Professional Standards What School Food Authorities Need to Know 11/11/2018 Professional Standards What School Food Authorities Need to Know Final Rule: Professional Standards for State and Local School Nutrition Programs Personnel as Required by the Healthy, Hunger-Free Kids Act of 2010 Hi. Thank you for taking the time to view this brief recorded resource provided to you by the Colorado Department of Education Office of School Nutrition providing you information regarding a new piece of legislation from the USDA: Professional Standards for State and Local Nutrition Programs Personnel as Required by the Healthy, Hunger-Free Kids Act of 2010, otherwise referred to as “Professional Standards.” This final rule was released by the Federal Food and Nutrition Services at the end of February 2015 and goes into effect starting July 1, 2015.   Feel free to email me, Sara Silvernail if you have any questions, need clarification, or need additional guidance. Additional resources to implement this rule are also available on our website. March 2015

11/11/2018 Summary for SFAs Establishes minimum professional standards for personnel who manage and operate the NSLP and SBP Hiring standards for Local school nutrition program directors Requires all personnel (directors, managers, staff) to complete annual continuing education/training Effective July 1, 2015 Compliance assessed during an Administrative Review While I will not go into all the details established by the rule, I aim to target the pieces that School Food Authorities need to know about the rule. In summary, The Professional Standards rule establishes minimum hiring standards and training requirements that are expected to increase the ability of your local operators to properly manage the meal programs. These regulations are expected to result in consistent, national professional standards that strengthen the ability of school nutrition professionals and staff to perform their duties effectively and efficiently. This causes in increased focus on annual training for staff and gives guidance to you on the education requirements needed for your newly hired food service directors. School nutrition program directors are ultimately responsible for demonstrating, during an administrative review, that they are in compliance with the professional standards. 2

11/11/2018 Position Definitions Program directors: The individuals directly responsible for the management of the day-to-day operations of the school nutrition programs for all participating schools under the jurisdiction of the SFA Program managers: The individuals directly responsible for the day-to-day operations of the school nutrition programs for a participating school(s) Program staff: The individuals without managerial responsibilities who are involved in routine operations of the school nutrition programs for a participating school(s) Ex: those who prepare and serve meals, process transactions at the POS, and review the free/reduced price applications It is recognized that there are varying structures within each district and school food authority; therefore the definitions for directors, managers, and staff are intended to be general and describe the function/role in broad terms to be applicable to most. There is some distinction provided in between the three levels to help districts determine which category employees or groups of employees would fall under each definition. Program directors are those individuals directly responsible for the management of the day-to-day operations of the school nutrition programs for all participating schools under the jurisdiction of the SFA. Program Managers are those individuals directly responsible for the day to day operations of the school nutrition programs for a participating school(s). And program staff are those without managerial responsibilities who are involved in routine operations of the school nutrition programs for a participating school(s) 3

Hiring Standards for Directors 11/11/2018 Hiring Standards for Directors The NSLP and SBP have grown considerably and changed significantly since their inception. By requiring hiring standards for new school nutrition directors, the Child Nutrition Act seeks to ensure that the most qualified candidates are selected for this key position. The requirements will help guarantee that those administering and operating the school nutrition programs in the years ahead have a solid foundation to help them undertake new challenges. The hiring standards are expected to create a strong team of school nutrition professionals that will be able to find new ways to improve Program meals, access, and integrity in schools nationwide.   4

A Look at Colorado District Size 11/11/2018 A Look at Colorado District Size This pie chart gives a visual of Based on 2014 District Rankings by Pupil Membership. About 79% of Colorado School Districts have 2,499 students or less. About 62% of those districts have less than 500 student enrollment. About 11% of our districts have 2,500 – 9,999 students and similarly, about 11% of our total districts have 10,000 students or more. * Based on 2014 District Rankings by Pupil Membership 5

