2019-2020 NUTRITION SERVICES BRANCH OPERATIONS … · Office for approval and payment. Complete and...

September 2020

2020-2021 NUTRITION SERVICES BRANCH OPERATIONS MANUAL FOR SCHOOL-BASED PERSONNEL

TABLE OF CONTENTS

Chapter 1 – General Information Page

General Information ................................................................................................ 1 Cafeteria Posting and Filing Guide ........................................................................ 4 2020-2021 Calendar for Traditional School Year .................................................... 8

Chapter 2 – National School Breakfast and Lunch Program

Meal Requirements ................................................................................................ 1 Menu Examples Using Offer vs. Serve (OVS) ........................................................ 5

Chapter 3 – Payroll/Personnel Information

Payroll Procedures ................................................................................................. 1 Weekly Record of Time Worked (Employees & High School Student Assistants) .. 6 Authorization for Overtime Form (RD426) .............................................................. 9 Certificate of Absence & Personal Necessity Leave Forms (BD-103, FS-110) ....... 10 Employee Breaks .................................................................................................... 11 Classified Employee Performance Review ............................................................ 13 Coaching in the Workplace ……………………………………………………………... 15 Performance Review for the Probationary Employee ............................................. 17 Progressive Discipline ............................................................................................. 18 Verbal Conference or Incident Log (FS-177) .......................................................... 20 General Guidelines for Written Disciplinary Warning to a Classified or Exempt Employee (FRISK Reference Guide) …………………. ...................................... 21 Career Advancement Possibilities .......................................................................... 22

Chapter 4 – Food Service Policies and Procedures

Maintenance Repair Call Policy .............................................................................. 1a Standard Operating Procedures (SOPs) for Site Emergencies & Non-Emergencies 2a Approved Pest Control Policy ................................................................................. 3 Uniform and Apron Issue Policy & Face Covering/Mask Policy .............................. 4a Non-Student Tray Policy ........................................................................................ 5 Field Trip Lunch Instructions ................................................................................... 6 Request for CIBO Order Change, Field Trip or Pizza Party .................................... 12 Request for Office Supplies…………………………………………………………... .. 13 Request for Computer, Telephone or Printer Support……………………………….. 14 AESOP Quick Reference Guide ............................................................................. 15a Leftover Food Policy ............................................................................................... 16

September 2020

Instructions for Use and Cleaning of Garbage Disposal ........................................ 17 School Site Laundry Procedure .............................................................................. 18a Food Thermometer Calibration, Cleaning and Sanitizing Procedures .................... 19 Guidelines for the Use of Gloves in School Cafeterias ........................................... 20 Thermometers for Refrigerator and Freezer Units and Warmers............................ 21a Industrial Accidents and Illnesses .......................................................................... 22

Chapter 5 – Cafeteria Accounting Reports and Procedures Cash Handling Procedures ..................................................................................... 1 Location Reconciliation Report-Multi Lane .............................................................. 3 Combo, Middle and Secondary Multi-Lane POS – Daily Inventory Control ............ 5 Daily Cart Sales Report (FS-178) ........................................................................... 6 Carryover Change Fund .......................................................................................... 7 Counterfeit Currency ……………………………………………………………… ........ 9 Cash Control/Over Rings (FS-225) ......................................................................... 11 Student Cashier Training and Guidelines ............................................................... 12 Elementary School Instructions for Cafeteria Student Workers…………………….. 13 Middle School Instructions for Cafeteria Student Workers………………………….. 15 High School Instructions for Cafeteria Student Workers…………………………….. 17 Returned Checks .................................................................................................... 19 Online Prepayment of Meals via mySchoolBucks ................................................... 20

Meal Charging Policies and Procedures …………………... .................................... 21 Food and Supply Inventory…. ................................................................................. 22

Chapter 6 – Daily Paperwork Breakfast and Lunch Production Records ............................................................... 1 Paperwork Procedures ............................................................................................ 5 After School Snacks/Meals Procedures .................................................................. 6

Saturday Intervention School Meal Service (Procedure for Nutrition Services Supervisor) 12 Saturday Intervention School Meal Service (Procedure for Coordinator/Teacher) 14 Retention of Records………………………………………………………………. ....... 16 Issuing Receipts for Pre-Paid Accounts at Multi-Lane Sites ................................... 17

Refrigeration Temperature Monitoring Record and Ice Cube Procedure ................ 18 Money Bag Preparation and Pick-Up (FS-61) ......................................................... 20 Weekly Staffing Schedule (FS-57) .......................................................................... 21 Notice of Services Completed (FS-83B) ................................................................. 22

Chapter 7 – Meal Application Processing and How to Apply for Free and Reduced Meals Meal Application Processing ................................................................................... 1 How to Apply for Free and Reduced-Price Meals…………………………………. ... 5

September 2020

Chapter 8 – Meal Counting/Collection Procedures Meal Counting and Collection, Procedures, Pricing Schools .................................. 1 Meal Counting and Collection Procedure, Community Elig. Provision .................... 3 Meal Counting/Collection Procedure – Roster System (All Levels) ....................... 5

Meal Counting and Collection Procedures, Head Start ........................................... 6a Prepaid Meal Policy ................................................................................................ 7

Visiting Students .................................................................................................... 8

Chapter 9 – Civil Rights Compliance/Overt Identification Civil Rights Compliance in the Child Nutrition Program ................................................ 1 Civil Rights Complaint Procedures for Child Nutrition Programs LBUSD, NSB ............ 4

Chapter 1, Page 1 June 2020

General Information

Duties and Qualifications

Refer to Personnel Commission Web page at: http://www.lbschools.net/Departments/Personnel_Commission/class_specifications.cfm#11 for the most current job duties and qualifications. Employee Health Responsibilities (California Retail Food Code) The Nutrition Services supervisor is the designated person in charge (PIC), as defined in the California Retail Food Code (Cal Code) Section 113856. The PIC shall do either of the following in accordance to Cal Code Section 113950: Cal Code is available at http://www.publichealth.lacounty.gov/eh/docs/specialized/cacode.pdf

(1) Exclude a food employee from a food facility if the food employee is diagnosed with an infectious agent specified under subdivision (b) of Section 113949.1 as follows: Salmonella typhi Salmonella spp Shigella spp Entamoeba histolytica Enterohemorrhagic or shiga toxin producing Escherichia coli Hepatitis A virus Norovirus Covid-19 Virus Other communicable diseases that are transmissible through food

(2) Restrict a food employee from working with exposed food; clean equipment,

utensils, and linens; and unwrapped single-service and single-use articles in a food facility if the food employee is suffering from symptoms of an acute gastrointestinal illness.

The Nutrition Services Supervisor is the designated person in charge (PIC) of the school cafeteria who is responsible for employee health issues and must exclude or restrict sick employees. The PIC should be present during all hours of operation. If the PIC has to leave the facility, he/she should designate another person to be the PIC. This would be the substitute supervisor. This new person should be aware of all the PIC responsibilities. When the PIC becomes aware that an employee has been diagnosed with a reportable disease or has knowledge that two or more Nutrition Services employees are experiencing symptoms of an acute gastrointestinal illness, he/she must contact a Nutrition Services Manager, Assistant Director, Child Nutrition Specialist or Director immediately. Our Branch management/administrative staff has the responsibility of contacting the Long Beach Health Officer/Epidemiologist. Health inspections will include questions on the PIC.


Operations Meetings Operations’ meetings and Opening meetings will be scheduled as needed. Attendance is mandatory unless a supervisor or supervising senior is excused by his/her manager. Supervisors are paid for the time in the meeting plus travel time to the meeting. Employees working overtime will need an overtime card, and must be completed and submitted to the Nutrition Services Office for approval on the day of the meeting. Communications within Nutrition Services Branch Information regarding operating procedures, menus, alerts, etc. is communicated through email (school site) and phone calls. Supervisors are to check school site email and voice mail at least twice during the work hours to ensure prompt receipt of the information and action taken accordingly. Supervisors must also check their personal District email account daily. Unscheduled Presence in Building Supervisors and cafeteria staff are not permitted to be in the cafeteria outside of their assigned work hours and days (in the evening, on Saturday, Sunday, holidays or vacation days) without the approval of their manager. Keys The Nutrition Services Office keeps a complete file for each cafeteria. In order to keep this file up-to-date, the cafeteria supervisor is to keep the Nutrition Services Office informed of any change of keys at his/her cafeteria.

A. Overnight Location - Under no circumstances may a supervisor make arrangement for leaving any key any place in a cafeteria overnight. Supervisors are authorized to take keys home but must arrange to get keys to the school office when he/she has an unexpected absence. Keys must remain in the possession of a responsible individual (supervisor, custodian, manager, or cafeteria staff).

B. Storeroom Keys – No school personnel other than the cafeteria supervisor

should have storeroom key with the exception of the principal who may have one key for emergency use only.

C. Refrigeration & Shed Keys – Leave on hook in storeroom or office.

D. Money Bag Keys- Leave in desk drawer in cafeteria office.


Participation in Fire Drills by Cafeteria Personnel The Long Beach Fire Department requests maximum participation in fire drills by school personnel, students, and visitors.

Chapter 1, Page 4 August 2020

Cafeteria Posting and Filing Guide Certain items must be posted or located in specific areas of the cafeteria kitchens to assist the worker in their daily routine, conform to a law, or to assist substitute supervisors. A. Posting Guide

Areas that are visible to the customer “And Justice For All” poster (including windows, carts, and classrooms) Health Department Inspection Report Menu Wellness Policy Social Distancing Posters

Door File Emergency Plan of Action for Cafeterias Emergency Procedures (earthquake, fire, rolling blackout, etc.) LBUSD Complaint Procedures booklet SDS Binder

Each Terminal Cash Control/Over Rings (FS-225) My Tray/OVS Sign- Post at the beginning of serving line. POS Instruction Manual Carryover Change Breakdown For Example: Total = $15.00: Ones - $ 5.00, Quarters - $10.00

Main Service Line Current POS Roster – Keep in a binder or folder Peanut Allergy Notice – Elem and combo only (when serving peanut

products) Price list/Non-student Tray Policy SNIS Form (FS-239) – Keep at the POS Special Diet Book – Keep at the POS

Restroom – City of Long Beach Handwashing Sign (Required by Law)


Storeroom – Color Coded Storage of Chemicals Sign (Post where chemicals are stored.) Near Desk/Office Area Permit to Operate (Health Department) Phone List (Nutrition Center, Vendors, School Office) Food Safety Manager Certification Meal Service Times (Special Ed, rainy day, minimum day, CDC schedule, etc.) CIBO ordering schedule Delivery Schedule – Nutrition Center, Warehouse, and Vendors Employee Emergency Cards (Don’t Post To Allow For Privacy) Field Trip Requests (BD-919) Field Trip tracking form (FS-269) Money Bag pick–up form (FS-61) Pay Dates Policy for Employee Food and Beverages in Cafeteria and Storeroom

Kitchen Area Approved Worker’s Compensation Medical Facilities Bake and Hold Instructions – For sites with Bake and Hold Cleaning and Sanitizing Guide/Ware Washing Procedure – Post above the sink Color Coded Storage of Chemicals Sign. Post the sign in following areas:

o Above dish sink o At chemical storage area.

Combi Oven Deliming Log (FS-205) – For sites with Combi Ovens. Dress Guidelines Freezer Inventory List (FS-191) Freezer/Refrigerator Temperature Monitoring Forms (FS-84) Hot Water Temperature Log (FS-259) Instructions for Use of Garbage Disposal Job Announcements Job Schedule and Duties/Including Cleaning Laundry Two Week Tally Sheet (FS-209) Leftover Food Policy Menu Production Records- Listing amounts to be prepared Recipe Book – Readily available Refrigeration/freezer and shed keys on hook (on bulletin board or on the wall

next to the storeroom door.) Serving Guides Social Distancing Posters Standard Operating Procedures (SOP) (FS-28) Special Diet Serving Guides – Post to allow for privacy


B. Filing Guide

Safe All monies – daily sales and carryover Carryover Change Breakdown:

o For example: Total = $15.00: Ones - $ 5.00, Quarters - $10.00

Supervisors Desk or In Desk Drawers Blank Production Records Clipboard with items as listed on clipboard Completed Weekly CIBO Orders and Packing Slips Completed Production Records (past services and planned two weeks ahead) Money Bag Keys Payroll sign-in and-out book Daily Sales Record Book (black book) Safety/HACCP Education book

?>”<Work Table Drawer or Above Sink on A Shelf Food thermometers – calibrated Rubbing alcohol wipes Sanitizing test kit – pH chlorine dispenser strips

Filing System/File Box or File Cabinet (Completed Forms) Attendance Log (FS-182) Cafeteria Student Assistant Applications (High Schools only) Equipment Inventory Evaluation Documentation Forms and Sub Evaluations (FS-107 & FS-177) Field Trip Request (BD-919) Freezer Inventory list for current school year (FS-191) Freezer/Refrigerator Temperature Monitoring Forms for current year (FS-84) Health Department/Site Report copies Hot Water Temperature Log (FS-259) Industrial Accident Reporting Packages Invoice copies Job description copies Laundry Form (FS-209) Miscellaneous supplies/carbon paper, etc. Money bag pickup forms (FS-61) & signed forms for current year Payroll instructions and related forms (absence forms – BD-103, FS-110) Production Record copies for current month Retention of Records Form (See Chapter 6, Page 15) – Post on File Box Student Worker Instructions (FS-8, FS-4, FS-5) Weekly SOP form (FS-28) Work Order forms


Storage Box (White Cardboard Box) – Copies of current year’s production records and any other records that you are not able to hold in file box/file cabinet.

Daily Sales Record Book (Binder) – Daily Sales Record (FS-189).

02/13/2019 08:54 AM Cal_Calendars.rdf

Jul 1 - Jul 18

Jul 19 - Aug 15

Aug 16 - Sep 12

Sep 13 - Oct 10

Oct 11 - Nov 7

Nov 8 - Dec 5

Dec 6 - Jan 2

Jan 3 - Jan 30

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M T W T F M T W T FM T W T F

Jul 3Sep 7Nov 11Nov 26-27Dec 24-25Jan 1Jan 18Feb 8Feb 15Apr 2May 31

HOLIDAYSIndependence Day 2020Labor DayVeteran's DayThanksgivingChristmasNew Year's Day HolidayM. L. King, Jr. DayLincoln DayWashington DayAdmission DayMemorial Day

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Aug 31Sep 1Sep 22Sep 30Oct 6Nov 2-9Nov 3Nov 23-27Dec 21-Jan 1Jan 28Jan 29Mar 2-3Apr 5-9Apr 13May 18May 19May 20Jun 16Jun 17

SPECIAL DATESFirst Day For TeachersFall Semester BeginsElem. School Back To School NightMiddle School Back To School NightHigh School Back To School NightElem. Conference DaysFirst Quarter EndsThanksgiving RecessWinter RecessFall Semester EndsSpring Semester BeginsElem. Conference DaysSpring RecessThird Quarter EndsElem. School Open HouseMiddle School Open HouseHigh School Open HouseSpring Semester EndsLast Day For Teachers

+x#1

SYMBOLSLegal holidaysHolidays declared by the BoardNon-duty day for 12-month employeesTeachers on duty; students not in schoolFirst Day of school for studentsTeachers and students not in school

First Week Second Week Third Week Fourth Week

To support the personal and intellectual success of every student, every day

EMPLOYEE RELATIONS SERVICES2020-21 Calendar for the TRADITIONAL School Year

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Jul 1 to Jun 30Aug 17 to Jun 24

Aug 21 to Jun 24Aug 25 to Jun 21Aug 31 to Jun 10Aug 31 to Jun 17Sep 1 to Jun 16

EMPLOYEE DUTY YEAR (includes holidays, recesses, and vacations)260 [247]-day employees224 [197]-day employees (includes 4 discretionary days)220 [193]-day classified employees215 [188]-day program facilitators204 [177]-day designated CDC teachers209 [182]-day employees (most teachers)207 [180]-day classified employees

Final: April 19, 2018

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Chapter 1, Page 8


Meal Requirements

Meals claimed for reimbursement under the National School Breakfast and Lunch Programs must meet program requirements. Each enrolled child must have access to at least one meal during each school day.

School Breakfast Program (SBP) “Breakfast” is defined as a meal that is served to a child in the morning hours. The meal shall be served at or close to the beginning of the child’s day at school (7 CFR 220.2b). Sponsors of the SBP must make meals available to all enrolled children on a free, reduced, or full priced eligibility status. National School Lunch Program (NSLP) “Lunch” is defined as a meal which meets the nutrient standards and the appropriate nutrient and calorie levels designated in 7 CFR 210.10. In addition, a lunch shall meet the requirements by grade groupings in 7 CFR 210.10 and the school lunch pattern for specified grade groups of children, as designated in 7 CFR 210.10. The lunch period shall occur approximately midday, between 10:00 a.m. and 2:00 p.m., unless otherwise exempted. The NSLP must make meals available to all enrolled children free or at a reduced or full price each school day. To qualify for reimbursement, all lunches served to children age two and older shall, at a minimum, meet the nutrition standards, meal pattern, and requirements provided for in 7 CFR 210.10.

Menu Planning and Offer vs. Serve The Healthy Hunger-Free Kids Act of 2010 aims to improve child nutrition by making changes to the National School Lunch and Breakfast program guidelines starting with the 2012-2013 school year. The new guidelines require all school meals to be planned using the new food based meal pattern set forth by this act. Food Base Menu Planning —See Attachment 1 for daily and weekly requirements of all components.

o Definitions ■ A food component is one of the five food groups that comprise a reimbursable meal. These are grains, meat/meat alternate, vegetables, fruit, and milk. ■ A food item is a specific food offered within the food components.


● Breakfast

o Breakfast will be eligible for reimbursement if, at a minimum, it contains each of the following: ■ Grains

● Daily minimum (all grade levels) ○ 1 ounce equivalent (oz eq.) of grains

● Weekly minimum by age group: ○ K-5 grade: 7 oz eq. grains ○ 6-8 grade: 8 oz eq. grains

○ 9-12 grade: 9 oz eq. grains ● All of grains offered must be whole grain-rich.

■ Fruit: ● Daily and weekly minimum (all grade levels) ○ 1 cup fruit daily; 5 cups fruit weekly

■ Fluid Milk ● Schools may only offer fat-free (unflavored or flavored) or low-fat (unflavored) milk, 8 oz. ● Must offer a variety of milk, at least two options.

■ Meat/Meat Alternates may replace one Grain (if the daily grain requirement is met first) at breakfast or may be added to the menu as an “extra” item.

o Offer versus Serve (OVS) Service and Signage ■ The three required components (Grain, Fruit and Milk) must be offered in the required amounts. ■ At least four (4) food items must be offered at breakfast.

● Most entrees are worth 2 food items. At the Elementary and Combo school level, cereal is one food item and string cheese is one food item. At the Middle and High school level, cereal is served with string cheese, which provides two food items. Parfaits count as 3

food items. ■ At minimum, students must take at least three (3) food items, and students must take a ½ cup of fruit or juice at breakfast. Please refer to Attachment 3a through Attachment 3c for examples of a reimbursable meal. ■ Signage ● OVS sign must be posted at the beginning or near each point of sale.

Lunch o Lunch will be eligible for reimbursement if it contains each of the following:

■ Grains and Meat/Meat Alternate ● Daily and weekly minimum targets for grains

○ K-5: 1 grain daily; 8 grains weekly ○ 6-8th : 1 grain daily; 8 grains weekly ○ 9-12th : 2 grains daily, 10 grains weekly

● All grains offered must be whole grain-rich.


● Daily and weekly minimum targets for meat/meat alternate ○ K-5: 1 meat/meat alternate daily; 8 meats weekly ○ 6-8th : 1 meat/meat alternate daily; 9 meats weekly ○ 9-12th : 2 meat/meat alternate daily; 10 meats weekly

■ Fruit ● Daily and weekly minimum

○ K-8th grade: ½ cup fruit daily; 2 ½ cups fruit weekly ○ 9-12th grade: 1 cup fruit daily; 5 cups fruit weekly

■ Vegetables ● Daily and weekly minimum

○ K-8th grade: ¾ cup veg. daily, 3¾ cup veg. weekly ○ 9-12th grade: 1 cup veg. daily, 5 cups veg. weekly

● Students must be offered all vegetable subgroups on a weekly basis (Red/Orange, Green, Starchy, Legume, Other) in the required amounts.

■ Fluid Milk ● Schools may only offer fat-free (unflavored or flavored) or low-fat (unflavored) milk, 8 oz. ● Must offer a variety of milk, at least two options.

o Offer versus Serve (OVS) Service and Signage ■ All five components (Grain, Meat/Meat Alternate, Vegetables, Fruit and Milk) must be offered in the required amounts. ■ At minimum, students must take at least three of the five components offered, and one of those components must be a ½ cup serving of fruit or vegetable for the meal to be reimbursable. After the ½ cup serving of fruit or vegetable is met, the other two components must be full components, meaning they must meet the daily minimum for the specific grade level. Refer to attachment 3a and 3c for examples of a reimbursable meal.

o All menued items must be offered unless a substitution has been approved.

Attachment 1

Nutrition Standards for NSLB and SBP

Breakfast Meal Pattern Lunch Meal Pattern

Grades K-5 Grades 6-8 Grades 9-12 Grades K-5 Grades 6-8 Grades 9-12

Meal Pattern Amount of Food per Week (Minimum Per Day)

Fruits (cups) 2 ½ ( ½ ) 2 ½ ( ½ ) 2 ½ ( ½ ) 2 ½ ( ½ ) 2 ½ ( ½ ) 5 (1)

Vegetables (cups) 0 0 0 3 ¾ ( ¾ ) 3 ¾ ( ¾ ) 5 (1)

Dark green 0 0 0 ½ ½ ½

Red/Orange 0 0 0 ¾ ¾ 1 ¾

Beans/Peas

(Legumes) 0 0 0 ½ ½ ½

Starchy 0 0 0 ½ ½ ½

Other 0 0 0 ½ ½ ¾

Additional Veg to

Reach Total 0 0 0 1 1 1 ½

Grains (oz eq), min. 7 (1) 8 (1) 9 (1) 8 (1) 8 (1) 10 (2)

Meats/Meat

Alternates, min. 0 0 0 8 (1) 9 (1) 10 (2)

Fluid milk (cups) 5 (1) 5 (1) 5 (1) 5 (1) 5 (1) 5 (1)

Other Specifications: Daily Amount Based on the Average for a 5-Day Week

Min-max calories

(kcal) 350-500 400-550 450-600 550-650 600-700 750-850

Saturated fat

(% of total calories) < 10 < 10 < 10 < 10 < 10 < 10

Sodium (mg) ≤ 430 ≤ 470 ≤ 500 ≤ 640 ≤ 710 ≤ 740

Trans fat Nutrition label or manufacturer specifications must indicate zero grams of trans fat per


Choose two Choose one Choose two Choose one

Breakfast Students must take at least 3 food items (most entrées, except cereal, count as 2 food items), one food item must be a fruit or juice.

