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Golden Harvest Food Bank provides quality food and other grocery products to those in need. We do this with local community support through direct service programs, food pantries, and community education about hunger.
BackPack Program Manual
2 2017-2018 BackPack Program
Table of Contents
Content Page # BackPack Program Locations 3 GHFB Service Area Map 4 GHFB Program Staff 5 General BackPack Events 6 Section 1: Overview 7 Section 2: Students 8-14 Section 3:Site Coordinators 15-17 Section 4: Program Logistics 17-19 How to Wash Your Hands 20 Loading and Transporting Food Safety 21 Storing Food Safely 22 Defective Cans 23 Section 5: Record Keeping 24-27 Section 6: All About BackPacks 28 Section 7: BackPack Distributions 28-30 Section 8: Program Support 30-33 Section 9: Forms & Checklists 34-38
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*BackPack Program Locations
South Carolina Participating Counties # of schools/sites Aiken County 13 schools
Abbeville County 1 site Anderson County 24 schools Bamberg County 1 school Edgefield County 1 school
Greenwood County 12 schools Oconee County 17 schools Pickens County 16 schools
Georgia Participating Counties # of schools/sites Burke County 2 schools
Columbia County 7 schools Glascock County 1 site Greene County 2 schools
Hancock County 1 school Jenkins County 1 school Johnson County 1 school Putnam County 2 school
Richmond County 13 schools Screven County 1 school
Taliaferro County 1 school Warren County 1 school
Washington County 2 schools Wilkes County 1 school
*2016-2017 Locations
A total of 121 schools and sites.
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Golden Harvest Food Bank
Service Area Map
5 2017-2018 BackPack Program
Golden Harvest Food Bank Program Staff
Name Job Title Contact Info Travis McNeal Executive Director
(Oversees the Food Bank) 706-736-1199 ext. 211
Kimberly Robinson
Outreach Services Director (Oversees the Outreach
Department)
706-736-1199 ext. 219 [email protected]
*Kimberly Jackson
Child Hunger Programs Coordinator
(Helps you administer the BackPack Program)
706-736-1199 ext. 216
Tammy Jackson Grant Coordinator
(Tracks all funding and grants)
706-736-1199 ext. 218 [email protected]
Ann Malay Volunteer Coordinator (Provides opportunities for
you to volunteer)
706-736-1199 ext. 207 [email protected]
GOLDEN HARVEST FOOD BANK
P: 706.736.1199
F: 706.736.1375
3310 COMMERCE DR. AUGUSTA, GA 30909
AIKEN DISTRIBUTION CENTER
P: 803.642.2912
F: 803.648.9896
81 CAPITAL DR. AIKEN, SC 29803
ANDERSON DISTRIBUTION CENTER
P: 864.222.9510
F: 864.843.9386
311 ALLIANCE PARKWAY. WILLIAMSTON, SC 29697
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General BackPack Events
Month Activity/Theme August Send out permission slip forms to participating students
1st delivery for some schools (see delivery schedule)
September Complete application and return by September 8, 2017
1st delivery for remaining schools (see delivery schedule)
Hunger Action Month
BackPack Buddies Online Fundraiser
Monthly reports are due by the 5th of the month.
October Monthly reports are due by the 5th of the month.
November Packed with Love (November 4, 2017)
Monthly reports are due by the 5th of the month.
December Monthly reports are due by the 5th of the month.
No December 29, 2017 distribution to students.
January Monthly reports are due by the 5th of the month.
February Monthly reports are due by the 5th of the month.
Thank you letters, cards, drawings due. (Feb 28, 2018)
March Monthly reports are due by the 5th of the month
BackPack Buddies Online Fundraiser
April Monthly reports are due by the 5th of the month.
May Monthly reports are due by the 5th of the month.
Surveys are due. (May 1, 2018)
Red Nose Day
No GA deliveries
June Monthly reports are due by the 5th of the month
No SC deliveries
Nutritional education will be a pilot program at select schools. The quarterly educational flyers will be included in the BackPacks during the months of September, December and March.
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Section 1: Overview The mission of Golden Harvest Food Bank (GHFB) BackPack Program is to meet the needs of
children at risk of hunger by providing them with nutritious and easy-to-prepare food to take
home on weekends and school vacations, when they do not have access to free and reduced price
school meals or their household may not have the access to food. This program is currently only
available during the school year.
Nationally, the program concept was developed in Little Rock, Arkansas, in 1995, after a school
nurse asked for help. She had noticed children arriving in her office on Monday mornings
complaining of hunger-related ailments such as stomachaches and dizziness. The nurse sought
help from the local food bank who began providing the school children with groceries in non-
descript BackPacks to carry home. The BackPack Program became an official program of
Feeding America, the national network of food banks, in 2006. Currently, bags of food are
assembled at more than 150 local food banks and distributed at the end of the week to nearly
230,000 children every year.
