The Summer Food Service Program

Food That's In When School is Out!

2009 Site Supervisor's Guide

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United States Department of Agriculture

Food and Nutrition Service

> "In accordance with Federal law and U.S. Department of Agriculture
> policy, this institution is prohibited from discriminating on the
> basis of race, color, national origin, sex, age, or disability."
>
> To file a complaint of discrimination, write USDA, Director, Office of
> Civil Rights, 1400 Independence Avenue, SW, Washington, D.C.
> 20250-9410 or call, toll free (866) 632-9992 (Voice). TDD users can
> contact USDA through local relay or the Federal Relay at (800)
> 877-8339 (TDD) or (866)377-8642 (relay voice users). USDA is an equal
> opportunity provider and employer.

Revised December 2008

**Contents**

Introduction 1

What You Can Expect From Your Sponsor 1

Training 2

Site Visits 3

What You Must Do for Your Sponsor 4

The First Day 6

Meal Pattern Requirements 7

For a Meal to be Reimbursable, It Must Contain: 7

Summer Food Service Program Meal Patterns 8

Keep These Food Safety Rules in Mind 9

Official Visitors 11

Questions and Answers 12

Do\'s and Don\'ts 15

Do 15

Don\'t 16

Notes 17

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**Introduction**

> In this book, you will find:

-   What you can expect from your sponsor

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-   Your responsibilities as a site supervisor

-   The meal pattern requirements for the meals you serve

-   Safety rules to keep in mind

-   How to work with official visitors

-   Questions and Answers

-   Some do's and don'ts while running your site

A smoothly run site for the Summer Food Service Program for Children
(SFSP) is something that every sponsor and site worker hopes to achieve.
Everyone wants an organized, well-supervised program that meets the goal
of the SFSP: to serve fresh, well-balanced meals that are appetizing to
children, come rain or shine. Working toward that goal, each site\'s
staff uses the same key ingredients: lots of dedication, time, and
know-how.

As a site supervisor, your dedication to your job will have a major
impact on the success or failure of your sponsor\'s program. For
example, since your sponsor\'s reimbursement is based on the daily
records you keep of the meals prepared or delivered and served, how well
you keep those records will directly affect your sponsor\'s program. You
are the one who must alert your sponsor when something is wrong with the
meals -- when the food is spoiled or when there is too much or not
enough food. By working cooperatively with your sponsor and following
program guidelines, you can ensure that your site provides nutritious
meals and snacks to children in your neighborhood during school vacation
periods.

**What You Can Expect From Your Sponsor**

To maintain a good relationship, both you and your sponsor should
clearly know which responsibilities are yours as the site supervisor,
and which are the sponsor\'s. The sponsor will:

-   Handle all the bills and most of the paperwork involved in running
    the program. (You are responsible for keeping records of meals that
    are served at your site.)

    -   Conduct a pre-approval visit to your site to ensure that it is
        suitable, and possibly request required improvements.

    -   Advise which meal types will be served at your site.

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    -   Let you know if your site is limited to serving a maximum number
        of meals by meal type. If maximum levels for each meal service
        at your site have been established, your sponsor will not
        receive reimbursement for meals served in excess of the approved
        maximum levels.

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    -   Instruct you on what to do with any leftover meals. You and the
        sponsor should work together to ensure that each child receives
        only one meal at each mealtime and that food is not wasted. Your
        sponsor will explain if seconds may be served.

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    -   Give you a supply of forms or access to an electronic system for
        recording the meals served daily. The sponsor should explain
        when and how you should submit the completed forms. This record
        is important because your sponsor will be paid only for the
        meals that your daily records show were served as first, and
        possibly second, meals to children.

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    -   Assign a monitor to visit your site, to review operations, and
        answer any questions you may have. The monitor will fill out and
        discuss review forms with you and may provide onsite follow-up
        training and guidance.

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    -   Provide information concerning the availability of meals and
        nutritional benefits of the program in the appropriate
        translation.

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    -   Include the nondiscrimination statement, and describe how to
        file a complaint, in any program information directed to parents
        of participating children and potential participants.

