Articles in this issue:

A Note from Sandra

Happy New Year! We wish you a healthy and successful 2016. 2016 is declared to be "The year of" a variety of subjects. A couple of them touch the child nutrition and food distribution programs. Some found on the internet include:

• The Presidential Election. Bet you had that one on your radar already!
• The Red Monkey (Chinese horoscope)
• A Leap Year – an extra day to accomplish something you’ve wanted to do.
• Summer Olympics in Rio di Janeiro
• The Touch (Career Coach Eli Amdur). Goal - to touch two people every day to ask how to help, not to ask for help.
• Water (The Geological Society) - opportunity lean more about the role of water in how our planet works and how we can live sustainably on it.
• Dietary Guidelines revision. This occurs every 5 years. Look for it to be published in January.
• Pulses – declared by the United Nations General Assembly to heighten public awareness of nutritional benefits of pulses as part of sustainable food production aimed towards food security and nutrition.(Note – pulses include the dry beans/peas used in the child nutrition programs.

What will 2016 be the year of for you?

• We anticipate release of the new meal patterns for CACFP.
• Reauthorization of the various acts that support child nutrition and food distribution should occur in 2016.
• Late in 2015, an Omnibus bill was passed to keep government running well into 2016. You can check out the US House Appropriations committee website for further information.
In addition to the funding, it
    - provides $30 million for school meal equipment grants, it
    - extends a prohibition on purchasing chicken processed in China for school meal or other federal nutrition programs,
    - continues flexibility for schools regarding whole grain rich product if there is a hardship, and
    - establishes a provision to prohibit further reductions in the sodium standards until supported by strong science.

Child & Adult Nutrition Services office has been authorized to use five years to complete the first cycle of administrative reviews for the Child Nutrition Programs. Your agency will be notified when you are selected for a review in this revised schedule.

"Although no one can go back and make a brand new start, anyone can start from now and make a brand new ending." - attributed to Carl Bard

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Civil Rights Training Updated

As noted in the November Bulletin, the nondiscrimination statement has changed and the Civil Rights training has been updated. Please review the revised training posted as a PowerPoint including notes pages with your staff, and record the date of your training on the site listed in the training.

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Nutrition Facts Label: Read the Label Youth Outreach Campaign

Please share this with educators and any others who might benefit from it. This is taken directly from their website:

Welcome to Read the Label, the "next generation" of FDA's award-winning Spot the Block outreach campaign! Originally launched in 2007, this comprehensive program from the FDA has evolved into a nationwide grassroots initiative. Through this hands-on campaign, kids, families, and community outreach leaders unite with the goal of using the Nutrition Fact Label as their everyday tool for making smart and healthful food choices.

The Read the Label Youth Outreach Campaign is an exciting initiative that challenges kids (ages 9 to 13) to look for and use the Nutrition Facts Label on food and beverage packages. The campaign includes fun, easy tips and targeted education to help make label reading a key component through which today's young people are equipped to achieve a healthy childhood weight. With engaging content plus hands-on parent information and community outreach, kids and families across the U.S. can use the label to compare foods today and every day!

Click Here to read more about it and access the tools in English and Spanish.

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Check-In With CANS

Check in with CANS is a monthly conference call open to all agencies on NSLP and SBP. The check in call will contain a brief discussion of hot topics, then the call will be opened up so you can ask questions. The call is scheduled for Thursday, January 7, 2015 at 2:30 pm CT / 1:30 pm MT. To join the conference call, dial 1-866-410-8397 and enter code: 8454202081.

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Verification Reporting

The Verification Reporting link is up and running in iCAN. You can find it under the Applications bread crumb:

A few reminders:
1. Please remember you can access the Verification Report if you have access to Add and/or Modify SNP Applications and/or Claims.
a. If you are unsure or you cannot access the link, please contact our office at 605-773-3413.

2. If you would like a paper template, it is posted on our website: NSLP memo 51.7. The Verification Report Template-iCAN is a copy of the electronic form. Remember, this cannot be submitted on paper-it is only a template if you would like to use it before entering the data into iCAN. There are other resources here, too, if you are looking for more information about the Verification Reporting process.

