Preparing for Your SFSP Desk Review Hannah Powell, MS, RD School - - PDF document
Preparing for Your SFSP Desk Review Hannah Powell, MS, RD School Meals and Summer Program Specialist Child Nutrition Services Hello everyone. This webinar is to help you to understand and prepare for your SFSP desk administrative review. We will
Hannah Powell, MS, RD School Meals and Summer Program Specialist Child Nutrition Services
Hello everyone. This webinar is to help you to understand and prepare for your SFSP desk administrative review. We will quickly go through the process from beginning to end, starting when you receive first contact from your program specialist regarding a review. 1
What a desk review is and why we’re implementing them Documents needed for your review How to submit the documents for your review
Read Slide. 2
Due to the COVID‐19 Pandemic, the USDA issued Child Nutrition Response #31: Nationwide Waiver of Onsite Monitoring Requirements to allow State Agencies administering SFSP and other child nutrition programs to complete desk reviews in lieu of conducting onsite reviews. Through out this recording, we will reference USDA guidance that has modified additional components of conducting administrative reviews during the pandemic. SLIDE: COVID‐19 has required that we make changes to our administrative review process to accommodate public health guidelines. This includes conducting desk reviews to provide necessary social distancing by not visiting sponsors or sites in person. 3
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The Desk Review Notification comes in two parts. The first is the CNS Support Staff will email you a formal notice of review. This notification establishes 2 due dates for all required documents and provides the documentation checklist. The second piece is the Program Specialist conducting your review will follow up via email to establish the WOR for the Meal Pattern Assessment and the site(s) selected for review. It is important to discuss with your specialist any barriers you have in your particular situation in meeting the requirements of the desk review. One of the main challenges can be proper technology to scan and upload documentation into WINS or if you are a multi site sponsor, the amount of documentation required to upload. Your specialist will work with you to figure out the best course of action. 5
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The screen displays the Documentation Checklist that will be emailed out with the AR Notification Letter. The checklist is a comprehensive list of records that must be submitted as part of the review. The checklist is broken into two sections with each section having it’s own corresponding due date. All records must be uploaded into WINS and cns.supportstaff@k12.wa.us must be notified once this is complete. We will go through each section of the checklist in the following slides. 7
The first section is Eligibility Documentation. ‐ LIST FORMS ON SLIDE Some of these forms may not be applicable depending on how your organization
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The Meal Distribution Plan Updates Survey provides us with the most accurate picture of how your SFSP is operating – detailing which waivers are being implemented and how meals are being distributed. The survey should be submitted if the organization updates their meal distribution plan and/or waiver implementation after submission of the Electronic Application Checklist. If the plan submitted with application is accurate, the survey does not need to be submitted. 9
Signature
Per USDA guidance, sponsors are required to obtain written, parental consent and verify a household’s address prior to implementing home deliveries. Sponsors must retain this documentation according to record retention requirements. If your
submitted as part of the review. Documentation of parental consent may be an email, text message, or handwritten signature from the parent/guardian. 10
Ensures meals are distributed to parents/guardians of eligible children Prevents the service of duplicate meals
With implementation of the Parent/Guardian Meal Pick‐Up Waiver, Read slide. If your organization is implementing the Parent Meal Pick‐up Waiver, your procedure must be submitted. 11
Required only if housing data or income information was used to establish site eligibility. If any of your sites used housing data, income applications, or a school‐validated roster to establish eligibility, this documentation must be submitted as part of the AR. On the screen are examples of the (CLICK) housing data template and (CLICK) income
single PDF then uploaded into WINS. 12
The next section of the review is Training & Marketing. The required materials to be uploaded are: READ SLIDE 13
Anywhere Town Parks & Rec 6/15/2020 Anywhere Town Hall Mickey Mouse Donald Duck Daisy Duck Pluto Goofy Minnie Mouse
SFSP regulations requires all staff, including volunteers, who have a role within the program to be trained on their specific role and Civil Rights annually. If you are a NSLP/CACFP sponsor and staff were trained earlier in the school year on Civil Rights, that training documentation should be submitted. If your organization operated during the school closure and all staff were trained when emergency SFSP began, training documentation from the school closure should be submitted. On the screen is OSPI’s sample training record and attendance sheet and may be an example of what the training documentation your organization has may be. Please note that training documentation must be submitted for all staff at all sites, not just staff at the sites selected for review. 14
