1. Summer Food Service Program (SFSP) Training For Food Services Staff 05.16.2016 Provided by the LAUSD Food Services Division

2. 05.16.2016 Summer Food Service Program (SFSP) Training For Food Services Staff

3. Objectives At the end of this training Food Services staff will be knowledgeable of the:  United States Department of Agriculture (USDA) policies and procedures on SFSP  California Department of Education’s (CDE) Summer Food Service Program implementation and participation requirements  SFSP and how it operates  Staff’s role in successfully implementing SFSP  Order Procedures  Point Of Service (POS) and the counting and claiming process

4. What Is SFSP? The Summer Food Service Program (SFSP) is a federally- funded, state-administered program.  Open to all children up to the age of 18 or any age provided the child is disabled and enrolled in a school program  The program is open to the community A minimum of one gate must be open for individuals from the community to enter Food Services staff should monitor the gate to ensure it is open for service  Banners must be hung at the gate advertising the meal service Note: There is no requirement that children receiving meals need to participate in activities offered on the campus.

5. Purpose and Benefits SFSP provides nutritious meals and snacks to children and teens in low-income areas at no charge when school is out for at least 15 continuous school days.  Studies show that children gain more than twice as much weight during the summer than the regular school year due to: Lack of physical activity Poor nutrition  SFSP meals keep children from going hungry by providing nutritious meals during the summer break

6. Reaching Out To The Community The SFSP is open and available to children of the community. The sponsor (Food Services Division) must advertise the meal service:  Media releases are provided to media outlets  Banners are posted at the entrance gate of each site facing the street  Meal service dates and times are posted on the first page of the Food Services homepage.  Posters with meal service dates and times are posted at the meal service locations for public view Regardless of the meal service types being offered  Flyers are available in both Spanish and English

7. District Summer Programs The SFSP will service the following programs:  Beyond the Bell (BTB)  LA’s BEST (LAB)  Extended Learning Opportunity Summer (ELOS)  Extended School Year (ESY)  Credit Recovery  Local Design  Special Education Centers  National School Lunch Program (NSLP) Off Sites Early Education Centers (EEC)  YMCA The Food Services Division (FSD) sponsors the SFSP The FSD enters into an agreement with the CDE and assumes full responsibility for meeting all requirements for reimbursements.

8. The Food Services Manager or designee is required to maintain the following documents in a folder:  SFSP Training Sign in Sheet  SFSP Training Certificate  SFSP Service Agreements for all staff members  Production Worksheets  Daily Meal Count Forms  Summer Daily Meal Transport Records Sites must maintain and have copies of all documents readily available for site monitoring and audits.  Scan and email a copy of the audited report to your AFSS and Lisa Hess if your school is audited Recordkeeping Requirements

9. Summer Cafeteria Sites There are four types of summer sites: Stand Alone Site  Orders, prepares and serves for their program only HUB Site  Orders, prepares and serves for their program and others  All NNC sites must be assigned a HUB site Non-Prep Site  A Non-Prep Sites is any site that has prepared the food for their program at another location. Coordinates with manager at HUB site for number of meals needed for their program Closed Site  HUB site prepares and delivers meals to the programs YMCA and LAB closed sites

10. Stand Alone Sites A Stand Alone site prepares and serves meals for their program only. The site Food Services Manager will:  Place orders for all products needed in CMS  Receive and stores deliveries  Complete all receiving tickets  Prepare meals according to SFSP menus and recipes  Create and complete production records in CMS daily  Serve the children and record the amount of meals served on the Daily Meal Count Form

11. Stand Alone Sites Cont.  Under the SFSP Program Tab, input meal counts in the CMS Daily Entry section  Audit the program’s compliance along with the AFSS by observing the entire daily meal service  Responsible for the quality, safety, and oversight of the meals being served  Complete all HACCP records Includes taking the temperatures of all meals and milk

12. HUB Site A HUB site orders, prepares, packages, and serves for their program and others. The Food Services Manager will:  Place orders for all products needed for all programs  Complete EZ Steps for all menu plans assigned to your site for total number of meals needed Exception: receiving sites will order their own milk/juice  Create and complete production record for the main site only, do not include other programs

