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Dear NYS SFSP (Summer Food Service Program) Camp Operators and Site Supervisors,
Thank you to the many camps and SFSP sites that joined us for the live training with the New York State Education Department, Office of Child Nutrition (OCN) at Bnos Zion on April 16. If you missed it, there are trainings available HERE.
The training was a direct result of Agudath Israel and camp representatives engaging in meetings and communications with NYSED OCN in an effort to streamline operations for the coming summer season.
We would like to share important reminders from the training and our communications with CNS. Some of these reminders have been updated in light of recent communication with OCN:
- Sponsors should apply promptly and carefully adhere to all deadlines. As a reminder:
- New Sponsor Application, May 1
- Experienced Sponsor Renewal, June 1
- New Camp Site Information Sheet, June 1
- Do NOT ignore emails from NYSED – respond promptly. Failure to reply promptly may diminish your chances of getting approval.
- Attend all relevant trainings and carefully follow procedures. The sponsor must attend the sponsor training and train and designate a site supervisor.
- Keep your production records – it may help you!
- Meal start times need to be accurate in CNMS, food should be prepared and rooms set up even if kids are reasonably off schedule (a few minutes, not an hour!)
- If there are activities or programming that will delay meal service, NYSED must be notified prior to the change.
- Buffet-style serving is not allowed. All meal components must be served at the same time.
- Electronic signatures can be accepted on Household Income Applications if the application meets the criteria outlined in SFSP 06-2007; however, typed signatures are not accepted.
- According to federal regulations, sponsors must demonstrate financial viability, administrative capability, and Program accountability. Please see HERE for more details.
- Labor issues:
- When paying labor using SFSP, make sure to follow all labor laws, including payment frequency and breaks/lunch.
- NYSED has updated the timesheet form, Attachment 29.
- Make sure to have supervisor signature on all timesheets. For the supervisors time sheet, have someone else sign.
- Be careful when paying overtime with SFSP funds. Some programs were cited for excessive overtime.
- Consultant fees – please note these important points:
- Consultant contracts must be procured properly.
- Consultants must provide sponsors with an itemized bill of services for each month.
- Fees must be determined to be reasonable and not duplicative of duties that can be performed by staff already employed by the sponsor.
- NYSED has requested verification of these in the past
- Please pay attention to these common findings in last year’s reviews:
- The site supervisor must be always present onsite, be fully trained, and know his/her responsibilities.
- Day camp programs must have continuous programming between meals. It is best practice to have an activity before breakfast to ensure children are on site by the time the meal starts.
- Pay attention to your approved budget. If your actual budget differs from the approved budget, then complete Attachment 34 “Budget Revision Form” before submitting your final claim and email it to your SED representative. After SED approves the revised budget then submit your final claim.
- Notify SED of:
- All time changes
- Changes in start/end dates
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