OR

Lunch

Students must take at least 3 of 5 components offered (entrées count as 2 or more components), one component must be a fruit or vegetable. Parfaits count as a complete meal by itself.

If an entrée is selected:

OR OR

If an entrée is not selected:

entrée + fruit entrée + juice

entrée + fruit entrée + vegetable

Vegetable + fruit + milk

Reimbursable Meal Requirements Elementary/combo

fruit & yogurt parfait

If these requirements are not met, the meal cannont be claimed.

+ OR

Choose one Choose two

+ OR +

Attachment 3a

3a


Attachment 3a

If these requirements are not met, the meal cannot be claimed.


Choose two Choose one Choose two Choose one

Breakfast Students must take at least 3 food items (most entrées, except cereal, count as 2 food items), one food item must be a fruit or juice. Parfaits (16 oz.) count as a complete meal.

OR OR

Lunch Students must take at least 3 of 5 components offered (entrées count as 2 or more components), one component must be a fruit or vegetable. Entrée salads and Parfaits (16 oz.) are complete meals.


OR OR


OR

entrée + juice entrée + fruit entrée + vegetable

juice + vegetable + milk Vegetable + fruit + milk

any entrée salad

OR


fruit & yogurt parfait entrée + fruit entrée + juice

+

Choose one Choose two

+ OR +

MIDDLE SCHOOL

Attachment 3b

REIMBURSABLE MEAL REQUIREMENTS



Fruit + 2 Vegetables + Milk Fruit + juice + vegetable + milk

any entrée salad

Breakfast Students must take at least 3 food items (an entrée counts as 2 food items), one food item must be a fruit or juice. Parfaits (16 oz.) are a complete meal.

OR OR

Lunch Students must take at least 3 of 5 components offered (entrées count as 2 or more components), one component must be a fruit or vegetable. Entrée salads, Parfaits (16 oz.), and Daily Specials are complete meals.


OR OR


OR OR


entrée + fruit milk, fruit, and juice entrée + juice

entrée + juice entrée + fruit entrée + vegetable

Reimbursable Meal Requirements

Vegetable + 2 Fruits + Milk

High School


OR


OR

Daily Special Meal

Attachment 3c


Chapter 3, Page 1 September 2019

Payroll Procedures All Nutrition Services Branch (NSB) payroll is entered online by payroll staff in the Nutrition Services Office. The supervisor/Senior Nutrition Services Worker (SNSW) is responsible for the proper completion of the payroll records by NSB personnel and cafeteria student assistants: FS-39, Weekly Record of Time Worked (WRTW) for NSB Personnel FS-190, WRTW for High School Cafeteria Student Assistants Certificate of Absence (Pink Slip) FS-110, Personal Necessity Leave (Yellow Slip) BD-732B, Classified/Exempt Hourly Time BD-428, Authorization for Overtime

A. Weekly Record of Time Work (FS-39, FS-190)

All employees and Student Assistants must sign in upon their arrival and sign out when leaving the job. Signing in/out in advance is not acceptable. Refer to attachments 1 – 3 for completed samples.

1. Write in employee’s name, employee number, job class and assigned hours.

2. The two center columns (“Out” and “In”) must be filled in when time is taken “off

the clock” within the work day, such as when an employee works a split shift or takes a lunch break.

3. Appropriate breaks must be scheduled and the lunch break must be indicated on the WRTW as time off the clock.

Hours Worked 15 min. break(s) 30 min. lunch 3.01 to 4 hr. 59 min. 1 ----- 5 to 6 hours 1 1 More than 6 hours 2 1

4. If no time is taken off the clock during the day, then the employee may put

dashes in these columns or leave them blank.

5. Time record is to be completed on a daily basis. Do not use arrows down the page to indicate the same schedule daily.

6. An employee arriving late must record his/her actual time of arrival and complete a Certificate of Absence/pink slip to account for the number of minutes he/she is late to work. Employee’s time accounting is by the number of minutes worked. The WRTW must reflect the time worked by the minutes. The employees who


are late to work may not stay after their assigned time to “make up” time.

7. All time worked and absences are recorded in decimal form by the minute; do not round up or down.

8. If additional hours or overtime is needed to complete the tasks for the day. Supervisor/SNSW must secure prior approval from his/her manager, Assistant Director, or Director. See Attachment 4 for a sample of completed BD-428, Authorization for Overtime

9. Additional hours worked require an explanation; annotate the reason on the WRTW next to the day affected (short staffed/no sub, fire drill, difficult menu, etc.)

10. California Public Employees’ Retirement System (CalPERS) requires a

reason/explanation for all hours worked outside of one’s regular assignment (additional hours, overtime, temp upgrades, etc.); annotate the appropriate comments (name of absent employee or “vacant”) on the WRTW.

11. Each employee must sign in the space provided on the WRTW as a certification of hours worked. Missing signatures will delay payroll reporting and may delay payment to employee.

12. Falsifying arrival/departure times is a serious offense and a cause for disciplinary action up to suspension, demotion or dismissal.

13. Supervisor Responsibility – Review the WRTW daily for accuracy.

a. If an employee misrepresents his/her time worked on the WRTW: Address the incident with employee immediately Do not cross off or white out what the employee listed on the WRTW Indicate actual time the employee worked on the WRTW Initial the comment.

b. If an employee habitually indicates a wrong starting or ending time on

his/her WRTW, the cafeteria supervisor must notify the Nutrition Services Manager.

B. Leaves of Absence:

Employees must secure approval for all leaves of absence in accordance with Classified Employees Contract, which can be found at the district website under Employee Relations Services at: http://www.lbschools.net/Departments/Employee_Relations_Services/csea.cfm.


C. Certificate of Absence Form/Pink & Yellow Slips

Pink/yellow slips for all planned absences must be approved and sent to the payroll desk prior to the absence. Employees must complete and sign their own pink & yellow slip for all absences. Regardless of leave balances, the Certificate of Absence/pink slip must reflect the actual reason the employee was absent. See Attachment 5 for a sample of completed Pink Slip. The following information is required:

Employee’s full name & ID number Date(s) absent; list in the correct boxes Employee’s Signature Supervisor’s Signature

The supervisor/SNSW is to review the completed pink/yellow slips for completion and accuracy and sign the pink indicating approval. Any changes or corrections to these forms must be made and initialed by the employee. Forward both pink & yellow slips to NSB Payroll immediately; do not hold to turn in with WRTW. The payroll clerk will report the absences according to the district’s established procedures.

D. Temporary Upgrades:

Employees are compensated based on information listed on the upgrade section (total hours in upgrade, position upgraded to & subbing for columns) of the WRTW. For all upgrades, supervisor/SNSW is to list:

Total Hours in Upgrade Position upgraded to Subbing for (write in complete name) Supervisor/SNSW must initial in the space “Approved by”

E. Working multiple locations on same day:

Time recorded on the WRTW must reflect the actual time the employee is at the site. When an employee works at multiple locations on the same day:

1. Employee signs in upon arrival, then signs at actual time out upon leaving first

location.

2. Supervisor notes on time sheet the name of the second work location.

3. Employee signs in at next location at actual arrival time.


4. The supervisor at the additional (usually first) location will make sure that all breaks are planned for so that the employee will be able to work his/her regular assignment at the usual location without the need to take an additional break.

5. The payroll staff will add in 15 minutes for travel time and note on the WRTW.

F. Working Outside of the Regular Assignment

Employees are paid 15 minutes for travel time within the District when it is outside of their regular assignment. Examples of working outside of their regular assignment

Attending a mandatory meeting at the Nutrition Center or other designated

location.

Working additional hours (before or after a regular assignment) at a different location from which the employee is assigned.

G. Policies on Work Assignments Due to Restriction in Tasks

Anticipated business at a school may be very low due to final exam week, field trips, or a special event. In these cases, an employee may be asked to substitute at another school site. The employee may choose to take the day off as vacation or without pay. A Certificate of Absence/pink slip form must be completed by the employee and sent to the Nutrition Services Office before the affected day to relinquish the employee from the right to work.

H. Kitchen Use by Outside Groups

Anytime an outside group (PTA carnival, etc.) uses a kitchen, a cafeteria employee is required to be present.

1. Time worked within the employee’s regularly assigned hours does not require

any special paperwork. This time will be recorded with the regular daily hours on the WRTW.

2. If the time worked on these occasions, when added to the regular time worked,

exceeds eight (8) hours of work for that day, the employee will be paid at the overtime rate of time and one-half for the time in excess of 8 hours.

3. Record hours worked on WRTW, complete the yellow BD-732B,

Classified/Exempt Hourly Time and send to NS Payroll for processing.


I. Submission of Payroll Records

All payroll reporting deadlines are established annually by the District and may change annually. Refer to the current Payroll Due Dates List for due dates. For example, for the 2019-20 school year, the 17th is the reporting deadline of the month.

1. Every Week (except when the 17th falls in the middle of the week):

On the last business day of each week; make a photocopy of the

completed WRTW for your records.

Send the original and any pink/yellow slips for unplanned absences (called in sick, PN, etc.) to NSB payroll.

2. The Week that Includes Payroll Reporting Deadline of the Month:

At the end of the day on the 17th*, fax the completed WRTW to the

Nutrition Services Office at (562) 988-0263; send in the original the following day. If you are unable to fax the WRTW on the 17th, call the payroll desk.

Start a new WRTW on the 18th through the last business day of the same

week. You will have two separate WRTW every time the 17th does not fall on Friday, Saturday or Sunday.

WRTW not received by the established deadlines will be processed the

following reporting period and will delay payment to the employee. J. Monthly Paycheck

The monthly paycheck will reflect the employee’s monthly salaried earnings for the entire month plus all hourly, overtime and temporary upgrade earnings through the reporting deadline of the same month. A detailed listing of pay dates and further information can be found on the district payroll website at http://www.lbschools.net/Departments/Business_Services/payroll.cfm. Permanent and probationary employees will be paid for holidays, based on assigned times, if they work, and/or are paid, for the day before or day after the holiday. Substitute worker are not entitled to holiday pay.

K. Calendars

Current and future school calendars can be found on the district website under Employee Relations Services. Current payroll/holiday calendars/schedules can be found at the district website under Payroll.

Employee Breaks Lunch Less than 5 Hour Employee: Employees working less than 5 hours may be scheduled by the supervisor to take a duty-free, off-the-clock lunch break. This must have manager’s approval. 5 Hour or More Employee: Employees working 5 hours or more must have a scheduled 30-minute duty-free, off-the-clock lunch break scheduled in their work day.

Rest Periods 3 Hour or Less Employee: Employees working 3 hours or less do not earn a 15-minute rest break. More than 3 Hour to 6 Hour Employee: Employees working more than 3 hours up to 6 hours earn a 15-minute rest period on the clock. This does not apply to employees working split shift assignments. Example: 1 hour in the morning and 2.5 hours in the afternoon. More than 6 Hour Employee: An employee working more than 6 hours is entitled to two rest periods of 15 minutes on-the-clock in addition to one 30-minute lunch break period off-the-clock. Chapter 3, Page 11 June 2020

LUNCH BREAK

LESS THAN 5 HOURS

5 HOURS OR MORE

No Lunch Break Supervisor must

schedule 30-minute duty free, off the clock lunch break

REST PERIOD

3 HOURS OR

LESS

MORE THAN 3 HOURS, UP TO

6 HOURS

MORE THAN 6 HOURS

No Break

One (1) 15-

minute break

Two (2) 15-minute breaks

Required lunch breaks or rest periods cannot be taken at the end of a work shift. Any additional breaks leading to a split shift* must have the managers approval and the employee must sign a memorandum stating that he/she accepts and understands the assignment. * Time off the clock


Chapter 3, Page 13 July 2020

Classified Employee Performance Review Performance reviews are a formal tool used to evaluate your workers ability to complete their job duties. It is also a time for your employees to evaluate their strengths and weaknesses to progress in their positions. Performance reviews are completed by the supervisor immediately responsible for the employees work. This is someone who oversees, reviews, or checks the daily work of the employee. As a supervisor, it is important for you to review your employee’s performance because their work directly affects your cafeteria operation. Although performance reviews are only required once a year for permanent employees, it is important to remember that coaching should be happening all year long. Meet with the employee when it is first observed that they need improvement in any area. A performance review should not be the first knowledge that an employee has of poor performance. Process of Completing a Performance Review:

1. When an employee is due for a performance review, you will be notified and sent a Classified Employee Performance Review (CEPR) through email.

2. Check () the appropriate box in each category to indicate the employee’s work

performance (Satisfactory, Needs to Improve, or Unsatisfactory).

a. Satisfactory: work performance clearly and consistently meets or exceeds the standards of performance expected of his/her position.

b. Needs to Improve: work performance is below the standard required and

expected for the position. The employee appears to have the potential for improvement and a reasonable amount of effort may bring his/her performance up to a satisfactory standard. To justify this rating, you must have documented the areas of repeated deficiencies and guidance/coaching provided to the employee. An improvement plan is required.

c. Unsatisfactory: work performance is not of quality acceptable for

continued employment. Continued unsatisfactory work should lead to disciplinary action. An employee cannot be rated as unsatisfactory unless he/she has received a written reprimand during the rating period. An improvement plan is required

3. Complete the comments section of the CEPR. This is the place to discuss

strengths and areas to improve in. This section is not required if the employee is ranked as Satisfactory in all areas, however it is strongly encouraged. If the


employee is ranked as Needs to Improve or Unsatisfactory in any of the areas on the CEPR, comments are required.

4. Once you complete the CEPR, send it to your manager for review and signature. Do not present the Performance Review until you obtain the approval and signature from your manager.

5. Once your manager has approved and returned the CEPR to you, schedule a time to meet with the employee. Explain the basis for the review and discuss any comments.

6. Obtain the signature of the employee after going over the review. Employees and supervisors are encouraged to arrive at a mutual understanding of the review. If the employee does not feel the review is accurate, advise the employee that he/she may discuss it with the Nutrition Services Manager within 15 days of receipt of the rating. The manager will then have 10 days to determine if the rating content is accurate or inaccurate after the conference.

7. Make a copy of the signed review and give it to the employee. Send the original copy back to your manager.

Things to Remember:

Watch for due dates, evaluations must be done on time. Once a CEPR is received, make sure to mark the date that it is due on your calendar. If any area on the CEPR is Needs to Improve or Unsatisfactory, the CEPR must be completed on time.

It is your responsibility to complete the CEPR as the immediate supervisor to

cafeteria personnel. However, you may solicit feedback from your Intermediate or Senior Nutrition Services Worker if applicable.

For item 7 on the CEPR, “Supervisory Ability”, you will not rate your employees in this area, as they are not working in a supervisory capacity.

Add your comments in “comments/commendations” section. Use an additional page for comments that do not fit in the comment box.

Date CEPR before sending it to your manager for review; your date should be before your manager’s.


Coaching in the Workplace

As a supervisor or supervising senior, it is your responsibility and privilege to coach and motivate your employees to perform at their best. By creating a coaching environment, you allow employees to feel comfortable asking you questions which can lead to increased performance and efficiency. To be an effective coach/mentor, you must: Be willing to learn new skills to transfer to your employees Translate the skills by demonstration Set a good example for your employees by practicing what you preach Use positive words of encouragement

Although each situation will be different, here are some common coaching tips to keep in mind:

1. Give employees frequent feedback. Plan to set aside some time each day or week to provide feedback on your staff’s performance. Feedback can range from acknowledging what was done well to discussing areas that need improvement. “Your burger set ups looked great today” or “I noticed that our garlic cheesy bread looked soggy towards the end of lunch, why do you think this happened?”

2. Coach in the moment. If an employee comes to you with a question or you see something being done that requires correcting, use this as a chance to teach them something new. If you aren’t able to stop what you’re doing right away, schedule a time to meet with them to go over it. You see a new employee making parfaits with the wrong size scoop, remind them of the importance of using the recipe book, then demonstrate how to properly assemble a parfait.

3. Challenge growth. When your staff is bored, or not meeting the productivity that you set for them, they are not attached to their work. Challenge them with new tasks, and keep things interesting for them. Cross train your staff so that they are always learning something new. If you have a worker interested in promoting, have them observe you placing orders.

4. Listen to their ideas. Give your employees the opportunity to express their creativity in your cafeteria. Ask them for ideas on how to increase participation. When your staff feels included and heard, they are more likely to help you work towards the same goal.

5. Build your staff up. Recognize when your staff has done something great. If someone goes above and beyond, let them know that you noticed. Write a simple note of appreciation after being short staffed.

6. Avoid doing the work for struggling staff. It can be very tempting to take over a task that isn’t being done efficiently or correctly. Rather than taking that task away from them, guide them in the right direction. You have a worker that portions 2 trays of salad in 10 min, you would like them to do 4 trays in 10 min, observe the reason for low productivity and demo how you can do 4 trays. Give the employee a goal and set a timeline for the employee to achieve the goal.


7. Work through mistakes. When mistakes are made, don’t intimidate the employee and cause them to shut down. Instead, ask the employee why the mistake was made and how they can prevent it from happening in the future. An employee is making the spaghetti recipe for the first time and realizes that they are short 30 servings. Ask yourself and the employee where the error occurred, and how to prevent it from happening again.

8. Follow an action plan. If there are areas that continuously need improvement, schedule time to meet with the employee. Discuss barriers that prevent them from completing the task correctly. Have them come up with a plan or timeline that will help to correct their performance. Check in regularly to discuss progress. You have an employee that struggles with getting food out on time. You meet with them to discuss your expectations and check to see if anything is needed from your end to help them succeed. You explain that in 1 week, you would like them to have all food out ready in time without your help.

9. Ask them what they need. Take the time to ask your team if anything is needed from you as a supervisor. Do they need more scoops to allow for multiple items to be made at the same time, or an extra table to prepare suppers on?

10. Be consistent and persistent. Being a supervisor is not a small task; it is challenging to maintain your own workload while also following up with your employee’s progress. If you can be consistent and persistent with your actions as listed above, you will build a cohesive and productive team. If not, you may lose your credibility and diminish the efficiency and effectiveness of the workplace.


Performance Review for the Probationary Employee

All classified employees that are serving a probationary period must receive a total of three performance reviews during this time. Reviews are made at the end of the second, fourth, and sixth month of employment. Probationary performance reviews will be completed following the same 7 steps as listed in chapter 3, Performance Reviews. Coaching

Although probationary reviews are scheduled for every two months, coaching on a daily basis is expected.

Any coaching during an employee’s probationary period must be completed by

you, their immediate supervisor. Training of a probationary Nutrition Services Worker (NSW) should not be delegated to another NSW. This assures that the employee is getting the proper training and coaching needed.

The Intermediate and Senior Nutrition Services Worker may assist in training of the new employee, however, the supervisor must be the primary trainer. This allows the supervisor to observe the performance of a probationary employee directly and provide firsthand feedback.

If an employee is not performing to a satisfactory level, conversations must be

had with the employee prior to the review. If improvements are not made by the time the probationary review is due, documentation showing proper coaching and counseling done with the employee must be available. Any ranking below satisfactory should be made by the second probationary review.

Improvement Plan

If a ranking of “Needs Improvement” or “Unsatisfactory” is given, an Improvement Plan and Strategy for Assistance form must be completed.

This Improvement Plan and Strategy for Assistance form is attached to the performance review and must include specific incidents (dates and narratives) that require attention and improvement.

Discuss improvement plan with the reviewer (manager) for feedback and guidance. Do not present to employee until you have obtained approval from your manager.


Progressive Discipline

Progressive discipline is a series of fair, consistent and timely corrective steps to improve employee performance through direct, honest and constructive communication. Discipline will be consistent with the Rules and Regulations of the Classified Services and the California Education Code. Generally, discipline will follow a progressive approach, which attempts to correct, resolve or remove the employee’s less than satisfactory performance at the lowest most effective level. There are some situations where progressive discipline is not appropriate.

Progressive Discipline Intervention Steps Verbal Counseling/Warning:

At the first sign of misconduct or job performance deficiency (within ten working days), it is the supervisor’s duty to put the employee on notice that his/her performance is less than satisfactory and to communicate the employer’s level of expectations.

The employee should not be written up on the first offense, unless the transgression is serious.

Use the “Verbal Conference or Incident Log” (FS-177) to document verbal counseling (sample on page 18). The employee must be given steps for improvement. Contact your manager to discuss the incident.

Written Warning:

A written warning shall be given within ten (10) working days of the supervisor’s knowledge of the incident and must include the steps for improvement.

If the employee continues to break rules, ignore orders, and fail to perform tasks,

it is the supervisor’s duty to formally document the problem in writing.

The written warning must also include a plan for improvement and consequences for continued infractions. Your manager will work with you on this written document. Notify your manager immediately for assistance.

Written Reprimand:

A letter of reprimand shall be given within ten (10) working days of the supervisor’s knowledge of the incident.


Must include the specific cause for the action and the policies, rules and regulations alleged to have been violated.

Must include a plan for improvement and consequences for continued infractions.

Letters of reprimand will go to the employee’s personnel file. This unsatisfactory performance will be reflected on the employee’s next performance report. Notify your manager immediately for assistance.

Discipline beyond written reprimand includes suspension without pay and finally, dismissal. Manager Involvement

You must involve your manager from the time that you first become aware of a problem with an employee’s performance. The ten days following an incident, allows time for your manager to help write the document and to obtain necessary details from you.


NUTRITION SERVICES BRANCH VERBAL CONFERENCE or INCIDENT LOG

Name: Date: Classification: Supervisor: School: Nutrition Services Manager: Type of Incident:

Quality of Work or Food Quality Work Habits, Attendance/Tardiness Quantity of Work, Efficiency Sanitation or Safety Concern Work Attitudes, Cleanliness Relationships, Rude, or Discourteous Personal Qualities, Grooming Insubordination, or Dereliction of Duties Other: specify ______________________

State what occurred, using SPECIFIC DETAILS (Use FRISK Method): FACTS – What did employee do or fail to do, who was involved, when did it occur and list witnesses or others involved? RULE – or authority violated by the unsatisfactory conduct. What should the employee have done? IMPACT – of the employee’s unsatisfactory conduct on the district. SUGGESTIONS – What steps did you tell the employee were necessary to correct the situation? KNOWLEDGE – What will happen now? Employee has the right to respond. EMPLOYEE’S RESPONSE:

Remember to: Inform the employee that you are willing to help him/her improve and how would he/she like

you to assist them. Advise the employee that if a similar incident or situation happens again, further disciplinary

action may occur.

Copy: Nutrition Services Manager FS-177

Written Warning Guidelines for a Classified or Exempt Employee FRISK Reference Guide

F FACTS: What did the employee do or fail to do?