3. You can also review the Verification Reporting Slides found on our website at: under the Training & Webinars heading.

Please contact 605-773-3413 or with questions or for assistance completing the Verification form.

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Nonprogram Food Revenue Requirements

Information sheets for USDA Foods:

USDA Memo SP 20-2016 was recently released to provide further guidance regarding pricing requirements for nonprogram foods. A nonprogram food means any food (other than reimbursable meals) or beverage puirchased using nonprofit school food service account funds. Examples of nonprogram foods include a la carte foods, adult meals, and food items purchased for vending machines, school stores, etc.

When nonprofit school food service account funds are used to purchase nonprogram foods, the food cost must be covered by nonprogram funds. The profit may be kept by the outside entity.

Separating out the SFA’s costs for nonprogram foods from the costs for program food may be particularly difficult. In recognition of the current variations in system capabilities, FNS is providing a simplified approach for SFAs to assess compliance with this requirement going forward.

How to assess for compliance:

The simplified approach, while still requiring SFAs to separate their nonprogram food costs from their program food costs, allows SFAs to select a reference period by which compliance will be assessed. Rather than separating all costs for the entire year, SFAs will separate their nonprogram food costs from their program food costs for a period of at least 5 consecutive operating days (or 4 consecutive days for schools that only operate 4 days).

If the SFA is able to show that the percentage of nonprogram revenue generated is at least as great as the percentage of nonprogram food costs incurred during the reference period, the SFA is in compliance with Federal requirements.

SFAs with the capacity to obtain separate nonprogram and program food cost and revenue data for a period longer than 5 consecutive days (e.g., monthly, annual, biweekly) are strongly encouraged to use data from the longer period to perform the assessment.

The simplified approach will be used by Child & Adult Nutrition Services for administrative reviews. Featured below is the formula which can be used to assess nonprogram food revenue with the simplified approach:

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Purchasing Goods and Services Using Federal Funds

Procurement is a hot topic in the national office. The USDA Food and Nutrition Services (FNS) has a renewed focus on procurement in schools and agencies that currently participate in any of the Child Nutrition Programs, which include but are not limited to the National School Lunch Program, Special Milk Program, Child and Adult Care Food Program, and the Summer Food Service Program. Currently a new review module is being pilot tested this year and we expect next year it will become a part of the standard School Nutrition Administrative Review process.

Since the reimbursement your sponsor school or agency receives is generated from federal taxes, we all share in the responsibility to use those funds in a way that maximizes open and free competition, and ensures that only allowable costs are paid with your non-profit school food service account funds. Proper procurement practices are essential to ensure fairness and that the best products and services are obtained at the best price.

Public schools and agencies must use the most restrictive of state, local, or federal guidelines. There are procurement rules for small agencies that purchase very small quantities as well as procedures for large agencies that purchase in large quantities. Each school and agency must ensure that proper procurement procedures are followed.

To prepare for procurement, all sponsor schools and agencies should take the following actions:
1. Review your Procurement Plan. All Local Education Agencies (LEAs) on the USDA Child Nutrition Programs or any federal program are required to have a procurement plan in place.
2. Identify what will be purchased
3. Estimate the cost, understand allowable and unallowable costs
4. Develop or update a bidders list (if appropriate)
5. Identify the procurement method to be used

Informal Procurement versus Formal Procurement

The chart below contains a summary of the purchase or contract dollar amounts that require formal or informal procurement process.

Purchase Type Informal Procurement Formal Procurement Ruling Authority
Services $25,000 or less $25,000 or more SDCL 5-18C-1
Supplies (not perishable) $25,000 or less $25,000 or more SDCL 5-18C-1
Food/Perishables $150,000 or less $150,000 or more 7 CFR 3016.36

Informal procurement can be: quotes obtained by phone, email, fax, or catalogs. Documentation must be retained on file, and at least three vendors/sources must be included in the solicitation.

Formal procurement uses: Solicitations for contracts using sealed bids or competitive proposals. This is more rigorous than informal and must be published publicly, provide specifications, requirements of bidder’s terms and conditions, and include procedures for evaluation and awards.

