**Summer Meals for Kids**

**in Virginia**

#### 2003 Guide for 

**Preparation of the**

**Application for Sponsorship**

Mid-Atlantic Regional Office

Food and Nutrition Service

U.S. Department of Agriculture

Mercer Corporate Park

300 Corporate Boulevard

Robbinsville, New Jersey 08691-1598

"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, Room 326-W, Whitten Building, 1400 Independence Avenue,
S.W., Washington, DC 20250-9410 or call (202) 720-5964 (voice and TDD). 
\"USDA is an equal opportunity provider and employer.\"

### Revised December 2002 

![](media/image1.wmf){width="1.7694444444444444in"
height="1.7826388888888889in"}

**CONTENTS**

  -------------------------------------------------- --------------------
  **Introduction**                                   **page 1**

  **Sponsor Application Requirements & Checklist**   **page 3**

  **Assistance**                                     **page 5**

  **Attachments**                                    **page 6**

                                                     

  **AGREEMENT BETWEEN SPONSOR AND USDA**             **Section I**

  **Application for Sponsorship (and Instructions)** **Section II**

  **Site Information Sheet (and Instructions)**      **Section III**
  -------------------------------------------------- --------------------

# INTRODUCTION

We thank you for your continuing interest in the Virginia Summer Food
Service Program (SFSP). Application materials for 2003 SFSP operations
in Virginia are provided in this Guide. Please review all the enclosed
information and refer to it when completing the application and
associated forms.

For the 2003 season, applications are due in this office by **Friday,
May 16, 2003**. To aid you in the approval process for the 2003 SFSP, we
have provided a checklist (see **Sponsor Application Requirements &
Checklist** at page 3) of the documents that prospective sponsors must
complete and return. We suggest you utilize the enclosed checklist to
ensure that all necessary forms have been accounted for and that all
have original signatures before you mail the materials to this office.
You should check off each item on the checklist as it is completed and,
when finished, pack the checklist along with the application materials.
Upon completion, your application should be sent to:

Summer Food Service Program

USDA, Food & Nutrition Service

Mercer Corporate Park

300 Corporate Boulevard

Robbinsville, New Jersey 08691‑1598

**[PREVIOUSLY PARTICIPATING SPONSORS]{.underline} -** For those of you
that participated as sponsors last year, the *Applications* and *Site
Information Sheets* are **preprinted** with much of the information you
submitted last year. You will notice that there are some fields that we
have purposely left blank that you will have to complete anew each year.
You should complete the blank fields and carefully review the preprinted
fields to make certain they are up-to-date. If you make any changes to
the preprinted fields, please write over the preprinted information in
**RED** so it will be obvious to our reviewers.

The same holds true for the *Site Information Sheets*. There should be
one site sheet for each site (or camp session) that participated last
year that you must review and update. This means that you should only
have to **fully** complete a *Site Information Sheet* **for new sites
only**. If a site will not be returning, just mark that it has been
\"**cancelled**\" on the face of the preprinted *Site Information Sheet*
so we know to remove it from our database.

**[NEW SPONSORS]{.underline} -** Of course, for new sponsor
organizations, the application forms will be completely blank, since we
have no previous information regarding participation as an SFSP sponsor.

Enclosed with this booklet are the following:

-   **AGREEMENT BETWEEN SPONSOR AND USDA** - The *Agreement* is
    comprehensive and contains the basic regulatory requirements as
    contractual provisions. The *Agreement* still requires an original
    signature, of course.

-   **SPONSOR APPLICATION FOR PARTICIPATION** - They are preprinted for
    all previously participating sponsors. Instructions are provided.

-   **SITE INFORMATION SHEET(s)** - They are preprinted for all
    previously participating sites. Instructions are provided.

    Assistance on completing the application materials can be provided
    following the ***Basic SFSP Training*** sessions being conducted
    this year. If you wish to receive additional assistance with the
    application materials, please contact our office with any questions
    you may have. If necessary, we can make arrangements for staff from
    one of our Field Offices to contact you.

We have updated this *Guide* again for the 2003 season. All changes have
been highlighted with shading.

