A Guide to Afterschool and SummerChild Nutrition Programs

Pennsylvania 2014

Acknowledgements PSAYDN’s acknowledges the support of Maryland Hunger Solutions in the creation of the Pennsylvania Guide to Afterschool and Summer Child Nutrition Programs. PSAYDN would also like to acknowledge the support and resources provided by the Pennsylvania Department of Education, the United States Department of Agriculture, the Food and Research Action Center, the Afterschool Alliance and the Center for Schools and Communities.

Table of Contents

Child Nutrition Programs ............................................................................. 5

Food insecurity .......................................................................................................................................... 5

Participating in a child nutrition program ................................................................................................... 5

Afterschool Snack Program ........................................................................ 7

Participating in ASP .................................................................................................................................. 7

Qualifying for ASP ..................................................................................................................................... 7

ASP reimbursement .................................................................................................................................. 8

Applying for ASP ....................................................................................................................................... 8

Programs in action .................................................................................................................................... 9

Child and Adult Care Food Program ......................................................... 10

Participating in CACFP ........................................................................................................................... 10

Qualifying for CACFP .............................................................................................................................. 11

CACFP meal preparation ........................................................................................................................ 11

CACFP reimbursement ........................................................................................................................... 11

Applying for CACFP ................................................................................................................................ 13

Programs in action .................................................................................................................................. 13

Summer Food Service Program ................................................................ 15

Participating in SFSP .............................................................................................................................. 15

Qualifying for SFSP ................................................................................................................................. 15

SFSP meal preparation ........................................................................................................................... 16

SFSP reimbursement .............................................................................................................................. 16

Applying for SFSP ................................................................................................................................... 18

Programs in action .................................................................................................................................. 18

Seamless Summer Option ........................................................................ 19

Participating in SSO ................................................................................................................................ 19

Qualifying for SSO .................................................................................................................................. 19

SSO reimbursement ................................................................................................................................ 20

Applying for SSO ..................................................................................................................................... 21

Appendix A: School year meal programs .................................................. 22

Appendix B: Summer meal programs ....................................................... 23

Appendix C: SFSP meal patterns ............................................................. 24

Resources ................................................................................................ 25

End Notes ................................................................................................. 26

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Child Nutrition Programs

Child nutrition programs are part of the United States Department of Agriculture’s (USDA) Food and Nutrition Services. This guide focuses on child nutrition programs that fall outside of regular school hours. This includes afterschool programs, summer programs, weekends or extended mid-year breaks from school. Certain out-of-school time programs can qualify for specific meal programs depending upon their program type, demographic and time frame. Furthermore, meals and snacks served at a Child Nutrition Program that meet the USDA requirements are reimbursed by federal money. Although the reimbursement is from federal funds, the actual programs are run by the state. Federally funded meal and snack programs, such as the Afterschool Snack Program, the Child and Adult Care Food Program and the Summer Food Service Program, specifically target children from food insecure households. These were established as part of the core child nutrition programs under the Healthy, Hunger-Free Kids Act of 2010.1

Food insecurity A food insecure household is defined as having limited or uncertain availability and/or access to nutritionally adequate and safe food. However, the full scope of food insecurity cannot be simply captured by one definition. Food insecurity is wide spread and often unseen. In Pennsylvania alone, 12.5 percent of households experienced some kind of food insecurity during 2009-11. Of those, 5 percent were very low food secure, meaning that hunger was commonly experienced and meals were often skipped.2 Children living in food insecure households often qualify for free or reduced lunch through the National School Lunch Program. However, these meals are only served during the school day. Pennsylvania Poverty Facts (2012) • 1,693,285 total people living in poverty • 13.7 percent poverty rate • 532,166 children in poverty • 19.7 percent child poverty rate • 263,489 children using free and reduced meals3

Participating in a child nutrition program Feed a child who might have otherwise gone hungry – A child in a very low food secure household might not receive an evening meal after school due to a parent working late or insufficient income to afford another meal. Children in a food insecure household may have a more reliable source of food, but often do not get the adequate nutrition they need to grow and perform well in school. While the students could receive a meal through the National School Lunch Program, the meal programs outside of normal school hours serve to fill that gap in the after school hours by providing a nutritious and free meal or snack. Increases participation in and success of afterschool programs – Many out-of-school (OST) time programs find that participating in a meal program strengthens their afterschool programs and better serves the students and community. Offering a complete meal during an OST program is more appealing to the student, especially teenagers. By attracting the students to an afterschool program, the students are kept safe and occupied with constructive activities. By providing the students adequate nutrition, it allows them to remain engaged and have the mental energy to take part in the enriching and educational programs offered.

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Bring more federal funding to Pennsylvania – Participating in a child nutrition program provides programs with a sustainable source of federal funding to serve nutritious food. The programs are reimbursed for the number of meals they serve based on an annual rate. For example, the reimbursement rate for the Child and Adult Care Food Program for free meals for the year 2013 was $1.58 for breakfast, $2.93 for lunch/supper, and $.80 for snack. Participating sites can also use the funding to hire staff, purchase materials or offer field trips. Most Federal child nutrition programs are designed to serve children and youth under the age of 18 from the start of the program. Some programs extend services to older individuals with mental or physical disabilities. Unless otherwise specified, such as in the case of income eligibility or migrant status, the USDA prohibits the exclusion or discrimination of any customer based on race, age, color, national origin, disability, sex, gender, religion, familial status, sexual orientation, income, or political beliefs.