Golden Harvest Food Bank began its first pilot program in 2006 with the Greensboro Housing
Authority and the Greene County Family Connection. Today, Golden Harvest Food Bank still
provides BackPacks to children at Greensboro Housing Authority as well as over 120 other
schools and sites throughout Georgia and South Carolina.
Program Outcomes:
Reduce health problems in children
Remove the barrier of hunger
Empower school personnel
Increase awareness within the schools and community
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Section 2: Students Child Hunger Facts
Research shows that hungry children have poorer mental health and overall health, misses more
days of school, suffer greater rates of behavioral disorders, and are less prepared to learn when
they are in school. According to Feeding America:
13.1 million children lived in food-insecure households in 2015.
In 2015, 14.5 million or approximately 20 percent of children in the U.S. lived in
poverty.
What is food insecurity? If a child does not get enough food outside of school he/she is considered “food insecure.” The
U.S. Department of Agriculture defines food insecurity as households that are uncertain of
having, or unable to acquire, enough food to meet basic needs of all their members because of
insufficient money or other resources.
Examples of food insecurity:
● A chronically hungry child will be anxious for a meal to be served, sometimes
showing up early for meals
● Rushing food lines
● Extreme hunger on Monday morning
● Eating all of the food served
● Not being picky about food served
● Lingering around for second helpings or constantly asks for more Addressing a Child’s Need A child who complains about being hungry is not necessarily a child who automatically
qualifies for the BackPack Program. Growing children have an appetite and will say they are
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hungry at periods throughout the day. However, in the case of a chronically hungry child,
certain questions can be asked to assess need.
In the morning, a child may say they are hungry. Ask them if they ate breakfast. If they are
eligible for free or reduced price breakfast then make sure they are taking advantage of this
program. If they say they skipped breakfast, find out why. Ask if they had enough food in their
house or if they simply woke up late and did not have time for breakfast. If they did eat
breakfast, ask what they ate and if it was enough to make them full. You may also ask if they ate
dinner the previous night. Once again, ask what they had for dinner and if it was enough to fill
them up.
By asking a few questions you should be able to assess whether or not this is just a case of
normal hunger (where your stomach growls in anticipation for food – not because of a series of
involuntarily missed meals) or whether this seems to be a frequent incident that results because
of food insecurity (the inability to afford enough food). A child who says there is never enough
food in the house or that all they had for dinner was some potato chips is the child who is
considered chronically hungry. Even if a child worries that there will not be enough food at
home, this is a cause for concern. Food insecurity is the main reason for the BackPack Program.
Any child who exhibits this behavior should be considered a candidate for receiving a BackPack.
● Assess hunger through further questioning
● Determine reason for not eating
● Ask what they ate Physical Appearance Certain physical features are indicators of vitamin and/or food deficiencies. If the skin of a child
appears to be puffy and swollen, it can be due to a protein deficiency. A child who is very thin
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and whose bones are starting to protrude may have a lack of protein and calories. Another thing
to watch for is redness around the lips and/or cracked lips. Finally, dry and itchy eyes can be a
sign of a vitamin A deficiency. Please keep in mind that the weight of a child is not always a sure
indication of food insecurity. Some obesity is caused from poor nutrition in the diet of the child.
Any of these physical signs should bring a concern and prompt further questions.
● Extreme thinness or puffy, swollen skin
● Chronically dry, cracked lips ● Chronically dry, itchy eyes
School Performance Sometimes the behavior of a child indicates problems at home, with food insufficiency being one
of the problems. Observing some of the following may help to identify chronic hunger:
● Excessive or unexcused absences
● Hyperactive, aggressive, irritable, anxious, withdrawn, distressed, passive/aggressive –
any display of these mentioned which leads to disciplinary action
● Repetition of a grade
● Difficulty in forming friendships, getting along with others
● Sickness – sore throat, common cold, stomach ache, ear infection, fatigue
● Short attention span, inability to concentrate
Please keep in mind that these signs can also be associated with other unseen/unknown
problems.
11 2017-2018 BackPack Program
How do I know a child is not chronically hunger? Children who are chronically hungry are typically very careful to follow the rules of the
program- they want to make sure they receive their food each week. With that in mind, children
who are not chronically hungry will:
• Forget to pick up the BackPack Friday afternoon
• Leave food at school
• Eat food before leaving school or on the bus ride home
• Complain about the flavor or variety of food
• Discuss what food they have eaten over the weekend
If you see a child displaying these behaviors, they may no longer need the BackPack
Program. Talk to the child to find out more about their situation at home before making a
decision. You may use your discretion and withdraw a student from the program at any time if
their situation changes or if they misuse the program.
