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Upward Bound Summer Food
Training
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Sponsor Responsibilities
• Attend annual training• Be responsible for information provided in guidance
manuals• Keep all documentation 3 years
• Submit application by April 15th
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Training
• Annual training is required for participation in the summer food program. Your requirement is being met at this time!
• You are in turn responsible for training your staff on SFSP job duties; administrative and operating
• All trainings must be documented to include name of attendees, date and content
• A trained person must be at each site during operation
• Annual training is required for participation in the summer food program. Your requirement is being met at this time!
• You are in turn responsible for training your staff on SFSP job duties; administrative and operating
• All trainings must be documented to include name of attendees, date and content
• A trained person must be at each site during operation
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Staff Training
Topics should include:
• Site Operation Requirements• Documenting Site Visits • Meal Counting• Menu Pattern Requirements• Civil Rights
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Topics
• We will be covering your responsibilities as a Summer Food Sponsor
• Application Requirements and Claims• Site Requirements• Meal Service Requirements
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Application Requirements and
Claims
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ApplicationOn line Submission
https://cnp.ode.state.or.us
Sponsor Information
Site Application
User authorization is required
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ApplicationCheck 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
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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
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Application Requirements
Email, Fax or Mail
One Month Sample Menu
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Application Due Date
• April 15th or earlier
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Claims
• CLAIMS MUST BE SUBMITTED WITHIN 60 DAYS OF MONTH CLAIMED
• Revised claims can be submitted up to 90 days of original claim.
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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.
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Site Requirements
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Eligibility Requirements• All children are categorically eligible except:• First generation college students only• If the child is only eligible as first generation college
bound you must provide confidential income statement to qualify them using free/reduced guidelines
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Eligibility Requirements• Camps may use the Upward Bound application in-
lieu of the SFSP meal application to determine the individual child’s eligibility.
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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.
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Site MonitoringPre-Operational Visit to all new sites. Administrative Guidance Attachment and Monitor’s Guide
1st Week Visit can be waived for experienced staff at existing site
Administrative Guidance Attachment and Monitor’s Guide
4th Week Review Complete within the first 4 weeks of operation at all sites
Administrative Guidance Attachment and Monitor’s Guide
Racial and Ethnic Form Complete once during program operation
Administrative Guidance Attachment and Monitor’s Guide
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Sanitation Inspections
• The Sanitation inspections you receive during the school year meets the requirement
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Media Release
• Public announcement must be made by all sponsors:
– Media release requirement is met by Upward Bound during application process
– If the USDA program is mentioned in literature promoting the upward bound program non discrimination statement must be added
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SUMMARY OF SPONSOR RESPONSIBILITIES
• MAINTAIN ALL RECORDS
• MAINTAIN NON-PROFIT FOOD SERVICE
• DOCUMENT ALL COSTS
• TRAIN STAFF AND VOLUNTEERS
• CONDUCT AND DOCUMENT REQUIRED SITE VISITS
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Meal Service Requirements
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Number and Type of Meals Administrative Guidance
• Residential Programs 3 meals per day Breakfast, lunch, supper;
snack may replace a meal
• All other Programs 2 meals per day Any combination of breakfast,
lunch, supper or snack but NOT lunch & supper
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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
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Point of Service• Meal count must be taken at point of service• All children must take a complete meal • Including milk• Use meal count form guidance manuals
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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
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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
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Requirements for meal service
• Post site rules and serving times at the site of meal service along with an “And Justice for All” poster
• The sponsor must designate specific boundaries for the meal service site and inform participants of them
• Have arrangements for serving during inclement weather if meals are served outdoors
• Claim only meals served during times approved on site information sheet
• Meals may not be delivered any sooner than one hour before meal service & someone must receive & count the meals upon arrival
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Medical Statements
• Written Statement• Foods to be omitted• Foods to be substituted• Signed by a medical professional
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Meal Documentation
• 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
30
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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
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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.
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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.
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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]
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Have a great summer feeding kids!!