13. HUB Sites Cont.  Prepare, package and deliver meals to other SFSP locations assigned  Adjust “Prepared Amount” column on production worksheet to the actual amount preparing for your SFSP program only  In the “Comments Section” separately list each program and number of meals delivered to RAP, YMCA, LAB (closed sites), and Non-Prep Sites  Record HUB site’s SFSP program leftover count in “Amount Leftover” on the production worksheet All leftovers from YMCA and LAB will be discarded and will not be documented in the “Amount Leftover”

14. HUB Sites Cont.  Complete Summer Daily Meal Transport Record  Input counts in CMS Daily Entry under SFSP Program for your site, YMCA, and LAB (closed sites)  SFSP Non-Prep sites will claim their meals in CMS Daily Entry at their site  Complete all HACCP records Includes taking temperatures of all meals prepared and milk Recording the temperatures on the “Summer Daily Transport Meal Record” form  Ensure mileage is properly tracked, recorded and claimed

15. Non-Prep Sites A Non-Prep site prepares the meals for their program at a HUB site. The Food Services Manager will:  Coordinate with Manager at HUB site for number of meals needed Assist in preparing, packaging and delivering meals for their program  Order milk and juice for their own site Receive and store deliveries Complete all receiving tickets  Serve the children and record the amount of meals served on the Daily Meal Count Form Complete Daily Meal Count Forms  Input counts in CMS Daily Entry under SFSP Lunch/Snack

16. Non-Prep Sites Cont.  Audit the program’s compliance along with the AFSS  Observe the meal service daily  Be responsible for the quality, safety and oversight of the meals  Provide Food Safety Assurance by: Completing all HACCP records Taking temperatures of all meals prepared including milk  Be responsible for meals transported offsite  Prepare a “Summer Daily Transport Meal Record” form for each program receiving transported meals  Record the temperatures on the “Summer Daily Transport Meal Record” form

17. Closed Sites Closed sites are open only to enrolled children or to an identified group of children, as opposed to the community at large. The Food Services Division will be providing meals to closed sites this summer:  YMCA, LAB Closed sites are:  Not open to the community  Not Offer vs Serve Children must take full serving of each menu item Food Service Staff will order, prepare, package and deliver meals identical to RAP. Note: Requests for meal count adjustments may not go through Food Service staff at time of delivery.

18. LA’s BEST – Closed Sites LA’s BEST will operate 45 closed sites. Closed sites are:  Not open to the community  Not Offer vs Serve Children must take full serving of each menu item LAB will operate from June 20 th - July 29 th LA’s BEST staff will serve the children in the program  No Food Services Staff will be on site Food Services Division will be claiming the meals served.

19. YMCA – Closed Sites The City of Los Angeles, County of Los Angeles, and the Los Angles Unified School District partnered with the YMCA this year to implement the LA Y “Get Summer” Teen Initiative. The Food Service Division will provide nutritious meals at no charge to:  Children up to the age of 18  13 participating YMCA’s The SFSP program will run from June 13 th -August 12 th. Food Services Division will be claiming the meal served.

20. Recreation and Parks (RAP) The Food Services Division entered into a service contract with the City of Los Angeles Recreation and Parks Department (RAP) RAP Programs  Vended Program  106 actively participating RAP Centers  Program Dates June 13 th – August 12 th The Food Service Division assumes full responsibility for meeting all food safety and meal requirements for payment of services rendered.

21. Summer Daily Meal Transport Record The “Summer Daily Meal Transport Record ” form must be completed daily for all food transported for each program site and meal service type.  Meal Service Type Lunch Snack Field Trip

22. Summer Daily Meal Transport Record Completing The Heading The Food Services Manager or designee will complete the form.  Heading Information Receiving Program Site Name, Date, Preparation School Site Name, Prep Site Location Code, and the Meal Service Type

23. Summer Daily Meal Transport Record Completing Columns 1-3 Prior to delivery, the Food Services staff will complete:  Column 1 - Components  Column 2 - Portion Size  Column 3 - Amount Prepared

24. Summer Daily Meal Transport Record Completing Columns 4-5 Upon delivery, the Food Services staff will complete:  Column 4 - Initial, Time, and Temperatures  Column 5 - Amount Delivered

25. Summer Daily Meal Transport Record Verification Signatures A signature from the designated receiver must be obtained to verify receipt of the meals. The Food Services Manager will verify that all information is complete and sign in the designated area.