Possible exceptions:
• Very young students
• Special needs students
• Children who switch between multiple homes on weekends
• Children who are embarrassed about receiving the food, or may be teased.
Use your best judgment- if a child continues to forget their BackPack but you feel they don’t
have food resources at home, please continue sending home food. The most important thing is to
follow up with the child to assess the reason behind the behavior.
Home Environment Sometimes children will be very open about what is going on at home. For example, a child may
say that his/her dad has lost a job and that the mother does not work. By listening to your
students and by being in contact with parents, the needs of the family can be assessed, which in
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turn can help determine whether the child needs to be receiving a BackPack weekly. A single
parent family where the parent works on the weekend is probably a situation in which BackPack
can help a child who may be responsible for fixing their own meals. If the parent is able to fix
meals for the child, but may be limited on the amount of food available, it may be more
beneficial to refer the family to a food pantry. BackPacks are designed for children who are not
able to get sufficient food at home due to neglect or other circumstances that prevent them from
having regular access to food.
● Lack of food resources
● Parent/Guardian is unable to prepare meals
● Moves a lot
● Multiple people living in a household
Any child with multiple risk factors as listed above should be considered for the BackPack
Program. If there are multiple students from one household and any of the students show signs of
chronic hunger then all students in that household should be in the BackPack Program.
How to Identify Students Any child from the McKinney-Vento listing can be a participant
Counselors can work with the teachers. A great example: at one of our schools,
the teachers ask the students to put their heads down and close their eyes. The teacher proceeds
to ask questions such as, did you eat this morning, did you eat last night, do you have socks, do
you have shoes, etc. With each question, the children raise their hand if the answer is a yes. The
teacher records who raises their hand for which question and turns this into the counselor so they
can reach out to those students with resources.
How Long Should A Child Participate in the Program? Chronic hunger can be a long-term or short-term issue:
• Children who are neglected, abused, homeless, or otherwise in very difficult situations may be
on the program the entire year.
13 2017-2018 BackPack Program
• Children whose parents have been laid off, have been evicted from their homes, or are
experiencing other temporary situations may be on the program only as long as the distressing
situation lasts.
As a result, it is very normal for children to come on or off the program throughout the year.
Children should not automatically be enrolled in the program simply on the basis of having
participated the year prior. Likewise, children should not be automatically enrolled because
they receive free or reduced meals. In fact, our experience has shown that only approximately
10% of the children receiving free or reduced price meals are chronically hungry. Throughout
the year, each child’s situation should be assessed, and the child should be enrolled in the
program only if they are determined to be chronically hungry.
Similarly, a child does not have to qualify for free or reduced lunch to be on the program. For
example, if the child’s family qualifies but they choose not to participate, or if the child is
neglected, the child may still be a good candidate for the program.
Talking To Children & Parents about the Program Let the child know they have been invited to join the BackPack Program:
• Explain that the program will make sure they have enough food to eat on the weekends
• Let the child know that if they have enough food at home on the weekends, they will be
removed from the program so another child may take their place.
GHFB does require schools to inform parents, and require parental consent.
• Golden Harvest Food Bank provides sample letters informing parents about the program
• Some schools prefer to talk to parents one on one rather than send a letter home. You may
decide how the program will operate best for your school and families.
Only parents whose children have been referred by a teacher or staff member should be
contacted. Do not send home information to every family at your school- you will have
many children sign up who are not chronically hungry and do not need the program. This
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will make it difficult for you to identify which families truly need the program, and will cause
the number of children on the program to be unmanageable.
Food Allergies When communicating with parents, be sure to discuss any food allergies. Use school records to
identify children with food allergies (peanuts, milk, etc.).
Due to the differing types and severity levels of food allergies, we are unable to provide
an allergen-free BackPack.
Talk to the parent to see how they would prefer to handle the issue- sometimes removing
an item from the BackPack is sufficient.
Make a note in your records of any children with allergies, and what their parent’s
preferred method of addressing the issue is.
This may also be a good opportunity to encourage a family to enroll in the free/reduced
lunch program if they do not already participate.
Removing a Child from the Program The school may use their discretion and withdraw a student from the program at any time if a
student’s situation changes or if the student misuses the program. Let the parent/child know that
they are being removed from the program.
What If A Family Needs More Help? If a family is in need of more food, you can use our website to locate our partner agencies in
your community. Go to www.goldenharvest.org then click on “Get Help”, lastly, enter the
zip code. This will bring up contact information for agencies within that particular area. Those in
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need can contact these agencies for more information on food distribution or when meals are
served.
