Farm to Preschool in South CarolinaDiscretionary Subgrant

Request for Proposals (RFP)Application Package

Deadline for Receipt of Applications:Friday, February 27, 2015

Holly Godwin, PhDSC Farm to Institution DirectorEmail: harrinha@dhec.sc.gov

Table of ContentsPART I: General Information.........................................................................................................3

A. Introduction/Background........................................................................................................3B. Definition of Terms Used.......................................................................................................3C. Eligible Applicants..................................................................................................................3D. Estimated Number, Range, and Size of Awards.....................................................................4 E. Grant Funding Period..............................................................................................................4F. Program Requirements............................................................................................................4G. Required Reporting.................................................................................................................5H. Budget.....................................................................................................................................5I. Unauthorized Activities..........................................................................................................5J. Selection Criteria.....................................................................................................................5K. Review and Selection Process.................................................................................................6L. Appeals Process......................................................................................................................6M. Technical Assistance...............................................................................................................6N. Timeline of Subgranting Process………………………………………………………..…..6

PART II: Application Format, Content, and Instructions............................................................7A. Format...........................................................................................................................................7B. Application Content for Submission……….….…………………………………………..…..7-8 C. Deadline and Submission Procedures…….………………………………………………....…8-9D. Reviewer’s Scoring Rubric..........................................................................................................10APPLICATION COVER PAGE...................................................................................................11ASSURANCES................................................................................................................................12TERMS AND CONDITIONS...................................................................................................13-14REGISTRATION FOR TECHNICAL ASSISTANCE SESSION.............................................15

In accordance with federal law and U.S. Department of Agriculture policy, all partners are prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.

To file a complaint of discrimination, write the USDA, Director, Office of Adjudication, 1400Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice). Individuals who are hearing impaired or have speech disabilities may contact the USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). The USDA is an equal opportunity provider and employer.

PART I: General Information

A. Introduction/Background

The SC Farm to Institution Program is a joint effort of the SC Department of Health and Environmental Control (SCDHEC), the SC Department of Agriculture (SCDA), the SC Department of Education (SCDE), SC Department of Social Services (SCDSS) and Clemson University. The SCDA is administering the Farm to Preschool subgrant process for the partnership.

Farm to Preschool is an expansion of this work into the child care setting. Core goals of the Farm to Preschool program include increasing the number of farmers who are certified to provide locally grown products into preschools; providing education to directors, cooks, and caregivers on Farm to Preschool practices; and promoting healthy eating among children attending child care through hands-on learning activities.

This project is designed to support local grantees in implementing identified Farm to Preschool components. Technical assistance will be provided to grantees by the SC Farm to Preschool Program staff. Grantees will have the opportunity to attend an action institute on Farm to Preschool practices, a garden workshop to assist in establishing a vegetable garden at the child care facility, and culinary training for food service staff to aid in the preparation of local produce.

B. Definition of Terms Used

Local food—For this project, local food is defined as food grown in South Carolina.

Preschool garden—For this project, a garden can be defined as a container garden, a raised bed garden, or an in-ground garden at the child care facility.

C. Eligible Applicants

All child care centers (public, for-profit, and non-profit) that meet the eligibility criteria below are eligible to apply. Each application must represent only one center. Child care centers under the same management with multiple locations cannot be included in one application. Each site must submit a separate application. Child care centers that have received funding to implement the Farm to Preschool Program within the last three years are not eligible to apply.

To be eligible, a center MUST be licensed or approved, serve at least one meal (breakfast, lunch, or dinner) AND meet one of the following requirements:

a. Participate in the Child and Adult Care Food Program (CACFP) b. Participate in the ABC Quality Rating and Improvement System at Level A+, A, B+,

or B

Priority will be given to child care centers located in Bamberg, Fairfield, Lee, Marion, or Orangeburg Counties.

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D. Estimated Number, Range, and Size of Awards

The program anticipates awarding 10 grants, with each grant totaling $1,500 to support implementation of the Farm to Preschool project at the designated center.

