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Providing Meals During H1N1 Influenza Outbreaks


Nutrition Services Division Management Bulletin
Purpose: Policy, Beneficial Information

To: School Nutrition Program Sponsors and Summer Food Service Program Sponsors

Number:
USDA-SNP-28-2009
USDA SFSP-04-2009

Attention: Food Service Directors, Food Program Managers, and District Superintendents

Date: November 2009

Subject: Responding to Student Dismissals and Providing Meals to Students During H1N1 Influenza Outbreaks

References: United States Department of Agriculture Policy Memo SP-31-2009

This Management Bulletin (MB) outlines how schools and community organizations may continue to provide reimbursable school meals to low-income children during school closures and/or student dismissals related to the H1N1 influenza virus. Providing meals during student dismissals is optional, and the decision should be made by schools and community organizations after careful consideration of each site’s ability to meet the federal Waiver requirements.

The United States Department of Agriculture (USDA) and Nutrition Services Division (NSD) encourage sponsors to consider using this option. When determining appropriate site locations, sponsors should target and feed low-income families. Potential meal delivery approaches may include, but are not limited to:

Please note: While serving meals at all sites is not required, sponsors should strive to serve meals at as many sites as is administratively feasible.

School sites may be closed by the State or a local public health officer following an H1N1 flu outbreak, which would prevent the service of congregate meals through the National School Lunch or School Breakfast Programs. As a result, the USDA is providing added flexibility to allow all meals served during student dismissals to be claimed as free through the Seamless Summer Feeding Option (SSFO) or the Summer Food Service Program (SFSP).

The NSD also encourages schools and community organizations to begin planning for potential student dismissals as soon as possible, by:

How to Obtain Approval to Serve Meals During an H1N1 Closure/Dismissal

In order for meals to be claimed through the SSFO or the SFSP during student dismissals, sponsors must have the following items approved by the NSD prior to commencing operations:

The following attachments provide specific instructions on how to obtain approval to serve meals during an H1N1 student dismissal. These instructions depend on whether your school/agency has been previously approved for the SSFO or the SFSP, and are separated accordingly.

Attachment A: School Sponsors Currently Approved to Operate the SSFO

Attachment B: School Sponsors Not Currently Approved to Operate the SSFO

Attachment C: School Sponsors Currently Approved to Operate the SFSP During the 2008-09 Federal Fiscal Year

Attachment D: School Sponsors Not Currently Approved to Operate the SFSP

Attachment E: Community Organizations Currently Approved to Operate the SFSP During the 2008-09 Federal Fiscal Year

Attachment F: Community Organizations Not Currently Approved to Operate the SFSP

Pandemic Severity

Sponsors approved to serve and claim reimbursable meals through the SSFO or SFSP during student dismissals may begin serving meals following the declaration of a public health emergency by the State or local public health officer.

Depending upon the pronouncements of State and local health officers, the response to a pandemic influenza may range from an individual student dismissal in the case of a moderately severe pandemic, to school-wide, district-wide, or state-wide student dismissals in the case of a highly severe pandemic.

Sponsors must follow public health officers’ pronouncements regarding quarantines. If your county is under an order of quarantine, meals may not be served even if your school agency has an approved waiver to do so.

H1N1 Waiver Request

The attached waiver request obtains information from sponsors regarding how they will operate the SSFO or SFSP during an H1N1 related student dismissal. Specifically, the waiver requires sponsors to certify that they will operate the SSFO or SFSP in a way that ensures:

Other Sources of Nutrition Assistance

Providing school meals to children through the SSFO or SFSP during student dismissals is just one option to ensure that low-income children receive meals. However, sponsors should also consider partnerships with community organizations or other federal, State, or local sources to provide nutrition assistance. The USDA and NSD suggest your district/agency consider working with other organizations that may include (but not be limited to), local food banks, soup kitchens, faith based organizations, food pantries or social services.

The NSD continues to receive updates from the USDA related to the H1N1 influenza, and as more information is made available, we will distribute information via e-mail.

Additional information related to flu prevention is available on the California Department of Education’s Flu Prevention Web page at http://www.cde.ca.gov/ls/he/hn/fluinfo.asp.

If you will be applying for the Waiver as an SSFO sponsor, please contact your School Nutrition Program Specialist at 916-323-7186, or Donna Reedy at 916-327-5866 or by e-mail at dreedy@cde.ca.gov. If you will be applying for the Waiver as an SFSP Sponsor, please contact Melissa Garza at 916-322-5885 or by e-mail at mgarza@cde.ca.gov.

