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Standard Operating Procedures

Hazard Analysis and Critical Control Point
Food Safety in Schools

Standard Operating Procedures (SOPs) – refer to page 57 of USDA’s Guidance Manual.pdf
All applicable SOPs should be documented and included in your written HACCP plan. Read through them and modify them for your foodservice program. These files are in Microfsoft Word Format.

Cleaning and Sanitizing Food Contact Surfaces
Added 7/2006

Controlling Time & Temperature during Preparation
Added 7/2006

Cooking Potentially Hazardous Foods

Cooling Potentially Hazardous Foods

Date Marking Ready-to-Eat Potentially Hazardous Food

Handling a Food Recall
Added 7/2006

Holding Hot and Cold Potentially Hazardous Foods

Personal Hygiene

Preventing Contamination at Food Bars
Added 7/2006

Preventing Cross-Contamination during Storage & Preparation
Added 7/2006

Receiving Deliveries

Reheating Potentially Hazardous Foods

Serving Food
Added 7/2006

Sharing Tables
Added 4/2017

Storing and Using Poisonous or Toxic Chemicals

Transporting Food to Remote Sites (Satellite Kitchens)
Added 7/2006

Using & Calibrating Thermometers
Added 7/2006

Using Suitable Utensils When Handling Ready-to-Eat Foods

Using Time Alone as a Public Health Control to Limit Bacteria in Potentially Hazardous Foods
Added 7/2006

Washing Fruits and Vegetables

Washing Hands

Blank Form – SOP

More Standard Operating Procedures available at NFSMI Website

 

More unannounced visits are being made

Child Caring Online - information about the Child and Adult Care Food Program

More unannounced visits are being made

The Nutrition Services staff has been doing more drop-in visits at centers in recent months and plans to do more. Sometimes we are dropping by your center because we have received a complaint from a parent or a referral from the Health and Human Services System to follow-up on a food-related issue. Sometimes we are just making sure that you are complying with program regulations. We are there to “catch you” doing things RIGHT!

Just because we show up unannounced, don’t assume it’s because we are investigating a complaint. We are incorporating more unannounced visits into our schedule as part of our efforts with the national CACFP Integrity Initiative. On occasion, these drop-in visits have turned into impromptu training and technical assistance sessions. So, if you have questions about any area of your program operation, please feel free to discuss them with our staff when we are at your center.

more on CACFP integrity in Nebraska

USDA issues indicators of abuse or mismanagement

Child Caring Online - information about the Child and Adult Care Food Program

USDA issues indicators of abuse or mismanagement

As a follow-up to the audits by the Office of Inspector General (OIG), the USDA developed this chart which describes some of the more common characteristics or indicators of abuse or mismanagement that have been identified in reviews or audits. These indicators can serve as flags of problems or potential problems within CACFP institutions. The existence of a flag will not always indicate that an institution is experiencing problems. These indicators may be used by the state agency to further examine and investigate if program violations have occurred.

Indicators

Home Sponsors

Center Sponsors

Independent Centers

BOARD OVERSIGHT

Board of directors consists entirely of family members

X

X

 

Majority of members on the board of directors are sponsor officials

X

X

 

Board of directors is chaired by sponsor official

X

X

 

Board minutes do not reflect policy and management oversight (e.g. establishing policy, approving expenditures, approving officer salary increases, audit review)

X

X

 

BUDGET/CLAIM FOR REIMBURSEMENT

Consistently claiming at or near the approved budget amount for an administrative item

X

X

 

Year-to-date claims do not reflect approved budget

X

X

X

Questionable or potentially fraudulent meal claiming practice (e.g., block claiming, meals claimed when facility closed)

X

X

X

Excessive reimbursement retained for administrative costs

 

X

 

OPERATIONAL OVERSIGHT

Does not have a qualified accountant or an adequate accounting information system

X

X

X

Lack of internal controls (e.g., inadequate separation of duties, position held by family member limits internal control)

X

X

X

Does not have official policies and procedures for hiring and terminating or for employee activities and benefits

X

X

 

Related party transactions (e.g., director or family member is the owner of rented property housing CACFP facility)

X

X

X

Absentee management

X

X

X

MONITORING/TRAINING

Does not conduct unannounced monitoring visits/reviews have no findings

X

X

 

Inadequate number of monitors to conduct required visits

X

X

 

Implausible number of monitoring visits made on the same day

X

X

 

Sponsor does not have administrative staff or provider/center staff training programs

X

X

 

Sponsor does not require providers/center staff to attend training

X

X

 

AUDITS

Required audits are not performed

X

X

X

Management/Board of directors do not follow-up on corrective action needed

X

X

X

OTHER

Multiple requests from providers to transfer to another sponsor

X

   