E. Grant Funding Period

The funding period will be March 1, 2015–February 29, 2016. All funds must be expended during the grant period.

F. Program Requirements

Each grantee must agree to implement all of the following activities as part of the SC Farm to Preschool Program:

1. Purchase SC grown fruits and vegetables from one of the following local sources:a. Directly from a farmer b. From a farmers’ marketc. Through distributors/processors who buy from local farmers d. From a grower’s cooperativee. From a grocery store

2. Incorporate SC produce at child care center:a. At a minimum, the center must purchase and serve at least two locally grown

fruits or vegetables per month.b. Publicize the monthly featured locally grown fruits or vegetables as “Fresh on the

Campus” through Certified SC Grown certification. Signage will be provided to grantees.

3. Integrate Farm to Preschool through hands-on learning:a. In classrooms, through activities such as taste tests, and incorporating

nutrition/agriculture education into classroom activitiesb. Out of classrooms, through activities such as visiting a farm, visiting a farmers’

market, or inviting a local farmer to make a presentation at the center.

4. Establish or revitalize a vegetable and/or fruit garden at the center.

Each grantee will establish a Farm to Preschool Team that will work together to complete the project tasks. Members of the team should include the center director/owner, cook, and at least one caregiver working with the 3-5 year old age group. Additional team members could include a farmer, parent, business leader, community leader, or a master gardener. At least two members of your Farm to Preschool team must attend the 2015 Farm to Preschool Action Institute on March 18, 2015 in Columbia, SC. This institute will provide grantees with information on how to implement their Farm to Preschool project.

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G. Required Reporting

Grantees will be required to submit menus on a monthly basis specifying the locally grown produce that was served. Grantees will submit pictures of their garden progress and information on special events related to Farm to Preschool.

Grantees will also be required to submit a year-end report and a final year-end budget report at the completion of the funding cycle (reporting templates will be provided). Grantees will submit a mid-point budget report (a template for the expenditure report will be provided).

H. Budget

Grantees will receive a list of acceptable items that can be purchased with grant funds prior to attending the Farm to Preschool Action Institute. Grantees will begin drafting a budget at the Farm to Preschool Action Institute. Once the budget is submitted and approved by the SC Farm to Preschool Program, grantees will receive a check for the entire grant award. The funds a grantee receives will not exceed $1,500.

I. Unauthorized Activities

Funds can be used only to implement the Farm to Preschool project. Use of funds for any other purposes is prohibited.

Farm to Preschool funds cannot be used: a) To purchase foods that are served as part of a standard meal serviceb) To supplant the Child and Adult Care Food Program, if applicablec) For community residents or adults who are attending center events where children

are not present.

J. Selection Criteria

Applications will be scored on an 80 point scale in three narrative sections:

Narrative Sections Points AvailableDescription of Center, Children, and Need for Farm to Preschool 10Project Description 50Partnerships and Collaboration 20

TOTAL 80

Additional detailed information about the narrative requirements can be found beginning on page 7.

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K. Review and Selection Process

Each application will be reviewed for completeness and eligibility. Only complete, eligible applications will be read and scored independently by two reviewers. Reviewers will be experienced professionals who share expertise and interest in the nutritional well-being of the children in South Carolina. After the two reviewers individually score the application using the scoring rubric in this RFP, the reviewers will be permitted to discuss the application and refine their scores. The two scores will be combined to form a composite score. Priority will be given to child care centers located in Bamberg, Fairfield, Lee, Marion, and Orangeburg County.

If a variance of 20 points or more between the individual reviewers’ scores exists, the application will be read by a third reviewer. The highest two scores will be used to form the composite score.

Grants will be awarded starting with the highest ranking applications and proceeding until no funds remain.

The SC Farm to Preschool Program anticipates that applicants will be notified by e-mail concerning the status of their applications in early March 2015.

L. Appeals Process

Scores may not be appealed. An unfunded applicant may inquire as to whether or not the application process was followed. An applicant who has submitted a proposal that the SC Farm to Preschool Program does not fund has 30 calendar days after receiving notification that the proposal is not funded to request a review of the process.