What did the employee do or fail to do? Describe the conduct in complete and explicit terms. Who was involved? When did it occur? Were there any witnesses?

R RULE: What should the employee have done?

Include the rule, authority or expectation relating to the inappropriate conduct. Use wording from the performance review

document Refer to contract provisions and professional

standards

I IMPACT: What was the impact of the employee’s conduct on the district?

Include facts that describe the negative or adverse effect of the employee’s conduct on the district, other employees, students and parents. Use the word “unsatisfactory.” “Your performance in this area is unsatisfactory.”

S SUGGESTIONS: When and what do you want the employee to do to improve performance?

Include: Clear directions on the proper conduct you expect

the employee to follow—“You are expected to _______”.

Effective timelines (immediately, 1 week, etc.) Consequences if the employee fails to comply.

“Failure to comply will result in a recommendation for disciplinary action up to and including dismissal.”

AND include suggestions for improvement.

K KNOWLEDGE: Does the employee have knowledge of the document as required by Education Code Section 44031?

Include language notifying the employee of the right to file a response to a derogatory document prior to the document’s placement in the personnel file. Explain what will happen next.

Information taken from: Anderson, Steven J., J. D., FRISK Documentation Model, 1998, page 8.



Career Advancement Possibilities For career advancement information and Nutrition Services Class Specifications for the positions below, visit: https://www.lbschools.net/Departments/Personnel_Commission/ Click on “employment” or “class specifications” to learn more. Nutrition Services Director Nutrition Services Assistant Director Nutrition Services Administrative Dietitian Nutrition Services Manager Production Center Manager Nutrition Services Operations Coordinator Child Nutrition Specialist Production Center Supervisor

Nutrition Services Operations and Training Specialist Nutrition Services Supervisor III Nutrition Services Supervisor II Nutrition Services Supervisor I

Senior Nutrition Services Worker Intermediate Nutrition Services Worker Nutrition Services Worker

Chapter 4, Page 1a August 2019

Maintenance Repair Call Policy All Maintenance repair electronic forms and calls are handled through Nutrition Serviced Branch (NSB) for equipment and kitchen facility. The emergencies, non-urgent repairs, and priorities are defined in the “Standard Operating Procedures for Emergencies or Non-urgent Repairs” section. Emergency Repairs – Call the Nutrition Services Office at District extension 1575 or (562) 427-7923. Include the following information:

Work requested - be as descriptive and specific as possible Cafeteria location and site number Type of equipment or repair needed Manufacturer's name (i.e., Traulsen, McCall) Nutrition Services equipment number (EQ Number) Contact person at the cafeteria site and the phone number

Non-urgent Repairs – Complete the online “Nutrition Service Maintenance Request”

1. Double-click on the “Equipment Repair” icon on your desktop. 2. Put in your username (site number) and password (first 4 letters of school name). 3. Complete each question on the Nutrition Service Maintenance Request. 4. List only one piece of equipment on each maintenance request. 5. Contact your manager or OTS for assistance if needed.

Once you have submitted the work order, place an “Out of Service” sign on the piece of equipment needing attention. Once the repair has been completed, NSB Maintenance will remove the sign. Nutrition Services has instructed the District Maintenance Branch not to accept repair calls directly from the cafeteria sites, with the exception of life threatening situations such as, gas leaks or flooding water. Custodians are not to call in routine maintenance repairs. If the custodian notices a problem after the supervisor has gone for the day or before the supervisor arrives, he/she should contact the Nutrition Services Office, with the exception of life threatening situations. Please share this information with your principal and custodian. Be assured that if your need is immediate, the request will be handled as a priority item. Repair requests sent or called in to Nutrition Services are handled in one of the two following ways:

1. The repair is assigned to a Nutrition Services equipment repair technician to complete.

2. The repair is called in to District Maintenance and a work order number is assigned.

Chapter 4, Page 1b August 2019

NOT FOR PROBLEMS ON OTHER PIECES OF EQUIPMENT.

ONLY ONE PIECE OF EQUIPMENT PER EMAIL.

Chapter 4, Page 1c

This refrigeration unit

is out of order.

Do not place food

in this unit.

It was called in for

repair on ________________. Nutrition Services Supervisor

SAMPLE


Standard Operating Procedures for Emergencies or Non-urgent Repairs

Emergencies – Emergencies are: Gas Leaks or loss of gas Loss of power for the entire kitchen due to power outage Equipment failure as listed in the “Equipment Not Working” table below. Flood No hot water

Requests for emergency repairs will be handled as follows:

Priority Equipment Not Working

#1 Walk-ins, Exhaust Hood

#2 When the loss of fridge/freezer or cooking/holding equipment is more than 50% of total available equipment

#3 All others

1. Contact Nutrition Services Branch (NSB) Front Desk, District ext. 1507 or 562-427-7923. If no answer, or if your call is before 6:30 a.m. or after 4 p.m., follow the chain of communications below until you are able to speak with someone:

NSB Equipment Supervisor, ext. 264 NSB Project and Facilities Manager, ext. 287 Your Manager Assistant Director, ext. 248 Production Center, 562-424-6484

Have the following information ready when placing emergency calls: Work requested - be as descriptive and specific as possible Cafeteria location and site number Type of equipment or repair needed Manufacturer's name (i.e., Traulsen, McCall) Nutrition Services equipment number (EQ Number) Contact person at the cafeteria site and the phone number

2. Notify your manager for instructions to salvage/discard foods, arrange for

support, or change meal service options as needed.

3. Notify your site principal if meal service might be interrupted or changed.

Non-urgent Repairs – Complete the online “Nutrition Service Maintenance Request” 1. Double-click on the “Equipment Repair” icon on your desktop. 2. Put in your username (site #) and your password (first 4 letter of school name). 3. Complete each question on the Nutrition Service Maintenance Request. 4. List only one piece of equipment on each maintenance request. 5. Contact your Manager or OTS for assistance if needed.

POST POST

Chapter 4, Page 2b September 2019

Standard Operating Procedures for Power or Equipment Failure Below are guidelines in handling power or equipment failure in addition to submitting maintenance requests. Always include your manager and OTS in the communications. A. Refrigeration/Freezer Not Working or Lost Power/Power Outage

1. Assess the time period of equipment failure, provided the doors have been shut: a. Refrigerator – Food temp. can be maintained up to 4 hours. b. Freezer – Food temp. can be maintained up to 48 hours.

2. If the time period is unknown, follow the steps below: 3. Temp food in unit that is down, if food temp is:

a. At or above 40° F – Inventory and discard food. File product loss report. b. Below 40° F:

Fridge Items – Move food to another refrigeration unit. Freezer Items, check the ice cubes in the freezer:

o If ice cubes hold the shape, keep the food in the freezer. o If not, move the food to another fridge. Never re-freeze food.

4. If there are no other refrigeration units or enough space to hold the food: a. Modify menus to use up the food, pay attention to special diets b. Notify Child Nutrition Specialist (CNS) for menu changes c. Ask Warehouse to send transport carts to pick up food, as needed.

5. Cancel or re-arrange deliveries from Nutrition Center (NC) and Dairy, as needed. 6. Plan changes in meal services: breakfast, lunch, and supper/snack, as needed. 7. Notify Production Center (PC), Warehouse, and CNS on menu changes. 8. Follow up with Maintenance on the repairs. 9. Communicate with Dairy once the site is able to receive deliveries.

B. Oven Not Working

1. Check pilot lights to rule out missing pilot lights as the cause first. a. If it is due to pilot lights, request Maintenance to relight pilots b. If not, or pilots cannot be relit in time, follow the steps below

2. Request support from PC. Have the following information ready: a. Food items (individually wrapped [IW], heated, ready to serve) b. Quantity of each item requested. c. Special diet items, if applicable d. Delivery time

3. Serve a cold breakfast for the following day. 4. Follow up with Maintenance on the repair. 5. Cancel NC deliveries for frozen but accept produce and dry goods. 6. Plan service and communicate with PC, Warehouse, and CNS.

Chapter 4, Page 2c September 2019

C. No Hot Water – No dishwashing on-site

1. Check and ensure cold water valves are shut off for: a. The garbage disposal pre-rinse b. The outdoor trash can wash faucet.

2. Notify site custodian and request he/she check water heater pilot. 3. If the above two items are ruled out, follow the steps below. 4. Request hand-washing station from PC. 5. Heat water from range top for handwashing. 6. Modify menus to serve only individually wrapped (IW) items (hot and cold). 7. Request IW entrées from Warehouse. Have the following information ready:

a. Food items (IW, heated, ready to serve, as applicable) and quantities. b. Special diet items, if applicable c. Delivery time.

8. Cancel NC deliveries and request IW items (hot and cold) to cook/prep on-site. 9. Communicate with PC, Warehouse, and CNS on menu changes. 10. Request special diet items as applicable. 11. Return pots and pans to PC for washing. 12. Follow up with Facilities Manager on repairs by District Maintenance.

D. No Water – No cooking on-site

1. Notify site custodian and school office 2. Request hand-washing station from PC with hot water. 3. Request support from PC. Have the information ready:

a. Food items (IW heated, ready to serve) and quantities. b. Special diet items, if applicable c. Delivery time

4. Serve a cold breakfast for the following day. 5. Notify Child Nutrition Specialist (CNS) for menu changes 6. Cancel NC deliveries and request heated IW items for both hot and cold. 7. Return pots and pans to PC for washing, if applicable. 8. Cancel NS deliveries and request IW items for both hot and cold. 9. Request special diet items as applicable. 10. Follow up with Facilities Manager on the repairs by District Maintenance.

For items C and D, if it is unexpected with insufficient time for Nutrition Services Branch (NSB) to plan for alternate meal service, meal services may be continued for this one day only as long as there is a hand washing station with proper water temperature (at least 110 F) to provide food service employees to wash their hands prior to service and as needed. The definition of insufficient time is that the notice to NSB is less than 2 hours before meal services or during meal service.

Chapter 4, Page 2d September 2019

In other words, NSB do not need to disrupt meal service and may continue serve unwrap items if they have already been cooked/heated/prepared to the proper temperatures and ready to serve or delivered (such as vendor pizzas) or in the process to be ready to serve. E. Hood not Working – No Cooking On-site

1. Check the hood switch to rule out the circuit breaker being the cause. 2. Once the circuit breaker is ruled out, follow step 3 to 10 in Section D.

F. Strong Gas Odor

1. Exit the building and notify school office 2. Do not re-enter the building without permission.

G. Gas Odor Slight

1. Open doors and windows 2. Turn on exhaust fans 3. Notify school office or site custodian 4. Check gas equipment pilots. 5. If pilot lights are out, wait for Maintenance to relight the pilot. 6. If pilot lights are not the problem, wait for an assessment from Maintenance.

H. Flood in Kitchen or Sewage Overflow – No cooking on-site

1. Follow the steps in Section D. 2. Contact site custodian to assist in controlling the spill. 3. Inventory and discard exposed food or non-food items. 4. File product loss report.


Approved Pest Control Policy All ant and pest problems encountered in the cafeteria must be called in and reported to the Nutrition Center. Pest Control Request Procedure:

1. Call the Nutrition Services Front Desk at (562) 427-7923. 2. Have the following information available at the time you call:

Site name Type of pest problem Location of pest problem

3. Email your manager and OTS on the pest control request to include: Type of pest problem Location of pest problem The person you talked to when called in pest control request

Cans of bug spray cannot be used at cafeteria sites. This practice is not permissible under California law. Only approved pesticides can be used in the cafeteria, and only approved technicians can apply pesticides. Should parents or school staff question or inquire about the type of chemicals used in these products, contact the Pest Control Technician, at (562) 997-8000 extension 1840 or 1850. The site custodian is responsible for posting the public notification of pesticide usage 24 hours prior to the treatment. The notice is to remain posted for 72 hours following the treatment of the area. The custodian is responsible for faxing copies to the Operations Branch. The Operations Branch will remove the notice. You will be notified prior to bug spraying. Talk to your manager to schedule extra help, as needed, to prepare for and clean up after the spray. The Nutrition Services Office will notify the dairy and bread Company of the spray date. The Nutrition Services Maintenance Section will also be notified of the spray date. A technician will be scheduled to relight pilots on stoves/ovens, if needed. Plan to serve a cold breakfast to the students if your pilot lights have not been lit.


Uniform and Apron Issue Policy

Uniform Policy Nutrition Services Supervisor and all permanent employees who assist in food preparation are to be issued five uniform smocks/chef coats. Smocks/chef coats must be kept laundered and clean. After a person is appointed as a probationary Nutrition Services Worker, the Nutrition Services Supervisor will request the uniforms through his/her manager. When a uniform is worn and is no longer in acceptable condition, it is to be replaced with a new uniform; the Nutrition Services Supervisor will request the uniforms through his/her manager.

Substitute Employees: Returned smocks that are in good condition may be issued to long-term substitutes. When the long assignment is over, the employee leaves the uniforms at the school cafeteria. If the employee is going from one long term assignment to another, the supervisor should follow the procedure for Transferring Employees stated below. Transferring Employees When a regular or long-term substitute employee is transferred from one school to another, the employee will take his or her smocks along with them for use at the new school. Damaged Uniforms: If a smock/chef coat is damaged as a result of misuse by an employee, it will be the responsibility of the employee to pay for its replacement.

Return of Uniform: When an employee retires, resigns, is dismissed or transferred to another branch, the uniforms must be returned to the cafeteria. Smocks are the property of the Nutrition Services Branch of the Long Beach Unified School District. The returned uniforms will be used for long-term substitute employees if in good condition.


Apron Issue Policy

1. Newly appointed employees are entitled to five pieces of bib type coverall aprons. Substitute employees are not to be issued bib type coverall aprons.

2. Aprons must be worn over clean clothes or smocks/chef coats. Aprons must be laundered and kept clean for daily use. Use only while working in the cafeteria or kitchen. Remove apron when on break, using the restroom, upon departure from your work site, etc.

3. Nutrition Services Supervisors or Managers are to determine if new aprons are

warranted. The Nutrition Services Supervisors will be held responsible for monitoring the issuing of aprons.

4. If an apron is damaged as a result of misuse by an employee, it will be the

responsibility of the employee to pay for its replacement. 5. Disposable aprons are available through weekly supply orders. Nutrition Service

Supervisors should make disposable aprons available for daily substitutes and student helpers to use.

Chapter 4, Page 4c August 2020

Face Covering/ Mask Policy To help prevent the spread of Covid-19 it is required that Nutrition Services staff including all permanent and substitute employees who assist in food preparation and whose duties require close contact with other employees and/or the public wear face coverings (available upon request). Per the LBUSD Common Area Protocol , it is also expected that employees wear a facial covering when moving through hallways, stairways, parking structures and other common areas.

1. Each employee may request one bandana face covering, follow the instructions provided with the covering and make himself/herself a cloth face covering. Employees are responsible to launder this face covering themselves. Employees also have the option to wear their own personal face covering (cloth or disposable). Refer to dress code policy for guidance on acceptable materials and designs for masks.

2. To request the bandana face covering for yourself and/or employees who are working with you at the assigned site, please email Starr ([email protected]) the following:

The assigned school site Your name (Supervisor) The number of bandana face covering requested The name of each employee who requests one (if you request 3, you will

list 3 names)

3. All employees working at a cart or remote serving location will be provided a face shield in addition to their face mask/covering. Employees have the options of wearing both a face covering & face shield or wear only the face covering. However, employees cannot wear a face shield without a face covering. Employees are responsible for cleaning and sanitizing their face shields with soap and water between each use. Face shields cannot be shared.

*Note: Face coverings/shields should not be used as a substitute for other evidence- based measures to prevent the spread of Covid-19. Face coverings should be used in addition to, but not in place of, other evidence-based measures (e.g. social distancing, frequent hand washing practices, avoiding touching your eyes, nose, and mouth with unwashed hands; and avoiding being around sick people).


Non-Student Tray Policy

Teacher/staff members at the school sites may purchase menu and a la carte items in the cafeteria Teacher/staff members must pay for their meals/a la carte items at the time of service. No exception can be given without prior approval from the manager. Each non-student tray has the same portion size as that of students’ and consists of the following: Breakfast One entrée choice (Yogurt parfait is only sold a la carte and not part of the

teacher tray). Up to two sides (fruit, juice, or milk; may have two of the same items and count

as two sides).

Lunch One entrée choice (Large salad, yogurt parfait, and daily special are only sold a

la carte and not part of the teacher tray). Up to three sides (bread, fruit, vegetable, dessert, juice, or milk; may have up to

three portions of a single item. Each portion, the same or not, is counted towards the total of three sides).

Teacher/staff members may purchase additional items individually at the a la carte price. Refer to the pricing list for a la carte prices. If a teacher/school staff member has a question or concern about the price or serving of a teacher tray, contact the Nutrition Services Office. Purchases of Meals or Food Items from School Cafeteria by Parents School cafeteria is not allowed to sell any meals or food to parents, except in special events where all parents are invited to participate in the School Nutrition Program or in special circumstances that have been approved by the manager. California Education Code (EC) Section 38082 states, “Food shall not be sold at any cafeteria operated by a school district to anyone except pupils and employees of any school district, members of the governing board thereof, and members of the fund or association maintaining the cafeteria.” http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=EDC&sectionNum=38082


Field Trip Lunch Instructions Nutrition Services Branch (NSB) requires school staff using the Request for Field Trip Lunches form (BD-919) to order field trip lunches. School staff is to submit a BD919 at least two weeks prior to the trip. Contact your manager for approval of any trip requests that are less than 2 weeks in advance. School staff should send home a permission slip, to survey students and to determine how many field trip lunches to request. Field trip lunches are to be offered to all students without overtly identifying students’ eligibility status. The type of field trip meals depends on the transportation method: District Arranged Bus – Meals will be packed in insulated containers with ice, and

the bus will pick up the lunches at the Nutrition Center on the day of the trip. School Arranged Charter Bus – Meals will be packed in insulated containers with

ice, and the bus will pick up the lunches at the Nutrition Center on the day of the trip.

City Bus or Walking Trip – Meals in cardboard boxes will be sent to cafeteria on the day of trip or the day prior depending on the storage capacity of the school site. These lunches do not require a cooler but are to be kept in refrigerator until provided to staff or students for the trip.

Getty Bus - Meals will be packed in insulated containers with ice and delivered to the cafeteria the morning of the trip.

Nutrition Services Branch Procedures:

1. Remind school staff that non-student meals must be paid for at the current Board approved non-student meal rate at least 2 days prior to the trip. NSB does not provide free meals to teachers, adult chaperones or bus drivers regardless if the school is a pricing or non-pricing school.

2. Upon receipt of BD-919, check the BD-919 for completeness: Field trip transportation method School, room number, date of trip, and trip destination Departure time and the time lunches are needed Number of lunches needed: Students and non-students Special diet section Name, signatures, and date (both Requestor and Administrator)


3. Make sure one of the boxes in the Special Diet Section is checked.

Special Diets: Provide the Nutrition Services Supervisor (NSS) a student list(s) reflecting students who have requested a field trip lunch one week prior to the trip, or check “No special diets” box as applicable. The NSS will not be able to process this request without one of the two boxes being checked. ☐ Student list(s) for those who have requested a lunch will be provided one week prior to the trip.☐ No special diets are needed.

4. If the first box, “Student list(s) for those who have requested a lunch will be

provided one week prior to the trip.” is checked, follow up with the requester for the student list(s) in a timely manner.

5. Obtain the student list from the staff at least one week before the trip. If you are

not able to get the student list in a timely manner, contact your OTS or manager for assistance.

6. Check the student list(s) provided to you against your special diet roster.

7. Mark the field trip on your Field Trip Tracking Form for follow-up.

8. Email the request to [email protected] and copy your Manager

and OTS, at least one week prior to the trip. In the subject line: Field Trip In the email: School Name and Number Date of field trip Number of student meals Number of non-student meals Transportation Method: District Bus, Getty Trip or Walking/City Bus Destination of the field trip Special Diets: Student Name(s) or “none” if no special diet.

9. Call the Production Center (PC): 562-424-6484, if you do not receive a

confirmation email from the Production Center within 24 hours of sending the email.

10. Check off both items in the NSS Only box with initial and dates:

NSS Only

☐Student list(s) checked against the Special Diet Roster. Initial:

☐Request and Special Diet Info emailed to Production Center. Initial: Date: __ 11. Make a copy of BD-919 and send it to your manager. Keep the original to

complete the bottom portion (See After the Field Trip section). 12. Make a copy of BD-919 and send it to your manager. Keep the original to

complete the bottom portion (See After the Field Trip section).


13. If each teacher submits his/her BD-919 (instead of one BD-919 by the school

office), you will have multiple BD-919 for the same trip. You will need to:

Label each BD-919 with a page number and total pages. List the total number of field trip lunches needed on the first page

For example, you have received 3 BD-919 for the same trip from 3 classrooms: Room A: 10 student Lunches and 2 non-student lunches Room B: 12 student lunches Room C: 5 student lunches and 1 non-student lunch

You will need to do the following: Label the 3 BD-919 as: page 1 of 3, page 2 of 3, page 3 of 3. Total the number of lunches needed for the trip Note the totals on page 1 as 27 lunches (students), 3 non-student lunches.

14. Adjust your orders/production records for the day of the field trip.

Two Days Prior to the Field Trip:

1. Confirm the field trip and number of lunches needed with the teacher. If adjustments are needed, call the PC and follow up with an email by 11am.

2. Two days before the field trip the Production Center (PC) will send all cafeterias

an email listing all field trip lunch requests received. If your school has a field trip but is not on the list, call the PC immediately.

If your site is listed, but you are not aware of a field trip, check with your

school office. Follow up with the classroom regarding rosters and meals immediately. Adjust your production needs for the day of the field trip.

3. Money collected for non-student meals must be deposited on the day it is

received. If the money is not collected on the day of the field trip: Your deposit will have an overage that day. Make a notation on the Bank Deposit report. Note on your Sales Summary: The overage is for non-student field trip meals Date that the meal payment is for.

4. You must collect payment for all ordered adult meals. If you have made two

attempts to collect payment and still have not received the funds, you must provide


the following information to your manager: Dates of attempts to collect, person contacted and field trip details.

5. All field trip meals must be captured using a Student Meal Participation Roster

(FS-118) or NSB approved alternate documents regardless of a pricing or CEP school. Rosters cannot contain student meal eligibility information.

6. You may print a roster from your POS system, but the following information must be added to each page in order to claim the meals: “Field Trip” written at the top of the page. Date of meal service. “Meal Taken” written on a column for teachers to check off students. A place for the name and signature of the teacher.

Morning of the Field Trip If you are aware that there are extra field trip lunches, make arrangements to retrieve them before the students depart.

