SY 2020 2021 Waiver Intake Form

SSO / SFSP 9/2020

Overview

  • Extension of SFSP/SSO Waivers through December 31, 2020
  • Extension of NSLP/SBP/CACFP through June 2021
  • Review FAQs updated 9/9/2020
  • Review PY 20-21 Intake Form for NSLP/ASCP
  • Upcoming PY 20-21 Intake Form SFSP/SSO
  • Location of FAQs & Intake Forms - squaremeals.org

Updated

As of 9/16/2020, the intake form for implementing the summer feeding waivers from August 31, 2020 - December 31, 2020, is posted on squaremeals.org.
  • If submitting an area eligible waiver or bulk packaged food form, these forms must be approved prior to implementing an open meal service.
  • All other forms are submitted to opt-in and do not need prior approval but must be submitted prior to filing a claim.
  • A CE who does not have at least one area eligible site CANNOT participate in summer feeding. The only option is the NSLP.

UPDATED on 9/17/2020

  • See the new outline on squaremeals.org for the variety of program options.

NOTE: Summer Programs may NOT participate in the NSLP ASCP.

Summer Programs MAY participate in the CACFP At-Risk programs.

  • CACFP has a separate application process from other programs. The CACFP PY is October - September.

Fall 2020-2021 Meal Distribution Waiver Usage Intake Form for SSO and SFSP Operators




On August 31, 2020, USDA issued a nationwide waiver allowing the Summer Food Service Program (SFSP) and Seamless Summer Option (SSO) to continue to operate through December 31, 2020, under the COVID-19 flexibilities granted at the end of Program Year 2019-2020. CEs choosing to operate SFSP or SSO in lieu of the National School Lunch Program (NSLP) must use this form to indicate their intention to utilize these specific flexibilities, which include:

  • Non-congregate meal service
  • Alternative meal times
  • No child present/Parent pick-up

  • CEs who have previously indicated the intention to utilize these flexibilities via the intake forms from spring/summer are currently not required to submit this form again unless the waiver usage has changed.
  • These flexibilities under SSO/SFSP CE are only available until December 31, 2020 . Note that all expiration dates are subject to change by USDA and may be extended or shortened depending on the status of the public health emergency and the availability of funding.
  • If the requesting CE is a School Food Authority (SFA), all sites in the SFA must operate as an SSO/SFSP site. A district may not operate both NSLP and a summer feeding program.
  • Non-school entities will only be approved to serve meals under SFSP

(1) in an area where a school has elected not to continue meal service

OR

(2) if serving a different meal type (for example, supper) than the SFSP meals provided by the area SFA.

  • The submission of this form is not an approval to operate the program. While TDA approves the usage of the waivers in this form, CEs must have an approved site application prior in order to claim meals under these programs.

  • If a CE is participating in SSO and changes their meal counting and collection procedures, they must complete an Attachment B, Policy Statement for Free and Reduced-Price Meals, Attachment B: Meal Count/Collection Procedure(s) in TX-UNPS

  • Upon submission of this form, you will receive an email confirmation that the waiver opt-in has been accepted. Please print this receipt for your records. TDA will also indicate completed receipt of this form in TX-UNPS Packet Notes.
  • A copy of your submitted responses will be sent to the listed email addresses. Please print and retain the automated email receipt for your records.

At-Risk Operators

At-Risk operators are required to submit a COVID-19 Monthly Waivers Update and Meal Count Data Submissions Form of non-congregate and congregate At-Risk meals served. Once you submit this current form, you will receive a link via the confirmation email to the COVID-19 Monthly Waivers Update and Meal Count Data Submissions form. Retain this confirmation email and the link for access to the COVID-19 Monthly Waivers Update and Meal Count Data Submissions form.

Parent Pick Up Without Child Present

Procedure Implementation Needed

Selection of choices provided in the intake form:

  • Official letter/email/electronic school application from school or child care facility listing children enrolled
  • Individual student report cards
  • Attendance record from parent portal of the school website, printed or electronic, that includes the child names.
  • Birth certificates for children not in school
  • Student ID cards
  • Other official ID issued by a child care facility.

Meal Pattern Waiver Option

See Q5 of the FAQs

5. How do I submit a request for one of the meal pattern waiver options?

TDA opted into the USDA-issued nationwide waiver that allows State Agencies to waive meal pattern requirements on a justified and targeted basis during the COVID-19 public health emergency.

TDA has developed a COVID-19 Meal Pattern Flexibility Options Intake Form. This Intake Form allows CEs opt in to one or more of the following meal pattern flexibility options during Fall 2020:

• COVID-19 Child Nutrition Program Meal Pattern Flexibility

o CEs may select this option to request flexibilities available in meeting the required meal pattern requirements due to procurement (supply chain disruptions), staffing, or storage/packaging issues.