M. Technical Assistance

Funded applicants will receive training and ongoing technical assistance from project partners, including SCDHEC, SCDA, SCDSS, and Clemson University. Nutrition education materials, a garden toolkit, and other resources to aid in implementing the program will be made available to grantee centers.

N. Timeline of Subgranting Process

Date Activity/Action February 4, 2015 Technical Assistance Webinar Time: 10 a.m.—11 a.m.

This webinar will provide an overview of the SC Farm to Preschool Program and a review of the application. Potential applicants will have an opportunity to ask questions regarding implementation of the project and completion of the grant application. To register, complete the registration form in this application package (pg. 16) and return it to Holly Godwin, as directed.

February 27, 2015 5:00 p.m., Deadline for Receipt of ApplicationEarly March 2015 Approximate time for Notification of AwardsMarch 18, 2015 2015 Farm to Preschool Action Institute—Mandatory Training for Grantees

Columbia, SCFebruary 29, 2016 Grant funding cycle ends

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March 31, 2016 Deadline for Grantee Final Report

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PART II: Application Format, Content, and Instructions

A. Format

Application should be in narrative format and carefully adhere to the font, format, page limit, and organizational requirements listed below. Only narratives that adhere to these requirements will be considered for funding.

Length of Narrative Maximum of 5 pages for the narrative only; page limit does not apply to any other part of the application.

Required Font/Font Size: Times New Roman/Font Size 12

Margins: 1” on all sides

Page Numbers: Insert page numbers in the bottom right position.

Spacing: All narrative pages must be double-spaced. Charts and tables can be single-spaced.

B. Application Content for Submission

1. Application Cover Page (pg. 11 of this RFP), Assurances (pg. 12 of this RFP), and Terms and Conditions (pg. 13 and 14 of this RFP)

2. Application Narrative Content – include heading for each section

a. Description of Center, Children, and Need for Farm to Preschool (10 points)

i. Identify the center to be served, including the county in which the center is located, which meals are provided by the center, participation in the Child and Adult Care Food Program or the ABC Quality Rating and Improvement System. Include information on the total enrollment, and the number of children enrolled in the following age categories: 0-2 years, 3-5 years, and 6-12 years.

ii. Explain the benefits resulting from the Farm to Preschool program that children will experience.

b. Project Description (50 points) Present the program details for the center’s Farm to Preschool activities.

i. Plans for purchasing SC grown fruits and vegetables from local sourcesExplain how the center will make these purchases from local sources, such as directly from a farmer, from a farmers’ market, a grocery store, through distributors/processors who buy from local farmers, and/or from a grower’s cooperative.

ii. Plans to incorporate SC produce at child care center

Each month, the center must purchase and serve at le a st two locally grown fruits or vegetables. Explain your plan to incorporate at least two locally grown fruits or vegetables into each month’s menu.

iii. Plans to integrate Farm to Preschool through hands-on learningExplain how your center will integrate Farm to Preschool into classrooms through activities such as taste tests and incorporating nutrition/agriculture education into classroom activities.

Explain your plan for out-of-classroom activities, such as visiting a farm or farmers’ market or inviting a local farmer to make a presentation to children.

iv. Plans to establish or revitalize a vegetable and/or fruit garden at the centerExplain how your center will establish a vegetable and/or fruit garden. If you will revitalize a garden, explain the plans to do so. If you are new to gardening, please explain your interest in having a garden at your center.

c. Partnerships and Collaboration (20 points) Identify the members of your Farm to Preschool Team. The Farm to Preschool Team is a project implementation team that works together to complete the project tasks. Members should include the center director/owner, cook, and at least one caregiver working with the 3-5 year old age group. Additional team members could include a farmer, parent, business leader, community leader, or a master gardener.

Identify a Team Leader who will be responsible for managing the project and completing the activities, includingi. purchasing SC grown fruits and vegetables from local sources ii. incorporating SC produce at the centeriii. integrating Farm to Preschool through hands-on learning activitiesiv. establishing or revitalizing a vegetable and/or fruit garden.