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Afterschool Snack Program Afterschool Guide

The Afterschool Snack Program (ASP) is a federal reimbursement program established by the U.S. Department of Agriculture (USDA) as a part of the National School Lunch Program (NSLP), also known as the School Nutrition Programs (SNP). The NSLP offers cash reimbursements to help schools serve snacks to their students after the school day ends. Afterschool is a great time to give children and youth a crucial nutritional boost. Also it may draw students into activities that are not only fun and enriching, but also keep the children and youth safe and occupied. The Afterschool Snack Program must be school district operated; retaining financial and management responsibilities for the program and snacks must be claimed through the foodservice department or the School Food Authority.

Participating in ASP Feed children who might otherwise be hungry – In 2013, approximately 1,064,934 children received free and reduced lunches through the NSLP in Pennsylvania.4 By providing an afterschool snack, these same children receive the nutritional boosted needed for afterschool homework, learning and socializing. Easy transition from National School Lunch Program – If a school already takes part in the National School Lunch Program, adding a snack in the afterschool hours is simple because the Afterschool Snack Program is included in the NSLP. Brings more federal funding to Pennsylvania – Participation in the After School Snack Program provides programs with a source of sustainable federal funding. Reimbursement can then be used to fund other program amenities. Funding for the Afterschool Snack Program can add up. For school year 2013–14, participating sites received $.80 per free snack served. An afterschool program serving a snack to 50 children five days a week during the school year of 180 days could receive more than $7,200 in federal funding. Schools (public or private), residential child care institutions and any boarding school may be eligible to participate in the Afterschool Snack Program. Participating sites must meet the following guidelines: • Entities may participate as long as they offer the National School Lunch Program • Must provide the children and youth with regularly scheduled educational or enrichment activities in a

supervised environment • The program is “open to all”; due to this, organized interscholastic athletic programs are not eligible to

participate in the program • Only serve children and youth up to age 18 (students who turn 19 during the school year still qualify)

and individuals with disabilities; must not limit membership for reasons other than space and security • Program is in operation during regular school year, which may include summer sessions and year

round schools, on days when school is in session5

Qualifying for ASP Regular ASP is based on the same income guidelines as the National School Lunch Program, which determines reimbursement in paid, free and reduced categories. These reimbursements are based on student’s family income.

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Area Eligible ASP provides snacks free to all students in qualified attendance area. A qualified attendance area is eligible for this program if the site has 50 percent or more of enrolled children approved for free or reduced price meals. In order to run the Afterschool Snack Program, the school, residential child care institution or boarding school must be fully capable of managing a food service program, following regulations and maintaining financial and administrative responsibility for the running of one or more programs.6

ASP reimbursement Reimbursement will be calculated based on the youth’s meal eligibility category (free, reduced or paid). An organization will not be reimbursed for serving ineligible children, serving more food than needed or serving snacks that do not meet the USDA nutritional guidelines.7 USDA nutritional guidelines A snack must include two of the following: • 1 cup fluid milk • 1 oz or one serving size of meat or meat alternative • 6 fl oz 100 percent juice or ¾ cup fruit or vegetable • one serving size of bread and/or grain Reimbursement rates July 2013 through June 2014 Rates are adjusted annually.8

Paid Reduced price Free

Snack $.07 Snack $.40 Snack $.80

Documentation The following documentation must be maintained in order to claim snacks for reimbursement: Regular ASP • Documentation of free or reduced price eligibility for all children for whom free or reduced price

snacks are claimed • Snack counts by eligibility type (free, reduced or paid) • Documentation of individual children’s attendance on a daily basis • Documentation of compliance with meal pattern requirements, including production records 9 Area eligible ASP • Documentation indicating the site is located in an area served by a school in which at least 50 percent

of the enrolled students are eligible for free or reduced price school meals • Total snack counts • Documentation of individuals children’s attendance on a daily basis • Documentation of compliance with meal pattern requirements, including production records

Applying for ASP Go to www.pears.ed.state.pa.us • Click on New Sponsor Application Package • Click on GO! National School Lunch Program (NSLP) • Necessary forms to apply can be found under Application Information for New Sponsors – SNP • For step-by-step instructions reference the Check List for New Sponsors of SNP

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Webinar “Funding to serve healthy meals: afterschool and summer” This prerecorded webinar from the Pennsylvania Department of Education and the Food Research Action Center discusses federal reimbursement programs for meals and snacks during afterschool and summer programs. Benefits of offering healthy meals and snacks, requirements for reimbursement, information on how to get started and resources to guide you in the application process are being shared. • Recording assets.center-school.org/recordings/psaydn/2013-04-24.jar • PowerPoint Presentation www.psaydn.org/content/FundingToServeHealthyMeals.pdf Questions If you have questions regarding the Afterschool Snack Program, contact the Pennsylvania Department of Education, Food and Nutrition Services at RA-NSLP@pa.gov or (800) 331-0129.

Programs in action Site: Lebanon High School 21st CCLC Program Grades served: 9-12 Enrollment: grades 6-12 Free/reduced: 75 percent Lebanon High School’s 21st CCLC Program is heating up the kitchen in after school time. Lebanon’s afterschool program runs Monday through Thursday and supports a wide variety of students through enrichment activities and tutoring services. Lebanon’s high school students have been recognized locally on their work done with recipes and their cooking skills. The project began with a small group of students finding nutritious recipes to create a complete meal and it culminated into a complete cook off. About a dozen of the students’ main dishes were compared with others. Students began making a case for why their recipe should be chosen to compete in the cook off. After these debates took place, a consensus was made on the top two dishes: Spanish chicken and mango chicken. Although the project had started out as a contest, the students came together and worked as teams. It was decided that the winning recipe of the competition would be featured in the school’s cafeteria at the end of the week. The judges consisted of middle school students also involved in the 21st CCLC program, teachers and the school principal. The mango chicken was victorious in the competition. However, the Spanish chicken team was surprised to learn that their recipe would be featured in the school’s kitchen later that month. The idea of this project was suggested by an intern with the Lebanon School District who is working with the Nutrition Group, the company that provides meals to the district. She believes that now with the new federal guidelines having been put in place that involving students with the food they serve and helping them understand why it is selected and prepared gives them a stake in what they eat. Also, allowing students being involved in the process of making food makes them feel more ownership for what they eat.