11/11/2018 Grandfathering Current directors will be able to remain in their positions. Directors can transfer to a similar position in another LEA of the same size category (enrollment) without having to meet the new hiring standards. If a grandfathered director transfers to an LEA meeting a larger size category, the hiring standards for the larger category must be met. LEA size categories: 2,499 student enrollment or less 2500 – 9999 student enrollment 10,000 or more student enrollment The rule provides that current school nutrition program directors will be grandfathered in, and thus will not be required to meet the new hiring standards and may continue to serve in their current positions.  So the rule applies to any newly hired directors.   The size of the district, or the total student enrollment determines the new hiring standards, beginning July 1, 2015. Directors can transfer to a similar position in another LEA of the same size category or enrollement without having to meet the new hiring standards. However, if a director is transferring to the director position that is of a larger size LEA, the program director must meet the hiring standards established for the larger size For example, a director currently works in an LEA with 4,000 students (2500 – 9999) and wants to transfer to a director position to an LEA with 12000 students (the 10,000) the grandfathered program director must meet the hiring standards established for the larger (10,000 or more) student enrollment. 6

Minimum Prior Training Standards 11/11/2018 Minimum Prior Training Standards At least 8 hours of food safety is required either not more than 5 years prior to their starting date or completed within 30 calendar days of the employee’s starting date All new directors, regardless of the size of the district must complete at least 8 hours of food safety training either prior to hire or confirm they have had this training within the past 5 years. If 8 hours of food safety training has not been completed prior to hire, training must be completed within 30 calendar days of the employee’s starting date. There are many food safety resources available. There is a slide at later in this presentation which allows you to navigate resources related to this requirement.

What is Your School District’s Student Enrollment? 11/11/2018 What is Your School District’s Student Enrollment? LEA Size Categories – based on total students enrolled 2,499 students or less 2,500 – 9,999 students 10,000 or more students Overall, as the district or Local Educational Agency (LEA) size increases, a higher educational level for new hires is required to match the level of responsibility and complexity of the food service system. Keep the size category of the district in which you are currently employed in mind has we go through the hiring requirements established for each of these 3 categories.   8

Minimum Educational Requirements for Directors 11/11/2018 Minimum Educational Requirements for Directors A bachelor’s degree, or equivalent educational experience, with an academic major or concentration in food and nutrition, food service management, dietetics, family and consumer sciences, nutrition education, culinary arts, business or related field; or An associate’s degree, or equivalent educational experience, with an academic major or area of concentration in food and nutrition, food service management, dietetics, family and consumer sciences, nutrition education, culinary arts, business, or a related field and at least 1 year of relevant school nutrition program experience; or For districts of this size, 3 hiring tracks are available – Having a bachelor's degree in the food and nutrition or related field; or having an associate's degree or equivalent educational experience with an area of concentration in food and nutrition or related field and 1 year of relevant school nutrition program experience; or and a high school diploma and at least 3 years of relevant school nutrition program experience. Please take a minute to review these minimum educational requirements.   Minimum Education Standards (preferred) - Directors hired without an associates degree are strongly encouraged to work toward attaining an associate's degree upon hiring. The law allows state agency discretion to approve (for an LEA with less than 500 students) the employment of a candidate that meets the educational standards but has less than the required school nutrition program experience. These districts that want to hire a candidate that meets the minimum educational requirements of having a high school diploma, but has less than 3 years of experience, must contact our office for approval of the hire. Select next when you are ready to move forward. A high school diploma or equivalency (i.e. GED), and at least 3 years of relevant school nutrition program experience. LEAs with <500 students: Contact CDE OSN for approval of hiring a candidate that meets the educational standards but has less than 3 years of experience 9

Minimum Educational Requirements for Directors 11/11/2018 Minimum Educational Requirements for Directors A bachelor’s degree, or equivalent educational experience, with an academic major or concentration in food and nutrition, food service management, dietetics, family and consumer sciences, nutrition education, culinary arts, business or related field; or A bachelor’s degree in any academic major and at least 2 years of relevant school nutrition programs experience; or An associates degree, or equivalent educational experience, with an academic major or area of concentration in food and nutrition, food service management, dietetics, family and consumer sciences, nutrition education, culinary arts, business, or a related field and at least 2 years of relevant school nutrition program experience. For districts of this size, 3 hiring tracks are available. Please take a minute to review these minimum educational requirements.   Extra note: Minimum Education Standards (perferred) – Directors hired without a bachelor's degree are strongly encouraged to work toward attaining a bachelor's degree upon hiring. 10

