Prereview Training Handouts - Food Service Education and ...

Prereview Training Handouts - Food Service Education and ...

General Program Compliance, Part 1 Module 5 Objectives: Provide information on organizing required documents for the review of General Program Compliance areas, common findings, and strategies to avoid findings Course Number 124 Fall 2019

1 General Area General Program Compliance Civil rights On-site monitoring Professional standards Reporting and recordkeeping 2

Civil Rights (1) The state must determine if each school food authority (SFA) administers program services and benefits in accordance with all laws, regulations, and guidance related to nondiscrimination in all program delivery. 3 Civil Rights (2) On-site review

Meal observation o Overt identification o Meal accommodation o And Justice for All poster 4 Civil Rights (3) On-site review Systems and written procedures o Reasonable accommodations

o Language assistance o Complaint resolution Civil Rights and Complaints training is linked in the Referenced Resources below. 5 Civil Rights (4) Required Documents for Toolbox Documents that mention the School Nutrition Programs (SNP) Civil rights training documents with agenda and

sign-in sheets Collection of racial and ethnic data 6 Civil Rights (5) Required Documents for Toolbox Complaint procedures for civil rights compliance o Agency uniform complaint procedure must contain all USDA required nutrition program civil rights elements o CDEs USDA Civil Rights and Complaints web page

Resolution documentation of any noncompliance And Justice for All poster (11 X 17) eating areas and administrative office 7 Civil Rights (6) Required Training Subjects Collection and use of data Complaint procedures Compliance review techniques

Resolution of noncompliance Requirements for language assistance Conflict resolution Customer service Requirements for reasonable accommodations of persons with disabilities 8

Civil Rights (7) Common Findings And Justice for All poster not posted in public location Poster not 11 X 17 Training documents lacked all components Lack of complaint procedures Program materials lack nondiscrimination statement 9

Civil Rights (8) Strategies to Avoid Findings Display the And Justice for All posters where participants can view them and at the administrative office Check that the And Justice for All poster is 11 X 17 Develop a civil rights complaint procedures for your agency Review program materials that mention the food programs to ensure the nondiscrimination statement is included Check training agenda for all required topics 10

SFA On-site Monitoring (1) Required for SFA with more than one site Must evaluate meal counting and claiming systems Includes general areas of review Must be completed by February 1 11

SFA On-site Monitoring (2) Lunch o All sites (annually) Breakfast o 50 percent of total breakfast sites every year Required documents for toolbox: Site monitoring forms for sites selected for review SNP 22 in the Download Forms section of the CNIPS 12 SFA On-site Monitoring (3)

Common Findings Monitoring forms have no findings A minimum of 50 percent of the schools operating breakfast were not monitored at least once every two years Monitoring not completed by February 1 Not all sites are monitored 13 SFA On-site Monitoring (4) Strategies to Avoid Findings

Plan and track completion of site monitoring o Spreadsheet o Calendar o Tracking tool Develop a system to maintain and organize monitoring documents Make sure all monitoring is completed by February 1 annually Follow up within 45 days to ensure corrective actions are implemented 14

Professional Standards (1) Hiring Standards for New Food Service Directors Minimum education and experience standards based on the number of students enrolled in the district Minimum food safety training Applies to new food service directors hired on or after July 1, 2015 Applies to charter, private, public schools, RCCIs, and food service management companies 15

Professional Standards (2) Hiring Standards Based on Student Enrollment 2,499 or fewer students: Small SFA 2,500 to 9,999 students: Medium SFA 10,000 or more students: Large SFA CDE will evaluate professional standards for the staff at the sites selected for review, central kitchen, and food service administrative office 16

Professional Standards (3) Definitions: Employee Categories Directors: Plan, administer, implement, monitor, and evaluate all districtwide aspects of the SNPs Managers: Manage day-to-day operations at one or more schools, but not all schools Staff: Involved in a nonmanagerial role in day-today operations 17 Professional Standards (4) Required Annual Training Hours

SFAs are required to document and track the number of hours of training for each employee: Directors: 12 hours Managers: 10 hours Staff 20 hours per week: 6 hours Part-time staff < 20 hours per week: 4 hours 18 Professional Standards (5) California-specific Training Policies (1)

Option to meet training standards over two school years Conference exhibits or product demonstrations count up to two hours 19 Professional Standards (6) California-specific Training Policies (2) Training standards must be met for directors in an acting capacity for more than 12 months

Training for substitute staff and volunteers encouraged Food safety training of 8 hours must be completed every five years for all directors 20 Professional Standards (7) Hiring Flexibility for Small Districts Hiring flexibility for LEAs with 2,499 or fewer students: SNP experience is no longer a hiring requirement

Relevant food service experience in other areas is acceptable Documentation of relevant unpaid or volunteer experience 21 Professional Standards (8) California-specific Hiring Policies Hiring flexibility for LEAs with less than 500 students: o High school diploma or general education credential o 3 years of school nutrition experience no longer required

o Must be the best available candidate o New acting directors need to meet the education standards if acting for more than 12 months 22 Professional Standards (9) Required Documentation for Toolbox: Education and Food Safety Education: Diploma or degree Rsum and college transcripts (if no degree)

Prior Food Safety Training: Certificate of completion Dated sign-in sheet and an agenda that includes the training title, topic(s) covered, and instruction time 23 Professional Standards (10) Required Documentation for Toolbox: Training First and last names of staff Employee category Date and name of the training

Training hours credited Key areas covered Key topics addressed Learning objectives 24 Professional Standards (11) Required Documentation: Training Cafeteria funds: Can cover the cost of staff training and SFAs are encouraged to use free or low-cost training

resources Does not cover cost of college credits to meet FSD hiring requirements 25 Professional Standards (12) Cafeteria Fund Use Policy If a new director does not meet the hiring standards, cafeteria funds may be used to pay: Directors salary if implementing a CDE-approved corrective action plan

and the LEA has 2,499 or fewer students Acting directors salary if not longer than 12 months Cafeteria funds may not be used to pay: Directors salary for an LEA with 2,500 or more students College educational requirements 26 Professional Standards (13) Common Findings Lack of:

o Tracking system or tool o Training documentation o Food safety certificate o Education requirement for new director Training hours not met Expired food safety certificate 27 Professional Standards (14) Strategies to Avoid Findings Develop and maintain tracking system or tool

Maintain training documentation o Training hours completed o Training agendas, sign-in sheets, certificates of completion Maintain documentation to support new director hiring requirements o Food safety certificate o Education documentation CDE Professional Standards for SNP Personnel web page 28 Reporting and Recordkeeping (1) Records must be maintained for three years plus the current

fiscal year, i.e.: Reimbursement claims Eligibility records Point-of-service meal counts Menu and food production records Cafeteria fiscal records 29 Reporting and Recordkeeping (2) Reports submitted in a timely manner o Verification

o Food safety inspection requests Records and reports must be maintained until all audit findings are resolved Failure to maintain program records could result in significant fiscal findings 30 Reporting and Recordkeeping (3) Common Findings Records not maintained for the required time period

Reports not submitted in a timely manner 31 Reporting and Recordkeeping (4) Strategies to Avoid Findings Develop system to maintain records Develop and maintain written plan and procedure Maintain calendar of due dates and

allow time to compile and complete required information 32 Congratulations! You have completed Module 5! 33

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