Summer Food Service Program Residential and Non-Residential Camps - Maine Department of Education
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Summer Food Service Program
Residential and Non-Residential
Camps
Maine Department of Education
This Photo by Unknown Author is licensed under CC BY-SA-NC
Summer Contacts
Adriane Ackroyd, SFSP Coordinator –
adriane.ackroyd@maine.gov / 592-1722
Welcome! We Kate Fayle, SFSP Outreach/Applications –
kaitlin.fayle@maine.gov / 592-4198
are here for Michele Bisbee, Chef, SFSP Waivers/Materials –
michele.bisbee@maine.gov / 592-6076
you. Paula Nadeau, Administrative Support –
paula.nadeau@maine.gov / 624-6842
Child Nutrition Pamela Partridge, Administrative Support –
Contact Page pamela.partridge@maine.gov / 624-6843
Robin Kerber, Farm and Sea Coordinator –
robin.kerber@maine.gov / 592-0820
Terri Fitzgerald, USDA Foods –
terri.fitzgerald@maine.gov / 624-6882
Agenda
SUMMER IN 2021 – TRAINING SFSP FOR CAMPS CAMP MEAL PATTERN
WAIVERS! RESPONSIBILITIES
PAPERWORK STATE AGENCY APPEALS AND
REQUIREMENTS REVIEW PROCESS SERIOUS
DEFICIENCY
Program Purpose
Ensuring Children have Access to Nutritious
Meals and Snacks When School is not in
Session.
The Summer Food Service Program (SFSP) is a
federally-funded, state-administered program.
SFSP reimburses program operators who serve
free healthy meals and snacks to children and
teens in low-income areas.
Waivers
Disclaimer
May not be applicable to the needs of your operations
Maine DOE Child Nutrition can work with you to help
determine need
2021 is unlike “traditional” Summers..
Sample of SFSP Nationwide Waivers to address the COVID-19 pandemic
Non-congregate feeding – Meals can be taken/eaten offsite
Area eligibility – Establish sites in areas of need that don’t qualify normally
Parent/guardian pick-up – They can pick up on behalf of children – meals still for
children
Meal service time flexibility – Allows multiple meals to be provided at once
July 1, 2021-September 30, 2021 Summer Food Service Program Waiver
Reporting Form - Sponsors must complete this form to operate under any of
the USDA Nationwide waivers during Summer 2021 operations.
As new sponsors, please work with us to understand these flexibilities. They
may not be here in 2022.
Waiver Resources
#59 – #71 relate to 2021 SFSP (through June 30, 2021); #73 – 81 and 83 (July
1, 2021 – end of summer/start of school year)
USDA COVID-19 Waiver Website: https://www.fns.usda.gov/programs/fns-
disaster-assistance/fns-responds-covid-19/child-nutrition-covid-19-waivers
DOE Child Nutrition Waiver Websites:
List of waivers
https://www.maine.gov/doe/schools/nutrition/laws/covid19waiversmemos
COVID-19 resources
https://www.maine.gov/doe/schools/nutrition/unanticipatedschoolclosure
CDC guidance
https://www.cdc.gov/coronavirus/2019-ncov/community/schools-
childcare/index.html
Summer Training
Opportunities
This training in addition to the Civil Rights
training are required to be completed to
fulfil the annual SFSP training requirement.
Additional training topics and modules will
be released between March and June
including:
Meal Pattern and Menu Ideas
Program Promotion
Waivers and USDA updates
https://www.maine.gov/doe/schools/nutriti
on/programs/sfsp
Oversee personnel /
Accept an agreement
volunteers & make
with Department of
sure the site(s)
Education, Child
operate within
Nutrition
compliance
Sponsor
Responsibilities
Prepare the meals / File reimbursement
or find a vender claims
Rural or Self All Other
Prep Sites Types of Sites
BREAKFAST 2.4625 2.4150
LUNCH or SUPPER 4.3175 4.25
SNACK 1.0200 0.9975
2021 Reimbursement RatesCamps Defined
➢ Camps mean residential summer
camps and nonresidential day
camps which offer a regularly
scheduled food service as part of
This Photo by Unknown Author is licensed under CC BY-NC
an organized program for enrolled
children.