    -   Provide you with an approved nondiscrimination poster for
        prominent display at the site, and explain that your site must
        be open to all attending children, regardless of race, color,
        national origin, sex, age, or disability.

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-   ![](media/image4.jpeg){width="1.25in" height="1.5in"}Record, or ask
    you to record, the number of participating children by ethnic/racial
    category.

    -   Provide you with the information and assistance you feel you
        need. Let your sponsor or monitor know about any problems you
        are having so they can be corrected quickly.

> **[Training:]{.underline}** Sponsors also are required to arrange a
> pre-operational training session for you. The training will cover:

-   the kind of meal service (self preparation or delivered) your site
    will have,

-   the types of meals your site will serve (i.e., breakfast, lunch,
    snack, and/or supper),

-   the times meals are delivered and served,

-   recognizing and serving a complete meal,

-   the proper method for counting meals,

-   trash removal service,

-   record-keeping requirements for your site's food service,

-   the people to call about problems and when and where to call them,

-   local health and sanitation standards,

-   local security and safety considerations, and

-   the nondiscrimination policy.

> **[Site Visits]{.underline}:** Sponsors are required to make periodic,
> unannounced visits to your site. Some of the questions the sponsors
> will address include:

-   Are the children eating the entire meal at the site?

-   Are adults from the community who do not work with the program being
    fed?

-   Are all components of the meal being served to children as one unit,
    or are the meal components served separately?

-   Do the meals meet the meal patterns that are on page 8 of this
    handbook?

-   Are meals at your site served only during the assigned times?

-   Do the children know where the serving will take place when the
    weather is bad?

-   Are you filling out your records completely every day?

-   When meals are delivered, are you counting the meals and making sure
    the correct date and time are noted before you sign the delivery
    receipt?

-   Are you checking for spoilage, missing food components, or portions
    that are too small?

-   Do the monitor\'s counts match your counts?

-   What do you do with leftover meals?

-   Are second meals served as complete meals?

-   Do you change the number of meals you prepare or order depending on
    the number of children who come to the site?

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**What You Must Do for Your Sponsor**

As site supervisor, you must:

-   Attend the training session(s) provided by your sponsor before your
    site begins its summer food service operation. Someone who has
    received program training must be present at each site when meals
    are being served.

-   Order from your sponsor, or prepare at your site, only the number of
    meals that you need. Even with the most carefully planned programs,
    sites occasionally have more meals than they do children to eat the
    meals. Discuss with your sponsor if seconds may be served and what
    to do with leftovers, if you have ordered or prepared too many
    meals. Contact your sponsor to change the number of meals delivered
    if you have many meals leftover, or if you do not have enough meals
    to serve all of the children by the end of the meal period. If you
    prepare the meals at your site, plan to change the number you
    prepare to meet the needs of your site.

-   Check with your sponsor to see how meals will be delivered to your
    site. Usually, vendors and food service management companies must
    deliver each meal in a single package or unit. Only milk or juice
    can be delivered separately. However, there are some exceptions.
    Your sponsor will tell you if any exceptions have been approved for
    your site.

-   Count the number of meals delivered, and check them thoroughly each
    day. Meals delivered from a central kitchen should also be counted
    and checked for good program management. It is important to check
    food on delivery for proper temperatures. Make sure thermometers are
    available to check the temperature. Sign only for the number of
    acceptable meals delivered and write the time of delivery on the
    receipt. If everything has been delivered correctly, sign the
    receipt. If the delivery is NOT correct, do NOT sign the receipt
    without clearly writing on the receipt the problems with your
    site\'s delivery. You should immediately notify your sponsor of the
    problems you had that day.

-   Keep a copy of the delivery receipt and meal count record with your
    daily report. The delivery receipt should identify what meal was
    delivered, the number of meals delivered, the date and time of
    delivery and match the menu for the day the meals were delivered and
    served. Your sponsor will let you know how and when your receipts
    and daily meal count forms will be submitted. Either your sponsor
    will collect them or ask you to mail them to the sponsor\'s office.

-   Count meals at the point of service. This helps to make sure that
    the meal counts are accurate. At the end of each meal, record on the
    daily report form provided by the sponsor the number of complete
    breakfasts, lunches, snacks, or suppers you served as first meals
    and as second meals.