+-----------------------------------------------------------------------+
| **IMPORTANT NOTICE**                                                  |
+-----------------------------------------------------------------------+
| **When your application is approved, we will send you a printout of a |
| spreadsheet that indicates the projected amount of reimbursement you  |
| can expect to receive for 2003.**                                     |
|                                                                       |
| **PLEASE remember that the figures on the spreadsheet, and any budget |
| approval figures we will give you, are merely *PROJECTIONS* of what   |
| you can expect to receive in reimbursement based on                   |
| *[your]{.underline}* projections of average daily participation, the  |
| number of meals you expect to serve, and the number of days you       |
| expect to operate at each feeding site.**                             |
+-----------------------------------------------------------------------+

**SPONSOR APPLICATION REQUIREMENTS & CHECKLIST**

Please make sure that the following information has been completed and
included among those documents submitted for application approval; check
off those items that have been completed and are being returned to USDA.
**At least** one copy of each form should be included, except where
indicated. Those forms that require a signature **must have an original
signature**.

**Two** signed copies of the ***USDA/Sponsor Agreement*** (included)
**with original signature.** One copy will be returned with our approval
letter.

**One** copy of the ***Sponsor Application Form*** (included) **with
original signature.** A computer-generated copy with all data from your
submission will be returned with our approval letter.

**One** copy of the ***Site Information Sheet*** (included) *[for each
site]{.underline}*.

\[**Camps**: Remember that you must submit a **separate** *Site
Information Sheet* for ***each camp session***. You must provide
information relative to each separate camp session.\]

A letter to us regarding how you are meeting the **Federal Audit
Requirements**. Included at **Attachment A** is a discussion of the
**Federal Audit Requirements** and a copy of a sample letter to send us.
Please use the sample letter as a *template* to compose your own letter
to this office.

A copy of the \[actual or proposed\] letter to the appropriate **health
department** advising of your intention to serve meals at specified
locations with the dates and times of that service.

A copy of the **Meal Pattern Exception Form** (included as **Attachment
C**), only if you are going to use a meal pattern other than the
standard SFSP meal pattern (e.g. National School Lunch or Child Care
Program meal patterns).

A copy of the **Waiver for the Required First-Week Site Monitoring
Visits** (included as **Attachment D**), only if you are a previously
participating sponsor and wish to apply for this waiver.

A copy of the **Waiver for Flexibility of Time Restrictions on Meal
Service** (included as **Attachment E**), only if you are a previously
participating sponsor and wish to apply for this waiver.

***SPECIAL* REQUIREMENTS**

**SPONSORS BUYING MEALS FROM SCHOOLS *[ONLY]{.underline}*!**

One copy of the *contract* for sponsors that plan to use a school food
authority to provide meals, provide the proposed agreement.

**SPONSORS BUYING MEALS FROM COMMERCIAL VENDORS *[ONLY]{.underline}*!**

One copy of the proposed *food service management contract* for sponsors
contracting with a commercial meal vendor if the anticipated program
size will be under \$10,000. If the contract will exceed \$10,000, also
attach a copy of the wording to be used in the summary of the invitation
to bid, and indicate the planned date, time and place of the bid
opening.

***NEW* SPONSORS *[ONLY]{.underline}*!**

One copy of the completed pre-award ***Civil Rights Questionnaire***.

Two signed copies of the ***Free-and-Reduced-Price Policy Statement***
**with original signatures.**

Two signed copies of the ***Certification Regarding Lobbying; and
Disclosure of Lobbying Activities* with original signatures.**

***NEW* PRIVATE NONPROFIT SPONSOR ORGANIZATIONS *[ONLY]{.underline}*!**

One copy of your ***notice of tax-exempt status*** from the U.S.
Internal Revenue Service. ALL private nonprofit organizations must
submit a letter of determination from the U.S. Internal Revenue Service
(IRS) certifying that they are tax exempt under the IRS code of 1954
Section 501(c)(3).