➢ Nonresidential camp sites shall
offer a continuous schedule of
organized cultural or recreational
programs for enrolled children
between meal services.Enrolled for-profit sites and for-profit camps
are not eligible to participate.
Camp Meals are reimbursed only for those children
that meet the free or reduced-price eligibility
standards provided through a household
Qualification application.
Camp Sponsors must collect and maintain
individual household applications, or seek out
the eligibility of a child through the child's
schoolCan be reimburse up to 3
meal types a day
Camps and
Upward Accountability by student
Bound name
Only those income eligible
can receive a free mealClosed enrolled sites are usually established where:
An identified group of needy children live in a
Closed “pocket of poverty”
Identified low-income children are transported to
Enrolled Sites a congregate meal site located in an area with less
than 50 percent eligible children
vs A program provides recreational, cultural,
Day Camp religious, or other types of organized activities for
a specific group of children
Sites All children eat for free once It is determined that
50% of the children are income or area eligible
Only allowed to serve 2 meal typesWhich works best for you?
A non-residential camp could potentially be approved as either a
camp site, or a closed enrolled site.
-As a camp site, it could serve three meals, but would need to collect
income eligibility applications, and only be reimbursed for the eligible
children.
-As a closed enrolled site, it could only serve two meals, but would be
reimbursed for all children, and they could use area eligibility for as
long as the waiver is in effect.Camp Requirements
Camps that charge separately for meals also must explain that the
camp uses USDA’s eligibility standards for family size and income
levels at the level of reduced-price school meals.
Describe how the camp accepts household applications from campers
and assures that children who receive SNAP, FDPIR, or TANF benefits
are automatically eligible for free meals.
Describe how the camp will collect payments from children who must
pay the full price for their meals and how the camp ensures that
children receiving free meals are not overtly identified.
Assure that the camp has a hearing procedure for families who want
to appeal a denial of eligibility for free meals.Requirements cont.
In addition to the policy of service/nondiscrimination statement
described in this section, all applicants that are camps that charge
separately for meals must include the following:
(A) A statement that the eligibility standards conform to the
Secretary's family size and income standards for reduced price school
meals;
(B) A description of the method or methods to be used in accepting
applications from families for Program meals. Such methods must
ensure that households are permitted to apply on behalf of children
who are members of households receiving SNAP, FDPIR, or TANF
benefits using the categorical eligibility procedures described in
§225.15(f);Meal Pattern
Allowable Meal Combinations for Camps
o Breakfast, lunch, and supper
o Breakfast, lunch, and snack
o Breakfast, supper, and snack
o Lunch, supper, and snack
(ii) Residential camps are not subject to the time restrictions
for meal service set forth at paragraphs (c) (1) and (2) of this
section; andThe SFSP Meal Pattern has 4
Components
Milk
Vegetables and/or Fruit (considered 1 component)
Grains
Meat/Meat Alternate (not required for breakfast)
Nuts and seeds can be used to meet whole component
requirement for snack, but no more than ½ of the requirement
for lunch/supper. With the exception of nut butters.Breakfast Components
Component Serving Size Serve three
Milk 1 Cup Required
Vegetables or Fruit ½ Cup or 4oz. Required
Juice
Grains 1 oz. Equivalent Required
Meat/Meat 1 oz. Equivalent Optional
AlternateBreakfast Milk Serving Size 1 Cup/ 8oz Must be served as a liquid. Unflavored or flavored whole milk, reduced- fat milk, low-fat milk, fat- free.
Breakfast
Fruit or Vegetable
Serving Size ½ Cup
• A serving of fruit, vegetable, or 100% juice, or an
equivalent quantity in any combination.
• Dried fruit, may be used to meet the requirement.