There are two types of formal procurement solicitations:
1. Request for Proposal (RFP) should be used when price alone is not the sole basis for award. However, price must be the primary consideration.
2. Invitation for Bid (IFB) results in a fixed price contract. The IFB should describe the minimum standards expected of a responsible bidder.

In all procurement, open and free competition must prevail and small purchase procedures do not change the requirements of comparability, documentation, and must avoid conflicts of interest. Remember to balance cost with what is to be purchased and what is available.

If you are new to the topic of procurement, now is the time to begin developing your plan to follow proper procurement requirements. In the coming months, CANS is planning to offer additional training opportunities to learn about proper procurement. One of the best suggestions shared at the recent SNA Industry Conference was to look at what your neighbor does and share best practices.

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Paid Lunch Equity Tool for SY16-17 Available

The Paid Lunch Equity Tool for SY16-17 is available, and posted on the CANS-NSLP webpage. Please feel free to visit the Paid Lunch Equity section of the webpage to calculate lunch meal prices.

PLE Tool SY16-17
PLE Exempt Request SY16-17
PLE Memo 09-2016

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2016 Summer Food Service Program – Resources and Best Practices

The Summer Meals Newsletter, December 2015 edition gives you partnership ideas and ideas for outreach and promotion as you plan for 2016. Click on and go to the SFSP Sponsor Newsletter and find the issue you wish to view.

The renewing SFSP schools and agencies can see the new USDA policy updates as they come from the National office at Look for any policy change dated May1, 2015 to the present. The trainings and SFSP handbooks last year did not include those USDA policies. The new SFSP Handbooks published each spring will include the new information. They won’t be available until late January or early February.

The 2015 National Summer Meals Summit was hosted by No Kid Hungry on November 12 – 13, 2015 in Washington, DC. I found a nice resource for you to review and get ideas for the upcoming 2016 summer program. The No Kid Hungry Sponsor Center link gives you information if you are exploring best practices, ideas and resources for additional funding, activities and nutrition education along with managing your summer and afterschool meal sites.

Many of you are seeking additional funds, please examine the opportunities under the Child Nutrition Program Grant Opportunities, Hunger Relief among any other areas that you may qualify for.

The SODEXO Foundation Summer Meals Outreach Toolkit has lots of great public relations items, including pictures that can be used for your flyers and brochures.

Check out the Keeping It Healthy link and then see the Mobile Meals Playbook if examining that frontier; if you are determining new sites, under Program Excellence they have a Summer Meals Site Capacity Evaluation Tool. I like the summer menu examples and the meal planning for the summer meals program likes to get ideas for new meals or ways to improvise those you find to be popular with your participants. If you are using a Food Service Management Company, be sure and plan to start your contract process in January, review the SFSP requirements listed in the SFSP Administrative Guidance for Sponsors and implement them in your new contract.

Outreach materials for 2016 will be coming to you in February.

Contact Julie McCord for Summer Food Service Program questions by calling 773-3110 or email

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Team Up Thursdays Webinars

The Institute of Child Nutrition (formerly NFSMI) is hosting Team Up Thursday’s webinar series. The materials, presentations, and resources offered as a part of this webinar series include information and support for the Team Up for School Nutrition Success program. The presentations include the initial pilot workshop, regional trainings, and Team Up Thursday’s webinar series. These presentations are done by schools that are sharing their strategies or tools and sometimes USDA FNS staff to clarify new rules.

Prior webinar topics include: Plate and Food Waste, Increasing Participation, Maximizing Your Financial Resources, Menu Planning, Financial Management, Menu Planning with USDA Foods, Making Sense of Sodium, Food Safety Best Practices, Professional Standards, and more.

If you do not have time to join the live webinars, prerecorded webinars of prior topics are available for review at You may also use this link to register for upcoming webinars.

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Training Tracking Tool for Professional Standards

Child and Adult Nutrition Services recently released a simplified Professional Standards Training Tracking Tool. This tool is an Excel spreadsheet. It contains an example of how to complete the tool, the tracking worksheet, and the learning topics and objectives required for Professional Standards.

This tool is a great resource for sponsor agencies and schools that would like to keep an electronic file with your training information. If you are not fond of keeping an electronic file, this tool can be printed out and used as a worksheet that you complete and keep on file.

