Planning your Summer Food Service Program Staffing Oregon Department of Education Summer Food Service Program.

PowerPoint Presentation

Planning your Summer Food Service ProgramStaffingOregon Department of Education Summer Food Service Program

Welcome to the Planning your Summer Food Service Program Staffing training for Summer Food Service Program hosted by Oregon Department of Education Child Nutrition ProgramsDetermine the number of staff members needed to effectively run the programStaff responsibilitiesDictated by the size and type of sponsorPart-time employmentRecordkeepingNo less than one monitor for every 15 to 20 sites in urban areasSponsor must provide adequate personnel2Objectives

In this training, we will review information on: determining the number of staff members needed to effectively run the program; and staff members responsibilities.

The size and type of a sponsor's SFSP will dictate many of the sponsor's staffing needs. Depending on a sponsor's program, many positions will require only part-time employment, particularly in the planning and close-out phases. The need for recordkeeping personnel varies according to the size of the program. To meet program monitoring requirements, USDA recommends no less than one monitor for every 15 to 20 sites in urban areas. The number of monitors necessary for rural sites may increase depending upon the geographic area to be covered. Also, varied opening and closing dates of individual site operations affect staffing needs. In every case, however, the sponsor must provide adequate personnel for overall program management and monitoring.

The following slides provide examples of duties and responsibilities by position. DirectorProvide overall management and supervise the SFSP Select sites Submit applications/agreements to ODE CNPCorrespond with ODE CNPCoordinate with other agencies and conduct outreach efforts Hire, train, and supervise staff Arrange for food preparation or delivery Ensure that all monitoring requirements are met Adjust meal ordersSubmit claims Ensure civil rights compliance Handle all agreements and contracts, bidding, and negotiations with vendors for purchased meals

3Duties

Director's Responsibilities Provide overall management and supervise the SFSP Select sites Submit applications/agreements to ODE CNPCorrespond with ODE CNPCoordinate with other agencies and conduct outreach efforts Hire, train, and supervise staff Arrange for food preparation or delivery Ensure that all monitoring requirements are met Adjust meal ordersSubmit claims Ensure civil rights compliance Handle all agreements and contracts, bidding, and negotiations with vendors for purchased meals

Assistant DirectorProvide initial and ongoing training for sponsor and site personnel Design forms for recordkeeping purposes Maintain liaison with vendor to adjust meal delivery Double check claims Maintain time and attendance records of staff Maintain records on number of meals served

4Duties

Assistant Director's Responsibilities Provide initial and ongoing training for sponsor and site personnel Design forms for recordkeeping purposes Maintain liaison with vendor to adjust meal delivery Double check claims Maintain time and attendance records of staff Maintain records on number of meals served

Area SupervisorSchedule monitors' visits Check monitors' reports Prepare weekly summaries of monitoring efforts Provide ongoing training for monitors Visit sites with monitors Determine need for and following through on corrective action Review the meal counts submitted by sites for unusual meal count patterns, e.g., first meals always or usually equals meals delivered Oversee several monitors Report site problems to the Director or Assistant Director

5Duties

Area Supervisor's Responsibilities Schedule monitors' visits Check monitors' reports Prepare weekly summaries of monitoring efforts Provide ongoing training for monitors Visit sites with monitors Determine need for and following through on corrective action Review the meal counts submitted by sites for unusual meal count patterns, e.g., first meals always or usually equals meals delivered Oversee several monitors Report site problems to the Director or Assistant Director

BookkeeperMaintain records on the following: Daily site reports, invoices, and bills Food costs Labor costs Administrative costs Other costs Program income Prepare claimsPrepare payroll Purchase office supplies

6Duties

Bookkeeper's Responsibilities Maintain records on the following: Daily site reports, invoices, and bills Food costs Labor costs Administrative costs Other costs Program income Prepare claimsPrepare payroll Purchase office supplies

MonitorCheck on-site operations to ensure that site personnel maintain records Ensure the program operates in accordance with the requirements Visit all sites within the first week of food service operationsReview food service operations of all sites within the first four weeks of operation Prepare reports of visits and reviews Report unresolved or critical issues to the director Revisit sites as necessary Suggest corrective actions for problems encountered Ensure that sites take corrective actions Conduct on-site training as necessary

7Duties

Monitors are critical to the successful operation of your SFSP sites. They are the eyes and ears, providing valuable feedback about how the sites are operating by visiting sites on a regular basis and observing meal services.

Monitor's Responsibilities Check on-site operations to ensure that site personnel maintain records Ensure the program operates in accordance with the requirements Visit all sites within the first week of food service operationsReview food service operations of all sites within the first four weeks of operation Prepare reports of visits and reviews Report unresolved or critical issues to the director Revisit sites as necessary Suggest corrective actions for problems encountered Ensure that sites take corrective actions Conduct on-site training as necessary

The monitor visits sites on a regular basis and observes meal service operations. At a minimum, one monitor is needed for every 15 to 20 sites. For more information on site visits and reviews please complete the Administering the Summer Food Service Program Monitoring training. Site SupervisorServe meals Clean up after meals Ensure safe and sanitary conditions at the site Ensure the safety of food, and comply with local health and safety standards Receive and account for delivered meals Ensure that children eat all meals on-site Plan and organize daily site activities Implement alternate food service arrangements during inclement weather Take accurate meal counts at point of service

8Duties

Site Supervisor's Responsibilities Serve meals Clean up after meals Ensure safe and sanitary conditions at the site Ensure the safety of food, and comply with local health and safety standards Receive and account for delivered meals Ensure that children eat all meals on-site Plan and organize daily site activities Implement alternate food service arrangements during inclement weather Take accurate meal counts at point of service

9Questions?

If you have any questions please contact ODE CNP at 503-947-5894.

9The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individuals income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected] who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

Thank you for participating in the Planning the Program Staffing training for Summer Food Service Program hosted by Oregon Department of Education Child Nutrition Programs

Thank you for everything you do to fuel Oregons future!10