26. Example of Completed Summer Daily Meal Transport Record

27. Daily Meal Count Form The Daily Meal Count Form is used as a record of the amount of meals served to children and adults during the SFSP.

28. Daily Meal Count Form Completing Section 1 The Food Services Manager or designee will complete the form. Section 1 - Site Name, Meal Type, Address, Telephone, Name of Food Services Manager or Designee, Date, and the Meals Received/Prepared

29. Daily Meal Count Form Completing Section 2 Section 2 - During service a staff member will immediately cross off the first meals served to children.  Cross off each number on the form after a child receives a complete reimbursable meal At the end of service manually total the first meals served.

30. Daily Meal Count Form Completing Sections 3 - 4 Section 3 - Second meals served to children.  Second meals may be served 10 minutes before the end of service period Manually total any second meals served Section 4 - Meals served to program adults.  There are no meals offered to program adults.  Manually total “0” under program adult meals served

31. Daily Meal Count Form Completing Sections 5 - 7 Section 5 - Meals served to non-program adults.  There is a $5.00 cost per meal  Manually total any non-program adults meals served Section 6 –Total all meals served from sections 2-5. Section 7 – Total the amount of any damaged/incomplete or other non-reimbursable meals.

32. Daily Meal Count Form Completing Sections 8-9 Section 8 - Total the leftover meals that were not served. Section 9 - Total the quantities in Sections 6-8.  The total in Section 9 should equal the total in Section 1 Circle the number of additional children who requested a meal after all available meals were served.

33. Daily Meal Count Form Verification Signature The program staff member will verify all the information on the form, sign, and date in the designated area.

34. Completed Daily Meal Count Form A copy of the completed Daily Meal Count form copy must be left at the YMCA and LA’s BEST locations.

35. Eligible First and Second Meals Eligible first meals are those that were served to children that include all food components that meet the SFSP meal pattern requirements.  Serve the same meal to all children An eligible second meals may be served :  After all children have received a first complete meal  During the last 10 minutes of meal service  Served second meals must be recorded on the Daily Meal Count Form Sponsors may be reimbursed up to two percent of all eligible second meals served for all sites combined during the claiming period

36. In the event an adult meal is sold for $5.00, the lunch meal must be crossed off on the Daily Meal Count Form and recorded on the “A LA Carte Sales and Inventory Worksheet” form. Note: Adult sales are discouraged. Adult A La Carte Sales and Inventory

37. Program Sponsor Responsibilities The following compliance measures must be adhered to by the Program Sponsor:  Administer SFSP in accordance with regulations (Title 7 Code of Federal Regulations, part 225)  Attend State training and train staff  Advertise the meal service  Ensure civil rights compliance  Monitoring of sites  Set up a record keeping file for 2016 SFSP Programs Retain all records for 3 years plus the current year  Submit claims for reimbursement on time

38. Reviewers will look at the following areas for compliance during the Administrative Review process.  Civil rights complaint information is available to all staff  Complaint procedures are in place that incorporate Federal requirements  “And Justice for All” poster is visible where the general public can see and read it  Nondiscrimination statement is on public documents that involve the USDA and child nutrition programs  Complete the Ethnic and Racial Data Form Civil Rights Compliance

39. 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: program.intake@usda.gov. This institution is an equal opportunity provider. USDA Nondiscrimination Statement Agencies must include the most current version of the federal nondiscrimination statement in a prominent location, as well as all:  Public information releases  Publications  Posters concerning nutrition program activities

40. An abbreviated statement can be used on smaller print materials such as: flyers, brochures, and menus. If this statement is used:  Print size cannot be smaller than that used for the program material  No other modifications can be made to these statements Nondiscrimination Statement “This institution is an equal opportunity provider. ”

41. Meal Service Types and Timeframes The SFSP meal service types and timeframes for:  Lunch – meal service cannot exceed two hours  Snack – meal service average service of 30 minutes Meals must be served only during the approved timeframes entered into CNIPS.