The Promotional/Marketing materials used to advertise to the community should be
advertisements are all acceptable forms of documentation. On the screen is one of the free banners that OSPI offered this year to help sponsors promote their program. 15
Health Department Notification if implementing multiple days’ distribution and/or home deliveries Food safety instructions provided with meals (if applicable)
The Food Safety section includes the Health Dept. Notification for multiple days' distribution and home deliveries and Food Safety Instructions for meals provided. If your organization is handing out multiple days’ worth of meals at one time and/or doing home deliveries, it was required that the Health Dept be notified of the food safety plan in order to ensure the plan complied with all guidance and addressed all potential food safety concerns. The notification could be an email (like shown on the screen) or a formal letter. In the Electronic Application Checklist, each sponsor certified that they would notify the Health Dept in these circumstances. If you provide food safety instructions with the meals, please submit a sample of the handout. 16
Beneficiary data by racial/ethnic data, if not recorded on the site review form Written procedures established to receive complaints alleging discrimination Picture of And Justice for All poster at selected sites
The Civil Rights Section includes the review of beneficiary data, procedures established to receive complaints alleging discrimination, and posted And Justice for All posters. The USDA requires racial/ethnic data to be collected at SFSP sites annually. Typically, sponsors record this information in the space provided on the site review forms. If this is not recorded on the site review forms, please submit the data separately. Each sponsor must have a Civil Rights Complaint Procedure that is made available to all SFSP participants and must be submitted with the AR. OSPI has a sample procedure that may be used by your organization available on our website. The sample procedure is displayed on the screen. Each SFSP site must also display the And Justice for All poster. The USDA has provided guidance that the poster must be displayed at mobile sites as well. For the time being, sponsors are allowed to print the AJFA poster rather than post the regulation sized poster. Please submit photos of where the poster is displayed at the sites selected for review. https://www.usda.gov/sites/default/files/documents/JFAgreen508.pdf 17
Menu for Month of Review (MOR) Meal Preparation Records Meal Delivery Receipts (if applicable) Meal Pattern Waiver (if applicable) Product Documentation
A Program Specialist will contact you to establish the Week of Review (WOR) Entire month’s records must be available and organized to expand as required.
The records required for the Meal Pattern Assessment include READ SLIDE A Program Specialist will contac tyou to establish the Week of Review (WOR). Please note that although only a week's worth of records will originally be uploaded, the entire month's records must be available and organized to expand as required. If your organization uses an electronic menu planning software to organize all meal preparation records, product documentation, etc., please let your Program Specialist know as we may be able to the menu assessment through the software rather than requiring documents to be uploaded. 18
Menu for the entire MOR of review should be provided. If available online, you may provide a link to where the menu can be found. If following a cycle menu, please specify which week of the cycle the WOR falls under. If production records are not used, please ensure the menu which shows what was actually served during the WOR is uploaded into WINS. This will be used to validate the meal pattern. 19
Meal Preparation Records for the Week of Review must be uploaded. There are two ways to document meal preparation: Option 1 – Menu includes both what was prepared & portion sizes with the Meal Tally Form including the number of meals prepared & leftovers Option 2 – Production Records were used to document all of the necessary information Meal Preparation Records should be organized into one PDF and in order by day for the Week of Review. 20
*An off-site sponsor kitchen prepares and delivers meals to site
All satellite and vended meal sites must keep daily meal delivery receipts to track how many meals were delivered to the site. Please organize all Meal Delivery Receipts for the Week of Review in order by day and scan them into one PDF. 21
If your organization applied and was approved for a Meal Pattern Waiver under Child Nutrition Response #26, please submit the waiver documentation and the supporting documentation from the vendor to justify that there was a disruption in food service that led to the inability to meet the meal pattern requirements. 22
Nutrition Facts Labels
Product documentation for all items served during the WOR must be uploaded. If possible, please organize the documentation so it is easy to validate. We would recommend organizing the documentation by Meal Type & Day served or by Meal Components. Product Documentation must include: READ SLIDE 23