Section 3: Site Coordinator Site Coordinator Selection The school site coordinator is the individual at your school who will act as the main contact
between the school and the food bank and thus are the eyes and ears for the food bank for the
most important part of the BackPack Program, distributing the food to the children. This position
includes multiple responsibilities, which are described below. A committed and enthusiastic
school/site program coordinator is crucial to the success of the program. When deciding
who the ideal candidate is, make sure they are able to fulfill the criteria below.
Able to dedicate 1-3 hours a week to the program
Able to be respectful of the confidentiality of the children being served
Able to adhere to the agreed upon terms of the Program Partnership Agreement
Able to fulfill the responsibilities listed in the section below
Site Coordinator Responsibilities (Additional
information can be found in the Program Agreement)
The program site (school) will be responsible for the following:
1. Training/ Meetings/Orientations
a. Review program training materials
b. Attend BackPack program meetings/trainings
2. Record Keeping
a. Maintain all necessary signed permission forms
b. Submit monthly reports
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c. Maintain an accurate list of students enrolled in the program (for your record
only)
d. Administer program surveys when needed
3. Monitoring
a. Distribution
i. Make sure BackPacks are only given out to students with permission to be
in the program and by staff/volunteers with a cleared background check
b. Food
i. Count food when delivered to assure nothing is missing
ii. Assure that food is being properly stored
iii. Keep the stock rotated – use oldest items first
4. Student Protection
a. Help ensure that the confidentiality of participants is protected
b. Remove foods to which students have allergies of if damaged
c. Notify participants of food recalls
d. National Background Check completed on all staff/volunteers
5. Communication/Coordination
a. Communicate BackPack Program information to the participants
b. Be the primary communication link with Golden Harvest Food Bank
c. Contact Golden Harvest when food supply is low or the numbers of students serve
need to be adjusted
d. Notify Golden Harvest of any problems with food, delivery or service.
BackPack Coordinator Training Any Food Bank trainings for the BackPack Program are highly important for site coordinators.
Developing and maintaining a working relationship with each distribution site is one of the most
crucial steps in operating an efficient and effective program. These meetings / trainings /
orientations provide an ideal opportunity to make sure the site has their system worked out for
administering the program.
17 2017-2018 BackPack Program
National Background Check (Additional information can be found in the Program
Application)
Staff and volunteers, including the site coordinator, with direct repetitive contact with children
must pass a National Background Search. These Background checks are done to ensure the
safety of the child. Careful screening of staff and volunteers who work with children is an
important risk management precaution. This standard only applies to the staff and or volunteers
that are responsible for distributing the BackPacks to the children. The ways in which these
background checks performed are at the discretion of your distribution school/site.
Annual Program Review All programs are reviewed yearly to determine the need of the school and to determine the
school’s compliance during the school year. This review is important to ensure that we are truly
reaching the areas that are in need and all program locations are following the guidelines set by
Feeding America as well as the program agreement. This review takes place in May of each year.
Section 4: Program Logistics
Quantity Received: Quantity received is based on the number of students in the program and
the total number of weeks the program is in session. Typically, schools will receive 1-2
months’ worth of food during each monthly delivery.
Delivery Day: Delivery will be determined by GHFB. A schedule is provided for each
school/site.
Assisting the Delivery Driver: Please ensure that you have sufficient help from volunteers,
staff or custodians to help unload the BackPacks and place them in their designated location.
The school is responsible for getting the BackPacks to its secured storage area.
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Check the Delivery: The BackPack Site Coordinator (or designee/volunteers) must check
the BackPack food delivery each time the GHFB truck delivers. Let GHFB Child Hunger
Coordinator know if anything is incorrect for example: not the correct number of bags,
extremely damaged boxes, etc.
Refusal of delivery: Refusal of delivery is not permitted. Please accept all deliveries.
Refusal of deliveries causes a strain on the drivers, warehouse techs, and accountants and
costs the Food Bank to return product to the Food Bank and restock. If you refuse your
delivery, please do not expect a delivery until your next scheduled delivery.
Sign for the Delivery: It is required that the BackPack Coordinator (or designee/volunteer)
sign for products received at each food delivery. This signed invoice will serve as a record
that the site received an accurate delivery.
Bad Weather/Unforeseen Circumstances: In the case of inclement weather or other
unforeseen circumstance, GHFB will make every effort to contact each BackPack School
Site Coordinator if the delivery will be delayed or postponed. In the event that this does
occur, GHFB will reschedule as soon as GHFB is able.
Holidays/School Breaks: It is the coordinator’s responsibility to check the delivery schedule
and ensure that their school is open on that delivery day.
Additional BackPacks for Students: Schools may send home an extra BackPack with
students before a break of one week or longer. Maximum ONE extra BackPack at a time.
