Food Services for Charter Schools

Food Services for Charter Schools

SPECIAL PROGRAMS SYSTEM CBOs Tutorial CBOs Login Web Address: www.opt-osfns.org/osfns/Resources/SpecialPrograms/Login.aspx To log into the Special Programs System: Enter your Username. Enter your Password. Click Login. If you need a username and password, please follow instructions on login page 2 Annual After School, Saturday & Holiday Meals Program Office of Food and Nutrition Services Training Upon login, Program Director is directed to a mandatory Annual After School Meals and Civil Rights training in which you need to agree to the Office of Food and Nutrition Services terms and conditions prior to the

submission of the application At the end of the training, after agreeing to the terms and conditions you will be given an option to email or print a copy of the training for the programs key onsite staff It is the Program Directors responsibility to ensure the key onsite staff is trained on the rules, regulations and requirements including Civil Rights 3 Annual After School, Saturday & Holiday Meals Program Office of Food and Nutrition Services Training Program directors must read the training and agree to the policies and procedures Program director must read to the end of document to make Submit button active

Program director must agree to terms in order to submit their request by providing first and last name then click submit 4 Community Based Organization Page Start by creating or editing your organization page 5 Community Based Organization Page On the Organization Home page, select the After School Program that you would like to request. Snack, Hot and/or Cold Meals, and Saturday or Holiday Program. Fill out Organization Details and upload a current copy of your SACC License.

Note that SACC License capacity cannot be exceeded even when you are sharing the license. You will receive an email when Organization Page is approved. Only then you can return and log into the system to complete and submit your request. 6 Data Entry Begin the data entry by selecting the Regular School Hours & Program Hours from the drop-down menu. Program information submitted on the Organization Page will be pre-populated on the application. This information can only be updated on the Organization Page and not on the application. 7 Data Entry

Enter data for all fields: The program name will be pre-populated from the Organization Page; Organization/Provider Full Name - if you had the same program last year, please use the exact name as before -System will not allow two programs with the same name. 1. Enter Days of Service Select specific days of service. 2. Enter Number of Meals A minimum of 75 will be required to request Hot Meals. 3. Select Meal Type Cold Meal, Hot Meal or Snack. Click on View Menu to see menu details. 4. Enter Meal Service Time - After school meals will be served only after the regular school hours are over.

5. Enter Requested Dates of Operation - Click on to choose the programs Start and End dates. 8 Program Contact Information Program Contact Information will be prepopulated from information submitted in the Organization Pages. Changes to this section must be done in the Organization Page. After you have finished entering the request for service, click Weekly Roster Form. Application cannot be submitted until you complete the Weekly Roster Form. If you decide not to complete the form, all information on the application will not be saved and you will need to start the process again when ready to complete the Weekly Roster Form.

A new window will open where you can select the students names already registered in ATS. 9 Electronic Weekly Roster Must name roster before selecting students names Search students names by these categories & click Click Here to search Select the students names participating in the program Click here to create roster Weekly Roster heading information is prepopulated from the information

completed on the application. You can search for students name by 1) Select All students enrolled in ATS. 2) Last Name & First Name, full name or just the initial of the last or first name. 3) Classroom, enter number as it appears in ATS. 4) Grade, enter as it appear in ATS. 5) Students ID, enter as it appears in ATS. 6) Or you can add the names of students that are not in ATS and students attending another school. When making your selection, click on Click Here to start the students name look up 10 Electronic Weekly Roster Click to Add or Delete names to create roster, students added will show in box

on the right Add students names not found in ATS or students attending another school Click Save Roster to save and close Roster Please note you can create multiple rosters within one application by clicking Create Roster after you have saved the first one 11 Electronic Weekly Roster Click to create multiple rosters or click Go to Previous Page to go

back to application Click on Submit Request to submit and save application When you click Go to Previous Page, it will take you to the application to review information and click Submit Request. A message similar to the following will appear: "Application has been submitted for approval. Your ID number is ASM042120161. It may take up to two weeks before meals can be provided." Office of Food & Nutrition Services will review your application for approval. The school principal, SchoolFood Manager, and the Program Director will receive an email message when the Office of Food & Nutrition Services approves or rejects the request. Use the Electronic Roster to keep track of the attendance and meal participation daily. The complete tallied roster must be submitted to the kitchen manager by Monday. You may log back into the application at any time to update and print a copy of the roster. 12 Change Request Log in to Special Programs Online System Click on the Search / Edit button on the top left corner of your screen.

Scroll down to the bottom to see all programs under your school. Click Select for the program you would like to edit. On the open application make all necessary edits If increasing or decreasing enrollment, the weekly roster must be updated by clicking Update Roster Form If changing meal type from snack to cold or hot meals, a new application must be submitted To submit and exit the application click Submit Change Request and a pop up message will show confirming that the changes were submitted successfully 13 Updating/Printing Weekly Roster

Log in to Special Programs Online System Click on the Search / Edit button on the top left corner of your screen. Scroll down to the bottom to see all programs under your school. Click Select for the program you would like to print or edit. To print your current roster, once the application is open, scroll down the page (below the comments section) and click the Print Roster / View Roster button and select Print All Rosters to print all rosters on file. To edit an existing roster, click on Update Roster Form. From the Roster Summary screen, click Edit, then add or delete students and save the changes.

Click the Go to Previous Page button to confirm that all of the roster data has been saved. If you are only updating the roster, there is no need to click on Submit Change Request. Change Requests are to be submitted only when there is a change of service days, time, enrollment, meal type, operation date or contact information. To print your updated roster(s), click the Print Roster / View Roster button and select Print All Rosters to print all rosters on file A PDF file will download, after which you can open and print the file or save the document. 14 Weekly Roster After School Meals Electronic Rosters records enrollment, eligibility, attendance and participation Student attendance on a daily basis is noted by a blank for present and an (A) for absent

At Risk Program use the clicker for meal participation At Risk Roster 1--DAILY 1--DAILY ATTENDANCE ATTENDANCE TAKEN TAKEN A A FOR FOR ABSENT, ABSENT, LEAVE LEAVE BLANK BLANK FOR FOR PRESENTS PRESENTS LE MP SA 2-GRAND 2-GRAND TOTAL TOTAL THE

THE ATTENDANCE ATTENDANCE FOR FOR THE THE DAY DAY 3-GRAND 3-GRAND TOTAL TOTAL THE THE CLICKER CLICKER COUNT COUNT FOR FOR THE THE DAY DAY 15

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