• Dried fruit is credited based on volume served
• ( 1/4 cup dried fruit = 1/2 cup)Breakfast Grain Items Serving Size 1 oz. /28g Equivalent Can be whole-grain, or enriched, and cereals can be fortified. Examples of 1 ounce equivalents include: • Bread: 1 (28g) Slice • Cereal: 1 oz. (often ¾ cup) • Pancakes/Waffles: 1.2 oz. will equal a 1 oz. equivalent • Muffins/Cereal bars: 2 oz. will equal a 1 oz. equivalent You can always serve more than 1 of the item if the item alone does not credit to 1 oz. Consult the Exhibit A, NSLP Grain Crediting Chart from the food buying guide linked below. https://foodbuyingguide.fns.usda.gov/Content/TablesFBG/ExhibitA.pdf
Breakfast Meat/Meat Alternate (Optional) Serving Size 1 oz. Equivalent Examples of 1 ounce equivalents include: • Lean meat/poultry/fish/other protein 1 oz. • Cheese 1 oz. • Eggs ½ large egg • Cooked dry beans ¼ cup • Nut/seed butters 2 tablespoons • Peanuts/soy nuts/tree nuts/seeds 1 oz. • Yogurt 4 oz. or ½ cup https://foodbuyingguide.fns.usda.gov/
Offer vs Serve (OvS)
OVS allows children to decline some of the foods offered in a reimbursable
breakfast, lunch, or supper. By offering food choices children are more likely to
eat the food items they prefer rather than throw the food away. OVS is an option
for sponsors, not a requirement.
Terms to Know
o Food Component - One of the food groups that comprise a reimbursable
breakfast, lunch, or supper. Food components include milk, fruit and
vegetable, grains, and meat/meat alternate.
o Food Item - Foods that are part of a food component. For example, broccoli
is a food item in the fruit and vegetable component.Offer vs. Serve at Breakfast
Offer 4 food Items, at least one from each of the 3
required components + one additional food item
from any component except milk.
•Milk
•Vegetables and/or Fruit
•Grains
•Meat/Meat Alternate (optional)
A child must take at least 3 different food items out of
the 4 food items offered, with the option to take all 4.“Different”
Unlike the School Breakfast Program all
food items offered must be different from
each other:
• One large item cannot count as two
• Two pieces of toast are not two items
• But, a flaked cereal and a puffed
cereal would count as two different
itemsLunch/Supper Components
Lunch and Supper use the same meal pattern.
Component Serving Serve all 5 items
Milk 1 Cup 1 item required
Grain 1 oz. equivalent 1 item required
Meat/Meat Alternate 2 oz. equivalent 1 item required
Vegetable/Fruit ¾ Cup total, 2 2 items required,
different Items items must total ¾
cup, and can be no
less than 1/8 cup per
itemLunch/Supper Grain Component Serving Size 1 oz. Equivalent • Bread – 1 ounce/ 28 grams slice • Tortillas – 1 ounce/28 grams • Pasta or rice – ½ cup = 1 oz. equivalent Consult the Exhibit A, NSLP Grain Crediting Chart from the food buying guide linked below. https://foodbuyingguide.fns.usda.gov/Content/TablesFBG/Exhibi tA.pdf
Lunch/Supper Meat/Meat Alternate 2 oz. equivalent (breakfast is 1 oz.) In any equivalent combination to make 2 oz. Lean meat/fish/other protein 2 oz. Cheese 2 oz. Eggs 1 large egg Cooked dry beans or peas ½ cup Nut/seed butters 4 tablespoons Peanuts/soy nuts/tree nuts/seeds 1 oz. = 50% Yogurt 8 oz. or 1 cup Link to Food Buying Guide https://foodbuyingguide.fns.usda.gov/Content/TablesFBG/ExhibitA.pdf
Lunch/Supper Vegetables and/or Fruit Component 3/4 cup total combination of: • 2 different vegetables • 2 different fruits • 1 fruit and 1 vegetable combination If 1 of the 2 items offered is 100% juice, the second item must be a whole fruit or vegetable. Example ¼ Cup Celery ½ Cup Carrots= ¾ cup items must be over 1/8 cup to credit.
Items like deli meats, pulled pork, & hamburger, do
not credit ounce for ounce.
Example: 2 oz. of pulled pork will equal 1 oz.
Remember! creditable meat/meat alternate
Consult the USDA foods crediting guide:
http://www.maine.gov/doe/nutrition/resources/d
ocuments/2018USDAFoodsCreditingGuide_000.pdfOVS at Lunch or Supper
Lunch and supper OVS requirements are different from the breakfast OVS
requirements.