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Child and Adult Care Food Program At-Risk Afterschool Guide

The Child and Adult Care Food Program (CACFP) is a federal reimbursement program established by the U.S. Department of Agriculture (USDA) and run by the Pennsylvania Department of Education, Division of Food and Nutrition. When school is out and parents are still at work, children need a safe place to be with their friends, with structured activities, supportive staff and good nutrition. Afterschool programs that participate in the Child and Adult Care Food Program give children and youth the nutrition they need while drawing them into constructive activities that are safe, fun and filled with new opportunities for learning. In addition to the afterschool day the Child and Adult Care Food Program provides support during the weekends, school vacations and holidays to eligible students.10

Participating in CACFP Feed children who might otherwise be hungry – During FY 2012, 138,870 children were served through CACFP in Pennsylvania alone. For many of these children, this was their only meal for the evening. Flexibility – This program allows organizations to serve meals without connection to a school. Programs connected to schools, however, are still eligible as long as they meet the CACFP requirements. Extra help – The Pennsylvania Department of Education provides nutrition education materials to sites to display and distribute. Annual training and workshops are hosted to enrich the programs. Bring more federal funding to Pennsylvania – Participation in the Child and Adult Care Food Program provides programs with a source of sustainable federal funding. Reimbursement can then be used to fund other program amenities. Funding for the Child and Adult Care Food Program can add up. For school year 2013–14, participating sites receive $2.93 per supper and $.80 per snack served. An afterschool program serving a meal to 50 children, who received free meals, five nights a week during the school year of 180 days could receive more than $26,000 in federal funding. If a program serves a snack in addition to the meal, the program could receive an extra $7,200. Any licensed child care center, school building, nonprofit organizations (including faith based) and “at-risk” afterschool care programs may be eligible to participate in the Child and Adult Care Food Program. These sites may be independent or provided by through a sponsor. Once a site is determined to be eligible for CACFP, the eligibility lasts 5 years. Participating sites must meet the following guidelines: • Must be located in an attendance area of a public school in which 50 percent or more of the students

receive free or reduced meals to achieve area eligibility • Sites that do not meet area eligibility may qualify as an Outside School Hours Care Center; see

Outside School Hours Care Center section • Must provide the children and youth with regularly scheduled educational or enrichment activities in a

supervised environment, however, children receiving meals are not required to take part in the activity; contact the state agency to determine if activity is eligible

• Program is open to children under 18, students who turn 19 during the school year and children with disabilities; does not limit membership for reasons other than space and security

• Sports programs under an overarching educational or enrichment program meal take part in the program; organized interscholastic or community sports leagues do not qualify

• Program is in operation during the regular school year, which include weekends and breaks11

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Qualifying for CACFP The CACFP reimbursement method is primarily based off of school districts data. In order to qualify for reimbursement the public elementary, middle, junior/senior high school must have 50 percent or more enrolled students who are eligible for free or reduced price meals. This school data is good for five years after qualifying for the Child and Adult Care Food Program. Area eligible – The potential site must work with a sponsor to determine its eligibility. To be eligible, the site must be located in a geographic area of a school in which 50 percent or more of the students receive free or reduced lunch.12 Children and youth must be under the age of 18 in order to qualify for CACFP based on area eligibility. If the youth is turning 19 the year of enrollment, they still qualify. There is no minimum age for at-risk participants and no age limit for individuals with a disability.13 Outside School Hours Child Care Center (OSHCC) – A non-residential child care center not in an eligible area may qualify for CACFP as an Outside School Hours Care Center. To qualify as an OSHCC, the program must either serve children less than 12 years of age, children of migrant workers less than 15 years of age or any person with a disability. These sites are eligible to serve a maximum of two meals and a snack or two snacks and a meal per child per day. Breakfast, snack and supper may be served. Lunch maybe served during breaks during the school year.14 In order to run the Child and Adult Care Food Program, the child care center, school building or nonprofit organization must be fully capable of managing a food service program, following regulations and maintaining financial and administrative responsibility for the running of one or more programs.

CACFP meal preparation Although it is the sponsor that runs the program, the site must decide which method of meal preparation works best for it. Self-prep – Site staff buys ingredients and prepares the meal or buys the meal premade and heats it up. In order to be a self-prep site, it must have the capacity to handle the work. A commercial grade kitchen that meets health inspection standards is required for actual food prep, while sites that reheat meals must have access to an oven or microwave. Sites that qualify for NSLP do not need to meet any additional health standards. This service option allows for a site to have more control over what it is serving. Vending – Site has fully prepared meals delivered each day through a Food Service Management Company (FSMC), an organization other than a public or private nonprofit school in which a sponsor may contract with to provide meals. Minimal food preparation is required for the sites. Sponsors are responsible for finding vendors for their site in a manner that allows for open competition among the vendors. This is done through formal advertising and by receiving bid from vendors. Guide for Procuring Meals15 www.pears.ed.state.pa.us/forms/files/PDE342.pdf List of Food Service Management Companies www.pears.ed.state.pa.us/forms/files/PDE388.xls

CACFP reimbursement Eligible organizations receive cash reimbursement for serving meals to enrolled youth that meet the Federal nutritional guidelines. Reimbursements are made out of funds provided to the state by the USDA. The state then pays independent centers or sponsoring organizations, which then reimburse or provide food to their sponsored sites. Afterschool programs may claim reimbursement for serving one meal and one snack to each eligible participant each day. An organization will not be reimbursed for serving ineligible children, serving more food than needed or serving meals that do not meet the USDA nutritional guidelines.