**ASSISTANCE**

**If you have any questions about completing the application you may
contact the following SFSP staff:**

-   **Alan Crane/SFSP Supervisor** - (609) 259-***5134***

    E-Mail/Internet address **alan.crane@fns.usda.gov**

-   **Sharon Gellman** - (609) 259-***5130***

    E-Mail/Internet address **sharon.gellman@fns.usda.gov**

-   **Gail Magee** - (609) 259-***5137***

    E-Mail/Internet address **gail.magee@fns.usda.gov**

-   **FAX** - (609) 259-***5196***

    **You may also contact one of our Field Offices that services
    Virginia for assistance:**

-   **RICHMOND FIELD OFFICE** - Jan Griffith

    TEL: (804) 287-1710

    FAX: (804) 287-1726

-   **NORFOLK SATELLITE OFFICE** -- Donna Hamblet

    TEL: (757) 441-3570

    FAX: (757) 441-3571

-   **TOWSON FIELD OFFICE** - Jeanne Hutchins

    TEL: (410) 962-2391

    FAX: (410) 962-2401

-   **BLUEFIELD SATELLITE OFFICE** - Shirley Miller or Mike Chapluk

> TEL: (304) 324-8081
>
> FAX: (304) 324-8082

+----------------------------------+-----------------------------------+
| **ATTACHMENTS**                  |                                   |
+----------------------------------+-----------------------------------+
| A.  Federal Audit Requirements   |                                   |
+----------------------------------+-----------------------------------+
| B.  Sample Press Releases        | **B-1 *Open*** Sites              |
|                                  |                                   |
|                                  | **B-1** ***Enrolled*** Sites and  |
|                                  | ***Camps***                       |
+----------------------------------+-----------------------------------+
| C.  Meal Pattern Exception Form  |                                   |
+----------------------------------+-----------------------------------+
| D.  Waiver for the Required      |                                   |
|     First-Week Site Monitoring   |                                   |
|     Visits                       |                                   |
+----------------------------------+-----------------------------------+
| E.  Waiver for Flexibility of    |                                   |
|     Time Restrictions on Meal    |                                   |
|     Service                      |                                   |
+----------------------------------+-----------------------------------+

**Attachment A**

## FEDERAL AUDIT REQUIREMENTS

Public and private nonprofit organizations (PNOs) that receive and
expend Federal financial assistance (FFA) must comply with the
requirements for audits as specified in the SFSP Regulations. FFA is the
total combination of Federal funds and assistance received from **all**
Federal agencies, *including* the value of USDA commodity assistance.
Since reimbursement earned for the Child Nutrition Programs makes a
sponsor whole for expenses already paid for, the amount expended is the
amount of reimbursement received as documented on the reimbursement
form.

-   **Sponsors** (whether public or PNO) **expending under \$300,000 in
    total FFA in a fiscal** **year are *NOT* required to have an audit
    conducted.**

-   **Sponsors** (whether public or PNO) **expending \$300,000 or more
    in FFA *MUST* obtain an audit**. If the FFA is expended from only
    one program, the sponsor may obtain **either** a program-specific
    audit **or** an organization-wide audit. Sponsors expending total
    FFA of \$300,000 or more from more than one program **must** obtain
    an organization-wide audit.

The State administering agency must determine and identify which sponsor
organizations must meet the audit requirements and which must submit a
copy of their audit report. In Virginia, this involves conducting a
survey each year through the application process. Therefore, **ALL
SPONSORS MUST SUBMIT A LETTER WITH THEIR 2003 APPLICATION PACKAGE
DOCUMENTING EITHER:**

1)  **Compliance with the audit requirement** \[*we have attached a
    sample audit compliance letter to assist you in composing your own
    letter*\];

    ***OR***

2)  **That your organization is NOT subject to the audit requirement
    because it has expended below \$300,000 in FFA**.

