SCHOOL FOOD AUTHORITY ON-SITE REVIEW

READILY OBSERVABLE GENERAL AREAS

REFERENCE SHEET

Below are suggestions to assist in completing the Readily Observable General section of the On-Site Monitoring Review form. These are only suggestions and is not meant to be inclusive.

Maintenance of the Nonprofit School Food Service Account? (7 CFR 210.2, 210.14, 210.19(a), 210.21)
  • Is the site selling non-program foods including, but not limited to, a la carte foods (e.g. milk; 2nd entrees; Smart Snacks), catering (e.g. foods/beverages for school board meetings; foods for outside entities & programs), and/or adult meals (e.g., meals for teachers, parents, etc.)?
  • Are the a la carte items priced less than a reimbursable meal?
Review D-5 and/or invoices for allowable costs.
  • Is till money counted/verified at each POS prior to meal service?
  • Is all money collected at each POS counting & 2nd partied?
  • Is deposit verified and 2nd partied?

Paid Lunch Equity? (7 CFR 210.14(e))
If site is participating in CEP or is non-pricing, this question does not apply.
  • Verify POS paid lunch price. Price being charged at POS is $______.
  • Verify POS reduced lunch price. Price being charged at POS is $_____.
  • Is POS paid price set correctly in POS?
  • Are adult meals adequately priced?
  • Are all a la carte and reimbursable meals rung up by a cashier at the POS?

Revenue from Non-program Foods? (7 CFR 210.14(f))
  • Does POS have correct district pricing in the POS for all meals including a la carte?
  • Is there a price list for a la carte items at the POS for cashier reference?
  • Is a la carte pricing set correctly in the POS?
  • Are all a la carte items being sold Smart Snack compliant?
  • How are second meals handled at the POS?

Indirect Costs? (2 CFR Part 200 and 7 CFR 210.14(g))
This is not applicable if indirect costs are not charged.
  • Are kitchen staff performing duties that typically covered by indirect cost, if paid? For example, dining room clean up and garbage removal.

Free and Reduced Price Process – including verification, notification, and other procedures (7 CFR Part 245)
  • Does the site ensure that visual identification is not used as a medium of exchange and that only methods of meal counting that are approved in the meal counting and claiming procedures are used?
  • Are there safeguards in place to avoid overtly identifying students who are unable to pay the full price for meals or milk?
  • Does the site utilize an approved household application for free and reduced priced meals?
  • Do managers/cafeteria staff have adequate knowledge of how free and reduced priced meals are handled in the district?
  • Are free and reduced price meals applications available at the school level?
  • If the district is backdating the start date of eligibility, are they following the correct/approved procedure?

Civil Rights (7 CFR 210.23(b))
  • Is the site in compliance with Civil Rights requirements?
  • Is the Justice for All poster posted in a visible location near the food serving line?
  • Are staff trained annually and upon hire with Civil Rights training?
  • Is information on civil rights complaints, if any, and their resolutions available?
  • Are staff aware of Civil Rights Grievance procedures using the prototype procedure on SCN website?
  • Is the correct USDA Nondiscrimination Statement used on all NSLP/SBP materials?

Reporting and Recordkeeping (7 CFR Parts 210, 220, and 245)
  • Are the correct number of food safety inspections (two health inspections per school year) obtained per school year by each school? Are they displayed?
  • Are records for three years plus the current year maintained on file? Note: Documents for ISP and records in open audit could be longer.
  • Review the Meal Counting and Claiming Procedures to verify if alternate POS practices are addressed. Is MCCP in practice?
  • Are there accurate production and menu records and documentation to support performance-based cash assistance?
  • Are food service staff conducting edit checks to ensure accurate reimbursement counts?
  • Are daily meal counts matched to monthly meal counts that were claimed for reimbursement?
  • Do participation records demonstrate positive action toward providing one lunch per child per day?

Food Safety (7 CFR 210.13)
  • Is proper food safety practices implemented?
  • Does the site have a written food safety plan containing the required elements available at each school?
  • Are staff aware of where the food safety plan is located?
  • Are staff aware of the SOP within the food safety plan?
  • Are staff maintaining and documenting temperatures in accordance with the food safety plan? Temperature logs include coolers/freezers/cooking temps/serving line temps/dishwasher temps and any corrective action completed.
  • Are records from a food safety program for a period of six months following a month’s temperature records that demonstrate compliance?
  • Is FIFO (First In First Out) inventory method being used? (Are food items dated?)
  • Are inventory procedures in place at the site level?
  • How long are food service records kept?

Competitive Food Service (7 CFR 210.11 and 220.12)
  • Are non-program foods that are available compliant with smart snack regulations?
  • Are only allowable competitive foods sold?
  • Are there fundraisers that sell food available during meals times?
  • Is there access to working vending machines during meal times?
  • Do all vending machines and fundraisers meet smart snack standards?

Water (7 CFR 210.10(a)(1)(i) and 220.8(a)(1))
  • Does the site have availability of free potable water accessible and without restriction at both breakfast and lunch meal times?
  • Is the free potable water not promoted over milk?
  • Are cups available for students if water coolers are used?

Professional Standards (7 CFR 210.30)
  • Do kitchen staff have at least 6 hours of annual continuing education/training?
  • Do part-time staff who work less than 20 hours per week, have at least 4 hours?
  • Have all new food service employees completed the state required certification (KY ONE) as required by KAR 6:045?
  • Are new staff trained within 40 days of hire?
  • Based upon visual assessment of completion of work duties, is additional training needed in specific areas? Are any district policies or procedures not being followed?

SBP and SFSP Outreach (7 CFR 210.12(d))
  • Does the SFA inform families about the availability of breakfasts for students?
  • In the information about School Breakfast Programs distributed just prior to or at the beginning of the school year?
  • Are reminders sent home regarding the availability of the SBP multiple times throughout the year?

Local School Wellness Policies (7 CFR 210.30)
  • Does the SFA promote activities to involve students and parents in the Program?
  • Does the SFA encourage the use of the Program to teach students about good nutrition practices and to involve the school faculty and the general community in activities to enhance the Program?
  • Is a copy of the current local school wellness policy available?

Other
  • Is there signage stating what is a reimbursable breakfast/lunch meal?
  • Is there signage stating that a ½ cup fruit/vegetable must be taken for a meal to be reimbursable?
  • Are food items delivered to the school products of the USA?