(It’s important to keep in mind that a child will have to carry these bags home and should not
carry too heavy of a load). (Thanksgiving, Christmas & Spring Break)
Food Safety & Storage Guidelines (More information will be provided during Food Safety
Training for the BackPack Program)
19 2017-2018 BackPack Program
Although the BackPack Program food is shelf-stable and does not need to be refrigerated, the
food should be stored in a place that is ventilated, secure, clean, pest free, and allows for food
inventory to be rotated.
Secure: Food should be stored in a secure location. It should be in a place where it cannot be
used or compromised by children, faculty or staff, or other people who use the building.
Clean: The storage area should be clean, dry and organized.
Pest-free: Food must be stored at least 6” off the ground for pest control purposes. The food can
be stored in a cabinet, on a table, or on a pallet. The food can be stored in the Food Bank boxes
they are delivered in. You can request a pallet for your BackPacks if needed. In addition, you
should make sure the pest control service that monitors your kitchen area also monitors the
BackPack storage area.
First In, First Out (FIFO): Food should be stored in a way that makes it easy to use the oldest
food first. This will ensure that no food sits in your inventory any longer than necessary.
If you find any of the food is damaged, it will need to be disposed of as soon as possible.
There should not be an abundance of BackPack’s left in the school’s storage at the end of
each month !!! ☺
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Section 5: Record Keeping Maintaining accurate, up-to-date, and pertinent documentation is of the utmost importance to
Golden Harvest Food Bank. It is the responsibility of all School Partners to become familiar with
required documentation and complete relevant paperwork. GHFB reserves the right to conduct,
and encourages the participation in, voluntary year-end informational surveys regarding
customer service, service delivery models, and/or community impact. All records should be kept
in one place (folder, binder, cabinet) organized and easily retrievable. Documents that should be
kept for the program include:
1. Weekly Distribution Count (or anything that helps you keep track of what you distribute)
2. BackPack Enrollment (or anything that helps you keep track of the students who are
enrolled the program)
3. Permission Slip Forms
4. Monthly Report Forms
5. Invoices (only for those sites that receive a delivery from GHFB)
Documentation List Annual Site Application: All School/Site Partners must annually formalize their
participation in the program through a “GHFB’s BackPack Program Application” signed
by the School Coordinator and Principal. All Site Coordinator must maintain a complete
copy on file. Failure to turn in current application will delay your shipment of
BackPack’s.
BackPack Food Safety Training: All Coordinators’ must complete food safety training.
To receive credit for the current year, complete the form located in the application after
receiving training or viewing the PowerPoint training slides and complete the quiz.
Background Check Verification: Please list all staff and volunteers that assist with the
BackPack Program and ensure that their backgrounds are clear to work with students.
25 2017-2018 BackPack Program
Monthly Reporting: All School Partners must fax, submit online or e-mail monthly
reports. Reports are due no later than the 5th of each month.
Site/School Calendar: GHFB must have a copy of each site’s calendar for the school
year. It must include any days the facility will be closed or inaccessible and any weeks
the site will not distribute BackPacks.
Program Surveys/Thanks You’s: Parent Surveys, Student Surveys and Coordinator
Surveys will be distributed. Full participation is encouraged to get the maximum result
from the program. Students are encourage to create “thank you’s” to donors.
Parental Consent: The signed parental consent forms are to be kept on site (at the
school) for the entire school year. New parental consent forms must be signed each
school year.
All surveys/forms will be provided. The school may make additional copies if needed.
Monthly Reporting Monthly Report requests will be e-mailed each month. This e-mail will list a due date (typically
around the 25th of each month).
Why are monthly reports important?
• Used for program projections/budgets • Help us measure success • Hold us accountable- we
report this information to the media, our funders, and Feeding America, the nation’s network of
food banks • Help us maintain and acquire donors and volunteers and helps us to continue to
seek out grant opportunities
We are able to offer this program because of our donor base. We are frequently asked to
provide donors with data regarding the schools we serve. We depend on our schools to provide
this data so that we may maintain strong relationships with our donor base. This is very
important to the sustainability of the program.
26 2017-2018 BackPack Program
Where is the monthly report found? • An email will be sent monthly. There is also a
form in the back of the manual. The report can be faxed or e-mailed. An online option is
now available.
What if I didn’t serve any students last month?
If you are a new school or don’t consistently have children enrolled in the program, it’s possible
you may have months where you don’t distribute food; however, you must still fill out a monthly
report. If we do not receive a report from you, we will not know if you forgot or didn’t distribute.
Please fill out a report and simply enter “0” when asked how many bags were distributed.
What happens if I don’t fill out a report?
Failure to complete monthly reports on time may result in a loss of grant funding, and/or
probation/termination of the partnership or a reduction in the number of students served.