42. Requests to Change Meal Service Times Any service time changes must be approved before it may be implemented at the site.  School site administrators may not request service time changes directly through the FSM or AFSS Submit request through the Summer Program Office running the program on site  Summer Program Office will email the request to Lisa Hess at lisa.hess@lausd.netlisa.hess@lausd.net

43. Requests to Change Meal Service Times Cont.  Lisa Hess will: Send the request to the CDE for approval Email the AFSS and Summer Program Office with the CDE approval  AFSS communicates approval to the site  FSM will update the serving on the SFSP Meal Service Sign and post for public

44. Summer Program Contacts SFSP Contact Information:  Academic Intervention: (213) 241-7900 ELOS (Extended Learning Opportunity Summer) Elementary/Middle Schools CRSSP (Credit Recovery Summer School Program) High Schools  Elementary School Unit: (310) 515-3010  LA's BEST: (213) 745-1900  Middle School Unit: (213) 633-3500  Migrant Education: (213) 241-0510  Special Education/ESY: (213) 241-6701  YDP Unit: (818) 587-4300  YMCA: “Will be provided soon”

45. Field Trip Approval Process To be reimbursed for meals taken on a field trip, the sponsor must report all field trips in CNIPS prior to the trip date.  The FSM will provide blank SFSP Field Trip Request Forms and instructions to the Principal at the beginning of the SFSP program  The principal must complete the form and submit to the FSM no later than 7 days prior to the date of each field trip  Request must include: Location Code School Name Date of field trip Number of Students Specific location of field trip (Cabrillo Beach, Exposition Park)

46. Field Trip Approval Process cont.  FSM transfers the field trip information into the Field Trip Request form linked on the Summer page https://www.surveymonkey.com/r/Q3K7JS6  Any changes to the field trip are considered a new request  Submit a separate request for each Field Trip  Cancellations of field trips will be accepted up until the date of the field trip  Lisa will obtain approval from the CDE and will notify the FSM via email of approval  Unapproved field trips meals may NOT be claimed for reimbursement Unapproved meals provided will be a financial loss

47. SFSP Summer Field Trip Principal Request Form

48. Field Trip Meal Service Requirements Maintain documentation that all meals taken on a field trip comply with meal pattern requirements and food safety regulations.  Summer Daily Meal Transport Records must be completed The designated server must conduct a point of service meal count at the field trip location where meals will be served.  Document meals by using the Daily Meal Count Form If the site is approved to be closed on the field trip date:  Post a notice to announce when the site will be closed and when it will resume meal service

49. SFSP Ordering Procedures When ordering food and supplies for the SFSP, the Food Service Manager or designee will:  Follow the CMS Ordering Calendar for SFSP Program  The regular Food Services Manager will place summer orders using the CMS calendar Order all items needed for the summer program (Due by 3 pm on May 27, 2016)  Summer Managers will place orders once they start their assignment for the duration of the program (Week of July 4, 2016 through the end of the program)

50. Summer Ordering Process Summer orders are due on Thursday May 26 th 2016 Complete E-Z Steps for Summer one week at a time:  Week 1- June 13, 2016 – June 17, 2016**  Week 2- June 20, 2016 – June 24, 2016  Week 3- June 27, 2016 - July 1, 2016 **The orders for June 13-17 th must be edited and completed by May 26 th.