Please remember to retain training documentation on file to support the training events that you and your staff attend. This supporting documentation can include sign in sheets, handouts, agendas, certificates, or any other materials that indicate the training topic and dates. Also, don’t forget to write down who attended the training.

You can find this tool and other helpful Professional Standards information on our CANS NSLP website: under the section called “Professional Standards and Training Opportunities.”

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Professional Standards Power Point Slide Show

Child and Adult Nutrition Services recently compiled the Professional Standard rules and frequently asked questions into a Professional Standards power point that is posted on the CANS NSLP website: under the section called “Professional Standards and Training Opportunities.” If you or your staff have questions about the hiring or training requirements for the new Professional Standards rules please check out this informational power point.

Don’t forget, reviewing Power Point slides or webinars can count as training! Add the entry to your training tracking tool, print off the training credit slide, sign and date the print out, and keep it on file with your other training documentation.

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Free and Reduced Application Update Power Point Slide Show

Updates and frequently asked application and eligibility questions have been put together in a new Free and Reduced Application Power Point slide show that is now posted to the CANS NSLP website: under the section called “Training & Webinars.”

Don’t forget, reviewing Power Point slides or webinars can count as training! Add the entry to your training tracking tool, print off the training credit slide, sign and date the print out, and keep it on file with your other training documentation. Back to Top

Fresh Fruit and Vegetable Program (FFVP) – separate account

South Dakota Legislative Audit views the FFVP as a grant program, as per program rule, participants are not charged. Additionally, the FFVP is not part of the school lunch program. FFVP expenditures should come from a separate account outside of the school lunch and breakfast account.

Since FFVP and school lunch reimbursements are being issued to schools as a lump sum, the school can watch for the received payment, and move money to the correct accounts.

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Summer Meals Matters call summary

The Summer Meals Matters call, presented by FRAC, on December 3, 2015 provided communication regarding the pairing of summer reading programs with summer food service.

The main focus is to maintain or improve reading proficiencies over summer months. Setting up a library as a summer feeding site seems to be a good fit, as a library is a trusted public space. Some libraries also provided summer meals on days where the library was not available; outreach is key. The summer food program in Baltimore, MD provided statistics on the call – indicating that 77% of participating students maintained/increased reading skills over the summer.

For new participating sites, it was helpful to reach out to youth services, and check for opportunities on sponsor-level email blasts/communication. Challenges included workload concerns, parking issues, and potential poor weather. Sites circumvented challenges by obtaining volunteers and coming up with backup plans in the event of poor weather. New participants started out by only providing meals choice days, and growing into an everyday program.

Successful programs engaged parents and communities with the program, and maintained transparency regarding program rules. Consider having teens help run the program; this can potentially provide an increase of participation with this age group.

Check out FRAC’s Summer Nutrition Programs Implementation Calendars and Guide for more ideas and information.

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Farm to School Planning Webinars

Starting in January, USDA has created a webinar series title Planning for Farm to School Success. This is an eleven part series that will guide you through the USDA Farm to School Planning Toolkit. These thirty minute webinars offer questions to consider and helpful resources to reference when starting or growing a farm to school program. Visit the Videos and Webinars page for the whole series. The first two are listed below.

1. Intro to Farm to School: Planning and Building a Team: January 14, 1:00 PM EST How does a farm to school team function? Learn tips and best practices for building a farm to school team, facing struggles and surprises, and building a foundation for a successful project. Registration:

2. Setting goals and Establishing an Evaluation Baseline: January 28, 2:00 PM EST How do you know if your activities are helping local farmers and improving student health? Learn how to integrate program planning/evaluation tools and techniques that will document outcomes and show the impacts of farm to school programs.

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Farm to School:
Procuring Local Meat, Poultry, Game, and Eggs for Child Nutrition Programs

The first food item that comes to mind in regards to Farm to School seems to be fruits and vegetables. However, protein products can also be included in the Farm to School program. The USDA website provides guidance on the procurement for meat products on its website:

Here you can read about schools who are implementing meat in their schools using this process.

Read some of the questions related to purchasing local meat products and to view this recently released memo outlining the food safety requirements for purchasing and serving poultry, livestock, game and eggs in child nutrition programs. Find out what is available in your area and start small.

