To reduce the number of emails you receive, the Summer Newsletter will now be included in the School Meals Newsletter starting next week.
Due to the COVID-19 Pandemic many Summer Food Service Programs are currently being operated in schools. Since the information we share in the SFSP newsletter is also included in the School Meals newsletter, we want to limit the number of emails in your inbox.
Please keep an eye out for "SFSP" in the article titles, this will let you know what information needs your attention.
Questions? Please email Samantha Brueske.
Prior to operation of the SFSP, an estimate of your Average Daily Attendance (ADA) was submitted and approved with your site calendar(s). WINS edit checks the number of meals claimed to the Capacity (CAP), which is auto-calculated to 120% of your approved ADA.
If the meals claimed exceed the CAP count, the claim will go into error status. Fluctuations in participation are common, so it is important to monitor attendance at your site(s) and make revisions to your ADA as needed
Please Remember:
- Average Daily Attendance (ADA) entered in the WINS site calendar should be compared to actual attendance at SFSP sites:
- During site monitoring visits
- When consolidating monthly meal counts
- Prior to entering monthly claim
- ADA(s) must be revised when site attendance is higher than the approved ADA in WINS.
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Revisions to your ADA must be submitted and approved prior to submitting monthly claims.
- Email your program specialist once changes are made.
- Revised ADAs will not be approved for claims that go into error status due to meals claimed over the approved CAP.
- Unsure if a revision is needed? Enter meal counts into your claim and select “Preview Errors”, if your claim shows an error due to meals exceeding the CAP, a revision to your ADA is needed prior to submitting your claim.
Food Service Management Company (FSMC) Sponsors: Due to USDA regulation, it is especially important to monitor and update your ADA prior to submitting a claim for reimbursement.
Please contact your Program Specialist if you have any questions or need assistance adjusting the ADA reported in your site schedules.
Summer Food Service Program (SFSP) sponsors are required to conduct one site review within the first 4 weeks of operation at all sites. A follow up review may be required if corrective action was required during the site review.
Best Practice: Conduct additional monitoring visits throughout the school year due to the program operating longer than in traditional SFSP operations.
On-Site Reviews
On-Site reviews must be conducted at the time of meal service and the monitor must observe the entire meal period. The traditional On-Site Review Form should be used. If on-site monitoring cannot be conducted due to COVID-19, visits conducted virtually should use the Off-Site Monitoring Form.
The following are review components where direct observation normally would occur. Alternate methods, such as video or photos, should be used to conduct the review of meal preparation and meal service remotely.
- Meal delivery
- Meal preparation
- Meal pattern compliance
- Point of service meal counting
- Verification of attendance
- Health and safety issues
Additional Documentation During COVID-19
Sponsoring organizations may also conduct interviews with site supervisors and Program participants to verify information in photos via telephone or video conference. Sponsors should continue to record details to thoroughly document off-site monitoring, to include:
- The time and date the review was conducted;
- Names and contact information of site staff that participated virtually; and
- Any technical assistance provided.
Technology Use
When using technology such as video or photos, sponsoring organizations should follow any regulations related to technology use and privacy. Information that contains Personally Identifiable Information (PII), such as applications or benefit status, should be protected. Information shared by Program operators should be password protected or sent via other secure methods to ensure privacy.
Resources
Questions? Please contact your OSPI CNS program specialist.
All SFSP sites must take a point of service (POS) meal count. POS requirements include:
- An accurate POS meal counting system - meals must be counted at the point where it can be accurately determined by an adult that a reimbursable meal has been served to a child.
- The sponsoring organization must train site staff on taking accurate POS meal counts if it pertains to their SFSP role.
- Sponsors must have an integrity plan with appropriate measures in place to ensure that program accountability is maintained.
- School sponsors must have a process in place to ensure duplicate meals are not being served when a site is operating both on and off campus instructional models. In some instances, this may include taking a by name meal count.
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Open Sites- Meals can be provided to all children in the community without taking a by name meal count. The Summer Food Service Daily Meal Count form may be used.
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Closed Enrolled Sites-Meals may only be provided to enrolled students, a system must be in place to ensure this requirement is met.
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Hybrid Models- In scenarios where students are served on-site and meals are available for the community or parents to pick up for students off-site, a system must be in place to ensure duplicate meals are not served. A by-name meal count may be necessary to ensure program integrity.
Submitting Meal Count Information
When site staff complete and submit the POS meal count document to the sponsor they are signing off to the distribution of federal funds. Sites must submit meal counts to the approved sponsor and cannot claim these meals for reimbursement under other Child Nutrition Programs.
Questions? Please contact your OSPI CNS program specialist.
Is Your Organization Planning to Operate SFSP/SSO through June?
If your SFSP/SSO site calendars were submitted prior to the release of CNR #56 which allows SFSP/SSO operation through the end of the school year, you may need to revise your site calendar(s).
Your meal service may currently be approved through December 31. You must complete the following by December 31, 2020:
- Make a calendar revision to extend operations through the end of the school year. You must revise your SY 20-21 WINS calendar(s) to reflect June 30, 2021 as your last calendar day.
- Notify your program specialist.
NOTE: Calendar extensions submitted after December 31, 2020, may not be approved. Meals are required to be served during the state agency approved dates and times per 7 CFR 225.16.
Providing Meals for the Holiday Breaks?
Ensure non-operating days in your SY 20-21 WINS Calendar(s) are updated prior to meal service.
Changed your Meal Service Operation?
Submit a new Meal Distribution Plan to reflect your updated meal service models.
Adding or Removing Meal Service Sites?
A site application and calendar should be submitted for new meal service sites. The end date in the site calendar should be revised for sites that will cease operations.
Questions? Contact your Program Specialist.
The Organizations Providing Meals During COVID-19 Shutdown Map is an interactive map that connects families to district and organization websites for more information regarding meal services near them.
OSPI will not be updating the No Kid Hungry Site Locator Map nor the USDA Site Locator Map during the school year.
NOTE: This map only works on modern browsers such as Firefox, Google Chrome, and Microsoft Edge; it will not work on Internet Explorer.
Not Serving Meals Through SFSP?
If you are no longer providing meals through SFSP, but your organization’s website is still linked to our map, please email Child.Nutrition@k12.wa.us to have the link removed.
Sign Up for the New Webinar Series!
We will see you every other week until December 16!
Districts offering the National School Lunch Program (NSLP)/ School Breakfast Program (SBP), and Summer Food Service Program (SFSP) this fall are encouraged to join us for these webinars.
You must register for this NEW series.
Register Here
When? Every Other Wednesday
Dates? November 18, December 2, December 16
Time? 2 - 3 pm PT
Reminders
- Save us on Your Calendar! When you register, there is an option to add us to your calendar at the bottom of the confirmation email.
- A reminder email with your link to log into the webinar is sent 1 hour before the session starts.
- Weekly follow up emails with a copy of the slides are sent to everyone registered for the session, even if they did not attend.
- We do not post recordings to the CNS webpages.
- Please keep an eye out in your inbox for these emails, if you do not see them in your inbox please check your SPAM box.
Miss last week? You can review last week's recording at this link.
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November 30
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Last day to submit your September claims! 60-Day Claim Deadline
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December 2
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SY20-21 Food Service Operations for NSLP and SFSP Sponsors Webinar - Register Here
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December 15
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November Claims Due in WINS
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