Important Dates
- SNP Listening Sessions - September 27, 28, and 29
- July Claim - Due September 29, 2021
- State Revenue Match Requirements - Due September 30, 2021
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USDA and ODE Memos
Please refer to the ODE CNP COVID-19 webpage for updated waivers and memos related to operations during the COVID-19 pandemic.
SP 16-2021, CACFP 14-2021 - Previously Issued Questions and Answers Relating to Operation of the Child Nutrition Programs: Updated for School Year 2021-2022.
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SNP Updates
Electronic Free and Reduced Meal Applications
If you are directing parents to the Electronic Free and Reduced Meal Applications on Orientation Packets, this is a friendly reminder to check the web address used. The old link will produce an error message. Please ensure the following web address is used: https://www.ode.state.or.us/apps/FRLApp/
Any other web addresses do not work.
SY 2021-2022 Reimbursement Rates: USDA has announce the new reimbursement rates for July 1,2021 - June 30, 2022
Family Help with P-EBT: The Oregon 211 info services are the official help line for families to contact with questions or concerns about PEBT benefits. Any items that cannot be corrected by ODHS staff will be escalated to the ODE Central Team for resolution by working with the schools. Please provide this information to your families:
Families, if you are inquiring about your student's eligibility for Pandemic EBT, or have other P-EBT questions, please use 211 info services:
Phone: Dial 211 from anywhere in Oregon
Text: Text your zip code to 898211 (TXT211)
Web: www.211info.org or the pebt.oregon.gov webpage for current P-EBT information.
Email: EBT.schoolmeals@dhsoha.state.or.us
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School Year 2021- 22 Renewal Reminder
Sponsors participating in the National School Lunch Program, School Breakfast Program, Seamless Summer Option, and Special Milk Program are required to complete the SY 2021-2022 Program Agreement Renewal with the Oregon Department of Education Child Nutrition Programs (ODE CNP).
The SY 2021-2022 renewal process is a multi-step process. Please follow the detailed step-by-step instructions to ensure completion of the following renewal categories:
- Required renewal training
- CNPweb information update
- Submission of applicable offline forms
- Submission of the district/organization’s meal distribution plan
Access to the 2022 Program Year section of CNPweb and the renewal forms are now available. When CNPweb information is updated and submitted to your assigned Child Nutrition Specialist for review, the Packet status will reflect ‘Pending Approval’.
Renewal packets must be in “Pending Approval” status by:
- August 16, 2021 if Sponsor is Operating in July.
- August 30, 2021 if Sponsor is Operating in August or September.
Each NSLP Sponsor's CNP Program Manager as listed in CNPweb must complete the required training on the required renewal training webpage. Not all areas on the page are required but are available as a resource and reference. The required areas are marked with a red asterisk (*) and noted at the top of each topic page. The topics are:
- Seamless Summer Option
- Meal Pattern
- Crediting
- Production Records
- Meal Counting and Claiming
- Civil Rights
For more information specific to Schools, Residential Child Care Institutions, Special Milk Programs, Training, and Forms, visit the School Nutrition Program 2021-22 Renewal webpage.
If you have questions, please contact your assigned Child Nutrition Specialist.
Meal Pattern Waivers for School Year 2021-2022
The USDA Food and Nutrition Service (FNS) granted nationwide meal pattern waivers on March 9, 2021, COVID-19: Child Nutrition Response #74, and on April 20, 2021, COVID-19: Child Nutrition Response #90. These waivers support access to nutritious meals while minimizing potential exposure to the novel coronavirus (COVID-19) to School Food Authorities (SFAs) by supporting alternate meal service models and social distancing during school year 2021-22 while transitioning back to normal school meal program operations. The waivers apply to the National School Lunch Program (NSLP), the School Breakfast Program (SBP), and the NSLP Seamless Summer Option (SSO).
