RE: Finding 2023-003 - Significant Deficiency – Compliance with Resource Management Response
On 7/7/23 the office of site King Parkway notified us that the server was not present due to being absent/vacation and another staff member was filling in for the server while they were gone. We immediately sent over an administrative staff member to train the site “sub” server to ensure the meal service could continue for the kids. There was a TDA representative there doing an unannounced visit at the time. We later found out that the original server of record for King Parkway had Covid and that is why he was absent so abruptly. With this information just given to us only a few minutes before the actual serve time we feel that, we tried to do the best we could by sending over someone to train at the meal service. We understand the ideal situation would be to train this person before the meal service, however there was not enough time to do so. It was brought to our attention that specific day that the site sub, had also been stepping in to help the staff on record to serve on occasions. This information was not given to us until 7/7/23 when the administrative staff was on-site training the site sub. Since this time, the site sub in question has been properly trained and is now the site server of record.
The following procedures were updated and put into place effective August 2023.
• The Policy & Procedure now includes a new policy for substitutes notification to sponsors when there will be a sub.
• Copies of Training Certificate after administrative staff complete training in full on 7/10/2023.
POLICY: SFSP Training (Updated Feb 2024)
“With Helping Hands” (WHH), its staff and new facility staff who perform key SFSP activities must participate in or receive training in the following areas and subtopics:
• Program Meal Pattern
o Child meal pattern
o Serving sizes for age groups
o Creditable foods
o Meal service styles
o Accommodating special needs diets
o Menu planning
• Meal Counts
o Daily
o Weekly
o Monthly
• Claims Submission
o Due date
o Late claims
o Amended claims
• Claims Review Procedures
o Review elements
o Adverse Action
o Appeal rights
• Recordkeeping Requirements
o Daily, weekly, monthly forms
o Child Nutrition Program Application
o Annual enrollment information
o Meal production records
o Attendance records
o Financial Records
o Record retention
o Purchase vended meals
• Reimbursement System
o Administrative fee
o Payment schedule
• Civil Rights
• Site Substitutes
• Site Closures
PROCEDURE: (Updated Feb 2024)
1. TDA may require “With Helping Hands” Management to attend additional training during the program year. The TDA will notify WHH when [mandatory] training is scheduled for Executive Directors/Management.
2. WHH Executive Director(s) train all new sites on SFSP during the New Site Pre-Approval Visit.
3. Site Supervisors are responsible for training their site staff prior to performing any SFSP activities. WHH provides all training documents and offers training and technical assistance to all sites and their staff as needed or requested. If found during Monitoring Review that any staff performing SFSP activities has not completed the annual SFSP training or needs further training based on findings, Monitor will conduct training on site.
4. WHH Management will ensure training of all employees will be provided annually on the SFSP program as noted in the policy statement above. Annual training topics will be discussed but will be tailored to each individual specific to their job responsibilities.
5. Civil rights training is a self-paced training curriculum provided online by TDA. It can be accessed from the TDA website at www.squaremeals.org (instructions are included in training packet). All individuals who have SFSP responsibilities must complete this training annually. Office Tech/Clerical Staff ensure that Civil Rights has been completed by comparing Time Distributions to Civil Rights documentation monthly. If it is found during a Monitoring Review that a staff performing key SFSP activities has not completed Civil Rights Training, site supervisors will be notified and staff will be removed from duties until training is complete.
6. WHH Management will ensure training of all employees that serve or handle food will be trained properly and receive training prior to the start of any meal service in which they are participating in. This training can be done on-line or in person provided by the sponsor before the server begins any meal service. Administrative Staff will monitor all sites to ensure the server of record are properly trained and the ones providing services at the approved meal service.
7. Site Supervisors will notify the Site Manager or Sponsor if they can not be present for meal service, if anyone else will be responsible to serve the meal, and only allow the site substitute to serve the meal if they have completed training prior to serving the meal. If a trained substitute can not be present for the meal service then the meal service will be cancelled for the day. Site Supervisor must notify the Sponsor immediately.
8. Signed receipt of training will be kept on file by WHH management in a training folder and maintained for 4 years.