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In order to claim reimbursement for snacks and meals, a 2½ hour window between the start of each meal is required. Snacks and meals can only be served during the school year. Breakfast or lunch may be served in lieu of supper on weekends, holidays or during school vacations during the regular school year. If a child has specific dietary needs, the parent or guardian may submit a medical statement signed by a recognized medical authority that lists restrictions and substitutions. Substitutions will be made at the institutions discretion. Similarly, if a child has a disability that directly affects the types of food they can consume, parents or guardians must submit a medical statement identifying the child’s disability and food restrictions. Appropriate substitutions will be made by the institution at no cost to the family.16 USDA nutritional guidelines A snack must include two of the following: • 1 cup of fluid milk • 1 oz or one serving size of meat or meat alternative • 6 fl oz 100 percent juice or ¾ cup fruit or vegetable • one serving size of bread and/or grain A meal must include the following: • 1 cup of fluid milk • 2 oz or one serving size of meat or meat alternative • 2¾ cup servings of fruit or vegetables, one serving can be 6 fl oz 100 percent juice • one serving of bread and/or grain Breads, cereals and grains must be made from whole-grain or enriched meal or flour. A serving size consists of the edible portion of the cooked lean meat. Nuts and seeds may meet only one half of the total meat or meat alternative serving. It must be served with another meat or meat alternative to meet the lunch/supper requirement. Reimbursement rates July 2013 through June 2014 Rates are adjusted annually.17

Paid Reduced price Free

Breakfast $.28 Lunch/supper $.28 Snack $.07

Breakfast $1.28 Lunch/supper $2.53 Snack $.40

Breakfast $1.58 Lunch/supper $2.93 Snack $.80

To determine the schools free or reduced price school meals data, go to www.education.state.pa.us/portal/server.pt/community/national_school_lunch/7487, select the most current year and search for the specific school. Documentation The following documentation must be maintained in order to claim reimbursement: • A daily attendance roster or sign in sheet • A record of the number of at-risk snacks or meals prepared, delivered and served including adults

who prepared/served the food that received a meal • Menus for each food service to ensure that the USDA meal patterns were met • Copies of all applications and supporting documents • Information about the location and dates of child care center reviews, if applicable

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• Documentation of nonprofit food service, to ensure that all reimbursement funds are only used for the food service operations (prove that no profit was made)

• Copies of all invoices, receipts or other records required by the state agency fiscal management in order to document administrative costs, operating costs and income to the program

• Copies of all reimbursement claims • Records that support a reimbursement claim must be kept for three years after the final claim of the

fiscal year; failure to maintain required records will result in denial of reimbursement18 Claims must be submitted to the state to receive reimbursement each month. Reimbursement claims must be postmarked and/or received by the state agency no later than 60 days from the last day of that month. Reimbursement is based on the number of meals and snacks served to at-risk (free, reduced or paid) children. The reimbursement is based on the rate for free meals and snacks. Records must be kept on number of meals served.19

Applying for CACFP Go to www.pears.ed.state.pa.us • Click on New Sponsor Application Package • Click on GO! Child and Adult Care Food Program (CACFP) • Necessary forms to apply can be found under Application Information for New Sponsors – CACFP • For step-by-step instructions reference the New Application Package Information & Instructions Note: School Food Authorities (SFA) that are already operating a NSLP do not need to submit a separate CACFP management plan and do not have to meet additional health and safety requirements. If the School Food Authority is willing to take on a CACFP program, this opens more options for food service and allows both snacks and meals to be served. Webinar “Funding to serve healthy meals: afterschool and summer” This prerecorded webinar from the Pennsylvania Department of Education and the Food Research Action Center discusses federal reimbursement programs for meals and snacks during afterschool and summer programs. Benefits of offering healthy meals and snacks, requirements for reimbursement, information on how to get started and resources to guide you in the application process are being shared. • Recording assets.center-school.org/recordings/psaydn/2013-04-24.jar • PowerPoint Presentation www.psaydn.org/content/FundingToServeHealthyMeals.pdf CACFP Information www.fns.usda.gov/cnd/care CACFP FAQs www.fns.usda.gov/cnd/care/regs-policy/policymemo/2012/CACFP08-2012.pdf Questions If you have questions regarding the Child and Adult Care Food Program, contact the Pennsylvania Department of Education, Food and Nutrition Services at RA-CACFP@pa.gov or (800) 331-0129.

Programs in action Site: Titusville YMCA Grades served: preK-12 Student enrollment: 350 students Free or reduced percentage: 54 percent Since 2003, the Titusville YMCA has supported their students and families within their community by providing hot, nutritious meals daily. With a wonderful, state of the art kitchen on site Titusville feeds up to 350 students utilizing the Child and Adult Care Food Program during the school year, serving a hot dinner, and the Summer Food Service Program during the summer months, serving a hot breakfast and lunch. Providing food for their community is a critical mission for the YMCA knowing that 54 percent of

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their student population qualifies for free and reduced priced meals. Also, by identifying themselves as an “open site” it allows them to reach more community members. The YMCA has taken critically important steps to ensure they are providing their students and families with the best food services and opportunities possible. Currently, 35 of the YMCA staff are safe food certified and cross trained to provide support for their 21st Century Community Learning Center. Having staff skilled in all areas ensures the quality of all areas of their programs. In a relaxed social setting the staff encourages the students to try new foods that they can often supplement with mini grants from Walmart. The staff is dedicated to making the community a better place and they feel it is their duty to provide transportation to their afterschool and summer programs, engage them in fun physical activity and feed children who often go hungry.