-   Make sure the meals served meet the meal pattern requirements. This
    rule applies to all meals -- those prepared at your site or those
    delivered by a food service management company or other vendor.
    Contact your sponsor when delivered meals do not meet the meal
    patterns listed in this guide.

-   Serve one complete meal to each child, unless instructed differently
    by your sponsor. If you have a school sponsor, you may be able to
    use "offer versus serve" or OVS. This means that children do not
    have to choose every component of the meal that is offered to them.
    In an OVS meal service, you have to [offer]{.underline} a complete
    meal to each child, but the child can refuse one or more of the
    components. In a non-OVS meal service, you have to
    [serve]{.underline} the complete meal. Each meal you serve must
    contain the correct portions of each of the components included in
    the meal pattern.

-   Serve only one meal to each child during a meal service. After all
    children receive one complete meal, you may serve a limited number
    of second meals if permitted by your sponsor.

-   Be sure that children eat the entire meal at the site, unless the
    sponsor allows a piece of fruit or vegetable to be taken off-site.
    Check with your sponsor to find out if this is allowed.

-   Do not allow parents to eat any portion of the child(ren)\'s meal.

-   Serve meals to children 18 years of age or younger, or people (of
    all ages) with physical or mental disabilities who participate in
    special school programs for the disabled.

-   Never serve spoiled food or incomplete meals to children. Contact
    your sponsor immediately if you receive spoiled or incomplete meals
    so that the sponsor can resolve the problem.

-   Serve the approved meals at your site only during the meal times
    assigned by your sponsor. Because some sites are exempt from some of
    the following time limitations, be sure to check with your sponsor.

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-   Meals must be delivered within one hour before serving time if your
    site does not have a refrigerator or adequate storage facilities.

-   You must allow at least three hours between the beginning of one
    approved meal service and the beginning of another (breakfast,
    lunch, snacks, and/or supper.

-   If you do not serve a snack after lunch and before supper, then you
    must allow at least four hours between lunch and supper.

-   You must begin serving supper before 7 p.m. and end by 8 p.m.

-   You can only serve lunch and supper for two hours. Breakfast and
    snack service cannot last for more than one hour.

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-   Serve meals to all attending children regardless of race, color,
    national origin, sex, age, or disability.

-   Allow all children equal access to services and facilities at your
    site regardless of race, color, national origin, sex, age, or
    disability.

-   Display in a prominent place a nondiscrimination poster provided by
    your sponsor. If your site is outdoors, you may want to take the
    poster back and forth each day or attach it to the coolers or
    warming units.

-   Make program material provided by your sponsor available to the
    public upon request.

-   Comply with any guidance provided by the monitors.

**The First Day**

The first day is very important. It is when you introduce the children
to the summer meal service. Although signs and posters around the site
will help both children and neighborhood adults remember the rules, you
should make sure they understand the rules. Before mealtime on the first
day of your program, take time to talk with the children about the
following:

-   **Who may eat at the site:** Children who are under 18 or younger
    (or others who are physically or mentally disabled and who
    participate in a special school program for the disabled);

-   **When the meals will be served;**

-   **Where the meals will be served when the weather is bad**;

-   **What type of meals will be served**; and

-   **Why meals must be eaten at the site:** Unless your sponsor allows
    a piece of fruit or vegetable to be taken off-site, all food must be
    eaten by the children at the site. This is to ensure the safety of
    the food and that the food is consumed by the child.

#  Meal Pattern Requirements

The meal pattern requirements assure well-balanced, nutritious meals
that supply the kinds and amounts of foods that children require to help
meet their nutrient and energy needs. You must make sure that meals
served at your site meet the meal pattern requirements listed on the
following page. Compare the menus of the meals to be served at your site
with these requirements and learn to recognize incomplete meals.