Rapid growth without appropriate increase in administrative staff

X

X

 

Sponsor’s income depends solely on CACFP administrative reimbursements

X

   

Health and safety concerns reported from any source (e.g., parent complaints)

X

X

X

 

State resource kit – USDA Mountain Plains Region

Summer Food Service Program

State resource kit – USDA Mountain Plains Region

General information for sponsors

Letter from Regional Administrator (can be printed in newsletters or sent to individuals)

Insertion paragraphs for organization and school newsletters

Kids Café Model

Sample Press Releases and Public Service Announcements (PSAs)

Examples of Local SFSP feature articles (written by USDA Food and Nutrition Services Public Affairs)

Sample Marketing Materials

Fun Activities for Kids

Nebraska SFSP Application Training Video

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Menu Organization Tool

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Completing the Certification Worksheet

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Simplified Nutrient Assessment

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USDA Application Materials

Forms & Resource Center

Application Materials in Alternate Languages

Note: When using the following prototype materials from USDA, be sure to add the current reduced price income guidelines in the appropriate chart.

Spanish Application for 2018-19 School Year:

Attachment C – Spanish Free and Reduced Price School Meals Application pdf doc
Attachment B – Spanish Letter to Houseold doc

Attachment D – Spanish Approval – Denial Letter

doc
Attachment D-3 – Spanish Notice of Change in Benefits doc
Attachment E – Spanish Computing Income for Self-Employed Individuals doc
Attachmeent L – Spanish Sharing Information with Other Programs doc
Verification Materials
Attachment F – Spanish Verification Selection Letter doc
Attachment G – Spanish Verification Results Letter doc
Medical Statement pdf

Other Prototype Applications Available:

Reviewing the Basics of Verification

Reviewing the Basics of Verification

Verification is the confirmation of eligibility for free and reduced-price meals under the National School Lunch Program. All school districts participating agree to comply with all verification requirements by November 15 of each year. Refer to the Eligibility Manual for School Meals, Federal Policy for Determining and Verifying Eligibility (revised June 29, 2017) for guidance.

Let’s review the basics:

    • An application counts as one application, household applications are required.

    • Remove any applications that contain a student who is on the “Qualified Student List Directly Certified as Free” keep these application in a separate file. These applications should not be a part of the verification pool.

    • Denied applications, while they must be kept on file, are not part of the verification pool.

    • An Alternate-Random sample of three percent must be chosen. The maximum number of applications selected for verification cannot exceed the 3% sample size. All decimals must be rounded up. For example: 110 applications x .03 = 3.3. Four applications would need to be verified. Every school district must verify at least one application. School districts who had a non response rate of 20% or more last year must select the required 3% sample from the Standard-Error Prone applications. Standard-Error Prone applications are those applications within $1,200 of the annual income guidelines.

    • A school district may verify questionable applications for cause. However, any verification done for cause must be in addition to the three percent random sample.

    • Direct Verification is an option schools may use to verify household applications by uploading the sample selection into the Direct Verification screens provided in the online Coylar System. Instructions for using the Direct Verification process are posted on our website. Click Link

    • Verification must be completed for all households notified of their selection for verification.

    • Households that do not respond to the request for verification information must be contacted a second time by mail, phone, fax, email or personal contact. The second contact must be documented on the Verification Tracker, Attachment H-2.

    • Verification reviews family income received anytime from the date of application through the school district’s due date for verification. Families must supply proof of all forms of income listed on their application. Tax returns (1040s) can only be submitted to verify self-employment income.

    • Families selected for verification must be sent Attachment F, We Must Check Your Application, a 2-page letter.

Attachment G, We Have Checked Your Application, is used to notify families of the results of verification.

  • When the verification process detects that a household’s benefits should be reduced or ended, the household must be given a 10-calendar day written notice. The first day of the 10 calendar day notice is the day the notice is sent.

  • Attachment H, Verification Collection Report is a paper copy to guide districts through the web-based verification report. All participating school food authorities, both schools and institutions must complete the web-based report.

Failure to meet the November 15 deadline will result in delayed claim payments.

  • Attachment H-1, Civil Rights Summary, is to be completed by all school districts and kept on file at the school.

  • Attachment H-2, Verification Tracker for School Use, is to be completed for each family selected for verification.

  • Households affected by adverse action may reapply for benefits any time during the school year. However, if benefits to a household have ended and the household reapplies in the same school year, the school district must verify all information on the new application before approval. 

The verification process in not optional. Administrative Reviews (ARs) conducted by Nutrition Services consultants include a review of verification records. If you have questions concerning verification, contact our office at (800) 731-2233.