Minimum Educational Requirements for Directors 11/11/2018 Minimum Educational Requirements for Directors A bachelor’s degree, or equivalent educational experience, with an academic major or concentration in food and nutrition, food service management, dietetics, family and consumer sciences, nutrition education, culinary arts, business or related field; or A bachelor’s degree in any academic major and at least 5 years of experience in management of school nutrition programs. Master’s degree, or willingness to work toward a master’s degree, preferred. At least 1 year of management experience, preferably in school nutrition, strongly recommended. Extra note: For districts of this size, 2 hiring tracks are available. Please take a minute to review these.   Preferred hiring standards include a Master's degree, or willingness to work towards a master's degree. At least 1 year of management experience, preferably in school nutrition, is strongly recommended. 11

State-recognized Certificates in School Nutrition 11/11/2018 State-recognized Certificates in School Nutrition Hiring option in all student enrollment size categories for “Bachelor’s degree in any academic major, and State-recognized certificate for school nutrition directors” does not apply to Colorado at this time. You’ll notice in general and non-CDE developed resources that there is a hiring option to hire a director with a Bachelor’s degree in any academic major, and a State recognized certificate for school nutrition directors. Currently, it is our understanding that this option only applies to those states that have an educational certificate program for school nutrition directors and it is our understanding that this is different from the School Nutrition Association SNS credentialing. Therefore, the CDE OSN acknowledges that we currently do not have a state-recognized certificate for school nutrition directors, and thus, have removed this option to limit confusion in our state-developed resources. 12

11/11/2018 Unique Situations An individual will serve as both school nutrition program director and as program manager? The hiring standards for the director position will apply A director will oversee more than one SFA? The sum of the student enrollment determines the hiring requirements While in your position, the district increases to a higher category size. You have been grandfathered into you’re position with that district. We know you may experience some unique hiring situations. When those arise feel free to contact the Office of School Nutrition to walk through how to approach those situations and determine the appropriate course of action. Some unique situations that we currently know of include: Your job responsibilities fit the descriptions for the director position and the program manager. What hiring standard is used? The hire should be based on the new director hiring standards for the size category described by the rule.   And if you ever come into a situation where your director will oversee more than one SFA – The hiring requirements for the sum of the total student enrollment in all SFAs is used.. Lastly, there has been some curiosity of the circumstance in which your district size increases and the result is the district falls into a larger size category. It is our understanding that you have been grandfathered into that district, so you do not need to meet the new hiring standards for the larger size category. We do expect to receive more guidance from the USDA such as questions and answers and clarifications as more questions arise with implementation. We will keep you posted. 13

Annual Training Requirements 11/11/2018 Annual Training Requirements Annual, job specific training is the best way to ensure that school nutrition program personnel at all levels maintain and upgrade their skills to meet the needs of students, and to effectively implement Program requirements. The following slides summarize the annual training requirements your school food service personnel are expected to meet, beginning school year 2015/2016. 14

Annual Training Requirements 11/11/2018 Annual Training Requirements Each individual employee at the SFA level must receive and complete training on the topics or areas applicable to his/her job. Program director 12 hours annual training Program managers 10 hours annual training Program staff >20 hours/week 6 hours annual training Program staff working <20 hours/week 4 hours annual training Remember, when it comes to determining the type of training you and your staff should receive, each individual employee at the SFA level must receive and complete training on the topics or areas applicable to his/her job. The rule outlines the training requirements that each school nutrition employee must meet annually. Program directors need to completed atleast 12 hours of annual training; program managers need to completed at least 10 hours; program staff working more than 20 hours per week must meet 6 hours of annual training and program staff that regularly work less than 20 hours per week must complete at least 4 hours of annual training. 15

Flexibilities for SY 2015-2016 Program directors – 8 hours of training 11/11/2018 Flexibilities for SY 2015-2016 Program directors – 8 hours of training Program managers – 6 hours of training Program staff – 4 hours of training Training received 3 months prior (on or after April 1, 2015) to July 1, 2015 may count toward the first year training requirements For the first year of implementation, there is some flexibility to the annual training hour requirement. Listed here, are the hours you and SFA staff should complete in school year 2015/2016. 8 hours for program directors, 6 hours for program managers, and 4 hours for all program staff, regardless of how many hours are worked per week. Additionally, you can start counting your continuing education hours as of April 1 2015 to count towards your 2015/2016 annual training requirements. 16