Sponsors may utilize these flexibilities, only as needed during SY 2021-22, by completing the Oregon Meal Pattern Waiver Request Form (July 2021-June 2022), located on our ODE Oregon Child Nutrition Programs COVID-19 Response and Resources webpage, for State Agency review and approval on a case-by-case basis. FNS expects and strongly encourages program operators to maintain and meet the nutrition standards for each program by meeting the meal pattern requirements to the greatest extent possible. The NSLP, SBP, and SSO requirements that may be waived are:
- That menus meet the dietary specification for sodium, at 7 CFR 210.10(b), (c), and (f); and 8(b), (c), and (f); [This waives sodium requirements; target 1 is encouraged.]
- That all grains offered be whole grain-rich, at 7 CFR 210.10(c); and 220.8(c); [This waives whole grain-rich requirements; whole grain-rich is encouraged.]
- That, for pre-schoolers, at least one serving per day, across all eating occasions, must be whole grain-rich, at 7 CFR 210.10(o)(3) and (p); and 220.8(o); [This waives serving preschooler's whole grain-rich; serving whole grain-rich is encouraged.]
- To offer a variety of vegetables from the vegetable subgroups, at 7 CFR 210.10 (c) and 220.8(c); This waives the vegetable subgroups daily/weekly requirements; meeting vegetable subgroups requirements are encouraged.]
- To offer a variety (at least two different options) of fluid milk, at 7 CFR 210.10(d)(1)(i) and 220.8(d); [This waives the requirement to offer milk variety per day per meal; milk variety per day per meal is encouraged.]
- That low-fat milk must be unflavored, at 7 CFR 210.10(c) and (d)(1)(i), and 220.8(c) and (d); [This allows low-fat milk to be flavored; unflavored low-fat milk is encouraged.]; and
- To plan menus and offer food components for specified age/grade groups in the stated combinations, at 7 CFR 210.10(c) and 220.8(c). [This allows sponsors to follow one age/grade group meal pattern for all meals.]
These meal pattern flexibilities are effective through June 30, 2022. All other meal pattern requirements remain in effect.
Please contact your assigned SNP Specialist if you have questions regarding the waivers.
Residential Child Care Institution May Participate in the Seamless Summer Option for SY 2021-2022 and Receive a Higher Reimbursement Rate
The United States Department of Agriculture (USDA) has issued COVID -19 waiver #85 and COVID-19 waiver #86 allowing Sponsors to operate the Seamless Summer Option (SSO) throughout SY 21-22 and be reimbursed at the higher Summer Food Service Program reimbursement rate, respectively. This option is available to Residential Child Care Institutions (RCCI’s).
While the SSO is generally a program that is meant to ensure children receive nutritious meals when school is not in session, such as summer breaks, due to the COVID-19 pandemic, all schools that would normally participate in the National School Lunch or School Breakfast programs (NSLP or SBP) may elect to participate in the SSO throughout the 21-22 school year.
What does this mean for RCCI’s in School Year 2022?
RCCI’s that elect to operate the Seamless Summer Option (SSO) may begin claiming SSO meals effective July 1, 2021. This means that RCCI’s would operate the way they normally would under NSLP or SBP but they would receive a higher reimbursement rate for the breakfasts and lunches they serve to children. All other regulatory requirements such as meal pattern and record keeping would remain the same.
If the RCCI accommodates day students and is normally required to collect applications to make an eligibility determination, the Sponsor would continue to collect and process applications as usual, including the Verification process. However, the determination of their status would not prevent them from receiving meals at no charge.
RCCI’s that elect to participate in the SSO for SY 21-22 will not see the higher reimbursement rates reflected in CNPweb when submitting claims at this time. The lower, regular rate will display, however, ODE CNP is working on an upgrade and in the meantime will work with the Sponsor’s CNP Program Manager as listed in CNPweb when processing these claims. At this time, July 2021 claims will be held for correct payment after the upgrade is completed. ODE CNP will provide correct payment or an alternate payment method by September 15, 2021.