+-----------------------+----------------------+-----------------------+
| **For a Meal to be    |                      |                       |
| Reimbursable, it Must |                      |                       |
| Contain:**            |                      |                       |
+-----------------------+----------------------+-----------------------+
| **Breakfast**         | **Lunch or Supper**  | **Snack**             |
+-----------------------+----------------------+-----------------------+
| -- One serving of     | -- One serving of    | -- Must contain two   |
| milk;                 | milk;                |                       |
|                       |                      | food items from       |
| -- One serving of a   | -- Two or more       |                       |
|                       | servings             | different components. |
| vegetable or fruit    |                      |                       |
|                       | of vegetables and/or | However, juice        |
| or a full-strength    |                      |                       |
|                       | fruits;              | cannot be served      |
| juice; and            |                      |                       |
|                       | -- One serving of    | when milk is          |
| -- One serving of     | grain                |                       |
| grain or              |                      | served as the only    |
|                       | or bread;            |                       |
| bread.                |                      | other component.      |
|                       | and                  |                       |
| -- A meat or meat     |                      |                       |
|                       | -- One serving of    |                       |
| alternate is          | meat                 |                       |
| optional.             |                      |                       |
|                       | or meat alternate.   |                       |
+-----------------------+----------------------+-----------------------+

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**Summer Food Service Program Meal Patterns**

+-------------------------+------------+----------------+------------+
| **Food Components**     | **B        | **Lunch or**   | **         |
|                         | reakfast** |                | Snack^1^** |
|                         |            | **Supper**     |            |
|                         |            |                | **(Choose  |
|                         |            |                | two**      |
|                         |            |                |            |
|                         |            |                | **of the   |
|                         |            |                | four)**    |
+-------------------------+------------+----------------+------------+
| **Milk**                | 1 cup (8   | 1 cup (8 fl.   | 1 cup (8   |
|                         | fl.        | oz.)^3^        | fl.        |
| Milk, fluid             | oz.)^2^    |                | oz.)^2^    |
+-------------------------+------------+----------------+------------+
| **Vegetables and/or     | ½ cup      | ¾ cup total^4^ | ¾ cup      |
| Fruits**                |            |                |            |
|                         | ½ cup (4   |                | ¾ cup (6   |
| Vegetable(s) and/or     | fl. oz.)   |                | fl. oz.)   |
| fruit(s), or            |            |                |            |
|                         |            |                |            |
| Full-strength vegetable |            |                |            |
| or fruit juice or       |            |                |            |
|                         |            |                |            |
| an equivalent quantity  |            |                |            |
| of any combination of   |            |                |            |
|                         |            |                |            |
| vegetables(s),          |            |                |            |
| fruit(s), and juice     |            |                |            |
+-------------------------+------------+----------------+------------+
| **Grains and            | 1 slice    | 1 slice        | 1 slice    |
| Breads^5^**             |            |                |            |
|                         | 1 serving  | 1 serving      | 1 serving  |
| Bread, or               |            |                |            |
|                         | ¾ cup or 1 | ¾ cup or 1     | ¾ cup or 1 |
| Cornbread, biscuits,    | oz.^6^     | oz.^6^         | oz.^6^     |
| rolls, muffins, etc.,   |            |                |            |
| or                      | ½ cup      | ½ cup          | ½ cup      |
|                         |            |                |            |
| Cold dry cereal, or     | ½ cup      | ½ cup          | ½ cup      |
|                         |            |                |            |
| Cooked pasta or noodle  |            |                |            |
| product, or             |            |                |            |
|                         |            |                |            |
| Cooked cereal or cereal |            |                |            |
| grains or an            |            |                |            |
|                         |            |                |            |
| equivalent quantity of  |            |                |            |
| any combination of      |            |                |            |
|                         |            |                |            |
| grain/bread             |            |                |            |
+-------------------------+------------+----------------+------------+
| **Meat and Meat         | (Optional) | 2 oz.          | 1 oz.      |
| Alternates**            |            |                |            |
|                         | 1 oz.      | 2 oz.          | 1 oz.      |
| Lean meat or poultry or |            |                |            |
| fish or alternate       | 1 oz.      | 1 large egg    | ½ large    |
| protein product,^7^ or  |            |                | egg        |
|                         | ½ large    | ½ cup          |            |
| Cheese, or              | egg        |                | ¼ cup      |
|                         |            | 4 tbsp.        |            |
| Eggs, or                | ¼ cup      |                | 2 tbsp.    |
|                         |            | 1 oz.= 50%^8^  |            |
| Cooked dry beans or     | 2 tbsp.    |                | 1 oz.      |
| peas, or                |            | 8 oz. or 1 cup |            |
|                         | 1 oz.      |                | 4 oz. or ½ |
| Peanut butter or soy    |            |                | cup        |
| nut butter or other     | 4 oz. or ½ |                |            |
|                         | cup        |                |            |
| nut or seed butters, or |            |                |            |
|                         |            |                |            |
| Peanuts or soy nuts or  |            |                |            |
| tree nuts or seeds, or  |            |                |            |
|                         |            |                |            |
| Yogurt, plain or        |            |                |            |
| sweetened and flavored, |            |                |            |
| or                      |            |                |            |
|                         |            |                |            |
| An equivalent quantity  |            |                |            |
| of any combination      |            |                |            |
|                         |            |                |            |
| of the above meat/meat  |            |                |            |
| alternates              |            |                |            |
+-------------------------+------------+----------------+------------+