Marketing/Communications Any other topics as determined by FNS 11/11/2018 Training Topics Free and reduced price meal benefits, program management, financial management, HR, etc. Administration Menu planning, nutrition education, general nutrition Nutrition Food production, serving food, cashier and POS, purchasing/procurement, food safety and HACCP, etc Operations Marketing/Communications Any other topics as determined by FNS To help determine what training topics are appropriate for your employees, always remember to choose topics or areas applicable to his/her job. School nutrition professionals are expected to receive training within 4 main categories: Administration, Nutrition, Operations, and Marketing/Communications. The HHFKA gives the Secretary authority to require any other appropriate training topic to address critical issues, such as Program integrity. Therefore, the Secretary may require, as needed, that SFA employees complete specific training topic(s) or course(s) identified by FNS to address crucial Program needs. Administration includes topics such as Free and reduced price meal benefits, program management, financial management, human resources and staff training, facilities and equipment planning. Nutrition topics can include menu planning, nutrition education, and general nutrition. Operations topics include food production, service, cashier and POS training, purchasing and procurements, food safety and HACCP, and receiving and storing. Each individual employee at the SFA level must receive and complete training on the topics or areas applicable to his/her job. 17

Training for Specific Positions 11/11/2018 Training for Specific Positions Ensure training meet learning/training objectives as described by USDA in “Professional Standards Learning Objectives” Training Topics Directors Administrative Practices (including application, certification, verification, meal counting and meal claiming procedures) Food Safety Managers Administrative practices (including application, certification verification, meal counting and meal claiming procedures) Identification of reimbursable meals at the point of service Nutrition, health and safety standards Staff Free and reduced price eligibility Application, certification and verification procedures Suggestions for training topics for specific groups of employees is outlined here. Remember, though, that employees should be trained in areas related to their job duties. 18

Training Formats In person options such as: Online options such as: 11/11/2018 Training Formats In person options such as: Classroom training In-service training Seminars Public speakers A variety of training formats, both online (webinars, interactive online sessions, etc.) and in-person (classroom training, in-service training, seminars, public speakers, etc.). Training from a variety of sources is acceptable, including the National Food Service Management Institute, in-house training, CDE OSN trainings, and those found within the professional standards training database. Online options such as: Webinars Interactive online sessions 19

Click on the resources below to learn more! 11/11/2018 Training Resources Click on the resources below to learn more! servesafe.com ServeSafe nfsmi.org National Food Service Management Institute cde.state.co.us/nutrition CDE Office of School Nutrition professionalstandards.nal.usda.gov Professional Standards Website schoolnutrition.org School Nutrition Association colosna.com Colorado School Nutrition snuniversity.org SNA’s School Nutrition University There are abundant training resources available through many sources. Some of those resources are shown here, this list by all means is not all inclusive of where you should be receiving training! These are all hyperlinked to websites where you can learn more. Please feel free to share these resources with your staff. One of the newest of resources I’d like you to explore is the Professional Standards website, the 4th option down. This is a database of trainings that USDA has collected from a variety of sources, even including the CDE OSN. Select the next slide arrow once you are done reviewing this slide. 20

Additional Flexibilities to Annual Training Requirements 11/11/2018 Additional Flexibilities to Annual Training Requirements Program directors, managers, and staff may complete the required training hours over a two-year period, provided that some training hours are completed each school year Example: A program manager needs 10 hours of annual training. The manager completes 9 hours of training in SY 2016- 2017, and 11 hours of training the following year to reach 20 hours of training over 2 years (averaging 10 hours per year) The rule allows SA discretion of the following: Program directors, managers and staff may complete the required training hours over a two-year period, provided that some training hours are completed each school year. The CDE OSN would like to honor this discretion and allow this practice starting in school year 2016/2017 when the flexibility to the training hours in SY 2015/2016 expires. 21