1. Offer the retrieved field trip lunches as an additional choice for lunch that day. 2. List total field trip lunches (taken on trip and retrieved) on your Production Record

to support the number of meals you served on site for that day. After the Field Trip You must collect rosters from teachers/staff after every field trip and meal payments (students or non-students) collected by teacher for the trip. If you have made two attempts to collect rosters but to no avail, contact your manager for assistance. Provide the following information to your manager: dates of attempts to collect, person contacted and field trip details.

1. Check the completeness of rosters/paperwork. If the FS-118 form is used, ensure the “Field Trip” box is checked.

2. Follow the Leftover Food Policy for perishable items in the wasted meals. See

item 6 in this section for the definition of wasted meals.

3. Leftover shelf stable milk or soymilk can be returned to site inventory for future use or to the PC. If your site will not use the shelf stable or soymilk soon, contact your manager for approval to return the shelf stable or soymilk milk to PC.


4. Complete the chart at the bottom of the BD-919 (See the examples below) and attach the form to your field trip rosters/paperwork. Do not leave any sections blank; write “0” if there were none for any of the categories.

5. Retrieved Meals – Meals taken from the field trip lunch containers before trip

departure and offered in the cafeteria. For example: The teacher has 5 extra meals that she does not need, so they were pulled off the bus in the morning and offered in the cafeteria. There will be 5 Retrieved meals.

6. Wasted Meals include:

Meals ordered but not served on the trip. Meals retrieved before the trip but not served in the cafeteria

Example 1: 70 meals were ordered, none were retrieved and offered in the cafeteria. 65 meals were served on the field trip.

NSS Only

a. Meals Ordered: 70

Taken on Trip: 70

Retrieved: 0

b. Served on Trip: 65

c. Served in Cafeteria: 0

d. Total Served (b+c): 65

e. Wasted (a-d): 5

Example 2: 60 meals were ordered, 15 were retrieved and offered in the cafeteria. 41 meals were served on the field trip and 10 were served in the cafeteria.

NSS Only

a. Meals Ordered: 60

Taken on Trip: 45

Retrieved: 15

b. Served on Trip: 41

c. Served in Cafeteria: 10

d. Total Served (b+c): 51

e. Wasted (a-d): 9

End of Day Procedures 1. All Schools except Edison, King, and Stevenson

a. Deposit the money collected from students (if applicable) to their prepaid account. b. Enter the meals into the POS. Refer to your POS manual for instructions.

2. Edison, King, and, Stevenson

a. Count the number of students checked off on the meal rosters. b. Record the number on the Non-Pricing Tally Sheet (FS-212) accordingly. c. Enter the field trip lunches in the POS, refer to your POS manual for instructions.

If entering field trip meal counts for a previous date: print new End of Day reports, sign, date, and write “Revised” on the Sales Summary. Send the checked off rosters and completed, original BD-919 with daily paperwork to Cafeteria Accounting. Students Coming through Cafeteria Line for Field Trip Lunches


If students come through cafeteria line for field trip lunches (before departure or after return) write “Field Trip Came through Cafeteria” on the Sales Summary. No need to collect or process field trip rosters or to complete the bottom portion of BD-919 as shown in Examples 1 and 2. However, if there are field trip lunches leftover after your lunch services due to over ordering, contact OTS or manager for instruction. Special Events If the field trip is a special event (paid student meals and/or non-student meals are paid by school office or another organization):

1. Obtain the total number of paid students and non-students from your Sales Detail and determine the total cost of the meals.

2. Send an email to Accounting Manager and copy your manager listing the meal

totals, total cost and billing group information.

3. If money is provided to pay for the paid or non-student meals, include that information in your email to Accounting Manager and send the money in an envelope to the Nutrition Services Branch, Attention Accounting Manager.


Requests for CIBO Order Change, Field Trip, or Pizza Party

1. Email requests to [email protected]; follow the format in the table below. One subject per email: CIBO Change, Field Trip, or Pizza Party. You may submit one email for multiple dates for the same subject. Include your school name in the subject line.

2. Copy your manager and OTS in the email request.

3. The cut off time for emailing CIBO change requests is 10 a.m. the day before delivery.

For example: the cut off for Wednesday (menu date) change is 10 a.m. Monday. Call Production Center (PC): 562-424-6484, if you miss the cut off time.

4. Call PC, if you do not receive a confirmation email within 24 hours.

In the Subject Line:

Email Format Examples

CIBO Change

+ School Name

School Name and # Menu Date Item Name and Item # Quantity Change:

Add: “From 0 case to 1” Change: “From 1 case to 2” Cancel: “From 2 cases to 0”

Millikan 658 7/24/19 Hot dog, 7030 Add 4 cases 7/25/19 Carryout Trays, 14265 Change 3 cases to 4

King 436 7/24/19 Apple Slices IW, 2032 Change 5 cases to 2 7/26/19 Sporks, 14400 Cancel 2 cases

Field Trip

+ School Name

School Name and # Date of Field Trip Number of Student Meals Number of Adult Meals Transportation Method: Destination of the Field Trip Special Diets Students

King, 436 10/15/19 65 student lunches 0 adult lunch District Bus CA Science Center Ana Wall, Dave Lopez

Smith, 419 10/16/19 25 student lunches 2 adult lunches Walking Trip Nature Center None

Pizza Party

+ School Name

School Name and # Date of pizza party Delivery time Number of Pepperoni Number of Cheese

Addams, 410 11/2/19 11:45 a.m. 5 pepperoni 1 cheese

Garfield, 429 11/3/19 11:15 a.m. 6 pepperoni 0 cheese


Requests for Office Supplies

1. Email requests to [email protected]. 2. All requests will be delivered within 48 hours. 3. Contact the Nutrition Center (NC): 562-427-7923, if no confirmation email within 24 hours. 4. Include school name in the subject line and the items and quantiles in the body of email. For example: In the Subject Line: Office Supplies, Chavez In the Email: 5 pens blue, 2 medium post-its, 2 reams of paper

Re

Request for Substitute-Same day call-out

1. Cafeteria Supervisors are to enter all sub requests into AESOP. 2. When the sub request is for the same day,

a. Enter the request into AESOP. b. Email the confirmation number to [email protected] c. Copy you manager and OTS in the email.



Sub Desk same day request

School name and # AESOP confirmation # Absentee name

Millikan 658 AESOP #123456 Suzie Squash

Lowell 442 AESOP #123456 Charlie Chicken


Requests for Computer, Telephone, or Printer support

1. Three ways to request service a. Use help desk shortcut on your desk top b. Email requests to [email protected] c. Call Help Desk at: 562-997-8411

2. In each request (by help desk shortcut, email, or phone call) a. Provide detail information as listed in the email format below b. Notify your manager (by email or copy your manager in the email request to help desk)



Nutrition Services

Help Desk

Site Name and Location Requestors name and contact # Reason for request Computer problem Printer problem (w/ model#) POS problem Scanner problem

Millikan Cafeteria Suzie Supervisor 562-321-8765 Ext 999 Printer problem- Paper jam, unable to clear

NC office-upstairs Jane Doe 562-222-3333 Ext 444 Monitor blank, computer will not start

AESOP Quick Reference Guide

Step 1. To create an absence, click Absences

Step 2. Next click Create Absence on the quick actions panel.

Step 3: Select the name of employee that will be absence.

Step 4: Click the Fill out Details button.

Step 2

Step 3Step 4

Step 3

Step 2

Step 1


AESOP Quick Reference Guide

Step 5: Fill in the necessary information:

Date(s) of Absence Absence Reason Start and end Time

Step 6: Click the Review & Confirm button

Step 7: Review information for accuracy

Step 8: Click the Create Absence button

Keep record of the confirmation number or print a copy of the confirmation screen for your records

Print Option Available

Step 8 –Click Button

Step 5 – Fill in information Step 6 – click review & confirm



Leftover Food Policy

Leftover food is a food item that has not been heated (except coffee cake and un-iced cinnamon roll) and is of good quality, appearance, and considered safe. Leftover food may be offered on a later date, provided the instructions below are followed:

Keep the prep or service time for time/temperature controlled foods within 30 minutes. Cover and date the leftover food.

Day 1 = the receiving day, if it is delivered from Nutrition Center (NC) or vendor. Day 1 = the prep day (cupping, panning, etc.), if it is prepped on-site

Never re-freeze leftover food, return it to refrigeration immediately. Discard Items that have passed the shelf-life.

Food Items Shelf-life in refrigeration at 41°F or Below

Bread 10 days in refrigerator; 1 month in freezer

Breakfast, complete, bagged by NC 4 days or milk expiration date, whichever is shorter

Coffee Cake, baked 4 days (wrapped tightly)

Coffee Cake Topping 4 weeks

Cook Chill (C/C) Items 5 days

Cookies 5 days

Entrée Salad 4 days, if lettuce not brown or wilted

Entrees, non-C/C, panned, not heated 4 days

Fruit, canned, cupped on site 7 days

Fruit, canned, prepacked (NC) 4 days

Fruit, fresh (except bananas) 7 days

Granola 1 week at room temperature, 2 weeks in refrigerator Meat diced/sliced/ready to eat (Avalon only)

5 days

Parfait 4 days or yogurt used-by date, whichever is shorter

Sandwich, Peanut Butter & Jelly 4 days (day 1 = first day in refrigerator for thawing)

Sandwiches, cold 3 days

Shredded Lettuce/Tossed Salad 2 days, if not brown or wilted

Un-iced Cinnamon Rolls 3 days

Vegetables, canned, cupped on site 7 days

Vegetables, individually packed 7 days or used-by date, whichever is shorter

Vegetables, prepacked (NC) 4 days


BUSINESS SERVICES DEPARTMENT NUTRITION SERVICES BRANCH

Instructions for Use & Cleaning of Garbage Disposal

Place the cover or guard on top of garbage disposal. Turn on switch. Flow of water should start immediately. After the flow of water has started, gradually scrape food waste from pans and trays into disposal. Be careful that no utensils or paper containers are dropped in disposal. Do not Leave Garbage Disposal on When Unattended. Turn off the motor when garbage disposal is not in use, being sure that the disposal has run long enough to grind the last food that has been added. After every disposal use, turn off pre-rinse faucets. This prevents cold water from entering hot water system and lowering hot water temperature. At the close of the workday clean the hopper, cone and cover to garbage disposal with detergent solution. Be sure to wash the guard and/or the silver catcher and underneath side of lid. Flush out the drain lines by allowing the disposal to run for two minutes after the operation for the day. Replace the cover or guard on top of the garbage disposal. Flush with bleach. Cautions and Suggestions

The guard or top must be placed over the grinding chamber before the disposal is turned on. Do not dump large amounts of food waste directly into the hopper. Feed food waste in gradually using water sprayer. Use extra water when adding bread and potatoes. Be sure the machine is turned off before putting your hand into the grinding chamber. If the machine stops, turn off the motor immediately. Remove particles which caused the stoppage. Check the cutting disk to see that it will turn freely. If the disk does not revolve, get assistance from the custodian. If he/she cannot get the disk free, call the Nutrition Services Office. When the disk moves freely, wait 3 minutes, push the “Red Reset Button” firmly. (This is usually located on the bottom of the unit). Start the motor again.

9102 tsuguA a81 egap ,4 retpahC

School Site Laundry Procedure

In order to meet health and sanitation guidelines, laundry service is provided to school sites. Contracted laundry service will supply terry towels. potholders, oven mitts, and arm protectors will be supplied by the Nutrition Center warehouse.

1. Delivery and pick up will be scheduled every two weeks.

2. Every 2 weeks, the Laundry service will pick up soiled towels and provide the site with half of the 4-week inventory of towels in order to maintain the monthly inventory level for each site. The Branch is charged a fixed rental fee for a monthly inventory of 100 towels per month per site. Any additional towels exceeding the monthly inventory level (100 towels) are charged at a rental fee of a unit price per towel.

3. For potholders, laundry service is to pick up soiled potholders and restock the site with the number of potholders that were picked up from the prior trip. The Branch is charged a cleaning fee per potholders.

4. Use the FS-210, “Laundry Change Request” form to change your inventory balance up or down to meet the needs of your site. Notify your manager immediately if you have excess inventory of towels on hand or not enough towels. Your inventory must reflect what you actually need and use. The potholders may be ordered through the warehouse by submitting a CIBO Change request email.

5. The pickup and delivery day for your site as well as your beginning inventory level will be updated and given to you at the beginning of each school year. The delivery day has been coordinated with the service being provided to other areas of your campus.

Site Procedure:

1. The laundry company will provide your site with: a. A rack to hold the laundry bag b. A laundry bag to hold soiled linen; the bag must be kept off the floor.c. A mesh bag to hold soiled potholders.d. A plastic liner to line the laundry bag.

2. Contact your manager if you need assistance to determine the best location for the bag and rack.

3. Monitor your usage of the linens supplied. See Guidelines for Using Disposable

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and Re-usable Towels (Chapter 4, pages 18c and 18d).

4. Once soiled linens are placed in the laundry bag, they may not be removed and used until they are laundered (California Retail Food Code, Section 114185.4).

5. Daily Towels – For each two-week period a. Wring out soiled towels from the day’s service. b. Count the towels. c. Write the count on the tally sheet, FS-209, “Soiled Laundry Tally Sheet”.

6. Potholders – Must be separated from towelsa. Count the soiled potholders that will go to the laundry.b. Place the soiled potholders in a separate mesh bag and place in hamper.c. Write the count on FS-209 for the two-week period.d. Contact your driver if you do not receive potholders back. e. Contact your manager if you are not able to resolve the issues.

7. Scheduled Laundry Pick-up and Restock – If your site has an inventory level of 100 towels for 4 weeks, the driver will not count out the number of soiled towels picked up but give you 2 bundles of 25 towel (50 towels in total) every 2 week when visiting your site.

8. Invoices - The driver will bring one copy of the invoice for the clean linen delivered that day. Verify counts match the invoice, sign the invoice and send it to Cafeteria Accounting.

Chapter 4, page 18c August 2019

Guidelines for Using Re-usable and Disposable Towels Use of Reusable Towels Check clean towel inventory regularly; make any adjustments with Manager. Soiled towels must be stored in a designated laundry bag. Check laundry bag for food debris and mold regularly; change bags as needed. Cleaning and sanitizing solutions for reusable towels must be:

o Prepared fresh daily. o Used in a manner that prevents contamination of:

Food Equipment Utensils Single-service articles

o Kept free from food debris and visible soil. o Replaced if cloudy or heavily permeated with food particles. o Stored off the floor.

Hold wet reusable towels in the solutions for between uses.

Cleaning and Sanitizing Work Surfaces Clean, sanitize, and air dry work surfaces after meal service and as needed. Cleaning and sanitizing solutions must be prepared fresh daily. Prepare separate cleaning and sanitizing solutions by either methods as follows:

A. Using two 10-inch aluminum soup inserts or two 1-gallon plastic buckets

Clean

a. Mix in a bucket: Two tablespoons all-purpose cleaner One gallon of water in a bucket

b. Scrape any visible food debris off the food contact surface. c. Wipe the surface clean with cleaning solution and towel. d. Repeat step c as needed. e. Clean work surfaces and equipment as needed

Sanitize

a. Mix 1 teaspoon of bleach per 1 gallon of water in a bucket. b. Use test strips to test concentration that must be 100 ppm. c. Apply the sanitizing solution with a clean towel. d. Wipe the work surface covering all areas with the towel.

Air Dry Allow work surfaces to air dry.

Chapter 4, page 18d August 2019

B. Using two-16 ounce clearly-labeled spray bottles

Clean

a. Mix in a spray bottle: One teaspoon all-purpose cleaner Two cups of of water

b. Scrape any visible food debris off the food contact surface. c. Spray cleaner onto work surface. d. Damp a towel with water. e. Wipe the surface clean with the towel f. Repeat steps c, d and e as needed. g. Clean work surfaces and equipment as needed.

Sanitize a. Mix ¼ teaspoon of bleach per 2 cups of water in spray bottle. b. Use test strip to test concentration that must be 100 ppm. c. Spray sanitizing solution onto work surface.

Air Dry Allow work surfaces to air dry.

Suggested Daily Use of Reusable Towels

Elementary Secondary One for service counter Two for service counter One for prep area Two for prep area One per employee for general cleaning One per employee for general cleaning Two for cleaning dining tables and seats Two for cleaning dining tables and seats

Disposable Towels Limit the use of disposable towels for heavy cleaning, floor spills, or stainless steel polishing. Do not use disposable towels to wipe up the floor around the dish area or to dry hands; use paper towels instead.


Food Thermometer Calibration, Cleaning and Sanitizing Procedures

Calibrating Food Thermometers 1. Nutrition Services has one approved method used to calibrate a manual

thermometer: Make an ice slush. Freeze trays of mini ice cubes. Empty ice cubes into 7 ounce plastic cup, ¾ full. Fill cup with cold water to make ice slushy; let sit 5 minutes. Insert food thermometer stem into ice slushy. Ice must be above dimple on stem of food thermometer. Hold for 30 seconds. The thermometer should read 32°F, if it is calibrated correctly. If not, thermometer needs to be calibrated.

2. If the thermometer does not read 32 degrees F, insert thermometer into hex nut

adjustment wrench on plastic thermometer sleeve. Press dial firmly into wrench area, keep the thermometer stem in the ice water slush while calibrating. Turn to 32 degrees F.

3. Calibrate your thermometer weekly or when dropped or as needed. 4. Mark the 7 oz. plastic cup “test” and keep in office or storeroom.

5. Digital thermometer: Check weekly using ‘ice slushy method’. No calibration.

Procedure for Cleaning and Sanitizing Food Thermometers

Thermometer should be washed, rinsed, and sanitized (1 tsp. of bleach per gallon

of water) and air dried prior to use. When taking the temperature of several food items, thermometers should be free of

debris after each food item. Alcohol swabs may be used to clean debris.

Once food temperatures have been taken, wash, rinse, sanitize (1 tsp. of bleach per gallon of water) and air dry both the thermometer and sleeve. Never submerge the dial portion of thermometer in water.

Mobile Food Carts

Sanitize thermometers prior to use. Use alcohol swab before and after temperatures

are taken.

At the end of the meal service, wash, rinse, sanitize and air dry both the thermometer and sleeve.

POST


Guidelines for the Use of Gloves in School Cafeterias

The chart below outlines the approved use for the various types of gloves that are available for sites to use and order. Please be aware that vinyl gloves are twice as expensive as the disposable plastic gloves. The vinyl gloves should only be used when doing large amounts of panning of the same product.

Glove Type Appropriate Use

Disposable Plastic Gloves (Food Handler)

The only glove approved for student workers Approved for all food service uses

Vinyl gloves

May be used by Rec. Aides to wear while cleaning tables

Approved for Nutrition Services staff to wear during food preparation if not using disposable plastic gloves

Rubber, Heavy Duty Gloves

Washing dishes Cleaning tables

Cotton Knit

Use as a liner under the disposable plastic glove when handling hot food.

These must be given to student workers when assigned to handle hot foods.

Wash on Friday’s in dishwashing sink after

dishes. (Or more frequently as needed) Remember: Any glove, which comes in contact with food that is to be served, must be clean and free of possible contaminants.

Change gloves frequently or whenever they become contaminated.

When a glove touches the handle of a refrigerator or warmer door, it has been contaminated and must be discarded.

Whenever gloves are worn, they shall be changed, replaced, or washed as often as handwashing is required by this part. Single-use gloves shall not be washed. (Per Cal Code under sub division (B) Section 113973.)

Contact your manager with questions regarding the use of gloves.


Thermometers for Refrigerator and Freezer Units and Warmers

Cold and hot holding equipment used for potentially hazardous food must be equipped with at least one internal or permanently affixed thermometer to monitor the air temperature. The California Retail Food Code, section 114157, states: Temperature measuring devices

(a) A thermometer shall be provided for each refrigeration unit. (b) The thermometer shall be located to indicate the air temperature in the

warmest part of the unit and, except for vending machines, shall be affixed to be readily visible.

If the built-in thermometer is not accurate, or is not readily visible, a refrigerator/freezer thermometer must be used inside of the unit to ensure that food is held at safe temperatures (41°F or below).

Most refrigeration and freezer units contain built-in thermometers that are easily read on the outside of the unit. As long as the built-in unit is in working order and is readily visible, it meets the requirements of the California Retail Food Code.

To ensure that our equipment is in good repair and that temperatures are reading accurately, follow the procedures below:

Refrigerator and Freezer Units

1. Using a regular schedule, you will rotate a thermometer to the various pieces of refrigeration equipment in your kitchen.

a. Put the thermometer in the unit in the afternoon before you leave your site for

the day. b. Check the outside and inside thermometers the next morning. c. Compare the readings. If there is more than 3 degrees difference in the

readings, leave the thermometer inside the refrigerator and call the refrigerator/freezer in for a repair to the built-in thermometer.

d. Contact your manager and order an additional refrigerator/freezer thermometer

so that you can continue with your monitoring.

2. If the temperature is above 41°F: a. Put an “out of order” sign (see sample) on the unit.


b. Check the temperature of the food. If the food is above 41°F, call a manager immediately.

c. Call the unit in for repair.

Warmers

All warmers must have an internal working thermometer. Warmers must maintain an internal air temperature of 135 – 145°F or above. If the thermometer and/or warmer is not meeting standards, a work order is to be generated to repair the warmer. Contact your manager to order a new thermometer.


Industrial Accidents and Illnesses

Nutrition Services Supervisors (NSS) or Senior Nutrition Services Workers (SNSW) in the absence of NSS must report ALL industrial accidents to Nutrition Services Branch (NSB) Office immediately in order for the NSB Human Resources Technician to report to Risk Management Office within 24 hours. When an industrial accident occurs, check on the well-being of the employee first and immediately complete the following items: Employee’s Site Accident/Incident Report – Employee to complete if he/she is

able, supervisor may assist if needed. Give a copy of Employee’s Site Report to employee.

DWC 1 Form – Employee & Employer sections must be completed if employee wishes to file a claim. If the employee does not want to report/file a claim or seek medical attention, do not complete the DWC 1 Form, only provide it to the employee.

Supervisor’s Report of Accident Investigation – Supervisor/Manager must

complete this report (the injured party is not to complete this form); corrective action must be annotated.

Occupational Injury Medical Service Order Form – List the medical facility

closest to your school site or employee’s home (from the approved facilities list). Complete form and give to injured employee even if he/she states they do not plan to seek medical attention. This medical order form may be used after the day of the injury.

After completing the forms, call to notify the NSB Human Resources Technician at ext. 285 of the work related injury and submit the following forms immediately: Employee’s Site Accident/Incident Report DWC 1 Form (If applicable) Supervisor’s Report of Accident Investigation

Return to Work: Injured employee must provide a medical statement listing all/any restrictions;

contact your manager/Assistant Director immediately to discuss.

Your manager/Assistant Director will determine if accommodations can be made and will notify you and the NSB Human Resources Technician.


Send all medical notes to the NSB Human Resources Technician desk as soon as you receive them (scan copy to NSB Human Resources Technician, if possible); do not hold them to turn in with your weekly payroll.