To learn more about the SSO option including reimbursement rates, please view this short video. Should you have any questions about SSO participation, please feel free to contact your assigned nutrition specialist.
Reminder - State Revenue Match Requirements
Due September 30, 2021
Federal programs often have a requirement of a state fund match in order to receive federal funds. The Oregon Department of Education Child Nutrition Programs (ODE CNP) prorate the state match to each school district receiving state school funds based on the lunches claimed for reimbursement. This year, due to COVID-19 operations, we have used the same prorated values as those used in School Year 2020. School Districts and Education Service Districts then transfer the state match funds to the school food service account
State-appropriated general purpose or undesignated revenues must be transferred to the school food service account in order to meet the match requirement for 2020-21. An audit trail is required to verify that state funds were used to meet this matching requirement. The following documentation of the state match must be reported to ODE CNP:
- Use the State Revenue Matching SY 2020-21 document as your reporting tool. The State Revenue Matching SY 2020-2021 is located on the ODE School Nutrition Programs Financial Management webpage under State Match Requirement Materials.
- Include a copy of your districts’ expenditure audit trail report showing the transfer of state match funds from General Funds to the nonprofit School Food Service Fund.
Please email your State Revenue Match statement and expenditure audit trail report to ode.schoolnutrition@state.or.us by Thursday, September 30, 2021.
Upcoming Virtual Listening Sessions
Child Nutrition is hosting its second Virtual Listening with our sponsors. The topics will be USDA Food and Emergency Procurement reminders. The two breakout sessions will be on administrative reviews and training/resources.
For School Nutrition, there are three different dates you can register for:
After you register, you will receive a confirmation email. ODE CNP looks forward to hearing from you!
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 Applications for the USDA Fresh Fruit and Vegetable Program (FFVP) for PY 2021-2022 are now available on the FFVP webpage. These funds will cover any FFVP costs participating schools incur between October 1, 2021 and September 30, 2022.
If you currently have a school participating in PY 2020-2021 and it is still over 50% free and reduced, no action is necessary for those particular schools as they will automatically be re-enrolled.
We will be accepting applications for PY 2021-2022 until September 15, 2021. Applications will be reviewed and award notifications will go out within two weeks of the application closing date. We will prioritize schools with the highest need (based on F&R%). If you would like a list of free and reduced percentages for schools in your district that are not currently enrolled in the FFVP, please email ODE FarmtoCNP@ode.state.or.us.
Request for Information: Buy American in the National School Lunch Program and School Breakfast Program
On August 4, FNS published the Request for Information: Buy American in the National School Lunch Program and School Breakfast Program in the Federal Register to gather feedback from stakeholders on:
- How the Buy American provision and guidance are currently implemented,
- Changes FNS should make to current regulations, and
- Guidance and feedback on how FNS can better support local operators as they strive to purchase domestic foods and food products.
USDA invites the submission of the requested information through one of the following methods:
We encourage you to share this message with your networks and local operators for their input.
Responses are due by November 2, 2021.
Direct Certification Corner
The Oregon Department of Education Child Nutrition Programs was made aware that there may have been a problem with the August 8, 2021 download file. The reported error is matching students to the incorrect Household Guardian/Parent.
At this time, the IT department is investigating the potential issue. It has not been confirmed that this is a widespread error. If it is determined that it will affect all sponsors there will be a notice posted on the Direct Certification webpage.
If you should encounter this same issue, please email the school nutrition mailbox.
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Procurement
The ability to apply a geographical preference for local products applies only to unprocessed or minimally processed items when using the nonprofit food service account. The geographic preference rule does not apply to any products that have been cooked, heated, canned or that have any additives or fillers. It can be applied to a wide array of products that meet the definition of unprocessed or minimally processed such as various forms of fruits, vegetables, meats, fish, poultry, dairy, eggs, and grains.