***Reminder**: When an **organization-wide audit** is performed, the
full cost of the audit cannot be paid with SFSP administrative funds.
However, a percentage that represents the SFSP portion may be assessed
as a Program cost, if the cost was approved in the administrative
budget.*

+-----------------------+---------------------+-----------------------+
| **Federal Financial   | **Only One          | **More Than One       |
| Assistance**          | Program**           | Program**             |
|                       |                     |                       |
| **(FFA) \***          |                     |                       |
+-----------------------+---------------------+-----------------------+
| Under \$300,000       | No audit            | No audit requirement  |
|                       | requirement         |                       |
| (\< \$300,000)        |                     |                       |
+-----------------------+---------------------+-----------------------+
| \$300,000 or more     | Organization-wide   | Organization-wide     |
|                       | audit ***or*** an   | audit                 |
| (= or \> \$300,000)   | audit of only that  |                       |
|                       | one Program         |                       |
+-----------------------+---------------------+-----------------------+

**[SAMPLE]{.underline} AUDIT LETTER**

*\[for sponsors whose total Federal financial assistance equals or
exceeds **\$300,000**\]*

Alan Crane, SFSP Supervisor

Food and Nutrition Service, USDA

300 Corporate Boulevard

Mercer Corporate Park

Robbinsville, New Jersey 08691-1598

Dear Mr. Crane:

To satisfy the audit requirements for the Summer Food Service Program
(SFSP), the following is submitted to document our compliance with these
Federal requirements:

-   \[***sponsor organization name***\] will comply with the Federal
    audit requirements.

-   *Mr./Ms. \_\_\_\_\_\_\_\_,* \[***title***\], is responsible for
    coordinating the completion of the organization-wide audit or the
    program-specific audit \[*if the FFA is expended from only one
    program, the sponsor may obtain either a program-specific audit or
    an organization-wide audit \-- sponsors expending total FFA of
    \$300,000 or more from more than one program must obtain an
    organization-wide audit*\] which will include the 2002 SFSP funding.

-   \[***sponsor organization name***\]\'s parent organization, under
    whose auspices the organization-wide audit/program-specific audit
    will be completed is \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

-   The fiscal year, which will include the 2002 SFSP records, begins
    \_\_\_\_\_\_ and ends \_\_\_\_\_\_.

-   The anticipated completion date for this audit is \_\_\_\_\_\_.

-   A copy of the completed audit report will be sent to USDA within 30
    days of the anticipated completion date. \[***ONLY IF there
    [are]{.underline} findings pertinent to the SFSP**.*\]

    ***OR***

-   A copy of the Schedule of Federal Financial Assistance from the
    single audit which indicates that the SFSP was included in the audit
    universe. \[***If there are NO findings pertinent to the SFSP**.*\]

-   The completed audit report will be maintained on file for three
    years following the date of the audit report or resolution of any
    findings.

\[*Signature*\]

**Attachment B-1**

######## SUMMER FOOD SERVICE PROGRAM

**SAMPLE NEWS RELEASE**

**Open Sites**

The (name of sponsor) is participating in the Summer Food Service
Program. Meals will be provided to all children without charge.
Acceptance and participation requirements for the program and all
activities are the same for all regardless of race, color, national
origin, gender, age or disability, and there will be no discrimination
in the course of the meal service. Meals will be provided at the sites
and times as follows: \[list all sites and the starting and ending times
of meal service for each site\]

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

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

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

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

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

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

Any person who believes he or she has been discriminated against in any
USDA-related activity should write or call immediately to:

> USDA
>
> Director, Office of Civil Rights
>
> Room 326-W
>
> Whitten Building
>
> 14^th^ & Independence Avenue, S.W.
>
> Washington, DC 20250-9410
>
> \(202\) 720-5964 (voice or TDD)

USDA is an equal opportunity provider and employer.

**Attachment B-2**

**SAMPLE NEWS RELEASE**

## *Enrolled Sites and Camps*

The (name of sponsor) is participating in the Summer Food Service
Program. Meals will be provided to all eligible children free of charge.
(To be eligible to receive free meals at a residential camp, children
must meet the income guidelines for reduced price meals in the National
School Lunch Program. The income guidelines for reduced price meals by
family size are listed on the next page.) Children who are part of
households that receive foods stamps, or benefits under the Food
Distribution Program on Indian Reservations (FDPIR), or Temporary
Assistance to Needy Families (TANF) are automatically eligible to
receive free meals.

