The U.S. Department of Agriculture (USDA) National School Lunch Program (NSLP) Equipment Assistance Grant is now open in iGrants.
Focus areas for this year’s grant are:
- Replace aging equipment or update equipment
- Adopt lunchroom changes that provide more convenience and appeal to students
- Make meaningful impacts on student nutrition and quality of meals.
If you are a public school district, private school, tribal school, charter school or residential childcare institution, you are eligible to apply. You are eligible even if you are operating the SFSP in the 20-21 school year.
Interested in Applying?
We created a recorded webinar reviewing what you need to know for your application! Join us for an overview of the application, important changes from previous year's applications, and tips.
Watch the recorded webinar here.
How to Apply
LEAs may apply for a single school or multiple schools, including central kitchens. Applications are completed in iGrants (form package 472) and are due before 4 pm PT, Thursday, January 28, 2021.
Applicants are strongly encouraged to review the Evaluation Document, located on the Profile Page of iGrants, before starting the application.
Questions? Please email Wendy Barkley, CNS Assistant Director.
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On November 25, 2020, the U.S. Department of Agriculture (USDA) published the Proposed Rule, Restoration of Milk, Whole Grains, and Sodium Flexibilities maintaining the 2018 final rule on school meals flexibilities.
The proposed rule would continue the flexibility in USDA child nutrition program meal requirements related to milk, grains, and sodium, by:
- Allowing flavored, low-fat milk in the Child Nutrition Programs;
- Allowing half of the weekly grains offered through the school meal programs to be whole grain-rich; and
- Providing schools more time for gradual sodium reduction by retaining Sodium Target 1 through the end of SY 2023-2024, continuing to Target 2 in SY 2024-2025, and eliminating the Final Target.
The proposed rule has a 30-day public comment period beginning November 25 and ending on December 28, 2020. Program operators and stakeholders can submit their comments and recommendations through regulations.gov.
Separate Rule Issued
This Proposed Rule proposes to reinstate regulations that were rescinded in the Final Rule, Child Nutrition Programs: Rescission of Milk, Whole Grains, and Sodium Flexibilities: Notice of Vacatur, which was published in the Federal Register on November 24 in response to an April 2020 court ruling vacating the previously published provisions. Due to the meal pattern flexibilities USDA has already provided in all child nutrition programs through June 30, 2021 schools do not have to change meals in response to the COVID-19 national emergency.
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, must 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.
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.
Local Education Agencies (LEAs) working with FSMCs cannot be reimbursed for any meals above the 120% of the ADA if you submit your claim prior to updating this information.
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 as needed prior to claiming.
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. LEAs working with an FSMC cannot be reimbursed for any meals above the 120% of the ADA if they submit their claim prior to updating this information.
Please contact your Program Specialist if you have any questions or need assistance adjusting the ADA reported in your site schedules.
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).
If your meal service is currently 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.
USDA Q&A #3 Updates
The USDA released SP 04, CACFP 03, SFSP 03-2021 - Questions and Answers Relating to the Nationwide Waiver to Allow Summer Food Service Program and Seamless Summer Option Operations through School Year 2020-21 - Extension - Q&As #3.
This memo provided clarification on verification requirements for SY 20-21. All LEAs that collected school meal applications during SY 2020-2021 are required to conduct verification based on the number of approved applications on as of October 1. Paused carryover applications are not included in this count. Although schools may have transitioned to SFSP/SSO operations, verification is still necessary and required.
The Verification Process
Verification is the process of confirming free and reduced-price meal eligibility based on the meal application. Usually, the verification process begins each year on October 1 and concludes on November 15. For SY 20-21, the verification process begins on October 1 and concludes on February 28, 2021.
The Verification Summary Report (VSR) due date and instructions for completing the report will be provided before the report opens in WINS.
Please review our Verification update for more resources and details about completing this process.
Updated Materials Now Available!
Updated materials are located under the 'Verification of Applications' dropdown on the NSLP Meal Applications and Verification webpage. Materials include:
- Entering the VSR in WINS Training
- Reference Sheets
- Timeline and Instruction Sheets
- Tools to help you complete Verification
- Letters for households in English and Spanish on the OSPI webpages. Additional languages are available on USDA's website.
Questions about the verification process? Please contact your program specialist.
See You This Wednesday!
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? 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 our previous meeting using this link.
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Designed to increase the availability of local foods in schools, these grants can help new farm to school programs get started or expand existing efforts.
These one-time grants can help grantees accomplish long-term farm to school objectives. Funds support a wide range of activities, including:
- Training, planning, and developing partnerships
- Creating new menu items
- Establishing supply chains
- Offering taste tests to children
- Purchasing equipment
- Planting school gardens
- Organizing field trips to agricultural operations
Who is Eligible?
These competitive grants will be awarded to eligible NSLP sponsors, CACFP sponsors, and community applicants for projects that meet the purpose of the grant program.
A 25% cash or in-kind funding match is required to receive a Farm to School Grant award and cannot be waived.
For more information, visit the National Farm to School Grants webpage.
January orders open Tuesday, December 1, and will close Tuesday, December 8, at 4pm.
Surplus orders will open Wednesday, December 9, at 1pm for groups 1 - 3, and 2pm for all other groups. Surplus closes Friday, December 11, at 4pm.
For more information on your group number, please review the Order and Delivery Schedule.
Ordering
- To place an order - log-in to CNP Web.
- Your Food Distribution Application must be completed (including certified and submitted) before you can place an order.
- Ordering Instructions
- Reminder:
The Ordering and Receiving webpage has multiple resources to assist you in placing your ordering including; instructions, order and distribution schedule.
Important Reminders
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Confirmation of USDA Foods If you’re scheduled to receive a USDA Foods Delivery, you should receive an appointment confirmation from the carrier. Please remember to reply to the carrier confirming receipt of appointment.
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To update or change your delivery contact person, please complete the Delivery Updates Form.
Questions? Please email the Food Distribution Office or call 360-725-6204.
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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 1 - 8
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January FDP Ordering Open
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| December 9-11 |
January FDP Surplus Ordering Open |
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December 15
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November Claims Due in WINS
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