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Summer Food Service Program

The Summer Food Service Program (SFSP) is a federal reimbursement program established by the U.S. Department of Agriculture (USDA). Pennsylvania’s Summer Food Service Program provides nutritious meals and snacks to low income children during June, July and August when school is not in session.

Participating in SFSP Hunger does not take a vacation when school lets out – The Summer Food Service Program fills the nutrition gap for low income children who depend on free and reduced price school lunch and breakfast during the school year. Free summer meals helps families stretch food dollars throughout the summer months. In July 2012, 80,413 children and youth were served in Pennsylvania, receiving a meal they might not have had otherwise.20 Bring more federal funding to Pennsylvania – Participation in the Summer Food Service Program provides programs with a source of sustainable federal funding. Reimbursement can then be used to fund other program amenities. Funding for the Summer Food Service Program can add up. For the summer of 2014, participating rural, self-prep sites receive $3.54 per lunch and $.84 per snack served. A summer program serving a meal to 50 children five days a week during a summer break of 10 weeks could receive more than $8,800 in federal funding. If a program serves a snack in addition to the meal, the program could receive an extra $2,100. Public or private schools, community based organizations, faith based organization, migrant centers, parks, playgrounds and camps may all be eligible to participate in the Summer Food Service Program. Sites can qualify for the Summer Food Service Program in several ways: • Site eligibility – at least 50 percent of the children enrolled in the program are qualified to receive free

or reduced price school meals • Area eligibility – at least 50 percent of the children and youth are eligible for free or reduced price

school meals according to school or census data; a summer program located at a middle or high school may use data from a nearby elementary school to qualify21

• By serving primarily migrant children • Camps are only reimbursed for meals and snacks served to children who are qualified for free or

reduced price school meals

Qualifying for SFSP Children 18 years or younger qualify for free meals or snacks. Older individuals with special needs may also qualify as long as they participate in a school program for mental or physical disabilities.22 Units of local governments, summer camps, public schools, nonprofit private schools, nonprofit organizations, nonprofit universities or colleges or other programs that support the community may sponsor a SFSP. To sponsor an SFSP, the organization must have the resources to run a food service, such as management and staff for the program. Sponsors must attend their local state training, locate and register eligible service sites, hire and manage the staff, prepare or manage the delivery of meals and prepare reimbursement claims.23 A site may be any location where children and youth gather during the summer, such as recreation centers, camps (reimbursed only for children who qualify for free and reduced meals), community centers, housing projects or migrant centers. A site does not have to provide an educational or enrichment activity. Organizations that do not have the proper financial or management resources can be a site rather than a sponsor.

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An SFSP site must attend their sponsor’s training, supervise activities and meal distribution and service, manage volunteers, keep the site clean, store food properly and keep records of meals served each day.24 Open sites – Located in an area where 50 percent or more of the children residing in the area are eligible for free or reduced-price school meals. Meals are made available to all children in the area. Restricted-open sites – Located in an area where 50 percent or more of the children residing in the area are eligible for free or reduced-price school meals. Attendance is restricted due to safety reasons. Closed-enrolled sites – Meal service only to children enrolled in the program. At least 50 percent of the enrolled students must be eligible for free of reduced priced meals. Camps – May be residential or non-residential. Migrant sites – Serves children of migrant families.1

SFSP meal preparation Although it is the supervisor that runs the program, the site must decide which method of meal preparation works best for it. Self-prep – Site staff buys ingredients and prepares the meal or buys the meal premade and heats it up. In order to be a self-prep site, it must have the capacity to handle the work. A commercial grade kitchen that meets health inspection standards is required for actual food prep, while sites that reheat meals must have access to an oven or microwave. Vending – Site has fully prepared meals delivered to it each day. Minimal food preparation is required. Sponsors are responsible for finding vendors for their site, which requires putting out a bid specifying the site’s food and delivery requirements as well as signing the contract with the lowest bidder. If the vendor is a public school food service department, the contract does not require additional bids. 25

SFSP reimbursement Sites serve either one or two reimbursed meals or snacks per day. The following meal combinations may be served: • Breakfast, lunch, supper or snack only • Breakfast and lunch • Breakfast and supper • Breakfast and snack • Lunch and snack • Supper and snack • Two snacks Other: • Lunch and supper may only be served together if different sponsors provide the meals. • Sites that serve primarily migrant children may be approved to serve up to three meals per day. • Summer camps may serve up to three meals a day but are only reimbursed for meals served to

children who qualify for free and reduced lunch.26 If a child has specific dietary needs, the parent or guardian may submit a medical statement signed by a recognized medical authority that lists restrictions and substitutions. Substitutions will be made at the institution’s discretion. Similarly, if a child has a disability that affects the types of food they can consume,

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parents or guardians must submit a medical statement identifying the child’s disability and food restrictions. Appropriate substitutions will be made at no cost to the family. 27 An organization will not be reimbursed for serving ineligible children, serving more food than needed or serving meals that do not meet the USDA nutritional guidelines. USDA nutritional guidelines Breakfast must include the following: • 1 cup fluid milk • one serving of fruit or vegetable • one serving of bread and/or grain A meal must include the following: • 1 cup of fluid milk • 2 oz or one serving size of meat or meat alternative • 2¾ cup servings of fruit or vegetables, one serving can be 6 fl oz 100 percent juice • one serving of bread and/or grain A snack must include two of the following: • 1 cup of fluid milk • 1 oz or one serving size of meat or meat alternative • 6 fl oz 100 percent juice or ¾ cup fruit or vegetable • one serving size of bread and/or grain Breads, cereals and grains must be made from whole-grain or enriched meal or flour. A serving size consists of the edible portion of the cooked lean meat. Nuts and seeds may meet only one half of the total meat or meat alternative serving. It must be served with another meat or meat alternative to meet the lunch/supper requirement. Reimbursement rates summer 2014 Rates are adjusted annually.28 Reimbursement depends on the location of the site, the meal preparation and the type of meal served.