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

**^1^**Serve two food items. Each food item must be from a different
food component. Juice may not be served when milk is served as the only
other component.

^2^ Shall be served as a beverage, or on cereal, or use part of it for
each purpose.

^3^ Shall be served as a beverage.

^4^ Serve two or more kinds of vegetable(s) and/or fruit(s) or a
combination of both. Full-strength vegetable or fruit juice may be
counted to meet not more than one-half of this requirement.

**^5^** All grain/bread items must be enriched or whole-grain, made from
enriched or whole-grain meal or flour, or if it is a cereal, the product
must be whole-grain, enriched or fortified. Bran and germ are credited
the same as enriched or whole-grain meal or flour.

^6^ Either volume (cup) or weight (oz.) whichever is less.

^7^ Must meet the requirements in Appendix A of the SFSP regulations.

^8^ No more than 50 percent of the requirement shall be met with nuts or
seeds. Nuts or seeds shall be combined with another meat/meat alternate
to fulfill the requirement. When determining combinations, l oz. of nuts
or seeds is equal to 1 oz. of cooked lean meat, poultry, or fish.

+-----------------------------------------------------------------------+
| **Keep These Food Safety Rules in Mind**                              |
|                                                                       |
| -   Bacteria can grow rapidly between 40°F and 140°F, which includes  |
|     room temperature. This is known as the *danger* *zone*.           |
|                                                                       |
| ```{=html}                                                            |
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| ```                                                                   |
| -   Avoid holding foods in this temperature *danger zone*. Do not     |
|     hold a food in the temperature *danger* *zone* for longer than    |
|     two hours. After two hours discard the food.                      |
|                                                                       |
| -   Keep meals and milk not being served at the time in the           |
|     refrigerator or cooler at a temperature of 40°F or below. Hot     |
|     meals should be in a warming unit or insulated box at a holding   |
|     temperature of 140°F or more.                                     |
|                                                                       |
| -   Remember that you cannot determine food safety by sight, taste,   |
|     odor, or smell. If there is *any* doubt, throw the food away.     |
|                                                                       |
| -   Train food service employees on safe food handling, on the safe   |
|     use of all types of equipment, and on personal hygiene.           |
|                                                                       |
| -   Keep a fire extinguisher and first-aid kit handy and instruct all |
|     personnel in their use.                                           |
|                                                                       |
| The four core messages of Clean, Separate, Cook and Chill will help   |
| you keep your food safe to eat.                                       |
|                                                                       |
| [CLEAN]{.underline}                                                   |
|                                                                       |
| -   Wash hands frequently and properly, for at least 20 seconds with  |
|     soap and *hot* water. Use a *separate* hand wash sink, not sinks  |
|     used for food preparation or dishwashing. Always wash hands after |
|     touching hair or face.                                            |
|                                                                       |
| -   Use disposable towels when drying hands. Discard disposable       |
|     towels after each use.                                            |
|                                                                       |
| -   Cough or sneeze into disposable tissues ONLY, and wash hands      |
|     afterwards. If you sneeze on food or food production areas,       |
|     discard the food and clean and sanitize the food production area. |
|                                                                       |
| -   Persons with colds, or other communicable diseases should **not** |
|     be permitted to work in food preparation areas.                   |
|                                                                       |
| -   All superficial cuts should be covered with a bandage and a       |
|     disposable glove.                                                 |
|                                                                       |
| -   Any person with an infected cut or skin infection should **not**  |
|     be permitted to work with food.                                   |
|                                                                       |
| -   Use disposable gloves properly. Wash hands before putting on      |
|     gloves, avoid touching skin, carts, refrigerator, freezer, oven   |
|     doors, money, or any unclean surfaces. Throw the gloves away      |
|     after using or touching anything other than food.                 |
|                                                                       |
| -   Follow instructions exactly on how to use and clean kitchen       |
|     equipment.                                                        |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   Keep all equipment such as cutting boards, can openers, grinders, |
|     slicers, and work surfaces clean and sanitized. Sanitize          |
|     equipment and work surfaces between use with raw and cooked       |
|     foods. Check with local health department codes for a list of     |
|     sanitizing agents.                                                |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   Use plastic cutting boards. Purchase adequate number of cutting   |
|     boards to prevent cross contamination during food production.     |
|                                                                       |
| -   Empty garbage cans daily. They should be kept tightly covered and |
|     thoroughly cleaned. Use plastic or paper liners.                  |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Keep These Food Safety Rules in Mind**                              |
|                                                                       |
| [SEPARATE]{.underline}                                                |