51. Summer Ordering Process Cont.  Managers must make any adjustments to orders before consolidation each week  Managers will use the drop down tool to choose the SFSP site If the site needs to order Groceries or Staples, it is done through the parent/main site.  Follow CMS Ordering Calendar for SFSP program  Review receiving tickets on Tuesday  Follow current ordering adjustment procedures  If changes are needed on the receiving tickets, they must be sent to foodorder@lausd.net by 12 p.m. on Tuesday.foodorder@lausd.net

52. HACCP and Food Safety Requirements Sites are to follow and adhere to all HACCP and Food Safety procedures during food preparation, storage and meal service.  Sanitation and Personal Hygiene requirements  Employees wear appropriate safety attire and Personal Protective Equipment (PPE) HACCP forms must be posted and completed daily  Thermometer Calibration Logs  Food Temperature Logs  Equipment Temperature Logs Equipment malfunctions are reported for repairs

53. SFSP Lunch Menus Follow the Summer lunch menus, ensuring the correct serving sizes are offered and served. NOTE: Energizer and Power Up Box meals are for FIELD TRIP and BACK UP meals only

54. SFSP Snack Menus

55. Snack Reimbursable Meals Verify that a reimbursable meal has been selected prior to checking off the meal served on the Daily Meal Count Form Snack  Non Offer vs Serve  Must offer 2 food items All food components must be taken Note: The YMCA will not be provided snacks.

56. Lunch Reimbursable Meals SFSP is an Offer vs Serve (OVS) Meal Program. (Reminder the YMCA and LA’s BEST- closed sites are NOT OVS) Five food items from the four food components must be offered: Lunch  Meat/Meat Alternate (1 component)  Grain or Bread (1 component)  Milk (1 component)  2 different servings of Vegetables and/or Fruits (Vegetables and fruit are grouped together as 1 component) 3 food components must be selected from the 5 items  Does NOT have to select a fruit or vegetable Verify that a reimbursable meal has been selected prior to checking off the meal served on the Daily Meal Count form.

57. Sample Lunch Meal Here is a sample lunch menu that will be used as a reference to determine a reimbursable meal:  Turkey Sandwich (2oz grain and 2oz meat/meat alternate)  Corn (1/4 corn vegetables)  Orange Slices (½ cup fruit)  Milk (1 cup milk)

58. Examples of Lunch Reimbursable Meals Reimbursable meals under SFSP OVS  Turkey sandwich and milk (grain, M/MA, milk = 3 food components)  Turkey sandwich and orange slices (grain, M/MA, fruit = 3 food components)

59. Lunch Non-reimbursable Meals Non-reimbursable meals under SFSP OVS  Orange slices and milk (fruit, milk = only 2 food components)  Turkey sandwich (grain, M/MA = only 2 food components)

60. Lunch Non-reimbursable Meals Cont. Non-reimbursable meals under SFSP OVS  Corn, orange slices (vegetable/fruit = only 1 food component)  Corn, orange slices, milk (vegetable/fruit, milk = only 2 food components)

61. Field Trip Reimbursable Meals Verify that a reimbursable meal has been selected prior to checking off the meal served on the Daily Meal Count Form Field Trips  Not Offer vs Serve  A complete meal must be taken Note: The YMCA’s will not be provided field trip meals.

62. “Traveling Apple” Policy Site staff may permit children to leave during lunch with one food item from the following choices:  Fruit  Vegetable  Grain Children may not leave with the main entrée, milk or other food items. Sites may designate a “sharing table” where children may return whole items that they choose not to eat.  Available to other children who may want additional helpings  Adults may not consume or take home items from the “sharing table”

63. Point of Service Guidelines Meals consumed on the school campus

64. Completed CMS SFSP Production Worksheet Crenshaw Branch YMCA- 50, LAB – 135 th St El– 100, RAP – 100, Angeles Mesa EL- 50 150 125 25 150 0 0 0 0 0 0 0 0 30 10 20 25 5 0 120 140 130 100 20 0 150 0 0 0 0 0 0 0 0 0 0 000 145 0 0 5 5 0 150 20 130

65. CMS Daily Comments Section Meal sent to each program: Crenshaw Branch YMCA-50 LAB-135 th St. El-100 RAP-100 Angeles Mesa El (non-prep site)-50

