Summer Food Service Program (Env) Guidelines for Inspectors

What is the summer food service program?
How long is the Participation Agreement (PA) period?
When do I check the Summer Food Service web site?
Do other agencies operate summer feeding sites?
How will I know what sites to inspect?
When shall the sites be inspected?
Describe the inspection timeline covered in the participation agreement.
Are there particular things I should observe when conducting an inspection?
What do I need to know about filling out the inspection form?
When is a follow-up inspection necessary?
When can I use the Sanitation Observation Form (E6.07)?
Where do I send the completed inspection report?
Will an inspection of a summer food service site at a school count toward one of the two school food service inspections that schools are required to have?
How do I get reimbursed?
When should I contact CFNA?
If I have other questions regarding contract or payment, whom do I contact?
If I have a technical question regarding an inspection site, whom do I contact?
How do I get a Missouri Department of Health and Senior Services issued EPHS number?

What is the summer food service program?
The summer food service program is a supplemental meal program sponsored by the United States Department of Agriculture (USDA) and managed by Community Food and Nutrition Assistance (CFNA).  The program serves meals at various feeding sites throughout the summer months when school is not in session, to children who otherwise may go hungry or lack adequate nutrition.  Many of these sites are located at schools, churches, parks, and children’s camps.

How long is the Participation Agreement (PA) period?
The contract runs from May 15 through September 15.

When do I check the Summer Food Service Web site?
You can look at the list in April to get a rough estimate of the approved sites in your county, but you should continue to check the website weekly until the end of August. Sponsors can start adding sites on March 1. The program participation is from May 1 - August 31. Sponsors have until a week or so before school resumes to continue adding feeding sites.

Do other agencies operate summer food sites?
Food may continue to be served at schools during the summer months through the United States Department of Agriculture’s School Lunch Program, which is separate from the summer food program.  Some charitable organizations, such as the Salvation Army or churches in the community may operate feeding sites as well, but these are not sponsored by the summer food program.  That is why it is important to check the SFSP website.

How will I know what sites to inspect?
The sites to inspect can be found online at the Summer Food Service website for inspectors. You will then see a link to Instructions and a link to the site listing.  Contact Teresa Skaggs, CFNA at (888) 435-1464 if you are aware of sites that are not listed on the SFSP site list but are serving meals.  (If you have a participation agreement to inspect feeding sites for another county, you will access that county’s information as above).  You may also want to contact the county administrator or staff for additional information. *The 2015 site listing will not be uploaded until March 1, 2015 and will pull up 2014 sites until loaded.

When shall the sites be inspected?
First, check the website for dates and times of participation to be sure the site is in operation under the summer food program when you do your inspection.  The site is to be inspected within the first half of each SFSP site’s dates of operation.  The site must be inspected during meal preparation or during meal service.  The meals served and the times of service are listed on the SFSP site list. *The site list used must be no older than seven (7) days.  Inspections conducted using site listings older than seven (7) days will not be reimbursable.

Describe the inspection timeline covered in the participation agreement.
Within the first half of the operation of a feeding site, the inspector shall conduct an inspection of the site.  Within two weeks of the inspection, the inspection report shall be submitted to:  Department of Health & Senior Services (DHSS), Bureau of Environmental Health Services (BEHS), Attention: SFSP Inspections.  BEHS will conduct a review to assure the inspection was completed according to the participation agreement.  By October 15, a request for payment shall be submitted to DHSS, to the attention of BEHS - SFSP Inspections.

Are there particular things I should observe when conducting an inspection?
During an inspection, pay close attention to safe food handling practices; focus on items such as cooking and reheating temperatures, cooling, hot and cold-holding temperatures, cross-contamination issues, personal hygiene, staff hand-washing practices, and food storage practices.

What do I need to know about filling out the inspection form? 
The inspection report should be completed.  This includes facility identifiers, “time in-time out”, food temperatures, risk factors and interventions, good retail practices, observed violations, corrective measures, and signatures. Include a list of menu items and temperatures of these items if applicable.  *Inspections without menus and temperatures (if applicable) will be paid as an attempted inspection. The inspection time shall be a minimum of 30 minutes for food preparation sites.  The inspection report is to be completed on the DHSS food establishment inspection report E6.37 and E6.37A.

When is a follow-up inspection necessary?
A follow-up inspection shall be performed when there are priority violations which cannot be corrected that day. *Follow-up inspections are not reimbursable.

When can I use the Sanitation Observation Form (E6.07)?
The sanitation observation form (E6.07) should only be used for an attempted inspection.  Be sure to include the date, time of attempted inspection, and a statement explaining why you were unable to conduct the inspection.

Where do I send the completed inspection report?
Within 2 weeks of inspection, mail the inspection report to:

Missouri Department of Health and Senior Services,
Bureau of Environmental Health Services
Summer Food Service Program
PO Box 570
Jefferson City, MO, 65102-0570

Will an inspection of a summer food service site at a school count toward one of the two school food service inspections that schools are required to have?
No, inspections of a school will not fulfill the inspection requirement.  Schools that prepare food for offsite service will be inspected only as part of the SFSP.

How do I get reimbursed? 
Submit one invoice for all inspections on a Vendor Request for Payment, DH-38.  They are available electronically at http://health.mo.gov/living/lpha/forms.php. Do not use any other form, such as a Day Care form, to request payment.  All invoices must be received by the Bureau of Environmental Health Services by October 15, 2015.

When should I contact CFNA?
Contact Teresa Skaggs at 888-435-1464 when you are aware of a site that does not appear on the website, when you are having trouble accessing the website, when the feeding site is not in operation when you arrive to do an inspection, or the site is in operation, however the attendees are attending an off-site field trip, and therefore lunch is not being served at the site that day. 

If I have other questions regarding contract or payment, whom do I contact?
Contact BEHS at (573) 751-6095.

If I have a technical question regarding an inspection site, whom do I contact?
Contact Food Program Manager at (573) 751-6095, for questions about proper/improper food handling situations, issues of non-compliance with food code, etc.

How do I get a Missouri Department of Health and Senior Services issued EPHS number?
If you do not already have a state issued EPHS number you may get one by calling BEHS at (573) 751-6095.