If an employee must stay off of work due to injury, he/she must communicate with you or the NSB Human Resources Technician regarding his/her status (i.e.: scheduled doctor’s visits, anticipated date of release, etc.). Please communicate this information to your manager and the NSB Human Resources Technician desk via phone or email, immediately.


Cash Handling Procedures

The Cafeteria Supervisor or designated Senior Nutrition Services Worker (SNSW) is responsible for the collection of payments (cash or checks), reconciliation of payments with daily sales, and preparation of the bank deposit slip at the assigned job site daily. With the exception of single-person sites that are operated by only one Nutrition Services Branch (NSB) employee, cash handling requires double count. Double count means:

1. All payments must be counted by two NSB employees separately. 2. Both employees must be present during the entire cash handling process.

a. Count carryover change and payments collected. b. Lock cash, checks, and the Bank Deposit into the moneybag. c. Place the moneybag into the safe.

3. Both employees must sign Bank Deposit for the day. 4. The cash and checks collected must match those on the Bank Deposit. 5. The process is repeated until totals match.

If no payments are received, verify carryover change and dispose of the Bank Deposit generated by e-Trition

Schools with Single Point of Service Prior to the beginning of meal service, carryover change must be counted and verified. Immediately following the lunch service:

1. Designate another employee on staff to double count and verify the cash count. 2. Count and verify carryover change. 3. Put carry over change into safe. 4. Remove cash drawer, count all cash and checks. 5. Count all cash and enter the amounts into ‘Cash in Drawer’ in the POS. 6. Queue and review Location Reconciliation Report for any discrepancies. 7. Contact your Manager or OTS for assistance in resolving cash discrepancies. 8. Print End of Day Reports, which include Bank Deposit. 9. Verify cash and checks received against the Bank Deposit. 10. Sign the Bank Deposit, two signatures are required except for single-person sites. 11. Notate reason for cash overage/shortage on Bank Deposit and Sales Summary. 12. Place in the moneybag: cash, checks, and the Bank Deposit. 13. Prepare deposit tag and insert into the pocket on money bag. 14. Lock moneybag and place in safe (with another employee present). 15. Lock safe. 16. Complete the rest of the daily paperwork as needed.


Schools with Multiple POS Prior to the beginning of meal service, carryover change must be double counted and verified for each POS. An employee assigned to the POS location must verify carryover change prior to beginning service. Immediately following the lunch service, employees assigned to the POS are to:

1. Remove the carryover change 2. Count and enter cash collected into ‘Cash in Drawer’ in the assigned POS 3. Give the money to the supervisor or designee at a designated location 4. Do not leave any cash unattended.

At the conclusion of lunch service, Cafeteria Supervisor or SNSW is to:

1. Count and verify carryover change. 2. Put carry over change into safe. 3. Count cash from each drawer. 4. Enter the cash in ‘Cash in Drawer’ for any POS that have not been entered. 5. Queue and review Location Reconciliation Report for any discrepancies. 6. Contact your Manager or OTS for assistance in resolving cash discrepancies. 7. Print End of Day Reports, which include Bank Deposit. 8. Verify cash and checks received against the Bank Deposit. 9. Sign Bank Deposit, two signatures are required. 10. Notate reason for cash overage/shortage on the Bank Deposit and Sales Summary. 11. Place in the moneybag: cash, checks, and Bank Deposit. 12. Prepare deposit tag and insert into the pocket on money bag 13. Lock moneybag and place in safe. 14. Lock safe. 15. Complete the rest of the daily paperwork as needed.


Location Reconciliation Report-Multi Lane To Analyze: For each terminal, compare amount of cash collected and entered into Cash In Drawer in POS to the amount of cash sales on Location Reconciliation Report (see below). The Over (Short) column will list any discrepancies for the day. Follow established procedures to correct any errors for the day.


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INTENTIONALLY

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Combo, Middle and Secondary Multi-Lane POS - Daily Inventory Control

Inventory Control: A La Carte Prior to service

Assigned cashier employee is to:

a) Count food and beverage items to be sold for a specific location.

b) Complete the A La Carte Sales Report beginning inventory (FS-178)

Supervisor or designee is to:

a) Verify items to be sold at a specific location.

b) Sign the Beginning Inventory on the A La Carte Sales Report (FS-178)

At conclusion of service

Supervisor or designee is to:

a) Count food and beverage items remaining for each location.

b) Complete the A La Carte Sales Report ending inventory–(FS-178)

Secondary Daily Cart Sales Report (FS-178)

1. Complete top of form with Cart#, Day/Date, Site and Cashier.

2. Complete the form with all items being sold, i.e., cookies, chips, etc., with

beginning inventory. If a quantity is changed after the form is completed the supervisor must initial the change.

3. It is very important that the cashier responsible for daily cart sales checks the

inventory quantities and signs the Daily Cart Sales Report.

4. At the end of service the two people must double check item count and verify accuracy by signing the form.

5. Enter the Cash In Drawer at the POS after removing carryover change.

6. Keep FS-178 at the school site for reference. Discard in June.

Daily Cart Sales Report

Cart #________

Day/Date _____________ Site __________________ Cashier _________

A La Carte Food Items Beginning Inventory

Ending Inventory

Amount Sold

Total Carryover Change in this Drawer $ . Supervisor Checked By Keep one copy at the site.

Chapter 5, Page 6 FS-178 July 2017


Carryover Change Fund

The amount of money in each site’s carryover change fund has been set up to meet the daily needs for making change at all the points of sale. It is issued at the beginning of each school year at traditional schools, and remains the same throughout the year unless a formal change is made. The issued amount of money will be requested at final check-out at the end of the year. If a change needs to be made to the value of the carryover change fund, it must be done by the manager, in writing, to Cafeteria Accounting with approval from the Director or designee. Request for Coin or Currency (Revolving Fund) If and when there is a need for change (coin or currency) at a school cafeteria, the request form needs to be filled out by the supervisor and put into a separate moneybag along with cash to pay for the change. A Nutrition Services Branch truck driver will pick up requests for coin and/or currency twice a week. The filled order will be returned to the site two days later according to the following schedule:

Pick Up Day Change Delivered to Site

Monday Wednesday Wednesday Friday

1. The bag used for the revolving change fund must be clearly marked so that it is not

sent to the bank with deposits. The bag must also be marked with your site name. It is recommended that you use one of the following methods to identify the bag as containing the revolving fund:

Mark bag clearly “Revolving Fund.”

Insert a tag with the site name and “Revolving Fund” written on it into the clear

pocket on the front of the bag or in the clear pocket attached to the zipper. 2. Complete the Bank request form (pink) for change. Stamp the form with your site

stamp. Include this form with cash in the moneybag. See example on the next page.

3. Do not include a deposit slip. This is not a deposit. You are purchasing change. Remember that failure to follow these directions could delay the return of the revolving fund to the site.


SITE STAMP

“BANK” CHANGE WANTED BY

Wednesday, 06/23/2014

$100 Currency $ 50 Currency $ 20 Currency $ 10 Currency $ 5 Currency 1 Currency Dollars Half Dollars Quarter Dollars $200 00 Dimes Nickels Pennies

TOTAL $200 00

Increase or Decrease in Value of Fund The Nutrition Services Manager responsible for the site must approve any increase or decrease in the total amount of the fund. The manager will notify Cafeteria Accounting of the change in value of the fund, in writing. 1. A request to increase the amount of the fund will be given to Cafeteria Accounting so

that a check may be issued to Bank for the amount of the increase. The check will be sent to the cafeteria supervisor. The supervisor will then complete the Bank request form as illustrated above. The supervisor will need to indicate the denominations for the change wanted.

2. For decreases, contact your manager for approval. The excess funds need to be

delivered to Cafeteria Accounting, in person, by the supervisor or manager for deposit. These funds would not be included with your usual deposit.

3. Reporting Stolen Carryover Change

Carryover change for every site has a different account number from the regular site sales. If carryover change is stolen out of the site:

Report the amount stolen to the Cafeteria Accounting Manager and your manager. A check will be issued to replenish funds.


Counterfeit Currency Ways to determine if a bill is counterfeit: 1. Counterfeit bills may look and feel different from authentic currency.

The paper weight may not be the same.

Real bills have colored fibers in the paper. Most bills in circulation have an imbedded strip in the bill that can be seen

when held up to the light.

2. When marked with a counterfeit detection pen, the ink will turn the paper black.

3. Use a counterfeit detection pen to mark all bills $5 and larger denomination, and any questionable bill at the point of service.

Procedure to follow if a counterfeit bill is suspected or detected: 1. If detection is made at point of service and the customer is present do not inform the

student that you suspect the bill is counterfeit until after you have asked for their identification.

a. When an employee or student worker comes across a questionable bill, he/she needs to ask the supervisor to inspect the bill.

b. You must ask to see the student’s I.D. card. c. Write down the student’s name and I.D. number so that you may report it to

the principal. d. You must keep the questionable bill as evidence, therefore, you need to

accept it for payment of goods. Do not give change. Tell the student that the authenticity of the bill is questionable and that if it is found to be authentic, change will be given to him/her later.

e. Handle the situation discretely. The student who offers the bill for payment,

may not be the person responsible for making the counterfeit bill. He/she may not be aware that it is a counterfeit bill.

f. Inform your principal of the incident and the student’s name and I.D. number.

The principal will be responsible for calling law enforcement authorities. g. Notify your manager. If he/she is not available, report the incident to the

cafeteria accounting manager, assistant director or director.


h. If the police are called in to investigate, they may direct you to give the

counterfeit bill to them for evidence. Do as the police request. If the police are not called in, follow directions in #2 below.

2. If the counterfeit bill is detected after sales are completed and the customer who

presented the bill has not been identified, place the counterfeit bill in an envelope labeled “counterfeit” and send it along with your cash deposit to the bank. The bank will forward the bill to the Federal authorities for investigation.

3. Make a notation of the cash shortage on the Daily Cash & Sales Report BD-715 on the “Adjustments with Explanation” line. Write in “counterfeit bill--$ ___” and the amount.


Cash Control/Over Rings (FS-225) 1. Keep a pad of the Cash Control/Over Rings (FS-225) forms at each Point of Sale

(terminal). 2. Each Point of Sale needs to have a designation. For example, terminal 1, 2, 3, 4,

etc. 3. The “Student Cashier Training and Guidelines”, are to be used in conjunction with

this form. When terminal errors occur, they need to be indicated on the “Cash Control/Over Rings” form. (Sample below). Instructions for student workers, by grade level follow.

4. When the POS indicates that the student has been previously served, the cashier

must record the student name and PIN on this form. An adult cashier needs to verify the transaction.

5. The cashier for each terminal is to sign and date one form for any meal period with

terminal errors. The completed form will be placed in the cash drawer at the end of the meal period.

6. When there is a money problem, the supervisor will use the cash control form to

identify and correct the error.

Cash Control/Over Rings Terminal # Date

Cashier

Did not delete correctly $

Pre-paid error $

A la carte error $

Adult meal error $

Other/explain $

FS-225 Rev. 07/07/17

Chapter 5, Page 12 FS -3 July 2020

Student Cashier Training and Guidelines

A. All student cashiers must be trained a minimum of two days using the “buddy”

system with a qualified trainer, prior to working a terminal independently. B. All customer/student terminal errors must be referred to a qualified adult cafeteria

employee for assistance. No exceptions. C. Student cashiers must follow the meal pattern requirements for breakfast and lunch. D. Student cashiers will be released from their position if they allow fellow students to

receive food that has not been properly accounted for or regularly fail to follow cash register guidelines.

E. Student Cashier Allowed Transactions and Procedures

1. Student Meals

a. Ask student to enter PIN/Student # and press ‘Enter’. b. Verify name and collect payment, if required, for the transaction. c. Complete the transaction by pressing:

i. “Quick Cash’, if student is paying cash, or ii. ‘Account’ if there is money in the account or no payment is needed.

d. If student does not have the payment, press ‘Charge’. e. ‘Previously Served’ – Require the assistance of a qualified adult cashier.

i. Retrieve meal from the student, log student name. ii. Call for assistance. Send the student to main terminal. iii. Cancel the transaction.

2. Non-Student Meals/A La Carte Items – Charging not Allowed

a. Press ‘Non Student Cash’ or b. Have the student enter the PIN/Student # and press ‘Enter’. c. Select sale item(s)/meal. d. Delete the meal that automatically shows up, if needed. e. Complete transaction by pressing:

i. ‘Quick Cash’, if the student/customer is paying cash, or ii. ‘Account’ is there is money in student’s account.

F. Transactions Requiring a Qualified Adult Cashier

Prepay transactions Earned meal transactions Previously Served transactions A new student without a PIN transaction

I have read and understand the above. ________________________________ ________________________________ Student Date Trainer Date



Elementary School Instructions for Cafeteria Student Workers

Everyone working in the cafeteria must follow these policies and procedures to maintain a sanitary kitchen and high standard of cleanliness. It is important to do your part by working safely to prevent accidents.

1. Student Worker Dress Guidelines: a. Jewelry is limited as follows; other jewelry must be removed prior to working. One pair of small stud earrings One ring, band style with no stones One necklace, if worn inside clothing One wrist watch, if not assigned to prep or food production

b. Closed toe shoes are required. c. Must follow school dress code. No tank tops, bare midriffs and short shorts.

2. You must not work in the cafeteria if you have a cold, sore throat, have an open

sore or are not feeling well. If you cannot report to work, notify your teacher or the office in time for a substitute to be obtained.

3. Upon arriving in the cafeteria for work:

Put on your apron and cap/hairnet to cover all hair. Wash your hands; be sure that your fingernails are clean

o Before beginning work o After using the restroom o After touching your hair

Keep your hands away from face, hair, and clothing. Put on plastic gloves and hot glove underneath, if needed.

4. Handle pans, trays and utensils quietly, avoid unnecessary conversation.

5. Never touch food others are to eat. Use tongs if the food you are serving is not

wrapped or in a container. Only touch the handle of serving utensils.

6. Do not change assignments with another student without the supervisor’s approval.

7. Eating, drinking or chewing gum is not allowed while working in the school cafeteria.


8. Change gloves between tasks. When your work is finished, discard your disposable plastic apron, gloves, and hair covering in a trash container and leave the kitchen promptly.

9. Your earned meal and/or student worker cookie will be served to you by cafeteria employees after you enter your PIN/student number. You must not help yourself.

10. The use of electronic devices is not permitted while on duty. This includes but is not limited to: earphones, cell phones, and blue tooth devices. No exceptions.

If you have any questions about these instructions, the cafeteria supervisor will be glad to discuss them with you. Your cafeteria supervisor is _______________________________________________ Instructions for Elementary School Cafeteria Student Workers have been reviewed with me, and I have received a copy. ______________________________________________________________________ Student’s Name Date



Middle and K-8 School Instructions for Cafeteria Student Workers

Everyone working in the cafeteria must follow these policies and procedures to maintain a sanitary kitchen and high standard of cleanliness. It is important to do your part by working safely to prevent accidents. Attendance Plan to arrive so you will be ready to work and in your assigned work place at the time to begin work. This includes putting on an apron, hair net or cap, washing your hands and putting on plastic gloves. Student Workers Policy and Procedures


b. Closed toe shoes are required. c. Must follow school dress code. No tank tops, bare midriffs and short shorts.



3. Upon arriving in the cafeteria for work:

Put on your apron and cap/hairnet to cover all hair. Wash your hands; be sure that your fingernails are clean



4. Handle pans, trays and utensils quietly, avoid unnecessary conversation.


5. Never touch food others are to eat. Use tongs if the food you are serving is not wrapped or in a container. Only touch the handle of serving utensils.




9. Your earned meal and/or snack/cookie will be served to you by cafeteria employees after you enter your PIN/student number. You must not help yourself. a. Grades K-5: Earned meal and student worker cookie b. Grades 6-8: Earned meal and one snack item (based on site availability)

10. The use of electronic devices is not permitted while on duty. This includes but is

not limited to: earphones, cell phones, and blue tooth devices. No exceptions.

If you have any questions about these instructions, the cafeteria supervisor will be glad to discuss them with you. Your cafeteria supervisor is ________________________________________________.

Instructions for Middle and K-8 Student Workers have been reviewed with me and I have received a copy. ______________________________________________________________________ Student’s Name Date



High School Instructions for Cafeteria Student Workers

Everyone working in the cafeteria must follow these policies and procedures to maintain a sanitary kitchen and high standard of cleanliness. It is important to do your part by working safely to prevent accidents. Attendance and Performance Expectations Sign in when you arrive for work and sign out when finished, as instructed by the cafeteria supervisor. Record time actually worked. You will be paid by check for time worked during a four-week pay period.

Anyone who has taken the responsibility of a job and expects to be paid for work must have good attendance and complete assigned job duties thoroughly and accurately. Plan to arrive so you will be ready to work and in your assigned work place at the time to begin work. This includes putting on an apron, hair net or cap, washing your hands and putting on plastic gloves. Two or more unexcused absences or tardies may lead to termination of your position. Student Workers Policy and Procedures


b. Closed toe shoes are required. c. Must follow school dress code. No tank tops, bare midriffs, and short shorts.




3. Upon arriving in the cafeteria for work: Put on your apron and cap/hairnet to cover all hair. Wash your hands; be sure that your fingernails are clean



4. Handle pans, trays and utensils quietly, avoid unnecessary conversation. 5. Never touch food others are to eat. Use tongs if the food you are serving is not

wrapped or in a container. Only touch the handle of serving utensils.




9. The use of electronic devices is not permitted while on duty. This includes but is not limited to: earphones, cell phones, and blue tooth devices. No exceptions.

If you have any questions about these instructions, the cafeteria supervisor will be glad to discuss them with you. Your cafeteria supervisor is ________________________________________________. Instructions for High School Student Workers have been reviewed with me and I have received a copy. ______________________________________________________________________ Student’s Name Date

Chapter 5. Page 19 July 2020

Returned Checks

The procedures for handling returned checks are as follows:

1. Upon receipt of a returned check by Cafeteria Accounting from the bank: a. Cafeteria Accounting will notify the Operations and Training Specialist (OTS)

responsible for the school site involved.

b. The OTS will deduct the amount of the returned check from the child’s prepaid account and will forward a copy of the transaction to Cafeteria Accounting.

c. Cafeteria Accounting will send a notice to the parent via US mail stating that the amount of the returned check has been deducted from their child’s meal account at school.

2. The OTS is to deduct the full amount of the returned check from the student’s prepaid meal account. The student account will not be debited until end of day.

3. The OTS will notify the supervisor by phone of the change to the student’s balance.

4. If the student’s account is in the negative as a result of the returned check: a. The Supervisor will send a negative balance letter home with the child,

reflecting the updated balance. The Supervisor will make a notation on the letter that “The amount of the NSF check has been deducted from the account.”

b. The student will receive a full meal, which will be charged to student’s account.

5. Do not accept any checks from the parent until cash, money order, or payment

via MySchoolBucks has been received to cover the amount of the returned check.

6. If the parent remits the cash or a money order to the Nutrition Services Supervisor, follow these procedures: a. Enter the funds into the child’s prepay account.

b. Deposit the money with your daily deposit to the bank. Do not send to

Cafeteria Accounting.


Online Prepayment of Meals via mySchoolBucks The Nutrition Services Branch uses mySchoolBucks for parents to deposit meal payments online. Parents must have their student’s 9-digit identification number to set up an on-line account. Parents can obtain the number from their student's ID badge, the application packet materials mailed in August, in ParentVue, or by checking with the Cafeteria Supervisor or the school office. Parents can also request this information through mySchoolBucks (this generates an e-mail to our office). Only give out ID numbers to known parents or guardians. If you are unsure of the individual’s relationship to a student, refer the person to the school office or contact the Nutrition Center at 562-427-7923. Complete information for setting up an online account is located on the Nutrition Services web site on the Meal Payment Options page at lbschools.net, select Nutrition Services from the alpha index. Parents can set up an account to view a student’s meal activity free of charge but there is a transaction fee to make payments through mySchoolBucks. Daily Transfers Online transactions are posted to school sites at least 3 times per day. Check “Payments on Account” in eTrition to view the online payments with a reference number starting with MYSB. (Refer to the POS manual for instructions view the “Payments on Account” report.) Refunds Refunds will only be made by check; no cash refund can be made for credit card payments. Refund of on-line payments will be issued after two business days from the payment date. The convenience fee is non-refundable. It may takes up to 30 days to process a refund request.


Meal Charging Policies and Procedures The Nutrition Services Branch extends credit to all District students in Pre-kindergarten through twelfth grade. Students who do not qualify for free or reduced-price meals and do not have their meal payment will receive a full meal. The student's cafeteria account will be charged at the current paid meal rate. Parents/guardians will be notified with a request to repay the negative balance accrued in their child's cafeteria account. Charging is not permitted for purchases of a la carte items, 2nd student meals, or non-student meals. The NSB provides the written meal charge policies to all households and staff responsible for policy enforcement by including the charge policies in: Payment Options Section on the NSB Web page at:

http://lbschools.net/Departments/Nutrition_Services/meal_payment.cfm Long Beach Unified School District Guidelines for Parents and Students The meal eligibility package sent home before the beginning of school year On-line meal application portal at: https://longbeach.rocketscanapps.com

Payment on Account If a student’s account is in the negative but has money to purchase a meal at the time of meal service; Cafeteria supervisors may not use the student’s money to repay previously unpaid charge, if the student intended to use the money to purchase that day’s meal. Cafeteria supervisors are to accept the money, provide the student with a meal, and complete the transaction as they normally do. Payment Reminders and Negative Balance Letters Students with a low or negative balance will be provided with Payment Reminders and Negative Balance Letters as follows:

1. Students in a paid status with a balance at $5 or lower (including negative) – At the time of service, cafeteria supervisor or designee must provide the students with a Payment Reminder. A Low Credit Balance Notice (FS-150) will be used if the POS is not connected to a printer. See POS Manual for Payment Reminder printing instructions.

2. All students with a negative balance regardless of eligibility status – Cafeteria

Supervisors (all levels, pricing and non-pricing) must print the Negative Balance Letters and send the letters home weekly. See POS Manual for Negative Balance Letter printing instructions.

Chapter 5, Page 22

Food and Supply Inventory

Each cafeteria site will be taking a periodic physical inventory of food and supplies using: Cafeteria Food Inventory (FS-96), Cafeteria Supplies Inventory (FS-95). Perishable items, which are considered to be consumed as received, will not be inventoried. Examples of perishable foods include milk, yogurt, dairy, fruit juice, bread products, fresh produce, salads and sandwiches. Include full packages of cheese, novelty items and bottled water in your inventory.

Receiving Deliveries Date all items as you put them away. This includes frozen and refrigerated foods as well as dry goods. This will help you in maintaining the “first in, first out” (FIFO) method for your deliveries.

