Important Dates
- Virtual Culinary Training - October 21, 2021 Registration Information Below
- August Claim - Due October 30, 2021
- Verification - Begins October 1 and ends November 15
- Direct Certification - Check for Direct Certification students to include in Verification Reporting
- Verification Reporting (FNS 742) - Due Tuesday, February 1, 2022
SNP Updates
Seamless Summer Option (SSO) Reimbursements:
The CNPweb enhancement has been completed! A new option is now available for SSO: SSO Area Eligibility Waiver. Sponsors with July claims for SSO are being corrected by CNP staff. Further instructions to capture correct reimbursement rates for future months will be issued shortly.
Customized Menu/Supply Chain Letter:
FNS has provided a customizable letter template to communicate with families, students and the school community about the changes to school meal service and menus due to the supply chain disruptions related to COVID-19. The customized letter provides a template that school districts can adapt for their use. Please see ODE CNP COVID-19 Response and Resources webpage to access the link for this template.
Pandemic EBT:
Schools or school districts who have questions regarding P-EBT, please email: ode.schoolsebt@ode.state.or.us
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Onsite Monitoring - Reminder School Year 2021-22
National School Lunch Program (NSLP) and School Breakfast Program (SBP) sponsors including those implementing the Seamless Summer Option (SSO) must adhere to the On-site Monitoring Review requirements specified in 7 CFR 210.8 (a)
Sponsors with more than one meal service site are required to complete On-site Monitoring Reviews to evaluate breakfast and lunch counting and claiming systems and general areas.
During SY 2021-22 sponsors may conduct these reviews off-site using COVID 19 Child Nutrition Waiver #94
On-site monitoring reviews must be completed by Tuesday February 1, 2022.
Click on this link to access the SNP On-Site Monitoring Form
Best practices for conducting off-site monitoring reviews include:
- Taking advantage of technology to re-create the on-site experience.
- Develop a list of required records/documents to collect to complete the review (attendance forms, menu, production records, meal counts, etc.)
- Develop a list of photos to take in real time (photos of meals, meal service, serving area, signage, and point of service area)
For more information, go to USDA Best Practices Off-site Monitoring during COVID
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Verification for School Year 2021-2022
ACTION REQUIRED: Complete Verification Process October 1 – November 15, 2021
Complete Verification Collection Report November 1 - February 1, 2022
The Oregon Department of Education Child Nutrition Programs (ODE CNP) released guidance that all sponsors operating the National School Lunch Program (NSLP), School Breakfast Program (SBP) or the Seamless Summer Option (SSO) will be required, at a minimum, to complete the FNS 742 Verification Collection Report in CNPweb.
Federal regulations at 7 CFR 245.6a require that all Local Education Agencies (LEAs) collecting free and reduced meal applications in School Year 2021-22 select and verify a sample of their approved free and reduced price meal applications on file as of October 1 by November 15 of each year.
All sponsors that have collected Free and Reduced applications for any reason, to include for purposes of qualifying for Pandemic Electronic Benefit Transfer (P-EBT), must conduct the verification process.
Sponsors who do not collect free and reduced meal applications, such as:
- District-wide Community Eligibility Provision (CEP) or
- Provision 2 for all meals district-wide and are in a non-base year or
- Residential child care institutions (RCCI) without day students
do not complete the verification process. However, completion of the FNS – 742 Verification Collection Report is required for all sponsors.
All sponsors that have collected Free and Reduced applications for any reason must conduct the verification process and are required to use the Standard - 3% Error-Prone method for the 2021-22 school year and must submit the FNS-742 Verification Collection Report. Verification materials describing this method are available on the School Nutrition Programs Verification web page
The verification process begins October 1, 2021 and must be completed by November 15, 2021.
Upon completion of the verification process, sponsors must complete the Verification Collection Report (FNS 742) located on the claims tab in CNPweb and submit it to the ODE CNP by Tuesday, February 1, 2022. If the completed FNS 742 Verification Collection Report is not entered into CNPweb by Wednesday, February 2, 2022 Claims for Reimbursement will be withheld until it is completed.
Sponsors may request an extension of the November 15th deadline, by writing to School Nutrition Programs, due to natural disaster, civil disorder, strike or other circumstances that prevent the timely completion of verification activities. An extension must be requested no later than Friday, October 29, 2021. Please send extension requests to ode.schoolnutrition@ode.state.or.us.
Please see ODE's Verification Memo.
If you have any questions, please contact your assigned Child Nutrition Specialist.