Definitions for local vary widely depending on the unique geography and climate where a school is located and on the abundance of local food producers and manufacturers. Many schools define local as within a certain number of miles from the school, within the county, or within the state. Alternatively, definitions might include more than one state (i.e., Oregon, Washington, and California) or discrete parts of several states (i.e., specific counties in southwest Washington, northeast Oregon, and western Idaho). In addition, many schools use different definitions of local depending on the product or season. Also, please note that when applying geographic preference, origin is tied to the agricultural product, not the location of the respondent.
Schools define what they mean by local. While many state and/or local governments have adopted definitions of local such as “within the state” or “within the county,” schools using a geographic preference when sourcing food for the federal school meal programs are under no obligation to adopt any definition for local that might be in existence in local areas. The solicitation must clearly define and describe the evaluation criteria of award to be used and then ensure the method does not unreasonably limit free and open competition. For further information reference 7 CFR 210.21(g)(2), USDA Memo SP 18-2011, and USDA Memo SP 03-2013.
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Newsletter Reminders and Updates
The School Nutrition Programs (SNP) newsletter is the Oregon Department of Education Child Nutrition Program’s official communication to our School Nutrition sponsors and stakeholders. It provides updates; current memos, policies, and procedures; important dates and deadlines; upcoming trainings/meetings; contact information and other news. SNP newsletters are released on the 1st and 3rd week each month of the school year. During the summer months, it is release once a month.
The SNP newsletter is distributed using the Oregon Department of Education listserv, ODE@public.govdelivery.com. Due to the number of recipients, mail servers may move these emails to “Junk” or “Clutter”. Please ensure the email from this address will appear in your inbox.
Past and current SNP newsletters are found on the Memos and News Announcement web page. The newsletters are listed in chronological order with the most recent release on the top.
The SNP Newsletter Subscriber’s list is made up of two parts: Required (restricted) and optional (unlisted).
- The required (restricted) part consists of Executive Contacts, CNP Program Managers, Nutrition Services Contacts and Business Managers from CNPweb. Each month, we upload the current contact emails from CNPweb. The Listserv will add any new emails to the “required” subscriber list. This update does not remove past subscribers. If any emails bounce back as undeliverable after a few attempts, the email will be removed from the subscriber list. It is imperative that each contact in CNPweb is correct and current.
- The Optional (unlisted) part consists of interested individuals can who subscribe to our newsletter using this link: https://public.govdelivery.com/accounts/ORED/subscriber/new?topic_id=ORED_236
To Unsubscribe: Individuals who are on either the required (restricted) or optional (unlisted) parts of the subscriber list, can request to unsubscribe.
- Required (restricted): If you are no longer a contact in CNPweb, you can unsubscribe by sending an email to schoolnutrition@state.or.us. Please indicate in the subject line “Unsubscribe from SNP Newsletter”, and add in the body of the email your name and the sponsor name. (Please note: The SNP newsletter is an official communication between ODE CNP and sponsors of NSLP. If you are still listed in CNPweb as an Executive Contact, CNP Program Manager, Nutrition Services Contact, or Business Manager, your request will be denied.)
- Optional (Unlisted) can unsubscribe at any time using this link: https://public.govdelivery.com/accounts/ORED/subscriber/new?topic_id=ORED_236. Type in your email address, click on the subscriber preferences, and check the topic boxes you wish to delete (Unsubscribe).
If you have any questions regarding the gov.delivery listserv please contact Laura Allran at laura.allran@state.or.us. For questions, regarding the content of the newsletter, please contact Karen Williams at Karen.l.williams@state.or.us.
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Extra! Extra! Read all about it. Newsletters will be distributed during the following weeks. (During the summer, newsletters will be distributed once a month) We encourage you to access previous newsletters on the School Nutrition Memos Page:
- Mid-September 2021
- 1st week of October 2021
- Mid-October 2021
School Nutrition Program Contacts
Civil Rights
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to the USDA by:
1. mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410;
2. fax: (202) 690-7442; or
3. email: program.intake@usda.gov
This institution is an equal opportunity provider.
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