A child must select 3 food items at breakfast, but at lunch and supper a
child must take 3 different food components.
Offer 5 food items from the 4 food components
•Milk
•Vegetables and/or Fruit
•Grains
•Meat/Meat Alternate
All food items offered must be different from each other.
A child must select at least 3 different food components for a reimbursable
mealSnack Components
Two Different Components, in any combination:
• Milk – 8 ounces/1 cup
• Vegetable and/or Fruit – ¾ cup
• Grains- 1 oz. equivalent
• Meat/Meat Alternate- 1 oz. equivalent
• Meat and cheese- 1 ounce equivalent
• Nut butter – 2 tablespoons
• Nuts- 1 ounce
• Yogurt- 4 ounces/ ½ cup
Milk and juice only cannot be a snack
This is a “liquid” snack and kids need something more substantial
Sweet grain-based foods should not be served as part of a snack more than twice per-weekProduction Records are not required, but highly
recommended!
Keep
A menu of what items were served on what day,
Write on your tic sheets what was served
Keep
Meal Pattern
Child Nutrition (CN) labels Documentation
Product formulation statements
Receipts
When asked you will need to be able to proved
documentation on what and how much you served.Family Style
If meals at camps or closed enrolled sites are served family style, sponsors
must ensure that:
• A sufficient amount of food must be placed on each table to provide the
required portions of each of the food components, for all children at the
table and to accommodate Program adults supervising the meal service, if
they eat with the children.
Follow CDC guidance for safe service during the COVID-19 public health
emergency https://www.cdc.gov/coronavirus/2019-ncov/community/schools-
childcare/summer-camps.html*Chips* According to the Nutrition Guide for Sponsors: https://fns- prod.azureedge.net/sites/default/files/sfsp/SFSP_Admin_Guide_Sept2016.pdf No Potato Chips! • "Non-sweet snack foods • hard pretzels • hard bread sticks, • chips/crackers made from whole or enriched flour can be used to meet the grain requirement." “Limit the frequency and amounts you serve foods such as chips, ice cream, and pastries. If a site chooses to purchase additional food with SFSP funds, the food must be creditable under the meal pattern requirements."
Health Inspection All camps must be licensed through the Division of Health Engineering, and inspections are conducted by DHHS Visit: https://www.maine.gov/dhhs/mecdc/environmental- health/el/index.htm
Paperwork Requirements
Camps / Upward Bound
Camps and Upward Bound Sponsors need to document
meals served by type of meal: Breakfast/Lunch/Dinner-
for each income eligible child (those that have an approved
application)
Meals claimed for reimbursement can only be those
provided to eligible children.Example of Meal Counts https://www.maine.gov/doe/sites/maine.gov.doe/files/inline- files/Meal%20Count%20Worksheet%20for%20Camps_0.pdf
Instructions on Eligibility Applications
Only one application is needed per household
The must be signed and dated by the sponsor.
For more resources on determining eligibility visit:
https://www.maine.gov/doe/schools/nutrition/studenteligibility
-Webinar on approving applications
-Digital manual for determining application
-Current Income guidelines
-For any questions approving applications,
you can contact Maine DOE Child NutritionNew sites must
Claims must be have site info
submitted by sheets
the 8th of the approved in
Reimbursement month NEO BEFORE
they operate!