66. CMS Daily Entry Drop Down Crenshaw Branch YMCA LAB – 135 th St El. SFSP, YMCA and LAB site will display in the Daily Entry drop down arrow Enter numbers into CMS Daily Entry at the end of each meal service using the information from the:  Daily Meal Count Form  Summer Daily Meal Transport Record - Closed Sites

67. SFSP Mandatory Postings These postings must be visible during meal service:  SFSP Meal Service Schedule  SFSP Training Certificate  “And Justice For All” Poster – 11” x 17”  Summer Menu

68. Area Food Services Supervisor Responsibilities AFSS will communicate and confirm Food Service Managers are:  Following all SFSP regulations  Reviewing production amounts and leftover totals for the first week, making adjustments as needed  Adjusting orders and consolidating properly  Completing all required documents on a daily basis  Communicating with the Summer Principal regularly Food Service Managers should introduce themselves to the Summer Principal on the first day of the program

69. AFSS Monitoring Responsibilities Monitoring/Review all SFSP sites including YMCA and LA’s BEST- closed sites are completed by AFSS:  Pre-operational visit Completed and submitted to Lisa Hess by 06/10/2016  First Week Visit  Site Review within first 4-weeks A separate site review is required for snack and lunch May not be completed on the same day  Additional monitoring as needed  Monitoring's must be submitted to Lisa Hess  Conduct training as necessary  Verify any discrepancies in meal counts and production records with the Food Service Manager  Suggest corrective action

70. Monitoring Requirements Pre-Operational Visit  AFSS must visit all assigned SFSP and closed sites by June 10 th and complete the Pre-Operational Visit Worksheet for each site Verify that the site is capable of providing meal services for the number of children expected to attend First Week Visit  AFSS must visit all assigned and closed sites at least once during the first week of operation and complete the First Week Visit Form Ensure the food service is operating smoothly Apparent problems are immediately resolved

71. Monitoring Requirements Cont. Site Review  Complete the Site Review Form (3 pages)  AFSS must review all sites at least once during the first four weeks of program operations If the program operates less than four weeks, the AFSS must conduct a review before the close of the program  Follow up as necessary  Use the most current site review forms

72. Monitoring Requirements Cont. Ethnic and Racial Data Form  Every year sponsors must determine the number of potential eligible participants by ethnic/racial categories  Completed once per SFSP site during summer program

73. Students With Food Allergies Food Services Manager (FSM) will inform the BTB Coordinator of any students with severe food allergies  FSM are to provide the “Medical Statement to Request Special Diets” to families for completion by the child’s treating physician  The FSM will submit the completed “Medical Statement to Request Special Diets” form to the Nutrition Specialists  FSM will make substitutions based on the special diet provided by the Nutrition Specialist

74. Review Questions 1.Who makes the adjustments to the SFSP food order? Food Services Manager 2.What is one way you can promote the SFSP program at your site to the community? Post the banner by the open gate, facing the street 3.How often is the Daily Meal Count form submitted to the FS Manager? Daily 4.What time does the SFSP lunch meal service begin? Lunch meal service begins at the time approved entered in CNIPS

75. Review Questions 5.True or False: It is acceptable to count the number of children served a meal as they sit at the tables eating. False. The reimbursable meal is counted only at the point of service, as the child takes the complete meal. 6.True or False: Adults can also receive a meal as long as it is the complete meal. True. Meals can be offered to adults at a charge of $5.00 per lunch meal. 7.True or False: The SFSP Service Agreement and SFSP Training Certificate is given to the Food Services Manager? True. The SFSP Service Agreement and SFSP Training Certificate is provided to the Food Services Manager.

76. Review Questions 8.True or False: Is the SFSP program Offer vs Serve? True. SFSP is an Offer vs Serve (OVS) Meal Program, 3 food components must be selected from the 5 items to make a reimbursable meal. 9.During the SFSP lunch service is a child required to take a fruit or vegetable for the meal to be reimbursable? SFSP does not require a child to select a fruit or vegetable. 10.How many components does the fruit/vegetable item count as? Vegetables and fruit are grouped together as 1 component.

77. Questions? LAUSD Food Services Division Nourishing Children to Achieve Excellence