What is the total number of unduplicated families you served this month? This is asking how many separate households you are serving.
Note: Please do NOT list any emergencies, issues, or order changes on your monthly report.
If you have an issue that needs assistance, please contact the Child Hunger Coordinator directly
to ensure prompt attention to your situation.
Monthly Report Compliance Monthly reports are due each month. Failure to turn in monthly reports will result in a probation
period. The probation period consist of six months of program inactivity, (the six months begin
in August when most schools begin) program retraining and program reevaluation. Non-
Compliance of monthly reporting letters will be mailed in May. All programs that receive a letter
may be eligible to reapply for the program if funding is available in February of the following
year. For example: If a school receives a letter in May of 2017, that school can reapply in
February of 2018.
Annual Site Visit All Golden Harvest Food Bank participating schools and sites are required
to be monitored (visited) at least once a year, at a minimum. The main purpose of the monitoring
27 2017-2018 BackPack Program
visit is to ensure that the high sanitation and safety standards we are committed to are upheld,
from the point of delivery to the time the product is placed in the child’s hand. This is also a time
to receive any updates, gather feedback and strengthen our partnership!
Site Visit Expectations 1. Review of files (permission Slip Forms, Monthly Reporting Form, Invoices, Roster)
2. A review of the storage area to ensure that the locations safety and sanitation standards are
upheld.
3. An opportunity to brainstorm, answer questions and address concerns regarding BackPack
distribution.
4. Review of receiving inventory and distribution process and related record-keeping system.
5. The visit will be documented on the BackPack Site Monitoring Form and the Site Coordinator
will be asked to sign the form after the visit is completed.
6. The visit lasts no longer than 15 minutes.
7. Site visits are Monday-Thursday from 800am-100pm.
County Expect your site visit during these months
Greenwood & any missed schools from the
previous school year
September
Pickens, Edgefield & Aiken October
Oconee & Anderson November
Richmond, Columbia, McDuffie, Burke, Jenkins
& Screven December
Washington, Johnson, Jefferson & Emanuel,
Warren, Glascock & Hancock January
Elbert, Lincoln, Wilkes, Greene, Putnam, Lincoln,
McCormick & Taliaferro February
Pickens, Oconee, Barnwell, Bamberg,
Allendale & Aiken
March
Anderson and any missed schools during your
scheduled month
April
28 2017-2018 BackPack Program
Section 6: All about BackPacks Food items will vary depending on what we are able to purchase. We try our best to include a
variety of nutritious and kid-friendly meals and snacks. BackPacks may include:
● Breakfast items (cereal, breakfast bar)
● 1% Milk (shelf stable)
● Fruit (applesauce, mixed fruit, etc.)
● Ready to Eat Items (spaghetti rings, macaroni in tomato sauce, ravioli w/ beef, etc.)
● Snack (granola bar, crackers, etc.)
● 100% fruit juice (various flavors)
● Vegetables (green beans, corn, etc.)
Section 7: BackPack Distribution BackPacks should be distributed on Friday’s, or the last day before the weekend if it is a long
weekend.
• The BackPack Program is flexible enough to accommodate a variety of ways of distributing
BackPacks. Each school is free to develop its own plan.
Distribution Plan Develop a clear plan that will cut down on the time actually spent distributing the BackPacks and
reduce the likelihood of mistakes and confusion. Some questions to consider:
1. How will children carry the BackPacks home?
2. What will be the best time for children to receive their BackPacks?
3. What will be the most efficient and confidential way to hand them out?
4. Who will be the back-up person if the site coordinator is absent?
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Central Distribution (Example #1) If the BackPacks are distributed from a central location, typically the Coordinator makes an
announcement for all kids to come to that location. Many schools give the group a name, like
Mrs. Brown’s BackPack Club, the Blue Tigers (or another mascot), the BackPack Buddies, etc.
(Please do not include anything related to food in the name of the group) This method can be
easier for record keeping purposes, and gives you a chance to check in with each child weekly.
Classroom Distribution (Example #2) If the BackPacks are distributed to children in their classrooms, it is best to send out the
BackPacks at the end of the day. There are several ways to distribute BackPacks using this
approach. Examples include: • Have a teacher or staff person deliver BackPacks to the
classrooms during last period. • Give an up to date list of students enrolled in the program each
month to your staff. Distributing food will be easier if each teacher knows which students in the
classroom should receive a BackPack. • It is also possible to ask each teacher to pick up
BackPacks for his or her students sometime during the day Friday and hand out the BackPacks in
the classroom at the end of the day.
Plastic Bags Using plastic bags is optional for the program.