Food Safety Inspections Requirement
Schools shall obtain a minimum of two food safety inspections during each school year conducted by a State or local governmental agency responsible for food safety inspections. Sites participating in more than one child nutrition program shall only be required to obtain two food safety inspections per school year if the nutrition programs offered use the same facilities for the production and service of meals. 7CFR 210.13(b) Food safety inspections
- NSLP sponsors are required to request in writing two-health inspection per year at the beginning of the school year, with a follow-up request documented by April 15, if both inspections have not been received.
- Health inspections will be conducted for this school year at the discretion and capacity of local health agencies for those school cafeterias that are operational preparing meals.
- 7 CFR 210.13, FNS allows inspections performed under the SFSP to count towards the NSLP food safety inspection requirement if all the meal programs use the same food service facility and if the inspection is as stringent or more stringent than a NSLP food safety inspection.
Please see ODE's Annual Food Safety Inspections Memo.
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School Year 2021- 22 Renewal Reminder
The Oregon Department of Education Child Nutrition Programs (ODE CNP) would like to remind sponsors that have not completed the renewal process to please contact the school or school district's assigned Child Nutrition Specialist.
As a reminder, renewal for sponsors that operated in July 2021 was due on August 16, 2021. For sponsors that operated in August or September 2021, the due date for renewal was August 30, 2021.
To review the step-by-step instructions of the renewal process, please visit the School Nutrition Program 2021-22 Renewal webpage.
Meal Pattern Waivers for School Year 2021-2022
All NSLP/SBP/SSO Sponsors are encouraged to submit a waiver request in anticipation of supply chain disruptions. Waivers will be approved on a case by case basis, with periodic reminders issued to all sponsors to revise their request if circumstances change.
Sponsors may utilize approved meal pattern waiver flexibilities only as needed during SY 2021-22. The Oregon Meal Pattern Waiver Request Form (July 2021-June 2022), is located on our ODE Oregon Child Nutrition Programs COVID-19 Response and Resources webpage.
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.
Please Note: The Meal Pattern Waiver Request form is a separate form from the Meal Distribution Plan that was required during the renewal process.
Please contact your assigned SNP Specialist if you have questions regarding the waivers.
CNP Listening Forums for School Nutrition Programs "You've Been Heard"
On September 27, 28, and 29, ODE CNP held our second SNP Virtual Listening Forums. The Forums were created to offer space for sponsors to connect with the ODE School Teams on a different level. During each hour-long event, ODE shared information on USDA Foods and Emergency Procurement. However, the most important piece of the session was when we had the chance to break out into smaller groups and listen to what sponsors have to say and share. (Download the pictures below to view discussions)
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  Thank you again to all who participated. This article is to share what was captured during the three days of SNP Listening Forum. We will continue to adapt and improve systems to meet the needs of sponsors and we look forward to seeing you all at the next Listening Forum. Stay tuned for more information!
Start-Up and Expansion Grants for At-Risk Afterschool, Seamless Summer Option and Summer Food Service Meal Programs are now Open!
During the 2021-2023 biennium, ODE CNP has the opportunity to provide grants of up to $20,000 per grantee for the start-up and/or expansion of our At-Risk Afterschool meal program, Seamless Summer Option program and Summer Food Service meal programs. Approximately $518,000 is available for grants to sponsors, new applicants and even partnering organizations.
If you are interested in learning more about the grant and the steps to apply for funds, the Special Grants webpage has been updated with all the information you may need. On this webpage, you will find an Announcement and Updates module (videos) to changes to the grant for the new biennium and updated application and reporting materials.
Back to School Resources
To further support school meals programs in planning for and adjusting meal service operations during SY 2021-2022, FNS added a customizable letter that schools can adapt and use to communicate with families regarding changes to school meal service and menus due to supply challenges. This letter can be accessed on the Team Nutrition webpage.
USDA’s Team Nutrition initiative invites you to join us in sharing Stronger with School Meals materials with schools, families, and children. School meals, and the school nutrition professionals that provide them, help children be strong physically (through good nutrition) and mentally (through the sharing of mealtimes in person or virtually). Celebrate the school community and promote healthy foods with these fun new school meals materials.
Materials include:
- An Infographic for teachers and parents (in English and Spanish)
- An Activity Booklet for elementary-aged students
- Five stickers for students
- Two buttons for school nutrition professionals
- Two Thank You cards that parents, teachers, staff, and students can use to thank school nutrition professionals
All materials are available for download at Stronger With School Meals Educational Materials Webpage. Printed versions will be made available this fall only for Team Nutrition Schools. Schools can join Team Nutrition Schools or update their school’s information at https://www.fns.usda.gov/tn/schools.
