Training Requirements Virginia Department of Health Summer Food Service Program (SFSP) 2014

Training Requirements Objectives: Provide overview of sponsor’s training responsibilities Provide overview of sponsor’s monitoring requirements

Training Requirements Training is one of the sponsor’s major administrative responsibilities. Training is required for all administrative staff, food prep staff, site staff, and monitors.

Training Requirements Recommendations: meetings and telephone contacts with site and monitoring staff to ask questions discuss site operations and provide specific training on any problem area job descriptions and explanations about the organizational structure enable staff members to understand their own responsibilities as well as those of their coworkers

Training Requirements Sponsors must train all administrative staff and site staff before they undertake their responsibilities. Sponsors will want to offer two different training sessions to focus on each group's specific functions. Date, names of attendees, and documentation of the topics covered must be recorded for each training session offered.

Training Requirements Training for Administrative Staff The specific training needs of sponsor administrative staff will vary. Specific areas of the training may require greater depth with different employees.

Training Requirements However, all training for administrative staff should cover the following topics: Purpose of the program, Site eligibility, Recordkeeping requirements, Organized site activity, Meal requirements, and Nondiscrimination compliance.

Training Requirements Describe how the program will operate within the framework outlined in this guide (use the menu schedule, sample delivery receipts, and sample daily reporting forms for sites), including: how meals will be provided, the delivery schedule (if applicable), and what records are kept and what forms are used.

Training Requirements Outline the specific duties of monitors (use monitor review form and visit report and the mileage log), including: conducting site visits/reviews, sites for which they are responsible, monitoring schedule, reporting procedure, follow-up procedure, and office procedures.

Training Requirements Training for Monitoring staff Monitors should be present at both the site and administrative training to ensure a comprehensive understanding of program operations at both levels.

Training Requirements Training for Monitoring staff The sponsor must provide monitors with thorough training because only those monitors knowledgeable in program requirements and duties will be able to provide meaningful feedback to the sponsor.

Training Requirements Training for Monitoring staff Since the monitoring function is so important, sponsors should conduct separate training sessions for monitors that highlight their specific functions.

Training Requirements Monitor training should outline the specific duties of monitors including: sites for which they will be responsible, conducting site visits/reviews, monitoring schedules, reporting/recordkeeping procedures, follow-up procedures, office procedures, local sanitation and health laws, civil rights, reporting of racial/ethnic data, and considerations for personal safety, if necessary.

Training Requirements Training for site staff: SFSP regulations require that no food service site may operate until personnel at the site have attended at least one of the sponsor's training sessions. This is an annual requirement. Sponsors must document the attendance at site training sessions and schedule additional sessions for those staff that are absent. Regulations also require that at least one person who has been trained by the sponsor be present at each of the sponsor's sites during the time of the meal service.

Training Requirements Topics for site staff training should include: 1.General explanation of the program: purpose of the program, site eligibility, necessity for accurate records, and importance of organized activities at sites

Training Requirements 2. Describe how the site will operate: meal pattern requirements and types of meal service offered (use planned menus), delivery schedules (exact times), adjustments in the delivery amount, facilities available for storing meals, who to contact about problems (provide sponsor's name and telephone number), and approved level of meal service.

Training Requirements 3. Explain recordkeeping requirements: daily recordkeeping requirements, delivery receipts (sample forms), seconds, leftovers, and spoiled meals, daily labor -- actual time spent on food service and time and attendance records, collection of daily record forms, and maintain copies of meal service forms.

Training Requirements 4. Outline the Monitor's responsibilities (use monitoring forms): duties and authority, and areas of assignment and introduction to site supervisors. 5. Explain Civil Rights requirements (use Site Supervisor's Guide).

Training Requirements 6. Explain other miscellaneous policy (use sponsor's policy), such as: problems of inclement weather and alternate service areas, problems with unauthorized adults eating program meals, problems with discipline, review of equipment, facilities, and materials available for organized recreational activities, review of trash removal system, corrective action.

Training Requirements It is critical that site personnel and monitors understand the importance of accurate point-of service meal counts. Only complete meals served to eligible children can be claimed for reimbursement. Therefore, meals must be counted at the actual point of service, i.e., meals are counted as they are served, to ensure that an accurate count of meals served is obtained and reported. Counting meals at the point of service also allows site personnel to ensure that only complete meals are served.

Training Requirements Three Keys to Training Success: 1.Communication 2.Recordkeeping 3.Accountability