● It is the school’s responsibility to secure plastic bags used for distribution. Plastic bags
work well because they can easily be collected and do not require a child to return the
bag the following week. Additionally, you can host a plastic bag drive, which can be a
great outreach tool to raise awareness about hunger in your community among
other schools, churches, or community organizations.
Additional things you MAY need to run an efficient program Labels: Labels on the food bags help volunteers and school staff distribute the food.
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Access to a computer: Common computer programs like Microsoft Word and Excel (or
similar drafting and computing programs) are highly recommended.
a. For example, Microsoft Excel can help you keep an up-to-date list of your participants.
b. Access to a printer is also recommended to print the labels, letters, flyers, and other resources
you will need for your program.
Cart or dolly: To easily deliver the bags each week, it is helpful to have a cart or dolly.
Storage space: Having storage space at the school makes setting up food packaging and
organizing delivery much easier for volunteers and staff.
Binder: To keep all of your program information in 1 location.
Missed Distribution
Absences In the event a student is absent for any reason on the primary distribution day, they should receive the food from the backpack on their first day back to school. The food should NEVER be “held back” for disciplinary reasons.
Snow days In the event of an impending snow day on the regular distribution day, schools have the option to either distribute food early, wait until the normal distribution day or wait until the following week. For example if the weather reports predict bad weather for Thursday night into Friday, you can give out the food on Thursday.
Confidentiality
BackPacks should be given out as confidentially and discreetly as possible. In order to achieve this:
Avoid making public announcements that refer to children receiving the food Do not hand food to children in the midst of their peers who are not receiving the food
Section 8: Program Support GHFB BackPack Program is supported by private foundations, individual donors, civic groups,
the community and local businesses. Each year, staff of GHFB reapply and re-solicit donors for
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funds to keep the program going. Sometimes GHFB is successful enough with these fundraising
efforts that the program can expand.
If your school or organization has a church, business or group in the community that supports
you, tell them about the BackPack program and how it benefits children. Each site’s BackPack
Program Coordinator is an ambassador to the community for the BackPack Program as a whole.
If interest in helping/getting involved is expressed, there are many ways they can help. They
can donate money to ensure the program has the funds to continue. The more BackPack
supporters there are, the more successful the program will be overall.
Individual Donations If an individual or organization writes a check for your school’s BackPack Program, please be
sure to put your school’s name on the check in order to ensure that the donation is credited to
your school.
Advocating As a BackPack Coordinator, you serve as an advocate for your program and are the best person
to speak on the behalf of your program. A-D-V-O-C-A-T-E for your program throughout your
community. Let the public know your needs and wants for the children within YOUR
community.
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Marketing & Media Schools and community partners should notify GHFB of all media requests and media coverage
for the BackPack Program.
Closing out the School Year Pass out all BackPacks and include those numbers on your final monthly report
File all yearly paperwork (keep files for 3 years before destroying)
Return any borrowed equipment
Turn in your final monthly report and/or surveys
Notify Golden Harvest of any staff changes for the next school year.
Prepare for any summer trainings (if applicable)
Additional Questions 1. “What if my numbers have changed?” If your numbers decrease, please notify
the Child Hunger Coordinator through e-mail. (Numbers cannot increase unless
additional funding has been secured)
2. “What if I have excess food in inventory and will not need my order this
month?” Contact the Food Bank at least 1 week before your delivery and let us know
that you would prefer to skip this order. If you do not notify us in time, you are expected
to accept your delivery as usual and store the excess food until you are able to use it.
3. “What if I need more BackPacks?” School numbers will not be increased
unless your school has additional funding in your school’s grant account. (Also note that
if you receive funding in January, you will not receive an increase in your shipment until
your February delivery).
4. “I don’t have enough food to distribute this week!” Be proactive! Prevention is
key.
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Check your inventory weekly- the sooner you can notify us of a problem or
potential shortage, the more likely we can help you find a solution
Don’t forget that you will most likely need to wait until your next delivery to add
a new child to the program- otherwise, you may run short
Mark your calendar with a monthly reminder to contact us if you need a change
made to your order. The Food Bank staff makes every effort to send reminders each
month, but you should not rely on these emails.
5. If you’re going to be short on food:
~Contact the Child Hunger Coordinator as soon as possible
~Ask the Child Hunger Coordinator if there is an upcoming delivery in your area- it’s possible
you may be able to pick up additional food at one of our 3 warehouses.
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Section 9: Forms & Checklists Program Checklist
Backpack Program Planning Checklist
◻ Identify students that are believed to be chronically hungry.
▪ Make sure to keep a list of the student's name and room number for easy access if the school’s BackPack Program Coordinator is ever unavailable.
◻ Determine a location where food can be safely stored.