For additional Back-to-School resources, visit Team Nutrition’s Back-to-School Support Kit
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Chew on This Webinar Series
Please join us for these 30-minute virtual workshops to connect with others around your state and the region – we’ll have a little fun, too! We know this school year is full of different challenges and opportunities, and we’ll keep these workshops short and interactive so you can learn some tips and tricks to help your work with kids and adults.
Join us at the sessions below this fall:
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Tuesday, Oct 19: Share Your Story (2 PM PT)
- Connect with your peers to share your reflections, challenges and takeaways.
Professional development contact hours will be provided to those who attend 2 or more workshops.
The workshops are free to attend, and registration is required. You can click here to register and save your spot!
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ODE Virtual Culinary Training
Registration is now open for the next ODE Virtual Culinary Training:
Oregon Cooks for Kids-Romaine Calm and Keep Cooking Virtual Culinary Training on October, 21 at 2 pm https://us02web.zoom.us/webinar/register/WN_AhlSbi7EQ-eirNJucZOWaQ
Join us for a virtual culinary experience with Chef Jessica. School and child nutrition professionals across Oregon are invited to an hour of inspiration on Thursday, October 21 at 2:00 pm. Watch or cook along with Jessica as she prepares easy, tasty recipes that meet Child Nutrition Program guidelines. Participants will receive fun tips to keep kids coming back for more meals. We are including your ideas from the previous evaluations and surveys! While supplies last, participants who complete an evaluation will receive a portable milk cooler and a three-pocket apron.
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Direct Certification Corner
Due to COVID waivers, many sponsors are operating under Seamless Summer Option (SSO), which means that it is not necessary to determine eligibility for students to be provided meals at no cost. Even though applications are not required to provide meals, students can still use the determination to receive many other items at no cost or reduced cost. This could include sports fees, technology, testing fees, and in some cases eligibility for Pandemic Electronic Benefits Transfer (P-EBT).
When determining eligibility, remember that qualified SNAP and TANF numbers have changed. Households may still use and provide older case numbers for SY 2021-2022.
Here is a complete list of the valid case number format:
Social security numbers can still be accepted as valid case numbers;
SNAP
- 8 character format: 2 letters, 3 numbers, 1 letter, 1 number, 1 letter
- 9 character format: The letter F followed by 8 numeric characters
- 9 character format: Starts with the number 4 followed by 8 numeric characters
TANF
- A mix of 6 alpha numeric characters; Example: AB1234 OR ABC123
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Procurement
Child Nutrition Program Sponsors may use the Federal Small Purchase / Oregon Intermediate Procurement method when the estimated amount of the purchase falls below the Simplified Acquisition Threshold (the lowest of the federal, state and local thresholds) which is currently $150,000.00 in the State of Oregon. Regulations require Program Sponsors to plan and forecast their needs over the program period and prohibit breaking up solicitations into smaller parts to avoid the formal procurement process. Even though the Federal small purchase falls under an informal procurement method, it is important to note that competition is still required, and the regulations must be followed. Sponsors must develop and provide written specifications to the vendor(s) in accordance with 2 CFR 200.319, and obtain price or rate quotes from an adequate number of qualified sources in accordance with 2 CFR 200.320(a)(2) and ORS 279B.070. Although price or rate quotes might be received over the phone or face-to-face at a market, Program Sponsors must document all quotes received. The award is made to the responsive and responsible source with the lowest price. Below are the five basic steps to the Informal Procurement Process:
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Develop specifications and terms and conditions: Detail the requirements of the intended agreement, including delivery and packing conditions. This is where the Program Sponsor must add the Buy American Provision in accordance with 7 CFR 210.21(d) to all solicitations for food products purchased from the non-profit food service account. For example, schools can simply write:
“By submitting and signing this proposal/bid, the bidder acknowledges and certifies that his/her company complies with the Buy American provision that the food delivered is of domestic origin or the product is substantially produced in the United States. For these purposes, substantially means over 51 percent of the processed food is from American-produced products. If the bidder is unable to certify compliance with the Buy American provision, the bidder shall state this in his/her response and provide an explanation as to why it cannot certify compliance
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Identify qualified sources: Contact potential vendors in a variety of ways (e.g., visiting a farmer’s market, calling on the phone, or emailing) and gather three bids. Program Sponsors must take affirmative steps to include small, minority, women, and labor surplus business when possible in accordance with 2 CFR 200.321.
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Evaluate responses: Ensure that sources are responsive and responsible in accordance with all aspects of the specifications. Document each price or rate quote received even if it was offered in a face-to-face meeting.
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Award the contract: Determine which qualified source offers the best value and award the contract to the source that is most responsive and responsible with the lowest price.
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Manage the contract: Ensure the Program Sponsor receives everything from the vendor that the contract stipulates.
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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-October 2021
- First week of November 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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