|                                                                       |
| -   Avoid cross-contamination.                                        |
|                                                                       |
| -   Use appropriate utensils to pick up and handle food.              |
|                                                                       |
| -   Never touch ready-to-eat foods with your bare hands.              |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   If using hands, wear disposable plastic gloves and do not touch   |
|     anything unclean with the gloves. Throw the gloves away after     |
|     using or touching anything other than food.                       |
|                                                                       |
| -   Prepare sandwiches and salads with a minimum amount of handling.  |
|                                                                       |
| -   As a food safety precaution, you may want to use two sets of      |
|     cutting boards: one for meats, and one for vegetables and fruits. |
|     Buying plastic cutting boards in different colors will help to    |
|     keep them straight.                                               |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   Prevent juices from raw meat, poultry, or seafood from dripping   |
|     on ready-to-eat foods, such as salad greens, either in the        |
|     refrigerator or during preparation.                               |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   Store ready-to-eat foods *above* raw uncooked foods.              |
|                                                                       |
| [COOK]{.underline}                                                    |
|                                                                       |
| -   Be sure thermometers are available and use them properly.         |
|     Calibrate thermometers on a regular basis.                        |
|                                                                       |
| -   Use a meat thermometer to ensure that meat and poultry are cooked |
|     all the way through.                                              |
|                                                                       |
| -   Cook foods to minimum required internal temperatures for safety.  |
|                                                                       |
| **Minimum Internal Temperatures for Safety**                          |
|                                                                       |
| **(based on the *2005 FDA Food* *Code*)**                             |
|                                                                       |
|   ------------------ -----------------------------------------------  |
|   165 ۫ F for 15      Poultry, stuffing, stuffed fish, pork or beef;   |
|   seconds            pasta stuffed with eggs, pork, casseroles,       |
|                      reheating leftovers.                             |
|                                                                       |
|   155 ۫ F for 15      Ground meats, beef, lamb, veal, pork,            |
|   seconds            pasteurized eggs held on steam table, cubed or   |
|                      Salisbury steaks, fish nuggets or sticks         |
|                                                                       |
|   145 ۫ F for 15      Seafood, beef, pork, veal steaks, & roasts       |
|   seconds            (medium rare), eggs cooked to order and served   |
|                      immediately.                                     |
|                                                                       |
|   140 ۫ F for 15      Fresh, frozen, or canned fruits and vegetables   |
|   seconds            that are going to be held on a steam table or    |
|                      in a hot box.                                    |
|   ------------------ -----------------------------------------------  |
|                                                                       |
| -   DO NOT partially cook foods. Partial cooking may encourage        |
|     bacteria to grow before cooking is completed.                     |
|                                                                       |
| -   If the serving of a hot food must be delayed, keep it at a        |
|     holding temperature of 140°F or above.                            |
|                                                                       |
| CHILL                                                                 |
|                                                                       |
| -   Keep cold foods COLD! (Refrigerate or chill food at 40 °F or      |
|     below)                                                            |
|                                                                       |
| -   Keep frozen food in a freezer at 0 °F or lower.                   |
|                                                                       |
| -   Cool hot food from 140°F to 70°F within two hours. If during the  |
|     cooling process food temperatures do not reach 70°F immediate     |
|     action is required or food must be discarded. Cool foods from     |
|     70°F to 40°F or below within four hours. DO NOT ALLOW ANY FOODS   |
|     TO COOL AT ROOM TEMPERATURE.                                      |
|                                                                       |
| -   Refrigerate or freeze properly cooled leftovers in covered,       |
|     two-inch shallow containers.                                      |
|                                                                       |
| -   Divide large containers of soups, sauces, or vegetables so that   |
|     the smaller portions will cool more quickly. Stirring throughout  |
|     the chilling process will shorten the total cooling time. An ice  |
|     paddle or ice bath will also help to rapidly cool foods.          |
|                                                                       |
| -   Leave airspace around containers or packages to allow circulation |
|     of cold air so that rapid cooling is ensured.                     |
|                                                                       |
| -   Once cooled, tightly cover and date leftovers.                    |
|                                                                       |
| -   DO NOT THAW FOODS AT ROOM TEMPERATURE. Thaw poultry and meat in a |
|     refrigerator and not on counters. Refreeze only if ice crystals   |
|     are still present.                                                |
+-----------------------------------------------------------------------+