▪ Needs to be at least 6” off of the floor, 4 inches off wall and 6 inches from the ceiling and secured (locked). You will need to store up to 1 months’ worth of supplies. (Some sites will store 2 months depending on the number of students receiving BackPacks).
◻ Assign tasks to the staff involved.
▪ Staff responsibilities include: ● Ensuring confidentiality ● Distributing packs ● Meeting the delivery truck and helping to unload the packs. ● Keeping track of paperwork and qualitative information ● Reporting changes in the number of packs needed ● Provide feedback to the Food Bank in regards to program quality and effectiveness.
◻ Plan out the logistics. →How will the children receive the BackPacks on Friday? Will they pick them up at a central location? Will teachers fill them in the classroom? Will volunteers distribute? →How will you track to ensure that the BackPacks are going only to children enrolled in the program? Communicate with participants and their parents.
▪ Talk to the student and make sure the following is communicated: ● Confirm that there is a need. ● Explain when and where to pick up the backpack or the day it will be distributed in the
classroom. ● Tell them that the food is for them to eat when they get hungry throughout the weekend. ● Communicate that they should not open the BackPack until they get home (to cut down on the
number of children who may want one, but might not be eligible).
▪ Explain that if things improve at home and they do not need the food anymore they can tell the School’s BackPack Coordinator.
▪ Contact the parents of each participant by sending a letter, explaining that the program is optional, and collecting consent for participation. The consent forms are to be kept on site throughout the school year.
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2017-2018 Monthly Reporting Due Dates
Reporting Month Due Date
August September 5th
September October 5th
October November 6th
November December 5th
December January 5th
January February 5th
February March 5th
*March April 5th
*April May 7th
*May Last scheduled day of distribution for the
school year
*Jun Last scheduled day of distribution for the
school year
*Please submit form on the last day of distribution for your county. (This includes Spring Break)
Reports can be e-mailed to:
[email protected] or faxed to 706-736-1375
Online Submission: https://goo.gl/forms/kn45Ns8VdZ6F2C7g1
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BackPack Program Monthly Activity Report
Month/Year: ___________________ # of Students Enrolled in Program: ___________
School’s Name: ___________________________ County:_________________________
Weekly Distribution Numbers
Date: Week 1 Distribution Numbers
Date: Week 2 Distribution Numbers
Date: Week 3 Distribution Numbers
Date: Week 4 Distribution Numbers
Date: Week 5 Distribution Numbers
Total # distributed this month
# of students on a waiting list
Please share stories/comments from students, parents or the school of how this program helped one or more families this month (optional):
Completed By: _________________________________________ Date: ________________
Fax # 706-736-1375 or [email protected]
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Dear Parents/Guardians:
Your child has an opportunity to participate in the Golden Harvest Food Bank BackPack Program.
Here’s how it works: Every Friday afternoon at the school your child attends, your child will receive a bag full of nutritious, kid-friendly food for the weekend.
• The BackPacks (bags) are distributed as discreetly as possible and generally contain enough food to serve one child per weekend.
• There is no charge for the BackPack to you or to the student. Families are only asked to participate in an anonymous survey to help improve the program.
For any additional questions, please contact your school representative.
________________________________ __________________________ School BackPack Coordinator Phone Number
_______________________________ Please Cut Here _______________________________
If you would like your child to participate, please complete the information below.
____ Yes, my child (ren) can participate ____ No, I do not want my child(ren) to participate.
________________________________________ __________________
Parent/Guardian Signature Date
Child’s Name Grade Teacher’s Name Allergies 1.
2.
3.
4.
5.
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Estimado Padres/ Guardián: Su hijo/a tiene una oportunidad de participar en el Programa de BackPack de parte de Golden Harvest Food Bank. Y esta es la manera de cómo funciona: Todos los viernes por la tarde en la escuela de su hijo o hija, su hijo/a recibirá una bolsa llena de alimentos nutritivos para el fin de semana. • Las bolsas de alimentos se distribuyen en la mayor discreción posible y generalmente contienen suficiente comida para servir a un niño/a por todo el fin de semana. • No hay ningún cargo para las bolsas de alimentos para usted o para el estudiante. Si usted tiene alguna pregunta sobre el programa, por favor póngase en contacto con el BackPack Representante en su escuela: ________________________________ __________________________ Representante de BackPack Programa Número de teléfono
___________________________ Por favor corte aquí_______________________________ Si usted desea que su hijo participe, por favor complete la siguiente información.
____ Sí , mi hijo (a ) puede participar ____ No, yo no quiero que mi hijo (a ) a participar. ________________________________________ __________________ Nombre de Padres / Guardián Fecha
Nombre Grado El nombre de Maestro/a **Alergias 1.
2.
3.
4.
5.
39 2017-2018 BackPack Program