• Age/Grade Group Meal Pattern Waiver for NSLP and SSO

o CEs may select this option to waive age/grade group requirements at sites that are experiencing challenges implementing the age/grade group requirements due to student safety and access concerns.

• COVID-19 Milk Variety Notification

o CEs may select this option to notify TDA if the CE intends to waive the requirement of offering two types of fluid milk at meal service through December 31, 2020.

Meal Pattern Waiver Reference Guide

Bulk Packaged Foods

See Q 27 of the FAQs.

27.If I distribute meals over multiple days, may I serve individual components in bulk?

Bulk food items for multiple meal distribution are a COVID-19 flexibility allowed under the USDA nationwide waivers for non-congregate feeding, meal service times, and no child present (parent pick up), if applicable. Bulk food item distribution is a strategy for packaging multiple meals so that like food items are stored together, yet the food items are easily assembled into a meal and require no more than warming to be eaten. Note that pre-plated, unitized meals are not bulk packaged food.

To implement bulk food item distribution, CEs must receive approval from TDA before beginning this distribution via the following process:

• Submit the applicable Program intake form indicating the non-congregate waivers the CE intends to use (see above for more information). If you select the option for Bulk Food Components for Multiple Meal Distribution, you will be directed to the Bulk Food Components for Multiple Meal Form when the Meal Distribution Waiver Usage Intake Form is submitted. In case you cannot complete both forms in one session, you will receive a separate email with a link to the Bulk Food Components for Multiple Meal Form. You only need to complete and submit this form once, even if providing bulk food components in multiple programs.

• TDA will provide notification of bulk food distribution approval.

Bulk Packaged Food for Multiple Meals Resource

Area Eligibility Waiver

See Q11 of the FAQs.

11.How do I qualify for an area eligibility waiver if I wish to operate an open, noncongregate SFSP/SSO site in a non-eligible area?

If a CE wants to operate an open, non-congregate SFSP or SSO site that is not area eligible, but with a significant low-income population, the CE may apply for approval to operate an open site that targets that high need population during the COVID-19 public health emergency. To operate an open site under the area eligibility waiver, the CE must complete the Area Eligibility During School Year 2020 Intake Form.

CEs with area eligibility waiver requests that were previously approved in the spring or summer are not required to resubmit this form for those non-congregate meal sites. TDA is extending those previously approved waiver requests through December 31, 2020.

CEs that intend to operate a closed enrolled, congregate SFSP or SSO site at a school that is not area eligible must use this Area Eligibility Intake Form to notify TDA of its intent and will automatically be granted this waiver once they opt-in.

See below for information about closed enrolled SFSP/SSO sites.

SFSP and SSO CEs approved for this waiver may only operate through December 31, 2020.

21.Am I allowed to operate a closed enrolled SFSP or SSO site that serves only the children enrolled at my school?

SFAs that choose to operate one of the summer nutrition programs can operate a closed enrolled site that serves SFSP or SSO congregate meals to enrolled children attending school onsite under the following parameters:

• SFAs operating closed enrolled congregate service in eligible areas must also ensure that an open, non-congregate option is available to its remote students and other children in those areas. For example, an individual school may choose to operate an open curbside pick-up location in addition to its congregate service. Additionally, a district may designate strategic noncongregate sites servicing several school populations in the same geographic location. At least one open site in each area-eligible feeder pattern must be operational.

• SFAs in non-eligible areas are approved to provide closed enrolled, congregate service to the students onsite per a statewide area eligibility waiver but must notify TDA of the sites utilizing this flexibility via the Area Eligibility During School Year 2020 Intake Form.

SFAs who began serving congregate SFSP/SSO meals prior to the submittal of this form must indicate the start date of their operations within the form.

  • SFAs who wish to operate non-congregate sites for only enrolled students will only be approved to do so if operating NSLP as described in this FAQ. SFAs opting into SFSP/SSO must ensure that their non-congregate curbside and grab and go sites are open to the public and not limited to their enrolled students.

FSMC Implementing Summer Feeding

77.How do I address impacts on my Food Service Management Company (FSMC) contract if my district decides to switch from NSLP/SBP to one of the summer nutrition programs?


FSMC contracts are based on estimated meal counts by program. SFAs utilizing a FSMC must obtain a legal opinion that assesses whether changing the program operation during the waiver period will result in a material change that requires additional action.


78.Many school districts with FSMC contracts have purchased different items to accommodate grab-and-go/curbside pickup. For FSMC contracts that are fixed-priced, may the cost of paper products be included, or should they bill the school for those additional products?


The billing of additional costs depends on what costs are included in the existing fixed price contract. Additional costs amending an SFA-FSMC contract in excess of the Simplified Acquisition Threshold ($50,000) requires a cost or price analysis and TDA review and approval of any amendments prior to execution.