Acceptance and participation requirements for the program and all
activities are the same for all regardless of race, color, national
origin, gender, age or disability, and there will be no discrimination
in the course of the meal service. Meals will be provided at the sites
and times as follows: \[list all sites and the starting and ending times
of meal service for each site\]

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

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

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

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

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

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

Any person who believes he or she has been discriminated against in any
USDA-related activity should write or call immediately to:

> USDA
>
> Director, Office of Civil Rights
>
> Room 326-W
>
> Whitten Building
>
> 14^th^ & Independence Avenue, S.W.
>
> Washington, DC 20250-9410
>
> \(202\) 720-5964 (voice or TDD)

USDA is an equal opportunity provider and employer.

######### Attachment C

**MEAL PATTERN EXCEPTION FORM**

*You must complete this form if your organization plans to serve meals
outside of the standard Summer Food Service Program (SFSP) meal pattern.
You must receive our permission before you implement any of the options
described below.*

**Exceptions** are given for one or more of the following reasons:

1.  **[Vended Sponsors - Exception Requested for Service of Unitized
    Meals]{.underline}** - A vended sponsor may be granted an exception
    to the rule that, for sites of vended sponsors all meal components
    (except milk and juice) must be packaged, delivered and served as a
    unit.

2.  **[Smaller Portions]{.underline}** - A sponsor **MAY** serve smaller
    portions of food to participating children under six years of age
    and **MUST** use a special infant meal pattern for children under
    one year old. The sponsor must meet the meals pattern requirements
    for younger children established by the Child and Adult Care Food
    Program (CACFP). Sponsors wishing to serve smaller portions must
    demonstrate to FNS that they can control portion sizes and can
    ensure that the variations in portion size are in accordance with
    the age levels of the children being served. Please describe below
    your experience in serving smaller portions to younger children and
    why you believe this exception would be beneficial to your programs.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------

> If your meal pattern exception is based on **exception #2**, you will
> be sent a copy of the CACFP meal pattern.

3.  **[Use of Nonfat Dry Milk]{.underline}** - A sponsor may serve
    nonfat dry milk to children if, based on the activity the children
    will be participating in, the service of fluid milk would be
    impracticable and the meal service would be in a location where
    fluid milk is unavailable. An example of such activity could be a
    camping field trip to an area where is would be difficult, if not
    impossible, to bring and store fluid milk. When nonfat dry milk is
    used, the sponsor must ensure that the nonfat dry milk will be
    reconstituted at normal dilution and under sanitary conditions
    consistent with State and local health regulations. If given
    permission for a meal pattern exception based on **exception #3,**
    the sponsor is still required to get permission for field trips from
    USDA.

4.  **[Substitutions for Medical or Special Dietary
    Reasons]{.underline}** - On a case-by-case basis, a sponsor **must**
    make meal substitutions for medical or special dietary reasons for
    children with a disability and **may** make meal substitutions for
    medical or special dietary reasons for children without a
    disability.

> For participants who are disabled, the sponsor shall provide
> substitutions in foods only when a statement signed by a physician
> licensed by the State identifies: (1) the child\'s disabling condition
> and an indication that the disability restricts the child\'s diet; (2)
> the major life activity affected by the disabling condition; and (3)
> the food or foods to be omitted from the child\'s diet and the food or
> choice of foods that may be substituted.
>
> For participants who are not disabled, the sponsor may provide
> substitutions in foods only when a statement signed by a recognized
> medical authority (e.g., physician, physician assistant or nurse
> practitioner) includes: (1) an indication that the medical or other
> special dietary need restricts the child\'s diet; and (2) the food or
> foods to be omitted from the child\'s diet and the food or choice of
> foods that may be substituted.
>
> If you believe you will need to make substitutions to the meal pattern
> based on **exemption #4**, a copy of *FNS Instruction 783-2*, which
> contains more information, will be sent to you.

5.  **[Variation in Meal Requirements for Seventh Day Adventist
    Institutions]{.underline}** - Sponsors of Seventh-day Adventist
    schools and institutions may use meat analogues (plant protein
    products at the 100 percent level) to meet the meal/meat alternate
    component of the SFSP meal pattern. If your meal pattern exception
    request is based on **exemption #6**, you will be sent a copy of
    *FNS Instruction 783-14* which provides more information.