Claim
Do not edit your site info sheets in
Reminders NEO from the 1st of the month until
the claim is filed (by the 8th)
This could remove sites form your
claim!Non-congregate sites may not serve seconds
Serving seconds is an option for all other sites
Serving A second serving must be a complete meal and provided only
after all attending children have been served first meals
Seconds You are only reimbursed for 2% of first meals served
Document on the consolidated meals sheetOne Time Exceptions
Institutions may request a one-time
exception every 36 months for one
monthly original or revised claim
which results in an increased
reimbursement.Residential Camps Site Monitoring Review Sponsors are not required to conduct in person, onsite monitoring, however, please complete this form once per each session. Link to form
Non-residential Camps Sponsor Desk Monitoring Form (adapted for waivers) Sponsors are not required to conduct in person, onsite monitoring, however, a sponsor desk monitoring form has been created specifically tailored for a desk review. Link to form
Requirements For Traditional Summer Sponsors
• Public Notification/Press Release
• Sponsor Desk Monitoring Form (residential camp versus non-
residential)
• Onsite Monitoring Forms: Pre-visit (if new/problem site),
first week (if new/problem site), monitoring form (4-week
visit)
• Racial and ethnic data collection form (collected at each
camp session)
• Documentation for meals served daily at each site
• Documentation of food purchases and receipts, labor, and
https://www.maine.gov/doe/sc
other expenses hools/nutrition/programs/sfspPublic Notification
All FNS assistance programs must include a public
notification
The purpose is to inform applicants, participants,
and potentially-eligible persons of:
• Program availability
• Program rights and responsibilities
• The policy of nondiscrimination and
• The procedure for filing a complaint
10Public Notification of Program
Sponsors must:
• Make program information available to the public upon request
• Prominently display the “And Justice for All” poster at the time of
meal distribution
• Inform potentially eligible persons, and participants of
changes to programs.
• Convey the message of equal opportunity in all photos and
other graphics that are used to provide program or program-
related information
• Provide appropriate information in alternative formats for persons
with disabilities and in the appropriate language(s) for
LEP p e r s o n s .
52Mandatory Press
Release for Camp
Sponsors
Must include SY 2021 income eligibility guidelines
Must include the full non-discrimination
statement. If a publication does not run your
press release or does not include the non-
discrimination information that is fine, but there
must be documentation that efforts were made
to do so.
If you submitted one, post to your organization’s
website and keep a copy on file!
Sample on our website:
https://www.maine.gov/doe/schools/nutrition/p
rograms/sfspAll staff must receive Civil Rights training
– Webinar available.
Other training topics might include:
Accountability of meals being served Staff Training
Food safety and handling, including Requirements
COVID-19 protocols
Meal pattern
Save Training Agendas!Leftover Funds Can be put towards the next year’s Summer Meals Program Can be used in other Child Nutrition Programs If sponsor ceases program operation, excess money must be returned to Maine Department of Education Child Nutrition
Administrative
ReviewsAdministrative Review Process
Eligibility and Meal Pattern
Reviews will be conducted off site
Eligibility
documentation (if collecting meal benefit
applications)
Menus
Production records/documentation of food served
Invoices/receipts/food costs
Consolidated meal countsReview Process Continued Monitoring forms and staff training Pre-operational visit sheet (when applicable) First week visit sheet (when applicable) Sponsor Desk Monitoring /4 week visit sheet* Ethnic and Racial Data Form* Documentation of staff training Employee time attributed to the program *Remember forms must be completed for each camp session
Review Process Continued
Claim Documentation
Your review period will be 1 claim period
Documents to submit include:
Consolidated meal count sheet (meal counts by student
name)
Documentation of costs:
Showing Food/Labor/OtherCommon Administrative Review
Findings- Camps
• Meal Benefit Application Errors- improperly
completed:
• Missing SS#
• Missing names from all members in the
household
• Not signed
• Claiming every child who ate as income
eligible childrenAppeal Process and Serious Deficiency
Appeal Process and Serious Deficiency policies and procedures are
posted to the Maine DOE CN website under the Summer Food
Service Program Section.
Please take the time to review so you understand your rights and
responsibilities as a SFSP Sponsor.Non-Discrimination Statements
Federal
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and
policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA
programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal
or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large
print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for
benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the
Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages
other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-
3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a
letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy
of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:
(1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence
Avenue, SW, Washington, D.C. 20250-9410;
(2) fax: (202) 690-7442; or
(3) email: program.intake@usda.gov.
This institution is an equal opportunity provider.
State
The Maine Human Rights Act prohibits discrimination because of race, color, sex, sexual orientation, age, physical or
mental disability, genetic information, religion, ancestry or national origin.
Complaints of discrimination must be filed at the office of the Maine Human Rights Commission, 51 State House
Station, Augusta, Maine 04333-0051. If you wish to file a discrimination complaint electronically, visit the Human
Rights Commission website at https://www.maine.gov/mhrc/file/instructions and complete an intake questionnaire.
Maine is an equal opportunity provider and employer.Questions?
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