During the COVID-19 public health emergency, SFA and SFSP CEs may use the micropurchase method or non-competitive proposals as described in 2 CFR 200.320(a) and 320(f)(2) to obtain the additional goods and services. When using the micro-purchase method, CEs are reminded that while price quotes are not required, prices must be reasonable and purchases equitably distributed among qualified suppliers. All costs paid using federal funds must be documented and adhere to the cost principles in 2 CFR Part 200 (reasonable, necessary, and allocable). To ensure program integrity, any contracts resulting from noncompetitive proposals may not exercise renewal options.


Additional information on emergency noncompetitive procurement may be found below in these FAQs.

Maximum Number of Meals and Supper

See Q28 of the FAQs

28.What is the maximum number of meals that can be distributed for consumption on a single day? May I serve supper?

The maximum number of single day meals that may be distributed under a single program at each site is:

NSLP/SBP: Up to three (3) approved meals may be served each day (breakfast, lunch, and/or snack).

• SSO: Up to two meals, or one meal and one snack, per child, per day, in any combination except lunch and supper;

• SFSP: Up to two meals, or one meal and one snack, per child, per day, in any combination except lunch and supper;

CACFP At-risk: Up to one snack and one supper, per child, per day.

While the above parameters do not allow for any single site to distribute a full three meals to a child on a given day under a single program, there are options that allow for a student to receive a full day’s meals:

• In districts operating NSLP, children may receive afterschool snack via the NSLP ASCP or a snack/supper via the CACFP At-risk program. CEs operating both NSLP and an afterschool care program may bundle a full day’s meals together as long as those meals are claimed to the applicable program.

• In districts operating SSO/SFSP, the SFA may operate the CACFP At-risk program or the SFA may partner with a non-school entity to operate the CACFP At-risk program at the school’s distribution site. This will allow children to receive an additional meal and may bundle a full day’s meals together as long as those meals are claimed to the applicable program.

• In districts serving breakfast and lunch via SFSP or SSO, non-school entities may be approved to serve supper and snack outside school hours via SFSP. In this instance, the non-school entity must be operating from a different physical address from the school site.


Information on providing multiple meals, including distribution for multiple days of meals at one time, is provided in Q26.

26.May I distribute multiple meals at one time?

Yes. If operating under both the meal service time waiver and the non-congregate feeding waiver, CEs may distribute multiple meals at one time to children or their parent/legal guardian as long as the CE adheres to the daily maximum amount of meals allowed. CEs distributing meals for multiple days may not provide meals for more than one operational week at a time, as follows:

• NSLP meals cannot be distributed for consumption on days that curriculum is not being offered, such as weekends or holidays. Unless instruction is occurring on weekends, the maximum number of days for which meals can be distributed is five. However, NSLP meals may be distributed on a non-school day for consumption on instructional days.

• SSO and SFSP operators that have been approved to operate on weekends may distribute up to seven days of meals at one time.

A la Carte During SSO / SFSP

See Q57 of the fAQs

57.Am I allowed to offer á la carte items during SSO or SFSP meal service?

The sale of á la carte items is permitted during congregate meal service only for SSO or SFSP meal service. Sites operating a congregate meal service have established COVID-19 public health and safety practices and precautions in place, including social distancing and enhanced sanitation protocols to mitigate risks to program participants and those associated with payment handling. SFAs operating SSO or SFSP must adhere to the Competitive Food Nutrition Standards (also called Smart Snacks) when selling á la carte items.

For more information on the Competitive Food Standards, please refer to the Administrator's Reference Manual (ARM), Section 22, Competitive Foods. Additional guidance on á la carte sales may be found throughout the ARM.

Intake Form Confirmation

  • CEs will receive a confirmation for the submission of the intake form. Check your SPAM if you do not see the confirmation email.

Waiver Status

It is important to monitor TDA updates for pending and approved waivers on squaremeals.org.

TDA Webinars

TDA Zoom links for upcoming webinars and recordings for past webinars are located at the link provided.

https://squaremeals.org/FandNResources/CoronavirusUpdateforContractingEntities/NSLPResources.aspx

Region 6 Child Nutrition Specialists

Julie Dorman

Child Nutrition Program Specialist, SNP/SSO

936-435-8238

jdorman@esc6.net


Cindy Scott

Child Nutrition Program Specialist, SNP/SSO

936-435-8234

cscott@esc6.net


Dina Herrick

Child Nutrition Program Specialist, CACFP/SFSP

936-435-8244

dherrick@esc6.net

This guidance is not considered all-inclusive.

  • Please see squaremeals.org for further guidance.
  • Note: If TDA makes changes to the website direct links in this announcement may become void.

This institution is an equal opportunity provider. This program is funded by the USDA.