6.  **[Variations in Meal Requirements for Jewish Schools and
    Institutions]{.underline}** - Sponsors of Jewish schools and
    institutions may be exempted from the meal pattern requirement that
    milk to served with all lunches and suppers. There are three options
    these sponsors may choose from. Camp sponsors can choose one of the
    three options and are encouraged to use **Option 3**. All other
    sponsors can use only option one. The options are:

> **Option 1 -** The sponsor must serve an equal amount of full-strength
> juice in place of milk with lunch or supper.
>
> **Option 2 -** The sponsor must serve milk at an appropriate time
> before or after the meal service period, in accordance with applicable
> Jewish Dietary Laws.
>
> **Option 3 -** The sponsor must serve the juice component that would
> be part of a supplement (snack) with lunch or supper, and serve the
> milk component that would be part of lunch or supper with the
> supplement (snack).
>
> **OPTION\_\_\_\_\_\_\_\_\_\_\_\_\_.**

7.  **[Meals Prepared by a School District]{.underline}** - Some
    sponsors may serve meals that meet the National School Lunch Program
    (NSLP) and School Breakfast Program (SBP) meal patterns, rather than
    the SFSP meal patterns. If the sponsor is a school district or is a
    non-school sponsor, but purchases its meals from a school district,
    it can serve meals meeting the same meal patterns that were used in
    the NSLP and SBP during the school year. If you would like to serve
    meals using the NSLP or SBP meal patterns, check the appropriate box
    below. Note that the school sponsor or vendor that wants to use this
    option must use the [SAME EXACT]{.underline} meal patterns during
    the summer that it used during the past school year.

> Types of school meal patterns that are used during the school year and
> will continue to be used during the summer and which meal these meal
> patterns are used.

-   Nutrient Standard Menu Planning (NSMP or NuMenus) . . . . .
    Breakfast  Lunch  Supper

-   Assisted Nutrient Standard Menu Planning . . . . . . . . . . . . . .
    . Breakfast  Lunch  Supper

-   Enhanced Food Based Menu Planning . . . . . . . . . . . . . . . . .
    . Breakfast  Lunch  Supper

-   Traditional school food based meal pattern . . . . . . . . . . . . .
    . . Breakfast  Lunch  Supper

8.  **[Offer versus Serve]{.underline}** - This option is available only
    for school sponsors. At school sites, the exact same offer versus
    serve procedures used at the school site during the past school year
    must also be used during the summer, e.g. if an elementary school
    allows children to refuse only one item during the school year, that
    particular elementary school summer site must follow the same offer
    versus serve procedure during the summer.

-   [All]{.underline} our sites use "Offer vs. Serve" for all breakfasts
    and lunches served [and]{.underline} the number of components a
    child may refuse is the same for all sites: The maximum number of
    components a child can refuse for each meal type is:

Breakfast #\_\_\_\_\_ Lunch #\_\_\_\_\_ Supper \# \_\_\_\_\_\_

> If the number of components a child can refuse is [not]{.underline}
> the same for all sites, attach a sheet listing each for each site, the
> site name, and for each meal type, the number of components a child
> can refuse.

**SPONSOR MEAL PATTERN EXCEPTION**

I would like permission to use a meal pattern different from the
standard SFSP meal pattern. I am requesting exception number(s)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

I understand that if I am given permission to use a different meal
pattern, I am still responsible for meeting all the other requirements
of the SFSP Regulations, Instructions, Handbooks, and Food Buying Guide
etc. concerning what constitutes a reimbursable meal.

  ------------------ ---------------------------------- --------------------
  **Signature of                                        
  Sponsor                                               
  Representative**                                      

  **Sponsor                                             **Date**
  Organization**                                        
  ------------------ ---------------------------------- --------------------

+----------------------------+--------------------+-------------------+
| ***For FNS ONLY***         |                    |                   |
|                            |                    |                   |
| **FNS REVIEW OF MEAL       |                    |                   |
| PATTERN EXCEPTION          |                    |                   |
| REQUEST**                  |                    |                   |
+----------------------------+--------------------+-------------------+
|                            | \[*circle one*\]   |                   |
+----------------------------+--------------------+-------------------+
| Meal Pattern exception:    | **APPROVED**       | **DENIED**        |
+----------------------------+--------------------+-------------------+
| Reason, denied:            |                    |                   |
+----------------------------+--------------------+-------------------+