Additional Flexibilities to Annual Training Requirements 11/11/2018 Additional Flexibilities to Annual Training Requirements Program directors and managers may count the training offered to his/her staff toward part of his/her annual training requirement An SFA director or manager may count the training offered to his/her staff toward part of his/her own annual training requirement. This flexibility is allowed to account for the preparing for and imparting knowledge of the school meal programs. Ensure that agendas include pertinent information including your name, the title of the training, date, times, and objectives. It is also recommended that training documentation is kept with the agenda, such as the PowerPoint or any handouts used.   Ensure training meet learning/training objectives as described by USDA in “Professional Standards Learning Objectives” 22

Additional Flexibilities to Annual Training Requirements 11/11/2018 Additional Flexibilities to Annual Training Requirements Training hours are prorated for employees hired mid-year If hired January 1 or later, an employee must only complete half of the required training hours for that school year Hired!! Training Hours Required: Director: 12 6 hours Manager: 10 5 hours Staff >20 hrs/wk: 6 3 hours Staff <20 hrs./wk: 4 2 hours Lastly, there is flexibility in the annual training requirement for program staff hired mid-school year. If hired January 1 or later, an employee must only complete half of the required training hours for that school year. For directors, this is 6 hours, managers is 5; program staff working more than 20 hours/week is 3; and 2 hours of annual training for staff that work less than 20 hours/week. 23

Use of Food Service Funds for Training 11/11/2018 Use of Food Service Funds for Training Annual continuing education/training is an allowable use of the nonprofit school food service account Training cost must be reasonable, allocable, and necessary in accordance with the cost principles set forth in 2 CFR part 200 Cost of college credits incurred by an individual to meet the hiring standards for the SFA director position is not an allowable expense The nonprofit food service fund can be used to pay for annual continuing education and training for school nutrition employees. These costs must be reasonable, allocable, and necessary in accordance with cost principles set forth in 2 CFR part 200. However, college credits incurred by an individual to meet hiring standards for the director position is not an allowable expense of the food service fund. 24

Recordkeeping Requirements 11/11/2018 Recordkeeping Requirements Monitor and document an employee’s continuing education/training progress periodically throughout the year Retain documentation to show during an administrative review how employees have complied with the total required training hour Training agenda (include date, time, objectives, etc.) Sign-in/Attendance sheet Certificates Other paper documentation Records must be retained for 3 years The SFA must monitor and document an employee's continuing education/training progress periodically throughout the year to ensure each employee is or will be in compliance with the training requirements by the end of the school year   Documentation such as copies of the training agenda, sign up sheets, and other paper documents, would also be acceptable. The school nutrition program director is ultimately responsible for demonstrating, during an administrative review, that the SFA is in compliance with the professional standards. SFAs must retain documentation to show during an administrative review how employees have complied with the total required training hours USDA says tools are being created and developed to assist in the tracking of training. Each SFA decides how to maintain the records to document training completion. 25

Compliance Monitoring 11/11/2018 Compliance Monitoring CDE OSN will monitor the SFA’s compliance during an Administrative Review CDE OSN will examine records that document completion of applicable hiring and continuing education/training, which could include, but is not limited to: College transcripts or degrees for new hires Food safety certification Training certificates Attendance sign-in sheets Training agendas The Office of School nutrition will monitor compliance with the professional standards during the Administrative Review, which currently occurs on a 3 year cycle. You can expect us to examine records that document completion of applicable hiring and continuing education/training requirements. Although FNS does not require one specific document, college transcripts or degrees for new hires, food safety certifications, training certificates, attendance sign-in sheets, and training agendas are all examples of documents that an SFA and the Educational Agency may submit to demonstrate compliance with the professional standards. 26

11/11/2018 Your CDE OSN Resource Will provide technical assistance, further guidance, and resources once they become available Call or email with any questions! Sara Silvernail, silvernail_s@cde.state.co.us, 303-866-5985 Check out our website! http://www.cde.state.co.us/nutrition The Colorado Department of Education Office of School Nutrition has a comprehensive website, providing an excellent resource for operating the school nutrition programs. Again, feel free to contact us as you need. Thank you for all that you do and all the efforts across our state to support the school meals programs and providing students nutritious foods to fuel their learning. This institution is an equal opportunity provider and employer. 27