Wisconsin. • However, once the product has been received into the State of Wisconsin, there are costs associated with commodities.

46. Administrative Fee This is the amount charged to cover the costs associated with administration of the commodity program.

47. Storage and Delivery Fees • Storage Fee: Once product is received into the state of Wisconsin, there are additional storage costs that occur prior to delivery of the product to each agency. • Delivery Fee: The delivery fee is the amount charged to cover the costs associated with the once per month delivery of commodities to each agency.

48. Processing Fee Processing Fee: The processing fee covers the cost of “value added” products. USDA commodities in bulk form are sent to processors to make into convenient, food safe products.

49. Orders & Delivery Internet based ordering system • State agency • Direct diversion Delivery options • State contracted delivery • Commercial distribution

50. Annual Order Timelines • Depending on when a new agency becomes eligible to participate in commodities determines how many commodities the agency will receive for the first year of participation. • If a participating agency becomes eligible after the annual order period, limited commodities will be received for year one.