  -------------------------------------------------- --------------------
  **Signature of USDA official**                     **Date**

                                                     
  -------------------------------------------------- --------------------

**For Previously Participating Sponsors ONLY! Attachment D**

####### Waiver for the Required First-Week Site Monitoring Visits

Any experienced SFSP sponsor, having sites with experienced staff and no
significant operational problems in the prior year, may submit a request
to our office for a waiver of the required first-week *visit* at
well-run, experienced sites. Our office may waive this requirement as
appropriate, for one year with the possibility of renewals on a
site-by-site basis. This action is consistent with USDA's effort to
streamline administrative requirements in, and expand access to, the
SFSP. **You [must]{.underline} receive approval PRIOR to implementing
the changes allowed under this waiver**.

As you know, the SFSP regulations require all sponsors to "visit each of
their sites at least once during the first week of operation under the
Program and . . . \[to\] promptly take such actions as are necessary to
correct any deficiencies." The purpose of this requirement is to ensure
that SFSP sponsors are aware of operational problems at sites at the
beginning of the Program, and can take action to correct such problems
before they result in the establishment of a fiscal claim against the
sponsor.

Experienced food service workers operate more smoothly from one year to
the next while other sites, including those with new or less experienced
staff, have more problems in administering SFSP. USDA has concluded that
waiving the first-week visit requirement at well-run, experienced sites
sponsored and operated by the same staff from year to year allows the
SFA to devote more time to training and monitoring activities during the
first-week visits they conduct at other sites with less experienced
employees or less successful programs.

Our references to "experienced" staff in this memorandum are intended to
denote "experienced" sponsors and staff who are generally skillful,
capable individuals who operated a well-run SFSP in prior years.
Experienced sponsors requesting this waiver must ensure that all sites
operating under this waiver performed without significant operational
problems in the preceding year and are staffed by experienced personnel.

To apply for a waiver of first-week visits, you must complete this
Attachment and return it to our office with your application.

### **SUMMER MEALS FOR KIDS IN VIRGINIA**

### **Request for Waiver for**

### **First-Week Site Monitoring Visits for 2003**

+-------------------------+--------------------------------------------+
| ####                    |                                            |
| ## Sponsor Organization |                                            |
|                         |                                            |
| ####                    |                                            |
+-------------------------+--------------------------------------------+
| **Name of Contact       | **Phone Number**                           |
| Person (PRINT)**        |                                            |
+-------------------------+--------------------------------------------+
| **Signature of Contact  | **Date**                                   |
| Person**                |                                            |
+-------------------------+--------------------------------------------+

+----------------+-----------+------+-----------------------+-------+
| **Location of  | **Name of | **Y  | **Any Operational     | *     |
| Site**         | Site      | ears | Problems in 2002 at   | *USDA |
|                | Sup       | of   | this site?**          | W     |
|                | ervisor** | Ex   |                       | aiver |
|                |           | peri |                       | Appro |
|                |           | ence |                       | val** |
|                |           | with |                       |       |
|                |           | SF   |                       | **    |
|                |           | SP** |                       | (This |
|                |           |      |                       | c     |
|                |           |      |                       | olumn |
|                |           |      |                       | to be |
|                |           |      |                       | comp  |
|                |           |      |                       | leted |
|                |           |      |                       | by    |
|                |           |      |                       | USD   |
|                |           |      |                       | A.)** |
+----------------+-----------+------+-----------------------+-------+
| 1\.            |           |      |                       |       |
+----------------+-----------+------+-----------------------+-------+
| 2\.            |           |      |                       |       |
+----------------+-----------+------+-----------------------+-------+
| 3\.            |           |      |                       |       |
+----------------+-----------+------+-----------------------+-------+
| 4\.            |           |      |                       |       |
+----------------+-----------+------+-----------------------+-------+
| 5\.            |           |      |                       |       |
+----------------+-----------+------+-----------------------+-------+

-   ***Duplicate this page if you need more.***

**For Previously Participating Sponsors ONLY! Attachment E**

###### [Waiver for Flexibility of Time Restrictions on Meal Service]{.underline}

As you know, Summer Food Service Program (SFSP) regulations require that
at least three hours elapse between the beginning of one meal service
and the beginning of another. The duration of meal service is limited to
two hours for lunch and supper and one hour for all other meals. **We
now have the authority to approve changes in the length of time between
meal services and the duration of meal services in special cases**.