C. Deadline and Submission Procedures

1. Only complete applications that adhere to all guidelines and directions will be reviewed andconsidered for funding.

2. Applications must be original in content. No boiler-plate submissions will be accepted.Applications that are plagiarized from the Internet, other grants, or resources will not beconsidered for funding.

3. Applications will not be returned, so please keep a copy for your records.4. Applications must be submitted electronically as a single document attached to an e-mail.5. The e-mail subject line must read “[insert applicant center’s name]’s Farm to Preschool 2015–16 application.”6. The e-mail must be sent to Holly Godwin at harrinha@dhec.sc.gov7. Applications that are faxed, mailed, or hand-delivered in hard (paper) copy will not be

accepted.8. All applications must include signatures on all required forms (i.e., Application Cover Page,

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Required Signatures, Assurances, and Terms and Conditions). Stamped signatures will not be accepted. Signed forms should be scanned into .PDF format and added to the electronic submission copy.

9. Applications must be received no later than 5:00 p.m., Friday, February 27, 2015.Applications received after this deadline will not be considered.

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D. Reviewer’s Scoring Rubric

Application Narrative MaximumPoints

1. Description of Center, Children, and Need for the Farm to Preschool _/10The extent to which the application

Identifies the center to be served, including the county in which the center is located, which meals are provided by the center, participation in the Child and Adult Care Food Program or the ABC Quality Rating and Improvement System, the center’s total enrollment, and the number of children enrolled in the following age categories: 0-2 years, 3-5 years, and 6-12 years.

Indicates a range of benefits to the children as a result of Farm to Preschool.

2. Project Description _/50The extent to which the application demonstrates

a. Plans for purchasing SC grown fruits and vegetables from local sources Explains how the center will make these purchases from local sources, such as

directly from a farmer, from a farmers’ market, from a grocery store, through distributors/processors who buy from local farmers, and/or from a grower’s cooperative.

b. Plans to incorporate SC produce at the child care center Explains how produce purchased locally will be included on the center menu. Presents plans to purchase and serve at least two (2) SC locally grown fruits or

vegetables on the menu each month.

c. Plans to integrate Farm to Preschool through hands-on learning Explains how the center will integrate Farm to Preschool into classrooms, such as

taste tests, nutrition/agriculture education in classroom activities. Explains how the center will engage in out-of-classroom activities, such as

visiting a farm or farmers’ market.

d. Plans to establish or revitalize a vegetable and/or fruit garden at the center Explains how the center will establish a vegetable and/or fruit garden. If revitalizing a garden, explains plans to do so.

3. Partnerships _/20

The extent to which the application explains• Farm to Preschool Team and Team Leader:

Identifies members of the Farm to Preschool Team and includes requiredteam members. Identifies any other team members for consideration (may include farmer, parent, business leader, community leader, or master gardener). Identifies the Team Leader.

Reviewer’s Comments

TOTAL _/80

Contact Person

OfficeTelephone

Mailing Address

City, Zip Code

Title/Position

Fax

E-mail Address

Signature of Contact Person:

2015–16 Farm to Preschool Program

APPLICATION COVER PAGE

Applicant/Center NameCenter Mailing Address City, Zip CodeApplicant DUNS # Applicant County

Applicant TIN: Licensed or Approval Number

Total Center Enrollment: Enrollment by age group(0-2 years) ………(3-5 years) ……….(6-12 years)………

Participate in Child and Adult Care Food Program Yes No

Participate in ABC Quality Rating and Improvement SystemYes, at Level …….. No

Meals offered (check all that apply):

….Breakfast …. Lunch ….. Dinner

Contact Information

Certification: I hereby certify that, to the best of my knowledge, the information and data contained in this application are true and correct. The applicant’s governing body has duly authorized this application and document, and the applicant willcomply with the attached assurance if the grant is awarded. We have reviewed this application and attest to the information provided. If selected, we agree to implement the program as outlined in the information provided. Further, we agree toparticipate in any Farm to Preschool program evaluations and to provide the information requested by the specified deadlines. (All the following information and signatures are required.)Name of Center Director/Owner

Signature E-mail Date

Name of Cook Signature E-mail Date

Name of Identified Caregiver Signature E-mail Date

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2015 – 2016 Farm to Preschool Program

ASSURANCES

As the duly authorized representative of , I certify that this applicant (Please print or type name of applicant.)