**Official Visitors**

> From time to time, your site may have official visitors who will want
> to talk with you about the food service. These visits are unannounced
> in most situations. They are required to carry identification, so if
> you have any doubts please ask to see it. If you are still concerned,
> check with your sponsor. You should keep a written record of these
> visits for reference purposes, and you should report the results of
> all official visits and reviews to your sponsor.
>
> In addition to the monitors from your sponsor\'s office, you should
> expect to see representatives from the local health department. State
> agency and Federal staff who administer the SFSP also may review the
> program. All these people will want to work with you and your sponsor
> to help ensure smooth food service operations at your site. Remember,
> these officials will note any problems they observe. It is your
> responsibility to make sure your meal count matches the reviewers\'
> count (sponsor, State agency, or Federal) at your site. If you are
> unable to match the meal count, you must explain on your meal count
> record why the two counts do not match.

Because your sponsor may not be paid for those meals you serve that do
not meet program requirements, you must make sure your site meets all
requirements and that any problems are corrected immediately. If you
receive a violation notice from a monitor or health department
representative, take immediate steps to correct the violation and inform
your sponsor.

> ![](media/image8.jpeg){width="1.25in" height="1.75in"}

**Questions and Answers**

These are frequently asked questions about the SFSP. If you have other
questions, contact your sponsor. Your sponsor is there to help you run a
good program.

> **1. As a site supervisor, what are some of my responsibilities?**
>
> You must attend training before the site opens, order and receive the
> meals from your sponsor, ensure the proper number of complete meals
> are delivered, and ensure the correct number of complete meals are
> safely served to children 18 years old or younger. You also must
> ensure the children eat their meals on site, that you do not
> discriminate against any children, and prepare complete and accurate
> records of deliveries, meal counts, and other paperwork as necessary.
>
> **2. What will I learn during my training session?**
>
> Some of the things you will learn at your site supervisor's training
> are: the types of meals you will serve and how to serve them properly;
> how to count the meals you serve; how to maintain local security,
> safety, health and sanitation standards; and how to keep complete,
> accurate records.

**3. What should I do if my site\'s meals are not delivered?**

Call your sponsor immediately and explain that you did not receive your
meals. The sponsor will notify the people responsible for delivering the
meals.

**4. What should I do if meals are delivered late?**

First, discuss the problem with the driver and make a note of the
problem on the delivery receipt. If the problem continues, call your
sponsor.

