- Important Dates and Deadlines
- Memos
- Site Monitoring Reminders
- Written Policies and Procedures: What do I need?
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Non-Congregate Meal Service Reminders - for sponsors approved to serve non-congregate meal service
- Turnip the Beet 2024
- New USDA Foods Inbox
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Great Oregon Road Trip - Repeat article
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SFSP Marketing Materials - Repeat article
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Start-Up and Expansion Grant - Repeat article
- Contact Us
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June 15, 2024: USDA Deadline for SFSP Renewal Approvals
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August 29, 2024: June 2024 Claim Due
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September 29, 2024: July 2024 Claim Due
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October 30, 2024: August 2024 Claim Due
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Check out the SFSP Memo Page for a list of all memos and announcements.
As sponsors start to prepare for summer meals, remember to plan out the required site monitoring. ODE CNP sent out the SFSP Sponsor Monitoring Requirements Memo FY 2024 (Word document) on April 11, 2024. This memo provides an overview of all site monitoring requirements for SFSP sponsors.
While all sponsors should read the full memo, there are a few items that ODE CNP would like to highlight and add:
- Sites that are changing from congregate to non-congregate are considered new sites and must conduct a first two-week visit. Sites that do not operate other Child Nutrition Programs must also have a pre-operational visit completed prior to the start of operations.
- The first two-week period is defined as the 14 consecutive calendars days from the start of operations at a site.
- The first four-week period is defined as the 28 consecutive calendar days from the start of operations at a site.
- Sponsors are allowed to conduct the first two-week site visit and the first four-week site review on the same day. This is a new allowance and is meant to encourage sponsors to complete their first four-week review earlier in the summer.
- If there are serious deficiencies or significant operational issues identified during a site visit or review, sponsors must re-train staff and complete a follow-up review within a reasonable time frame.
In addition to the information listed above, sponsors who operate non-congregate sites must keep the following in mind:
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Mobile non-congregate sites must have a separate monitoring form completed for each meal service stop, such as parks, recreation centers, or apartment complexes.
- Non-congregate home delivery routes are considered a single site for monitoring purposes. Monitoring staff must review the entire route.
- Site monitors who review non-congregate sites should check the approved Meal Distribution Plan that was submitted to ODE CNP prior to conducting the site review and check that sites are operating as stated.
If you have any questions regarding site monitoring requirements, connect with your assigned Child Nutrition Specialist.
On March 1, 2024, ODE CNP sent out a memo on Written Policies and Procedures for the Summer Food Service Program - Action Required.
This memo required all SFSP sponsors to have written policies and procedures on the following SFSP requirements:
- Program responsibilities and duties to ensure compliance
- Fiscal/Financial Management
ODE CNP has created the following templates to help SFSP sponsors:
ODE CNP recommends using the templates available although sponsors are welcome to create their own or adapt procedures written for other Child Nutrition Programs.
ODE CNP will be reviewing sponsors' written fiscal management policies and procedures during administrative reviews. If there are findings in this area, technical assistance will be provided if the written procedures are not available or do not meet requirements as specified in the memo linked above. If findings in this area are found during any following administrative reviews after that, a finding will be called and corrective action will be issued.
Sponsors with questions regarding the requirements on written policies and procedures can reach out to their assigned Child Nutrition Specialist.
Non-congregate meal service varies from congregate meal service in many ways and sponsors who are approved to operate a non-congregate site must train all site staff on how to operate a non-congregate site successfully.
Here are some common questions and answers on non-congregate service:
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Can I offer second meals? No. Second meals are only allowed for congregate meal service since children can stay on site and get a second meal once all other participants have received their first meal. Due to the nature of non-congregate meals where participants take meals and leave the site, second meals cannot be served.
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For parent/guardian meal pick-ups, who is considered a guardian? ODE CNP is defining guardians as relatives who care for children during the summer. This can include grandparents or older siblings. The Interim Final Rule does not allow neighbors or unrelated child care providers to pick up meals without children present.
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What are bulk meals? Bulk meal items are specific food items that are provided in a larger quantity than required for a single meal service. For example, a loaf of bread would be considered a bulk grain item and a gallon of milk would be considered a bulk milk item. Sponsors can only offer bulk meal items if they are offering multiple days' worth of meals, but not all sponsors serving multiple days' worth of meals will use bulk meals.
- Bulk meals are not available to sponsors that use vendors or Food Service Management Companies (FSMCs).
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Are multi-day meal service the same as bulk meals?: No, multi-day meal service means that a site is providing more than a day's worth of meals. Unless approved for bulk meal service (see question above), all meals must be fully unitized.
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What type of documentation is needed for bulk meals? Sponsors must provide menus that clearly indicate the food items and portion sizes for each reimbursable meal along with instructions for at-home storage and preparation. Sponsors should ensure that minimal food preparation (heating, chopping, mixing) is required.
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Can I offer non-congregate meals on weekends if I am serving congregate meals during the week? Yes. If a site qualifies as a rural non-congregate site, the site can offer non-congregate for the times and days when there are no programming or staffing available. A Meal Distribution Plan must be submitted to ODE CNP and approved prior to implementing non-congregate meal service.
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How do I document multiple days' worth of meals were served on my meal count form? There are many ways that multiple days' worth of meals can be documented on a meal count. The most efficient way is to create a meal count form that identifies what one check mark or tally mark represents. For example: "One check mark represents 2 breakfasts and 2 lunches."
- Sponsors must also have a system in place to document if less meals are received by participants than identified by the check mark.
- Sponsors are encouraged to work with their assigned Child Nutrition Specialist to get approval for all multi-day meal count forms.
