- Important Dates and Deadlines
- Memos
- Meal Claim Consolidation Requirements
- Notification of Accommodations for Limited English Proficiency and Medical Accommodations
- Sanitation Inspection Reimbursement Requests Due by August 31, 2024
- Reminder: Non-Discrimination Statement on Social Media Posts
- Claims Processing Day - Monday, July 22, 2024
- New Farm to School Podcasts!
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Turnip the Beet 2024 - Repeat article with new flyer
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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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July 22, 2024: Claims Processing Day - Claims closed from 7 AM - 4 PM
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August 29, 2024: June 2024 Claim Due
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August 31, 2024: Sanitation Inspection Reimbursement Requests 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.
No new memos since the last newsletter.
USDA recently released SFSP Memo 09-2024 on April 19, 2024. The memo, titled Meal Claim Validation in the Summer Food Service Program, details how State agencies are required to review meal counts.
The memo states that State agencies are required to compare meal count forms by site to the sponsor's claim consolidation spreadsheet (page 3). Based on this statement, ODE CNP is requiring sponsors to maintain a claim consolidation spreadsheet for monthly claims.
ODE CNP has developed meal count consolidation forms that can be downloaded from the Summer Meal Program page, under Program Forms and Templates - Meal Counts. Sponsors can also choose to develop their own forms.
Sponsor meal counts records must include:
- A record of the number of meals delivered or prepared by type - breakfast, snack, lunch, or supper
- Point-of-service meal counts of first and second meals (if allowed), by type
- Excess meals or meals leftover
- Non-reimbursable meals
- Program and Non-Program Adult meals served (if any)
- Monthly meal count consolidation for each site
For more information on meal count requirements, review the USDA SFSP Administration Guide (Unit 4 - Administrative Records).
On September 28, 2023, ODE CNP sent out the Child Nutrition Civil Rights and Equal Opportunity Public Notification Policy Memo. This memo went over required Child Nutrition Program sponsor actions that are required as a result of an USDA Management Evaluation from 2023.
The first part of the memo details out requirements to post the Non-Discrimination Statement (NDS) on sponsor webpages.
The second part of the memo requires sponsors to notify families and communities of the right to free accommodations for participants with disabilities and/or free language assistance for participants with Limited English Proficiency (LEP) (DR 4300-03, 6(c)).
Child Nutrition Specialists have worked with the assigned SFSP sponsors during the renewal application process to ensure that free accommodation statements are posted on the sponsor website or sent out once a year via newsletters, social media, or other public notification methods. Sponsors who have not completed this requirement must complete it prior to the end of the fiscal year, September 30, 2024.
Sponsors can create their own statement or adapt ODE CNP's statement: "Free language assistance, auxiliary aids, and/or accommodations are available upon request. Please contact [insert phone number of staff who will take requests] or email [insert email of staff who will take requests]."
If you have questions about this, connect with your assigned Child Nutrition Specialist.
As summer begins, social media posts are buzzing with information on summer meals! As you prepare your next social media blast, make sure that your posts include a non-discrimination statement (NDS).
The full NDS is not needed for short social media posts, but the short statement, which reads: "This institution is an equal opportunity provider." must be included.
Non-discrimination statements are required for all materials that include information on Child Nutrition Programs, including the Summer Food Service Program. This is part of USDA's public notification requirement (see FNS 113-1: Civil Rights Compliance and Enforcement, Section IX and ODE Memo from January 29, 2021: USDA Nondiscrimination Statement).
If you have questions about the NDS requirement, contact your assigned Child Nutrition Specialist.
ODE CNP has a limited amount of funding to reimburse Oregon SFSP sponsors for sanitation inspections completed during summer meal operations. Each inspection must show the sponsor was in compliance or that items out of compliance have been corrected. All payments will be made on a first come-first serve basis.
To submit a request for inspection funds reimbursement, submit the following documents to ode.communitynutrition@ode.oregon.gov by August 31, 2024:
- A copy of the original itemized and legible invoice
- A completed Sanitation Inspection Report for each site inspected - the inspector must write In Compliance or Complied or checked the Complied box and the date of inspection must be during summer meal operations as approved in CNPweb
- A copy of the Sanitation Inspection Reimbursement Form - this is available for download from the Packet Tab of CNPweb
ODE CNP will be processing claims on Monday, July 22, 2024 from 7 AM through at least 4 PM that day. This means that claims will be closed the entire day and will not be available for sponsors to edit or submit. Sponsors should plan their claim submissions with this in mind.
ODE CNP needs to close the claim on July 22nd due to our finance office's end of the year processing. This will be the only change to the regular claims processing schedule and otherwise claims will be processed on Tuesdays each week or on a Wednesday after a Monday holiday.
Join Rick Sherman on the Farm to School Podcast as he interviews one of the world's foremost authorities on bees and pollination - Associate Profession Andony Melanthopoulos with Oregon State University. In this podcast, they discuss how bees fit into the world of school gardens. This is a two part series.
Go to Part I and Part 2.
Show notes, resources, and much much more are available on the OSU Podcast Site.
Repeat article with updated flyer.
USDA Food and Nutrition Services (FNS) is once again offering The Turnip the Beet Award. Check out the updated flyer with additional links to resources.
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.
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 Eakins, 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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