Rural sites self-prepared meals Other sites (including urban and sites receiving meals from vendor)

Breakfast $2.02 Lunch/supper $3.54 Snack $.84

Breakfast $1.98 Lunch/supper $3.48 Snack $.82

Documentation The following documentation must be maintained in order to claim reimbursement: • Daily number of first and second meals served to children, listed by type of meal • All sources of income must be reported • Program expenditure must be reported, including labor, administration and rental equipment • Pre-approval site visit documentation, training records, and site visit documentation • Food service management contracts • Copies of all applications and supporting documents • Documentation of nonprofit food service, to ensure that all reimbursement funds are only used for the

food service operations (prove that no profit was made)

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• Copies of all invoices, receipts or other records required by the state agency fiscal management in order to document administrative costs, operating costs and income to the program

• Copies of all reimbursement claims • Records that support a reimbursement claim must be kept for three years after the final claim of the

fiscal year; failure to maintain required records will result in denial of reimbursement

Applying for SFSP For more information and questions about the Summer Food Service Program, becoming a sponsor, food sites, volunteers or vendors contact Mary Ringenberg, Education Administration Specialist, at the Pennsylvania Department of Education, Bureau of Budget and Fiscal Management at mringenber@pa.gov or (717) 783-6501. Note: Sites that serve through Child and Adult Care Food Program (CACFP) during the school year and are in good financial and administrative standing do not need to submit further documentation to prove this. Furthermore, sites that already use CACFP only need to add an addendum to their current State agency agreement in order to start serving summer meals. Extra training or proof of area eligibly is not required.29 More information can be found in Available Flexibilities for CACFP At-risk Sponsors and Centers Transitioning to SFSP www.pears.ed.state.pa.us/forms/files/SFSP%2006-2014.pdf. Webinar “Funding to serve healthy meals: afterschool and summer” This prerecorded webinar from the Pennsylvania Department of Education and the Food Research Action Center discusses federal reimbursement programs for meals and snacks during afterschool and summer programs. Benefits of offering healthy meals and snacks, requirements for reimbursement, information on how to get started and resources to guide you in the application process are being shared. • Recording assets.center-school.org/recordings/psaydn/2013-04-24.jar • PowerPoint Presentation www.psaydn.org/content/FundingToServeHealthyMeals.pdf

Programs in action Site: Lancaster Recreation Commission Grades served: Infant-18 Student enrollment: 1,000 children and youth Free and reduced price percentage: 100 percent The Lancaster Parks and Recreation department has been committed to serving the children and youth of Lancaster for over a decade during the long summer months. In the summer of 2013, Lancaster had six playground sites open for free enjoyment. The children and youth engaged in exciting physical activity and fun games throughout the day and were provided with lunch and snack. Currently, the program is utilizing the USDA Summer Food Service Program to feed up to 1,000 children and youth who might have gone hungry. There is a great need within the community to continue these services. Many of the youths recognize this and often return to the feeding sites as volunteer as they grow older. Others have become counselors for the site or are hired by the Recreation department. This pride and commitment is what has made this summer program successful year after year.

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Seamless Summer Option

The Seamless Summer Option (SSO) is a combination of the National School Lunch Program, the School Breakfast Program, and the Summer Food Service Program. SSO allow school food authorities to provide free meals in low income areas over summer vacation and school breaks longer than ten days. The program is designed to encourage more school food authorities to provide meals during school breaks.30

Participating in SSO Hunger does not take a vacation when school lets out – SSO is meant to extend the outreach of the National School Lunch Program by allowing children who receive free and reduced lunches during the school year to continue to receive adequate nutrition during the summer months. The transition process is “seamless” – Schools that take part in the NSLP have the option to avoid the paperwork that comes with starting a summer meal program if they choose to take part in SSO. Since the NSLP sponsors SSO, the program continues from the school year rather than having to start an entirely different program. Brings more federal funding to Pennsylvania – Participation in the Seamless Summer Option provides programs with a source of sustainable federal funding. Reimbursement can then be used to fund other program amenities. Funding for the Seamless Summer Option can add up. For school year 2013-14, participating sites received $3.01 for per lunch served and $.80 per free snack served. A summer program serving a meal to 50 children five days a week during ta summer break of 10 weeks could receive more than $7,500 in federal funding. If a program serves a snack in addition to the meal, the program could receive an extra $2,100. With state approval, school food authorities, that administer the National School Lunch Program or School Breakfast Program, may sponsor meals at non-school feeding sites, including, but not limited to, parks, buildings, outdoor locations and community centers. The school food authority must have the capacity and financial ability to manage an SSO. Sites do not have to be limited to schools but can also include parks, outdoor locations, community centers, libraries or similar locations. Sites not on school grounds must have state agency approval as well as the resources to prepare and serve a meal. To determine the area eligibility of an SSO site, information from the previous school year is used. Once approved, the site is eligible for five years.31

Qualifying for SSO Children 18 years or younger qualify for free meals or snacks. Older individuals with special needs may also qualify so long as they participate in a school program for mental or physical disabilities.32 Open sites – Located in an area where 50 percent or more of the children residing in the area are eligible for free or reduced-price school meals. Meals are made available to all children in the area. Restricted-open sites – Located in an area where 50 percent or more of the children residing in the area are eligible for free or reduced-price school meals. Attendance is restricted due to safety reasons. Closed-enrolled sites – Meal service only to children enrolled in the program. At least 50 percent of the enrolled students must be eligible for free of reduced priced meals.