Attachments

H1N1 Waiver Request Form at http://www.cde.ca.gov/ls/nu/sn/documents/mbusdasnp282009att.doc

Attachment A: School Sponsors Currently Approved to Operate the SSFO

Attachment B: School Sponsors Not Currently Approved to Operate the SSFO

Attachment C: School Sponsors Currently Approved to Operate the SFSP During the 2008-09 Federal Fiscal Year

Attachment D: School Sponsors Not Currently Approved to Operate the SFSP

Attachment E: Community Organizations Currently Approved to Operate the SFSP During the 2008-09 Federal Fiscal Year

Attachment F: Community Organizations Not Currently Approved to Operate the SFSP

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Attachment A: School Sponsors Currently Approved to Operate the SSFO

School Sponsors Currently Approved to Operate the Seamless Summer Feeding Option (SSFO)

Sponsors already approved to operate the SSFO must have the following items approved prior to commencing operations during an H1N1 student dismissal:

  1. H1N1 Waiver Request Form
  2. Child Nutrition Information and Payment System (CNIPS) SSFO Site Application(s)

Sites must be added in CNIPS. Complete one site application for each school site where you are requesting authority to serve meals during an H1N1 student dismissal.

To complete the SSFO CNIPS Site Application(s), access your 2009-10 Application Packet, and:

  1. Select Site Applications-Seamless Summer
  2. Select Add Site
  3. Select a school site from the available Site List, or select Add New Site and enter a site name
  4. Select Add Application
  5. Complete the SSFO site application and select Save

Please send the completed H1N1 Waiver Request Form (available in the CNIPS Download Forms section) to:

Nutrition Services Division/SNPU
California Department of Education
1430 N Street, Suite 1500
Sacramento, CA 95814
Attention: H1N1 Waiver Request

The Nutrition Services Division (NSD) will send written confirmation regarding the approval of your H1N1 Waiver request. Site approvals will be confirmed in CNIPS.

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Attachment B: School Sponsors Not Currently Approved to Operate the SSFO

School Sponsors Not Currently Approved to Operate the Seamless Summer Feeding Option (SSFO)

All sponsors must have the following items approved prior to commencing operations during an H1N1 student dismissal:

  1. SSFO Agreement
  2. H1N1 Waiver Request Form
  3. Child Nutrition Information and Payment System (CNIPS) SSFO Site Application(s)

To complete the SSFO CNIPS Site Application(s), access your 2009-10 Application Packet, and:

  1. Select Site Applications-Seamless Summer
  2. Select Add Site
  3. Select a school site from the available Site List, or select Add New Site and enter a site name
  4. Select Add Application
  5. Complete the SSFO site application and select Save

Complete one site application for each school site where you are requesting authority to serve meals during an H1N1 student dismissal.

Please send the signed SSFO Program Agreement and completed H1N1 Waiver Request Form (available in the CNIPS Download Forms section) to:

Nutrition Services Division/SNPU
California Department of Education
1430 N Street, Suite 1500
Sacramento, CA 95814
Attention: H1N1 Waiver Request

The Nutrition Services Division (NSD) will send written confirmation regarding the approval of your H1N1 Waiver request. Site approvals will be confirmed in CNIPS.

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Attachment C: School Sponsors Currently Approved to Operate the SFSP During the 2008-09 Federal Fiscal Year

School Sponsors Currently Approved to Operate the Summer Food Service Program (SFSP) During the 2008-09 Federal Fiscal Year

All sponsors must have the following items approved prior to commencing operations during an H1N1 student dismissal:

  1. H1N1 Waiver Request Form
  2. Child Nutrition Information and Payment System (CNIPS) SFSP Site Application(s)

Note:  Once the Nutrition Services Division had received and approved the above items, you will receive written approval regarding your Agreement and/or H1N1 Waiver Request; site approvals will be confirmed in CNIPS.

If you already have a permanent SFSP agreement, you do not need to submit another Agreement. To gain access to the SFSP module in CNIPS, please contact the SFSP Specialist assigned to your county. To find out who your SFSP Specialist is, please contact the Nutrition Services Division at 800-952-5609 x 77.

To be approved for the SFSP for the 2009-10 federal fiscal year, please complete and submit the Sponsor Application, Site Application(s), SFSP Annual Budget, Checklist items, and the SFSP Management Plan.