Completing the Physical Inventory

Complete all periodic inventories on the last operating day before winter break, spring break and the last day of school. It is recommended that you work in pairs to complete the inventory. One person counts and calls out the count, the other writes down the inventory.

Count and record only new, unused items. (For example, if a broom has been used, it is not inventoried).

Stamp all inventory forms with your site stamp, which includes your site name and number.

Date the forms with the actual inventory date and sign the bottom of each form.

Bring completed inventory forms to check in. Description of columns:

Column Subject/Name Description of Column 1 Item Description/Name of the product 2 Pkg. Unit Number of each per ordered package/case 3 Unit This is the unit in which the product is ordered and inventoried. In most

instances, it is a case or a box which contains a specific number of items.

4 Stock No. Stock number 5 # Cases/Units

on Hand Use this column to record whole “Units”, i.e., cases, boxes, bags, or sacks. Many items may have been removed from their boxes, so refer to the “Pkg Unit” to find out how many of each are in a unit. Some items that are issued as small units (bag, btl, can, sack, each, gal) will only be recorded in this column.

6 Partials/Each on Hand

Items contained within the original unit may be recorded under this column if the amount is less than what is contained in a whole unit.

Chapter 5, Page 23 November 2017

While conducting an inventory, be observant of the following: Count items in a consistent pattern. Begin at a shelf in your storeroom, count left to

right and complete one shelf before moving on to the next. Use the correct unit, as indicated on the inventory form. Most items are shipped in

cases. Even if the cans are removed from the case, they will be inventoried by full cases and individual cans will be recorded under “Partials/Each on Hand”.

Write in all items that you find in your storage areas that are not listed on the

inventory forms.

Inventory Examples

Example 1: There are 15 cans of applesauce in your storeroom. How would you record this on the Cafeteria Food Inventory form (FS-96). Solution 1: The unit size is a case. To determine how many complete cases of applesauce you have on hand, divide 15 cans by the number of cans per case: 6 (found under “Pkg. Unit”). You have 2 complete cases with 3 cans left over. Write “2” in the column headed “Cases/Units on Hand” and “3” in the column headed “Partials/Each on Hand”.

Item

Pkg. Unit

Unit Stock No.

# Cases/Units On Hand

Partials/EachOn Hand

Applesauce

6/cs

case

9015 2

3

Example 2: There are approximately one-and-a-half cases of graham crackers in the storeroom. How do you record this amount on the Cafeteria Food Inventory form? Solution 2: A case is the unit size. There is one whole case. Therefore, write “1” in the column headed “#Cases/Units on Hand”. To determine how to list the half of a case, look at the “Item”. There are 150 packages of graham crackers in a full case. You have estimated that one case is only half full. Divide 150 by 2 to determine the number of “Partials/Each on Hand” to record. Record “75” in this column.

Item

Pkg. Unit

Unit Stock No.

# Cases/Units On Hand

Partials/EachOn Hand

Graham Crackers

150/ cs

case

3098 1

75


Breakfast and Lunch Production Records

The purpose of the Menu Production Record (MPR) is to document all food items prepared and served at the school site. The MPR must indicate the food items and quantity prepared and served to support the number of meals claimed. The Cafeteria Supervisors are to follow the menu, serving guide and standardized recipes issued by the Nutrition Center. Any menu item changes at the site level must be pre-approved by the manager. 1. The MPR is to be kept on a clipboard and completed daily. Complete one MPR for

Breakfast and one for Lunch. 2. Keep a copy of each MPR at your school for the entire school year. The current

month of MPR are to be kept in your files and then placed in your white storage box. 3. List the following:

School Site Date numerically, i.e. 9/5/18 Supervisor or his/her designee who is responsible for the MPR Meal service ending time. List the first or 2nd breakfast on the bottom box accordingly, as applicable.

4. Plan your production and complete steps 12 to 15 in advance. Use the pre-

planned MPR as a guide for your CIBO order.

5. All menu items must have figures in Columns A-I, unless the box has been shaded.

6. Record amount of condiments offered at meal service that are indicated on the

serving guide and estimate amount served after meal service.

7. Column A – Record the time and temperatures of each batch of a menu item when you remove it from the oven.

8. Column B – Write in the meal contribution for each food item if it is not pre-printed.

Refer to the recipe book or serving guide for meal contribution for all food items (M/MA), Grain (G), Fruit (F) and Vegetable (V). Circle the correct meal contribution for each selection of fruit or vegetable offered.

9. Column C – Use pre-printed menu items, if available, or enter all menu items as

listed on serving guide, keeping combined components grouped together.

a) Record the type of fruit, vegetables and juice served. b) Record any additional items being served. c) Record express lunches as an each. d) List afterschool snack items provided on the lunch MPR.


10. Column D - Record the estimated number of portions planned for each menu item. 11. Column E - Record portion size listed on serving guide, if not already listed. 12. Column F - Record the recipe number for each food item from CIBO or recipe

book if not pre-printed.

13. Column G - Record the leftover food items from prior day that are added to today’s production. Leftover food means that a food item has not been cooked/heated and has been kept in the proper storage (freezer/refrigerator or storeroom) and is in good condition. You must include the date the food item came from on the MPR, unless the food item is from the same day (breakfast).

14. Column H- Record total portions pulled/prepped today. Leftover items in column G

are not included in this total.

15. Column I - Record total portions available at the time of meal service by adding column G and H. Be sure to do a physical count of all food items.

16. Column J - Enter the number of portions that are discarded. Menu items that

have been heated must be discarded after meal service. 17. Column K - Enter the number of leftovers. Leftover food means that a food item

has not been cooked/heated for today’s production, is in good condition, and promptly returned to proper storage (freezer/refrigerator or storeroom). Follow the Leftover Food Policy. Record these items on the production records for the day to be used. Include the date it came from. Juice, yogurt, string cheese, and cereal are running totals and do not need to be noted with a usage date.

18. Column L – Record the number of meals/items served:

(a) The number of servings for Adults and A la carte served.

(b) Total Student Portions Served by subtracting columns J, K and L(a) from

Column I. Column L(b) must be completed for all menu items.


19. Milk Section of the Production Record – Record milk by type:

a. Record milk left from the previous day on the Breakfast Beginning Milk “Leftover” line. This is a total of the end of the day milk and returned after school snack milk.

b. Record the milk delivered today on Breakfast Beginning Milk “Received” line. c. Record breakfast milk temperature. d. Record number of milk leftover after breakfast service in “Ending” milk. e. Transfer Breakfast Ending Milk to Lunch Beginning Milk on the lunch MPR

record.

f. Record lunch milk temperature.

g. Record number of milk leftover after lunch service in “Ending” milk. This total will be your Breakfast Beginning Milk “Leftover” line.

For sites with an After School Snack Program a. Set aside afterschool snack milk prior to counting the milk leftover after lunch

service, if applicable, and record on Lunch Milk “Ending” line. b. Record number of “Snack Milk Returned”, if applicable. This may need to be

completed the next morning. Add the returned afterschool snack amount to your end of the day leftover milk total. This total will be your Breakfast Beginning Milk Leftover line.

20. Meal Counts Section of the Production Record:

a. Run End of Day reports prior to recording information on the Breakfast and

Lunch Counts section of the production records. b. Record Student Lunch Counts from the Daily Sales Summary report.

c. Record Non-Student Lunch Counts from the Daily Sales Summary report.

(Earned is included)

d. Record the number of Pureed and Chopped Meals, if applicable.

e. Record Field Trip Lunches total, if applicable. The field trip section cannot be completed until the field trip roster(s) has been returned. Follow detailed guidelines for field trips in Chapter 4.


21. For sites that prepare snack (not supper) – List menu items and portions prepared for each program (SAC and/or WRAP) in the “Snack” box on the bottom of the production record.

22. Comparison between Meals Prepared and Meals Served:

a. Add up all entrées served separately for each meal service. b. For lunch service add the number of Field Trip Lunches to the lunch entrée

total.

c. Add all figures reported in the meal counts section for student meals, non-student meals, and a la carte entrées and calculate total.

d. Compare entrée totals and Field Trip Lunches to the above total (student

meals, non-student meals, # of ala carte entrées). Is there a large difference between the two?

e. If there is a large difference – You will need to investigate.

1) Were deliveries verified? 2) Were changes made to the Production Record when deliveries were

different than what was ordered?

3) Were servings actually counted when panned? Do not assume cases have correct amount of servings. You must count all food.

4) Were all students and adult employee meals accounted for?

5) Were all leftovers counted?

6) Were Field Trip Lunches added into your student meals?


Paperwork Procedures

Keep items listed below on clipboard Production Records (for the current week) Food, Warehouse and Supplies Order for current week Daily Itemized Delivery Receipt Warehouse Order Picking Slip Report

Daily Paperwork Weekly Paperwork

Send in items below in Accounting envelope daily:

Paper-clip together: 1. End of Day Reports Daily Sales Summary Daily Sales Detail Transaction Journal Summary

2. Breakfast & Lunch Non-Pricing Tally Sheets

(FS-212), as applicable

3. Meal Rosters for Field Trip, Special Ed, Head Start, and CDC, as applicable

4. After School Snack Check-Off Rosters

(FS-238)

5. Students not in the POS System worksheet (SNIS FS-239)

Loose in Accounting envelope: 1. Milk Invoices (Pink) 2. Bread Invoices 3. Pizza Invoices 4. A La Carte Invoices 5. Laundry Invoices Additional Daily Mailbag Items – CIBO Daily Itemized Delivery Receipt (Kitchen copy only)

Send in on Friday in mailbag. Bundle the documents within each item below by a paper clip or rubber band. Arrange each bundle in order from top to bottom of list.

1. Breakfast and Lunch Production Records: Original for each day with Monday’s date on

top Cook/chill labels (one from each batch)

stapled at the bottom on the backside for the day used

2. Weekly Food, Warehouse, and Supply Orders for

Current Week – One copy for each day with Monday’s date on top

3. CIBO Daily Itemized Delivery Receipt with Monday’s date on top

4. Warehouse Order Pick Sheet – Warehouse items are delivered the week before they are to be used; therefore, the paperwork must be held and submitted the week the items are actually used.

5. Paperwork, such as blue slips, for NSBSpecial

Request/Special Diet Orders, if any

Additional Weekly Mailbag Items to Accounting (in a separate envelope): At-risk Supper daily rosters, FS-238 Weekly Meal Count & Site Edit Worksheet, FS-250A At-risk Meal Service Record, FS-274A

Monthly Paperwork: Send in at the end of month, Head Start Transport Record (FS-281), as applicable.

Keep on Clipboard

Chapter 6, Page 6 After School Snacks/Meals Procedures January 2019

After School Snacks/Meals Procedures The Nutrition Services Branch (NSB) receives federal funding for snacks/meals provided to students in an afterschool setting as follows:

Criteria After School Snacks CACFP At-Risk After School Meals

Funding Sources

National School Lunch Program, After School

Meal Supplements

Child and Adult Care Food Program (CACFP), At-Risk Component

Eligible Sites All schools Schools where at least 50% of children eligible for free or reduced-price meals

Meal Types Snack only Supper or Lunch (during school breaks)

Service Days School days only School days and during school breaks

Both programs are administered by the California Department of Education (CDE). All snacks/meals must be accounted for according to approved procedures, served during the designated meal time(s), and consumed on-site. Listed below are the required procedures. Failure to follow the required procedures may result in meal disallowance; participating programs (SAC or WRAP) will be billed for disallowed meals.

Meal Pattern Requirements

1. After School Snacks – A complete snack consists of two of the following four components:

a. Meat or meat alternate (1 oz.) b. Grains/Bread (1 serving) c. Fruits or vegetable (¾ cup) d. Milk (8 fl. oz.)

2. CACFP At-Risk After School Meals – For a lunch or supper to be reimbursable,

the following five meal components must be offered:

a. Meat/meat alternate (2 oz. cooked) b. Grain/bread (1 serving) c. Vegetable (1/2 cup) d. Fruit* (1/4 cup) e. Milk (8 fl. oz.)

* A vegetable component may be used to meet the entire fruit requirement. When two vegetables are served at lunch or supper, two different kinds of vegetable must be served.


Civil Rights Requirements Provide equal access to meal services and dining facilities to all attending

children regardless of child’s race, color, national origin, sex, age, or disability.

Provide reasonable accommodations for children with special dietary needs.

Display an “And Justice for All” poster in the kitchen/dining room and in any classroom where students eat their meals.

Forward civil rights complaints related to the After School Snack or CACFP At-Risk After School Meals to Lieling Hwang, NSB Assistant Director, by email at: [email protected] or by phone at: 562-427-7923 extension 248.

Collect racial and ethnic data. Accommodating Children with Special Dietary Needs NSB makes menu substitutions or modifications for participants with disabilities when such substitutions are supported by a statement from a recognized medical authority that includes the required alternate foods. Additionally, substitutions may be made if individual children are unable, because of medical or other special dietary needs (not disabilities), to consume the foods required by the meal patterns. Such substitutions may only be made when supported by a statement from a recognized medical authority. Contact Child Nutrition Specialists at [email protected] or 562-427-7923 for questions or request for special dietary accommodations. Meal Preparation and Change Requests

1. After School Snacks – After School Snack is prepared by cafeteria staff on-site; contact Cafeteria Supervisor to change the meal count.

2. At-Risk meals may be prepared at the Production Center or school cafeteria.

For meals prepared at the Production Center – To change the count, email [email protected]. There is a lead time of 2 days for the change to take effect.

For meals prepared at school cafeteria –Email the change in count to cafeteria supervisor the day prior. For example, email the request after the supper service to have the change take effect the next day. The email address for cafeteria supervisor is the school name followed by “cafe”; for example, the email address for King Cafeteria Supervisor is [email protected].


Meal Service Snacks (in bulk) or meals (in bags) are placed in a designated holding unit (refrigerator or milk cooler), accessible to SAC/WRAP personnel. All snacks/meals must be kept cold until meal service.

1. Line up students who wish to receive a meal. 2. Retrieve snacks/meals from the holding unit for the number of students in line. 3. Provide a complete snack (both items)/meal to each student in line. 4. Check off each student name on the meal roster (FS-238) at the time of service 5. Return the complete, unserved snack/suppers to the holding unit immediately. 6. Make sure the doors of the holding unit are closed properly. 7. The following cannot be returned and must be discarded: (a) Items leftover by

students and (b) Unserved lunches (during school breaks) Required Documents to After School Snacks/At-Risk Meals To support snacks/meals claimed, the following documents must be completed and submitted (original copy) to cafeteria supervisors, unless there are instructions otherwise:

1. After School Check-off Roster (FS-238) – After School Snacks and At-Risk Meals

a. Each page of the rosters (FS-238) must include: School/location Day/date of Service Supper (CACFP) or Lunch (CACFP) box checked off (SAC or WRAP) Page number/total pages Students checked-off as receipt of a snack/meal at the time of service

b. First Page of the rosters (FS-238) must include: Number of meals provided and number of meals served Printed name and signature of Program Leader or designee

FS-238 must be submitted to cafeteria supervisor by next morning.

2. Weekly Meal Count and Edit Site Worksheet (FS-250 A) – At-Risk Meals Only

a. Complete the following information on top of the form: Meal service location Number of Enrolled Students Supper (CACFP) or Lunch (CACFP) box checked off (SAC or WRAP)

b. Capture the meal service for the week: Date Daily attendance, Meal received, served, and unserved. Print name, sign, and date the form (Site Director/Designee)


FS-250A must be submitted to Cafeteria Supervisor by the following Monday.

3. Attendance Records – Provide attendance records upon request The At-Risk requires attendance documents to be available upon request to support meals claimed. CDC/WRAP Site Directors are to provide legible copies of attendance documents, to the requestor, within one week of the request.

Any alternative documents in lieu of FS-238 or FS-250A must be pre-approved by the NSB Director or designee. Financial Responsibility Under the following conditions, CDC/WRAP office will be billed at the current rate for each meal that was provided but could not be claimed for reimbursement: Lunches provided during school breaks but not served; cafeteria is closed and

not able to serve these lunches the next day.

Wasted Snacks/Suppers – When unserved snacks/suppers are not returned in good condition or timely to allow them to be offered in the cafeteria the next school day following NSB’s Leftover Food Policy.

Complete, original documents (FS-238 and/or FS-250 A) not given to the

Cafeteria Supervisor by the 3rd working day.

Any meal disallowance resulting from non-compliance observed during site monitoring either by the NSB or CDE.

Food Safety Cold foods must be kept cold until served. Lunches packed in insulated boxes must be kept at least 6” off the floor. CDC sites that receive breakfasts (for the next day) and snacks (for the same day) must remove the foods from insulated boxes, place them in the refrigerator immediately upon receipt, and keep them in the refrigerator until service. Leftover items and lunches (during school breaks) must be discarded after meal service; no leftover items or lunches/suppers can be given to students or staff to take home. Food from home or outside sources may not be stored in refrigeration equipment used to store At-Risk meals or NSB foods. If there is not a separate refrigerator to store employees’ foods, there must be a designated space in the shared refrigerator for employees’ foods. CDC/WRAP may make arrangements with local food pantries to pick up leftover meals, for example: Food Finders (contact information: Chris Wong, Food Donor Coordinator, 562-283-1400 x. 105 or [email protected]).


Cafeteria Supervisor’s Responsibilities It is Cafeteria Supervisor’s responsibility to keep the designated refrigerator or milk cooler clean and sanitized as well as to maintain the temperature log to ensure proper function of the unit.

1. After School Snacks

a. Write the number of snacks you have provided on the production record for the day of service.

b. Check the completeness of the After School Check-off Roster (FS-238) as

described on the previous page. Verify that the number of students served matches the number of snacks claimed on the top of the roster. If the counts do not match, count again or resolve the discrepancies with SAC/WRAP site director for the error/correction.

c. Use the “Snacks” stamp on your Daily Sales Summary page. Write the

number of snacks provided in the “sent column” on the Snack Stamp. If snacks are added after the initial count, be sure to update the amounts listed on the production record and snack stamp area to support the number of snacks served that day.

d. Take a physical count of returned snacks, write in “returned”, and indicate the number returned, or if none, “0.” Returned snacks must be in good condition. You will not give credit if only one of the menued items is returned. Do not cross out the “sent” number of snacks and adjust for the returned number. Cafeteria accounting staff will complete the math to determine if the program will be billed for any snacks not returned.

e. Additional Responsibilities for Non-Area Eligible Sites – All students that received snack are to be entered through the POS. Refer to POS Manual for instructions.

2. CACFP At-Risk Suppers a. Returned Suppers – Take a physical count and examine the returned

suppers to make sure they are in good condition. Follow the Leftover Food Policy and expiration date.

b. If you have both SAC and WRAP, you will receive two sets of FS-238 and FS-

250A, one for each program.

Keep the Monday through FS-238 at your cafeteria. The FS-250A will be given to you the following Monday. Check the completeness of FS-238 and FS-250A as described on the previous page. Verify FS-238


against FS-250A. If the counts do not match, count again or resolve the discrepancies with CDC/WRAP site director for the error/correction.

Complete At-Risk Meal Service Record (FS-274A) daily. Take a

physical count of returned supper and record the number of meals provided, served, returned, and wasted accordingly.

For example, you prepared 35 suppers for SAC and received 1 supper returned in good condition from SAC: FS-238: A total of 32 students checked off.

FS-250A:

FS-274A:

Submit to Accounting: FS-238, FS-250A and FS-274A weekly as one packet. Do not staple or attach these documents with your weekly paperwork.

3. Additional Responsibilities for CACFP At-Risk Suppers Prepared On-site:

a. Follow Supper menu and order food though CIBO following CIBO schedule. b. Prepare unitized suppers based on the serving guide and counts provided by

WRAP and/or SAC. Record the number of each menu item used on the At-Risk Meal Service Record (FS-274A). If you have both SAC and WRAP, combine the total amounts on one FS-274A but list the number of suppers prepared for SAC and WRAP separately.

c. Store suppers in the designated holding unit: refrigerator or milk cooler. If you

have both SAC and WRAP, store SAC and WRAP meals separately in the holding unit(s) and let each program know where to retrieve its meals.

d. Special Diets –Special diets are prepared in Production Center (PC),

labeled, and sent to each site for same day service. PC is to email the receiving sites on the number of special diets that are prepared and delivered to the specific sites daily. Check the special diets received and include them in your daily total of suppers prepared. Keep good communications with WRAP and/or SAC personnel regarding students who require a special diet.

Day Meals

Received Meals Served

Meals Unserved

Monday 35 32 3

Monday Number of Suppers Provided, SAC 35 Number of Suppers Served, SAC 32 Number of Suppers Returned, SAC 1 Number of Suppers Wasted, SAC 2

Chapter 6, Page 11a At-risk (FS-274A) September 2018

At-risk Meal Service Record

School: Happy Lane School Supervisor: Betty Best

Menu Item CIBO/Recipe

#

ServingSize

Meal Contribution

Operating Dates: MM/DD/YY

10/1/18 10/2/18 10/3/18 10/4/18

Mon. Tue. Wed. Thur. Fri. Cheese, Shredded Cheddar, 5 lb. 8001 #8 2M

Cheese, String, 1 oz. 8002 1 ea. 1M 112 115 90

Peanut Butter (PB) Cup, 1.1 oz. 10046 1 ea. 1M

Sandwich, PB & Jelly, 2.8 oz. 7143 1 ea. 1M, 1G 115

Sandwich, Turkey Ham/Cheese 17183 1 ea. 2M, 2G 107

Sandwich, Turkey/Cheese Deli 17128 1 ea. 2M, 2G

Sunflower/Cranberry Mix, 2.16 oz. 3170 1 ea. 1M, ½ c F 90

Yogurt, 4 fl. oz. 12178 1 ea. 1M 112

Cereal, Cinn. Toast Crunch, 1 oz. 3056 1 ea. 1G 112

Crackers, Whole Grain, 1.6 oz. 3107 1 ea. 2G

Pretzels, 0.75 oz. 3186 1 ea. 1G 90

Tortilla Chips, 2 oz. 3275 1 ea. 2G

Applesauce Cup, 4.5 oz. 9018 1 ea. ½ c F 112

Carrots, 3 oz. 2150 1 ea. ½ c V 115 90

Celery Sticks, 2.28 oz. 2237 1 ea. ½ c V

Corn, Canned, 6/#10 9095 #8 ½ c V 107

Juice, Apple, 4 fl. oz. 12220 1 ea. ½ c F

Juice, Orange Medley, 4.23 fl. oz. 4292 1 ea. ½ c V 112

Juice, Wild Berry, 4 fl. oz. 12260 1 ea. ½ c F 115

Orange or Fresh Fruit var. 1 ea. ½ c F 107

Pico de Gallo, 5 lb. 2155 #16 ¼ c V

Milk, 1%, 8 fl. oz. 12285 1 ea. Milk 40 35 27 15

Milk, Fat-free, Choc. 8 fl.oz. 12295 1 ea. Milk 72 80 80 75

Number of Special Diets SAC 2

Number of Special Diets WRAP 6

Condiment Number of Suppers Provided, SAC 35

Mayonnaise, 9 g, #4300, 1 ea.