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Camps – May be residential or non-residential. Migrant sites – Serving children of migrant families.1 In order to run the an SSO, the school, sponsor, and site must be fully capable of managing a food service program, following regulations, and maintaining financial and administrative responsibility for the running of one or more programs.

SSO reimbursement SSO sites are reimbursed at the free rate. A maximum of two meals per child per day may be claimed for reimbursement at open, restricted-open and closed-enrolled sites. Supper at these sites may not be claimed. The combinations of meals include: • Breakfast and lunch • Breakfast and snack • Lunch and snack Camps and migrant sites may claim lunch and supper. Camps will only be reimbursed for meals served to children eligible for free and reduced meals. Camps may be reimbursed for up to three meals per eligible child per day. Migrant sites can be reimbursed for up to three meals per child per day. An organization will not be reimbursed for serving ineligible children, serving more food than needed or serving meals that do not meet the USDA nutritional guidelines. USDA nutritional guidelines A snack must include two of the following: • A serving of fluid milk • A serving of meat or meat alternative • A serving of 100 percent juice, fruit or vegetable • A serving of bread and/or grain A meal must include the following: • A serving of fluid milk • A serving of meat or meat alternative • A serving of fruit • A serving of vegetables • A serving of bread and/or grain33 Breads, cereals and grains must be made from whole-grain or enriched meal or flour. A serving size consists of the edible portion of the cooked lean meat. Nuts and seeds may meet only one half of the total meat or meat alternative serving. It must be served with another meat or meat alternative to meet the lunch/supper requirement. Reimbursement rates 2013-14 Rates are adjusted annually

Free

Breakfast $1.89 Lunch/supper $3.01 Snack $.8034

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Applying for SSO Interested schools should first contact the Pennsylvania Department of Education to determine the initial eligibility for the program. If eligibility is determined, PDE will introduce them to the application steps. Webinar “Funding to serve healthy meals: afterschool and summer” This prerecorded webinar from the Pennsylvania Department of Education and the Food Research Action Center discusses federal reimbursement programs for meals and snacks during afterschool and summer programs. Benefits of offering healthy meals and snacks, requirements for reimbursement, information on how to get started and resources to guide you in the application process are being shared. • Recording assets.center-school.org/recordings/psaydn/2013-04-24.jar • PowerPoint Presentation www.psaydn.org/content/FundingToServeHealthyMeals.pdf Questions If you have questions regarding the Child and Adult Care Food Program, contact the Pennsylvania Department of Education, Food and Nutrition Services at RA-CACFP@pa.gov or (800) 331-0129.

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Appendix A: School year meal programs

Afterschool Snack Program

Benefits • Easy addition to NSLP • Reimbursed meals based on income eligibly

(free, reduced, paid) • Designed for schools • Applicable if site is in an area with more than

50% of student receiving free or reduced lunch • Reimbursement funds may be reallocated • Increases afterschool activity participation

Challenges • Must take part in NSLP • Meals may not be served afterschool, only snack

may be served • Excludes interscholastic athletic programs • Must have approval and participation of a School

Food Authority

Child and Adult Care Food Program

Benefits • Reimbursed meals based on income eligibly

(free, reduced, paid) • Allows for supper and snack to be served • Provides extra educational materials on nutrition • Sites can be anywhere so long as the meet

eligibility requirements • Reimbursement funds may be reallocated • Increases afterschool activity participation

Challenges • Not supported by NSLP • Sites and sponsors must use a meal distributor or

purchase and prepare meals

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Appendix B: Summer meal programs

Summer Food Service Program

Benefits • Flexible location so long as it meet the eligibility

requirements • Reimbursement based on site location and meal

preparation choice, taking into account extra expenses*

• May use census data from local elementary school to determine eligibility

Challenges • Max of two meal/snacks a day (unless migrant or

camps program) • Must register all sites • Sites and sponsors must use a meal distributor or

purchase and prepare meals

Seamless Summer Option

Benefits • Run through NSLP • Registration and paperwork waived • With state approval, can serve outside of schools • Reimbursed meals based on income eligibly

(free, reduced, paid)*

Challenges • Max of two meal/snacks a day (unless migrant or

camps program) • Must have School Food Administrator

* Reimbursement rates for SFSP and SSO are different. Consider which best suits your program.

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Appendix C: SFSP meal patterns

For the purpose of this table, a cup means a standard measuring cup.

Source: www.pears.ed.state.pa.us

Food Components Breakfast Select foods from all 3 components

Lunch or Supper Select foods from all 4 components

Snack Select 2 of the 4 components

Milk Milk, fluid

1 cup (8 fl oz)

1 cup (8 fl oz)

1 cup (8 fl oz)

Vegetables and/or Fruits1 Vegetable(s) and/or fruit(s) OR 50% strength or higher vegetable or fruit juice or an equivalent quantity of any combination of vegetable(s), fruit(s), and juice. However, 50% strength juice is not recommended because double the quantity is needed to meet the fruit/vegetable component.