http://slideplayer.com/slide/9541767/30/images/17/Product+Formul ation+Statement+-+Meat/MA.jpg
PRODUCT FORMULATION STATEMENT (PFS) If CN Label not available, ask manufacturer for a Product Formulation Statement
http://www.floridahealth.gov/programs-and-services/childrens- health/child-care-food-program/_images/cn-label.gif
CHILD NUTRITION (CN) LABEL Some products have a CN label on their case packaging. CN Labels look like this:
Product Documentation must also include all Child Nutrition (CN) Labels and Product Formulation Statements (PFS). CN Labels and/or Product Formulation Statements are required for processed, combination products. For example, canned and/or frozen entrée items such as chicken nuggets, fish sticks, pizza, and ravioli would require a CN Label or PFS. These clearly show how much meat/meat alternate and/or grains are in the product and how much to serve (example ‐ how many chicken nuggets to serve) to meet the portion requirements. 24
If you serve any homemade entrée items, recipes will also need to be uploaded. Recipes should include: READ SLIDE. Send only the recipes for menu items served during the WOR 25
Alphabetical order by child’s last name If a child has a disability that requires a substitution outside of the meal pattern requirements, a Special Dietary Accommodations form, signed by a state‐recognized medical authority, must be on file. Submit forms in alphabetical order by the child’s last name. 26
*Not required for NSLP/CACFP sponsors
Some sponsors will also undergo a Procurement Review in conjunction with the SFSP
PR will be completed with other federal program reviews. With a Procurement Review, two additional documents must be submitted. Procurement Plan – a written document that describes how your organization will conduct procurement transactions in accordance with federal, state, and local laws and regulations. The plan will describe the rules around purchasing food, supplies, and equipment for your program. Code of Conduct – a written document that governs the actions of employees engaged in procurement activities. It may be a part of the procurement plan and will identify potential conflicts of interest and disciplinary actions to be applies in the event standards are violated. 27
May be waived by:
Monitoring visits must be uploaded for ALL sites operating traditional SFSP. If the site
uploaded. The required SFSP monitoring visits include: ‐ Pre‐operational Visit, which is required for all new, traditional SFSP sites ‐ FIrst Week Visit or Waiver Documentation. The First Week Visit is eligible to be waived by returning sponsors at sites in good standing and sponsors that successfully
‐ Last monitoring Visit is the SIte Review. If the monitoring visits were completed during the emergency SFSP, they do not need to be completed again for traditional‐ please upload documentation validating the visits were conducted, nonetheless. 28
Sponsors are required to document all income to the program, specifically all funds collected for non‐program adult meals and documentation of any donations received from the public (and if any food, etc, was donated to individuals or charitable
Most often funds received for non‐program adult meals are documented on the Meal Tally Form itself. If funds are not documented on the Meal Count Forms, please upload the supporting documentation. If non‐federal dollars are used to cover the cost of non‐program adult meals, please submit the supporting documentation validating that non‐federal dollars were used to cover the cost. 29
A Milk Audit is required to be conducted of all sponsors. Receipts for all milk served in the month of July 2020 will need to be uploaded. The receipts will be used to validate that enough milk was purchased for all meals served during the review month. 30
The last section of the Documentation Checklist is the Claim for Reimbursement. Read slide. 31
Monthly Meal Count Consolidation Form (if used)
Daily Meal Count Forms should be in order by day and scanned into a single PDF for each site selected for review. If your organization also keeps a Monthly Meal Count Consolidation Spreadsheet, please upload the spreadsheet as well. This will assist us in validating your total meal counts for the month of review. 32
Now that all your documentation has been collected, the final step is to submit it to OSPI for review. 33
In WINS, select Documents Create a folder for each section of the review. (i.e. Eligibility Documentation, Training & Marketing, Food Safety, etc.) 34
number & uploaded into the correct folder
been uploaded
‐ All documents must be titled according to their corresponding section number as listed on the documentation checklist & uploaded into the correct folder ‐ Email cns.supportstaff@k12.wa.us once all documents have been uploaded 35
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Once the Program Specialist has reviewed all documents and completed the Review Report, an Exit Conference will be scheduled. 36
Month Year | 37
The Specialist will schedule the Exit Conference following completion of the review. The Exit Conference is a time to discuss the findings of review and provide Technical Assistance, including answering any questions that you may have. 37
What a desk review is and why we’re implementing them Documents needed for your review How to submit the documents for your review
Read Slide. 38
Read the slide on this one. 39
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