107 Number of Suppers Served, SAC 32

Number of Suppers Returned, SAC 1

Ranch Dressing, 12 g, #4205, 1 ea.

115 Number of Suppers Wasted, SAC 2

90 Number of Suppers Provided, WRAP 85

Tajin, 1 g, #3162, 1 ea.

Number of Suppers Served, WRAP 80

Number of Suppers Returned, WRAP 5

Number of Suppers Wasted, WRAP 0


Saturday Intervention School Meal Service Nutrition Services Supervisor Procedures/Overview

The Nutrition Center will prepare sack lunches for all sites and deliver on Friday for Saturday. The Saturday Program Coordinator/Teacher will email the projected Saturday meal counts to the Production Center at: [email protected] and your cafeteria by 11:00 a.m. the Wednesday prior to Saturday School.

A standing order of lunches to be provided can be scheduled by the Saturday School Coordinator/Teacher by emailing the production center at [email protected].

Sack lunches will consist of the following;

1. A cold sandwich (turkey ham) 2. 2 packages of vegetables 3. Fresh fruit, frozen fruit cup, or applesauce cup 4. 4 oz. juice 5. Non-fat chocolate or 1% low fat milk

If a student needs dietary accommodations, the program coordinator/teacher must email a Child Nutrition Specialist at [email protected].

Cafeteria Supervisor will verify the Saturday food delivery and provide proper storage/refrigeration on the Friday prior to Saturday School. Any concerns or problems require an immediate telephone call to the Production Center at 562-424-6484.

Cafeteria Supervisor will coordinate with the Saturday Program

Coordinator/Teacher for pick up of the sack lunches.

Saturday program will serve lunches no earlier than 10:00 a.m.

Saturday Program Coordinators/Teachers use a copy of their classroom rosters or FS-260 (Saturday School Lunch Check-Off Roster). Students will be checked off at the point of service. The Saturday Program Coordinators/Teachers are to offer one sack lunch per student. 1. Each page of the rosters must include:

a. School/Location b. Day and date of service c. Program type indicated d. Page number/total pages e. Student full name and ID number f. Checkmarks for students who received a meal at the time of service


2. First page of the rosters must include:

a. Printed name and signature of Saturday Program Coordinator/Teacher b. Number of meals provided and number of meals served. If the number of

lunches provided is not listed, the NSB will use the data from the Special Program report for billing purposes.

c.

Saturday Program Coordinator/Teacher will sign the rosters and return the completed classroom rosters to the Cafeteria Supervisor, clearly marked with the students that received meals, the next school day. If rosters are not received by the 3rd working day, the program will be billed for the meals. No meals are to be returned to the cafeteria, they must be discarded by the program.

Nutrition Services will bill the Program Office for the sack lunches sent but not

served/claimed as indicated on the classroom rosters at the current rate per meal. Paid eligible students will be billed to the Saturday program if attempts to collect the money from the student/parent via a negative balance notification letter do not result in payment.

The Cafeteria Supervisor will count and claim all student meals checked off on

the classroom rosters received for the Saturday school meal service. The Cafeteria Supervisor must select the correct Saturday school date in the POS and will enter all participating students through meal service. The Cafeteria Supervisor will charge the paid students’ accounts. End of Day reports will be printed and roster will be attached and sent into Cafeteria Accounting.


Saturday Intervention School Meal Service Saturday School Coordinator/Teacher Procedures

The Nutrition Center will prepare sack lunches for all sites that are participating in the Saturday Intervention School program. Lunches will be delivered Friday for Saturday. To facilitate the Saturday school meal service, e-mail the projected number of lunches to the Production Center at: [email protected] and your cafeteria supervisor by 11:00 a.m. the Wednesday prior to Saturday School.

A standing order of lunches to be provided can be scheduled by the Saturday School Coordinator/Teacher by contacting the Production Center by e-mail at: [email protected].

Sack lunches will consist of the following;

1. A cold sandwich (turkey ham) 2. 2 packages of vegetables 3. Fresh fruit, frozen fruit cup, or applesauce cup 4. 4 oz. Juice 5. Non-fat chocolate or 1% low fat milk

If a student needs dietary accommodations, please email a Child Nutrition

Specialist at [email protected]. Saturday Program Coordinator/Teacher will pick up the sack lunches from a

designated location determined by Cafeteria Supervisor and the Saturday program.

Saturday Program must serve lunches no earlier than 10:00 a.m.

All meals must be consumed on-site. Off-site consumption, without prior approval

from NSB, will result in meal disallowance and will be charged to the school program.

Saturday Program Coordinators/Teachers can use a copy of their classroom

rosters or FS-260 (Saturday School Lunch Check-Off Roster). The Saturday Program Coordinators/Teachers are to offer one sack lunch per student and mark students as they receive a meal at the point of service. 1. Each page of the rosters must include:

a. School/Location b. Day and date of service c. Program type indicated d. Page number/total pages e. Student full name and ID number


f. Checkmarks for students who received a meal at the time of service 2. First page of the rosters must include:

a. Printed name and signature of Saturday Program Coordinator/Teacher b. Number of meals provided and number of meals served. If the number of

lunches provided is not listed, the NSB will use the data from the Special Program report for billing purposes.

Give the completed check off roster to the Cafeteria Supervisor by the next

school day so that the meal claim may be completed. The Cafeteria Supervisor will charge the paid students’ accounts. Paid student meals will be billed to the Saturday program if attempts to collect the money from the student/parent via a negative balance notification letter do not result in payment. Completed rosters are required to document the claim for reimbursement of meals served. If rosters are not received by the 3rd working day, your program will be billed for the meals. Any exception must be approved by the Nutrition Services Director or Assistant Director.

Under the following conditions, all programs will be billed the current rate for each meal provided but not claimed for reimbursement:

1. Meals not consumed or 2. When acceptable documentation of service (as outlined below) is not

provided to the Nutrition Services Supervisor in a timely manner. 3. Any meal disallowance resulting from non-compliance observed during

site monitoring or review of documents.

Food Safety: Cold foods must be kept cold until served. All foods must be discarded after meal service. No food is to be returned to the school cafeteria.

Civil Rights Requirements

1. Provide equal access to meal services and dining facilities to all attending children regardless of child’s race, color, national origin, sex, age, or disability.

2. Provide reasonable accommodations for children with special dietary needs.

3. Display an “And Justice for All” poster in the kitchen/dining room and in any classroom where students eat their meals.

4. Forward civil rights complaints related to the Saturday School Lunch Meals to Lieling Hwang, NSB Assistance Director, by email at: [email protected] or by phone at: 562-427-7923 extension 248.

*Formal retention of all records is maintained at the Nutrition Services Branch. The discard of these records only pertains to the cafeteria site’s copies.

*RETENTION OF RECORDS NUTRITION SERVICES BRANCH – CAFETERIA SITES

Item Retain at Site Next Attendance logs (FS-182) - keep original at site Keep in employee file Keep until employee leaves/then

return to manager

Daily Production Records (FS-766)

During current school year – keep copies for current month in file. Keep copies of prior months in storage box or file cabinet. Blank copies are kept in Google Drive, print as needed.

Discard the following year as the month passes. E.g: Sept 2019 records should be discarded Oct 2020

Daily Sales Record - (FS-189 Elem. & Sec.)

Keep in binder Discard in August

District Work Order – golden rod Retain until work is completed Send to Equipment Repair Office

Equipment Repair – yellow copy of work order (Nutrition Services)

During current school year – keep in file (White copy is signed & returned to Equipment Repair Office)

Discard in August

Hot Water Temperature Log (FS-259) During current school year – Keep in file Discard in August

Money Bag Pick Up Log (FS-61) During current school year – Keep in file Discard in August

Milk Order – carbon copy Keep in file for one month. Discard the following month

Nutrition Services Standard Operating Procedures (FS-28)

During current school year – keep in file Discard in August

Outside Contractor – copy of work order Do not keep at site Send to Equipment Maintenance

Record of Time Worked Adults (FS-39) Students (FS-190) – make 1 photocopy – original goes to Payroll

During current school year – keep in file Discard in August

Refrigerator/Freezer Temperature Records (FS-84) During current school year – keep in file Discard in August

Running Freezer Inventory List (FS-191) During current school year – keep in file Discard in August

Safety/HACCP Education In-services During current school year – file in Safety Education Manual

Discard contents of binder in August

Training Tracker During current school year-file in Safety Education Manual

Return to Nutrition Services at the end of school year check-in

Vendor Invoices – Bread, novelty, dairy, and pizza Keep in file for one month Discard the following month

Student Rosters During current school year – keep current month in folder at main terminal. Keep prior lists in storage box or file cabinet.

Destroy at the end of the year or return to Nutrition Services for shredding.

Chapter 6, P

age 16 A

ugust2020

Issuing Receipts for Pre-Paid Accounts at Multi-Lane Sites

Standard numbered receipts can be used when a payment is made into a student’s meal account when a receipt is requested. The receipt books may be ordered through the Nutrition Services Office at [email protected]. A payment receipt may also be printed through eTrition in the Supervisor’s Office. Refer to the POS Manual for instructions. Preparing your Standard Numbered Receipt Book:

Stamp each page (white and yellow pages) with your school stamp on the top next to the receipt number.

Use the cardboard flap located in the back of the receipt book. Place it behind the duplicate for each receipt number and check the circle in front of “FOR” and write in “meals”.

Completing receipt at time of payment:

Write in:

Date

Name of person payment is received from

Name of student(s) on “For” line next to “meals”

Mark method of payment (cash, check, money order)

Sign your name on the “By” line

The original is given to the payee. You retain the duplicate copy in the receipt book. Retain receipts for one year. Chapter 6, Page 17 August 2017


Refrigeration Temperature Monitoring Record (FS-84) & Ice Cube Procedure (HACCP-Based SOPs)

Cafeteria Supervisor is responsible for monitoring the refrigeration units (refrigerator, freezer, milk cooler, etc.) at the job site. Supervisor may designate a Nutrition Services employee to complete the tasks but must make sure tasks are completed daily and accurately and take appropriate action if the equipment is not functioning properly. Refrigeration Unit Temperature Monitoring Procedures

1. Post the Refrigeration Temperature Monitoring Record (FS-84) on each unit.

2. Monitor the internal air temperature of each unit at least twice daily: a. Upon arrival in the morning before equipment doors are opened. b. Before departure (the units should be closed for at least 15 min).

3. Record the date and internal air temperature of unit on the FS-84.

4. If the internal temperature of the unit is at 5º F or above for freezers or at 40º F or

above for a refrigerator/milk cooler, keep the unit closed and take the temperature again in 15 minutes. If the temperature has dropped; no further action is needed. Document the second temperature on the form.

5. If any unit is not in the proper temperature ranges as listed on FS-84, you must take food temperature:

a. If the food temperature is 40º F or below, move all food items to another working refrigerator/freezer. Frozen food that is still frozen should be moved to another freezer. Frozen food that is thawing but is 40º F or below should be moved to a refrigerator and cooked within 5 days, or food must be discarded. Do not refreeze any food items.

b. If the food temperature is above 40º F,

i. Notify your manager ii. Post a sign that unit is out of order iii. Submit a product loss report iv. Discard all food items in the freezer v. Follow equipment repair procedures to initiate a work order.


Ice Cube Procedure for Freezers in the Events of Power Outage

In the event of a power outage, a freezer may act as a refrigerator for a long period of time, provided the freezer doors remain closed. See the temperature studies on the following page. The studies were conducted using a double-door freezer filled to three quarters of its capacity with frozen products; the air temperature was kept below 40° F for more than 100 hours.

1. Place 4-5 mini ice cubes in 2 ounce squat cup, uncovered in freezer. 2. Foods can be kept in the freezer (closed) without further action in the event of a

power outage that is less than 48 hours (2 days). 3. If freezer power is off for more than 2 days, and ice cubes are partially or fully

melted; food may not need to be discarded, but you must take the food temperatures.

a. If the food temperature is at 40° F or below, move food to the refrigerator and use it within 5 calendar days, or food must be discarded. Do not re-freeze any food items.

b. If the food temperature is above 40° F, i. Notify your manager ii. Post a sign that unit is out of order iii. Submit a product loss report iv. Discard all food items in the freezer v. Follow equipment repair procedures to initiate a work order.

4. If the ice cubes no longer hold the shape, but the squat cup is frozen solid; that

means the freezer was returned to its normal function after a prolonged period of power outage, and that food items were thawed then re-frozen. In this case,

a. Notify your manager b. Post a sign that unit is out of order c. Submit a product loss report d. Discard all food items in the freezer e. Follow equipment repair procedures to initiate a work order.


Temperature Studies, Delfield Commercial Double-Door Freezer

Study 1

Date Time Hours

Power-off Air

Temp.°FComments

4/25/18 7 a.m. 0

Freezer turned off at 7 a.m. on 4/25/18.

4/26/18 7:20 a.m. 24 Ice cubes in tact

4/27/18 7:15 a.m. 48 Ice cubes in tact

4/27/18 9 a.m. 50 35

Ice cubes started to melt.

4/27/18 1 p.m. 54 35.1

Ice cubes half melted.

4/27/18 3:10 p.m. 56 35.5

Ice cubes completely melted.

Study 2

Date Time Hours

Power-off Air

Temp.°FComments

5/4/18 7:05 am 0 .02 Unplugged freezer. Four ice cubes placed in freezer, in cup. No lid.

5/7/18 7:05 am 72 36.3 Ice cubes completely melted 5/7/18 9 am 74 36.5 5/7/18 noon 77 37 5/7/18 4:30 pm 82.5 37.3 5/8/18 7 am 96 38.3 5/8/18 10 am 99 38.5 5/8/18 noon 101 38.7 5/8/18 1:30 pm 102.5 38.9 5/8/18 2:15 pm 103 39

Ice Cubes Study Delfield Commercial Double Door Freezer

May 2018


Date Time Air

Temperature °FComments

5/4/18 7:05 am .02 Unplugged freezer. Four ice cubes placed in freezer, in cup. No lid.

5/7/18 7:05 am 36.3 Ice cubes completely melted 5/7/18 8:05 am 36.5 5/7/18 9:00 am 36.5 5/7/18 12.00 pm 37 5/7/18 1:00 pm 37.1 5/7/18 4:30 pm 37.3 5/8/18 7:00 am 38.3 5/8/18 10:00 am 38.5 5/8/18 12:00 pm 38.7 5/8/18 1:30 pm 38.9

5/8/18 2:15 pm 39 No longer meets refrigeration temperature requirements.

Findings: Once turned off, this freezer will meet refrigeration standards for more than 103 hours.


Money Bag Preparation and Pick-Up (FS-61)

1. Complete Cash Handling procedures as detailed in Chapter 5. This must be done daily. 2. Keep moneybags in a locked safe until driver arrives for pickup. 3. Fill out deposit tag completely as shown below:

Date(s) of sale(s) → Total deposit(s) →

School Stamp: Date: Deposit: $

Directions: Insert this tag face down, under the site label in the clear window, or fold in half and place in clear pocket.

4. If your site has been approved to consolidate payments from multiple dates into one pick-up

or approved to have money bag(s) picked up once a week:

a. Put each day’s deposit and corresponding Bank Deposit in a separate envelope. b. Write the date and deposit amount on the envelope and seal the envelope. c. Prepare one deposit tab to include all dates and total deposits. Example:

School Stamp: KING – 436 Date: 10/6/03 – 10/10/03 Deposit: $ 78.60

Directions: Insert this tag face down, under the site label in the clear window, or fold in half and place in clear pocket.

d. On the backside of deposit tag, list each deposit by date and deposit amout.

5. Put the cash, checks, and Bank Deposit(s) in to the moneybag and lock the bag. a. For New Bags (blue/teal) with Window Sewn on the Bag:

Fold the deposit tag in half with the deposit amount on the inside. Insert deposit tag, behind the site tag, in the clear pocket on the moneybag.

b. For Old Green Bags: Fold the tag in half with the deposit amount on the inside. Insert the folded tag into the clear pocket attached to the zipper pull.

If the clear pocket is missing, email [email protected] for a replacement. 6. Follow instructions on Money Bag Pick-Up Record, FS-61, and complete daily.

Weekly Staffing Schedule (FS-57) As required by Provisions of Agreement, Unit A - Clerical and Support Services, Article VI-2, Section B, paragraph 2:

"Cafeteria supervisors will post by Friday noon the proposed schedule of works hours for school cafeteria employees for the following week at each school cafeteria."

Complete the staffing schedule as follows: 1. Record the Monday's date of the week schedule is being prepared for. 2. List the name of the employee assigned to the school cafeteria. 3. List the hours scheduled to work for each employee. Example: 11:00 a.m. - 1:00

p.m. This form or a schedule format approved by your manager must be posted the Friday before the workweek reflected on the schedule.


Notice of Services Completed (FS-83B) Notice of Services Completed must be completed when the District Maintenance Branch or outside vendor repairs equipment at the school cafeteria. Complete the form as follows: 1. Information is completed by Nutrition Services Office. 2. Record the date work was completed. 3. Sign form to verify work was completed. 4. Return to the Nutrition Services Branch, Equipment Maintenance Office. BUSINESS SERVICES DEPARTMENT NUTRITION SERVICES BRANCH NOTICE OF SERVICES COMPLETED Chapter 6, Page 22 August 2017

To: Date: A Routine Repair Request for has been submitted to the Maintenance Branch for your cafeteria. The M# for this request is ,

When the work has been completed, please sign this form and return it to the Equipment Maintenance Office of the Nutrition Services Branch. Darlene Martin Nutrition Services Director Work was completed on __ Nutrition Services Supervisor FS-83B Rev. 10/8/14


Meal Application Processing The meal application establishes the meal eligibility in the Child Nutrition Programs (CNP). All schools participating in the CNP must make free (F) and reduced-price (R) meals available to all eligible children.” Free and Reduced Price Meal Applications The Nutrition Services Branch, of the LBUSD, uses an online meal application and scans paper applications. In July each year, the meal application, on-line or paper, is available for the new school year. Paper applications are available at Nutrition Services Branch or at any school cafeteria. In August, by mail, households that are eligible for F or R meals through direct certification matches or documentation from other categorically eligible programs are notified of the eligibility and advised that no further application is needed. Only one application needs to be processed per household. Once an application is processed, it is good for the entire school year. The family is not required to complete a new application unless it would improve the benefits for the student(s). Household: Applications are to reflect household information. A Household is comprised of a group of related or unrelated people who are not residents of an institution or boarding house but are sharing all significant income and daily expenses of its members. Daily expenses include food, housing, clothing, utilities, medical and household insurance expenses, etc. More than one family may live under the same roof. Household: A group of related or nonrelated individuals who are living as one economic unit. The term “family” has the same definition as “household” under 7 CFR Part 245.2. If you receive more than one application for the same household, compare the information on all applications. Verify that the names of the children are the same and that income information is identical. If the information is not identical, submit the application that is most complete. You may need to call the home to verify data. Only send one application in to the Nutrition Services Office per household if received at the same time. Keep a file for duplicate applications at your site. Supervisors’ Responsibilities The meal applications are processed, and the eligibility determination is made centrally at the Nutrition Center. The "Application checklist," Attachment 1, page 5, has been provided to help in your review of the meal application for completeness. Supervisors should encourage households to submit a meal application on-line but must make paper applications available upon request. Upon receipt of each meal application, supervisors must review the completeness of the application. The following is a list of guidelines to use when reviewing applications:


1. If the student’s name is not printed/written in Step 1 of the application, try to contact household for missing information.

2. Check to see that there is a parent/guardian signature in Step 4. For an income

application, the name of the person signing must be listed in the “Household Members” section (Step 3) of the application.

3. If there is no signature in Step 4, the application must be returned to the household

to be signed. Date and write “Sent home” on application for future reference. 4. You may receive an application that has categorical information for some, or

none of the children but has a case number listed for another household member. Review these application for completeness and forward to the Application Desk.

5. Migrant Education and Homeless: The Nutrition Services receives information directly from the District Liaisons for eligible students under these programs. The children certified as Migrant or Homeless are eligible for free meals without further application. You are to send in the application with a note attached requesting verification of the status for that child. These applications require special handling. The Nutrition Services Operations Coordinator will verify the eligibility through the appropriate District Liaison.

6. Questionable Information: If there are any inconsistencies, the household must be

contacted for clarification prior to the approval or denial of the application. If the information is believed to be questionable, Nutrition Services may seek verification of the information after the application is approved. Send these with a note to the application desk. The verification process may include an informal conference with the parents to discuss the application. However, such a conference may not in any way prejudice or diminish the right to a formal hearing.

7. Date Stamping: All meal applications must be stamped with a received date. Stamp the date on the top left side of the application above Long Beach Unified School District. It is important that the applications are date stamped with the received date submit to the Nutrition Services office the next day, if the application is complete. Applications must be processed within 10 working days from the date received.

1. If the application is incomplete, try to complete by phone, if possible.

2. The stamped date must be crossed off before an application is returned to the student/household.

3. When a returned application is received back it must be date stamped with the new received date.


8. Incomplete Application: The most important thing to remember when reviewing an applications is never send an incomplete application to the Nutrition Center. When incomplete applications are sent in, it greatly slows down the process of approving applications, and delays the updating of students’ eligibility.

1) What to do if an application is incomplete:

a. Secondary level: Put in a call slip for the student. Try to get information

from student. If you need income information, you must call the home.

b. All levels: Call parent/guardian and obtain information over the telephone. Please note that any information gathered over the telephone must be noted. With a red pen, note next to the information “PPC” or “per phone call”, and the name of the person you spoke to. Then initial and date.

c. As a last resort, highlight missing information, attach a note of what is required and send application home with student. Make sure to inform the parent/guardian that the application needs to be returned as soon as possible.

2) What to do if none of the students are still enrolled at your school: Send it

to the application desk in the Nutrition Services Office immediately so that it may be processed in case the student returns or transfers to another site.

Additional Reference Information: Confidentiality of Information: In order to prevent overt identification of F and R

price recipients, access to the completed meal applications is limited to your cafeteria staff, staff directly involved in the administration of the child nutrition program and to appropriate state or federal officials. School offices, students or PTA members cannot have access to this information.

Notification of Eligibility: Computerized Parent/Guardian notification letters are sent

from the Nutrition Services Office. After you receive the computer generated eligibility letter, the letters are to be folded prior to sending to the classroom for distribution. Fold the bottom third of the letter up so that it is directly below the student’s name, school name and room number. This will ensure confidentiality by covering up the student’s meal eligibility.