½ cup ½ cup (4 fl oz)

3/4 cup total

3/4 cup 3/4 cup (6 fl oz)

Grains and Breads2 Bread OR Cornbread, biscuits, rolls, muffins, etc. OR Cold dry cereal OR Cooked pasta or noodle product OR Cooked cereal or cereal grains or an equivalent quantity of any combination of grains/breads

1 slice 1 serving 3/4 cup or 1 oz ½ cup ½ cup

1 slice 1 serving 3/4 cup or 1 oz ½ cup ½ cup

1 slice 1 serving 3/4 cup or 1 oz ½ cup ½ cup

Meat and Meat Alternatives Lean meat or poultry or fish3 OR Cheese OR Eggs OR Alternative Protein Product OR Cooked dry beans or peas OR Peanut butter or soynut butter or other nut or seed butters OR Peanuts or soynuts or tree nuts or seeds4 OR Yogurt5 OR An equivalent quantity of any combination of the above meat/meat alternatives

(Optional) 1 oz 1 oz 1/2 large egg 1 oz ¼ cup 2 tbsp 1 oz 4 oz or ½ cup

2 oz 2 oz 1 large egg 2 oz ½ cup 4 tbsp 1 oz= 50% 8 oz or 1 cup

1 oz 1 oz 1/2 large egg 1 oz ¼ cup 2 tbsp 1 oz 4 oz or ½ cup

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Resources

Applying to the Afterschool Food Programs www.pears.ed.state.pa.us/snp/Splash.aspx Food Insecurity for Children in the U.S. www.ers.usda.gov/media/1120651/eib-113.pdf Food Insecurity in Pennsylvania dnwssx4l7gl7s.cloudfront.net/phillyhunger/default/page/-/StateOfHunger_PA2013_FINAL.pdf Pennsylvania Food and Nutrition Programs www.portal.state.pa.us/portal/server.pt/community/pa_food_and_nutrition_programs/18762 Seamless Summer Option www.fns.usda.gov/cnd/governance/Policy-Memos/2013/SP32-2013os.pdf Summer Food Program www.pears.ed.state.pa.us/forms/files/PDE%20373.pdf

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End Notes 1 U.S. Department of Agriculture (2014, February 25). School meals: Child nutrition programs. Retrieved

February 25, 2014, from http://www.fns.usda.gov/school-meals/child-nutrition-programs.

2 Bickel, G., Nord, M., Price, C. Hamilton, W., Cook, J. (2000). Measuring food security in the United States: Guide to measuring household food security. U.S. Department of Agriculture. Retrieved from http://www.fns.usda.gov/fsec/FILES/FSGuide.pdf

3 Food Research and Action Center (FRAC). (2013, 1 December). Profile of hunger, poverty, and federal nutrition programs: Pennsylvania. Retrieved February 24, 2014, from http://frac.org/wp-content/uploads/2010/07/pa.pdf.

4 U.S. Department of Agriculture (2014, February 7) National School Lunch Program: Total participation. Retrieved February 24, 2014, from http://www.fns.usda.gov/pd/01slfypart.htm 5 Pennsylvania Department of Education (2007). Nation School Lunch Afterschool Snack Program.

Author. Retrieved from http://www.pears.ed.state.pa.us/forms/files/PDE005.pdf

6 Pennsylvania Department of Education (2007). 7 Pennsylvania Department of Education (2007). 8 Food Research and Action Center (FRAC). (2013) Reimbursement rates & income guidelines for the federal child nutrition programs. Author. Retrieved from: http://frac.org/wp-content/uploads/2010/08/fedrates.pdf 9 Pennsylvania Department of Education (2007). 10 U.S. Department of Agriculture (USDA). (2013, July). At-risk afterschool meals: A Child and Adult Care

Food Program handbook. Washington, D.C., Author.

11 USDA (2013) 12 USDA (2013) 13 USDA(2013) 14 USDA (2013) 15 USDA (2013) 16 USDA(2013) 17 FRAC (2013) 18 USDA (2013) 19 USDA (2013) 20 FRAC (2013, 1 December) 21 Food Research and Action Center (FRAC). (2010). Summer FAQ. Retrieved from

http://frac.org/federal-foodnutrition-programs/summer-programs/summer-faq/#open

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22 FRAC (2010) 23 FRAC (2010) 24 FRAC (2010) 25 FRAC (2010) 26 USDA (2014) 27 U.S. Department of Agriculture (2014). The summer food service program: 2014 nutrition guidance for

sponsors. Author. Retrieved from http://www.pears.ed.state.pa.us/forms/files/PDE%20373.pdf

28 Yalcinanahtar, O. (2014, 7 January). Summer Food Service Program reimbursement rates for FY 2014. [Memorandum to Summer Food Service Providers]. Pennsylvania Department of Education. Retrieved from www.pears.ed.state.pa.us/forms/files/SFSP Memo 1 2014.pdf

29 Long, C. (2013, 12 November). Available flexibilities for CACFP at-risk sponsors and centers transitioning to Summer Food Service (SFSP). .[Memorandum to the Regional Directors Special Nutrition Programs All Regions]. United States Department of Agriculture. Retrieved from http://www.pears.ed.state.pa.us/forms/files/SFSP%2006-2014.pdf

30 Rothstein, M. (2013, March 29). 2013 Edition of questions and answers for the National School Lunch Program’s Seamless Summer Option. [Memorandum to the Regional Directors Special Nutrition Programs All Regions]. United States Department of Agriculture. Retrieved from http://www.fns.usda.gov/cnd/governance/Policy-Memos/2013/SP32-2013os.pdf

31 Rothstein, M. (2013) 32 Rothstein, M. (2013) 33 Rothstein, M. (2013) 34 Food Research and Action Center (FRAC). (2013) Summer Reimbursement Rates. Author. Retrieved

from http://frac.org/federal-foodnutrition-programs/summer-programs/summer-funding/