To complete the SFSP Sponsor Application:

  1. Log into CNIPS using your username and password
  2. Select Applications
  3. Select Application Packet
  4. Select Sponsor Application
  5. Select Oct 2009
  6. Complete the Sponsor Application and select Save

To complete the SFSP Annual Budget:

  1. Select Annual Budget
  2. Select Add Budget
  3. Complete Annual Budget and select Save
  4. Select Finish

To complete the SFSP Management Plan:

  1. Select Management Plan
  2. Select Add Management Plan
  3. Complete the Management Plan and select Save

To add a SFSP Site Application:

  1. Select Site Application
  2. Select Add Site
  3. Select Add New Site
  4. Complete ‘Quick’ Site Profile
  5. Select Save
  6. Select Add Application
  7. Complete the SFSP site application and select Save

To complete the SFSP Sponsor and SFSP Site Checklists:

  1. Select Checklist
  2. Submit the requested documents on the checklists and select Save

Complete one site application for each school site where you are requesting authority to serve meals during an H1N1 student dismissal.

You must submit the H1N1 Waiver in conjunction with adding site(s) in CNIPS. The H1N1 Waiver Request Form can be found in the Download Forms section of CNIPS (form SFSP-02). Please send the completed H1N1 Waiver Request Form to:

Nutrition Services Division/SFSP
California Department of Education
1430 N Street, Suite 1500
Sacramento, CA 95814
Attention: H1N1 Waiver Request

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Attachment D: School Sponsors Not Currently Approved to Operate the SFSP

School Sponsors Not Currently Approved to Operate the Summer Food Service Program (SFSP)

All sponsors must have the following items approved prior to commencing operations during an H1N1 student dismissal:

  1. SFSP Permanent Agreement
  2. H1N1 Waiver Request Form
  3. Child Nutrition Information and Payment System (CNIPS) SFSP Site Application(s)

Note:  Once the Nutrition Services Division has received and approved the above items, you will receive written approval regarding your Agreement and/or H1N1 Waiver Request; site approvals will be confirmed in CNIPS but sponsors are encouraged to submit an Agreement first.

To gain access to the SFSP module in CNIPS, please contact the SFSP Specialist assigned to your county. To find out who your SFSP Specialist is, please contact the Nutrition Services Division at 800-952-5609 x 77.

To be approved for the SFSP please complete and submit the Sponsor Application, Site Application(s), SFSP Annual Budget, Checklist items, and the SFSP Management Plan.

To complete the SFSP Sponsor Application:

  1. Log into CNIPS using your username and password
  2. Select Applications
  3. Select Application Packet
  4. Select Sponsor Application
  5. Select Oct 2009
  6. Complete the Sponsor Application and select Save

To complete the SFSP Annual Budget:

  1. Select Annual Budget
  2. Select Add Budget
  3. Complete Annual Budget and select Save
  4. Select Finish

To complete the SFSP Management Plan:

  1. Select Management Plan
  2. Select Add Management Plan
  3. Complete the Management Plan and select Save

To add a SFSP Site Application:

  1. Select Site Application
  2. Select Add Site
  3. Select Add New Site
  4. Complete ‘Quick’ Site Profile
  5. Select Save
  6. Select Add Application
  7. Complete the SFSP site application and select Save

To complete the SFSP Sponsor and SFSP Site Checklists:

  1. Select Checklist
  2. Submit the requested documents on the checklists and select Save

Complete one site application for each community site where you are requesting authority to serve meals during an H1N1 student dismissal.

You must submit the signed SFSP Permanent Agreement and the H1N1 Waiver in conjunction with adding site(s) in CNIPS. The SFSP Permanent Agreement and the H1N1 Waiver can be found in the Download Forms section of CNIPS, forms NSD-8050 and SFSP-02 respectively.

 Please send the signed Permanent SFSP Program Agreement and the completed H1N1 Waiver Request Form to:

Nutrition Services Division/SFSP
California Department of Education
1430 N Street, Suite 1500
Sacramento, CA 95814
Attention: H1N1 Waiver Request

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Attachment E: Community Organizations Currently Approved to Operate the SFSP During the 2008-09 Federal Fiscal Year

Community Organizations Currently Approved to Operate the Summer Food Service Program (SFSP) During the 2008-09 Federal Fiscal Year

All sponsors must have the following items approved prior to commencing operations during an H1N1 student dismissal:

  1. H1N1 Waiver Request Form
  2. Child Nutrition Information and Payment System (CNIPS) SFSP Site Application(s)

Note:  Once the Nutrition Services Division has received and approved the above items, you will receive written approval regarding your Agreement and/or H1N1 Waiver Request; site approvals will be confirmed in CNIPS.

