SUMMER FOOD TRAININGCAMPS

Eligibility

• Summer camps

SFSP meal application May use applications from local schools Reimbursed ONLY for children determined eligible

for free or reduced price meals Foster children are categorically eligible Foster children can be counted as a family

member.

Sponsors Responsibilities

Attend Required Annual Training Submit Application by April 15th Demonstrate Financial And Administrative

Capability Responsible for site management Information in Guidance Manuals

Training• Annual training required for all staff responsible for

SFSP job duties; administrative and operating

• You are responsible for training all staff involved in meal program

• All trainings must be documented

• A trained person must be at each site during operation

Application RequirementsOn line Submission

https://cnp.ode.state.or.us

Sponsor Information

Site Application

Budget

User authorization is required

Advances

Advances requested on the Sponsor Information page on CNPWEB

Advances will be granted in May Application must be approved before advance

will be approved Advances will be deducted from your first

claim

On-line Application Check here to submit this form to the State

for Approval Application approval will be pending approval

when ready for ODE to approve

This box must be checked before submitting sponsor and site information for approval

Submit

Application Requirements Mail In Submission

New sponsors• State Agency-Sponsor Agreement• IRS Non-Profit Status• Free Meal Policy Statement• One Month Sample Menu

Continuing Sponsors mail, email or fax the following documents:

One Month Sample Menu

Application Due Date

• April 15th or earlier

Field Trips and Site Changes• Site changes: Make changes On-line. • Field trip notification must be submitted to

ODE prior to taking field trip if meal is to be served

• Phone or email information to SFSP specialist prior to field trip.

• If you have a field trip schedule submit it to ODE as soon as it is available

Site Changes• Site revisions may be made any time during

program operations. • Make changes on line then submit the page

once changes have been completed• Sites changes may include: Increasing or decreasing days of operation

Adding a meal Changing a mealtime

Claim for Reimbursement

• Meal applications must be approved

• Eligible children are claimed on claim form

• Submit claim after month is over

Foster Children

• Categorically eligible for Free

•Monthly foster payment is not considered income

•No longer consider a household of 1, part of the household on the application

CLAIMS

• CLAIMS MUST BE SUBMITTED WITHIN 60 DAYS OF MONTH CLAIMED

• Revised claims can be submitted up to 90 days of original claim.

Claim Submission

Box 10 I Certify that to the best of my knowledge and

belief, this claim is true and correct in all respects, that records are available to support this claim, that it is in accordance with the terms of existing agreement's, and that payment therefore has not been received.

Camp Monitoring

• Must visit once during each session if new group of children are attending

• Insure meal pattern & accuracy of count

• Correct any problems

Site Monitoring Forms Administrative Guidance and Monitors Guidance

1. First week visit form or

2. Fourth week visit form

3. Racial Ethnic Data Form

Sanitation & Inspection

• Sponsor must comply with the local and state sanitarian requirements of kitchen and eating area

• Camp inspection is sufficient to meet requirement

MEAL SERVICEREQUIREMENTS

Number and Type of Meals Administrative Guidance

Camps 3 meals per day Breakfast, Lunch, Supper Snack may replace a meal

Point of Service• Meal count must be taken at point of service• All children must be offered a complete meal • Offer versus serve will cut down on plate

waste• Use camp roster or meal count form

Offer Versus Serve• Each child must be offered a complete meal• For breakfast If you offer 4 components A child can decline 1 component. • For lunch or supper all five components must be offered. A child can decline 2 components

SFSP Meal Pattern Nutrition Guidance Manual

Breakfast 1 cup fluid milk ½ cup fruit/vegetable

or 4 oz. 100% juice 1 serving bread/grain

Snack:

2 of the four required components

Lunch or Supper 1 cup fluid milk ¾ cup two different

fruit/vegetable 1 serving bread/grain 2 oz. Meat/meat

alternate

Medical Statements

• Written Statement• Foods to be omitted• Foods to be substituted• Signed by a medical doctor

Child Nutrition (CN) Labels Child Nutrition (CN) Labels Nutrition Guidance ManualNutrition Guidance Manual

Distinct label on the product certifying the contribution of each meal pattern component in the product. Printed on the product’s packaging in this format:

Meal Documentation26

• Menus – dated & substitutions recorded• Menu Production Records• Food receipts – match menus• Donated foods – must be recorded• CN labels/Manufacturers Specifications• Medical Statements for food substitutions• Recipes• Vended Meal Agreement Administrative Guidance

Attachment

Requirements for meal service

Serve the same meal to ALL children Ensure children eat their meal on site Ensure that all children receive a first meal before

any adults or complete seconds are served Adults may not eat ANY part of a child’s meal Adhere to local health & sanitation regulations

SUMMARY of Responsibilities

•MAINTAIN ALL RECORDS

•MAINTAIN NON-PROFIT FOOD SERVICE

•DOCUMENT ALL COSTS

•TRAIN STAFF AND VOLUNTEERS

•CONDUCT AND DOCUMENT REQUIRED SITE VISITS

Web Addresses• CNP website:

• https://cnp.ode.state.or.us• Use this website to submit application

and file your monthly claim

• SFSP website:

• www.ode.state.or.us/services/nutrition/sfsp

• Use this website for program information and to access forms

Appeal Rights (7 CFR 225.6(b)(3) and 225.13

Any sponsor denied participation in the program or denied program payment may obtain a hearing by an official other than the one directly responsible for the original determination. At the time of the denial, the State agency must tell the sponsor whom to contact for an appeal.

The Following Actions May Be Appealed Denial of sponsor's request for an advance payment; Denial of a sponsor's claim for reimbursement (except

on decisions made by FNS with respect to late claims or upward adjustments);

Termination of a sponsor's (or a site's) participation in the program;

Denial of a sponsor's site application; Denial of a food service management company’s

application for registration or the revocation of a food service management company’s registration;

Claim against a sponsor for remittance of a payment; and

Refusal by the State agency to forward to FNS an exception request by the sponsor for payment of a late claim or a request for an upward adjustment to a claim.

Contacts

• If you have any questions or require any assistance call or email

• Barbara Cracknell Summer, Food Program Coordinator 503-947-5911 barbara.cracknell@state.or.us

• Lynne Reinoso Manager, 503-947-5892 lynne.reinoso@state.or.us

Have a great summer feeding kids!!