Since these restrictions may impose barriers to participation for some
feeding sites in the SFSP, USDA is allowing reasonable variances from
the meal service requirements to accommodate *unique circumstances*. For
example, a school sponsor may wish to serve SFSP meals on the same
schedule that it serves meals during the school year under the National
School Lunch Program, a program that has different meal service
requirements than SFSP. Another site may serve breakfast at 9:00 am and
lunch at 12:00 pm. Buses are scheduled to pick the children up at 12:15
pm. In this situation, we may allow the site to begin lunch service at
11:45 am to give the children more time to eat.

Sponsors that are interested in serving SFSP meals that vary from the
normal requirements must first receive approval from our office.
Sponsors need to justify their need for flexibility in the SFSP meal
service requirements and submit such documentation to us with their
request. We will approve requests that are reasonable and continue to
support USDA's efforts to minimize abuses of SFSP funds and plate waste
(i.e., well-spaced meal services). Approvals will be made on a
case-by-case basis.

To apply for a waiver for timeframes, you must complete this Attachment
and return it to our office with your application.

### **SUMMER MEALS FOR KIDS IN VIRGINIA**

### **Request for Waiver for**

### **Meal Timeframes for 2003**

+-----------------------------------+-----------------------------------+
| **Sponsor Organization**          |                                   |
|                                   |                                   |
| ####                              |                                   |
+-----------------------------------+-----------------------------------+
| **Name of Contact Person          | **Phone Number**                  |
| (PRINT)**                         |                                   |
+-----------------------------------+-----------------------------------+
| **Signature of Contact Person**   | **Date**                          |
+-----------------------------------+-----------------------------------+

+-----------------+-----------+-----------+-------------------+-------+
| **Location of   | **Current | **        | **Justification** | *     |
| Site**          | Serving   | Timeframe |                   | *USDA |
|                 | times**   | Re        |                   | App   |
|                 |           | quested** |                   | roved |
|                 |           |           |                   | (This |
|                 |           |           |                   | c     |
|                 |           |           |                   | olumn |
|                 |           |           |                   | to be |
|                 |           |           |                   | comp  |
|                 |           |           |                   | leted |
|                 |           |           |                   | by    |
|                 |           |           |                   | USD   |
|                 |           |           |                   | A.)** |
+-----------------+-----------+-----------+-------------------+-------+
| 1\.             | B -       | B -       |                   |       |
|                 |           |           |                   |       |
|                 | S -       | S -       |                   |       |
|                 |           |           |                   |       |
|                 | L -       | L -       |                   |       |
|                 |           |           |                   |       |
|                 | S -       | S -       |                   |       |
|                 |           |           |                   |       |
|                 | D-        | D -       |                   |       |
+-----------------+-----------+-----------+-------------------+-------+
| 2\.             | B -       | B -       |                   |       |
|                 |           |           |                   |       |
|                 | S -       | S -       |                   |       |
|                 |           |           |                   |       |
|                 | L -       | L -       |                   |       |
|                 |           |           |                   |       |
|                 | S -       | S -       |                   |       |
|                 |           |           |                   |       |
|                 | D -       | D -       |                   |       |
+-----------------+-----------+-----------+-------------------+-------+
| 3\.             | B -       | B -       |                   |       |
|                 |           |           |                   |       |
|                 | S -       | S -       |                   |       |
|                 |           |           |                   |       |
|                 | L -       | L -       |                   |       |
|                 |           |           |                   |       |
|                 | S -       | S -       |                   |       |
|                 |           |           |                   |       |
|                 | D -       | D -       |                   |       |
+-----------------+-----------+-----------+-------------------+-------+

-   ***Duplicate this page if you need more.***