**5. What should I do if the food is spoiled?**

If you realize that any meals are spoiled before you sign for them,
refuse to accept them. If you do not realize there is a problem until
you are serving the food, immediately stop the meal service and take
back **all** meals. This can be a very dangerous situation, so do not
serve any part of any of the meals. Call the sponsor immediately. Let
the sponsor notify the vendor and someone will come to pick up the
spoiled meals. This procedure applies even if only one component in the
meal is spoiled.

> **6. May I serve meals to adults who are working with the food
> program?**

Your sponsor will give you instructions regarding adult staff meals.

**7. May I serve meals to adults in the community?**

This program is primarily for children. You should post signs at the
site so adults understand that the SFSP is not for them. You may want to
check food assistance programs in your area that serve adults and senior
citizens so you can refer them to other places where they can receive
meals or food.

**8. What should I do if adults demand meals?**

Call your sponsor immediately. The sponsor will probably send someone to
the site to deal with the problem.

**9. May I serve seconds?**

Check with your sponsor. Even if your sponsor allows you to serve
seconds you should plan to serve only one complete meal per child.
However, even with good planning, you will have extra meals left when
attendance fluctuates. In this case, if your sponsor allows it, you may
serve second meals. All second meals served must be complete meals to
count as a reimbursable meal. Always indicate on your daily record how
many seconds you serve. Since there are limits on the number of seconds
that can be reimbursed, contact your sponsor to adjust your meal order
if you are receiving too many meals. If you prepare the meals at your
site, adjust the amount of food you prepare to plan on serving one meal
per child.

> **10. What can I do when a child does not want to eat every item of
> their meal?**

You can designate sharing tables or stations where children may return
whole items that they choose not to eat and take items other children
have shared, provided that this is in compliance with local and State
health and safety codes. Food from sharing tables (except fruits and
vegetables) may not be removed from the site and must be stored/disposed
of in the same manner as other leftovers.

**11. What should I do if the children do not want to eat at the site?**

Check with your sponsor to find out if a piece of fruit or a vegetable
item may be taken off-site. If it is permitted, make sure that children
are not taking any other food components off-site. If the sponsor does
not allow any items to be taken away from the site, tell the children
that

they must eat the whole meal at the site. You may want to post signs,
and if this is a recurring situation, notify your sponsor.

> **12. What are some of the safety rules I should keep in mind?**
>
> Some important food safety rules include:

-   Keep hot foods hot, and cold foods cold,

-   Properly store leftover foods,

-   Keep milk at the proper temperature before serving,

-   Empty garbage cans daily, and

-   Keep a fire extinguisher and first aid kit close by and ensure that
    all site personnel are trained in their use.

**13. What should I do if I suspect a child has a food-borne illness?**

If you suspect a food-borne illness take the following action.

-   Stop serving the remaining food.

```{=html}
<!-- -->
```
-   Get the following information:

    -   name(s) of the child(ren);

    -   name(s) of parent(s) or guardian(s);

    -   parents' or guardians' telephone number;

    -   when the child last ate (the date and the time);

    -   what the child last ate (include everything eaten);

    -   what, if anything, tasted bad when it was eaten; and

    -   what time the child began to feel ill, including the symptoms

```{=html}
<!-- -->
```
-   Include information on the food item(s) involved. Keep all leftovers
    of the suspected food(s) and mark "DO NOT USE."

-   Call the local or State Health Department and inform them of the
    incident. They will direct you on what to do for the child(ren) and
    with the suspected food(s).

-   Contact your sponsor to inform them of the incident.

**14. How does my sponsor get paid for the meals I serve?**

Sponsors are paid a set amount per meal. Sponsors are reimbursed
according to the daily records you keep that account for all categories
of meals you serve. Your records are the sole basis for reporting the
number of meals you serve.

### Do\'s and Don\'ts

![](media/image10.jpeg){width="3.25in" height="2.375in"}

![](media/image11.jpeg){width="1.5666666666666667in" height="1.5in"}

**Notes**

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Site's Name and/or Number:

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Site Supervisor\'s Name

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Sponsor\'s Name

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Sponsor\'s Representative

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Sponsor\'s Address

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Sponsor\'s Phone Number

Comments:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_