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If I need to change my non-congregate meal service after my Meal Distribution Plan is approved by ODE CNP, what do I need to do? Submit an updated Meal Distribution Plan to your assigned Child Nutrition Specialist at least one week prior to any changes in your operation. The new Meal Distribution Plan must be approved prior to implementing any changes.
For more information regarding non-congregate meal service, refer to the ODE CNP memo on Non-Congregate Operations in Summer 2024 Training and Questions and Answers, and the USDA non-congregate meal service memos: SFSP 07-2024 and SFSP 08-2024 and SFSP 03-2024: Implementation Guidance for the Rural Non-congregate Option Provisions of the Interim Final Rule, Establishing the Summer EBT and Rural Non-Congregate Option in Summer Meal Programs.
USDA has released their updated Summer Food Service Program (SFSP) Administration Guide. This guide describes the policies and best practices for successful operation of traditional in-person summer meal sites and alternate meal service options for rural communities. This revision includes policy updates to the SFSP since the last release in 2016.
The guide includes 7 PDFs, including an Introduction, Unit 1: Participating in the SFSP, Unit 2: Applying to the SFSP, Unit 3: Administering the SFSP, Unit 4: Operating the Meal Service, Appendix 1: Definitions and Basics, and Appendix 2: Prototype Forms.
Sponsors are encouraged to review this guide prior to starting their summer meal operations. If you have questions, reach out to your assigned Child Nutrition Specialist.
USDA Food and Nutrition Services (FNS) is once again offering The Turnip the Beet Award.
This award recognizes outstanding summer meal program sponsors who strive to offer high quality meals to children that are appetizing, appealing, and nutritious during the summer months.
As you are planning your summer menus- if you’re offering locally produced items, utilizing Food Hero and/or ICN Team Nutrition recipes, and/or have diverse menus, consider applying for this award.
Turnip the Beet Awardees are recognized with other sponsors across the nation with a gold, silver, or bronze beets. Make your mark on the Capacity Builder map and earn bragging rights by applying for this award and submitting the application to ode.communitynutrition@ode.oregon.gov by September 6, 2024.
Child Nutrition Program sponsors who need to reach out to the USDA Foods team can now email the team at ode.usdafoods@ode.oregon.gov.
The inbox name has been changed to better align with the Program name. The current email address of ode.fooddistribution@ode.oregon.gov will still work and the emails will be received by the ODE CNP USDA Foods team.
This is a repeat article.
Is your organization gearing up to raise awareness of summer meal availability in your community? ODE CNP wants to help promote SFSP kick-off and spike events around Oregon. If your organization is planning an event to raise awareness of the SFSP, please let us know! ODE CNP has a quick information gathering survey so we can help promote it, make plans to join festivities, and/or offer other support.
This is a repeat article.
 In 2023, OSU Food Hero developed new designs for promotional materials related to the Summer Food Service Program. The Summer Meals- Summer Food Service Program page offers files for both printed and electronic materials. To assist in promoting the program ahead of summer, the site has letter and email templates to promote the program to families. There are also designs for items such as shirts, coffee mugs, and other materials.
After careful consideration and guidance from USDA, ODE will no longer be offering printed promotional materials for the Summer Food Service Program. On a brighter note, however, OSU Food Hero is excited to be able to assist Summer Meal Sponsors in fulfilling their Summer Meal promotional material needs. If your organization would like to order SFSP Promotional materials at a reduced bulk cost by partnering with other SFSP sponsors, please email food.hero@oregonstate.edu. Additionally, sponsors are encouraged to apply for the Startup and Expansion Grant for the Summer and After School At-Risk Meals to assist in covering costs associated with the printing of SFSP promotional material.
This is a repeat article.
Application submissions are still being accepted for the Start-Up and Expansion Grants for At-Risk Afterschool, Seamless Summer Option (SSO), and Summer Food Service Program (SFSP)! For the 2023-2025 biennium, grant applications will be accepted and evaluated on a rolling basis. Applications turned in will be evaluated on a monthly basis.
During the 2023-2025 biennium, ODE CNP has the opportunity to provide grants of up to $20,000 per grantee for the startup and/or expansion of the At-Risk Afterschool meal program, SSO and SFSP. To apply, review the Application Forms available on the ODE CNP Special Grants page.
Sponsors are encouraged to share this opportunity with their at-risk afterschool and summer meal partners. Questions regarding the grant or the RFA process can be submitted to the SUE Grant Question SmartSheet form.
 Meghan Tschida, Community Team Manager
Deanna (DeDe) Poynor, Child Nutrition Specialist, Team Lead
Cathy Brock, Child Nutrition Specialist, Summer Food Service Program Outreach Coordinator
Sarah English, Child Nutrition Specialist
Eliza Kondo, Child Nutrition Specialist
Darcy Miller, Child Nutrition Specialist
Kaitlin Skreen, Child Nutrition Specialist
Shannon Smith, Child Nutrition Specialist
Shirley Wu, Child Nutrition Specialist, Technical Assistance Coordinator
Teresa Murray, Fiscal & Audit Analyst
Emma Ahern, Program Analyst 1
Ashlie Berry, Program Analyst 1
Community Nutrition Emailbox
Visit us on the web ODE SFSP
Subscribe to this newsletter: SFSP Newsletter Subscription
Civil Rights
In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.
Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.
To file a program discrimination complaint, a Complainant should complete a USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 Complaint form or letter must be submitted to USDA by:
- mail:
U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410; or
- fax:
(833) 256-1665 or (202) 690-7442; or
- email:
program.intake@usda.gov
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