A. Has the legal authority to apply for state assistance and the institutional, managerial, and financial capability (including funds sufficient to pay the nonstate share of project costs) to ensure proper planning, management, and completion of the project described in this application.

B. Will give the SC Farm to Preschool Program access to and the right to examine all records, books, papers, or documents related to this award and will establish a proper accounting system in accordance with generally accepted accounting principles or agency directives.The applicant’s accounting system must include sufficient internal controls, a clear audit trail, and written cost-allocation procedures as necessary. Financial management systems must be capable of distinguishing expenditures that are attributable to this grant from those that are not attributable to this grant. This system must be able to identify costs by programmatic year and by budget line item andto differentiate among direct, indirect, and administrative costs. In addition, the grantee must maintain adequate supporting documents for the expenditures (federal and nonfederal) and in-kind contributions, if any, that it makes under this grant. Costs must be shown in books or records (e.g., disbursements ledger, journal, payroll register) and must be supported by a source document such as a receipt, travel voucher, invoice, bill, or in-kind voucher.The applicant will also comply with the Office of Management and Budget 2 CFR Part 230 “Cost Principles for Non-Profit Organizations,” 2 CFR Part 225 “Cost Principles for State, Local, and Indian Tribal Governments,” or 2 CFR Part 220 “Cost Principals for Educational Institutions” for maintaining required support for salaries and wages. Required support includes certifications and/or personnel activity records according to the type of entity.

C. Will approve all expenditures, document receipt of goods and services, and record payments on the applicant’s accounting records prior to submission of reimbursement claims to the SC Farm to Preschool Program for costs related to this grant.

D. Will initiate and complete work within the applicable time frame after receipt of approval by theSC Farm to Preschool Program.

E. Will not discriminate against any employee or applicant for employment because of race, color, religion, age, sex, national origin, or disability. The grantee will take affirmative action to ensure that applicants for employment and the employees are treated during the period of their employment without regard to their race, color, religion, age, sex, national origin, or disability.

F. Will comply with the Ethics, Government Accountability, and Campaign Reform Act (S.C. CodeAnn. § 2-17-10 et seq. and § 8-13-100 et seq. (Supp. 2009)).

G. Will comply with the Drug Free Workplace Act (S.C. Code Ann. § 44-107-10 et seq. (Supp. 2009)) if the amount of this award is $50,000 or more.

Signature of authorized official Date

Signature of authorized financial official Date

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2015–16 Farm to Preschool Program

Terms and Conditions

TERMS AND CONDITIONS(Page 1 of 2)

A. Completeness of Proposal. All proposals should be complete and carefully worded and must contain all of the information requested by the SC Farm to Preschool Program. If you do not believe a section applies to your proposal, please indicate that fact.

B. Termination. The SC Farm to Preschool Program reserves the right to reject any and all applications and to refuse to grant monies under this solicitation. After it has been awarded, the SC Farm to Preschool Program may terminate a grant by giving the grantee written notice of termination. In the event of a termination after award, the SC Farm to Preschool Program shall reimburse the grantee for expenses incurred up to the notification of termination. In addition, this grant may be terminated by the SC Farm to Preschool Program if the grantee fails to perform as promised in its proposal.

C. Travel Costs. Travel costs, if allowed under this solicitation, must not exceed limits noted in theUnited States General Services Administration (www . gsa.go v ) regulations.

D. Honoraria. Amounts paid in honoraria, if allowed under this grant, must be consistent with SC Farm toPreschool Program policies. You should check with the program office before budgeting for honoraria.

