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

Helpful Information Have your training binder with the current manuals and attachments put together and in front of you during the webcast. If you have not received the current SFSP materials, you must request them by completing the online SFSP Training Registration that is posted to our website: Each sponsor must register for training and/or materials online in order to participate this summer. It may be helpful to print this PowerPoint prior to viewing so that you can take notes. If you have not yet printed, go back to the training website where you clicked on this presentation and click on the PowerPoint icon on the right to access the PowerPoint.

SFSP Materials Administrative Guidance Manual for Sponsors (blue) Site Supervisor’s Guide (yellow) Monitor’s Guide (pink) Nutrition Guidance Manual for Sponsors (purple) The Attachment section contains most of the forms you will need for Program documentation. If you need additional copies – you can download them from our website:

Summer Food Service Program Provides federal funding (reimbursement) to schools, government agencies, camps and private non-profit organizations for meals served to children 18 and under during the summer months, when school is not in session. Started in Special Food Service Program for Children was created. In 1969, about 99,000 children participated in the summer program, at 1,200 sites. The program now serves over 2 million children per day in the summer nation-wide.

Summer Food Service Program In general, the SFSP targets low-income areas to reach the neediest populations. Unfortunately, only 1 in 5, about 20% or fewer of those children who are eligible for free/reduced price meals during the school year, eat at a food program site during the summer.

Program Requirements Planning the Program Sponsor Responsibilities Site Eligibility Evaluating & Selecting Sites

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

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

Program Requirements Planning the Program Sponsor Responsibilities Site Eligibility Evaluating & Selecting Sites

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

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

Open Sites Open sites serve children in geographic areas where 50% or more of the local children are eligible for free or reduced price school meals. Two primary methods are used to qualify sites: Elementary School Data letter from school district providing enrollment, number of free/reduced for a particular month during the school year or copy of the Elementary School Data Report. School data is good for 5 years Census Data Online Capacity Builder Map Census data is also good for 5 years Special Note: School Sponsors who operate summer school programs are required to be “open” and provide meals to the children enrolled in the summer school as well as those children living in the area.

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

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

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

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

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

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

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

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

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

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

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

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

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

Family Size and Income Determinations for Military Families Household members that are deployed for service are to be considered “temporarily absent” The housing allowance for military personnel living in privatized housing has been permanently excluded from consideration as income Combat pay is excluded if it is: Received in addition to the service member’s basic pay; Received as a result of the service member’s deployment to or service in an area that has been designated as a combat zone; and Not received by the service member prior to his/her deployment to or service in the designated combat zone. Other military benefits received in cash must be considered as income. An in-kind benefit where the household receives no cash is NOT counted. Income Applications Must: Include the determination (needy/non-needy), date and initial/signature of determining official. Be complete! All require an adult signature and date. The adult’s last four digits of the SS# or a designation that they do not have one must be made for income statements that are determined based on income. Income Application Issues

Program Requirements Planning the Program Sponsor Responsibilities Site Eligibility Evaluating & Selecting Sites

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

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

Re-evaluate your agency’s ability to administer the program – effects of possible changes in staffing, financial status, etc. If agency is willing to offer the Program: ‒ determine where the areas are in the community that qualify ‒ obtain documentation, if needed to qualify the site(s); ‒ meet with other groups/organizations in the community to organize program and determine needs (types of meals needed, when to serve, who will serve, etc); ‒ visit the potential sites and complete the Pre-Operational Visit/Site Selection form. ‒ If the site is a camp or enrolled site required to collect household size-income statements, begin by incorporating the new parent letter and household size income statement into your camp registration packet; ‒ contact the local health dept, notifying them of the potential sites Recap of Program Planning Tab 5, Attachment 24

The Summer Food Service Program for Children 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) 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) foundUSDA Program Discrimination Complaint Form online at: and at any USDA office, or write a letter addressed to USDAhttp:// and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 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 ; (2) fax: (202) ; or (3) This institution is an equal opportunity