Special events are a way to introduce local meats. Create a promotion of free range, antibiotic free proteins; poultry, beef, buffalo, eggs, etc. and start to menu that item.

You can keep your menus local all year long by changing your menus according to what is available. Feature fruits and vegetables while in season and menu plan proteins and grains during winter months.

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Farmers Grow MyPlate sub-grant for Team Nutrition Schools Available

Apply today for the Farmers Grow MyPlate sub-grant for Team Nutrition schools and agencies including after-school and summer programs. The purpose of this sub-grant is to actively engage children in learning about how foods from the five MyPlate food groups nourish them, and how they are produced. An approach that incorporates nutrition education, food preparation, physical activity, and field trips to production or processing facilities is highly recommended. Sub-grant recipients will be reimbursed up to $600 for budget-related expenses including food expenses, field trip costs, and staff hours for preparation beyond normal work schedules.

The application, a sample of the curriculum, and a training PowerPoint is available at

Please visit the above link, and contact Karlys Wells ( with further questions.

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Regulatory Updates

Updated Policies

Some policies have multiple numbers. That means those apply to multiple programs.

Child & Adult Care Food Program
Current policies can be found at (CACFP memos).

12/07/2015 SP16_CACFP06_SFSP10-2016
Disclosure Requirements for the Child Nutrition Programs

School Nutrition Programs (SP memos)
Policies that apply to school operation and administration can be found at Several new policies have been issued.

12/23/2015 SP20-2016
Nonprofit School Food Service Account Nonprogram Food Revenue Requirements

12/14/2015 SP19-2016
Community Eligibility Provision: Guidance and Updated QAs

12/11/2015 SP18-2016
State Agencies Selected for FY2016 National School Lunch Management Evaluations

12/09/2015 SP17-2016
Guidance on Travel Assistance Funds and Travel Expenses for States to Implement the Team Up for School Nutrition Success Initiative in their State

12/07/2015 SP16_CACFP06_SFSP10-2016
Disclosure Requirements for the Child Nutrition Programs

11/30/2015 SP15-2016
CEP State Agency Procedures to Ensure Identified Student Percentage Accuracy

11/27/2015 SP14-2016
Flexibility for CEP Certification Document Review During SY15-16 Administrative Reviews

Summer Food Service Program
Several new policies were issued for the Summer Food Service Program. Current policies can be found at

12/07/2015 SP16_CACFP06_SFSP10-2016
Disclosure Requirements for the Child Nutrition Programs

11/13/2015 SP12 CACPF05 SFSP09-2016
Guidance on Competitive Procurement Standards for Program Operators

11/12/2015 SP06 SFSP06-2016
Promoting Nutrition in Summer Meal Programs, with Best Practices

11/12/2015 SP07 SFSP07-2016
Local Foods and Related Activities in Summer Meal Programs, with Questions and Answers

11/12/2015 SFSP08-2016
Summer Food Service Program Questions and Answers

11/12/2015 SP05 SFSP05-2016
Meal Service Requirements in the Summer Meal Programs, with Questions and Answers

11/09/2015 SP04 CACFP04 SFSP04-2016
Local Agency Procurement Reviews SY2015-2016

11/06/2015 SP03 CACFP03 SFSP03-2016
Procurement Standards and Resource Management Requirements related to Franchise Agreements

10/30/2015 SP02 CACFP02 SFSP02-2016
Questions and Answers on the Transition to and Implementation of 2 CFR Part 200

Food Distribution
No new policies have been issues for food distribution programs since the last bulletin. Current policies can be found at
Food Distribution policies for school nutrition programs can be found at
The Emergency Food Assistance Program –
Commodity Supplemental Food Program –

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Let’s Move Blog

The ‘Let’s Move Blog’ is a great place to keep up to date with the Let’s Move campaign, which focuses on overall wellness for a healthier tomorrow.

Recent articles include:
• The First Lady Joins Team FNV!
• Chefs Move to School!
• Let’s Hear It For Farm to School Salad Bars!

Visit the ‘Let’s Move Blog’ here to view recent stories, and more:

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