E. Obligation of Grant Funds. Grant funds may not be obligated prior to the effective date or subsequent to the termination date of the grant period. No obligations are allowed after the end of the grant period, and the final request for payment must be submitted no later than thirty (30) days after the end of the grant period.

F. Use of Grant Funds. Funds awarded are to be expended only for purposes and activities covered by the project plan and budget.

G. Copyright. The grantee is free to copyright any books, publications, or other copyrightable materials developed in the course of this grant. However, the SC Farm to Preschool Program reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use, and to authorize others to use, the copyrighted work developed under this grant.

H. Documentation. The grantee must provide for accurate and timely recording of receipts and expenditures. The grantee’s accounting system should distinguish receipts and expendituresattributable to each grant.

I. Reports. The grantee shall submit a final year-end and financial report within thirty (30) days of the end of the grant period on the provided templates. This report should be a final accounting of the grant.

J. Certification Regarding Suspension and Debarment. By submitting a proposal, the applicant certifies, to the best of its knowledge and belief, that thex Applicant and/or any of its principals, subgrantees, or subcontractors

o Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency;

o Have not, within a three-year period preceding this application, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract or subcontract; violation of federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and

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2015–16 Farm to Preschool Program

Terms and Conditions

Terms and Conditions(Page 2 of 2)

o Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated above.

x Applicant has not, within a three-year period preceding this application, had one or more contracts terminated for default by any public (federal, state, or local) entity.

K. Auditsx Entities expending $500,000 or more in federal awards:

Entities that expend $500,000 or more in federal awards during the fiscal year are required to have an audit performed in accordance with the provisions of Office of Management and Budget (OMB) Circular No. A-133, Audits of States, Local Governments, and Non-Profit Organizations. The submission deadline for A-133 audits is nine months after the entity’s fiscal year-end. A grantee that passes through funds to subrecipients has the responsibility of ensuring that federal awards are used for authorized purposes in compliance with federal program laws, federal and state regulations, and grant agreements. The director of the OMB, who will review this amount every two years, has the option of revising the threshold upward.

x Entities expending less than $500,000 in federal awards:Entities that expend less than $500,000 in a fiscal year in federal awards are exempt from the audit requirements in the Single Audit Act and Circular A-133. However, such entities are not exempt from other federal requirements (including those to maintain records) concerning federal awards provided to the entity. The entity’s records must be available for review or audit by the SCDE and appropriate officials of federal agencies, pass-through entities, and the GeneralAccounting Office (GAO).

L. Records. The grantee shall retain grant records, including financial records and supporting documentation, for a minimum of three (3) years after the termination date of the grant.M. Reduction in Budgets and Negotiations. The SC Farm to Preschool Program reserves the right to

negotiate budgets with potential grantees. The SC Farm to Preschool Program may, in its sole discretion, determine that a proposed budget is excessive and may negotiate a lower budget with the potential grantee. The grantee may at that time negotiate or withdraw its proposal. In addition, the SC Farm to Preschool Program may desire to fund a project but not at the level proposed. In that case the SC Farm to Preschool Program shall notify the potential grantee of the amount that can be funded, and the grantee and the SC Farm to Preschool Program shall negotiate a modification in the proposal to accommodate the lower budget. All final decisions are that of the SC Farm to Preschool Program.N. Amendments to Grants. Amendments are permitted upon the mutual agreement of the parties and will become effective when specified in writing and signed by both parties.

Signature of Authorized Official Date

Signature of Authorized Financial Official Date

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Technical Assistance Session Registration

REGISTRATION FOR TECHNICAL ASSISTANCE Webinar

SC Farm to Preschool Program

February 4, 201510:00 a.m.–11:00 a.m.

PLEASE PRINTName:

Title:

Child Care Center:

Mailing Address:

City, State, Zip:

Telephone:

Fax:

E-mail Address

Please e-mail this form to harrinha@dhec.sc.gov and indicate in the subject line “FARM TO PRESCHOOL TA Session.” Please register for this webinar by January 30, 2015.

Webinar call-in information will be sent prior to February 4th.

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