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SUMMER FOOD TRAININGCAMPS
Eligibility
• Summer camps
SFSP meal application May use applications from local schools Reimbursed ONLY for children determined eligible
for free or reduced price meals Foster children are categorically eligible Foster children can be counted as a family
member.
Sponsors Responsibilities
Attend Required Annual Training Submit Application by April 15th Demonstrate Financial And Administrative
Capability Responsible for site management Information in Guidance Manuals
Training• Annual training required for all staff responsible for
SFSP job duties; administrative and operating
• You are responsible for training all staff involved in meal program
• All trainings must be documented
• A trained person must be at each site during operation
Application RequirementsOn line Submission
https://cnp.ode.state.or.us
Sponsor Information
Site Application
Budget
User authorization is required
Advances
Advances requested on the Sponsor Information page on CNPWEB
Advances will be granted in May Application must be approved before advance
will be approved Advances will be deducted from your first
claim
On-line Application Check here to submit this form to the State
for Approval Application approval will be pending approval
when ready for ODE to approve
This box must be checked before submitting sponsor and site information for approval
Submit
Application Requirements Mail In Submission
New sponsors• State Agency-Sponsor Agreement• IRS Non-Profit Status• Free Meal Policy Statement• One Month Sample Menu
Continuing Sponsors mail, email or fax the following documents:
One Month Sample Menu
Application Due Date
• April 15th or earlier
Field Trips and Site Changes• Site changes: Make changes On-line. • Field trip notification must be submitted to
ODE prior to taking field trip if meal is to be served
• Phone or email information to SFSP specialist prior to field trip.
• If you have a field trip schedule submit it to ODE as soon as it is available
Site Changes• Site revisions may be made any time during
program operations. • Make changes on line then submit the page
once changes have been completed• Sites changes may include: Increasing or decreasing days of operation
Adding a meal Changing a mealtime
Claim for Reimbursement
• Meal applications must be approved
• Eligible children are claimed on claim form
• Submit claim after month is over
Foster Children
• Categorically eligible for Free
•Monthly foster payment is not considered income
•No longer consider a household of 1, part of the household on the application
CLAIMS
• CLAIMS MUST BE SUBMITTED WITHIN 60 DAYS OF MONTH CLAIMED
• Revised claims can be submitted up to 90 days of original claim.
Claim Submission
Box 10 I Certify that to the best of my knowledge and
belief, this claim is true and correct in all respects, that records are available to support this claim, that it is in accordance with the terms of existing agreement's, and that payment therefore has not been received.
Camp Monitoring
• Must visit once during each session if new group of children are attending
• Insure meal pattern & accuracy of count
• Correct any problems
Site Monitoring Forms Administrative Guidance and Monitors Guidance
1. First week visit form or
2. Fourth week visit form
3. Racial Ethnic Data Form
Sanitation & Inspection
• Sponsor must comply with the local and state sanitarian requirements of kitchen and eating area
• Camp inspection is sufficient to meet requirement
MEAL SERVICEREQUIREMENTS
Number and Type of Meals Administrative Guidance
Camps 3 meals per day Breakfast, Lunch, Supper Snack may replace a meal
Point of Service• Meal count must be taken at point of service• All children must be offered a complete meal • Offer versus serve will cut down on plate
waste• Use camp roster or meal count form
Offer Versus Serve• Each child must be offered a complete meal• For breakfast If you offer 4 components A child can decline 1 component. • For lunch or supper all five components must be offered. A child can decline 2 components
SFSP Meal Pattern Nutrition Guidance Manual
Breakfast 1 cup fluid milk ½ cup fruit/vegetable
or 4 oz. 100% juice 1 serving bread/grain
Snack:
2 of the four required components
Lunch or Supper 1 cup fluid milk ¾ cup two different
fruit/vegetable 1 serving bread/grain 2 oz. Meat/meat
alternate
Medical Statements
• Written Statement• Foods to be omitted• Foods to be substituted• Signed by a medical doctor
Child Nutrition (CN) Labels Child Nutrition (CN) Labels Nutrition Guidance ManualNutrition Guidance Manual
Distinct label on the product certifying the contribution of each meal pattern component in the product. Printed on the product’s packaging in this format:
Meal Documentation26
• Menus – dated & substitutions recorded• Menu Production Records• Food receipts – match menus• Donated foods – must be recorded• CN labels/Manufacturers Specifications• Medical Statements for food substitutions• Recipes• Vended Meal Agreement Administrative Guidance
Attachment
Requirements for meal service
Serve the same meal to ALL children Ensure children eat their meal on site Ensure that all children receive a first meal before
any adults or complete seconds are served Adults may not eat ANY part of a child’s meal Adhere to local health & sanitation regulations
SUMMARY of Responsibilities
•MAINTAIN ALL RECORDS
•MAINTAIN NON-PROFIT FOOD SERVICE
•DOCUMENT ALL COSTS
•TRAIN STAFF AND VOLUNTEERS
•CONDUCT AND DOCUMENT REQUIRED SITE VISITS
Web Addresses• CNP website:
• https://cnp.ode.state.or.us• Use this website to submit application
and file your monthly claim
• SFSP website:
• www.ode.state.or.us/services/nutrition/sfsp
• Use this website for program information and to access forms
Appeal Rights (7 CFR 225.6(b)(3) and 225.13
Any sponsor denied participation in the program or denied program payment may obtain a hearing by an official other than the one directly responsible for the original determination. At the time of the denial, the State agency must tell the sponsor whom to contact for an appeal.
The Following Actions May Be Appealed Denial of sponsor's request for an advance payment; Denial of a sponsor's claim for reimbursement (except
on decisions made by FNS with respect to late claims or upward adjustments);
Termination of a sponsor's (or a site's) participation in the program;
Denial of a sponsor's site application; Denial of a food service management company’s
application for registration or the revocation of a food service management company’s registration;
Claim against a sponsor for remittance of a payment; and
Refusal by the State agency to forward to FNS an exception request by the sponsor for payment of a late claim or a request for an upward adjustment to a claim.
Contacts
• If you have any questions or require any assistance call or email
• Barbara Cracknell Summer, Food Program Coordinator 503-947-5911 [email protected]
• Lynne Reinoso Manager, 503-947-5892 [email protected]
Have a great summer feeding kids!!