Filing System: Applications will be sent into the Nutrition Services office and kept on file. All application information will be scanned or entered into the computer system for each enrolled student who is listed on the submitted household application.

Eligibility from Prior School-year: Students eligible for F/R price meals during the

prior school year will continue to receive meals while the new application is being


processed at the beginning of the new school year.

o The eligibility for students from non-pricing school moving to a non-provision school, may carry over for free reimbursable meals for up to 30 operating days or until a new eligibility determination is made for the current school year, whichever comes first under 7 CFR 245.6(c)(2).

o A supervisor at a non-provision school (pricing site) should notify the Nutrition

Services Operations Coordinator or the Application Desk immediately via email or telephone with information regarding any new students in a paid status that moved/transferred from a Provision 2 site to your site.


How to Apply for Free and Reduced-Price Meals

Use this checklist to make sure your application is complete. If your application is not complete, your child’s meal benefits will be delayed. Use only black or blue ink. Do not use pencil or colored ink. Do not staple or damage.

Step 1. List birth date, student’s first name, last name, grade and school name of each

student. Include all students in your household who are students attending Long Beach Unified School District (LBUSD) schools. If your student is migrant, foster homeless or runaway, check appropriate box.

Step 2. Do any Household members (including you) have a CalFresh, CalWORKS or

FDPIR number? If so, check the applicable program box and write the case number in the provided space. Skip Step 3.

Step 3. Report gross income for all household members (adults and children)

A. List the combined income for all students in Step 1 in whole dollars. Enter the appropriate pay period in the box marked “How Often?”

B. List the last four digits of Social Security number (SSN) of an adult

household member or check the “NO SSN” box if no adult household member has an SSN.

C. List all household member not listed in Step 1(including yourself). For

each household member listed, report income for each source in whole dollars. Enter the appropriate pay period in the box marked “How Often?” If they do not receive income from any source, write “0”. Do not include any student listed in Step 1.

D. Report total number of household members from Step 1 and Step 3.

Step 4. Write street address, city, zip code, daytime phone number, first name, last

name, date and signature of the adult household member completing meal application.

If you have any questions, or if we can be of further assistance; please contact the Nutrition Services Branch, Application Desk at (562) 427-7923 California Education Code Section 49557(a): Applications for free and reduced-price meals may be submitted at any time during a school day. Children participating in the National School Lunch Program will not be overtly identified by the use of special tokens, special tickets, special serving lines, separate entrances, separate dining areas, or by any other means. Long Beach Unified School District is an equal opportunity provider and employer.


Meal Counting and Collection Procedure, Pricing Schools

Meal counts for breakfast and lunch are collected using an automated Point of Service (POS) system, eTrition. A student may access his/her school cafeteria account using a meal card coded with his/her personal identification number (PIN) or entering his/her PIN or student ID number at the POS. Each site supervisor is responsible for printing the meal cards with student’s PIN, name, school, grade, and teacher name. The meal card does not show student’s eligibility status. For newly enrolled students in grades kindergarten to third, a temporary non-scanable card may be issued; once the students are confirmed in the system, a permanent meal card is issued. For schools using meal cards, Cafeteria Supervisor is to write the card rack number on the printed meal card, insert into plastic sleeve and place on the card rack. Students can select their meal card before entering the service line. Meal Count Procedure at POS:

1. At the end of serving line, each student may either hand his/her meal card to the Nutrition Services Branch (NSB) workers for scanning or key in his/her PIN.

2. The cashier must determine that the student has taken a reimbursable meal

before scanning the meal card or allowing the student to enter the PIN.

3. If a meal is missing the required meal component(s), the cashier is to send the student back to the serving line to make additional selection(s).

a. If the student takes all required components, scan the meal card or have student enter their PIN.

b. If the student refuses to take the required meal component(s), the meal

will be disallowed (do not scan the meal card or allow the PIN to be entered). The student can either pay for the meal components selected at the a la cart pricing or return the meal components taken to NSB personnel.

4. The POS system prompts the cashier to collect the meal payment or debit the

student’s account for student in a paid status. If no money is available, the student will be charged for the meal.

5. Charge Policy – The Nutrition Services Branch extends credit to all District

students in Pre-kindergarten through twelfth grade. Students who do not qualify for free or reduced-price meals and do not have their meal payment will receive a full meal. The student's cafeteria account will be charged at the current paid meal rate. Parents/guardians will be notified with a request to repay the negative


balance accrued in their child's cafeteria account. Charging is not permitted for purchases of a la carte items, 2nd student meals, or non-student meals.

6. Students eating in the Classroom – A roster system is used to account for meals to students eating in the classroom. Refer to the procedure, “Meal Counting/Collection Procedure – Roster System, All levels.”

7. Field Trip Meals – A roster system is used to account for field trip meals. Refer to the procedure, “Meal Counting/Collection Procedure – Roster System, All levels.”

8. Students not in the POS System – Students who are not in the computer system will have their names recorded on “Students not in the POS System Worksheet” FS-239. After meal service search POS system including “All Locations” for students listed on FS-239. Students that are not found in POS will be claimed as paid students. The completed worksheet FS-239 is sent in with daily paperwork to Cafeteria Accounting.

9. Lost and/or Stolen Meal Cards – In the case of a lost meal card, to claim the

meal, the student’s name, PIN or student identification number will be searched in the computer. A new PIN will be issued for the replacement card as needed.

10. Reports and Internal Controls – At the end of lunch service, print/pull:

a. Location Reconciliation Report – Use this report to balance your daily sales. Any cash shortage/overage must be noted on the Sales Summary Report.

b. End of Day Reports – Conduct the edit checks compiled in the Sales

Summary Report. Compare the participation percentage by category (free, reduced, and paid) listed on the Sales Summary Report against the Attendance Factor. Any participation that exceeds the attendance factor requires a follow up. Contact your OTS for further assistance. Once it is determined that the report is correct, sign and date the Sales Summary Report and send to Cafeteria Accounting.

Meal Counting Procedures for Power Failure In the event of a power failure, your POS computer will continue to work through meal service. After meal service your computer will have to reconnect to the system to complete the End of Day Reports.


Meal Counting and Collection Procedure, Community Eligibility Provision

Meal counts for breakfast and lunch are collected through eTrition, an automated Point of Service (POS) system. A student may access his/her school cafeteria account using a meal card with their personal identification number (PIN), student ID card with student ID number or by entering his/her PIN or student ID number into the keypad at the POS. Each site supervisor is responsible for printing the meal cards with students PIN, name, school, grade, and teacher name. The meal card does not show student’s eligibility status. For newly enrolled students in grades Kindergarten to Third, a temporary non-scanable card will be issued; once the students are confirmed in the system, a permanent meal card is issued. For schools using meal cards, the Cafeteria Supervisor is to write the card rack number on the printed meal card, insert into plastic sleeve and place on the card rack. Students can select their meal card before entering the service line. Meal Count Procedure at POS:

1. Each student will hand his/her meal card or student ID to the Nutrition Services Branch (NSB) worker at the end of the serving line for scanning, or the student will key in his/her PIN.

2. The cashier must determine that the student has taken a reimbursable meal

before scanning the meal card/ ID or allowing the student to enter his/her PIN.

3. If a meal is missing the required meal component(s), the cashier is to send the student back to the serving line to make additional selection(s).

a. If the student takes all required components, scan the meal card/ ID or have student enter his/her PIN.

b. If the student refuses to take the required meal component(s), the meal

will be disallowed (do not scan the meal card/ID or allow the PIN to be entered). The student can either pay for the meal components selected at the a la carte price or return the meal components taken to NSB personnel.

4. Students, including visiting students, are provided with meals (breakfast and

lunch) free of charge.

5. Students Eating in the Classroom – A roster system is used to account for meals to students eating in the classroom. Refer to the procedure, “Meal Counting/Collection Procedure – Roster System, All levels.” No meal payment will be collected at the time of service.


6. Field Trip Meals – A roster system is used to account for field trip meals. Refer

to the procedure, “Meal Counting/Collection Procedure – Roster System, All Levels.” No meal payment will be collected at the time of service.

7. Students Not in the POS System – Students who are not in the computer system will have their names recorded on “Students not in the POS System Worksheet” FS-239. After meal service search POS system including “All Locations” for students listed on FS-239. For elementary students, once student is located print out a meal card, number and place card on card rack. If you cannot locate the student, reach out to your OTS for assistance. No meal payment will be collected.

8. Lost and/or Stolen Meal Cards – In the case of a lost meal card, to claim the meal, the student’s name, PIN or student identification number will be searched in the computer. Provide a post it note with student’s PIN for student to keep. A new meal card will be issued for the replacement card as needed.

9. Reports and Internal Controls – At the end of lunch service, print/pull:

a. Location Reconciliation Report – Use this report to balance your daily sales. Any cash shortage/overage must be noted on the Sales Summary Report.

b. End of Day Reports – Conduct the edit checks compiled in the Sales

Summary Report. Compare the participation percentage (total meals served divided by total student qualified) listed on the Sales Summary Report against the Attendance Factor. Any participation that exceeds the attendance factor requires a follow up. Contact your OTS for further assistance. Once it is determined that the report is correct, sign and date the Sales Summary Report and send to Cafeteria Accounting.

Meal Counting Procedures for Power Failure In the event of a power failure, your POS computer will continue to work through meal service. After meal service, your computer will have to connect to the system to complete the End of Day Reports.


Meal Counting/Collection Procedure – Roster System, All levels To account for meals that are provided to students outside of the cafeteria, a roster system is used. These situations include but are not limited to: Field trips Special event meal service After School snacks/suppers Meals in the classroom Meals picked up by a staff member

1. Provide the meal roster forms: Meal Participation Roster, FS-118, FS-106, or other approved roster to the designated school personnel. After School Snack programs use After School Snack/Meal Check-off Roster – All Programs (FS-238).

2. Using the meal roster forms, the designated personnel is responsible for checking off the names of the students receiving a complete meal at the point of service, signing and dating the meal roster. Cafeteria supervisor or his/her designee will add any money collected from students to their prepaid accounts the day received.

3. The designated personnel is responsible for submitting the completed meal roster forms (FS-118, FS-106, classroom roster, or FS-238) to the cafeteria supervisor. Cafeteria supervisor is to:

a. Check the completeness of the meal rosters and follow up with the

designated personnel for any missing information. b. Scan the meals served through POS (see POS Manual). c. Edit check the number of meals served against the number of meals

provided; the number of meals served cannot exceed the number of meals provided. Resolve any discrepancies right the way.

d. Contact Manager or OTS for assistance after two attempts to collect the meal

rosters or if you are not able to resolve discrepancies.

4. Make a copy of the rosters for your records. Attach the original meal roster forms to your daily paperwork as backup and send to Cafeteria Accounting. Since these rosters are used as back up for Cafeteria Accounting, it is important that they contain each child’s complete full name.

Chapter 8, page 6a September 2019

Meal Counting and Collection Procedures, Head Start

Head Start (HS) and Early Head Start (EHS) students at the select school sites participate in School Nutrition Programs (SNP) or receive meals from select school cafeterias. All meals served to HS/EHS students are free of charge.

Call-in, Pick-up, and Mealtimes HS/EHS students will receive meals (breakfast and lunch) in the classroom. Meal Type: AM class – breakfast only; Full Day – breakfast and Lunch; PM class – Lunch only.

Breakfast AM and Full Day

Lunch Full Day

PM Mon. – Wed. & Fri. Thursday

Call in by 7:30 a.m. 10:15 a.m. 9:45 a.m. Same as Full DayPick up 8 a.m. 11:15 a.m. 10:45 a.m. Same as Full DayMealtime 8:15 a.m. 11:45 a.m. 11:15 a.m. 12:45 p.m.

Nutrition Service Branch (NSB) Supervisors may work with HS Head Teachers to determine the call in and pick up times that work best for both HS and NSB. Meal Service Procedures NSB is to follow Preschool menu for HS/Early HS students; no Offer vs. Serve.

1. Prepare and portion all menu items according to the HS Serving Guide. 2. Follow EHS Substitution List for appropriate menu substitute for EHS. 3. Serve non-fat or 1% white milk for HS/EHS students; chocolate milk is not allowed.. 4. Provide special diets in accordance with special diet instructions. 5. Put portioned hot items in Cambro units for HS/Early HS personnel to pick up. 6. Bag/pan portioned cold items; HS/EHS is to put cold items in the fridge immediately. 7. Provide carryout trays and napkins for each meal service. 8. Provide sporks and accompanying condiments as needed. 9. Record the number of meals provided daily on FS-281, Head Start Transport Record. 10. Send in the FS-281 to Accounting at the end of the month; keep a copy on file. 11. Provide Monthly Head Start menus (English and Spanish) to HS/EHS for distribution.

Chapter 8, page 6b September 2019

Meal Counting and Claiming – SNP Sites Only HS/EHS personnel at SNP sites is to capture meals served to HS/EHS students at the time of service using FS-241HS, “Daily Meal Check-off Roster, Head Start” and return the completed FS-241HS to NSB cafeteria supervisor the same day. For 2019-20, with the exception of Edison, King, Stevenson, Roosevelt, and Whittier, NSB cafeteria supervisor is to follow the procedures “Meal Counting/Collection Procedure – Roster System, All levels” in the Chapter 8 of the NSB Operations Manual and “Entering Rosters (Meals in the Classroom)” page 22 in the POS Manual. The HS/EHS meals will be captured separately from other student meals using “Breakfast Meal Head Start” or “Lunch Meal Head Start” keys.

Breakfast

Lunch

Chapter 8, page 6c September 2019

For Edison, King, Stevenson, Roosevelt, and Whittier, NSB cafeteria supervisors will count the check marks on FS-241 and enter the totals into eTrition via Sales Update:


Prepaid Meals Policy The following guidelines apply to the sale of prepaid meals for breakfast/lunch and a la carte items.

1. Students may purchase a full meal or a la carte items by using their prepaid accounts, or they may pay cash in the serving lines, windows, or carts. Price list is posted in each cafeteria.

2. Each student will be issued a PIN. 3. The reduced price charge has been waived for all levels. 4. Payment for prepaid meals may be made as follows:

a. Students may pay in advance for meals in the school cafeteria at the

designated times.

b. Prepayment transactions may be completed at the school cafeteria before, during, and after breakfast and lunch service.

c. Long Beach Unified School District has available an online payment center with MySchoolBucks, where parents may prepay for student meals and check account balances.

5. For students who are not in the computer, follow the Students Not in the System

procedure in the Meal Counting and Collection Procedures (Chapter 8).


Visiting Students

Meals served to visiting students are to be reported at the site where meals are served. Nutrition Services Branch personnel are to follow the steps below, regardless of pricing or non-pricing schools:

1. Have the student provide his/her PIN or scan ID card at POS.

2. If the student does not know his/her PIN, use the “All Locations” search function at the POS.

3. Verify the visiting student’s name and home school.

4. Meal charge for visiting students: a. Pricing School Visiting Non-pricing School – Free of charge b. Non-pricing School Visiting Pricing School – Free of charge c. Pricing School Visiting Pricing School – Collect meal payment as applicable d. Non-pricing School Visiting Non-pricing School – Free of charge

5. If you are not able to find the student in the computer, follow the Students Not in

the System procedure in this Meal Counting and Collection Procedures.

Chapter 9, Page 1 December 2018

Civil Rights Compliance in the Child Nutrition Program

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

I. Civil Rights Compliance in the National School Lunch and Breakfast Programs

Long Beach Unified School District must ensure that:

A. The Civil Rights poster, “And Justice for All,” is displayed wherever meals or snacks are served to students (Attachment 1). All displayed posters must be full sized: 11 inches by 17 inches.

B. Program materials show the non-discrimination statement. This includes the

public release, letter to the household, and application for free or reduced price meals.

C. Foreign language translations of program materials are available when a

significant number of persons in the population speak only a foreign language.

D. There is a written complaint procedure for Child Nutrition Programs to handle

complaints alleging discrimination. (See Attachment 2). Document is to be available to the public upon request. The document is located in the door file on the storeroom/ office door in the cafeteria kitchen at each site. A copy is also available in the Nutrition Services office. A copy of the District’s “Uniform Complaint Procedure” (Pages 5a & b) is to be kept with the Child Nutrition complaint procedure.

E. The admission procedures do not restrict enrollment of minority persons.

Documentation from student information services is on file in the Nutrition Services office.

F. That minority applications are denied correctly and appropriately. Meal applications, including those which are denied, are on file in the Nutrition Services Office.

G. Racial/Ethnic data of participants by site is available. CBEDS reports are

acceptable supporting documents and are on file in the Nutrition Services office. H. That handicapped students have equal access to the Program.

Chapter 9, Page 2 December 2018

II. Accommodating Children with Special Dietary Needs NSB makes reasonable menu substitutions or modifications for participants with disabilities when such substitutions are supported by a statement from a recognized medical authority that includes the required alternate foods. Additionally, substitutions may be made on a case by case basis if individual children are unable, because of medical or other special dietary needs (not disabilities), to consume the foods within the Child Nutrition Program meal patterns. Contact Child Nutrition Specialists at [email protected] or 562-427-7923 for questions or request for special dietary accommodations. Each site is provided with the “Special Diet Information” in a blue binder. Common diets as well as child-specific special diets are given to each site. Documentation is required on menu production sheets for special dietary foods served.

III. Evidence of No Overt Identification of the Needy Student

A. No children are discriminated against because of their inability to pay the full price for meals.

B. The children’s names must not be published, posted or announced in any manner. Field trip procedures must comply with this statement. Needy children must not be singled out for receiving sack lunches.

C. All students must use a PIN (personal identification number) or meal card regardless of their meal eligibility status.

D. Students who are in a paid status should be encouraged to pre-pay in to meal accounts. Paid students may pay cash in line on a daily basis if they choose not to purchase prepaid meals.

E. The cashier should have a roster at the POS that contains a list of enrolled students and their eligibility (free: A, reduced: Y, paid: B) without writing “free,” etc.

F. There must not be any overt identification of the children through the use of special tokens or tickets. The sponsor must use the collection procedures as approved in its free and reduced price meal policy statement.

G. The children must not be required to work for their meals.

H. The children must not be required to use a separate dining room, separate serving line, or separate serving time.

Attachment 1


SAMPLE ONLY

Posted copy must be full size:

11” x 17”

Attachment 2

Long Beach Unified School District Nutrition Services Branch

Civil Rights Complaint Procedures for the

Child Nutrition Programs


The Long Beach Unified School District (LBUSD) shall administer the Child Nutrition Programs in accordance with Civil Rights laws. The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because of or because all or part of an individual’s income is derived from any public assistance program. The Complaint Coordinator is Lieling Hwang, Nutrition Services Assistant Director. The coordinator is responsible for receiving complaints, investigating complaints, and ensuring compliance.

Complaint Procedures A complaint is defined as a written or verbal statement alleging a violation of a federal or state law regulation, which may include an allegation of unlawful discrimination. Any individual, including a person’s duly authorized representative or an interested third party, public agency, or organization may file a complaint. The person(s) filing the complaint is known as the complainants(s). Anonymous complaints are also acceptable as long as there is sufficient information provided to proceed with an investigation. Any person alleging discrimination based on race, color, national origin, sex, age, or disability has the right to file a complaint, within 180 days of the alleged discriminatory action. This type of complaint is termed a Discrimination or Civil Rights Complaint. A Discrimination/Civil Rights Complaint must be filed with:

Lieling Hwang, Assistant Director Nutrition Services Branch

3333 Airport Way Long Beach, CA 90806

Phone: 562-427-7923 ext. 248 Fax: 562-988-0263

Email: [email protected]

In addition, the complainants may file the Discrimination or Civil Rights Complaint to the California Department of Education (CDE) or the USDA at:

Child Nutrition Program Civil Rights and Program Complaint

Coordinator California Department of Education

Nutrition Services Division 1430 N Street, Suite : 4503

Sacramento, CA 95814-2342 916-445-0850 or 800-952-5609

U.S. Department of Agriculture Director, Office of Adjudication

1400 Independence Avenue, S.W Washington, D.C. 20250-9410

Phone: 800-795-3272, 800-877-8339 (TTY), or 800-845-6136 (Spanish)

Fax: 202-690-7442 Email: [email protected]


A complaint may be filed as a written or verbal statement alleging unlawful discrimination. The complainants may use the complaint report on page 4 to file a written statement. In the case of verbal complaints, the Complaint Coordinator shall obtain all pertinent information and complete a complaint report. The Complaint Coordinator is to maintain a Complaint Log containing all pertinent complaint information to facilitate complaint-tracking functions. The following procedures are to be followed upon receipt of a Discrimination or Civil Rights Complaint:

1. Within 60 days from receipt of the complaint, the coordinator shall complete the investigation of the complaint in accordance with the local procedures developed pursuant to Title 5 California Code of Regulations Section 4621 and prepare a written decision. This time period may be extended by written agreement of the complainant.

2. The investigation shall provide an opportunity for the complainant, or the complainant’s

representative, or both, and the district representative to present information relevant to the complaint. The investigation may include an opportunity for the parties to the dispute to meet to discuss the complaint or to question each other or each other’s witnesses

3. The decision shall be in writing and sent to the complainant within 60 days from receipt of the complaint. The decision shall contain the findings and disposition of the complaint, including corrective actions if any, the rationale for such disposition, notice of the complainant’s right to appeal the decision to the CDE, and the procedures to be followed for initiating an appeal.

4. The LBUSD may establish procedures for attempting to resolve complaints through mediation prior to the initiation of a formal investigation. Conducting local mediation shall not extend the local timelines for investigating and resolving complaints at the local level unless the complainant agrees, in writing, to the extension of the timeline. In no event shall mediation be mandatory in resolving complaints.


Complaint Report—Child Nutrition Programs

Date: _________________ Note: The completion of this form is not a prerequisite to filing a complaint. In addition, a Discrimination or Civil Rights Complaint may be filed to the California Department of Education (CDE) or the USDA at:

Child Nutrition Program Civil Rights and Program Complaint

Coordinator California Department of Education

Nutrition Services Division 1430 N Street, Suite : 4503

Sacramento, CA 95814-2342 916-445-0850 or 800-952-5609

U.S. Department of Agriculture Director, Office of Adjudication

1400 Independence Avenue, S.W Washington, D.C. 20250-9410

Phone: 800-795-3272, 800-877-8339 (TTY), or 800-845-6136 (Spanish)

Fax: 202-690-7442 Email: [email protected]

All complaints of discrimination will be investigated and processed by the LBUSD within 60 days from receipt of the complaint. All program complaints filed with the CDE will be resolved at the State level.

Complainant (may remain anonymous): Phone: Address:

Specific Complaint (include names, dates and location (s), witnesses’ names):

Printed Name and Title of Person completing form: Signature: Phone:


In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: 1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; 2) fax: (202) 690-7442; or 3) email: [email protected] Long Beach Unified School District is an equal opportunity provider. Chapter 9, Page 8 July 2017

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