If you are already an approved SFSP 2008-09 sponsor, you do not need to submit another Agreement. To gain access to the SFSP module in CNIPS, please contact the SFSP Specialist assigned to your county. To find out who your SFSP Specialist is, please contact the Nutrition Services Division at 800-952-5609 x 77.

To be approved for the SFSP please complete and submit the Sponsor Application, Site Application(s), SFSP Annual Budget, Checklist items, and the SFSP Management Plan.

To complete the SFSP Sponsor Application:

  1. Log into CNIPS using your username and password
  2. Select Applications
  3. Select Application Packet
  4. Select Sponsor Application
  5. Select Oct 2009
  6. Complete the Sponsor Application and select Save

To complete the SFSP Annual Budget:

  1. Select Annual Budget
  2. Select Add Budget
  3. Complete Annual Budget and select Save
  4. Select Finish

To complete the SFSP Management Plan:

  1. Select Management Plan
  2. Select Add Management Plan
  3. Complete the Management Plan and select Save

To add a SFSP Site Application:

  1. Select Site Application
  2. Select Add Site
  3. Select Add New Site
  4. Complete ‘Quick’ Site Profile
  5. Select Save
  6. Select Add Application
  7. Complete the SFSP site application and select Save

To complete the SFSP Sponsor and SFSP Site Checklists:

  1. Select Checklist
  2. Submit the requested documents on the checklists and select Save

Complete one site application for each community site where you are requesting authority to serve meals during an H1N1 student dismissal.

You must submit the H1N1 Waiver Request Form in conjunction with adding site(s) in CNIPS. The H1N1 Waiver Request Form can be found in the Download Forms section of CNIPS (form SFSP-02). Please send the H1N1 Waiver Request Form to:

Nutrition Services Division/SFSP
California Department of Education
1430 N Street, Suite 1500
Sacramento, CA 95814
Attention: H1N1 Waiver Request

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Attachment F: Community Organizations Not Currently Approved to Operate the SFSP

Community Organizations Not Currently Approved to Operate the Summer Food Service Program (SFSP)

All sponsors must have the following items approved prior to commencing operations during an H1N1 student dismissal:

SFSP Permanent Agreement
  1. H1N1 Waiver Request Form
  2. Child Nutrition Information and Payment System (CNIPS) SFSP Site Application(s)

Note:  Once the Nutrition Services Division has received and approved the above items, you will receive written approval regarding your Agreement and/or H1N1 Waiver Request; site approvals will be confirmed in CNIPS but sponsors are encouraged to send Agreement first.

To gain access to the SFSP module in CNIPS, please contact the SFSP Specialist assigned to your county. To find out who your SFSP Specialist is, please contact the Nutrition Services Division at 800-952-5609 x 77.

To be approved for the SFSP please complete and submit the Sponsor Application, Site Application(s), SFSP Annual Budget, Checklist items, and the SFSP Management Plan.

To complete the SFSP Sponsor Application:

  1. Log into CNIPS using your username and password
  2. Select Applications
  3. Select Application Packet
  4. Select Sponsor Application
  5. Select Oct 2009
  6. Complete the Sponsor Application and select Save

To complete the SFSP Annual Budget:

  1. Select Annual Budget
  2. Select Add Budget
  3. Complete Annual Budget and select Save
  4. Select Finish

To complete the SFSP Management Plan:

  1. Select Management Plan
  2. Select Add Management Plan
  3. Complete the Management Plan and select Save

To add a SFSP Site Application:

  1. Select Site Application
  2. Select Add Site
  3. Select Add New Site
  4. Complete ‘Quick’ Site Profile
  5. Select Save
  6. Select Add Application
  7. Complete the SFSP site application and select Save

To complete the SFSP Sponsor and SFSP Site Checklists:

  1. Select Checklist
  2. Submit the requested documents on the checklists and select Save

Complete one site application for each community site where you are requesting to serve meals during an H1N1 student dismissal.

You must submit the signed SFSP Permanent Agreement and the H1N1 Waiver Request Form in conjunction with adding site(s) in CNIPS. The SFSP Permanent Agreement and the H1N1 Waiver Request Form can be found in the Download Forms section of CNIPS (forms NSD-8050 and SFSP-02 respectively). Please send the H1N1 Waiver Request Form to:

Nutrition Services Division/SFSP
California Department of Education
1430 N Street, Suite 1500
Sacramento, CA 95814
Attention: H1N1 Waiver Request

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